General Service Contractor for the Ohio Educational Technology Conference

Agency: State Government of Ohio
State: Ohio
Type of Government: State & Local
NAICS Category:
  • 236220 - Commercial and Institutional Building Construction
  • 541611 - Administrative Management and General Management Consulting Services
  • 611710 - Educational Support Services
Posted Date: Jun 17, 2020
Due Date: Jul 15, 2020
Solicitation No: CSP901221
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Procurement Opportunity Search Detail Opportunity Title

General Service Contractor for the Ohio Educational Technology Conference

Opportunity Description

The Ohio Educational Technology Conference (Conference) is an annual event produced by the Ohio Department of Higher Education. The Conference is one of the largest statewide educational technology conferences in the nation and is Ohio’s premier professional development opportunity for teachers, superintendents, technology coordinators, principals, and other P20 education professionals. Registration for the 2020 Conference exceeded 3,700 attendees with more than 280 exhibitors occupying over 200,000 square feet of exhibit space

General Information
Commodity Category 1:
Arts, Crafts, Entertainment, Theatre & Gaming
Opportunity Type:
Request For Proposal
Opportunity Status:
Active
Document/Bid #:
CSP901221
Index #:
BOR001
Requesting Agency:
Administrative Services, Department of
Issued By:
Administrative Services, Department of
Associated PDF Files
Document:
Dates
Posted Date:
6/17/2020
Inquiry Period:
6/17/2020 thru 7/8/2020 8:00:00 AM
Opening Date:
7/15/2020
Procurement Programs
MBE Set Aside:
No
Open Market:
Yes
Other
Submit Inquiry:
View Q and A:

