Oregon Emergency Preparedness Conference Venue and Services

Background

The Oregon Department of Administrative Services, State Procurement Services is issuing this Request For Proposals (RFP) for the 2027 Oregon Emergency Preparedness Conference. The Oregon Department of Emergency Management coordinates a statewide emergency services system aimed at improving capabilities to protect the public from emergencies and disasters. The goal of this contract is to secure a venue that can accommodate approximately 400 attendees, providing essential services such as lodging, catering, and meeting space.

Work Details

The contractor will provide a conference venue that includes: - Lodging for approximately 400 attendees with options for alternate lodging if necessary. - Catering services for meals during the conference days:

Day 1

No meals

Day 2

Breakfast and Lunch

Day 3

Breakfast, Lunch, and Dinner

Day 4

Breakfast and Lunch

Day 5

No meals - Meeting spaces including: - One general session room with audio-video capabilities for 400 attendees. - Four classroom-style breakout rooms accommodating 100-150 attendees each. - One secured hospitality room for the planning team. - One private meeting space for executive meetings. All facilities must comply with the Americans with Disabilities Act (ADA) requirements.

Period of Performance

The contract will cover the period leading up to and including the conference dates in April 2027, specifically from April 5-9, April 12-16, April 19-23, or April 26-30. If preferred dates are unavailable, alternate dates in May may be proposed.

Place of Performance

The conference will be held at a venue located within the State of Oregon that can accommodate all specified requirements.

Bidder Requirements

Proposers must demonstrate their ability to meet minimum qualifications including: onsite availability of conference space, hotel lodging, and catering services; compliance with ADA standards; provision of necessary audio-video equipment; and experience in handling similar events. Additionally, proposers must submit various documentation including a Company Profile/Executive Summary, Technical Proposal, Price Proposal Form, and certifications related to diversity and inclusion.