Event Planning Service for STEAM Engagement

Project Overview Northland Community & Technical College is requesting proposals to assist the National Center for Autonomous Technologies (NCAT) at Northland Community & Technical College, partnering with the National Science Foundation - Advanced Technology Education, known as NSF-ATE, and Minnesota State, to strategically plan and execute an event at the Mall of America the week of August 2-4, 2024. This event will be held at the Mall of America. National Center for Autonomous Technologies (NCAT) Overview NCAT was established under the NSF-ATE program at Northland Community & Technical College, a Minnesota State College, in Thief River Falls, MN. NCAT’s mission is to lead the education of the Nation’s autonomous technologies workforce. NCAT accomplishes this mission through a concerted effort on expanding educational resources to address current workforce demands, develop career pathways, and broadly engage stakeholders from education, industry, government, and related ATE centers

and projects. Link at: https://ncatech.org/ National Science Foundation (NSF) Overview The National Science Foundation (NSF) is an independent federal agency created by Congress in 1950 to promote the progress of science; to advance national health, prosperity, and welfare; to secure the national defense. NSF is tasked with keeping the U.S. at the leading edge of discovery in areas ranging from astronomy to geology to zoology. In addition to funding research in the traditional academic areas, the agency also supports “high-risk, high pay-off” ideas, novel collaborations and numerous projects that may seem like science fiction today, but which the public will take for granted tomorrow. Link at: https://www.nsf.gov/ Goals of this Event This three-day event seeks to create a highly engaging, robust, and fun learning experience that inspires youth (primary ages 12-18) and their parent/guardian, representing the widest possible range of socioeconomic and cultural backgrounds. Success will be measured by the number of youth and adults engaged, participation in various STEAM events and activities, camps, or competitions during the event. It will be important to showcase STEAM educational opportunities within the Minnesota State educational systems as well as showcasing STEAM-related career opportunities - a pipeline leading to high-demand, well-paying occupations of the future. In short, NCAT wants to inspire young people to get excited about STEAM Education, consider Minnesota State as their future educational home, and aspire to work in STEAM-related fields, fueling a pipeline of future talent for Minnesota State employer partners. Examples of Possible Activities Highly engaging, experiential activities might include a collection of organizations inviting public participation in hands-on activities, Robotics Tournament, speakers, camps, or professional development opportunities. In addition, this event seeks to showcase a variety of career fields with significant growth opportunities well into the future. It will be important to showcase careers without barriers for communities with disabilities as well as those that have been traditionally underrepresented. Event Project Management NCAT is seeking an event planner with demonstrated experience in the following: ● Working with diverse stakeholders and integrating the needs of each (NCAT, Mn State, NSF- ATE), Description https://ncatech.org/ https://www.nsf.gov/ ● Demonstrated local (Twin Cities/Minnesota), experience in outreach efforts (publicity, social media, etc.) with STEAM/K-12 youth groups to maximize attendance, ● Demonstrated ability to plan, coordinate, and execute large-scale events with multiple stakeholders, and meeting event goals and objectives. ● Demonstrated experience working with large event venues (i.e. MOA), national-caliber talent, and coordinating with multiple stakeholders to ensure smooth event execution (technology needs, logistics, set up, tear-down, post-event evaluation, etc.). ● Demonstrated experience in meeting event objectives using measurable metrics and outcomes to assess event success. Technical/Functional Requirements Event Project Management- ● Schedule and lead team planning meetings ● Create an agenda, lead meeting, and provide notes ● Create and maintain a project Timing and Action plan ● Review event budget and offer guidance ● Determine the number of volunteer positions needed and define job responsibilities ● Review graphic design and signage plan, installation, and offer comments ● Manage audiovisual company selection, estimates and daily operations ● Determine event staffing needs and manage staff ● Work onsite as needed ● Work with event partners to create deliverables to MOA including Event Alerts STEAM Carnival Project Management ● Provide project management and event planning for approximately 30-40 exhibits in the Rotunda and the various courts. The Rotunda will also serve as the welcome area for guests to check in and receive maps and information. ● Work with MOA to ensure safety and security protocols are followed ● Communicate guidelines to NCAT ● Manage the timing and action plan for load in, 3-day event and load out ● Manage and update diagrams and gain MOA approval for the exhibits in the Rotunda and various courts ● Communicate details with the exhibitors and oversee the load in, daily operations and load out ● Provide daily management of the Rotunda and various courts VEX Competitions in the North Atrium Project Management- ● Coordinate with VEX Competition leaders to obtain scheduling and equipment information and