Specifications include, but are not limited to: A. Offerors must have the ability to furnish all labor, materials and resources to provide the facilities, lodging, food/beverage, and equipment needed for the 2024 “Building Bridges: Collaborative Approaches to Prevent Domestic Violence and Support Survivors” Conference. The Statement of Needs describes the minimum requirements needed by DCJS to conduct the conference. 1. Offerors shall have a well-maintained conference and exposition facility that meets all federal, state and local fire, health and ADA compliance codes, as well as building and safety codes. All meeting rooms shall be located in one (1) single building. 2. The Conference shall be held on two and a half consecutive days. Two concurrent post-conference training sessions shall be held on the afternoon of the final half-day. The dates for the Conference are October 7-9, 2024 (lodging arrival October 6, 2024). 3. The dates offered in all proposals must be reserved during the solicitation process. DCJS shall have right of first refusal for the conference and lodging rooms during the agreed upon event dates before an offeror enters into an agreement(s) with any other parties for the same dates. DCJS shall have a maximum of thirty (30) days to respond after receiving written notification from the offeror of any competing offer. B. Lodging Requirements: 1. DCJS anticipates the need for 60 single and double-occupancy rooms on Sunday, October 6 – Tuesday, October 8, 2024, all for non-local staff, presenters, and scholarship attendees. These rooms will be paid for on a master/direct bill and a rooming list will be provided. The room rate is not to exceed the GSA per diem lodging rate, exclusive of taxes. 2. DCJS anticipates the need for 115 additional single and double-occupancy rooms on Sunday, October 6 – Tuesday, October 8, 2024 for participants. The room rate is not to exceed the GSA per diem lodging rate, exclusive of taxes. These rooms will be reserved and paid for by Conference participants. DCJS will not be responsible for any costs associated with the lodging for conference participants. C. Additional Lodging Requests/Requirements: 1. Within three (3) business days of receiving DCJS’s Purchase Order, the contracted facility shall provide the phone number for reservations, the group on-line reservations link, and the cut-off date for holding all rooms. 2. The contracted facility shall adhere to any CDC, AHLA, and state and local health guidelines in place at the time of award. 3. The proximity of on-property restaurant(s) or food service and lounge areas should be located far enough away that the areas near sleeping rooms are quiet during evening hours. 4. The contracted facility should only charge for lodging rooms occupied. Offerors should include information in their proposal addressing any fees or charges for reserved rooms that are not occupied. 5. The contracted facility shall be responsible for tracking all sleeping room reservations made against the room blocks for both the master/direct-bill and for individual-pay reservations. 6. The contracted facility must allow for reservation name changes. 7. The contracted facility shall provide DCJS with lodging confirmation lists upon request, listing individuals by last name. 8. For rooms not master/direct-billed, the contracted facility must require payment from each individual and should accept, at a minimum, American Express, Visa, and MasterCard charge cards. Reservations and payment for lodging shall be handled directly between the individuals and the contracted facility. The contracted facility shall not pre-bill any room charges to individual credit cards prior to check-in. 9. The contracted facility should provide “green” options for lodgers. For example, a lodger could request that sheets, towels, etc. not be changed each day to reduce the need for washing. In addition, the contracted facility may offer other environmentally friendly practices, including “reduce, reuse, and recycle” initiatives in performance of the contract. 10. Elevator access is required to all sleeping rooms located in a multi-floor facility.
