Introduction and Background
Objective of RFP
The Pennsylvania Coalition Against Domestic Violence (PCADV) seeks proposals from hotels and conference centers in central Pennsylvania and its environs. PCADV hosts a bi-annual conference for its member programs and community partners. The representatives are community-based programs across the commonwealth that serve individuals and families affected by domestic violence. PCADV seeks a hotel or conference center with meeting rooms, overnight accommodation, full amenities, and business support to accommodate a 4-day conference activity. Our goal is to identify a hotel or conference center that will provide the best overall quality and value to PCADV. We understand that details may be subject to change upon discussion and/or suggestions of more optimal solutions. In your proposal, please feel free to suggest alternatives where appropriate.
PCADV: Brief History
The Pennsylvania Coalition Against Domestic Violence (PCADV) is a statewide collaborative membership organization committed to ending intimate partner violence and all forms of violence. A private, nonprofit 501(c)(3) organization with a statewide office in Harrisburg, PCADV was established in 1976 as the nation’s first state domestic violence coalition. Over the years, it has grown to form a network that includes 60 local domestic violence centers providing services to survivors located in all 67 Pennsylvania counties. The current staff complement at PCADV is approximately 40 individuals, and staff works remotely in a variety of locales. Its annual operating budget is currently $4,383,061. PCADV passes through an additional $24,301,689 to the community-based domestic violence centers for direct services and operating costs.
PCADV: Roles and Responsibilities
PCADV serves as the educational and advocacy arm of the domestic violence network in Pennsylvania. Coalition staff works with the local domestic violence centers to provide a broad range of domestic violence services to meet the needs of victims and their children by ensuring that services meet high standards of quality and relevance. Staff conducts skills-based training for service providers and volunteers, creates new models of service delivery, and provides ongoing technical assistance to assure the quality and integrity of services are culturally competent and accessible to all victims of domestic abuse. For over 40 years, PCADV has advocated for victims of domestic violence through the development and passage of legislation, strengthening legal protections; the promotion of public policies that meet the needs of victims and their children; and the pursuit of additional funding and support for domestic violence agencies to adequately respond to the ever-increasing requests for services and safety.
Statement of Need
PCADV strives to represent the diverse individuals we serve. Domestic violence affects people of all racial, cultural, and economic realities, although its effects are greater for people who face society’s prejudice and barriers to justice. PCADV expects its vendors to be able to interact effectively, respectfully, and responsively with people of different cultures and language needs – whether guests or their own staff.
PCADV’s conference occurs bi-annually. The conference is scheduled to take place over three days, with an additional in-service day for staff occurring the day prior. Thus, the hotel must have formal and informal meeting spaces, free Wi-Fi throughout, professional office services such as copying and faxing, conference phones, and full AV services and support. The hotel must have full banquet capabilities, with the ability to craft buffet or plated items for vegan, vegetarian, gluten-free, kosher, and halal guests.
The meeting attendees travel from almost every county in Pennsylvania and now include attendees from neighboring states and staff from around the country. The site must be easily accessible from major highways in all directions, have ready access to public transportation, and free parking. About one-third of our attendees require overnight accommodation for the evening before the meeting, and about two-thirds stay over the final night. The rest, and members of the PCADV coalition office in Harrisburg, travel back and forth.
A block of approximately 120 overnight rooms either with 2 double beds or one queen bed must be available for three nights. Room cancellation policies must be generous, as most of the attendees are responsible for domestic violence shelters, and emergencies do arise. On-site or nearby restaurants and bars are desirable.
Ideally, the hotel will be able to provide:
- Block of overnight rooms – First night (10 rooms), Second, Third, and Fourth night (approx. 120 rooms), overnight room cancellation without charge up to 24 hours prior to the event
- Meeting room for up to 300 people with Wi-Fi and full AV support
- Banquet room and meals for up to 300 people
- Six to Eight Small meeting rooms for up to 40 people
One Small meeting room for up to 20 people with a conference phone
- Other amenities and services as negotiated.
The Conference date is subject to availability. Ideally, we would be looking at November 2024, but would also consider dates in August, September, and October.
Scope of Work
- Meet with PCADV to discuss contract
- Establish direct bill account, develop contracts and BEOs with specifications and timelines
- Execute contracts with professionalism and superior customer service
- Adjust tax for non-profit status and invoice PCADV
PCADV is subject to GSA per diem rates based on location and will make adjustments, as needed. Additionally, PCADV typically budgets approximately $25,000 toward A/V support.
PCADV desires to have contracts in place before September 11, 2023.
Submission Guidelines and Requirements
The following guidelines and requirements apply to this RFP:
1. Only hotels or conference centers with the experience and capacity needed to complete the project (as outlined in the statement of need) may submit proposals.
2. Proposals must be submitted electronically and must be received by 5 p.m. ET on July 10, 2023.
3. Proposals must remain valid until Sept. 11, 2023.
4. Proposals must include:
(i) Overview of the hotel’s services, location, and amenities.
(ii) Available dates in April, May, October, or November 2024 that would satisfy the conference meeting conditions as previously outlined in the RFP.
(iii) Bios of key personnel who would be working with PCADV.
(iv) Competitive rate for overnight rooms, description of reservation and billing support procedures.
(v) A sample of prior clients with similar events, preferably those who are also nonprofit, including three specific references that we may contact.
(vi) Signature by a representative that is authorized to commit the organization to deliver the proposed services.
(vii) Standard set of engagement terms and conditions. All terms and conditions will be subject to negotiation.
Email your proposal in a pdf format to Mykal Duffy, PCADV Training Institute Manager, at firstname.lastname@example.org no later than July 10, 2023 at 5 p.m. ET.
Request for Proposal Issued: June 1, 2023
Deadline for Proposal Submission: July 10, 2023
Interviews with selected organizations: July-August 2023
Notification of Selection: Aug. 21, 2023
Commencement of Formal Relationship: Sept. 11, 2023
Evaluation and Selection Factors
PCADV reserves the right to select the organization that presents the best quality and value to PCADV, determined solely by PCADV in its absolute discretion. Selection criteria include, but are not limited to:
- Responsiveness to the requirements set forth in this RFP
- Organization and professionalism of the proposal
- Experience with similar projects
- Capacity to carry out the proposed project
- Project budget and timeline
- Understanding of domestic violence
Questions about this RFP may be directed to Jenna Harris, PCADV Executive Coordinator, at email@example.com or 717-545-6400 x123.