PRF86 Conference Room Space for DCR Leadership Academy

The Massachusetts Department of Conservation and Recreation (DCR) is soliciting responses under Commbuys Bid #BD-27-1020-DCRFS-DC367-135073 for conference facilities, catering, and hotel accommodations for its 2027 Leadership Academy, with responses due November 17, 2026. The solicitation is issued under Contract PRF86, Category 4 Event Planning and Event Support Services, and PRF86 Category 4 vendors are invited to respond. Vendor fee schedules must match those posted by the Office of Supplier Diversity for PRF86, and any fee schedule exceeding the posted amount results in bid disqualification.

DCR anticipates up to 300 participants across two consecutive days in early April 2027, with the day prior used for setup and project completion set for April 14, 2027. Required space includes one plenary room accommodating a minimum of 250 people at round tables of 8 to 10, with an accessible stage of approximately 10 by 15 feet; seven to ten breakout rooms seating 30 to 50 in varied arrangements; and a registration area for 15 to 20 display tables. Food service requires breakfast items available for individual purchase at arrival. Lunch is priced under either Option A, concession-style boxed lunches with à la carte pricing and an anticipated 50% participation, or Option B, a guaranteed purchase of 250 boxed lunches at a fixed per-person rate. Both options must include gluten-free selections. Overnight hotel rates must include all fees and state whether breakfast is provided. Audio-visual rental pricing covers LCD projectors, screens, sound systems, laptops, and easels per room. All deliverables must comply with Executive Order 614 and ADA Title II.

Evaluation criteria include the vendor's ability to meet DCR's space needs for up to 300 guests, prior history of providing goods and services to DCR, and competitive discount pricing for increased quantities. Pricing must itemize all space rentals, administrative fees, and total costs. Incomplete submissions are subject to disqualification.

Questions are due November 10, 2026 at 5:00 p.m., with answers issued by 12:00 p.m. on November 12, 2026. Responses are due November 17, 2026 at 5:00 p.m., and the estimated award date is November 24, 2026. The primary contact is Karim Glasgow at karim.glasgow@mass.gov or 857-303-1825. Vendor registration and system access questions go to the Commbuys Help Desk at 617-720-3197. DCR reserves the right to accept or reject any and all quotes, contract with some, all, or none of the responding vendors, negotiate with responding vendors, or cancel the RFP in whole or in part.