2027 Parent-Child Dances

The Township of Middletown is seeking sealed proposals for a banquet facility that can accommodate up to 350 attendees per dance for the annual Parent-Child Dances.

Project Details

• Reference ID: 2026-F&O-17
• Department: Recreation
• Department Head: Janet Dellett (Recreation Director)

Important Dates

• Questions Due: 2026-05-12T20:00:00.000Z
• Answers Posted By: 2026-05-14T20:00:00.000Z

Evaluation Criteria

• FAIR AND OPEN CRITERIA —

  The fair and open process shall be as follows:

  1. The solicitation of quotes for any contract to be determined in excess of $17,500, and for which a bid solicitation shall not be required under the Local Public Contract Law shall be advertised by Middletown Township on the Township’s e-procurement platform at least ten (10) days prior to the date set for the receipt of said requested quote.  The published notice shall set forth a description of the requested work, goods, or services, the time, date and place that proposals must be submitted, the contact information for obtaining a proposal document, and a statement that the proposals are being solicited through the fair and open process, in accordance with N.J.S.A. 19:44A-20.4 et seq.
  2. Quotes shall be submitted through the Township's e-procurement portal, located here.  Proposals submitted in hard copy will be rejected.
     
     
  3. Quotes will be opened publicly at the Township offices located at 1 Kings Highway, Middletown, NJ 07748 on the date and at the time specified in the advertisement.
     
     
  4. Middletown Township shall review the responses to the request for quotations per the below selection criteria and appoint or award a contract to a business entity for the services advertised. Contracts awarded under this process shall be publicly announced and awarded. If required, the resolution awarding the contract shall state that the contract was awarded via a fair and open process.
     
     
  5. Contracts subject to the fair and open process delineated herein are subject to additional requirements and any other applicable laws including, but not limited to, the Local Public Contracts Law.
• Bid Bonds/Surety —

  A bid bond and Surety ARE NOT required for any portion of this contract.

• Questions —

  All questions must be submitted through the OpenGov platform.

• PAYMENTS —

  Payment for this project will be made upon receipt and acceptance of the product or service.       

  No extra payment will be made unless Middletown Township requests, and approves in writing, work which is determined to be outside the “Scope of Work” described herein.  All costs including travel and subsistence, salaries, overhead, profits, etc. shall be included in the price.

• Scope of Work —

  INTRODUCTION

  The Township of Middletown is seeking proposals for a banquet facility that can accommodate up to 350 attendees per dance for the annual Parent-Child Dances. The Middletown Township Annual Parent-Child Dances are to be held on consecutive weekend dates: Friday, January 29th 2027 6pm-9pm, Saturday, January 30th 2027 5pm-8pm, Sunday, January 31st 2027 4pm-7pm. The winning facility must be able to offer services on all these dates.

  CONTRACT TERMS

  Awarded vendor shall receive payment as per the guest count + vendor meal count provided before each event. Awarded vendor shall receive payment within 30 days after final event invoice is provided. Should the Governor declare a State of Emergency on day of event, awarded vendor must provide a rescheduled event date the following week. If the following week date is not available, the Township of Middletown’s representative and awarded vendor shall discuss and agree upon the rescheduled date of event.

  AWARD

  Proposals will be evaluated by the Township of Middletown on the basis of the most advantageous proposal, price and other factors considered.  The evaluation will consider:

  • Price per person
  • Proposed menu based on the requirements listed in the specifications
  • Availability of dates
  • Location of venue

  GENERAL REQUIREMENTS

  1. The Banquet facility MUST be able to accommodate up to 350 people comfortably, on one level in the same room with ample room for attendees to pull their chairs out without a tripping hazard.
  2. Banquet facility MUST have enough space to accommodate a large dance floor for attendees to have plenty of room to dance and amble space for a DJ setup.
  3. It is a necessity to localize the venue to neighboring towns. We are requesting facilities to host this event from neighboring towns, such as, Hazlet, Sea Bright, Rumson, Fair Haven, Atlantic Highlands, Highlands, Keansburg, Holmdel, Red Bank, and Middletown.
  4. The dances shall be a buffet-style event with appetizer/salad and dessert served to each guest. The Township is requiring that the bidder shall submit an inclusive cost per person. The cost per person shall include all gratuities and service fees. Township of Middletown is tax exempt. Township representative will provide the awarded bidder with the Township’s tax exempt document.
  5. Final times of course service shall be discussed and finalized with the awarded bidder and Township representative. 
  6. Banquet facility MUST provide the appropriate waiter/waitress for the amount of guests attending the event.
  7. The Township of Middletown shall be permitted to bring in their own outside vendors for DJ, entertainment, and photo booth, all of which must fit in the same event room (or close by) as the dance takes place.
  8. The Township of Middletown shall be permitted to setup tables outside of the dance room for check-in and seating chart purposes. Tables, approximately 4, to be provided by the venue.

  BANQUET FACILITY TABLE SET-UP

  1. Tablecloth colors TBD.
  2. Round tables of eight to twelve per table.
  3. Colored Napkins TBD.
  4. Complete table set-up for up to 350 people (salad, all appropriate silverware for a buffet meal, including dessert; glassware for soda/water, cup and saucer for coffee).  No paper products permitted.

