2013 Conference RFP

REQUEST FOR PROPOSALS (RFP)
to Host the 2013 Annual Conference of the
National Association for Civilian Oversight of Law Enforcement (NACOLE)

A. Introduction

The NACOLE Board of Directors (“Board”) invites proposals for the four (4) day NACOLE Nineteenth
Annual Conference to be held in September or October of 2013 and a three-day planning meeting to be
held by the NACOLE Board of Directors in January or February of the same year. The Conference has
attracted more than 250 participants representing such countries as the United States, Canada, Northern
Ireland, Norway, Nigeria, South Africa, Belgium, Brazil, Australia and Austria. NACOLE conferences
have provided extensive workshops, training sessions, panel discussions and plenary presentations to
further the professional development of those involved in civilian oversight of police. NACOLE has
worked to ensure that conferences are held in various regions of the United States in order to meet the
needs of its geographically diverse membership and provide access to the opportunities afforded by the
conference.

Some of the goals of NACOLE in holding annual conferences are to provide:

 Specific, up to date, training workshops for oversight practitioners, members of government
entities that are concerned with and/or oversee police departments, community members and
members of police departments
 Opportunities to meet and interact with leaders in the civilian oversight community regarding
current topics in oversight
 Educational and organizational materials to bring back to your community
 Information on what communities need to know to establish or refine an oversight system
 Strategies for countering resistance to oversight
 Dialogue between citizens, law enforcement personnel and civilian oversight professionals
In addition to the expected financial and business rewards that come with bringing any conference to a
locale, the NACOLE annual conference provides a unique opportunity to the host city to highlight
existing or emerging civilian oversight programs in your area.

The Board is interested in amenities that will offer conference participants comfortable meeting facilities,
walking-distance proximity for conference programs, common areas for relaxation and socializing and
opportunities for local dining, “tourist” activities and easy accessibility for those arriving by air.

The Board will select the host city based on ALL information provided. All portions of the submitted
proposal will be reviewed and evaluated. However, it is the proposal in its totality that will guide the
Board of Directors in their final determination. PLEASE ENSURE THAT ALL TOPICS IN
ADDENDUM A ARE ADDRESSED BY THE HOTELS SUBMITTING BIDS. FURTHERMORE,
PLEASE ALSO NOTE THAT IT MAY BE HELPFUL TO COORDINATE WITH A LOCAL
OVERSIGHT AGENCY; HOWEVER, THIS IS NOT A REQUIREMENT.

This RFP provides instructions and procedures for submitting a proposal to host the NACOLE 2013
Annual Conference.

B. Proposal Submission Requirements

Proposals must include a cover letter summarizing your proposal. Additional information not covered by
any of the below required sections may be attached as necessary.

Proposals submitted via electronic mail (e-mail) must be sent in either Microsoft Word or Portable
Document Format (PDF). If Microsoft Word is used, completed signature pages must be scanned and
attached to the e-mail. Electronic proposals shall be sent to cmcellhiney@gmail.com.

Proposals may also be mailed to NACOLE at the following address:

Attn: Ms. Cameron McEllhiney
Special Projects Coordinator
NACOLE
P.O. Box 1737

Indianapolis, IN 46206-1737
**Only one copy of a proposal is necessary. It is not necessary to submit a paper and electronic copy**
C. Deadline for Proposal Submission
The deadline to submit proposals is MARCH 15, 2012.
D. Approval Process/Deadline for Selection of Host City

The NACOLE Board of Directors will review all proposals properly submitted. The Board will then
select the host city and inform, in writing, all parties submitting proposals of the Board’s final decision by
May 1, 2012. All information/items provided by the prospective host jurisdiction will be considered by
the Board.

E. Local Support & Regional Representation

The proposal should include information about any additional organizations, or agencies equivalent to
your civilian oversight system, that will provide support for your effort to host the Annual Conference.
Types of supporting organizations may include, but is not limited to, oversight and other governmental
agencies, universities, law firms and private foundations. Your regional representatives, including elected
officials, should also support your proposal. Their support will enhance your efforts for a successful
conference. Representatives of these organizations and the designated conference coordinator submitting
the proposal should sign the last page of the proposal form.

F. Assistance

All NACOLE Board members are available to assist you and can be contacted with questions about the
proposal process. Contact information for Board members is available on the NACOLE website,
www.nacole.org. NACOLE’s Conference Coordinator, Cameron McEllhiney, is also available to assist
you with any specific questions that you may have about conference logistics and content at: 317-697-
0695 or cmcellhiney@gmail.com.

