Employee Christmas Luncheon Catering Services

Agency:	Gallatin city
State:	Tennessee
Type of Government:	State & Local
NAICS Category:	722320 - Caterers
Posted Date:	Aug 13, 2026
Due Date:	Sep 3, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Description

Bid Title:	Employee Christmas Luncheon Catering Services
Category:	City of Gallatin Bids
Status:	Open

Publication Date/Time:

8/13/2026 2:00 PM

Closing Date/Time:

9/3/2026 2:00 PM

Attachment Preview

INVITATION TO BID

Employee Christmas Luncheon Catering Services

City of Gallatin

BID INFORMATION

Issue Date: Thursday, August 13, 2026

Bid Due Date: Thursday, September 3, 2026

Bid Due Time: 2:00 PM Central Time

Submit Bids To:

Scott Beaman

City of Gallatin

Finance Department

132 West Main Street, Room 106

Gallatin, TN 37066

Page 1 of 7

1. Purpose

The City of Gallatin is soliciting sealed bids from qualified catering companies to provide

food, beverages, buffet service, and related services for the annual Employee Christmas

Luncheon.

The intent of this solicitation is to obtain the best value while ensuring high-quality food and

professional service for an estimated count of 525 employees.

2. Event Information

 Event Date: Friday, December 4, 2026

 Event Time: 12:30 PM until 2:30 PM

 Estimated Attendance: 525 employees (Estimated)

 Location: Gallatin Civic Center

 Service Type: Buffet

Attendance is estimated and is subject to change. The successful bidder will be provided with

a final guaranteed guest count approximately one (1) week prior to the event.

3. Scope of Services

The successful bidder shall provide labor, supervision, transportation, food preparation,

setup, buffet maintenance, cleanup, and all services necessary to provide a complete catered

luncheon.

The vendor shall provide:

 Food preparation

 Transportation

 Buffet setup

 Beverage stations

 Culinary staff to replenish buffet

 Buffet cleanup

 Décor that matches City’s theme or décor colors for event

 Food identification signage

 Coffee station

 Dessert station

 Table service is not required.

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4. Menu Requirements

Salad

 Mixed Green Salad with shredded carrots, sliced cucumbers, and tomatoes served with

Ranch and Vinaigrette Dressing

 Caesar Salad

Bread

 Fresh baked yeast rolls

 Honey whipped butter

Entrées (Provide the following or 2 comparable entrées):

 Slow roasted beef served with demi-glace or comparable sauce (2 slices per person)

 Cornbread-crusted chicken breast served with a white Alabama-style barbecue sauce or

comparable sauce (5 oz breast)

Side Dishes

 Mashed potatoes

 Southern-style green beans with bacon and onions (or comparable preparation)

Beverages

 Sweet iced tea

 Unsweetened iced tea

 Filtered water

 Ice, lemons, stir sticks, and sweeteners

Dessert Station (Provide a dessert station that includes):

 Individual banana pudding desserts

 Individual ice cream cups (minimum of two flavor selections)

 Assorted toppings for ice cream cups

 Individual pies

Coffee Station (Coffee station that includes:)

 Regular coffee

 Assorted flavored syrups

 Whipped cream

 Chocolate shavings

 Crushed peppermint

 Cinnamon powder

 Assorted sweeteners

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5. Buffet Service Requirements:

The vendor shall:

 Arrive early enough to complete setup before 12:30 PM.

 Deliver all food to the event location.

 Set up buffet and beverage stations.

 Maintain food temperatures in accordance with health regulations.

 Maintain buffet throughout meal service by replenishing food and beverages as needed.

 Break down and clean the buffet area following the event.

 Provide sufficient culinary staff to maintain the buffet during service.

 Clearly label all menu items.

 Provide décor for the buffet and food service tables that complements the event theme

and/or designated event décor colors. The specific theme and color scheme will be

provided to the successful bidder prior to the event.

6. Additional Meal Delivery

The vendor shall provide a separate late-shift meal for approximately 25 employees.

Requirements:

 Package food in insulated containers suitable for maintaining serving temperature.

 Deliver at approximately 9:30 PM on the event date.

7. Items Provided by the City of Gallatin

The City will provide:

 Disposable plates, cups, napkins, and utensils

 Buffet tables

 Table linens

 Volunteer staff to assist with serving

8. Vendor Qualifications

The bidder shall:

 Be properly licensed to provide catering services.

 Comply with all applicable federal, state, and local health regulations.

 Carry appropriate general liability insurance.

 Have experience catering events of similar size.

Page 4 of 7

9. Bid Pricing

Bidders shall submit pricing that includes, at a minimum:

 Cost per person

 Buffet setup

 Culinary/service staff

 Beverage service

 Dessert station

 Coffee station

 Delivery

 Late-shift meal delivery

 Any additional fees or service charges

Pricing shall remain firm for the duration of the solicitation unless otherwise specified.

10. Award of Contract

Award will be made to the lowest responsive and responsible bidder whose proposal best

meets the needs of the City of Gallatin.

The City of Gallatin reserves the right to:

 Reject any or all bids

 Waive informalities

 Request clarification

 Negotiate minor modifications

 Accept the bid deemed to be in the City’s best interest

Page 5 of 7

This page summarizes the opportunity, including an overview and a preview of the attached documents.

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Employee Christmas Luncheon Catering Services

Description

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