UA Catering Licensing Program Information
The University of Alabama (“University”) has reviewed the use of catering firms and is implementing a program to develop a list of caterers that meet certain requirements and are willing to operate within the terms of a licensing agreement.
This license arrangement is not a guarantee of business, but is necessary to be eligible for consideration of any catered events in the future.
This program is not an attempt to limit the number of caterers available to the University community. However, with a growing concern of food borne illnesses, the University must take steps to ensure catering firms are taking appropriate steps to properly prepare, transport and serve food and beverages provided to our students, faculty, staff and guests. In addition to food safety, the University requires all caterers provide evidence of insurance and the business licensure and health permits as required by law.
With a key component of this program being food safety, the University will offer a basic food safety course to those firms that either do not have access to a training program or have difficulty scheduling training. This training program will be offered at no charge and will last approximately two-hours. Depending on demand, the course will be scheduled on an “as needed” basis.
Once approved, the University will require updated license and insurance information upon expiration of the information on file along with an annual update of Health Department inspections.
Please review the information and documents listed below and please contact me if you have any questions. With the requirement of an original signature on the license agreement, please return the completed forms and requested documentation to my attention via regular mail.
Sincerely,
Robert A. Pugh, ARM
Director of Risk Management
Direct Dial (205) 348-0395
Program Information
REQUEST FOR PRE-QUALIFIED CATERERS
A. The University of Alabama (“UA”) seeks to develop a list of caterers who meet certain minimum standards and who can provide quality food and beverage catering services within UA premises and facilities.
B. For the purposes of this Request, a Caterer means a person operating from a permitted food service establishment who contracts with one individual or firm to provide a predetermined menu and quantity of food and/or beverages at a specific site, off the premises of the food establishment, which is generally different for each event; the site or event not being open to the general public.
C. As part of its Risk Management program, UA will require that caterers providing food and beverage catering services within UA facilities and premises, including University-sponsored events at off-campus locations do so under a license that embodies, among others, the following points:
1. Caterers must agree to comply with the various safety, health and sanitation laws and regulations that apply to food and beverage catering;
2. Caterers with limited experience and/or no prior history of food safety training will be required to attend a food safety training course offered by the University at no charge or to attend a recognized food safety training course;
3. Caterers must agree to indemnify UA against any adverse consequences resulting from the caterer’s activities;
4. Caterers must agree to carry certain specified insurance and to provide UA with a certificate of insurance naming the Board of Trustees of the University of Alabama as an additional insured; and,
5. Caterers who cater alcoholic beverages must agree to comply with applicable local, state, and federal laws and UA policies as are now applicable or which may be established during the term of this agreement regarding alcoholic beverages within UA premises. Specific requirements include: (i)) required governmental licenses and permits for the sale and serving of alcoholic beverages, (ii) completion of Responsible Alcohol Service Training for its employees or those who it hires to work an event; (iii) employees catering an event may not be members or affiliates of the organization/department sponsoring the event, (iv) that no UA funds may be used for the purchase of alcoholic beverages, and (v) carrying liquor liability insurance in the amount of $ 1,000,000.
Any exceptions to the required insurance coverages must be in writing and signed by an authorized UA official.
D. Individuals or businesses desiring to become so licensed, should complete, sign, and submit to UA’s Risk Management Department the attached Request for Vendor Information (including required documentation), licensing agreement and the required certificate of insurance. If UA accepts the caterer’s request for pre-qualification, UA will sign and return a signed copy of the license to the caterer. The caterer must submit a signed original of the license; paper and electronic copies will not be accepted. The University reserves the right at any time to ask any caterer whose name is placed on the list to update the information which is on file with the University and to confirm that caterer is maintaining the required insurance coverage current.
E. UA will maintain a list of UA-licensed caterers which UA departments may consult when seeking food and beverage catering services for a University event. If a caterer’s UA-license is terminated for any reason, UA will remove the caterer’s name from the list of pre-qualified caterers. The University will update its list of pre-qualified caterers every month.
F. The licensing requirement applies to food and beverage catering services performed within UA facilities and premises regardless of whether the event is paid for with public funds or is paid for with foundation or private funds. Exempt from the licensing requirement are those vendors who as of January 1, 2008, are under contract with the University or any of its supporting foundations to deliver food service and/or food and beverage catering services to UA.
G. The license is not a contract for the delivery of food and beverage catering services to UA. The caterer’s engagement to cater a UA event and the specific terms and conditions for that event, such without limitation, date, location, menu, and cost, must be separately contracted for in a written agreement that is signed by an authorize UA official. The issuance of a license to a caterer does not obligate UA in any way whatsoever to hire or engage the caterer’s services or to pay caterer for the cost of food and beverage catering services in the absence of a separate written contract for the catered event. Catering services are not paid for prior to or at the time the services are delivered, but after the services are rendered and an invoice is received by UA from the caterer. Invoices are generally paid within 7-10 days from receipt in Accounts Payable by UA check.
H. In granting this license, UA makes no representations, promises, or guarantees that the licensed caterer will be selected or hired to provide food and beverage catering services for a UA event within its campus and facilities.
I. Any costs incurred by a caterer in preparing or submitting a request for pre-qualification are the caterer’s sole responsibility.
J. Caterers should submit their request for pre-qualification to:
Risk Management Department – Attn: Bob Pugh
The University of Alabama
Room 134, Rose Administration Building
Box 870119
Tuscaloosa, AL 35487-0130
(205) 348-4534
(205) 348-3312 (Facsimile)
Sample - Certificate of Liability |