23-013 RFP 2024 Oregon Talent Summit Event Planner.pdf

State of Oregon

2024 Oregon Talent Summit Event Management

Intermediate Request for Proposal: OregonBuys #S-52500-00008213

Date of Issue: 09/25/2023 Closing Date: 10/16/2023 at 1:00 PM

Single Point of Contact (SPC): Karen DeHut | Email: karen.e.dehut@hecc.oregon.gov mailto:karen.e.dehut@hecc.oregon.gov

1. INTRODUCTION

The State of Oregon, acting by and through its Higher Education Coordinating Commission (“Agency” or “HECC”), is issuing this Request for Request for Proposals (“RFP”) for a qualified contractor to provide event management services for the 2024 Oregon Talent Summit (“Summit”).

The Summit will be coordinated by the Workforce and Talent Development Board (“WTDB”). The WTDB is the overall advisory board to the Governor on workforce matters. The WTDB is administered through the HECC.

HECC anticipates awarding one or more contracts from this RFP. The initial term of the Contract(s) is/are anticipated to expire no later than 30 days following the date of the 2024 Summit. HECC has funds for the current 2023/2025 biennium and reserves the right to extend the contract up to seven additional years to include 2026, 2028, and 2030 Summits, subject to further budget approval, and to award more than one Contract if it is in HECC’s best interest.

HECC is conducting this intermediate procurement under the authority of OAR 125-246- 0170(2)(c)(C).

2. BACKGROUND/OVERVIEW

The biennial Summit has been held three times before (2018, 2020, and 2022). Each of these was held at the Oregon Convention Center in Portland. The venue for the 2024 Summit has not yet been determined. However, the 2024 Summit will be like the ones before in scope and venue. The date for the Summit has not yet been finalized either but will likely be in April/May 2024. For reference, the agenda, event overview, and materials for the 2022 Oregon Talent Summit can be found online at https://www.oregon.gov/highered/institutions-programs/workforce/Pages/talent-summit.aspx.

The facility requirements have typically included:

• One large room for up to 500 attendees

• Four breakout rooms each being able to seat a minimum of 75 attendees

• Welcome and registration area near or outside the large room entrance

• Up to date, comprehensive Audio/Visual capability

• Food and beverage capability including coffee/tea/water service, buffet or boxed lunch, and specialty diet offerings (e.g., Vegetarian, Vegan, Gluten Free)

The proposed Statement of Work below is not rigid or all-inclusive. It is not intended to exclude new, creative, and innovative ideas that might be proposed by any vendor.

3. SCOPE OF WORK

The Scope of Work includes: all related necessary services to host the one-day event, including, but not limited to, catered lunch, several staged rooms, an event planner to manage the lead-up and day-of logistics for the Summit, and provide reports as described below. HECC reserves the right to amend the resulting Contract(s) for related services and time as HECC determines necessary. For creating a proposal, assume programming on the day of the Summit will occur consistently between 8:00 am – 4:00 pm. Adjustments will be negotiated with the successful contractor.

https://www.oregon.gov/highered/institutions-programs/workforce/Pages/talent-summit.aspx

4. PROPOSED STATEMENT OF WORK

The below proposed Statement of Work is an example of what HECC thinks it may want. Proposer should use their experience and expertise to propose how the work shall progress.

A. Task 1 – Plan and Manage the Project

• Develop, manage, and execute a budget, timeline, and logistical plan for the Summit, subject to HECC’s approval.

• Organize a Kick-off Meeting and regular planning meetings with HECC’s key staff for the Summit to review deadlines and deliverables to occur every two weeks until 60 days before the Summit when meetings switch to weekly.

• Assist in selecting the venue.

• Make recommendations regarding event logistics, including but not limited to site design/layout, event flow, agenda, transportation options, environmentally-sound (“green”) elements, and Americans with Disabilities Act (“ADA”) compliance.

• Develop, coordinate, and reconcile event budget, expenses, and timelines.

B. Task 2 – Summit Marketing and Communications

• Create and produce the Summit agenda, programs, materials, and signage with content provided by HECC (“Work Product”). Signage includes wayfinding signs to assist attendees navigate the venue.

• Assist HECC with content proofing and copywriting support for ongoing updates as the Summit date approaches.

• Assist HECC with developing content for the HECC’s Summit event webpage.

• Direct signage placement for the Summit at the venue, and affix signs as needed.

C. Task 3 – Summit Registration and Attendee Management

• Manage registration of attendees for the Summit, which will include, but is not limited to:

o Designing and hosting an online registration subject to HECC’s approval that is minimally a static webpage, but preferably a live, interactive event management application o Tracking and reporting registrations o Problem-solving website issues o Addressing registrants’ questions

• Registration will likely include a fee for attendance at the Summit. Event Management must appropriately process and account for funds received.

