DCFS Conference Venue Rental

The Utah Division of Purchasing, on behalf of the Department of Child and Family Services (DCFS), is seeking venue rental services for two separate conferences at the Utah Valley Convention Center in Provo, Utah. The procurement involves two distinct events: the Child Welfare Institute (CWI) Conference on April 28-29, 2026, with an expected 725 attendees, and a Support Staff Conference on April 27-28, 2026, with approximately 190 participants. The contract includes comprehensive venue services such as conference rooms, ballrooms, breakout spaces, audio visual support, food and beverage services, and necessary facility amenities. The procurement is being pursued through a Notice of Intent to Award a Contract Without Engaging in a Standard Procurement Process, specifically under the "Only One Source" justification, as the Utah Valley Convention Center was determined to be the sole venue meeting the agency's specific requirements of centralized location, sufficient capacity, and compliance with state rates. The solicitation was posted on January 5, 2026, with a response deadline of January 13, 2026, during which potential vendors may challenge the sole source determination by submitting documentation proving comparable service capabilities.

No specific set-aside designations or restrictions on responding organizations were explicitly noted in the documentation. The procurement opportunity appears open to qualified vendors who can demonstrate equivalent service capabilities. The total estimated contract value is $94,926.08, broken down into $56,096.32 for the CWI conference and $38,829.76 for the support staff conference. Vendors must comply with Utah Code 63G-27 et seq., certifying they are not engaged in economic boycotts and agreeing to maintain compliance throughout the contract term. The contract requires comprehensive insurance coverage, including $1,000,000 in commercial general liability and $500,000 in commercial automobile liability. Deposit structures are detailed, with installment payments required at specific intervals: 25% upon contract execution, 50% midway through the process, and the remaining balance plus final event costs due shortly before each conference. No incumbent vendor information was provided, and no specific technology integration requirements were mentioned beyond standard audio-visual and conference support services.