ONEIDA NATION OF THE THAMES

Request for Proposals

Catering Services – Oneida Staff Christmas Luncheon 2026

Issued: October 19, 2026 | Bids Close: November 13, 2026, 4:00 p.m. ET

- Introduction

Oneida Nation of the Thames (“the Nation”) invites qualified caterers to submit proposals to provide a full-service turkey dinner for the Oneida Staff Christmas Luncheon on Friday, December 11, 2026, from 12:00 to 2:00 p.m. at the Oneida Nation of the Thames Community Centre. The contract covers 319 meals: 257 served on-site and 62 take-out meals delivered to Standing Stone School and the Oneida Child Care Centre, including all food, beverages, and disposable serving supplies. Proposals must be received by 4:00 p.m. ET on Friday, November 13, 2026.

- Event Details

Item Detail Event Oneida Staff Christmas Luncheon Date Friday, December 11, 2026 Service time 12:00 p.m. – 2:00 p.m.

Location Oneida

Nation of the Thames Community Centre Total meals 319 Served on-site 257 Take-out meals (delivered) 62 – delivered (46 to Standing Stone School and 16 to the Oneida Child Care Centre) Service style To be proposed by the bidder (buffet or plated)

- Scope of Work

The successful bidder will supply, deliver, set up, serve, and clean up a traditional turkey dinner for 319 staff: 257 served on-site and 62 take-out meals delivered to two locations. 3.1 Menu
- Roast turkey with gravy and cranberry sauce
- Stuffing/dressing
- Mashed potatoes
- At least two seasonal vegetables
- Salad
- Dinner rolls with butter
- Assorted desserts

Bidders are encouraged to propose a full sample menu and may include vegetarian, gluten-free, and other dietary alternatives with pricing. 3.2 Beverages
- Assorted soft drinks diet and regular
- Coffee (regular and decaffeinated), with cream, milk, sweetener and sugar
- Tea, with milk and sugar/ sweetener




- Bottled or dispensed water

3.3 Take-Out Meals
- 62 complete meals (main, sides, and dessert) individually packaged in sealed, labelled, food-safe containers; condiments (gravy, cranberry sauce, etc.) packaged separately
- Each take-out meal to include cutlery, a napkin, and a beverage (soft drink or bottled water)
- Meals delivered by 12:00 p.m. to Standing Stone School and the Oneida Child Care Centre; the number for each location will be confirmed with the final headcount
- Delivery to both locations must be included in the bid price

3.4 Supplies The bidder must supply all plates, bowls, cups, napkins, and cutlery for all 319 meals (257 on-site and 62 take-out), including take-out containers, plus serving utensils, serving dishes, and beverage service equipment. Compostable or recyclable products are preferred. 3.5 Service Requirements
- Delivery and set-up completed by 11:30 a.m.
- Sufficient staff to serve 257 on-site guests within the 12:00 – 2:00 p.m. service window
- Food held and served at safe temperatures in line with Ontario food safety regulations and local public health requirements
- Removal of all catering equipment and food waste, and clean-up of serving areas by 3:00 p.m.
- Final headcount to be confirmed by the Nation no later than December 4, 2026
- Proposal Requirements

Proposals Must Include The Following

- Company name, address, contact person, phone, and email
- Brief description of the business and relevant catering experience,



including at least one event of 200+ guests
- Proposed menu, including portion sizes and dietary alternatives
- Proposed service style, staffing levels, and set-up/clean-up plan
- Completed Pricing Form (Section 6), with all costs itemized and HST shown separately
- Two references from clients served within the last three years
- Proof of Protected Food Handler certification

Proposals may be submitted electronically to [email protected] or dropped off in person in a sealed envelope marked “RFP – Staff Christmas Luncheon Catering” at the Administration Office, 2212 Elm Ave. Late submissions will not be considered.

- Key Dates

Milestone Date RFP issued October 16, 2026 Deadline for bidder questions November 6, 2026 Bids close (4:00 p.m. ET) November 13, 2026 Successful bidder notified November 20, 2026 Final headcount confirmed December 4, 2026 Luncheon (12:00 – 2:00 p.m.) December 11, 2026 All dates other than bid close and the luncheon are targets and may be adjusted by the Nation.

- Contact and Pricing Form

Submit Proposals And Direct All Questions In Writing To

Administration Office Oneida Nation of the Thames 2212 Elm Ave

Email: [email protected]

Pricing Form

Item Quantity Unit price ($) Total ($) Turkey dinner with sides and dessert (on-site) 257 Take-out meals, packaged (incl. cutlery and napkin) 62 Delivery to Standing Stone School and Oneida Child Care Centre 42 Standing Stone School & 16 to Oneida Child Care Centre Beverages (soft drinks, coffee, tea, water) 319 Plates, napkins, cutlery, and cups 319 On-site delivery, set-up, service staff, and clean-up 1 Other (specify) Total

Bidder name: ________________________________

Signature: ________________________________ Date: ________________

📌 RFP – Oneida Staff Christmas Luncheon 2026 (Southwold)
🏢 Oneida Nation of the Thames
📍 Southwold