2-Attachment B Scope of Work.pdf

Attachment B Scope of Work SEDI Summit Event Hosting & Lodging Services Introduction & Background This Scope of Work (SOW) defines the mandatory requirements for venue hosting, catering, and lodging services for the SEDI Summit hosted by the State of Utah.

The resulting contract will secure a venue capable of accommodating 350 - 400 attendees, providing general session space, breakout rooms, fully compliant catering, and an attendee-managed lodging block.

● Event Dates: November 17–19

● Location: Park City, Utah

1. General Requirements

1.1 Mandatory Minimums

To be considered responsive, the Hotel vendor must meet or exceed the following criteria:

● Location: Must be a full-service hospitality and conference venue located within Park City, Utah.

● Capacity: Proven capability to host a minimum of 350 concurrent general session attendees and manage an associated lodging block of 150 rooms.

● Experience: Minimum of three (3) years of experience hosting large-scale corporate or government policy conferences.

1.2 State of Utah Tax-Exempt Status

● The State of Utah is a tax-exempt entity.

● The Hotel will be provided with a completed State of Utah Form TC-721 (Exemption

Certificate).

● No state or local sales taxes shall be charged to the Master Account for conference space rental, AV, or master-billed catering meals.

2. Event Delivery & Space Requirements

2.1 Meeting and General Session Spaces

The Hotel must provide the following dedicated configurations from November 17–19:

● Main Stage / General Session Room: Minimum capacity of 350 attendees. 400 is preferred. Final room setup layout (e.g., Classroom, Theater, or Banquet Rounds) will be provided by the Agency Event Coordinator to the Hotel's Event Service Manager (ESM) no later than 30 days prior to the event start date.

● Breakout Spaces: At least three (3) distinct breakout rooms. Final setups are to be determined concurrently with the general session room.

● Sponsor Spaces: Minimum capacity for fifteen (15) sponsor tables.

2.2 Food & Beverage (Catering)

The Hotel will provide high-quality catering services adhering to the following schedule:

● Day 1 (Nov 17): Breakfast, Snack, Lunch, and Dinner

● Day 2 (Nov 18): Breakfast, Snack, Lunch, and Dinner

● Day 3 (Nov 19): Breakfast, Snack, and Lunch

State Procurement Compliance Note: All per-person catering quotes provided by the Hotel must be transparent and clearly delineate food costs, permissible gratuities, and service fees. Total per-person meal costs must remain justifiable under State of Utah Division of Finance rules for Group Gatherings and business meals. Meal and incidental expenses are currently $92 per person per diem for Day 1 & 2 and .$54 per person for Day 3.

2.3 Lodging & Room Block

● Room Block: A guaranteed block of 150 guest rooms for the nights of November 16th, 17th, and 18th.

● Reservation Method: Individual attendees will book and pay for their own rooms directly using either an event-specific group code or a custom booking link provided by the Hotel.

● Rate Cap Agreement: Because individual state employees may be booking within this block, the Hotel is required to offer room rates aligned with the GSA/State travel lodging allowance for Park City (Summit County), which was $221 for November 2025 and is projected to be similar.

● Attrition Rate: A cumulative allowable attrition rate of 20%. The Agency shall not be penalized or charged any fees if the actual total room nights utilized by attendees reach at least 80% of the total contracted room block.

3. Technical & Audio/Visual Requirements

● Internet Access: High-bandwidth Wi-Fi capable of supporting 400 concurrent users across all meeting and breakout spaces. Complimentary access for attendees is highly preferred.

● AV Capabilities: The Hotel must provide high-definition projection, screens, dedicated stage microphones, and sound infrastructure for both the Main Stage room and all breakout rooms, or an acceptable 3rd-party vendor. AV needs include:

○ At least 24 wireless or lavalier mics

○ 4 Audio mixers

○ Staging in main stage and breakout rooms

○ Screens or projectors in each room

○ Sound systems for all rooms

● AV Provider: The Agency reserves the right to utilize the Hotel’s in-house AV team or their preferred third-party vendor for this event. The Hotel must explicitly detail any patch fees or outside vendor coordination fees in their quote response.

4. Contract Invoicing, Changes, and Cancellation

4.1 Master Account Billing

● A Master Account will be established strictly for venue rentals, AV infrastructure, and the scheduled catered meals and breaks. Individual guest room charges, incidentals, and room service shall not be applied to the Master Account.

● An itemized draft invoice must be provided to the Agency Event Coordinator within 14 business days post-event for review and audit prior to final state payment processing.

4.2 Cancellation & Changes

● Changes: Any changes to the pricing, room limits, or F&B minimums outlined in the contract require written approval by the state agency through a signed change order.

● Force Majeure: Standard state-compliant clauses regarding severe mountain weather, travel restrictions, or public health emergencies shall apply. Individual attendee room cancellations made within the Hotel's standard cancellation window shall not count against the Agency's 20% attrition threshold.