5-Attachment C - Mandatory Minimum Requirements and Technical Criteria.pdf

Attachment C: Mandatory Minimum Requirements and Technical Criteria

For ease of evaluation, the proposals must provide a point-by-point response, addressing in detail each area of the evaluation criteria, including addressing how the point-by-point response addresses the issues discussed in this RFP. The criteria are not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the criteria to explain the Offeror’s capability to provide the State with a solution.

Minimum Mandatory Requirements

1. Offeror MUST agree to specifications, requirements, and project timeline in the Scope of Work.

2. Offeror MUST be located within the Salt Lake City area of the Wasatch Front.

Scoring Criteria - These will be scored from 1-5 x Weight

1. Capacity & Flow - 350 points

Focus: Managing the physical movement and comfort of 650+ attendees.

• Square Footage vs. Density: Does the main ballroom provide at least round tables seating 8 to 10 guests arranged to provide a clear sightline to a centrally located stage?

Does the room include two projection screens, video presentations, and a designated area for a Fallen Officer Table?

• Congestion Points: Evaluation of foyer/lobby space for registration and pre-function cocktail hours to prevent "bottlenecks."

• Ingress/Egress: Efficiency of the layout for 650 people entering/exiting simultaneously (e.g., number of doors, elevator speeds if on multiple floors).

• Table Layout: Logic of the floor plan—adequate aisle width for servers and ADA accessibility.

• Catering: High-quality plated 3-course dinner.

2. Cost-Effectiveness – 100 points

Focus: Maximizing value for taxpayer dollars.

• Inclusions: Value-added perks (e.g., waived room rental with minimum F&B spend, complimentary Wi-Fi, or free parking).

• Flexibility: Explain your attrition rates and cancellation policies.

3. Room Availability – 100 points

Focus: Convenience and comfort for overnight guests.

• Block Size: Explain your ability to guarantee a block of rooms on-site to minimize off-site commuting.

• Proximity: Distance between the sleeping rooms and the event center (is it a "closed-campus" feel?).

• Room Tier Quality: Standard of cleanliness, modern amenities, and workspace suitability for government employees.

• Overflow Logistics: Availability of "sister properties" nearby if the main block sells out.

• Parking: Does the venue have adequate parking accommodation for attendees who will self-park police vehicles? We cannot accept valet parking for this event.

4. Facility Quality – 150 points

Focus: The "Fallen Officer Display" and the gravity of the event.

• Display Sanctity: Evaluation of the specific room for the Fallen Officer Display—does it offer privacy, quiet, and a respectful atmosphere?

• Aesthetic Alignment: Does the overall décor (carpeting, lighting, wall finishes) feel professional and dignified rather than "party-centric"?

• Maintenance: General upkeep of the facility (restrooms, common areas, and exterior landscaping).

5. AV Capabilities - 100 points

Focus: Flawless execution of the awards ceremony.

• Power & Rigging: Capacity of the ceiling for heavy lighting rigs or large LED walls without line-of-sight obstructions (columns).

• Acoustics: Sound-dampening qualities of the room to ensure clear speech without echo.

• Technical Support: Availability of on-site IT/AV technicians and the redundancy of their backup systems (e.g., backup generators or spare projectors).

• Internet Bandwidth: Dedicated high-speed upload/download speeds for presenters or potential live streaming.