FY18 - CY2017 Sex Offender Management Board Conference

The Colorado Department of Public Safety's Division of Criminal Justice is issuing a Documented Quote solicitation for comprehensive conference services for the 2017 Sex Offender Management Board (SOMB) Conference scheduled for July 12-14, 2017, in Denver. The procurement encompasses lodging, meeting and banquet room rental, catering, and audio-visual equipment services accommodating up to 400 attendees. Specific deliverables include 6 guest rooms for SOMB staff and 150-400 guest rooms across three nights, multiple session rooms with theater-style seating for 400 people and smaller breakout rooms for 50-75 people, 15 exhibit tables with draping, registration tables, and dedicated storage space. Catering requirements include continental breakfasts, all-day coffee service, lunch, afternoon snacks, and light refreshments for a social networking hour serving 200-400 daily attendees, with detailed itemized pricing required for all accommodations and services. Audio-visual equipment must include standard packages, microphones, screens, podiums, power strips, flip charts, and wireless internet access, with all pricing to be submitted without exception, deletion, or qualification. The evaluation criteria emphasize selection of the lowest responsible bidder with all other factors considered. Critical deadlines include vendor inquiry submission by 5:00 p.m. MT on August 16, 2016, bid responses due by 5:00 p.m. MT on August 22, 2016, with award anticipated on August 25, 2016, and contract term running from August 22, 2016, through July 14, 2017.

The solicitation contains no explicit set-aside designations for disadvantaged enterprises or minority-owned businesses in the available documentation. All vendors must be registered on the Colorado Vendor Self Service (VSS) system to be considered responsive, and responses must be submitted via email, hand delivery, or mail directly to Barbara Davis, the purchasing agent. The state reserves the right to reject any and all bids or parts thereof and to waive minor informalities or irregularities. No incumbent vendor information or existing contractor details are specified in the solicitation materials. For the 2018 calendar year conference, a variance in pricing of yet-to-be-determined percentage may be acceptable if approved prior to encumbrance of funds. The CDPS is tax-exempt, and all material developed under the contract becomes the sole intellectual property of the State of Colorado. Specific budget ranges or award values are not disclosed in the available solicitation documentation.