Specifications include, but are not limited to: The Navajo Department of Workforce Development (NDWD) invites qualified firms to submit proposals for accommodation of Conference facilities with audio/visual equipment, catering services, and lodging. NDWD intends to enter into a Professional Service Contract with a responsible and qualified firm to accommodate these services for the 2023 Winter Employee Conference from Monday, December 4, 2023, to Thursday, December 7, 2023. A. Lodging Accommodations for 55 individuals. i. A total of 50 rooms will need to be blocked – one person per room. ii. 22 Rooms (Pay on own): Check-in: Monday, December 4, 2023 Check-out: Thursday, December 7, 2023 iii. 28 Rooms (pre-paid contract): Check-in: Monday, December 4, 2023 Check-out: Thursday, December 7, 2023 iv. 5 Rooms (Pay on own): Check-in: Saturday, December 2, 2023 Check-out: Friday, December 8, 2023 v. Federal per diem rate per room. vi. Include all applicable sales/lodging sales taxes. vii. Identify number of complimentary rooms/suites if applicable. B. Meals for 55 individuals. i. Federal per diem rate for lunch inclusive of tax and fees per person. ii. December 5 and 6, 2023. iii. Vendor shall provide a prosed menu for both lunches. C. Refreshments for 55 members. iv. Cost of morning refreshments per person for Three Days December 5-7, 2023 v. Cost of mid-morning refreshments per person for Two Days: December 5-6, 2023 vi. Cost of afternoon refreshments per person for Two Days: December 5-6, 2023 vii. Cost of evening refreshments per person for Three Days: December 4-5, 2023 viii. Vendor shall provide iced water and drinking glasses for all meeting rooms. ix. Include all gratuities and applicable taxes. x. Vendor shall provide a prosed menu for refreshments. D. Conference Facilities: i. General Assemblies that seat 60 with stage for 3 days: December 5-7, 2023 ii. 4 breakout rooms that seat 20 classroom style for 2 days: December 5-6, 2023 iii. Office space and Storage for 7 days: December 2-8, 2023 iv. Microphone, Podium, screen, and projector for general assembly and each break-out room. v. Wireless microphone, Podium, large screen, and projector for general assemblies and evening events. vi. Wi-Fi access in all conference rooms. vii. Include all applicable taxes.