• Communicate with potential registrants for the Summit electronically leading up to the Summit to keep them informed as information updates occur. Communication to potential registrants is subject to HECC’s approval. Initial communication list will be provided by HECC and supplemented by registrants as they occur. Communication must include, but is not limited to:

o Save-the-Date o Invitation/Registration o Reminders o Registration closing o Registration confirmation as registrations occur o Meeting logistics/Know-Before-You-Go o Thank you for attending

• Design and make badges with clips or lanyards for attendees and speakers.

• Staff the welcome/registration table the day of the Summit, overseeing registration, check-in, and addressing questions/concerns of attendees.

D. Task 4 – Summit Speakers

• As speakers are identified by HECC staff, register each and provide all communications and updates to other registrants.

• Coordinate with speakers for the following:

o Registration (previous bullet) o Relevant production details especially micing and stage setup including ensuring there are comfortable and visually appealing chairs for speaker/panelist seating.

o Special needs if required.

E. Task 5 – Production and Operations

• Serve as the primary liaison between HECC and the venue particularly regarding room set up, technology equipment (including audio-visual), catering goods and services, and ensuring the Summit is set up to be ADA-accessible and any ADA reasonable accommodation requests are satisfied.

• Contractor will serve as on-site production manager on the day of the Summit and will have no fewer than four staff on-site to address any issues or needs that might arise during the event.

• Third-party vendor sourcing and management. The intention to subcontract any services must be identified in the proposal. HECC must approve the subcontractor prior to commencement of any work if they are not identified in the proposal and therefore in the original contract issued.

• Develop and collect experience feedback in paper or electronic forms from attendees, speakers, venue, and other contractors used and consolidate the feedback into the post-Summit report.

F. Task 6 – Audio/Visual and Technology

• Provide experienced audio/visual services for similar or greater size and scope conference events including:

• Preproduction (planning)

• Sound (micing, house sound)

• Video (house projection, recording)

• Lighting and Stage

• Electrical

• Postproduction (video editing, close-out)

G. Task 7 – Photographer

• Provide photographer for the entire day for:

o Candid, photojournalistic photos o Some directed, posed photos o High Resolution Digital Files and Unlimited-Use Copyright Release o Professionally edited, color corrected, and print-ready images

H. Task 8 – Project Close-out

• Prepare a post-Summit report including recommendations for future Summits.

• Organize and facilitate a final debrief meeting to present the post-Summit report.

• Deliver or mail at its own expense all Work Product (e.g., programs, signs, etc.) in its possession within 30 days of the conclusion of the Summit.

All costs of creating deliverables will be borne by Proposer, and all deliverables (also known as Work Product) will be owned exclusively by, and turned over to, HECC, including all signs, agendas, programs, and lists of attendees. All deliverables shall be completed August 31, 2024. Recommendations for additions, and/or changes to the Scope of Work can be clearly identified and provided in the Proposal submission.

5. PROPOSAL SUBMISSION

Proposals should be submitted via e-mail to HECC.Procurement@hecc.oregon.gov by 1:00 PM on October 16, 2023. The subject line of the e-mail should have RFP S-52500-00008213

6. PROPOSAL CONTENT REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both.

A Proposal that merely offers to provide the Goods or Services as stated in this RFP will be considered non-Responsive to this RFP and will not be considered further.

A. Proposal Certification Sheet

The Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment A).

B. Introduction to Proposer and Proposer’s Relevant Experience

Please describe your services. How long have you been in business? How many events of this scale have you completed?

The Proposal must contain information that clearly demonstrates that you have recent relevant experience hosting events of similar size, complexity, and profile comparable to the Summit described in this RFP.

Proposals must contain a discussion that describes the experience Proposer has working with a government entity.

Proposals should contain a discussion on Proposer’s ability to successfully complete the Project mailto:HECC.Procurement@hecc.oregon.gov on time and within budget.

C. Proposer’s Implementation Plan

The Proposer shall describe how they intend to do the work. The description should include:

• Proposer’s knowledge and understanding of the Project.

• The approach that Proposer will take in performing the work described in this solicitation document; must include a sample timeline and proposed schedule.

D. Key Person Experience and Resumes

The Proposer should include the resumes of all key staff to perform the Services.

E. Cost Proposal

For each activity described in the Statement of Work, the cost proposal must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs pertaining to each deliverable listed in accordance with the itemized activity. Cost proposal must also specify if your fees are fixed fee or variable fee (e.g., hourly with a not-to-exceed amount).

F. References

Proposer should include 3 references from recent similar projects to assist HECC in gauging proposer’s communication, problem-solving, and creativity skills.

7. EVALUATION

Proposals shall be evaluated on each component described in Section 6. After an initial evaluation session, HECC may ask leading Proposers for interviews.

8. SUCCESSFUL PROPOSER REQUIREMENTS

A. Insurance

Prior to execution of the Contract, the apparent successful Proposer shall secure and demonstrate to HECC proof of commercial general liability insurance coverage in the amounts of $1,000,000 per occurrence and $2,000,000 aggregate, unless otherwise negotiated. Policies can usually be obtained for short-term durations for relatively low cost—please consult an insurance broker if you do not already carry the above-described insurance.

