Banquet Space and Services

Jackson County, Missouri is issuing Request for Proposal (RFP) 25-054 to procure banquet space and comprehensive catering services for the Parks and Recreation Department's Annual Volunteer Banquet for two separate events in 2026 and 2027. The procurement seeks a qualified vendor to provide a complete banquet facility solution accommodating approximately 200 volunteers, with preferred dates during National Volunteer Week (April 19-25, 2026, and April 18-24, 2027) at a location in Blue Springs, Independence, or Lee's Summit, Missouri. The required deliverables include a stage setup consisting of five 4' x 8' black skirted sections with pipe and drape, a podium with stationary and hand-held microphone capabilities, audio-visual equipment including projector, screen, and AV cart, round tables seating 8-10 people, check-in tables, and adjacent parking. Services must encompass plated dinner service with beef, chicken, or vegetarian options, full beverage service including iced tea, water, and coffee, reception displays with fresh fruit and vegetables, china service, pre-set salads and rolls, desserts, live music during dinner, entertainment sound system access, and a complimentary one-night hotel stay to be donated as a grand prize drawing, with a bar attendant for cash bar operations. Pricing shall be quoted on a per-person basis and must be all-inclusive of meeting space, food service, technical equipment, and miscellaneous charges. The evaluation committee will assess proposals based on respondent location and amenities, experience and qualifications, minimum three references, and pricing, with facility tours and potential interviews conducted during evaluation. The proposal response deadline is 2:00 p.m. CST on January 20, 2026, with questions due by 5:00 p.m. CST on January 13, 2026, and all submissions must be made electronically through the Jackson County Bonfire Portal.

There are no identified set-aside designations or restrictions on organizational types responding to this procurement based on the available documentation. However, all vendors must obtain a Certificate of Compliance from the Jackson County Compliance Review Office prior to bid submission, with applications due five business days before the bid response deadline (by January 13, 2026), verifying either current listing on Jackson County tax rolls with no delinquent taxes or no taxable property in the county as of December 31, 2025. Vendors must also submit a notarized affidavit certifying compliance with county regulations, tax obligations, and federal work authorization requirements, and must comply with Chapter 6 of the Jackson County Code regarding non-discriminatory practices and equal employment opportunity. Upon award notification, the successful contractor must submit a Certificate of Insurance within ten business days and provide a completed IRS W-9 Form, with comprehensive insurance requirements including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Commercial Automobile Liability ($1,000,000 combined single limit), Workers Compensation with Employers Liability ($500,000 limits), and Excess/Umbrella Liability ($1,000,000 each occurrence/$1,000,000 aggregate). The RFP documents do not specify a budget range or award value, as pricing is to be submitted by vendors on a per-person basis for approximately 200 volunteers per event, with Jackson County to evaluate and determine the most advantageous proposal based on the established criteria.