Sales conference/annual meeting

The State of Michigan Department of Lottery issued Request for Proposal (RFP) No. 275 20*283 on November 18, 2019, seeking a qualified venue contractor to host the Lottery's Annual Conference in the Detroit area. The procurement calls for a hotel or conference facility capable of providing a minimum of 150 overnight rooms, meals (breakfast, lunch, and dinner), classroom-style seating accommodating up to 180 attendees, parking facilities, and audiovisual equipment with large screens. The two-day event is scheduled to occur between October 13-29, 2020, with a preference for Tuesday or Wednesday dates. Key evaluation criteria include location and facility specifications (worth 80 points), service capabilities (15 points), and completion of a Vendor Questions Worksheet (5 points), with proposals scoring 80 or more points advancing to pricing evaluation. The State's preferred pricing includes lodging at $85.00 per room, breakfast at $13.25, lunch at $13.25, and dinner at $27.00, though vendors may propose alternative pricing with sample menus. Bidders' questions were due November 25, 2019, with answers posted by December 3, 2019. Proposals must be submitted by December 10, 2019, at 5:00 p.m. Eastern Time. The State reserves the right to conduct on-site facility visits, oral presentations, interviews, and reference checks during the evaluation process.

Award decisions will consider qualified disabled veteran-owned business (QDV/SDVOB) status, prior State performance history, economic impact to Michigan, and total cost of ownership. No specific set-asides or incumbents are identified in the solicitation documents, meaning all eligible vendors may compete. Notably, the Michigan Lottery has restricted the venue location exclusively to the Detroit area, declining requests to expand the event to other regions of Michigan during this contract period. Pricing must be firm for the entire contract duration, and all costs, including one-time charges and fees, must be included in the proposal. Payment will be made via Electronic Funds Transfer within 45 calendar days of invoice receipt and final acceptance. While no specific award value is identified in the RFP materials, the contract value will depend on final pricing negotiations and the number of rooms, meals, and services actually utilized during the conference.