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
- Provide a continental breakfast station to include coffee, tea, water and assorted pastries and fruit.
- 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:
- Sandwich, fruit, chips, cookie, bottled beverage.
- Taco Bar Buffet to include beverages.
- Provide inside delivery and set-up. Set-up includes placing items on pre-designated food tables. No venue set-upis necessary for the caterer.
- Provide signage/label food as needed to identify food being served.
- Properly execute catering to GGHI’s satisfaction.
- 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.