04-EXHIBIT_1-SPECIFICATIONS.pdf

EXHIBIT 1 - SPECIFICATIONS

The Ad Valorem Division of the Oklahoma Tax Commission will conduct the 81st Annual

Oklahoma Tax Commission Ad Valorem Educational Conference for Assessing Officers and

Deputies on August 4 - August 8, 2025. This educational conference is justified by the division's statutory obligations for training county assessors and their staffs, as set forth in Title 68 Oklahoma

Statutes, Sections 2875, 2825 and 2816 subsections C and D on continuing education unit hours.

To conduct the educational conference, a lodging/conference facility is required. The specifications are as follows:

1. The conference hotel must be able to accommodate the conference on the dates

August 4 - August 8, 2025, in suburban Tulsa, Oklahoma. The conference hotel must also be able to accommodate the educational conference within the first full week in August for 2026 and 2027, in Tulsa suburban area. The required meeting rooms must be housed in the same building. Facilities must provide the conference guest up to 300 guest rooms at government rate. If Facility falls short on the guest rooms requirement, a list of overflow hotels within a one-mile driving distance, with agreements to accommodate hotel conference guests at the government rate, may be provided as part of the consideration. Weight will be given to hotels in which guest sleeping rooms are housed in the same building and those facilities of higher lodging capacity. The vendor shall be a fully non-smoking facility with allocated smoking areas outside the conference facility.

2. The facility shall be capable of accepting county government purchase orders in payment of room accommodations, meals, and other incidental charges.

Approximately 90% of the room accommodations will be paid by purchase order.

No county is allowed to charge to the Oklahoma Tax Commission master account.

3. There is no way to predict an exact number of rooms needed for each conference, but it’s estimated that the following needs and capacities will be necessary to host the 2025 Annual Educational Conference. Three Hundred (300) guest rooms are the anticipated potential number of rooms required with at least one-half of these rooms containing two (2) double beds will be needed each night for Tuesday, August 5, Wednesday, August 6, and Thursday, August 7. One Hundred (100) anticipated potential guest rooms will be needed for the night of Monday, August 4.

Guest rooms would be blocked with a cut-off date no earlier than July 18, 2025.

Said guest rooms must be in the same building as the conference space. The educational conference will end by 12:00 noon on Friday, August 8. As previously mentioned, weight will be given to hotels in which guest sleeping rooms are housed in the same building and those facilities of higher lodging capacity.

4. The facility and any overflow facilities shall provide a guest room rate within the budget constraints of the county assessor, county officials, and state government of

Oklahoma keeping with the current U.S. Government prescribed Hotel /per diem rates for lodging that are in effect at the time of the meeting based on the following source: www.gsa.gov/travel/plan-book/per-diem-rates . The guestroom rates shall be specified on the bid for single, double, triple, or quadruple occupancy.

5. The facility shall specify a conference room rental fee expressed in a total cost for all meeting space. The Preconference requirement for Monday (for a half-day) shall require pre-conference meeting room that can accommodate up-to 150 guests. A smaller meeting room set up is also required for up-to 15 guests. A Secured midsized Registration/ supply room and an easy accessible Information area shall be included for the full week of conference (Approx. 700 SF). A smaller secured storage room is also required for the conference (Approx. 200 SF).

The registration and storage areas shall be available of use for the conference duration. Customer must be issued keys to access this room.

The conference space for Tuesday through Thursday shall accommodate a minimum of five hundred fifty (550) persons in a general session. It shall accommodate a minimum of one hundred fifty (150) persons in each of three (3) concurrent sessions, totaling 450 persons. There shall be a meeting room with escalating expansion tiers that can converge to one meeting space holding 150 persons or expand to 220 persons. (We need two larger rooms outside of the vendor/break area.) Additionally, there shall be two (2) meeting rooms that will accommodate a minimum of seventy-five (75) persons each concurrent session plus three (3) meeting rooms that will accommodate a minimum of forty (40) persons each concurrent session.

On Friday (the final Day) the general meeting space will be required to be extended for a half-day and shall accommodate a minimum of five hundred fifty (550) persons in a closing session. Additionally, on Friday, the facility will continue to provide for a half-day the Secured Registration/ supply room and accessible information area.

http://www.gsa.gov/travel/plan-book/per-diem-rates

All meeting rooms shall be equipped with a speaker system with lapel clip microphone, podium, capable of high-speed internet access wired or wireless, projector screen, and ice water with glasses and mints. All cords must be free from hazards to meet OSHA requirements. All concurrent session meeting rooms shall be set classroom style. The function rooms shall be capable of handling audio visual equipment. The meeting rooms shall be flexible in set-up styles to include classroom seating. The seating arrangements shall be roomy and comfortable. Each meeting room must have at least one door which opens directly into a main hallway, and the passageway from the meeting room to the hallway must not route through another room of any kind. All conference space will be designated as non-smoking.