  MEAL REQUIREMENTS

  Interested vendors are asked to provide their proposed menu via the Vendor Questionnaire, question #6.

  1. Tossed garden mixed salad, or other alternative appetizer, with choices of dressings served individually and plated before event start times. 
  2. Buffet inclusive of no less than 6 hot dishes including 3 meat, 1 pasta, 2 veggie and bread rolls. Kid friendly options required.
  3. Dessert: Please include two dessert options in proposed menu.
  4. Hot Regular/Decaf Coffee, Regular/Decaf Tea on tables at desert times.
  5. Pitchers of Water on tables at all times.
  6. Regular/Diet soda pitchers on the tables at all times.
  7. Gluten free, vegetarian and vegan alternative entrees to be provided and communicated with Township representative prior.
• PERMITS —

  It is the responsibility of the Contractor to procure all Local, County, State and Federal permits required to perform the work.  No separate quote item is included for Permits.  Cost of said permits shall be included in the various quoted items included in the Request for Quotation.

Submission Requirements

• Affirmative Action Regulations - G&S —

  Please download the document below, complete, and upload.

  It is being requested that the document be provided with the quote although it is not required.

• Bid Guarantee & Consent of Surety (required) —

  Instructions for Bidders submitting a physical Bid Guarantee & Consent of Surety

  1. 1. Download and complete the attached documents.
     2. The guarantee & Consent of Surety must be physically received by the date and time stipulated for the receipt of bids in the bid documents in a sealed envelope CLEARLY marked with the name of the bid and date and time of the bid opening.
     3. If submitting a cashiers check, certified check, or physical bid bond and surety:
        1. An image of the check/bond & consent of surety must be included with the bid or proposal submitted through the OpenGov platform as an attachment to this question.
        2. The physical check/bond & Consent of Surety must be submitted to the local unit in a sealed envelope clearly marked as part of the bid response as noted above. 
     4. Bid Security & Consent of Surety may be mailed or hand delivered to the following address:
        
        Township of Middletown
        Attn: Central Purchasing
        2027 Parent-Child Dances
        1 Kings Highway
        Middletown, NJ, 07748
        
        

     5. The Bid Guarantee & Consent of Surety may also be hand delivered at the public bid opening and must be received no later than the date and time stipulated for the receipt of bids in the bid documents.

        1. It is highly suggested that all bid guarantees & consents of sureties are delivered to Central Purchasing BEFORE the date and time stipulated for the receipt of bids in the bid documents.
           
           
        2. The Township is not responsible for late submissions and no consideration will be made for a bid security and/or consents of surety received after the date and time stipulated in the bid documents even if you have completed your bid online.
           
           
  2. Instructions for Bidders submitting a Bid Guarantee and Consent of Surety through Surety2000
     1. Log in, or register for an account with Surety2000 here: https://dashboard.surety2000.com/#/login
     2. Upload a copy of the confirmation of the filing of the electronic bond to this question. 
     3. Proceed to the "Electronic Filing of Bid Guarantee" question and input your bond's serial number.

  Failure to submit this document is mandatory cause for rejection of the bid.

• Electronic Verification of Bid Security (required) —

  Please enter your Bid Bond serial number from Surety2000 below. 

  If you are not submitting an electronic bond through Surety2000 please enter N/A below.

  Failure to submit this information is mandatory cause for rejection of the bid.

• Affirmative Action Regulations Required Documentation —

  Please upload one of the following:

  1. An existing federally approved or sanctioned affirmative action program.
     
     
  2. A Certificate of Employee Information Report Approval.
     
     
  3. If the Contractor cannot present “a” or “b”, the contractor is required to submit a completed Employees Information Report (Form AA302). This form will be made available to contractors by Middletown Township.

  It is being requested that the document be provided with the quote although it is not required.

• Certification of Non-Involvement in Prohibited Activities in Russia or Belarus —

  Please download the document below, complete, and upload.

  It is being requested that the document be provided with the quote although it is not required.

• Disclosure of Investment Activities in Iran —

  Please download the document below, complete, and upload.

  It is being requested that the document be provided with the quote although it is not required.

• Vendor can accommodate the following dates/times: (required) —

  Friday, January 29th 2027 6pm-9pm
  Saturday, January 30th 2027 5pm-8pm
  Sunday, January 31st 2027 4pm-7pm

• Please provide your proposed menu as requested in the specifications.
• Please provide the name and address of your facility.
• Affirmative Action Regulations Acknowledgement - Construction —

  Please download the documents below, complete, and upload.

  This document is being requested to be included with the RFP.

• Certification of Non-Debarment for Federal Government Contracts —

  Please download the documents below, complete, and upload.

  This document is being requested to be included with the RFP.

• Business Registration Certificate(s) - GC & Subs —

  Please upload your Business Registration Certificate as well as those of any subcontractors.

  This document(s) is being requested to be included with the RFP.

• W9 —

  Please upload your W9.

  This document is being requested to be included with the RFP.

• What kind of RFP is this? (required)
• Please select the documents required with the RFQ (required)
• 8a Maintenance Bond: (required)
• The proposed work consists of: (required)