RFI Hotel Accommodations: Conference on Community Writing

Division of Finance and Business Affairs
Request for Information
and Specifications for
Hotel Accommodations: Conference on Community Writing
Note - Electronic Submissions
No part of this publication may be reproduced, transmitted, transcribed,
stored in a retrieval system, or translated into any language in any form
by any means without the written permission of Wayne State University
Wayne State University
Procurement & Strategic Sourcing
July 22, 2026

Procurement & Strategic Sourcing
5700 Cass Avenue, Suite 4200
Detroit, Michigan 48202
(313) 577-3712
Division of Finance and Business Affairs
July 22, 2026
Dear Vendors:
Wayne State University invites you to submit information on hotel room block rates for October 2027
conference in Detroit, Michigan, for the University's English Department, per the specifications and
requirements contained in this Request for Information, entitled: Hotel Accommodations: Conference on
Community Writing. Instructions to Vendors are as follows:
* Responses are to be on this request for Information only. Additional documents may be submitted;
however, this form must be completed in full.
* Replies must be received in the WSU Procurement Office no later than 2:00 p.m. Eastern Standard
Time on August 6, 2026.
Documents may be obtained by vendors from the University Procurement website at http://go.wayne.edu/bids
beginning July 22, 2026. When visiting the website, click on the "Service" link in green. If you are interested in
participating in this process, you must submit your Information to the University Procurement & Strategic
Sourcing. Delivery of Proposals are by electronic submission. The link for submission will be posted with the
RFI details at http://go.wayne.edu/bids
The electronic submission of information provided to the University should be limited to no more than one of
each of the following file types: One (1) Word Document and/or one (1) Excel Workbook and/or 1 PDF
document, with a total file size less than 20 megabytes.
Please respond to this request by email no later than 2:00 pm on August 6, 2026, as follows:
Wayne State University
Request For Information
Hotel Accommodations: Conference on Community Writing
We look forward to receiving your Information. Should you have any questions or concerns about this invitation,
please contact me at (313) 577-5712 or email Brandy Gaines, Senior Buyer, at rfpteam1@wayne.edu.
Thank you for your interest in doing business with Wayne State University.
Sincerely,
Brandy Gaines
Senior Buyer

Information for Vendors
The Calendar of Events is as follows:
Activity Responsibility Date
Formal Release of RFI Procurement July 22, 2026
Questions due to the Procurement & Vendors July 29, 2026, no later
Strategic Sourcing than 12:00 (noon)
Delivery of Proposals Vendors August 6, 2026, by 2:00
The link for bid submission will be posted p.m. (Detroit / EST)
with the bid details at
http://go.wayne.edu/bids.
Information Requested
Wayne State University, founded in 1868, is committed to preparing its students to excel in a fast-paced and
interconnected global society. It combines the academic excellence of a major research university with the
practical experiences of an institution whose history, location and diversity make it a microcosm of the world
students will enter when they graduate. The University holds the Highest Carnegie Foundation classification for
research activity. It has 13 colleges and schools and offers more than 350 academic programs including
bachelor's, master's and doctoral degrees; post-baccalaureate, graduate and specialist certificates; and three
professional programs (http://wayne.edu/about/).
Overview
Hotel room block rates for October 2027 conference in Detroit
Requirements and Specifications:
* Seeking hotel room block rates for October 2027 conference in Detroit, including combinations of King
and Double Queen rooms:
* Wednesday October 20, 2027 - 60 rooms
* Thursday October 21, 2027 - 80 rooms
* Friday October 22, 2027 - 80 rooms
* Saturday October 23, 2027 - 10 rooms
* A discounted rate for those who add a day before or after (e.g., Tuesday night).
* Complimentary room for conference director, Monday, October 18, 2027 - Sunday, October 25, 2027.
* A reception space for evening of Wednesday, October 20, 2027, for 50-75 people.
* Availability of ADA-compliant rooms.
* Information regarding on-site parking and shuttles.
* Contract in place by August 31, 2026.
Submittal Evaluation
Vendor responses will be reviewed by an evaluation team consisting of members of the University's
Procurement Department and other University Units. Procurement & Strategic Sourcing may subsequently
request Vendors to attend an interview and/or make a presentation at a set time and date, to clarify information
provided in the submittal. A Request for Proposal (RFP) may be developed using the information provided by
the Vendors who chose to participate in this RFI.
This Request for Information (RFI) in no manner obligates the University to the eventual purchase of any
products or services described, implied, or which may be proposed.

