Title
Event Space for Meetings and Conferences Qualified Vendors List - RFQu-22-MSD-73 (Ordinance S-49675)
Description
Request to authorize the City Manager, or his designee, to approve a Qualified Vendors List (QVL) and enter into agreements with responsive offerors to provide entertainment venues, meeting and conference facilities to host various types of events for the Human Services Department. The QVL will not exceed $1,500,000. Further request to authorize the City Controller to disburse all funds related to this item.
Report
Summary
The Human Services Department (HSD) provides comprehensive social services to improve the quality of life for Phoenix residents. HSD has five divisions: Business and Workforce Development, Community and Senior Services, Education, Management Services, and Victim Services, as well as provides administrative support for the Office of Homeless Solutions. HSD has an ongoing need to convene various types of events for which entertainment venues and event center facilities will be needed. Depending on the event, facility needs will range from 50 to 600 attendees. Examples of events include Head Start parent training, teacher conferences, volunteer events and senior activities. All events will take place in Phoenix, Ariz.
Procurement Information
On Jan. 21, 2023, a Request for Qualifications procurement was conducted in accordance with City of Phoenix Administrative Regulation 3.10.
Two offers were received March 3, 2023. Both were deemed responsive and responsible to the solicitation requirements. An evaluation panel comprised of City staff evaluated the offers based on the following criteria with a maximum possible point total of 1,000:
- Facility Set-up (400 possible points)
- Facility Accommodations (300 possible points)
- Accessibility (300 possible points)
After reaching consensus, the evaluation panel recommends the following offerors be added to the QVL:
- Sodexo America, LLC dba Desert Willow Conference Center - 775 points
- C&A Events, LLC dba Versalles Palace - 602 points
Contract Term
The QVL will be in effect on or about May 2, 2023, for a five-year term with no options to extend.
Financial Impact
Expenditures shall not exceed $1,500,000 over the life of the QVL. Funding is available from all of HSD’s funding sources.
Concurrence/Previous Council Action
The Head Start Birth to Five Policy Council recommended approval of this item on Jan. 9, 2023, by a vote of 14-0.
Department
Responsible Department
This item is submitted by Deputy City Manager Gina Montes and the Human Services Department.