04SOS-S3315 Scope of Work.pdf
PDF 210 KB Posted
- Attached to
- Nevada Elected Officials Training Conference State and local contract opportunity
- Solicitation number
- 04SOS-S3315
- Issued by
- Nevada
About this file
This is a Scope of Work document from the Nevada State Purchasing Division for the Secretary of State's mandatory annual training conference for City and County Clerks and Registrars. The document outlines requirements for a conference facility in Las Vegas, Nevada for the years 2025-2028, with specific conference dates: September 22-26 in 2025, December 7-11 in 2026, October 18-22 in 2027, and December 4-8 in 2028. The conference requires a venue capable of hosting 100 attendees plus 25-30 presenters/panelists, with specific needs including a minimum 120-room block, conference and breakout rooms, vendor demonstration space, catering, audio/visual support, and professional event coordination.
The document specifies detailed facility requirements such as Wi-Fi and electrical outlets for 75 laptops, space for 4 vendors, meal capabilities for up to 100 people, a separate banquet dinner, welcoming reception, registration desk, parking, security, and audio-visual support. Special considerations include room rates aligned with federal General Services Administration (GSA) rates, given that attendees are primarily Nevada state, county, and city employees. The facility must also allow for 1-day early arrival and 1-day post-conference stays at the conference room rate, with all meeting expenses charged to a master account except for individual hotel incidental charges.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| 04SOS-S3315-request-for-proposals-NEOTC.docx | DOCX document | |
| 04SOS-S3315-notice-of-intent-2025-05-16.pdf | ||
| 04SOS-S3315 Floor Diagram.pdf | ||
| 04SOS-S3315 INSURANCE REQUIREMENTS.pdf | ||
| Quote Instructions.pdf | ||
| 04SOS-S3315 Standard-form-contract.pdf | ||
| 04SOS-S3315 -reference-questionnaire-2025-03-20.pdf | ||
| NEOTC 25-28 cost-schedule UPDATE~1.xlsx | XLSX spreadsheet | |
| 04SOS-S3315 Terms-and-conditions-for-services.pdf | ||
| Certification-regarding-lobbying~1.pdf |
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Text version
Nevada State Purchasing Division Department of Administration 515 E Musser St Ste 300 Carson City, NV 89701 purchasing.nv.gov nevadaepro.com
Revised 2024-10 Page 1 of 2
04 SOS-S3315 Scope of Work
1. GOALS AND OBJECTIVES
1.1. Pursuant to NRS 293.2504 the Secretary of State is required to conduct a mandatory training conference for all City and County Clerks and Registrars that is held on an annual basis. The Conference facility must be located within Las Vegas, Nevada and rooms and conference venues must be reserved for 4-6 consecutive days based on the Secretary of State’s discretion. The facility of choice may be rotated as needed, approved by the vendor and the Secretary of State’s office jointly but would need to be available for the years 2025-2028 for the one-week periods listed below. The facility can change year to year as long as all requirements within this document are met.
1.2. The facility must have a venue with the capacity to host a conference with 100 attendees including a room block for those individuals and an additional 25-30 presenters/panelists, conference/meeting rooms, 3 breakout rooms, vendor demonstration space, catering, audio/visual, and professional event coordinator services.
1.3. All meeting expenses will be charged to a master account, apart from hotel room incidental charges, for which each individual attendee will be responsible and presenter/panelist/vendor rooms or other accommodations necessary for their attendance are the responsibility of the presenter/panelist/vendor.
2. SCOPE OF WORK
2.1. Contractor Responsibilities
2.1.1. The tentative conference schedule is below, but schedule deviations of one week earlier or later may be possible with at least 12 months prior notice and approval by the Secretary of State:
A. 2025 – Sept 22-26 B. 2026 – Dec 7-11 C. 2027 – Oct 18-22 D. 2028 – Dec 4-8
2.1.2. The conference is to be held in Las Vegas, Nevada.
2.1.3. Vendors must provide with their proposal a complete and detailed description of the following:
2.1.4. The availability of individual rooms
2.1.5. A minimum room block of 120
2.1.6. The facility layout shall include the following:
2.1.7. In addition to the main conference space for up to 100 attendees and up to an additional 25 panelists/presenters.
2.1.8. Locally provided Wi-Fi and electrical power outlets to support 75 laptops.
2.1.9. Ability to host a vendor area with up to 4 vendors.
2.1.10. Ability to host meals for five event days of up to 100 people, and a separate banquet dinner for up to 75 people.
