Department of Public Safety's 75th Awards Banquet
Closed State & local contract opportunity Posted
- Solicitation number
- KL26-34
- State
- Utah
- Responses due
Opportunity facts
- NIGP codes
Opportunity details come from utah.bonfirehub.com. Updated .
About this opportunity
The State of Utah Division of Purchasing, conducting on behalf of the Department of Public Safety, is requesting proposals for banquet services and hotel accommodations for the Department's 75th Awards Banquet scheduled for November 5, 2026, with proposals due July 7, 2026. This RFP will result in a single contract award issued as a purchase order to the responsive and responsible vendor with the highest combined technical and cost score.
The venue must be located within the Salt Lake City area of the Wasatch Front and accommodate approximately 650 guests in a main ballroom configured with round tables seating 8 to 10 persons, with clear sightlines to a central stage. The scope includes a three-course plated dinner with dietary accommodations, a separate dedicated foyer for a Fallen Officer Display, lodging with flexible room-block adjustments (confirmable 30 to 60 days prior with 24-hour cancellation), self-parking for 325 police vehicles, audio-visual equipment including large-scale projection screens and wireless microphone systems, a minimum 12-foot by 24-foot stage with professional lighting, high-speed Wi-Fi, and security protocols accommodating high-profile state officials. Proposals must itemize costs for venue rental, food and beverage per person, audio-visual services, and service fees, and provide detailed floor plans and security protocols.
Technical evaluation employs five weighted criteria totaling 800 points: Capacity and Flow (350 points), Facility Quality (150 points), Cost Effectiveness (100 points), Room Availability (100 points), and AV Capabilities (100 points). Proposals must achieve a minimum technical score threshold of 560 points to advance to cost evaluation. Cost scores are calculated using a comparative formula wherein the lowest-cost proposal receives the maximum 200 points, with all other proposals receiving proportional points based on the ratio of lowest proposed price to their proposed price. The contract is governed by Utah law and standard State of Utah terms and conditions, including commercial general liability insurance of at least one million dollars per occurrence and intellectual property ownership transfer to the State. Offerors must comply with Utah Procurement Code requirements and statutory provisions prohibiting economic boycotts and restricted foreign technology.
Opportunity text
Issuing Procurement Unit: State of Utah Division of Purchasing Conducting Procurement Unit: Department of Public Safety The purpose of this RFP is to enter into a contract to provide: Banquet Services along with hotel rooms It is anticipated that this RFP will result in a single contract award to the responsive and responsible vendor with the highest score justified by the procurement code . The methodology or formula that will be used to determine the number of contract awards is: Stage 1: Initial Review In the initial phase of the evaluation process, the conducting procurement unit will review all proposals timely received. Non-responsive proposals not conforming to RFP requirements or unable to meet the mandatory minimum requirements will be eliminated from further consideration. Stage 2: Technical Proposal Evaluation Responsive proposals will then be evaluated by an evaluation committee appointed by the conducting procurement unit against the proposal evaluation criteria noted in the Technical Criteria prerequisite of this RFP. Proposals will be evaluated against the evaluation criteria as follows: Capacity and Flow: Points Possible - 350 Cost Effectiveness: Points Possible - 100 Room Availability: Points Possible - 100 Facility Quality: Points Possible - 150 AV Capabilities: Points Possible - 100 Offerors that achieve a minimum score threshold of 560 will proceed to the Final Stage: Cost Proposal Evaluation. The Offeror with the lowest total cost will receive the maximum points of 200. Points assigned to each Offeror's cost proposal will be based on the lowest proposal price. The Offeror with the lowest total cost will receive 200 or 100% of the total cost points. All other Offerors will receive a portion of the total cost points based on what percentage higher their total cost is than the total lowest cost. The formula to compute the points is: Cost Points x (Lowest Proposed Price/Proposed Price). Length of Contract: This RFP will result in a purchase order. Vendor must guarantee its pricing for the completion of the event.
Files
| File | Type | Posted |
|---|---|---|
| 2-Vendor Prerequisites - RFP Agency.pdf | ||
| 4-Att.-A-Agency-Terms-and-Conditions-GS (13).docx | DOCX document | |
| 5-Attachment C - Mandatory Minimum Requirements and Technical Criteria.pdf | ||
| 3-Attachment B - Scope of Work.pdf | ||
| 1-Claim of Business Confidentiality Updated.pdf.pdf | ||
| 7-KL26-34 Interactive Scoresheet (Informational Only).xls | XLS spreadsheet | |
| 6-Attachment D - Cost Sheet.xlsx | XLSX spreadsheet |
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