2026 Holiday Luncheon

This RFP seeks a qualified catering partner to plan, coordinate, and execute COTA’s Holiday Luncheon, a complex three-day event consisting of four serving periods across three locations. The selected contractor will be responsible for all aspects of event execution, including staffing, food preparation, transportation, setup, service, replenishment, breakdown, and cleanup. [...] Vendors must propose a standardized menu to be served at all locations that includes at least two meat entrées, one vegetarian entrée, three side dishes, one salad, two desserts, and two beverage options, while identifying gluten-free offerings and major allergens. A tasting session for up to ten attendees will also be required prior to final selection.

The caterer must support simultaneous meal service at multiple locations, ensure timely delivery and setup before each serving period, and provide adequate supervisory and service staff to maintain seamless operations throughout the event. The caterer will be required to provide hot meal and beverage service, monitor inventory, and replenish food, beverages, and disposable supplies as needed to ensure uninterrupted service.

Deliverables include company qualifications, references, a detailed event execution and staffing plan, pricing proposal, and final invoicing. Preference will be given to vendors with experience serving large groups, coordinating simultaneous service across multiple locations, managing off-site food transportation, and supporting non-traditional service hours. The selected contractor must provide transparent pricing and submit a detailed final invoice within seven business days following the conclusion of the event.

**Submission method:** Responses must be submitted via the online procurement portal. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the online procurement portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted.

All proposals shall be submitted in a digital .pdf format and shall be no more than 30pages in length (excluding the required notarized forms and separate price proposal).

Payments are anticipated to be made on a Firm Fixed Price (FFP) basis.

Proposals will be evaluated by an ad hoc committee. Award will be granted to the responsive and responsible vendor who provides the Best Value- Award is made to the proposer whose offer is most advantageous to the agency, considering price and other evaluation factors.

All pricing submitted in response to this Request for Quotes shall remain firm, fixed, and valid for a minimum period of one hundred twenty (120) calendar days from the Due Date.