Exhibit_1_Bid_specs_for_OKLAS_Conference.pdf
PDF 137 KB Posted
- Attached to
- Oklahoma Local Ag Summit - 2027
- Solicitation number
- EV00000902
- Issued by
- Oklahoma County, Oklahoma
About this file
This is a bid specification document attached to Requisition/Solicitation EV00000902 issued by the Oklahoma Department of Agriculture, Food, and Forestry for facility rental and catering services for the Oklahoma Local Ag Summit Conference. The conference will be held in the Edmond vicinity on January 26 and 27, 2027, with alternative dates in January or February 2027 if those dates are unavailable. The event is designed for farmers market managers, producers, community support organizations, and agritourism site managers throughout Oklahoma. On January 26, the facility must accommodate 450 people in one main room configured in rounds for general sessions and meals, with three breakout rooms for 75-100 people and two breakout rooms for 30-40 people. On January 27, the facility must accommodate 450 people in the main room and five breakout rooms for 35-75 people each. All main rooms require audio-visual equipment including microphones, podiums, screens, projectors, and a small stage. The venue must provide 30-40 vendor tables in hallways or near meeting rooms, offer a minimum of 350 parking spaces, and have 35 hotel rooms available for January 24-26, 2027 at rates determined by the bidder. The facility must be accessible and provide water, tea, coffee, and beverage stations throughout the conference.
Bidders must submit breakfast and lunch menus with pricing, food and beverage minimums and service charges, a complete audio-visual price sheet, and photographs of conference rooms with facility maps. Continental breakfast on both days and lunch on January 27 will be provided by the venue in buffet style; breakfast on January 26 will be ordered separately by sponsoring organizations. The award will be determined using best-value criteria, with evaluation based on cost and availability, accessibility and location, presentation of venue and meeting rooms, and local attractions and lodging options in the area. Bidders should include room rates for the 35 hotel rooms and pricing for laptop rentals if needed.
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Other files
| File | Type | Posted |
|---|---|---|
| OKLAS_attachment-a-agency-purpose_(3).pdf | ||
| attachment-b-general-terms_(3).pdf | ||
| omes-form-cp004_(1).pdf | ||
| OKLAS_agency-bid-instructions_(5).pdf | ||
| OMESformCP076.pdf |
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Text version
Exhibit 1
Attachment to Requisition/Solicitation EV00000902
Oklahoma Department of Agriculture, Food, and Forestry Oklahoma Local Ag Summit Conference
1.0 SCOPE OF WORK
ODAFF is hosting an Oklahoma Local Ag Summit conference in the Edmond vicinity for farmers market managers, producers, community support organizations and Agritourism site managers all over the state and are looking at options for meeting room space, onsite lodging, breakfast and lunch.
2.0 SPECIFICATIONS
• Date and time – January 26 and 27, 2027 (if not available list dates in January 2027 and February 2027 that are available) o Tuesday January 26, 2027, full day event from 6:30 a.m. – 5:00 p.m. One main room that will hold 450 people set up in rounds for general sessions and breakfast/lunch. AV, microphone, podium, screen, small stage mandatory for main room. We will need three breakout rooms that hold 75-100 people each set up in classroom or banquet style, and two breakout rooms that hold 30-40 people classroom style. Breakout rooms - Water stations only with screen, projector and podium mandatory, and microphones for larger rooms.
Please include pricing for laptop if needed. Breakfast and lunch will be ordered by and billed to separate sponsoring organizations.
o Wednesday, January 27, 2027, will be full day event from 6:30 a.m. – 5:00 p.m. One main room that will hold 450 people set up in rounds for general sessions and breakfast/lunch.
AV, microphone, podium, screen, small stage mandatory for main room. Five breakout rooms that will hold 35-75 people in each room set up theater or classroom style. Breakout rooms - water stations only with screen, projector, and podium mandatory, and microphones for larger rooms. Please include pricing for laptop if needed. Lunch included, but breakfast will be ordered and billed to separate sponsoring organizations.
• Continental breakfast (muffins, doughnuts, fruit, etc.) and lunch will be around noon…buffet style because they will eat in the main room because there will be a speaker. Please include breakfast and lunch menus with pricing along with food and beverage minimum and service charge.
• 30-40 vendor tables to be set up in hallway or near meeting rooms so participants can visit vendors on breaks.
• A/V – we will need microphones, podiums and projectors in the main room and breakout rooms.
Please include A/V price sheet.
• Options for Water/Tea/Coffee/Beverage Station
• Parking – Is there a charge for parking? Also, MUST have 350 parking spots.
• Onsite lodging must be available. 35 hotel rooms for participants to stay on January 24, 25, and
26, 2027, that they will reserve and pay for themselves. Please include room rate.
• Please include photos of the rooms and a map if possible.
3.0 BID DELIVERABLES (ITEMS TO BE SUBMITTED WITH BID):
3.1 Breakfast and lunch menus with pricing along with food and beverage minimum and service charge.
3.2 Audio visual price sheet.
Exhibit 1
3.3 Photos of conference rooms and map of facility.
This will be awarded by best-value criterion based on the following: cost/availability, accessibility/location, presentation of venue and meeting rooms and local attractions/lodging within area.
File details come from the government source that posted it. Updated .