2025-PD-393 - Catering Services for SFU Wosk Centre for Dialogue

A. THE DELIVERABLES

Simon Fraser University (SFU) invites competitive bids from qualified proponents to provide catering services for all Wosk Center starting on April 1, 2026. The primary contact for event-related matters will be Meeting, Event and Conference Services (MECS), which will oversee catering, room bookings, service coordination, and invoicing for both clients and proponents.

Full-service beverage and catering support is required for this dedicated conference centre, including breakfast, lunch, and dinner for buffet-style and plated functions, as well as refreshment breaks and receptions. Service must accommodate groups ranging in size from 5 to 200 guests. A key requirement is the ability to maintain continuous refreshment breaks throughout the day.

For the Wosk Centre, full service with china, linen, and service staff is often required. Proposals for the Wosk Centre must also include two full service (2) daily meeting package options with china service. Each package must include breakfast, lunch, and two continuous refreshment breaks (food, beverages, and a selection of snacks available at all times). One package must include a hot breakfast and a hot lunch.

The Wosk Center has a kitchen and pantry space available for the proponent’s use, allowing them to maintain consistent service levels.

MECS will coordinate room setup in collaboration with SFU Facilities and contracted labor, with proponents setting up catering tables as needed.

The successful proponent should provide a broad range of pricing and service options within each meal category, allowing users to choose services that match their event requirements and budget. Catering will cover various event types, from small informal gatherings to large banquets, serving groups of 5 to 200. Offerings should include coffee breaks, refreshments, alcoholic beverages, breakfasts, lunches, receptions, and dinners. Linen is required for all services.

Minimum Service Level Requirements: 
 

1. Menu Variety:
   • Specific targeted internal SFU department/student menu with discounted pricing eg: Pizza, Donuts etc. possibility to partner with local providers to provide less expensive options.
   • Offer a full range of menus (e.g., breakfast, lunch, breaks, receptions, and full-day), buffets, plated meals, hors d'oeuvres, bar, innovative plant-based options, and custom menus as requested.
   • Offer value add menu packages from a standard, advanced and premium perspective Catering - Meeting, Event and Conference Services - Simon Fraser University
   • Collaboratively update menus with MECS at least once per year. This is not an opportunity to review pricing. The successful proponent could annually present revised menu options. 
   • Should a SFU client require special menus or service not covered by the standard options, successful proponent will make all reasonable efforts to serve these needs.
   • Holiday menus to be provided 3 months in advance of the holiday season.
   • Proponent must have the ability to provide changing variety of baked goods, preference will be given to those providing in house fresh baked goods.eg: muffins, scones, croissants, banana bread etc.
   • Sandwich and wrap varieties should change every three months.

• • Allergy - Medically serious or potentially life-threatening condition (e.g., nuts, shellfish, celiac). Meals for guests with allergies will be prepared separately, clearly labeled with their names and provided at no extra charge.
  • Dietary - Non-medical, lifestyle or cultural choice (e.g., lactose intolerant, vegan, vegetarian). Clients are encouraged to work with their Event Manager to select a menu that already accommodates these needs. If/when that is not possible, labeled set-aside meals are available at an additional cost of $10.00 per person, per service.
  • Non-labeled set-asides may be placed on buffets for general preferences.
  • Some items (e.g., sandwiches) can be prepared gluten-free, vegan, vegetarian, or nut-free at no extra cost, plated separately.
  • Dietary preferences can receive individual labeled meals at an additional cost of $10.00 per person, per service. Otherwise, they may be grouped or accommodated through menu selection or non-labeled set-asides.
  • Standard dietaries to include vegetarian, vegan, made without dairy/nuts/gluten at no extra cost.
  • Standard nomenclature for dietary exceptions to be used, in alignment with other catering providers where applicable.

2. Culture Diverse / Local Offerings:
   • The proponent should offer a range of culturally diverse products and services that reflect the diversity of global cuisines including Halal and Kosher.
   • Proponents should be able to source culturally authentic food upon request and have the ability to partner with culturally authentic restaurant / caterers.
   • Proponents should demonstrate a commitment to including indigenous food options in their offerings and sourcing products from indigenous suppliers whenever possible.
   • The Proponent should support and promote local businesses within the community, contributing to the local economy and fostering community connections.

3. Delivery / Setup and Cleanup:
   • Provide timely delivery, setup, cleanup, and removal of catered items, including dinnerware and linens.
   • Deliver on china service where possible and requested. Compostable disposable service wares must be available as well.
   • Removal of all food and beverage items and remnants, including tablecloths, napkins, dishes, cutlery and glassware, including clearing dirty compostable wares and consolidating platters during service.
   • Provide prompt and professional service with a high level of presentation, including décor, serving dishes and utensils, food presentation, and professional staff attire.
   • Proponents must consistently label standard/default accompaniments (e.g., coffee cream, tea, sugar, utensils, tongs, labels) and ensure they are included as part of the setup.
   • Maintain at least one staff member onsite for the duration of all events with catering, other than for drop-off coffee service or as approved by MECS.
   • Proponents must provide reliable, food-safe packaging and spill-proof presentation equipment to maintain quality, safety, and professional presentation during service and transportation.
   • Services are normally provided 7 days per week
   • Ensure cleanliness and orderliness of the catering service, preparation, and transport areas, complying with all health, sanitation, and food handling laws, including Vancouver Coastal Health.

4. Inventory Management:
   • Ensure an adequate stock of dishes, cutlery, serving utensils and glassware