Lottery sales conference/annual meeting FY2021

The State of Michigan Department of Lottery issued a Request for Proposal on December 10, 2018, for a Lottery Sales Conference/Annual Meeting venue to be held in the Lansing area during October 15-30, 2020, for a two-day event preferably on Tuesday or Wednesday. The procuring jurisdiction includes Grand Traverse County and Lansing City. The selected vendor must provide a venue capable of accommodating 150 overnight rooms, meals for attendees, and classroom-style seating for up to 180 people, along with parking, quality meals, audiovisual equipment, and large screens, with preference given to locations offering entertainment options and state rates. Proposals were evaluated on three criteria: location and facilities (80 points), service capabilities (15 points), and vendor qualifications (5 points), with only proposals achieving a minimum of 80 technical evaluation points advancing to pricing evaluation. The bidders' question deadline was December 14, 2018, and proposals were due by December 21, 2018, at 5:00 p.m. Eastern time. The anticipated contract begin date was October 2020, with pricing required to be firm for the entire contract term and all costs, including potential setup charges and fees, to be included in the proposal.

No specific set-aside designations or restrictions on organizational types responding to this procurement are identified in the available documentation. No incumbent vendors or current contractors are listed in the solicitation materials. The State reserves the right to conduct site visits, require oral presentations, perform reference checks, and request price concessions during the evaluation process, with the contract award to be given to the responsive and responsible bidder offering the best value based on the combination of technical factors and price. 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 and workers' compensation coverage. The State will make payment via Electronic Funds Transfer within 45 days of receipt of compliant invoices. No specific contract value or budget range is disclosed in the solicitation documents provided.