Lottery sales conference FY2020

The State of Michigan Department of Lottery is issuing a Request for Proposal (RFP) for the procurement of a conference venue and related services to host the Michigan Lottery Sales Conference in the Mt. Pleasant, Michigan area. The procurement encompasses a 2-day meeting scheduled for October 15-30, 2019 (preferably on a Tuesday or Wednesday) requiring a venue capable of accommodating 150 overnight rooms, meeting space for up to 180 attendees, meals, classroom-style seating, and audiovisual equipment. The RFP was posted on December 10, 2018, with bidders' questions due by December 14, 2018, answers posted by December 17, 2018, and proposals due by December 21, 2018. Evaluation will be based on location and facility capabilities, overnight room availability, meeting space adequacy, costs (80 points), service capabilities (15 points), and vendor qualifications (5 points), with proposals scoring 80 or more points advancing to pricing evaluation. The State will award the contract to the responsive and responsible bidder offering the best value, and all pricing must be firm for the entire contract term with costs for meals, parking, seating, and AV equipment explicitly included in proposals. The State reserves the right to conduct on-site facility visits, request oral presentations, and conduct reference checks during the evaluation process, with the anticipated contract begin date in October 2019.

While the RFP does not specify formal set-asides for disadvantaged enterprises, the State indicates it will consider qualified disabled veteran (QDV) status, prior performance with the State, and overall economic impact as evaluation factors. No incumbent vendors or current contractors are identified in the procurement documents. The RFP encourages vendors to offer state rates and entertainment options and emphasizes strict adherence to contract terms. All proposals must include completion of the Confidential Treatment Form, Vendor Questions Worksheet, Schedule A (Statement of Work), and Schedule B (Pricing), along with signed acceptance or proposed modifications to Standard Contract Terms. A Notice of Recommendation for Award will be posted on the SIGMA VSS system with debrief meetings and formal protest procedures available to bidders. Contracts exceeding $500,000 will require State Administrative Board approval, though no specific budget range is disclosed in the RFP documentation.