3-Attachment B - Scope of Work.pdf
PDF 106 KB Posted
- Solicitation number
- KL26-34
- Issued by
- Utah
About this file
This Scope of Work document issued by the Utah Department of Public Safety details the venue and service requirements for the Department's 75th Awards Banquet scheduled for Thursday, November 5, 2026, from 6:00 PM to 10:00 PM, with setup access beginning at 12:00 PM. The event will accommodate approximately 650+ guests, including Governor Cox, Lt. Governor Henderson, DPS administration, state legislators, law enforcement representatives, and award recipients. The selected venue must provide a main ballroom with capacity to seat 650 guests in rounds of 8 or 10 with clear sight lines to a central stage, a separate and dedicated foyer for displaying Utah Fallen Officer Vases, lodging accommodations with flexible room block adjustments (confirmable 30-60 days prior with 24-hour cancellation capability), and adequate self-parking for police vehicles. Additionally, the venue must provide high-quality plated dinner service with dietary accommodations, professional audio-visual equipment including large-scale projection screens, wireless microphone systems, a minimum 12'x24' stage with professional lighting, and high-speed Wi-Fi, along with security protocols and VIP entrance/exit capabilities to accommodate high-profile state officials.
Proposals must include itemized cost breakdowns for room rental, food and beverage charges per person, audio-visual services, and service fees or gratuities; detailed floor plans showing the 650-seat configuration and fallen officer display locations; negotiated state rates or discounted lodging block pricing; and comprehensive security protocols. The evaluation process utilizes a two-stage methodology, with Stage 1 eliminating non-responsive proposals that fail to meet mandatory minimum requirements and Stage 2 evaluating responsive proposals against technical criteria weighted as follows: Capacity and Flow (350 points), Cost Effectiveness (100 points), Room Availability (100 points), Facility Quality (150 points), and AV Capabilities (100 points). Proposals must achieve a minimum threshold score of 560 points to advance to the final cost evaluation phase, where the lowest total cost proposal receives the maximum 200 points and other proposals receive proportional points based on their cost variance from the lowest bid. This RFP will result in a single contract award to the responsive and responsible vendor with the highest combined score.
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Other files
| File | Type | Posted |
|---|---|---|
| 1-Claim of Business Confidentiality Updated.pdf.pdf | ||
| 7-KL26-34 Interactive Scoresheet (Informational Only).xls | XLS spreadsheet | |
| 4-Att.-A-Agency-Terms-and-Conditions-GS (13).docx | DOCX document | |
| 2-Vendor Prerequisites - RFP Agency.pdf | ||
| 5-Attachment C - Mandatory Minimum Requirements and Technical Criteria.pdf | ||
| 6-Attachment D - Cost Sheet.xlsx | XLSX spreadsheet |
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Text version
Attachment B: Scope of Work
1. Introduction
The Utah Department of Public Safety (DPS) is seeking proposals from qualified venues to host the 2026 Department of Public Safety 75th Awards Banquet. This premier event honors the dedicated service of DPS employees, local state agencies and is attended by high-ranking state officials.
2. Background
This year marks a monumental milestone as we celebrate 75 years of establishment. Since the Utah Legislature officially created the department in 1951, the DPS has evolved from a fledgling administrative body into a sophisticated, multi-faceted agency at the forefront of modern public safety. This diamond anniversary is more than a celebration of longevity; it is a tribute to three-quarters of a century of solid commitment to the public. As we honor our history, including the solemn sacrifices of our fallen officers, we reaffirm our pledge to maintain Utah’s exceptional quality of life through dedicated service and innovative partnerships for the next 75 years and beyond. This event also recognizes employees of the Utah Department of Public Safety employees who have excelled beyond their call of duty or made a remarkable impact within their division.
3. Event Specifications
• Event Date: Thursday, November 5, 2026
• Event Timeline: 6:00 PM – 10:00 PM (Access for setup required starting at 12:00 PM)
• Total Attendance: Approximately 650+ guests.
• Key Attendees: Governor Cox, Lt. Governor Henderson, DPS Administration, State Legislators, Law Enforcement Agency Representatives, and Award Recipients.
3. Venue Requirements
The selected venue must provide the following:
A. Main Ballroom (Plenary Room)
• Capacity: Must comfortably seat 650+ guests for a Plated Dinner.
• Configuration: Rounds of 8 or 10, with a clear line of sight to a central stage.
• Security: As high-profile state officials will be in attendance, the venue must allow for security sweeps and provide a secure environment.
B. Separate Foyer: Fallen Officer Vases
• Requirement: A dedicated, private, and somber foyer separate from the main ballroom.
• Purpose: To house the Utah Fallen Officer Vases for attendees to visit throughout the evening. Provide tables with draped tablecloths for display.
• Accessibility: Must be easily accessible from the main ballroom but quiet and partitioned.
C. Lodging Sleeping Rooms & Parking
• Room Block: A block of sleeping rooms must be available at the venue or an immediately adjacent property.
• Flexibility: DPS requires the ability to adjust the final room count based on the geographical location of the award recipients (typically confirmed 30–60 days prior) with the ability to cancel a reservation within 24 hours of the event
• Parking: Venue must have the capability for attendees to self-park police vehicles
4. Food, Beverage, &AV
• Catering: High-quality Plated Dinner service for 650. Menu items should include options for dietary restrictions (GF, Vegan, Halal).
• Audio/Visual (AV):
o Large-scale projection/LED screens for award presentations and videos.
o Professional sound system (podium mic, wireless handhelds, and lapels).
o Staging (minimum 12'x24') with professional lighting and a backdrop.
o High-speed Wi-Fi for event staff.
5. Submission Requirements
Proposals should include:
1. Cost Proposal: Itemized breakdown of room rental, F&B (per person), AV, and service fees/gratuities.
2. Floor Plans: Schematic of the 650-seat layout and the location of the Fallen Officer Table in the ballroom as well as the foyer for the fallen officer vases
3. Lodging Rates: Negotiated state-rate or discounted block pricing for sleeping rooms.
4. Security Protocol: Description of venue security and VIP entrance/exit capabilities.
Cost:
Submit a proposal addressing everything listed in the scope of work.
File details come from the government source that posted it. Updated .