City of West Plains Hot Chocolate Vendor for 2026 Christmas Tree Lighting RFP 2026
City of West PlainsCity · West Plains, MO- Due
- Nov 13, 2026
- 10 days left
- Primary contact
- Cody Sanders
- (417) 256-7176 ext 2208
The 30-second brief
The City of West Plains is seeking proposals from qualified businesses and vendors to provide hot chocolate during the city's annual Christmas Tree Lighting ceremony on Tuesday, Dec. 1, 2026. The selected vendor will prepare and provide an estimated 500 individual servings of hot chocolate of no less than 8 fl oz, along with cups, lids, napkins, serving equipment, ingredients, and adequate personnel for distribution. Proposals must be received by Friday, November 13, 2026, and may be submitted via email to Cody Sanders. The event will take place in downtown West Plains on Court Square between East Main Street and Washington Avenue.
Preparing and providing an estimated 500 individual servings of hot chocolate of no less than 8 fl oz; Providing all necessary supplies, Including cups, Lids, Napkins, Serving equipment and ingredients; Providing adequate personnel to distribute hot chocolate to event attendees; Setting up and operating a serving station during the event; Maintaining a clean and safe serving area and removing all vendor-generated waste following the event; Complying with all applicable food safety and health requirements
Overall cost, ability to fulfill the requested services, experience and suitability of the proposed setup for the event
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Summary
The City of West Plains is seeking proposals from qualified businesses and vendors to provide hot chocolate during the city's annual Christmas Tree Lighting ceremony on Tuesday, Dec. 1, 2026.
The selected vendor will prepare and provide an estimated 500 individual servings of hot chocolate of no less than 8 fl oz, along with cups, lids, napkins, serving equipment, ingredients, and adequate personnel for distribution. Proposals must be received by Friday, November 13, 2026, and may be submitted via email to Cody Sanders. The event will take place in downtown West Plains on Court Square between East Main Street and Washington Avenue.
EVALUATION CRITERIA
3- Overall cost
- Ability to fulfill the requested services
- Experience and suitability of the proposed setup for the event
REQUIRED DELIVERABLES
6- Preparing and providing an estimated 500 individual servings of hot chocolate of no less than 8 fl oz
- Providing all necessary supplies, Including cups, Lids, Napkins, Serving equipment and ingredients
- Providing adequate personnel to distribute hot chocolate to event attendees
- Setting up and operating a serving station during the event
- Maintaining a clean and safe serving area and removing all vendor-generated waste following the event
- Complying with all applicable food safety and health requirements
- Submit to
- [email protected]
- Scope location
- West Plains, MO
Questions about this RFP
How do I respond to this RFP from City of West Plains?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 13, 2026. The solicitation specifies required deliverables that must be addressed in your response. Submissions should be delivered to: [email protected]. For questions, contact Cody Sanders.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of West Plains in MO, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Cody Sanders at (417) 256-7176 ext 2208. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Preparing and providing an estimated 500 individual servings of hot chocolate of no less than 8 fl oz; Providing all necessary supplies, Including cups, Lids, Napkins, Serving equipment and ingredients; Providing adequate personnel to distribute hot chocolate to event attendees; Setting up and opera. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Overall cost, ability to fulfill the requested services, experience and suitability of the proposed setup for the event" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of West Plains?
All active and historical solicitations from City of West Plains are tracked and searchable. As a city agency, City of West Plains regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
Is this solicitation still open for submissions?
Based on the posted deadline of November 13, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. Review the full document from City of West Plains for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: West Plains, MO. Review the full solicitation for detailed scope requirements.