Nevada Elected Officials Training Conference

The Nevada Secretary of State is seeking a venue to host the Nevada Elected Officials Training Conference (NEOTC) for four consecutive years from 2025-2028, with specific conference dates in September/October and December of each year. The procurement is for a comprehensive conference facility in Las Vegas capable of accommodating 100 attendees and 25-30 presenters/panelists, with specific requirements including a minimum 120-room block, conference and breakout rooms, vendor demonstration spaces, catering services, and audio/visual support. The selected venue must provide flexible floor plans, Wi-Fi and electrical outlets for 75 laptops, space for 4 vendor demonstrations, meal capabilities, a separate banquet dinner, welcoming reception, registration desk, and professional event coordination. The evaluation will utilize a weighted scoring system, allocating 30% to cost, 20% to timeline demonstration, 20% to experience and performance, 20% to solution explanation, and 10% to key personnel expertise. The proposal submission deadline is May 12, 2025, with an estimated award notice date of June 1, 2025, and an anticipated contract start date of August 1, 2025, subject to Board of Examiners approval.

The solicitation includes a 5% preference for Nevada-based businesses and requires vendors to be registered on nevadaepro.com, hold a Nevada business license, and maintain an active Sam.gov registration. Vendors must meet comprehensive insurance requirements, including Commercial General Liability ($2,000,000 aggregate), Automobile Liability ($1,000,000), Worker's Compensation, and Professional Liability coverage. The total estimated project value is $510,966.20, broken down across four annual events with specific allocations for room block lodging ($40,000), venue rental ($188,966.20), food and beverage ($220,000), and audio/visual rental and setup ($62,000). The contract includes provisions for travel reimbursement at current GSA rates and requires vendors to comply with federal lobbying disclosure regulations. Insurers must be licensed in Nevada with an A.M. Best rating of at least A-VII, and all insurance policies must include the State of Nevada as an additional insured with primary and non-contributory coverage.