Lottery Conference/Annual Meeting, 2020

The State of Michigan Department of Lottery, Solicitation Number 275 190000001158, is seeking a qualified venue to host its 2020 Lottery Conference/Annual Meeting in the Lansing, Michigan area. The procurement requires a facility capable of accommodating 150 overnight rooms, meals, and classroom-style meeting space for up to 180 attendees, with preferred meeting dates on Tuesday or Wednesday overnight within the October 15-30, 2020 timeframe and a contract begin date in October 2020. The RFP was issued on February 22, 2019, with a bidder question deadline of March 1, 2019, answers posted by March 6, 2019, and proposal submissions due by 5:00 p.m. Eastern on March 11, 2019. No bidders' conference is scheduled. Evaluation will be based on location, number of overnight rooms, meeting space and costs (80 points), service capabilities (15 points), and responses to the vendor questions worksheet (5 points). Proposals receiving 80 or more technical evaluation points will have pricing evaluated for award consideration. Pricing must be firm for the entire contract term and include all associated costs such as meals, parking, and audiovisual equipment, with preference given to state rates. Payment will be made via Electronic Funds Transfer within 45 days of invoice receipt.

The RFP specifies that contractors must maintain commercial general liability insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate, along with automobile liability, workers' compensation, and employers' liability coverage. The awarded contractor must appoint a key person for day-to-day contract operations and ensure on-site presence during meeting times. The State reserves the right to conduct on-site facility inspections, require oral presentations, conduct reference and background checks, and request additional price concessions during evaluation. Contracts exceeding $500,000 require approval by the State Administrative Board. While no specific set-aside designations are mentioned in the RFP materials, the State may consider qualified disabled veteran status in its award determination. No incumbent vendor information, existing infrastructure requirements, or specific budget ranges are identified in the procurement documents.