2026 Governor's FOW Conference - Host Services

The Kansas Water Office, under the Department of Administration's Office of Procurement and Contracts, is seeking competitive proposals for hosting services for the 2026 Governor's Conference on the Future of Water (FOW), scheduled for November 9-10, 2026, at the Hilton Garden Inn Hotel in Manhattan, Kansas. This negotiated procurement opened on April 15, 2026, and closes on May 21, 2026, at 2:00 PM CST, with vendor questions due by close of business on April 30, 2026. The selected contractor will be responsible for comprehensive conference management services including pre-conference registration system setup and weekly reporting, sponsor registration management, financial management and revenue reporting, nametag production (completed by 8:00 AM on November 9, 2026), and on-site attendee check-in and logistics support for an anticipated 600-plus attendees. Key deliverables require an operational pre-conference registration system by August 1, 2026, on-site staffing with a minimum of four personnel on November 9 and two personnel on November 10, and revenue remittance to the Kansas Water Office by October 31, 2026 (for registration revenue) and December 15, 2026 (for remaining revenue). The contractor's experience providing pre-conference and on-site management services for conferences of 600-plus attendees and capacity to provide multiple qualified on-site personnel are primary evaluation criteria. The contract term runs from award through February 28, 2027, with a delivery/completion date of May 26, 2026.

There are no set-asides or incumbent protections identified in this procurement, though Kansas Bidder Preference is available for qualified Disabled Veteran Owned Businesses or Certified Businesses with appropriate documentation. All bidders must submit a current Tax Clearance Certificate from the Kansas Department of Revenue, certify Immigration Reform and Control Act compliance, and provide acknowledgment of boycott of Israel, sexual harassment policy, and state terms and conditions forms prior to contract award. No pre-bid conference is scheduled, but interested vendors may request an official invitation from Procurement Officer Lee Askew (lee.askew@ks.gov, 785-296-7107) at least 24 hours before the bid deadline. Proposals must include itemized cost breakdowns for three service areas: Conference Registration, Financial Management, and On-Site Logistics and Exhibitor Management, with pricing remaining firm throughout the contract period and net of all discounts. Payment terms are Net 30 days via Procurement Card or electronic funds transfer, with no bid guarantee required. No specific award value or budget range is identified in the available procurement documents.