provide information to the MOA event team. Volunteer Management ● Create a spreadsheet for volunteer positions and shifts ● Source and order volunteer shirts ● Email parking and logistics information to the volunteers and answer questions ● Provide onsite management for 25-40 volunteers per day (Thursday-Saturday) ● Check in volunteers, give them their shirt and assignments ● Ensure volunteers get breaks Graphics and signage ● Assist in determining signage location and content ● Review the graphics plan before going to print ● Provide assistance for signage placement Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: No Factor Weight 1. Adherence to Minnesota State Terms and Conditions 5% 2. Work Plan 30% 3. Price in relation to level of service to be provided 30% 4. Qualifications of Respondent and its personnel (experience of personnel who are committed to work on the contract will be given greater weight) 20% 5. Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 15% Total 100% Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified below. Selection Process The selection process includes NCAT Director, NCAT Assistant Director, NCAT Equity and Inclusion Director, Dean of Transportation Programs, Chief Financial Officer. This group will evaluate the proposals and make the final decision. Contract Terms MINNESOTA STATEdesires to enter into a contract with the successful Vendor(s) effective Friday, March 22, 2024 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be 12 months. If Minnesota Stateand Vendor are unable to negotiate and sign a contract by Monday, April 1, 2024 , then MINNESOTA STATE reserves the right to seek an alternative Vendor(s). Required to View Event Prerequisites Required to Enter Bid 07 March 2024 1. Please review the background of Minnesota State 2. Please review the Notice and Authority 3. This RFx includes and incorporates Minnesota State Terms and Conditions. Responders should be aware of the terms and conditions in preparing responses to this event. Much of the language reflected in any resulting contract with Minnesota State is required by statute. If you take exception to any of the language in the terms and conditions, you must indicate those exceptions in your response to the RFx; certain exceptions may result in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your response to the RFx will be available for discussion or negotiation. 4. Please review the Definitions to the RFx 5. Please review the Organizational Conflict of Interest policy 6. Please review and accept the Authorized Response Certification Statement. 7. Please review and agree to the Duration of Offer agreement 8. Please review the Terms of Payment 9. Required Documentation: Affidavit of Non-Collusion. Please download the attached document, complete, sign, notarize, and upload completed form with response. 10. Affirmative Action Requirements: Please review and download declaration page, complete, sign, and upload completed from with response. 11. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming Supplier Diversity must complete this form. Others can skip. 12. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming TG/ED/VO preference must complete this form. Others can skip. 07 March 202407 March 202407 March 202407 March 202407 March 202407 March 202407 March 2024 Buyer Attachments 1. 2024 Expense Reimbursement 2. Sample P/T Contract 07 March 202407 March 202407 March 202407 March 202407 March 202407 March 2024 https://www.minnstate.edu/system/templates/docs/CommissionersPlan.pdf https://www.minnstate.edu/system/templates/docs/4_PTServices-Template.docx Questions Required Questions Group 1: Adherence to Minnesota State Terms and Conditions Instructions: 1.1 Minnesota State presumes a responder agrees to the terms and conditions as listed in the prerequisites of this solicitation unless a responder takes specific exceptions. The responders must explicitly list all exceptions to the terms and conditions. If no exceptions exist, type in "None" in the space provided. If exceptions exist, please include the Clause, Page Number, Suggested Change to the Clause and Explanation. 1.2 Conflicts of Interest. Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this RFx. The responder must explicitly list all the name of the entity, the relationship and the conflict. If no conflict exist, type in "None" in the space provided. Group 2: Company Profile Instructions: 2.1 How many years has your organization been in the business related to this solicitation? 2.2 Please select organization type Group 3: Supplier Diversity Instructions: Suppliers must complete and upload Supplier Diversity Form and certifications as defined by Minnesota State in the Prerequisites Section. 3.1 Does your company, partner or sub-contractor qualify as a diverse supplier as defined by Minnesota State in the Prerequisites section? 3.2 Does your company qualify for preference points as defined by Minnesota State in the Prerequisites section Group 4: Additional Instructions: 4.1 Does your company have experience planning 5-day events? 4.2 What experience does your company have in event planning? Specifically with Mall of America? 4.3 Does your company have a system in place for data collection of event activities and attendees? 4.4 How does your company manage last-minute changes? 4.5 What is the company's experience with Social Media? Please provide samples of previous even media. 07 March 202407 March 202407 March 202407 March 202407 March 2024 Product Line Items Product Line Items There are no Items added to this event. 07 March 202407 March 202407 March 202407 March 2024