Nevada Elected Officials Training Conference

The Nevada State Purchasing Division is seeking proposals for hosting the Nevada Elections Official Training Conference (NEOTC), a multi-year training event for City and County Clerks and Registrars scheduled for four consecutive years from 2025 to 2028. The conference requires a Las Vegas venue capable of accommodating 100 attendees plus 25-30 presenters, with specific requirements including three breakout rooms, vendor demonstration space, catering, audio/visual services, and a professional event coordinator. Specific conference dates include September 22-26 in 2025, December 7-11 in 2026, October 18-22 in 2027, and December 4-8 in 2028. The RFP includes a comprehensive evaluation process with weighted scoring across five key factors: timeline demonstration (20%), experience and performance (20%), proposed solution explanation (20%), key personnel expertise (10%), and cost (30%). Proposals must be submitted by April 24, 2025, with an evaluation period from April 21-28, 2025, and vendors must be registered on nevadaepro.com, hold a Nevada business license, and maintain an active SAM.gov registration.

Vendors must meet several specific qualifications, including providing locally available WiFi, 75 power outlets, technical presentation capabilities, and group room rates aligned with federally approved GSA rates. A Nevada-based business preference of 5% is available, potentially providing a competitive advantage to local vendors. While no specific set-aside designations for disadvantaged enterprises are explicitly mentioned, vendors must comply with various federal laws and regulations, including civil rights and anti-discrimination statutes. The contract will be subject to Board of Examiners approval, with an estimated contract start date of July 1, 2025. The total contract value is not explicitly stated in the documents, but the cost schedule indicates a multi-year project with estimated annual expenses including room block lodging at $40,000, venue rental at $47,241.55, food and beverage at $55,000, and audio/visual services at $15,500, suggesting a total potential contract value of approximately $510,966.20 over the four-year period. The State reserves the right to modify dates and selection criteria, with a potential presentation phase and opportunity for best and final offers.