RFR for Conference spaces

The Massachusetts Division of Occupational Licensure (DOL) has issued a Request for Response (RFR) soliciting conference space providers to host examination sessions across four geographically diverse locations in the state. The procurement seeks venues capable of accommodating 150 attendees for monthly examination days, with three distinct sessions per day (8:00 AM-10:00 AM, 10:00 AM-12:00 PM, and 12:00 PM-2:00 PM) starting January 2, 2025. Specific requirements include providing spaces with tables/chairs or individual desks for 150 people, plus separate check-in and check-out areas in metropolitan Boston, central, southeastern, and western Massachusetts regions. Bidders must demonstrate at least two years of experience providing conference space services and possess a municipal board of health license. The evaluation criteria will include pricing, years of experience, qualifications, conference room availability, references, prompt payment discount, and supplier diversity program participation. The contract has an initial five-year term with five potential one-year renewal options, creating a maximum potential contract duration of 10 years, and follows an open enrollment model where responses can be submitted until May 31, 2034, with quarterly reviews.

The procurement includes Small Business Purchasing Program (SBPP) and Supplier Diversity Program (SDP) requirements, mandating a minimum 1% SDP commitment from bidders. Diverse business categories including MBE, WBE, VBE, SDVOBE, DOBE, and LGBTBE are encouraged to participate, with certification through the Supplier Diversity Office (SDO) or SBA VetCert directory. Bidders must complete a comprehensive Supplier Diversity Plan Form documenting their commitment to working with certified diverse businesses. The estimated annual contract value is $50,000, with no fuel surcharges permitted and pricing required to include FOB destination delivery terms. Contractors will be subject to standard Commonwealth of Massachusetts terms and conditions, including compliance with non-discrimination policies, record-keeping requirements, and adherence to state ethics guidelines. The procurement emphasizes environmental sustainability, with additional evaluation points potentially available for bidders demonstrating comprehensive environmental practices and certifications.