Event Venues

The Wayne County Regional Educational Service Agency (WCRESA) issued Request for Proposal 18-008-230 on September 6, 2018, seeking venue rental services on an as-needed basis to support professional development events and meetings across Wayne County, Michigan. WCRESA serves 33 public school districts and approximately 110 charter schools and anticipates hosting approximately 37 events annually with participant counts ranging from 30 to 100 attendees. Required services include flexible evening (4:00-7:45 PM) and Saturday (8:30 AM-3:30 PM) venue availability, buffet catering with customizable menus, coffee service, room setup accommodating square or round tables for 6-8 people with breakout room capability, comprehensive audio-visual equipment including projectors, screens, laptops, wireless microphones, and easels, parking access with reduced valet rates, and centrally located facilities. Successful vendors must demonstrate financial stability, relevant experience serving education and government clients, provide three educational client references, and submit pricing for a three-year contract term with itemized unit costs for venue room rental, buffet costs per person, room setup fees, parking costs per vehicle, valet parking fees, and audio-visual equipment rentals by component. Proposals were due by 10:00 AM on September 20, 2018, with bid opening scheduled for 10:30 AM the same day in Room 374 at WCRESA's Wayne office, and supplier presentations and final award dates were to be determined. All proposals must include one signed original plus one electronic copy and comply with all RFP specifications.

Required qualifications and documentation include a Certificate of Liability Insurance evidencing at least $1 million combined single limit for general liability and automobile liability, Workers' Compensation Insurance at $100,000/$500,000 limits, notarized Ethical Standards and Conflict of Interest affidavits, and execution of WCRESA's Master Service Agreement. Payment terms are net 30 days from invoice receipt, with invoices requiring submission within 90 days of service completion, and WCRESA is tax-exempt and will not pay taxes on the supplier's behalf. The RFP documentation does not indicate specific set-aside designations or restrictions on organization types eligible to respond, nor does it reference incumbent vendors or current contractors. Award is contingent upon Board of Education funding approval, and no specific contract value or budget range is disclosed in the available procurement materials. All proposals submitted become WCRESA property and will not be returned to vendors.