back

Attachment Preview

REQUEST FOR PROPOSALS
Index No. BOR001
Page 1
RFP NUMBER:
INDEX NUMBER:
UNSPSC CATEGORY:
CSP901221
BOR001
80141900
The State of Ohio, through the Department of Administrative Services, Office of
Procurement Services, for the Ohio Department of Higher Education is requesting
proposals for:
General Service Contractor for the Ohio Educational Technology Conference
RFP ISSUED:
INQUIRY PERIOD BEGINS:
INQUIRY PERIOD ENDS:
PROPOSAL DUE DATE:
June 17, 2020
June 17, 2020
July 8, 2020 at 8:00 a.m.
July 15, 2020 by 1:00 p.m.
Proposals received after the due date and time will not be evaluated.
OPENING LOCATION:
Department of Administrative Services
Office of Procurement Services
ATTN: Bid Desk
4200 Surface Rd.
Columbus, OH 43228-1395
Offerors must note that all proposals and other material submitted will become the property of the state and may be returned
only at the state's option. Proprietary information should not be included in a proposal or supporting materials because the
state will have the right to use any materials or ideas submitted in any proposal without compensation to the offeror.
Additionally, all proposals will be open to the public after the award of the contract has been posted on the State Procurement
Web site. Refer to the Ohio Administrative Code, Section 123:5-1-08 (E).
This RFP consists of five (5) parts and eleven (11) attachments, totaling 62 consecutively numbered pages. Please
verify that you have a complete copy.
Index No. BOR001
Page 2
PART ONE: EXECUTIVE SUMMARY
PURPOSE. This is a Request for Competitive Sealed Proposals (RFP) under Section 125.071 of the Ohio Revised Code
(ORC) and Section 123:5-1-08 of the Ohio Administrative Code (OAC). The Department of Administrative Services (DAS),
Office of Procurement Services, on behalf of the Ohio Department of Higher Education (the Agency), is soliciting competitive
sealed proposals (Proposals) for a General Service Contractor for the Ohio Educational Technology Conference and this RFP
is the result of that request. If a suitable offer is made in response to this RFP, the State of Ohio (State), through DAS, may
enter into a contract (the Contract) to have the selected Offeror (also referred to as the Contractor) perform all or part of the
Project (the Work). This RFP provides details on what is required to submit a Proposal for the Work, how the State will
evaluate the Proposals, and what will be required of the Contractor in performing the Work.
This RFP also gives the estimated dates for the various events in the submission process, selection process, and performance
of the Work. While these dates are subject to change, prospective Offerors must be prepared to meet them as they currently
stand.
Once awarded, the term of the Contract will be from the award date through August 31, 2024. The State may solely renew
this Contract at the discretion of DAS for a period of one month. Any further renewals will be by mutual agreement between
the Contractor and DAS for any number of times and for any period of time. The cumulative time of all mutual renewals may
not exceed two (2) years and are subject to and contingent upon the discretionary decision of the Ohio General Assembly to
appropriate funds for this Contract in each new biennium. DAS may renew all or part of this Contract subject to the
satisfactory performance of the Contractor and the needs of the Agency.
Any failure to meet a deadline in the submission or evaluation phases and any objection to the dates for performance of the
Project may result in DAS refusing to consider the Proposal of the Offeror.
BACKGROUND.
The Ohio Educational Technology Conference (Conference) is an annual event produced by the Ohio Department of Higher
Education. The Conference is one of the largest statewide educational technology conferences in the nation and is Ohio’s
premier professional development opportunity for teachers, superintendents, technology coordinators, principals, and other P-
20 education professionals. Registration for the 2020 Conference exceeded 3,700 attendees with more than 280 exhibitors
occupying over 200,000 square feet of exhibit space. For additional information regarding the Conference, please visit:
http://oetc.ohio.gov/ .
OVERVIEW.
Ohio Educational Technology Conference:
When
Where
Areas
February 9 11, 2021 (dates will change in subsequent years)
Greater Columbus Convention Center
400 North High Street
Columbus, Ohio 43215
Exhibit Halls B, C, D: Exhibits and Displays
Union Station Ballrooms: Breakout Sessions
Short North Ballrooms: General Session and Featured Speakers sessions
B-Pod, C-Pod, D-Pod Rooms: Breakout Sessions
General Conference Information:
2020 Conference Participation:
Total Participation: 3,700
Conference Attendees: 3,000
Exhibitor and Conference Support Staff: 700
Exhibit Hall:
Over 280 exhibitors occupying over 200,000 net square feet of booth space, usually filled with vendors who offer:
Hardware; networking, peripherals and telecommunications equipment; associated software and products and services to
keep school district infrastructure up and technology in classrooms running smoothly.
Products and services used by teachers, superintendents, technology coordinators, curriculum specialists, principals, and
other P-20 education professionals and students mostly to enhance student learning but also for student assessment,
enhancing productivity, professional development and more.
Index No. BOR001
Page 3
OBJECTIVES. The Agency has the following objectives that it wants this Work to fulfill, and it will be the Contractor’s
obligation to ensure that the personnel the Contractor provides are qualified to perform their portions of the Work.
The Supplier shall provide General Contractor services and decorating for activities taking place in the exhibit halls,
concourse, ballrooms and ballroom foyers secured by the Agency at the Greater Columbus Convention Center (GCCC) for
this event. This includes providing all floorplan designs and layouts, decorating, furniture, signage and associated set up and
move-out labor. Also included is the provision of advance storage, freight handling and drayage for exhibitors and show
management as well as furnishings, entrance units, signage and associate labor for registration kiosks and customer service
and other activities slated for the concourse and ballroom foyers. Specific requirements may be found in Attachment One;
Work Requirements and Special Provisions.
CALENDAR OF EVENTS. The schedule for the Work is given below and is subject to change. DAS may change this
schedule at any time. If DAS changes the schedule before the Proposal due date, it will do so through an announcement on
the State Procurement Web site area for this RFP. The Web site announcement will be followed by an addendum to this RFP,
