Objective: GGHI, a 501c6 non-profit organization invites you to bid for a catered event as outlined below

Background: GGHI is a public/private entity that serves as the regional economic development council and chamber of commerce. Event attendees include the community’s leaders in business, education, philanthropy, and government. Issuing Point of Contact: GGHI is the sole point of contact.
Questions regarding catering needs can be directed to:

  • Loretta Thomas – Program Manager, Business Development (Event Lead) – lthomas@graysharbor.org Questions regarding membership status or joining can be directed to:
    • Stephanie Conway – Director of Member Services – sconway@graysharbor.org

Scope of Service(s)
Provide on-time service and tastefully presented quality and healthy products delivered by professional associate(s).

  • Event Title: Small Business Summit presented by Greater Grays Harbor, Inc.
  • Location: Aberdeen Rotary Log Pavilion, 401 Sargent Blvd, Aberdeen, WA 98520
  • Anticipated attendance: 50 guests.
  • Date/Time: Breakfast service 8:00 am, Lunch service Noon on Tuesday, May 2nd, 2023.
    • Breakfast – Access as early as 7:30am. Set up complete by 8:00am
    • Lunch – Setup completed by 11:45am for lunch service at Noon. Caterer may set lunch up during, breakfast if appropriate.

Food Service

  1. Provide a continental breakfast station to include coffee, tea, water and assorted pastries and fruit.
  2. Provide a lunch (boxed or buffet) for the Small Business Summit (May 2nd, 2023). Lunch must include a main, side(s), dessert, and beverage. Must be able to provide meals that meet dietary restrictions i.e., vegetarian, vegan, gluten-free, etc. as requested.a. Potential examples include:
    1. Sandwich, fruit, chips, cookie, bottled beverage.
    2. Taco Bar Buffet to include beverages.
  3. Provide inside delivery and set-up. Set-up includes placing items on pre-designated food tables. No venue set-upis necessary for the caterer.
  4. Provide signage/label food as needed to identify food being served.
  5. Properly execute catering to GGHI’s satisfaction.
  6. GGHI will provide the headcount and dietary restrictions one (1) week in advance.

Service/Work Requirements:

  • The proposer shall possess necessary skills, qualifications, experience, and ability to successfully undertake the proposed services.
  • The proposer is expected to travel to the venue site and set-up meal. Meals should be ready at the above stated times (10:45am). The venue does provide some kitchen services if necessary.

Mandatory Requirements

  • Washington State Business License
  • GGHI Member in good standing

Proposal Evaluation:

  • The successful bidder will be evaluated on ability to meet the organization’s budget.
  • The successful bidder will be a member in good standing of GGHI. Non-members are welcome to submit proposals, but the award will be confirmed upon completing a paid membership. Invoicing
  • The successful bidder will need to submit a W-9 to GGHI to receive payment.
  • The successful bidder will invoice GGHI in a timely manner after the event.
  • GGHI operates on a Net 30 payment cycle and will submit payment to the vendor within that timeframe.

Submission Guidelines

Bid should include:

  • No less than two sample lunch menus.
  • All-inclusive cost per head (including tax).

Please clearly label “Small Business Summit Catering RFP” on your bids. Please provide the following information in your proposal.

  • Name of primary contact
  • Billing address
  • Telephone number of primary contact
  • E-mail address of primary contact.

    Bids must be submitted via email to lthomas@graysharbor.org no later than posted deadline.