MDOS - Fall 2025 Clerk Conference - Mi Bureau of Elections

The Michigan Department of State's Bureau of Elections is seeking a venue and event services provider for the Fall 2025 Clerk Conference through Request for Proposal (RFP) No. 250000001799. The procurement targets a comprehensive two-day conference to be held on September 2-3, 2025, for approximately 750 elections clerks and staff, with specific venue requirements including location within 15 miles of Lansing, indoor seating, at least 5 breakout rooms, audio-visual equipment, internet access, and sufficient parking. The conference requires the selected vendor to provide breakfast and lunch that meet state per diem rates, with full technical and logistical support for the event. Evaluation criteria will be technical-based, with 100 points allocated across product quality (50 points), delivery capabilities (40 points), and vendor questions (10 points), with proposals needing to score 80 or more technical points to advance to pricing review. Key procurement dates include the RFP issue date of March 14, 2025, proposal submission deadline of March 28, 2025, and anticipated contract start date of April 4, 2025, with the contract term extending through December 31, 2025.

The RFP encourages participation from diverse businesses and does not explicitly limit respondents, though compliance with state and federal regulations is required. While no specific set-aside designations are mentioned, the state reserves the right to award based on best value, considering factors beyond price such as Michigan economic impact, job creation, and tax revenue implications. Potential vendors should be prepared to provide comprehensive pricing across space/facilities, food/meals, and audio/visual services, with firm pricing expected for the entire contract length and potential adjustments only for documented cost changes. The state will utilize Electronic Funds Transfer (EFT) for payments and may assess liquidated damages of $5,000 plus $100 per day for late or improper contract completion. Though no incumbent vendor is specified, the contract has a potential value covering venue costs, catering, technical equipment, and associated conference services, with the total budget likely ranging between $100,000 to $250,000 depending on specific conference requirements and vendor proposals.