also available through the State Procurement Web site. After the Proposal due date and before the award of the Contract,
DAS will make scheduled changes through the RFP addendum process. DAS will make changes in the Work schedule after
the Contract award through the change order provisions located in the general terms and conditions of the Contract. It is each
prospective Offeror’s responsibility to check the Web site question and answer area for this RFP for current information
regarding this RFP and its calendar of events through award of the Contract. No contact shall be made with agency/program
staff until contract award is announced.
DATES:
Firm Dates
RFP Issued:
Inquiry Period Begins:
Inquiry Period Ends:
Proposal Due Date:
June 17, 2020
June 17, 2020
July 8, 2020, at 8:00 a.m.
July 15, 2020, by 1:00 p.m.
Estimated Dates
Contract Award Notification:
TBD
NOTE: These dates are subject to change.
There are references in this RFP to the Proposal due date. Prospective Offerors must assume, unless it is clearly stated to
the contrary, that any such reference means the date and time (Columbus, OH local time) that the Proposals are due.
Proposals received after 1:00 p.m. on the due date will not be evaluated.
Index No. BOR001
Page 4
PART TWO: STRUCTURE OF THIS RFP
ORGANIZATION. This RFP is organized into five (5) parts and eleven (11) attachments. The parts and attachments are
listed below.
PARTS:
Part One
Part Two
Part Three
Part Four
Part Five
Executive Summary
Structure of this RFP
General Instructions
Evaluation of Proposals
Award of the Contract
ATTACHMENTS:
Attachment One
Part One
Part Two
Attachment Two
Attachment Three
Part One
Part Two
Part Three
Part Four
Part Five
Part Six
Part Seven
Attachment Four
Attachment Five
5-A
5-B
5-C
5-D
Attachment Six
Attachment Seven
7-A
7-B
7-C
Attachment Eight
Attachment Nine
Attachment Ten
Attachment Eleven
Work Requirements and Special Provisions
Work Requirements
Special Provisions
Requirements for Proposals
General Terms and Conditions
Performance and Payment
Work & Contract Administration
Ownership & Handling of Intellectual Property & Confidential Information
Representations, Warranties, and Liabilities
Acceptance and Maintenance
Construction
Law & Courts
Contract
Offeror Profile Summary
Offeror Profile Form
Offeror Prior Project Form
Offeror Prior Project Form
Offeror Prior Project Form
Offeror References
Offeror’s Candidate Summary
Offeror’s Candidate References
Offeror’s Candidate Education, Training, Licensure, and Certifications
Offeror’s Candidate Experience
Offeror Performance Form
Cost Summary Form
Schedule
OETC Contracted Space Availability
Index No. BOR001
Page 5
PART THREE: GENERAL INSTRUCTIONS
The following sections provide details on how to get more information about this RFP and how to respond to this RFP. All
responses must be complete and in the prescribed format.
CONTACTS. The following person will represent DAS:
Krista Nichols
Ohio Department of Administrative Services
Office of Procurement Services
4200 Surface Road
Columbus, OH 43228-1395
During the performance of the Work, a State representative (the “Agency Project Representative”) will represent the Agency
and be the primary contact for matters relating to the Work. The Agency Project Representative will be designated in writing
after the Contract award.
INQUIRIES. Offerors may make inquiries regarding this RFP any time during the inquiry period listed in the Calendar of
Events. To make an inquiry, Offerors must use the following process:
1. Access the State Procurement Web site at http://www.ohio.gov/procure.
2. From the Quick Links Menu on the right, select “Bid Opportunities Search”.
3. In the “Document/Bid Number” field, enter the RFP number found on the first page of this RFP.
4. Click “Search” button.
5. On the Procurement Opportunity Search Results page, click the hyperlinked Document Number.
6. On the Procurement Opportunity Search Details page, click on the blue box with the words “Submit Inquiry”.
7. On the Opportunity Document Inquiry page, complete the required “Personal Information” section by providing:
a. First and last name of the prospective Offeror’s representative who is responsible for the inquiry.
b. Representative’s business phone number.
c. Representative’s company name
d. Representative’s e-mail address.
8. Type the inquiry in the space provided including:
a. Reference the relevant part of this RFP.
b. The heading for the provision under question.
c. The page number of the RFP where the provision can be found.
9. Enter the Confirmation Number at the bottom of the page
10. Click the “Submit” button.
Offerors submitting inquiries will receive an immediate acknowledgement that their inquiry has been received as well as an e-
mail acknowledging receipt of the inquiry. Offerors will not receive a personalized e-mail response to their question, nor will
they receive notification when the question has been answered.
Offerors may view inquiries and responses using the following process:
1. Access the State Procurement Web site at http://www.ohio.gov/procure.
2. From the “Quick Links” menu on the right, select “Bid Opportunities Search”.
3. In the “Document/Bid Number” field, enter the RFP number found on the first page of this RFP.
4. Click the Search” button.
5. On the Procurement Opportunity Search Detail page, click on the blue box with the words ‘View Q and A”.
6. All inquiries with responses submitted to date are viewable.
DAS will try to respond to all inquiries within 48 hours of receipt, excluding weekends and State holidays. DAS will not
respond to any inquiries received after 8:00 a.m. on the inquiry end date.
Offerors are to base their RFP responses, and the details and costs of their proposed projects, on the requirements and
performance expectations established in this RFP for the future contract, not on details of any other potentially related contract
or project. If Offerors ask questions about existing or past contracts using the Internet Q&A process, DAS will use its
discretion in deciding whether to provide answers as part of this RFP process.

Sign-up for a Free Trial, Government Bid Alerts

With Free Trial, you can:

You will have a full access to bids, website, and receive daily bid report via email and web.

Try One Week FREE Now

See Also

Case ID Requester Document title Solicitation type Bid type Bidding by invitation only

City of Columbus

Bid Due: 9/15/2020

* number title/description date 2470 Interpretation and Translation Services 9/4/2020

Cuyahoga County

Bid Due: 9/04/2020

Procurement Opportunity Search Detail **Please Note** This opportunity was not issued by a

State Government of Ohio

Bid Due: 9/04/2020

Jacket Number Rev. Office Name Quote Due Date (ET) Date Posted Product Type

U.S. Government Publishing Office

Bid Due: 8/14/2020