2.1.11. Ability to host a welcoming reception of 100 people.
2.1.12. Ability to host multiple concurrent technical breakout sessions on five consecutive conference days, with multiple floor plan layout diagrams to change based on topics being presented.
2.1.13. Ability to host space for one registration desk.
2.1.14. Capacity and options for parking for attendees, panelists/presenters.
2.1.15. Capacity for loading space for vendor use to unload equipment, if needed.
2.1.16. Ability to ensure proper security for attendees, speakers/panelists, vendors, and other personnel, including nightly equipment storage.
2.1.17. Ability to cater breakfast, session breaks and other event needs for 75-100 attendees.
2.1.18. Application must include proof of experience with professional event coordination.
2.1.19. Be able to provide audio and visual support for technical sessions, dinners, meetings, and other events.
2.1.20. Provide a cancellation policy.
https://purchasing.nv.gov/ https://nevadaepro.com/
Page 2 of 2 Nevada State Purchasing style guide
2.1.21. Provide billing arrangement options.
2.1.22. Provide the group room rates and reservation cutoff date.
2.1.23. The conference is attended primarily by Nevada state, county and city employees. Special consideration should be made in this RFP to address room rates in coordination with the federally approved General Services Administration (GSA) rates.
2.1.24. Some guests like to arrive early and/or stay after the completion of the conference. Please allow a 1-day before and a 1-day after stay at the conference room rate.
| 1. GOALS AND OBJECTIVES |
| 1.1. Pursuant to NRS 293.2504 the Secretary of State is required to conduct a mandatory training conference for all City and County Clerks and Registrars that is held on an annual basis. The Conference facility must be located within Las Vegas, Nevada... |
| 1.2. The facility must have a venue with the capacity to host a conference with 100 attendees including a room block for those individuals and an additional 25-30 presenters/panelists, conference/meeting rooms, 3 breakout rooms, vendor demonstration s... |
| 1.3. All meeting expenses will be charged to a master account, apart from hotel room incidental charges, for which each individual attendee will be responsible and presenter/panelist/vendor rooms or other accommodations necessary for their attendance ... |
| 2. SCOPE OF WORK |
| 2.1. Contractor Responsibilities |
| 2.1.1. The tentative conference schedule is below, but schedule deviations of one week earlier or later may be possible with at least 12 months prior notice and approval by the Secretary of State: |
| A. 2025 – Sept 22-26 |
| B. 2026 – Dec 7-11 |
| C. 2027 – Oct 18-22 |
| D. 2028 – Dec 4-8 |
| 2.1.2. The conference is to be held in Las Vegas, Nevada. |
| 2.1.3. Vendors must provide with their proposal a complete and detailed description of the following: |
| 2.1.4. The availability of individual rooms |
| 2.1.5. A minimum room block of 120 |
| 2.1.6. The facility layout shall include the following: |
| 2.1.7. In addition to the main conference space for up to 100 attendees and up to an additional 25 panelists/presenters. |
| 2.1.8. Locally provided Wi-Fi and electrical power outlets to support 75 laptops. |
| 2.1.9. Ability to host a vendor area with up to 4 vendors. |
| 2.1.10. Ability to host meals for five event days of up to 100 people, and a separate banquet dinner for up to 75 people. |
| 2.1.11. Ability to host a welcoming reception of 100 people. |
| 2.1.12. Ability to host multiple concurrent technical breakout sessions on five consecutive conference days, with multiple floor plan layout diagrams to change based on topics being presented. |
| 2.1.13. Ability to host space for one registration desk. |
| 2.1.14. Capacity and options for parking for attendees, panelists/presenters. |
| 2.1.15. Capacity for loading space for vendor use to unload equipment, if needed. |
| 2.1.16. Ability to ensure proper security for attendees, speakers/panelists, vendors, and other personnel, including nightly equipment storage. |
| 2.1.17. Ability to cater breakfast, session breaks and other event needs for 75-100 attendees. |
| 2.1.18. Application must include proof of experience with professional event coordination. |
| 2.1.19. Be able to provide audio and visual support for technical sessions, dinners, meetings, and other events. |
| 2.1.20. Provide a cancellation policy. |
| 2.1.21. Provide billing arrangement options. |
| 2.1.22. Provide the group room rates and reservation cutoff date. |
| 2.1.23. The conference is attended primarily by Nevada state, county and city employees. Special consideration should be made in this RFP to address room rates in coordination with the federally approved General Services Administration (GSA) rates. |
| 2.1.24. Some guests like to arrive early and/or stay after the completion of the conference. Please allow a 1-day before and a 1-day after stay at the conference room rate. |
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