81st Annual Educational Conference Contract

The Oklahoma Tax Commission (OTC) is seeking lodging and conference facilities for its 81st Annual Educational Conference for Assessing Officers and Deputies, to be held from August 4-8, 2025, in suburban Tulsa, Oklahoma. The procurement is a Request for Proposal (RFP) for a statewide contract that will potentially extend through 2026 and 2027. The selected vendor must provide a facility capable of accommodating up to 550 persons in general sessions, with multiple concurrent session spaces ranging from 40-150 persons, and space for 30 exhibitors. Specific requirements include up to 300 guest rooms at government rates, high-speed internet access for 400 concurrent users, free parking for 300 vehicles, break services for up to 450 attendees, and complimentary airport transportation within a five-mile radius. Key evaluation criteria will include best value considerations of price, ability to supply products, and product acceptability. Critical dates include administrative review requests due by January 13, 2025, questions due by January 20, 2025, and final bid responses due by February 3, 2025, at 3:00 p.m. CST.

The solicitation includes provisions for service-disabled veteran businesses, requiring certification that the business is at least 51% owned and controlled by service-disabled veterans. Bidders must be registered with the Oklahoma Secretary of State if the bid exceeds $250,000 and must provide proof of workers' compensation insurance. The contract prohibits participation in boycotts of Israeli goods/services and requires compliance with work eligibility verification requirements. While no specific budget range is explicitly stated, the document indicates that approximately 90% of room accommodations will be paid through county government purchase orders, and room rates must comply with current U.S. Government per diem rates. The contract allows for potential two-year extensions based on successful initial performance, suggesting a multi-year engagement with potential substantial value. Notably, the solicitation is structured as a statewide contract, meaning all state agencies and affiliates may potentially utilize the awarded contract, which could significantly expand the potential scope and value of the opportunity.