02_-_Attachment_A_-_Agency_Purpose.docx

Attachment A

AGENCY SOLICITATIONS

SOLICITATION NO. EV00000985

This solicitation is a contract document and is a request for proposal in connection with the contract awarded on behalf of the Oklahoma District Attorneys Council (DAC) by the Office of Management and Enterprise Services as more particularly described below. Any defined term used herein but not defined herein shall have the meaning ascribed in the General Terms or other contract document.

I. PURPOSE

The Office of Management and Enterprise Services (OMES) Central Purchasing division is seeking responses on behalf of the District Attorneys Council (DAC) from potential suppliers to provide a contract for the purchase of conference rooms and lodging in Oklahoma City for the District Attorneys Council/Oklahoma District Attorneys Association 2027 Summer Conference. A contract resulting from this solicitation may be designated for use as a statewide contract. See 74 O.S. § 85.5(G)(3).

The contract is awarded on behalf of the DAC for the 28th Annual District Attorneys Council/Oklahoma District Attorneys Association 2027 Summer Conference.

1. Contract Term and Renewal Options

1.1 The initial Contract term, which begins on the effective date of the Contract, is for the 2027 event and there are no options to renew the Contract.

2. Solicitation Criterion

2.1 The bid will be evaluated using a best-value criterion, based on the following:

2.1.1 Ability to meet the mandatory requirements.

2.1.2 Ability to satisfy non-mandatory requirements/preferred specifications.

2.1.3 Bidder is not a 3rd party entity, and services are rendered by the bidder.

2.1.4 The cost of the venue.

3. Scope and description

3.1 The bid response must meet or exceed each requirement on Exhibit 1.

3.2 The bid response shall show the ability of the bidder to meet or exceed the following mandatory specifications:

3.2.1 Conference meeting room requirements (dates are non-negotiable):

3.2.1.1 Wednesday, July 14th from 7AM to 6PM: 5 breakout rooms with a capacity of 40-75 attendees each.

3.2.1.2 Thursday, July 15th from 7AM to 6PM: 2 breakout rooms with a capacity of 40-75 attendees each.

3.2.1.3 Thursday, July 15th from 7AM to 6PM: a conference space to accommodate up to 300 attendees.

3.2.1.4 Thursday, July 15th: a conference or banquet center for luncheon to hold up to 200 attendees.

3.2.1.5 Friday, July 16th from 7AM to 1PM: a conference space to accommodate up to 300 attendees.

3.2.1.6 Tuesday, Wednesday, Thursday, July 13th-15th: a reception area/hospitality room or two sleeping suites that accommodate the following:

3.2.1.6.1 Must hold up to fifty (50) people;

3.2.1.6.2 ODAC must be able to bring their own beverages and snacks;

3.2.1.6.3 Must have bistro seating/standing available.

3.2.2 Sleeping room block requirements (dates are non-negotiable):

3.2.2.1 Tuesday, July 13th: a minimum of 90 rooms available.

3.2.2.2 Wednesday, July 14th: a minimum of 125 rooms available.

3.2.2.3 Thursday, July 15th: a minimum of 125 rooms available.

3.2.3 Food and beverage service requirements:

3.2.3.1 Morning and afternoon break services (a typical break service will include coffee, tea, snacks, water, and soda) for each full day of the conference.

3.2.3.2 Catering for the luncheon on Thursday, July 15th, must be available on site.

3.2.4 Payment requirements:

3.2.4.1 All charges must be set up on master account for attendees and staff.

3.2.4.2 All charges to ODAC must be tax exempt.

3.2.4.3 All charges to ODAC will be paid through direct bill.

3.2.4.4 Price per sleeping room cannot exceed the GSA rate.

3.2.4.5 The hotel shall charge attendees for their incidentals.

3.2.5 Venue must be located in Oklahoma City, Oklahoma.

3.2.6 Group is allowed to use their own AV at no additional charge.

3.3 The bid response shall show the ability of the bidder to meet or exceed the following non- mandatory/preferred specifications:

3.3.1 Preference will be given to bidders who have meeting room spaces in the same building or very close together.

3.3.2 Preference will be given to bidders who have onsite dining.

3.3.3 Preference will be given to bidders who have greater than a 6.5 rating according to Booking.com reviews.

3.3.4 Preference will be given to bidders who can apply parking fees to master account.

3.3.5 Preference will be given to bidders who can provide vendor space for up to 10 vendors from 8am to 5pm on Wednesday, July 14th, 8am-5pm Thursday, July 15, and 8am to 1pm, Friday, July 16.

4. Pricing

4.1 Pricing shall be proposed as a single total firm, fixed cost and include all information concerning fees, other costs, and any other information relevant to the total cost.

4.2 Value-added products and/or services within scope of the Acquisition may be included in the Bid on a separate document.

5. All technical responses. Located in Exhibit 1.

6. The response to pricing shall be proposed using Exhibit 2: Price Template.

7. Third-party vendor information is not permitted.

8. Agenda Template. Located in Exhibit 3.

9. GSA rate for Oklahoma City is included in Exhibit 4.

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