Ag in the Classroom State Summer Conference

The Oklahoma Department of Agriculture, Food, and Forestry is soliciting bids for facility rental and catering services for the Ag in the Classroom State Summer Conference, scheduled for July 12–13, 2027, in the Oklahoma City or Edmond vicinity. The required venue must provide one main room for 275–300 people in rounds, 7–9 breakout rooms for 30–50 people in classroom style, and space for 15–25 vendor tables. Mandatory deliverables include A/V equipment such as microphones, podiums, screens, and projectors, as well as catering consisting of continental breakfasts, buffet-style lunches, and water stations. The event schedule includes a partial set-up on July 12 from 3:00 p.m. to 7:00 p.m. and a full-day event on July 13 from 6:30 a.m. to 6:00 p.m. The contract will be awarded based on best value, with evaluations considering the number of requested exceptions to state terms, early payment discounts, and the bidder's financial responsibility. Bidders must submit their proposals through the Oklahoma Supplier Portal and include required documentation such as Form CP076, Non-Collusion Form CP004, and a detailed executive summary. Successful suppliers must maintain comprehensive insurance, including at least $2,000,000 in general and automobile liability, and adhere to strict data security and legal compliance standards. Payment terms are net 45 days, and the supplier must accept payment via purchase card. All deliveries are considered free on-board destination, and the supplier is responsible for all shipping and handling fees.