6. The facility will provide a list of charges for renting audio/visual equipment such as microphones, screens, projectors, internet access fees, etc. The Oklahoma Tax

Commission will be allowed the option to provide its own audio/visual equipment.

7. The Hotel must be able to provide internet needs for the conference that includes basic wireless internet access (3 to 5 mbps) with bandwidth for at least 400 concurrent users. We require adequate bandwidths for all attendees for polling, registration via a QR code, doing surveys via a QR code, web browsing, and checking email messages. The conference must also be able to accommodate

OSU’s (CLGT) and other partners need for enhanced internet speed for at least 20 users.

8. A separate enclosed break/exhibit room shall be provided to accommodate all attendees. Said break/exhibit room shall accommodate at least thirty (30) exhibitors with booth size of ten (10) feet by ten (10) feet. The break room must also accommodate up to 450 attendees per break. The break room must also have at least one door which opens directly into a main hallway without first routing through another room of any kind. The break/exhibit room shall be totally locked and secured from 5:00 p.m. to 8:00 a.m. each day to protect the exhibitors' computers and other equipment on display during the conference. Exhibitors will arrive on

Tuesday, August 5, to set up displays. The coffee break service will take place in the break/exhibit room and will accommodate all students simultaneously. There will be two (2) morning breaks (one each on Wednesday and Thursday a.m.) and two (2) afternoon breaks (one each on Wednesday and Thursday p.m.), each of thirty (30) minutes duration. Break items will consist of coffee, sodas and ice water and will be served with doughnuts or approved substitutes at the morning breaks and with cookies or approved substitutes in the afternoon for approximately four hundred fifty (450) people per break for Wednesday, and approximately four hundred (400) people per break for Thursday. A guaranteed number will be provided to the hotel two weeks prior to the event, once OTC registration is concluded. Cost for these breaks will include cost of items provided and service charges. Vendor must break down the cost per person and as well as provide a cumulative calculation of the total break cost.

9. The facility shall provide free and ample parking to the registered hotel guests and all conference attendees, some who come for only one day. A minimum number of

300 parking places must be available. Parking must be available mid-day for incoming students there for one day. Parking will be on the hotel property and not divided from the hotel property in any way by any type of separation. The parking lot shall have 24-hour patrolled security. Said parking must be able to accommodate diversified types of vehicles such as passenger vehicles of oversized height and length, oversized pickups, high-top vans, and large sport utility vehicles. Parking on the hotel property must be able to accommodate these types of vehicles. Parking area shall have sufficient security lighting.

10. The facility shall be capable of providing timely food services for conference attendees in keeping with the conference schedule.

11. The facility management must understand and agree that each person attending the educational conference will be responsible for his/her own room, tax (if applicable), meals and incidental charges. (Except for OTC employees and certain

“comp’d” guest speakers.)

12. The facility shall comply with the requirements, regulations, and guidelines of the

Americans with Disabilities Act.

13. Free transportation shall be available and provided by the facility to serve both the

Tulsa International Airport and a five-mile (5) radius of the conference facility.

14. The facility shall be staffed and equipped to provide high quality conference and hospitality requirements to meet the needs of the statutorily required educational conference and training classes.

15. The facility management shall understand that the Ad Valorem Division of the

Oklahoma Tax Commission will distribute an announcement letter to all county assessors and other interested parties regarding the conference and hotel details.

The facility shall understand attendees will not make reservations until the Ad

Valorem Division of the Oklahoma Tax Commission advises the hotel that the conference announcement has been distributed. This will not affect the designated block of rooms.

16. The facility management is aware that Tuesday morning, August 5, would be the arrival date for 95% of all attendees and agrees to staff front desk to accommodate check-in efficiently, timely and expressly with express check-in and pre-keyed rooms. The hotel shall be staffed to ensure the guest rooms are available for all conference registrants by 4:00 p.m.

17. Due to county budget constraints and the socio-economic diversity of the participants, the location of the hotel/conference facilities must be in close proximity for easy access to a plentiful number of restaurants, fast-food establishments and eateries serving breakfast, lunch and dinner that have moderately priced menus, allowing students to stay within the conference agenda time parameters.

18. Bids cannot be altered or modified after submission and no communication will take place between bidders and customer (Oklahoma Tax Commission) until after the bid is awarded.

19. The Oklahoma Tax Commission may exercise the option to extend this contract to the successful bidder at the same terms and conditions for up to three years subject to proper fulfillment of contract services in August 2025 and a schedule agreeable to the Oklahoma Tax Commission for 2026 and 2027.