Objective: GGHI, a 501c6 non-profit organization invites you to bid on the catered events as outlined in the proposal for the 2024 event year. It is estimated that this RFP will result in up to two (2) awards.  Responder may respond to one (1) or both bid requests.  Please clearly label your response with the appropriate Service Requirement name.

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:

Questions regarding membership status or joining can be direct to:

Scope of Service(s):

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

  • Provide a lunch (boxed or buffet) for Business Forum Luncheons. Lunches must include a main, side(s), dessert, and beverage.
    • 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-up is 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. 

Business Forum Luncheons Service Requirements:

Business Forum Luncheons, six (6) total held at the Aberdeen Rotary Log Pavilion from 11:30am-1:00pm.  Delivery and/or set-up of food must be between 10:15am-10:45am.  Event doors open at 11:00 am. Average attendance is 50 guests.

Business Forum Luncheons occur on the following dates:

  1. February 20th, 2024
  2. April 23, 2024
  3. May 21, 2024
  4. July 23, 2024
  5. September 24, 2024
  6. October 22, 2024

Signature Events Service Requirements:

GGHI Signature Events are a collection of three (3) unique and relevant events that draw larger crowds.  These events take place at the Aberdeen Rotary Log Pavilion from 11:30am-1:00pm. Delivery and/or set-up of food must be between 10:15am-10:45am.  Event doors open at 11:00 am. Average attendance is 80 guests.

The Signature Events take place on the following date(s).

  • March 28, 2024 – Lunch with the Mayors
  • June 25, 2024 – State of Grays Harbor

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 each 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.
  • Full cost per head including tax.

Bids maybe be made on one (1) or both opportunities.  Please clearly label “Business Forum Luncheons” or “Signature Events” on your bids. Please note that the “Business Forum Luncheon Service” request is for all six (6) specified events and the “Signature Events Service Request” is for all three (2) specified events.  Single event catering bids are not available.

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 candie@graysharbor.org no later than posted deadline.