UDOT Event Planner

19 March 2024 UDOT Event Planner UDOT Event Planner Services 19 March 2024 Open 3/13/2024 2:00 PM MDT Type Request for Proposal Close 4/3/2024 2:00 PM MDT Number DOT240231MH Currency US Dollar Sealed Until 4/3/2024 2:00 PM MDT 19 March 2024 Contacts Mark Parry mparry@utah.gov 19 March 2024 Commodity Codes Commodity Code Description 99900 UDOT Utah Department of Transportation 80140 Marketing and distribution including market research and sales and business promotion activities and trade shows and exhibits 82100 Advertising including public relations and consulting services and advertising agency services and media placement and fulfillment and video production and video editing services 90120 Travel planning and facilitation including travel agents and travel document assistance and guides and interpreters and emergency travel assistance services, event planning services, other entertainment services 19 March 202419 March 202419

March 202419 March 202419 March 202419 March 202419 March 202419 March 202419 March 2024 mailto:mparry@utah.gov REQUEST FOR PROPOSALS UDOT Event Planner Services SOLICITATION #DOT240231MH PURPOSE OF REQUEST FOR PROPOSAL (RFP) The purpose of this request for proposal is to enter into a contract between the Utah Department of Transportation (UDOT) and Event planners to provide conference planning services. This RFP is intended to provide interested Offerors with sufficient minimum requirements. The requirements in the Scope of Work for this RFP are not intended to limit a proposal's content or creativity. Offerors may submit innovative ideas, new concepts, and optional features in response to this RFP. Offerors are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFP. However, Offerors must address the needs and requirements stated in the Scope of Work of this RFP. Description Required to View Event Prerequisites Required to Enter Bid 19 March 2024 1. All questions MUST be submitted through the bid system during the Question and Answer period. 2. Offeror must guarantee its pricing for the period described in this RFP. 3. Any Offeror requesting that part of their response be protected shall include with their submission a Claim of Business Confidentiality, AND both a redacted and non-redacted copy of their proposal. 4. The proposed Scope of Work has been attached to this RFP. 5. The mandatory minimum requirements are the objective criteria in which the conducting procurement unit will evaluate proposals. Offerors must upload a document which provides a point by point response to the mandatory minimums listed in this prerequisite. 6. To determine which proposal provides the best value to the State, an evaluation committee will evaluate each responsive and responsible proposal that has not been disqualified or rejected using the subjective criteria outlined with the solicitation. 7. Offeror's cost proposals will be evaluated independently. 8. Offerors may take exception and/or propose additional language to the Standard Terms and Conditions that have been attached to this RFP. 9. Interviews and presentations are held at the options of the UDOT. 10. Proposals will not be accepted after the time for submission of a proposal has expired. 11. The UDOT Division of Procurement Services does not guarantee any purchase amount under this Contract. 12. Proposals can be submitted electronically, through the bid system,. Offerors must BOTH certify AND submit their responses in order for their proposal to be be accepted by the bid system. 19 March 202419 March 202419 March 202419 March 202419 March 202419 March 202419 March 2024 Buyer Attachments 1. 1. RFP General Information- Event Planner.doc 2. 2. Standard Terms and Conditions- Services- with check fields.docx 3. 3. Form- Cost Proposal Form.doc 4. 4. Sample Proposal Evaluation Scoresheet.doc 5. 5. Form- Business Confidentiality- check fields.doc 6. 6. Form- Supplier Information (1).doc 7. 7. Form- Supplier- W-9.pdf 8. 8. Changing Your Time Zone.pptx 19 March 202419 March 202419 March 202419 March 202419 March 202419 March 2024 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE2NTY3LTE1ODI1ODIxNjkxLiBSRlAgR2VuZXJhbCBJbmZvcm1hdGlvbi0gRXZlbnQgUGxhbm5lci5kb2M%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE2NTY3LTE1ODI1ODE5NzYyLiBTdGFuZGFyZCBUZXJtcyBhbmQgQ29uZGl0aW9ucy0gU2VydmljZXMtIHdpdGggY2hlY2sgZmllbGRzLmRvY3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE2NTY3LTE1ODI1ODE2ODAzLiBGb3JtLSBDb3N0IFByb3Bvc2FsIEZvcm0uZG9j&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE2NTY3LTE1ODI1ODE0MzE0LiBTYW1wbGUgUHJvcG9zYWwgRXZhbHVhdGlvbiBTY29yZXNoZWV0LmRvYw%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE2NTY3LTE1ODI1ODIxMTY1LiBGb3JtLSBCdXNpbmVzcyBDb25maWRlbnRpYWxpdHktIGNoZWNrIGZpZWxkcy5kb2M%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE2NTY3LTE1ODI1ODI0MDA2LiBGb3JtLSBTdXBwbGllciBJbmZvcm1hdGlvbiAoMSkuZG9j&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE2NTY3LTE1ODI1ODExODg3LiBGb3JtLSBTdXBwbGllci0gVy05LnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjE2NTY3LTE1ODI1ODIxNzI4LiBDaGFuZ2luZyBZb3VyIFRpbWUgWm9uZS5wcHR4&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1: Acceptance of Prerequisites Instructions: 1.1 Is Offeror presently or has Offeror ever been debarred, suspended, proposed for debarment, or declared ineligible by any governmental department or agency, whether international, national, state, or local? If yes, Offeror must provide a statement regarding its debarment or suspension. 1.2 Is Offeror an employee of the State of Utah? If yes, then Offeror must submit an external employment form signed by its manager at the State of Utah. 1.3 Offeror acknowledges that it must acquire and maintain all applicable federal, state, and local licenses before the contract is entered into. Licenses must be maintained throughout the entire contract period. Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise shall be registered with the Utah State Division of Corporations and Commercial Code. NOTE: Forms and information on registration may be obtained by calling (801) 530-4849 or toll free at 877-526-3994, or by accessing: www.commerce.utah.gov. 1.4 Offeror acknowledges that it has uploaded a document providing a point-by-point response to the following prerequisites: the mandatory minimum requirements prerequisite, the technical requirements prerequisite, and any other prerequisite that required a document to be uploaded. Group 2: Vendor Information Instructions: 2.1 Please provide your firm's legal company name. 2.2 Please provide your federal tax identification number? (If the vendor is sole proprietor please do not provide your social security number.) 2.3 Please provide your firm's contact information for this contract, including the name, phone number, and email address of your firm's authorized representative. 2.4 Please provide your ordering address and the remit to address. Please clearly identify each address. 2.5 Please provide your firm's State of Utah Sales Tax ID Number. 2.6 Identify your firm's type of business. 2.7 Does your firm assert a claim of business confidentiality for any of the following information submitted in response to this solicitation? If yes please attach the following business confidentiality claim as part of your bid. In addition, please attach a redacted copy of any document that contains confidential information. 2.8 Vendor acknowledges that all agreements for services entered into during the duration of this Contract whose performance and payment time frames extend beyond the duration of this Contract shall remain in effect for performance and payment purposes (limited to the time frame and services established per each written agreement). No new rentals, maintenance or other agreements for services may be executed after the Contract has expired. 2.9 Vendor certifies that the procurement item it provides meets or exceeds the specifications/product requirements provided in this RFP. 19 March 202419 March 202419 March 202419 March 202419 March 2024 Product Line Items Product Line Items There are no Items added to this event. 19 March 202419 March 202419 March 202419 March 2024 Service Line Items Service Line Items There are no Items added to this event. 19 March 202419 March 202419 March 2024