VR/DD 2017 Fall Supervisors' Meetings

The Missouri Department of Elementary and Secondary Education - Vocational Rehabilitation (DESE-VR) is seeking a vendor to provide comprehensive meeting and lodging services for the VR/DD 2017 Fall Supervisors' Meetings, scheduled for October 10-12, 2017, in the Lake of the Ozarks region. The Request for Quote (RFQ) requires a contractor to supply 117 guest rooms per night (with 3 wheelchair-accessible rooms), including meeting spaces to accommodate multiple group sizes ranging from 12 to 160 attendees. Specific room requirements include one large general session room for 160 people on October 10, two general session rooms for 80 people each on October 11-12, and five breakout rooms for 12 people each on October 11. The contractor must also provide food service, including regular coffee and water service throughout the event and a sit-down lunch for 160 attendees on October 11. Technical requirements include providing wireless lavaliere microphones, data projectors, screens, and audio patch capabilities for meeting rooms. The RFQ was posted on March 30, 2017, with a response deadline of April 7, 2017, at 4:00 PM CDT, and vendors must submit proposals electronically through the MissouriBUYS system or via hard copy.

No specific set-aside designations or restrictions on vendor participation were explicitly mentioned in the solicitation documents. The RFQ is open to all vendors, with no indications of preferences for disadvantaged enterprises or small businesses. No incumbent vendor information was provided, and there were no references to existing infrastructure or technology integration requirements. The pricing structure includes unit pricing for 234 hotel room nights and 11 meeting room rentals, with vendors required to provide guaranteed not-to-exceed prices for potential first and second renewal periods. Payment terms are set at Net 45 days with Free On Board Destination delivery terms. While the total contract value was not specified in the documents, the contract covers a three-day event with specific room and service requirements. Vendors must adhere to the state's per diem regulations for meal pricing, and the state agency notes that they will not be charged for unreserved guest rooms, providing some financial flexibility for the selected contractor.