RFB F&G 2026-01.pdf
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- Solicitation number
- RFB F&G 2026-01
- 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 hosting the annual Hunter Education Volunteer Instructor Recognition and Training Event in Cheshire County, NH. The event requires a banquet facility capable of accommodating approximately 150 attendees on one of four potential dates in May or June 2026, with a time frame of 7:00 AM – 3:00 PM. The bid solicits proposals from qualified banquet facilities that can provide a venue with audio/visual capabilities and comprehensive catering services, including a mid-day lunch buffet with specific menu requirements such as two entrée options, side salads, sides, desserts, beverages, and all necessary serving equipment.
The bid requires potential vendors to submit a detailed breakdown of services, including a description of services, itemized food costs, hall/room rental fees, total cost per person, and any additional service fees. The state is exempt from rooms and meals tax, and the final contract cost will be based on the price per person. Successful bidders must provide several documentation requirements within one month of the Request for Proposal (RFP) closing, including signed contract copies, a Certificate of Good Standing, a notarized Certificate of Authority/Vote, and proof of commercial general liability insurance with coverage of at least $1,000,000 per occurrence. The RFP closes on September 24, 2025, at 3:00 pm, with bids to be submitted via email or mail to the Hunter Education Office in Concord, NH, and the contract period runs from state approval through June 30, 2026.
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Text version
INVITATION TO BID
Bid Description: The New Hampshire Fish and Game Department is seeking proposals from qualified banquet facilities in Cheshire County, NH, to host the annual Hunter Education Volunteer Instructor Recognition and Training Event. The event requires a venue with audio/visual capabilities and catering services for approximately 150 attendees.
Event Overview
Event: Hunter Education Volunteer Instructor Recognition and Training Dates: One of the following dates: May 30, 31 June 6, 7, 2026 Time: 7:00 AM – 3:00 PM (includes set-up and take-down) Location: Cheshire County, New Hampshire Attendees: Approximately 150 people
Facility Requirements
Seating for at least 150 attendees Banquet-style space available from 7:00 AM – 3:00 PM
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 Hall/Room Rental Fees if any 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.
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.
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: September 24, 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 .