The Contractor shall provide event venue space, lodging rooms, food and beverage services, and basic audiovisual equipment (if available through venue) as outlined per projected event, as well as at least the following services for each projected event over the course of the procurement period: Meeting space(s), including breakout rooms; Staging with pipe and drape in main session meeting spaces Property-wide Wi-Fi and hardwired internet access in meeting rooms; Guest rooms at or below the prevailing State Government per diem rates (as applicable with annual per diem changes); Food and beverage services; Basic audiovisual equipment, including, but not limited to projectors, screens, cables, and carts, microphones, as well as allowance of third-party AV vendors/equipment that will tie into the venue's house sound at no cost or penalty. Include pricing for AV equipment and if any would be at no charge. B. TECHNICAL SPECIFICATIONS 1. Organizational Experience Offerors must: a) thoroughly describe how Offeror has supplied expertise for similar contracts with state government agencies, including the extent of experience, expertise and knowledge as an event venue. Private sector events will also be considered. b) indicate what similar work has been performed in the last two year, and what percentage of business has been for state government. 2. Mandatory Specifications Contractor shall provide the following: a) The venue must include a final estimate for all charges, including but not limited to sleeping rooms on the group master, F&B charges, hard-wired Wi-Fi, set up fees, use of house sound, any charges for use of hotel screens, service charge and tax. b) A defined food & beverage (F&B) minimum. c) Confirm whether catering is on-site or by an outside catering company. d) Accommodate dietary restrictions and allergies; explain protocols, training, and responsibilities for serving allergen free food. e) Banquet menus and pricing not to exceed more than 3% annually. f) Tablecloths on all tables (refreshed daily); skirting on all 6- or 8-foot tables. g) No parking, resort, or amenity fees; no “junk fees”. h) Statement of the current hotel tax, gross receipts tax, and service charge. 27 i) Complimentary high-speed Wi-Fi; pricing for hard wired internet. j) Access to the meeting rooms the day prior to the event for set up. k) Breaks set outside the meeting rooms. l) Complimentary stages and podiums. m) Provide floor plans that include dimensions for meeting rooms and preconference areas. n) No less than 20% attrition on sleeping rooms and counted for the entire stay, not per night. o) Unused and canceled rooms in group’s block that are resold will reduce attrition charges. p) No fee to an outside AV vendor that CEI contracts with, and no fee for CEI to bring in its own AV staff and equipment.
