McDowell County Schools is seeking proposals from qualified vendors to provide lodging and training facilities for various upcoming conferences. The proposal should include rates for lodging and training spaces, excluding any food or beverages. McDowell County Schools will provide its own projectors for all teaching sessions.

Scope of Services:

The required services include:

• Lodging Facilities: Comfortable accommodations for conference attendees, including educators and staff. Proposals should include room types, capacities, and rates.

• Training Facilities: A suitable venue to host multiple conference sessions as listed for each conference in table below.

  • Each facility must include space for lectures, workshops, and collaborative sessions.

    • Requirements:

      • Classroom-style setup

      • Audio-visual capabilities (excluding projectors)

      • Adequate seating capacity to accommodate conference attendees

      • Adequate lighting, power, and Wi-Fi access

Requirements:

• Lodging:

  • Single, double, or group occupancy rooms (please specify availability and rates)

  • Proximity to the training facility (on-site or nearby)

  • Check-in and check-out flexibility to accommodate conference schedules

• Training Facilities:

  • Space to comfortably accommodate the number of participants listed on the table below.

  • Must allow for McDowell County Schools to set up their own projectors

  • Availability of necessary amenities such as tables, podium, and chairs

  • On-site technical support during conference hours

Conference Dates Needed (Each RPF must be submitted separately.)

• October 25-27, 2024 which will need to include 2 large meeting rooms with the capacity for 50 in each for the three days in rounds. Lodging for 100 participants for two nights.

• November 8-10, 2024 which will need to include 1 large meeting room with the capacity for 25 for the three days in rounds or a U-shape. Lodging for 18 participants for the two nights.

• December 13-15, 2024 which will need to include 1 large meeting room with the capacity for 25 for the three days in rounds or a U-shape. Lodging for 18 participants for the two nights.

• February 7-9, 2025 which will need to include 1 large meeting room with the capacity for 25 for the three days in rounds or a U-shape. Lodging for 18 participants for the two nights.

• March 14-16, 2025 which will need to include 1 large meeting room with the capacity for 30 for the three days in rounds or a U-shape. Lodging for 27 participants for the two nights.

• April 4-5, 2025 which will need to include 1 large meeting room with the capacity for 25 for the three days in rounds or a U-shape. Lodging for 18 participants for the two nights.

Exclusions:

No food or beverage services are required as McDowell County Schools will not be purchasing these from the facility.

Submission Requirements:

Proposals should include:

• Lodging Rates and Details:

  • Room types (single, double, suite, etc.)

  • Rates per room, per night

  • Check-in and check-out times

• Training Facility Details:

  • Capacity and layout options

  • Available amenities and technical support

  • Audio-visual equipment available (excluding projectors)

• Cost Breakdown:

  • Total cost per day (lodging and training facility charges)

  • Any additional fees or charges that may apply (taxes, service fees, etc.)

• Company Information:

  • Legal name of the organization

  • Contact person, email, and phone number

  • History of similar services provided

• Insurance and Licensing:

  • Proof of liability insurance

  • Any necessary permits or licenses to operate

  • 2024 W-9

  • Vendor Registration Form Completed

Evaluation Criteria:

Proposals will be evaluated based on:

• Compliance with the RFP requirements

• Pricing and overall value

• Quality and capacity of lodging and training facilities

• Vendor’s experience with similar events

Proposal Submission Deadline:

All proposals must be submitted by October 1, 2024 to the following email or physical address:

Contact:
McDowell County Schools
Attn: Amanda Peyton
900 Mount View Road Welch WV 24801
afragile@k12.wv.us
304-436-8441

Timeline:

• Submission Deadline: October 1, 2024

  • A vendor may submit RFPs for single or multiple conference dates.

• Vendor Selection: October 2, 2024

McDowell County Schools reserves the right to reject any or all proposals or to accept the proposal deemed most advantageous.

For further inquiries, please contact Amanda Peyton at afragile@k12.wv.us

By submitting a proposal, vendors agree to the terms and conditions outlined in this RFP.