S-10000-00012204 6042-2 Addendum 2.pdf

6042 / S-10000-00012204 ano Page 1 of 7 Request for Quote rev 04/29/2019

REQUEST FOR QUOTE # S-10000-00012204 | 6042

ODHS Vocational Rehabilitation In-Service 2025

Amendment 2

SECTION 1: PURPOSE

This Addendum is being issued for the following purposes:

1.1 To add space to bid including vendor booths under section 3. Conference/Meeting Space Quote.

1.2 To extend due date.

SECTION 2: MODIFICATIONS

Pages 1 through 6 of REQUEST FOR QUOTE # S-10000-00012204 | 6042 are replaced entirety. Added sections are underlined and bold.

All other pages remain unchanged.

6042 / S-10000-00012204 ano Page 2 of 7 Request for Quote rev 04/29/2019

REQUEST FOR QUOTE # S-10000-00012204 | 6042

SOLICITATION INFORMATION

Description: The Oregon Department of Human Services (“Agency”, “ODHS”) seeks Bids from responsive responsible Bidders to host a 5 day “ODHS Vocational Rehabilitation In-Service 2025” to occur between August 3rd to 22nd on 5 consecutive weekdays between those dates.

Return to: Andria Otjen, Procurement and Contract Specialist Office of Contracts and Procurement

500 Summer St Salem, OR 97301 Phone: (971) 208-4125 E-Mail: ANDRIA.OTJEN@odhsoha.oregon.gov Due date/time: January 9, 2025 at 3:00 PM, Pacific Standard Time

Responses received after this date and time will not be considered for award.

Date product or service requested: August 3rd to 22nd on 5 consecutive weekdays between those dates.

AGENCY INFORMATION

Agency: Oregon Department of Human Services Division/Office: Vocational Rehabilitation

Address: 500 Summer Street NE E87 City, State, Zip: Salem, OR 97301

VENDOR INFORMATION

Business Name:

Federal ID No:

Contact Name:

Address:

City, State, Zip:

Phone:

Email:

mailto:ANDRIA.OTJEN@odhsoha.oregon.gov

S-10000-00012204 | 6042 Addendum 2

QUOTE REQUIREMENTS

1. This Request for Quote (RFQ) is issued under the authority of OAR 125-246-0170.

2. SINGLE POINT OF CONTACT: is the individual named on page one of this document. Bidders are not to contact any other staff besides the Single Point of Contact, at any time for any reason.

3. “OR EQUAL”: Any brand name listed in the specifications as “or equal” or “or equivalent” shall establish the minimum requirements for quality, utility, durability, function, purpose, etc. Other product brands may be offered that are equal to or better than the product brand name. Bidder may show cost differences, alternates and options in the space provided in the quote and shall submit complete specifications for alternate brands. This clause is not meant to be restrictive, but to set the minimum standard. Agency shall determine, in its sole discretion, whether a product offered is “equal.” When the designation is “or equal” or “equivalent” Agency shall make its decision after Bid Closing. If another brand is bid, Bidder must provide the specifications to include Bidders brochures to ensure the brand will meet all requirements, failure to provide alternate brand specifications with bid packet will result in bid rejection.

4. Agency reserves the right to amend this RFQ and to delete any item from award consideration.

5. If a Purchase Order (PO) (Attachment 1) is issued, the Agency shall issue a PO to the lowest responsive responsible Bidder whose bid meets all outlined needs and requirements.

6. Bidders must agree to the State of Oregon terms and conditions (Attachment 2) as a condition to submitting a quote for this RFQ.

7. Bid must be fully loaded including Taxes, Gratuity, and fees

8. All pricing must be held firm for 120 days. Agency reserves the right to purchase additional goods and services up to an accumulative amount of up to $250,000.

9. Forms:

a. Bidders must submit bids on the Bidder Quote provided herein.

b. Bidders must complete and submit the Attestation of Compliance with Tax Laws Form

(Attachment 3). Failure to demonstrate compliance with Oregon Tax laws may result in finding of non-responsibility.

10. Submission: Bidder Quote should be submitted by either method listed below:

• Email Bidder Quote to Contact on Page 1, or

• Upload Bidder Quote into Oregon Buys https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solici tation%20Response.pdf

11. Bidder will be given preference who has August 3 - 8, 2025 available for event.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

BIDDER QUOTE – MUST FILL OUT

1. Mandatory Requirements: Bidder must meet the following requirements:

a. Bidder must be currently registered with the Oregon Secretary of State (SOS) to conduct business in Oregon. Provide the legal entity business name as registered with SOS. If your business name is an Assumed Business Name (ABN) or Doing Business As (DBA), also include the name of the legal entity business you are operating under.

b. Bidder must be currently registered in OregonBuys. Please use this link https://oregonbuys.gov/bso/ and click the blue “Register” button in the upper right-hand corner of the website page.

You will need to enter:

• Company Tax ID

• Company Name

• Email Address

c. Bidder must be compliant with the Oregon tax laws. The apparent winning Bidder

(Contractor) will be required to sign a tax attestation form stating they have complied with all tax laws of the state of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318 for a period of no fewer than six calendar years preceding the award of this RFQ.

d. Venue must be located in Oregon.

e. Venue must have onsite parking available for attendees.

2. ADA Accessible:

All areas of the facility shall be wheelchair accessible in compliance with the Americans with Disabilities Act of 1990, as amended, to include the parking lot, hotel lodging rooms, main conference room, breakout rooms, meals and restrooms.

