rfb-f-g-2026-02.pdf
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- Solicitation number
- RFB F&G 2026-02
- Issued by
- Cheshire County, New Hampshire
About this file
This is an Invitation to Bid (ITB) issued by the New Hampshire Fish and Game Department for catering services to support the annual Hunter Education Volunteer Instructor Recognition and Training Event. The event will be held on May 30, 2026, at Keene Elks Camp located at 268 Surry Road in Keene, New Hampshire, and will accommodate approximately 150 attendees. The selected caterer must provide a comprehensive mid-day lunch buffet featuring two entree options (excluding hamburgers and hot dogs), two side salad options, two side dish options, a coffee station with accompanying supplies, two dessert options, assorted sodas and bottled water, all necessary serving equipment and paper products, and complete setup and breakdown services. Proposals must be submitted by October 27, 2025, at 3:00 pm to Joshua Mackay, Hunter Education Coordinator, either via email at Joshua.mackay@wildlife.nh.gov or by mail/hand delivery to the New Hampshire Fish and Game Department at 11 Hazen Drive, Concord, NH 03301. The contract period extends from state approval through June 30, 2026.
Bidders must provide itemized pricing broken down by food items with a total cost per person calculation and any additional service fees. The New Hampshire state government is exempt from rooms and meals tax; however, individual guests are not exempt and will remit payment directly to the caterer. The final invoice will be based on the actual number of attendees, with the state providing a final headcount 10 days prior to the event. Qualified caterers must be located in Cheshire County, New Hampshire, and successful bidders must submit within one month of the RFP closing: a signed P-37 contract with exhibits, a Certificate of Good Standing from the NH Secretary of State, a notarized Certificate of Authority/Vote, and proof of commercial general liability insurance with minimum coverage of $1,000,000 per occurrence and $2,000,000 aggregate, along with worker's compensation insurance documentation. No specific budget range is provided in the solicitation.
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| File | Type | Posted |
|---|---|---|
| RFB F&G 2026-02.pdf |
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Text version
INVITATION TO BID
Bid Description The New Hampshire Fish and Game Department is seeking proposals from qualified caterers located in Cheshire County, New Hampshire, to provide catering services for the annual Hunter Education Volunteer Instructor Recognition and Training Event.
The selected caterer will provide a lunch buffet, including all necessary condiments, utensils, napkins, and serving supplies, for approximately 150 attendees.
Venue Description The event will be held at the Keene Elks Camp, 268 Surry Road, Keene, NH 03431.
The venue features a covered pavilion suitable for buffet setup and dining. A kitchen facility is available on-site for food preparation and service coordination
Event Overview Event: Hunter Education Volunteer Instructor Recognition and Training Dates: On the following date: May 30, 2026 Time: 7:00 AM – 3:00 PM (includes set-up and take-down) Location: Cheshire County, New Hampshire Attendees: Approximately 150 people
Catering Requirements - Mid-day lunch buffet for approximately 150 people, Buffet to include:
2 entrée options (No hamburgers or hot dogs please) 2 Side Salad options (examples: would be; Cole slaw, Potato Salad, Pasta salad, garden salad) 2 Side options (examples: would be; Whipped potato, rice pilaf, stuffing, baked beans) Coffee station to include: cups, utensils, creamers, and sweeteners.
2 dessert options (examples: would be; apple pie, cheese cake, carrot cake, strawberry shortcake.)
All necessary paper plates, utensils, napkins etc All needed serving equipment and utensils All needed condiments Assorted sodas and bottled water Set-up and breakdown of all food service needs
The Following items should be broken out when submitting bids:
Description of services to be provided Breakdown of cost for food items Total cost per person Any fees associated with services in addition to the items listed above Sum total cost of the contract will be based on price per person and any associated fees.
The state is exempt from the rooms and meals tax.
Guests are not exempt and will pay the caterer directly for their meals. Please provide a quote for the cost of a guest meal, including meals tax.
The Department will provide final count of people attending 10 days prior to event. Invoice must be itemized for services and based on number of people attending.
Required Documents:
The successful bidder must be willing to provide original copies of the following documents within one month of the RFP closing.
1. Signed and/or initialed copies of the P-37 and exhibits A, B and C of the contract supplied by the state.
2. Certificate of Good Standing from the NH Secretary of State
3. Certificate of Authority/Vote- Must be notarized.
4. Certificate of General Liability Insurance with NH Fish and Game 11 Hazen
Drive Concord NH 03301 listed as a certificate holder and proof of worker’s compensation insurance.
5. Commercial general liability insurance against all claims of bodily injury, death or Property damage, in amounts of not less than $1,000,000 per occurrence and $2,000,000 aggregate or excess.
See the attachment for a copy of the P-37 and samples of the Certificate of authority/Vote
RFP Number:
Contact Person: Joshua Mackay Hunter Education Coordinator 603-271-0459 Closing date: October 27, 2025 Closing Time: 3:00 pm Agency: Fish & Game Commission Commodity: Services, Contractual Contract period – Upon state approval of contract – June 30, 2026
Bids can be sent via e-mail to: Joshua.mackay@wildlife.nh.gov or dropped off or mailed to:
New Hampshire Fish & Game Department Hunter Education Office
11 Hazen Drive Concord, NH 03301
File details come from the government source that posted it. Updated .