PRF86 Conference Room Space for DCR Leadership Academy

The Massachusetts Department of Conservation and Recreation is soliciting pricing and availability for conference facilities to host the 2027 Leadership Academy. The event is scheduled for two consecutive days between March and May 2027, with a preference for the first or second week of April, and an anticipated project completion date of April 14, 2027. This solicitation is limited to PRF86 Category 4 vendors, who must submit their responses electronically via the Commbuys system by November 17, 2026. The required facilities must accommodate up to 300 participants and include a plenary space for at least 250 people, an accessible stage, and seven to ten breakout rooms for 30 to 50 people each. Additionally, the vendor must provide a registration area with space for 15 to 20 display tables, AV equipment including LCD projectors, laptops, screens, and easels for each room, and catering options for breakfast and box lunches. Optional overnight hotel room rates for participants are also requested. Evaluation will be based on the ability to meet the space needs for 300 guests, the vendor's prior history with the DCR, and the provision of competitive discount pricing for increased quantities. To avoid disqualification, vendors must ensure their submitted fee schedules match those posted by the OSD. The primary point of contact for this solicitation is Karim Glasgow, with Mary Cardwell serving as the ship-to contact.