Bidder’s reply (Check one box): YES NO

3. Conference/Meeting Space Quote:

Prices quoted must be all-inclusive price including, but not limited to, all taxes, fees, labor cost, gratuity cost, service charges, set-up cost and any other charges that could be assessed to Agency for the Conference.

Agency is seeking to hold conference for 5 consecutive weekdays with Sunday of the week available for Agency to set up conference.

https://oregonbuys.gov/bso/

Bidder shall mark if their Facility is available during the dates outline below. Agency will hold conference on 5 consecutive weekdays between those dates. Bidder’s facility must be available at least one of blocks below.

Bidder’s Facility Availability August 3 - 8, 2025 PREFFERED Bidder’s reply (Check one box):

YES NO

August 10 - 15, 2025

August 17- 22, 2025

Meeting dates and times:

a. Sunday (Set up) to be used as set up and preparation time for Agency. Space available 12:00 pm - 7:00 pm Total: $ _________

b. Monday (Day 1) must include 4 meeting rooms (capacity for 40 attendees in 3 rooms, and 100 attendees in 1 room) Space available 7:00 am to 7:00 pm.

Conference from 8:00 am - 5:00 pm.

Total: $ _________

c. Tuesday (Day 2) must have max capacity for 300 attendees in general session room. Must have up to 6 rooms for breakout sessions; capacity 50 attendees in each breakout room. 7:00 am to 7:00 pm Conference from 8:00 am to 5:00 pm.

Total: $ _________

d. Wednesday (Day 3) must have max capacity for 550 attendees in general session room. Must have up to 6 rooms for breakout sessions; capacity for 95 attendees per breakout room. Space available 7:00 am to 7:00 pm. Conference from 8:00 am to 5:00 pm.

Total: $ _________

e. Thursday (Day 4) must have max capacity 550 attendees in general session room.

Must have up to 6 rooms for breakout sessions; capacity for 95 attendees per breakout room. Space available Space available 7:00 am to 7:00 pm. Conference from 8:00 am to 1:00 pm.

Total: $ _________

f. Friday (Day 5) 2 meeting rooms up to 50 attendees in each room. 7:00 am to 4:00 pm Total: $ _________

g. Tuesday (Day 2) through Thursday (Day 4) 25 vendor booth with optional electrical drop Total: $

Conference/Meeting Space Total: = $___________________

4. Meal and Beverage Service Quote:

All prices quoted must be all-inclusive price including, but not limited to, all taxes, fees, labor cost, gratuity cost, service charges, set-up cost and any other charges that could be assessed to Agency.

a. Beverage Service duration of the conference: Self-serve beverages will need to be available on all 5 days in all rooms that include: regular and decaf coffee, hot water with teas and ice water throughout the day.

• Day 1: 8:00 am -1:00 pm approximately 100 attendees across 4 total rooms

Total: $ ______

• Day 2: 8:00 am – 1:00 pm approximately 300 attendees across 7 total rooms

• Day 3: 8:00 am – 1:00 pm approximately 550 attendees across 7 total rooms

• Day 4: 8:00am – 1:00pm approximately 550 attendees across 7 total rooms

• Day 5: 8:00am – 1:00pm approximately 100 attendees across 2 total rooms

b. Meal Service Day 1 (Monday) and Day 5 (Friday) ONLY. Lunch served buffet style. Menu to be determined after award. (no meals will be served Day 2-4).

• Day 1: Lunch for 100 attendees

Total: $________

• Day 5: Lunch for 50 attendees

Total: $_________

Total for Meal and Beverage Service: = $___________________

5. Audio-Visual (A/V) Equipment Quote:

Bidder must include a complete list of A/V equipment with current prices with this bid document.

If additional A/V equipment is needed for or during the Conference these prices shall be used.

Must have A/V available for all rooms.

All A/V equipment rental prices quoted must be all-inclusive price including, but not limited to, all taxes, fees, labor cost, gratuity cost, service charges, set-up cost and any other charges that could be assessed to Agency for the Conference.

a. A/V support for on site/tech staff, wireless internet access, sound system and podiums available for duration of the Conference.

b. A/V Equipment needed for Day 1 Monday – Day 4 Thursday

• 6 projectors – one in each room.

• 6 screens – one in each room.

• 2 handheld microphones in each room total of 12 across all rooms.

• 6 Lavaliere microphones.

c. A/V Equipment needed for Day 5 Friday:

• 2 screens

• 2 projectors

• 19 table microphones

• 2 handheld microphones

Total for A/V as listed above: $_______

6. Changes discovered prior to the Conference: Two weeks (or as mutually agreed) prior to Conference, the winning Bidder and Agency will meet to finalize Conference details. Bidder must allow Agency to make any changes to the number of attendees and the types of A/V equipment to be used. Agency will issue an amended PO to reflect any increase in dollar amount.

7. Additional charges discovered during the Conference: Any additional conference days, equipment or supplies that are needed and discovered during the Conference must be authorized by Agency in writing via an event change order signed by the authorized Agency personnel named in the PO.

8. Bidder Quote Grand Total:

Must be an all-inclusive price including, but not limited to, all taxes, fees, labor cost, gratuity cost, service charges, set-up cost and any other charges that could be assessed to Agency for the Conference.

Total Bid Including all items listed above $_______

End of Addendum 2 REQUEST FOR QUOTE # S-10000-00012204 | 6042