B. Taxpayer Identification Number

The apparent successful Proposer shall provide its Taxpayer Identification Number on a completed W-9 form (which can be found here: https://www.irs.gov/pub/irs-pdf/fw9.pdf). The apparent successful Proposer must provide its backup withholding status on the W-9 form if either of the following applies:

• When requested by HECC (normally in an intent to award notice), or

• When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

https://www.irs.gov/pub/irs-pdf/fw9.pdf

HECC will not make any payment until HECC has a properly completed W-9.

C. Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Proposer shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

http://www.filinginoregon.com/index.htm.

9. ADDITIONAL INFORMATION

A. Governing Laws

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the Eleventh Amendment to the Constitution of the United States or otherwise, to or from any Claim or from the jurisdiction of any court.

B. Ownership

All Proposals submitted in response to this RFP become the Property of HECC. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free, fully paid-up, worldwide license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating an Agreement, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer unless the Proposal is submitted late.

C. Cost of Submitting Material

Proposer shall pay all the costs in submitting its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, or costs to participate in demonstrations.

D. Statewide E-waste

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure 107-011-050_PR. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

http://www.filinginoregon.com/index.htm http://www.oregon.gov/DAS

E. Recyclable Products

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract.

(ORS 279B.025)

F. Printing , Binding Work

Except as provided in ORS 282.210(2), all printing, binding and stationery work, including the manufacture of motor vehicle registration plates and plates required to be affixed to motor carriers, for the State or any county, city, town, port district, school district, or other political subdivision, must be performed within the State of Oregon.

ATTACHMENT A — PROPOSAL CERTIFICATION SHEET

Legal Name of Proposer:

Address:

City, State, Zip:

State of Incorporation: Entity Type:

Contact Name: Telephone: Email:

Any individual signing below hereby certifies they are an authorized representative of Proposer and that:

1. If awarded a Contract, Proposer agrees to perform the scope of work and meet the performance standards set forth in the final negotiated scope of work of the resulting Contract.

2. I have knowledge regarding Proposer’s payment of taxes and by signing below I hereby certify that, to the best of my knowledge, Proposer is not in violation of any tax laws of the state or a political subdivision of the state, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

3. Proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, gender, disability, sexual orientation, national origin. When awarding subcontracts, Proposer does not discriminate against any business certified under ORS 200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business. If applicable, Proposer has, or will have prior to contract execution, a written policy and practice, that meets the requirements described in ORS 279A.112, of preventing sexual harassment, sexual assault and discrimination against employees who are members of a protected class. HECC may not enter into a contract with an anticipated contract price of $150,000 or more with a Proposer that does not certify it has such a policy and practice. See https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx for additional information and sample policy template.

4. Proposer and Proposer’s employees, agents, and subcontractors are not included on:

A. the “Specially Designated Nationals and Blocked Persons” list maintained by the Office of

Foreign Assets Control of the United States Department of the Treasury found at:

https://www.treasury.gov/ofac/downloads/sdnlist.pdf., or

B. the government-wide exclusions lists in the System for Award Management found at:

https://www.sam.gov/SAM

5. Proposer certifies that, to the best of its knowledge, there exists no actual or potential conflict between the business or economic interests of Proposer, its employees, or its agents, on the one hand, and the business or economic interests of the State, on the other hand, arising out of, or relating in any way to, the subject matter of the RFP. If any changes occur with respect to Proposer’s status regarding conflict of interest, Proposer shall promptly notify the State in writing.

6. Proposer certifies that all contents of the Proposal (including any other forms or documentation, if required under this RFP) and this Proposal Certification Sheet are truthful and accurate and have been prepared independently from all other Proposers, and without collusion, fraud, or other dishonesty.

7. Proposer understands that any statement or representation it makes, in response to this RFP, if determined to be false or fraudulent, a misrepresentation, or inaccurate because of the omission of https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx https://www.treasury.gov/ofac/downloads/sdnlist.pdf https://www.sam.gov/SAM material information could result in a "claim" (as defined by the Oregon False Claims Act, ORS 180.750(1)), made under Contract being a "false claim" (ORS 180.750(2)) subject to the Oregon False Claims Act, ORS 180.750 to 180.785, and to any liabilities or penalties associated with the making of a false claim under that Act.

8. Proposer certifies it will comply with the Pay Equity law, ORS 652.220, if applicable.

9. Proposer is registered in the State’s electronic procurement system, OregonBuys, found here:

https://oregonbuys.gov/bso/. (Registration is free by clicking the blue “Register” button on the top right corner of the webpage.)

Authorized Signature Date

(Printed Name and Title) https://www.oregonlegislature.gov/bills_laws/ors/ors652.html