Vendors must refrain from giving any reference to this program, whether in the form of press releases,
brochures, photographic coverage, or verbal announcements, without specific written approval from the
University.
Submittals are subject to public review. Vendors responding to this RFI are cautioned not to include any
proprietary information as part of their Submittal unless such proprietary information is carefully identified as
such in writing, and the University accepts, in writing, the information as proprietary.
Submittals are limited to 25 pages total, one sided, and eleven (11) point font. (This is inclusive of all required
documents and schedules and any optional material included at the discretion of the respondent, but tab sheets
and the cover pages do not count in the overall document count.)
Submittals with supporting documentation shall be submitted online. The link for RFI submission will be posted
at http://go.wayne.edu/bids beginning July 22, 2026. Remember, your submittal must be in the format
provided and be received in the Procurement & Strategic Sourcing by August 6, 2026, at 2:00 p.m. Include
any supplemental information that will illustrate your ability to provide additional services as proposed. Late
responses will not be accepted.
If you have any questions regarding this request, please contact Brandy Gaines by email at
rfpteam1@wayne.edu
Sincerely,
Brandy Gaines
Senior Buyer
Attachment:
* Schedule A - Quoted Rates of Services
* Schedule B - Detailed Specification Questions
* Schedule C - Information Schedule
* Schedule D - Summary Questionnaire

SCHEDULE A
QUOTED RATES OF SERVICES
RFI - Hotel Accommodations: Conference on Community Writing
Hotel Name: ______________________________________
Important Pricing Instructions
All pricing is to be based on a "per room, per night" basis.
All pricing must be submitted on a per room, per night basis.
Rates must reflect the guaranteed Group Block Rate (discounted group pricing).
Standard retail, rack, or transient rates will not be accepted.
*
Taxes
Included
Base Nightly Occupancy (i.e. Detroit Total Nightly Room
Room Type Room Rate Tax Rate Hotel) Rate
Standard King
Standard Double Queen
Suite (Specify Type)
Other Charges/Fees: _____________________________________________________________________
Comments/Restrictions:
Company Name:_____________________________________________________________________________
Submitted by:_______________________________________________________________________________
Signature:__________________________________________________________________________________
Typed Name:_______________________________________________________________________________
(Title) (Date)
Phone:______________________________________________FAX:___________________________________

SCHEDULE B
DETAILED SPECIFICATION QUESTIONS
RFI - Hotel Accommodations: Conference on Community Writing
Please provide answers to the following questions.
1. How long has your hotel property been in business under its current brand?
2. Does your company have a partnership with other Hotels in the area for back-up / overflow purposes?
3. Does your hotel provide shuttle services to and from the airport and/or Downtown Detroit? If yes, please specify
the hours of operation, radius limits, and any associated costs.
4. Does your hotel offer complimentary breakfast, evening receptions, or daily snacks for guests?
5. Provide a comprehensive list of the major amenities your property offers (e.g., fitness center, business center,
pool, on-site dining, laundry facilities).
6. Does your hotel offer a space suitable for hosting a small reception of 50 to 75 people? If yes, please briefly
describe the room dimensions, layout options, and any catering/beverage requirements.
7. Are there ADA-compliant rooms available to be specifically designated and reserved within a contracted room
block? Please indicate the types and total number of accessible rooms available.

8. Are you able to provide complimentary rooms or upgrades for a conference director and key event personnel
based on room block fulfillment? Please state your standard policy or complimentary room ratio (e.g., 1 per 50
rooms booked).
9. Describe your flexibility and commitment to quality service:

SCHEDULE C
INFORMATION SCHEDULE
RFI - Hotel Accommodations: Conference on Community Writing
Hotel room block rates for October 2027 conference in Detroit.
Submissions with supporting documentation shall be submitted by electronic submission. The link for submissions
will be posted with the request details at http://go.wayne.edu/bids beginning July 22, 2026. Remember, your
response must be in the format provided and be received in the Procurement Department by August 6, 2026, by 2:00
p.m.
Company Name:
Address:
Telephone: ( ) Fax: ( )
Email Address:
Print Name:
Signature: /
Date
Title:

SCHEDULE D
SUMMARY QUESTIONNAIRE
RFI - HOTEL ACCOMMODATIONS: CONFERENCE ON COMMUNITY WRITING
YES ALTERNATIVE
1. Can your company provide the quoted products N / A ______________
and/or commence services on or before August
26, 2026, and be completed by October 25, 2027?
2. Did your company complete and provide Summary N / A ______________
Information Schedule C, and submit it
electronically? (Zip Files are not acceptable)
3. Are you or any Officer, Owner or Partner in this ___ Yes
company an employee of Wayne State University, or ___ No
have you been an employee within the past 24
months? If yes, please explain.
4. Are any family members of any Officer, Owner or ___ Yes
Partner in this company employees of Wayne State ___ No
University? If yes, please explain.
5. ADDENDA:
The undersigned affirms that the cost of all work covered by the following Addenda are taken into
consideration when providing price and other elements of the vendor's proposal.
Addendum No. Date Addendum No. Date
Addendum No. Date Addendum No. Date
Company Name:
Address:
Telephone: (________________)
Email address:
Submitted by:
Signature
(Title) (Date)