Sales conference/annual meeting

The Michigan Department of Lottery issued a Request for Proposal (RFP 275 200000001002) on February 13, 2020, seeking a venue for its Sales Division's annual conference and meeting in the Frankenmuth, Michigan area. The procurement requires a facility capable of accommodating 150 overnight rooms, meals for attendees, and classroom-style seating for up to 180 people. The two-day event is scheduled to occur between October 11-29, 2021, with preference given to Tuesday, Wednesday, or Thursday overnight stays. Deliverables include lodging at the state rate of $85.00 per night, breakfast at $13.25 per person, lunch at $13.25 per person, and dinner at $27.25 per person, with vendors required to submit sample menus and firm pricing for the entire contract duration. The RFP evaluation criteria allocates 80 points to costs and service capabilities, 15 points to service capabilities, and 5 points to vendor questions, with pricing compliance representing a mandatory minimum threshold for further consideration. The proposal submission deadline was February 27, 2020, at 5:00 p.m. Eastern Time, with vendor questions due by February 20, 2020, and responses posted by February 24, 2020. The State reserves the right to conduct on-site visits, require oral presentations, and perform reference checks during the evaluation process, with contract performance anticipated to begin in October 2021.

The RFP documentation does not identify any set-asides, disadvantaged enterprise restrictions, or specific organizational qualifications beyond the ability to meet the stated facility and service requirements. No incumbent contractors or current service providers are indicated in the solicitation materials. Payment will be made via Electronic Funds Transfer (EFT) within 45 calendar days of invoice receipt or final acceptance of deliverables. All costs, including setup charges, fees, and ancillary charges, must be included in the comprehensive pricing schedule submitted with the proposal. No specific award value or budget range is documented in the available materials; however, vendors are expected to provide complete and itemized pricing to enable cost-based evaluation against the established scoring criteria.