Notice of Intent to Award for Solicitation RFP #260000002401

The Michigan Department of State, Bureau of Elections, issued a Notice of Intent to Award for RFP #260000002401 on September 10, 2026, with a protest deadline of September 14, 2026. The underlying RFP solicited venue and catering services for the 2027 Clerk Conference scheduled for July 13–14, 2027 in Lansing, Michigan.

The scope requires a single indoor venue within 15 miles of Lansing accommodating approximately 600 attendees with professional seating, adequate parking, climate control, and ventilation. The awardee must provide breakfast and lunch service on both days (meal costs subject to DTMB SOM Travel Rates per diem limits), a stage with audio-visual projection capability, a minimum of five breakout rooms with audio-visual equipment, complimentary internet access, and on-site technical support from 8:00 a.m. to 5:00 p.m. EST. Technical staff must identify audio-visual issues within 10 minutes and complete simple to moderate repairs within 20 minutes of reporting.

All costs — venue, facilities, meals, equipment, and technical support — must be included in the bid with pricing firm for the contract term (effective August 12, 2026, through September 30, 2027). The State will make payments via Electronic Funds Transfer within 45 days of invoice receipt to sospaymentprocess@michigan.gov. Liquidated damages of $5,000 plus $100 per day apply for late or improper completion.

Evaluation weighted technical merit at 90% (Product Quality 50%, Delivery Capabilities 40%, Vendor Questions Worksheet 10%) with a minimum threshold score of 80 points required to advance to price evaluation. Award will be made on best-value basis combining technical and price scores. The RFP timeline has closed: bidders' questions were due July 28, 2026, and proposals were due August 6, 2026. The State reserves the right to negotiate with bidders on pricing, terms, and deliverables.