Request for Proposal (RFP)

Food Vendor Services for the St. Pete MLK Parade

Theme: The Power of a Dream

Hosted by: Tampa Bay Collard Green Festival Inc.

Event Date: Sunday, January 19, 2025

Location: St. Petersburg, Florida

Start Time: TBD

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1. Introduction

The Tampa Bay Collard Green Festival Inc. is seeking proposals from qualified food vendors to provide meals and refreshments to marching bands participating in the St. Pete MLK Parade: The Power of a Dream Festivities on January 18, 2026.​

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The selected vendor will be responsible for preparing, delivering, and serving food in a timely, efficient, and professional manner that ensures all participating bands are well-fed and able to perform at their best.

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2. Scope of Work

The selected vendor will be responsible for:

  • Preparing and serving meals for a large-scale event with an estimated attendance of 1,564–1,614 people.

    • This estimate is based on 682 hotel rooms booked (double occupancy = 1,364 people) plus 150 volunteers and an additional 50–100 guests as cushion.

  • Offering nutritious, filling, and cost-efficient meal options suitable for performers.

  • Providing meals in a manner that allows for fast distribution (boxed or buffet-style options acceptable).

  • Ensuring compliance with all food safety, health, and permitting regulations.

  • Coordinating with event staff to determine final serving times and designated meal distribution locations.

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3. Coverage Details

  • Estimated service window: Day Before Parade day (January 18, 2026).

  • Meals will primarily serve marching band members and staff.

  • Vendor must be prepared for last-minute adjustments based on the final number of participating bands.

  • Vendor should include options for dietary restrictions (vegetarian/vegan, gluten-free, allergies, etc.).

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4. Technical & Operational/Logistical Requirements

  • Vendor must have all necessary food service permits, insurance, and health certifications.

  • Must provide all equipment, utensils, disposable plates, napkins, and serving supplies.

  • Must be self-sufficient with power, water, and refrigeration needs (generators, coolers, etc.).

  • Vendor must be flexible to adjust based on final number of bands and service stations.

  • Cleanup and disposal of waste is the vendor’s responsibility.

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​5. Budget and Proposal Requirements

Vendors should submit a proposal that includes:

  • Menu Options & Pricing (per person and/or bulk package pricing).

  • Capacity (maximum number of meals you can provide in a single day).

  • Line-item budget (breakdown of food, staffing, equipment, service, etc.).

  • Past Experience (especially catering for large groups, festivals, or parades).

  • References and/or examples of past large-scale catering work.

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6. Evaluation Criteria

Proposals will be evaluated based on:

  • Menu quality, variety, and ability to meet dietary needs.

  • Cost-effectiveness and transparency of budget.

  • Vendor’s capacity to handle large-scale food service.

  • Past experience and references.

  • Ability to comply with event logistics and parade timelines.