RFP - Hospitality Services

 Overview: The Brooks and District Chamber of Commerce (“the Chamber”) is the Voice of Business in the City of Brooks and the Region on Newell. We are a not-for-profit organization funded by our Members. We are seeking the provision of services at preferential rates for the 2018 fiscal year.

Scope of Project: Throughout the course of the year the Chamber holds several Member-focused events that require a venue and catering. We are seeking proposals for the following services:

Venue: The Chamber holds a variety of events from casual “Lunch and Learn” talks to formal events like the Business of the Year Awards. We are looking for venues that can accommodate groups of 25, 100 and 250 for upcoming events. All venues should have their own tables, chairs, cutlery and dishes. They should also be located within our trading area.

Catering: Chamber holds a variety of events, from casual “Lunch and Learn” talks to formal events like the Business of the Year Awards. We are looking for both formal and informal lunch and dinner options for our Members and guests. Caterers should be able to accommodate vegetarian, gluten free options.

Note: Preference may be given to proposals that bundle both venue and catering. Community groups and not-for-profit organizations are welcome to submit a proposal.

Timelines: The Chamber will book on an as-needed basis as far in advance as is possible.

Responsibilities: The successful proposal will include all set-up and tear down. Applicants are also responsible for making sure a podium and working microphone are in place for the event.

Budget: Catered events hosted by the Chamber are intended to turn a profit to support our mandated work. We are therefore looking for lunch options in the range of $8 to $15 (all in) and dinner options from $20 to $34 (all in). Interested parties are encouraged to bundle their offers with value-adds and/or in-kind exchanges in order to become the outlet of choice.

Information for Prospective Bidders: The Chamber seeks reliable, professional organizations with a proven track record of providing yummy and nutritious food in an appropriate ambiance.  We are open to buffet or table service depending on the event.

Submission Requirements:  Applicants will deliver their proposal to the Chamber Office or provide it electronically to office@brookschamber.ab.ca no later than 11 January 2018.

Criteria for Evaluation: The Executive Team at the Chamber will evaluate all proposals.

Terms and Conditions: The Brooks and District Chamber of Commerce will not pay fees or costs relating to submitting a bid. We reserve the right to select the proposal of our choice. We also reserve the right not to select any bid at all. Preference will be given to Members of the Brooks and District Chamber of Commerce and in a limited number of cases an in-kind donation of services in exchange for Chamber Membership and/or services (excluding Chamber Plan Insurance) may be considered.

Member to Member Benefits: The Chamber represents hundreds of businesses with thousands of employees. Is your business willing to offer Members and their employees preferential access to your products of services?

Note: participation in our Member to Member Benefits Program is not required for you to submit a proposal.