VR/DD 2019 Fall Supervisors' Meeting

The Missouri Department of Elementary and Secondary Education (DESE), Vocational Rehabilitation Division, is seeking conference services for its 2019 VR/DD Fall Supervisors' Meeting through Request for Quote (RFQ) number RFQ19001820. The procurement involves comprehensive conference arrangements for approximately 160 attendees, with preferred dates of November 20-22, 2019, and alternative dates of October 21-23, 2019, or October 23-25, 2019. Required services include providing 157 single-occupancy guest rooms (including three wheelchair-accessible rooms), a large general session meeting room accommodating 160 people on the first day and 90 people on subsequent days, six breakout rooms, a registration area, wireless internet access, audio-visual equipment, plated lunches, and coffee service. The facility must be located in the Lake Ozark region and will be evaluated using a 100-point scoring system that considers cost, previous subjective evaluation scores from a prior RFP, and additional participation points. The solicitation was posted on March 6, 2019, with responses due by March 15, 2019, at 4:00 PM CDT, and payment terms are set at Net 45 Days.

The procurement does not appear to have strict set-aside designations, but the evaluation criteria include potential additional points for Minority Business Enterprises/Women Business Enterprises (MBE/WBE), Organizations for the Blind/Sheltered Workshops, and Service-Disabled Veteran Business Enterprises. Previous subjective evaluation scores indicate potential incumbent or previously considered vendors, including Lodge of Four Seasons LLC (90 points), Camden on the Lake (86 points), and Tan-Tar-A Resort (82 points). While no specific budget range is explicitly stated, the comprehensive requirements suggest a substantial contract value to cover guest rooms, meeting spaces, meals, and associated services for 160 attendees over a three-day conference. Special accommodations must be made, including provisions for one attendee with a severe nut allergy and approximately five other attendees with dietary restrictions. The state explicitly notes that it will not be responsible for attendees' miscellaneous charges such as room service, entertainment, or personal telephone calls.