Oklahoma Local Ag Summit - 2027

The Oklahoma Department of Agriculture, Food and Forestry seeks facility rental and catering services for the Oklahoma Local Ag Summit - 2027 through Solicitation EV00000902, issued April 21, 2026, with proposals due May 19, 2026, at 3 p.m. Central Standard Time. Bidders may submit questions until May 5, 2026. The procurement requires a venue in the Edmond vicinity available January 26-27, 2027 (with alternative dates in January or February if needed) capable of accommodating 450 attendees in a main room configured in rounds, along with multiple breakout rooms ranging from 30-40 to 75-100 person capacities. The facility must provide comprehensive audio-visual equipment including microphones, podiums, screens, projectors, and a small stage; accommodate 30-40 vendor tables; offer minimum parking for 350 vehicles; and secure 35 hotel rooms at bidder-determined rates for January 24-26, 2027. Catering services must include continental breakfast and buffet lunch provision with submitted menus and pricing, beverage stations throughout the conference, and optional laptop rental availability. Bidders must submit detailed proposals including breakfast and lunch menus with pricing, food and beverage minimums and service charges, complete audio-visual pricing, facility photographs with maps, and room rates for the 35 hotel rooms. The contract will be evaluated using best-value criteria based on cost and availability, accessibility and location, presentation of venue and meeting rooms, and local attractions and lodging options in the area. The initial contract term is one year with no renewal options.

The solicitation does not specify set-aside designations for disadvantaged enterprises, though bidders may qualify as service-disabled veteran business enterprises and must provide supporting documentation including verification of service-disabled veteran status and proof of at least 51 percent ownership by qualifying veterans. No incumbent vendors or current contractors are identified in the solicitation documents. All bidders must submit responses exclusively through the Oklahoma Supplier Portal and comply with comprehensive state requirements including the Non-Collusion Certification (OMES Form CP004), Responding Bidder Information form (OMES Form CP076), workers' compensation insurance documentation, Oklahoma Secretary of State registration verification, and certifications regarding boycott participation, E-Verify compliance, and absence of debarment or suspension. Bids must remain firm offers for a minimum of 120 days after the due date, and all materials submitted become the property of the State of Oklahoma. The solicitation documents do not specify a budget range or award value; rather, bidders must submit firm, fixed-price proposals for the complete contract term with all fees and costs included.