PRF86 Conference Room Space for DCR Leadership Academy

This Request for Proposal (RFP) is posted by the Department of Conservation and Recreation for the procurement of a vendor to provide conference facilities for hosting the agency’s 2027 Leadership Academy over a two day period in Spring 2027, along with catering services and hotel accommodations.

DCR Leadership Academy draws staff from across the state of Massachusetts for a one day professional development training event. Facilities will also be needed for the day before, to accommodate setup.

Temporary rental of conference space (such as hotels, convention centers, conference centers, etc.) with the added ability to also provide food catering services and hotel accommodations, to support DCR training and professional development conference

**Anticipated Completion of Project:** April 14, 2027

DCR will need a total of two consecutive days. The first day will be needed to set up and the following day will be for the Academy. The date preference is for two consecutive days between March and May 2027.

• Anticipated Attendance: Up to 300 participants
• One plenary space capable of accommodating a minimum of 250 participants at round tables for 8 – 10 people. Plenary space should have a stage approximately 10 x 15 feet.
• Seven to Ten break out rooms. Break out rooms may be of varying sizes ranging from 30 – 50 people and should be capable of accommodating various types for room arrangement including classroom, theater, or other arrangement.
• Registration Area: The agency needs an area outside of the plenary space and breakout rooms for registration and to accommodate 15-20 tables for displays.
• Breakfast: The vendor must have available for purchase by Academy participants upon arrival at Academy coffee, tea and breakfast items, and provide a mechanism for individual participants to pay the vendor directly.
• Lunch: Option A is concession basis lunch service; Option B is an advance guaranteed purchase for approximately 200+ participants. The vendor must provide gluten free options.
• Overnight Accommodations: Some participants may choose to privately purchase overnight rooms for one or two nights of the conference. Please specify the room rate.
• Audio/Visual: The agency will need AV equipment for each room - a LCD projector, a laptop and a screen.

Responses (bids/quotes) are to be submitted to DCR electronically via the “Create Quote” function contained in Commbuys system. If you are a vendor on PRF86 and have not registered on Commbuys, you are required to do so.

**Evaluation Criteria:** Responses will be evaluated according to the following criteria:

• Ability of goods and services offered to meet DCR conference space needs for up to 300 guests;
• Prior history providing goods and services to DCR;
• Competitive discount pricing for increased quantities.

Please ensure that your vendor fee schedule included with this proposal matches that which is posted by OSD for this contract. If the fee schedule exceeds that which is posted, your bid will be disqualified.

Responses found to be incomplete may be disqualified/excluded from evaluation.

Estimated Award Date: Tuesday November 24, 2026