2025 ending veteran homelessness in new hampshire annual summit conference facility and food

The New Hampshire Department of Military Affairs and Veterans Services, Division of Community Based Military Programs, is seeking a conference facility to host the 2025 Ending Veteran Homelessness in New Hampshire Annual Summit. The procurement is a Request for Proposals (RFP DMAVS 2025-04) for a one-day event targeting 75-100 business professionals, with specific requirements for facility space, parking, audio-visual equipment, and comprehensive food and beverage services. The facility must be located in Concord, Manchester, Nashua, or the Seacoast Region of New Hampshire, with the event scheduled for June 17, 2025 (with alternate dates of June 18 or 19, 2025). Vendor inquiries are due by March 14, 2025, with final agency responses by March 21, 2025, and proposals due by March 26, 2025, at 12:00 PM. The evaluation criteria includes a 100-point scoring system: Experience and Resources (5 points), Location (15 points), Venue (35 points), Food and Beverage (20 points), and Price Proposal (25 points), with emphasis on best value rather than lowest bid.

The RFP does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. Proposals must include two separate quotes - one for 75 people and another for 100 people - with itemized pricing for venue, parking, audio-visual equipment, services, and food/beverage. Pricing is capped at $20.00 per person for breakfast, $40.00 for lunch, and $13.00 for mid-PM break, inclusive of gratuity and fees (tax exempt). The contract award is contingent upon approval by the Governor and Executive Council of New Hampshire. While no incumbent vendors are mentioned, the RFP indicates a comprehensive service requirement that includes not just venue rental but also catering, parking, and technical support. The total budget will depend on the final number of attendees, with maximum per-person costs clearly defined, suggesting a potential total event budget ranging from $2,475 (for 75 attendees) to $3,300 (for 100 attendees), exclusive of any additional administrative or setup costs.