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HomeMy WebLinkAbout066022 - General - Contract - Coburn's CateringFORT WORTH CSC No. 66022 Food and Beverage Purchase Memo The City of Fort Worth's Purchasing Policy limits the situations in which the City may use City funds to purchase food and beverages. The policy requires certain approvals before purchases are made. This memo is intended to ensure compliance with the policy. The executed memo should be retained by the department and submitted with the purchase receipt if the purchase is made using a City Pcard or through a Non -PO Voucher. Description of food and beverage being purchased (include the quote or describe the estimated cost, type of food and beverage being purchased, vendor/store, and either the amount available on the City's contract (if the vendor has a contract with the City) or the aggregate spend with the vendor(s) for the Fiscal Year): Barbecue, sides, drinks, and dessert from Coburn's Catering for an amount of $5,100. The price per employee is $17 and less than the GSA lunch per diem rate of $22 for Arlington/Fort Worth/Grapevine. Event associated with the purchase (location, description of the event, participants, any other relevant information): 1608 11th Ave, Fort Worth Texas 76102. This is for the Annual Fall Meeting for Water Department Field Operations Division which will be held October 22, 2026, weather permitting. We expect 300 employees and no guests to attend. Note: If an annual event, make sure to also include the following information: (i) the current U.S. General Services Administration per diem rate for Lunch for the Arlington/Fort Worth/Grapevine (print and attach to the memo), (ii) the number of staff included in the calculation, and (iii) whether any non -staff guests will be invited to attend. If the event will not be held all on one day, make sure to provide the dates for each separate event (must occur within the same month), locations, breakdown of each attendee pool, and the reason for breaking the event into several smaller events. Applicable authorized business purpose (select whichever option is appropriate): o annual award ceremonies, team -building events, retreats, or employee recognition events designed to increase employee morale provided each department holds no more than one annual event per fiscal year; Note: Annual events require ACM approval and must comply with the limitations included in the attached policy. A. Approvals for the purchase of food and beverages for City staff and guests of City staff for an Annual Event: OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX FORT WORTH I have reviewed the request to purchase food and beverages for City staff and guests for an Annual Event and have determined that (A) the expenditure (i) is for an Authorized Business Purpose as indicated above, (ii) is for a reasonable amount, and (iii) is not for a routine or recurring meeting with City personnel, and (B) confirmed with Purchasing that the City (i) has a specific contract for food with the chosen vendor and the expenditure is within the contract's limits; or (ii) has not spent $50,000 or more with the chosen vendor in the current Fiscal Year for catered food or more than $3,000 at grocery and similar stores. CI rs�opheY i ui(ev 10/05/2026 Christopher_H der (Oct 5, 2026 1229:47 CDT) Water Department, Director Date (this must be before the date of the purchase) I have reviewed the request to purchase food and beverages for City staff and guests for an Annual Event and have determined that (i) the provision of food and beverages for the Annual Event, which may include family members and/or guests, is necessary to achieve the identified Authorized Business Purpose, (ii) the amount of the purchase does not exceed the amount authorized in subsection (f)(2) of the attached policy (Note: family members and guests are not included in the calculation to determine the amount of City funds that can be used.), and (iii) food and beverages were not previously provided for a Departmental Annual Event or to family members or guests during the current Fiscal Year (i.e., Departments may not hold multiple Departmental Annual Events, except as allowed to accommodate staff availability and work schedules). cv � 10/05/2026 Water Department, Assistant City Manager Date (this must be before the date of the purchase) OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX 801 N. Main Street, Fort Worth, TX 76164 www.coburnscatering.com Ph 817.336.0401 Fax 817.336.0417 September 8, 2026 Regina Jones City of Fort Worth Water Dept 11th and Summit Fort Worth TX 76102 Ph 817-392-2698 Regina. j ones@fortworthtexas.gov RE: Bid for Thursday October 22nd, 2026 10:45am Location: Water Dept Summit and 11th Fort Worth TX Number of guests: 300 MENU $17.00 $ Hickory smoked BBQ brisket, sausage, BBQ sauce $ Potato salad & cole slaw $ Pinto beans $ Pickles, onions, jalapeno peppers $ Dinner rolls & butter $ Asst Cookies $ Iced tea Served on draped buffet tables with disposable plates, cutlery, cups, napkins & table coverings Coburn's will serve the meats We appreciate the opportunity to bid on your dinner & look forward to hearing from you soon! Sincerely, Steve Coburn Coburn's Catering Service, Inc. 9/8/26, 10:00 AM FY 2027 per diem rates for ZIP Code 76102 1 GSA An official website of the United States government U.S. General Services Administration FY 2027 per diem rates for ZIP Code 76102 Change fiscal year: or New search Daily lodging rates (excluding taxes) I October 2026 - September 2027 Cities not appearing below may be located within a county for which rates are listed. To determine the county a destination is located in, visit the Census Geocoder . Primary 2026 2027 County Nov Dec Feb Mar Apr May Jun Jul Aug Sep destination Oct Jan Arlington / Fort Worth Tarrant / City of $192 $192 $192 $192 $192 $192 $192 $192 $192 $192 $192 $192 / Grapevine Grapevine Meals and incidental expenses (M&IE) rates and breakdown The M&IE total is the full daily amount for a single calendar day when that day is neither the first nor last day of travel. The amount received on the first and last day of travel equals 75% of the M&IE total. See M&IE breakdowns for information related to the individual meal amounts. https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2027&state=TX&city=Fort Worth&zip... 1/2 9/8/26, 10:00 AM FY 2027 per diem rates for ZIP Code 76102 1 GSA Primary M&IE Incidental First and County Breakfast Lunch Dinner last destination total expenses day of travel Arlington / Fort Worth / Tarrant / City of $80 $20 $22 $33 $5 $60.00 Grapevine Grapevine Additional per diem topics • Meals & Incidental Expenses breakdown (M&IE). • FAQs • State tax exemption forms • Factors influencing lodging rates • Fire safe hotels • Have a per diem question? • Downloadable per diem files Need more information? • Rates for Alaska, Hawaii, U_S. territories and possessions (set by DOD). • Rates in foreign countries (set by State Dept.). • Federal travel regulations Related topics • Travel resources • Fed Rooms • POV mileage reimbursement rates Last reviewed: 2023-12-23 https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2027&state=TX&city=Fort Worth&zip... 2/2 FORT WORTH® City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Food and Beverage Memo Subject of the Agreement: Annual Fall Festival M&C Approved by the Council? * Yes ❑ No EZI If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑ No IZI If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No IZI If unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No © If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: 10-8-2026 If different from the approval date. Expiration Date: 10-23-2026 If applicable. Is a 1295 Form required? * Yes ❑ No EZI *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: If applicable. N/A *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes © No O Contracts need to be routed for CSO processing in the following order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.