RFP 250000001191 - Professional Development & Event Plannng Services.Vendor Questions & State Response.pdf

RFP No. 250000001191 Vendor Questions and State of Michigan Response

February 6, 2025

Q # Document and Section Page # Bidder Question

1 Schedule B - Pricing 55 Is there a maximum budget allocation for this RFP that must not be exceeded?

Answer Please provide your best pricing proposal based on the service requirements provided in the RFP.

2 RFP Timeline 1 What is the anticipated start date and end date of this contract?

Answer See Proposal Instructions, Standard Contract Terms, and Schedule B for a timeline. The conference event season is July 1 to June 30.

3 Schedule A - Statement of Work

40 Will event/venue costs be covered entirely by MDE- OCTE, or will registration fees be collected to offset expenses?

Answer Registration fees will be collected to offset expenses for events. The Contractor must collect all revenue and pay invoices (1.1 Requirements and 1.2 Financial Management) and maintain a line of credit to make payments on invoices to subcontractors (8.1 Invoice Requirements).

4 Schedule A - Statement of Work

40 As a follow-up to the above questions, if MDE-OCTE covers some or all event expenses, will those funds be routed through the contractor for vendor payments, or will MDE-OCTE pay vendors directly?

Answer Advance deposits for events, venues, materials, exhibitors, and presenters, as determined and approved by MDE-OCTE, must be processed and paid by the Contractor. See 1.2 Financial Management.

5 Schedule A - Statement of Work

40 Can you clarify the process for handling payments under Section 1.1 of the General Requirements?

Specifically, who are deposits typically paid to?

Answer Advance deposits for events, venues, materials, exhibitors, and presenters, as determined and approved by MDE-OCTE, must be processed and paid by the Contractor. See 1.2 Financial Management.

6 Schedule A - Statement of Work

38 Can you estimate the number of additional events that may be added to the 2025-2026 event list, as this will impact the budget?

Answer Refer to Scope on page 38. The additional events could be 1-4 events that will span no more than 4 total days.

7 Schedule A - Statement of Work

38 Based on past attendance, can you provide estimated participation numbers for the following events: the New Administrator Workshop, the Early Middle College Workshop, the Office of Career & Technical Education Fall Update, the Grant Dissemination/Data Workshop, and the Office of Career & Technical Education Spring Update?

Answer Small events, such as the New Administrator Workshop and Early Middle College Workshop have approximately 20-30 attendees. Fall and Spring Updates, along with Grant Dissemination and the Data workshop average 100+ attendees.

8 Schedule A - Statement of Work

38 How would you describe the scale and production quality of your traditional events? Specifically, what level of detail and execution do you prioritize? For example, do you use onsite AV services or hire an external AV company for advanced features like teleprompters and live captures? Additionally, do you offer any special enhancements or extras for conference attendees?

Answer MDE-OCTE utilizes onsite services to support our traditional events. We offer special enhancements and extras for conference attendees for select events.

9 Schedule A - Statement of Work

38 Do most of your events consist of just general sessions, or do they incorporate breakout spaces throughout?

Answer Events may consist of only general sessions or a combination of general sessions and breakout spaces. The MDE-OCTE Program Manager will communicate expectations and required deliverables for each event with the Contractor during the regular collaborative meetings. See 1.1 Requirements and

1.3 MDE-OCTE Responsibilities.

10 Schedule A - Statement of Work

39 Will any events during the 2025-2026 calendar year require exhibit space? If yes, how many and will the Contractor be responsible for coordinating exhibitor registration and managing all related logistics of the exhibition space?"

Answer The Contractor will be responsible for coordinating exhibitor registration and managing all related logistics of the exhibition space with input from MDE- OCTE. See 1.1 Requirements.

11 Schedule A - Statement of Work

39 Will vendor contracts be established between MDE- OCTE and the vendor, or between the contractor and the vendor?

Answer Vendor contracts will be established between the Contractor and the vendor. See 1.1 Requirements.

12 Schedule A - Statement of Work

39 Will attendees have the opportunity to earn continuing education units (CEUs) at MDE-OCTE events? If so, will the contractor be responsible for reporting attendance for credit, or will MDE-OCTE?

Answer Attendees will have the opportunity to earn SCECHs (State Continuing Education Clock Hours) for all MDE-OCTE events. MDE-OCTE creates QR codes for attendees to scan to access forms to complete for credit.