The State of Oregon is seeking proposals for the 2027 Oregon Emergency Preparedness Conference. The contract will be for a conference venue providing lodging, catering, and meeting spaces for approximately 400 attendees. Key requirements include specific meeting room capacities, accessibility compliance (ADA), and adherence to US General Services Administration (GSA) per diem rates for lodging and meals. Proposals will be evaluated based on technical merit and price. The submission deadline is July 22, 2026. All communications must be directed to the Single Point of Contact (SPC).
The conference is anticipated to run from Tuesday to Thursday, with optional pre/post-conference activities on Monday and Friday. Specific dates are preferred as April 5-9, ****, ****, or ****, 2027. Alternate dates in May 2027 may be proposed if preferred dates are unavailable. The conference is to develop partnerships and skills necessary to improve Oregons capabilities to protect the public through prevention, mitigation, preparedness, response and recovery from emergencies, disasters, and threats.
Payments will be made for completed and accepted deliverables and services, according to the payment schedule in Exhibit A (Statement of Work). Invoices must detail services performed, dates, personnel, and itemize expenses. Agency will not pay or reimburse any expenses incurred by contractor during the completion of the services except as authorized in the statement work or elsewhere in this contract.
Contractor warrants that services will materially comply with descriptions and specifications, and deliverables will be free of liens and encumbrances. Contractor has the skill and knowledge possessed by well-informed members of its industry, trade or profession and contractor shall apply that skill and knowledge with care and diligence to perform the services in a professional manner and in accordance with the highest standards prevalent in contractors industry, trade or profession.
Proposals will be evaluated based on a scoring system: Technical Proposal (70 points), Price Proposal (20 points), and Company Profile/Executive Summary/Financial Fiscal Stability (10 points). The state of oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.
Proposers must demonstrate the ability to provide conference space, lodging, and catering for 400 attendees, with specific meeting room requirements and ADA compliance. Proposer must be able to meet the minimum qualifications for each of the following required minimum qualifications: proposers proposal must clearly demonstrate their ability to provide: conference space, hotel lodging, and catering services are available onsite.
Failure of deliverables to meet acceptance criteria after a second submission will constitute a default, allowing the agency to pursue remedies for default. Failure of the deliverables to have the characteristics or meet in all material respects the acceptance criteria set forth in the statement of work after the second submission will constitute a default by contractor.
Protests to the RFP must be received by the due date identified in the schedule. Protests to an amendment must be received by 5:00 p. m. Pacific Time on the second business day following the amendment's issuance. Protests to rfpprospective proposer may submit a written protest of anything contained in this rfp, including but not limited to, the rfp process, specifications, scope of work, and the proposed sample contract.
Proposals may be rejected if the proposer fails to substantially comply with RFP procedures, has delinquent debt to the state, fails to meet responsibility requirements, or makes inappropriate contact with state representatives. Proposer fails to substantially comply with all prescribed rfp procedures and requirements, including but not limited to the requirement that proposers authorized representative sign the proposal.
