ADDENDUM RFP 18-008-230 Solicitation: RFP WRE 180000003533

The Wayne County Regional Educational Service Agency (WCRESA) issued Addendum #1 to Request for Proposal #18-008-230 on December 5, 2018, soliciting proposals for event venue rental services on an as-needed basis to support its thirty-three public school districts and approximately 110 charter schools serving over 275,000 students across Wayne County, Michigan. The procurement seeks flexible venue rental accommodations with comprehensive amenities including buffet catering, setup for 6-8 person tables and break-out rooms, audio-visual equipment (projector, screen, laptop connectivity, wireless microphones, and easels), parking access with valet service, and Saturday morning coffee service. Based on fiscal year 2018 historical usage data, WCRESA anticipates hosting approximately 37 events annually with varying participant sizes (small professional development: 30-50 participants; standard: 40-100 participants; large: 75-100 participants), primarily scheduled during evening hours (4:00-7:45 p.m.) and Saturday mornings (8:30 a.m.-3:30 p.m.). Proposals must include detailed unit pricing for venue room rental rates, buffet costs per person, room setup costs, parking costs per vehicle, valet parking costs, and audio-visual rental items, with pricing provided for a three-year contract term and alternative cost-saving scenarios. Written questions were due by 1:00 p.m. on Monday, December 10, 2018, with responses provided on Wednesday, December 12, 2018; proposals must be submitted to the Wayne RESA Purchasing Office by 10:00 a.m. on Wednesday, December 19, 2018, with supplier presentations, selection, and contract negotiations scheduled for dates to be determined and a project start date of January 2019.

No set-aside designations or restrictions limiting bidder eligibility are identified in this solicitation, allowing all qualified vendors to compete regardless of disadvantaged enterprise status. There are no identified incumbent vendors or current contractors listed for this procurement. Suppliers must maintain comprehensive insurance coverage including Workers' Compensation ($100,000 per person/$500,000 aggregate), Commercial General Liability ($1,000,000 per occurrence), and Motor Vehicle Liability ($1,000,000 combined single limit), with WCRESA named as an additional insured, and must provide certificates of liability insurance at proposal submission. Award of the contract is contingent upon approval from the WCRESA Board of Education, and all suppliers must comply with applicable federal and state laws and sign the WCRESA Master Service Agreement upon award. No specific budget range or award value is disclosed in the solicitation materials.