FY16 DCJ - Lodging, Catering, Meeting Room, A/V

The Colorado Department of Public Safety, Division of Criminal Justice, is issuing a Documented Quote solicitation to procure comprehensive hospitality and event services for the 2016 Sex Offender Management Board (SOMB) Conference scheduled for July 6-8, 2016, in the I-70 corridor area (Breckenridge, Keystone, Vail, or Snowmass). The procurement requires vendors to provide hotel accommodations totaling up to 481 room nights, including early check-in on July 5, 2016 at 2:00 p.m. for approximately six state staff members and 125-350 rooms for conference attendees on subsequent nights. Additional deliverables include setup and provision of 15 exhibit tables with draping and chairs, four registration tables with water service, a secured storage room, multiple meeting spaces accommodating 350 people for keynote sessions and 100-150 people for concurrent breakout sessions, comprehensive audiovisual equipment (projectors, screens, sound systems, wireless microphones), complimentary wireless internet throughout the facility, and complete catering services including continental breakfasts, all-day coffee service, afternoon snacks, a hot buffet lunch with vegetarian and gluten-free options, and a cash bar social networking event with complimentary snacks. Bids must be submitted by 5:00 p.m. Mountain Time on Friday, September 18, 2015, with award estimated for Tuesday, September 22, 2015. Vendor inquiries were due September 10, 2015, with State responses estimated for September 15, 2015. The contract term runs from September 15, 2015 (or upon State Controller approval, whichever is later) through July 10, 2016. Awards will be made to the lowest responsible bidder, and all vendors must be registered on the Colorado Vendor Self Service (VSS) system to be considered responsive; late bids will be disqualified.

The solicitation documents do not identify specific set-aside designations, disadvantaged enterprise restrictions, or incumbent vendors. Vendors must submit itemized pricing for all hotel room types (single occupancy, double occupancy, and suites), session rooms with tables and draping, catering services broken down by meal type and attendance numbers, audiovisual equipment rental, and additional costs including parking, service charges, and resort fees, with a grand total estimated cost for the entire event. Supporting documentation must include vendor agreements, detailed banquet menus with per-meal pricing, and comprehensive equipment lists with associated costs. The State will provide tax-exempt documentation, and all vendors must confirm facility accessibility and ADA compliance. Submissions should be made via email to Tammy Lichvar at tammy.lichvar@state.co.us or to the CDPS Procurement Office; faxed proposals will not be accepted. No specific budget range or award value is stated in the procurement documents, though pricing is expected to be competitive and binding at the time of the event. All material developed under the contract becomes the sole intellectual property of the State of Colorado.