G. Assumption of Responsibility for Promised Levels of Support

NACOLE expects that cities/locales submitting proposals for consideration to host a NACOLE Annual
Conference will provide NACOLE, its Board of Directors and Conference Coordinator proper levels of
support through the proposal submission and review process. Further, if selected, NACOLE expects the
host city, local committee and supporting organizations to follow through on all commitments outlined in
the host city’s initial proposal. If an obligation cannot be met, the host city must provide a written
explanation as to why it is unable to meet that particular commitment. NACOLE will not assume any
responsibility for failure to meet any contractual, financial or other commitment entered into by or on
behalf of the host city and its representatives.

H. Incomplete or Invalid Proposals

NACOLE reserves the right to reject, in part or in whole, incomplete or invalid proposals. Further,
NACOLE may, at any time, request additional information from all parties, including any named regional
representative, local committee member or supporting organization, submitting proposals to assist with its
review and evaluation of proposals.

I. Information to be Provided in Proposal
1. Sponsoring Organizations:

a. _____________________________________________________
b. _____________________________________________________
c. _____________________________________________________

2. Conference Location and Dates:

The conference site must have a meeting room that can accommodate 250+ people classroom style
seating for general sessions and breakout rooms that will accommodate no less than 120 people classroom
style seating. Furthermore, the host hotel (and hotels in the area) should be able to provide no less than
475 room nights for conference participants. (See Addendum A, Hotel, Meeting Space and Related
Requirements)

Location (city & conference center/site or suggested hotel(s) :

____________________________________________________________

NACOLE normally holds its Annual Conference over a five-day period during the fall (typically
September or October).

Suggested Start Date & Time: ___________ End Date & Time: ____________

3. Host City Profile:

Describe the civilian oversight mechanism of the host city. Provide a profile of the host city and
surrounding areas that may be of interest to conference attendees. Indicate if any part of the conference,

excluding pre- and post-conference tours, is in another location such as an adjacent town. A video of the
host city and conference facility, in addition to the profile, will be accepted but is not necessary.

4. Financial Contribution:

Describe the host city’s financial contribution or seed money that will be available. Also describe any
other donations, in-kind or otherwise, or sponsorships that may be obtained. This may include the
copying and printing of materials, sponsorship of receptions or luncheons, scholarships for community
members or law enforcement officers to attend all or part of the conference, sponsorship or donation of
conference materials such as bags or name badges or the sponsorship of a Keynote Speaker. Please note
that the Board of Directors reserves the right to approve those items sponsored or donated.

State whether the amount of the money proposed is ready and available to be set aside for the 2013
conference at the time of NACOLE’s official announcement of the host city, or at least one year prior to
the conference date. The announcement will be made at the 2012 Conference to be held October 14, 2012.

State whether any proposal requires an approval by officials other than the conference hosts. If additional
approval is needed, indicate who would decide that matter and when approval would be obtained.

5. Additional Resources:

Describe your plan to obtain additional resources for the conference from other supporting organizations.
These resources would include, but not be limited to, in-kind donations such as printing.

6. Lodging & Food:

List the proposed/projected hotel costs (i.e., price per room night, conference meeting spaces and audio
visual). Please also list local lodging and restaurant accommodations that will meet the needs of the
anticipated number of participants. (See Addendum A, Hotel, Meeting Space and Related Requirements)

7. Transportation:

Please list available transportation (e.g., accessible airport(s), major airline carriers, trains, buses, trolleys,
taxis, and hotel parking for both guests and daily visitors to the conference) in the area. Please also
include the distance and available transportation (and its cost) from the nearest international airport.
Providing the cost of traveling to your city from other major cities, although not required, would help the
Board in its review of proposals.

8. Additional Activities:

Please list possible tours, special events and/or receptions to be offered to attendees and identify local
attractions and points of interest. If there are special events scheduled in the host city during the proposed
conference dates, please list the event(s) and date(s).

9. Promotion of the Conference:

Attach an outline of your plan for the promotion of the 2013 Conference. This should include any
promotional ideas that may be especially appropriate for the proposed site.

10. Signatures:
Designated Local Conference Coordinator:

Name________________________________________________________________
Title (other than coordinator or representative)________________________________
Signature______________________________________________________________
Date______________________________

Telephone ______________________ Facsimile No.___________________________

Email_________________________________________________________________

Local Co-Coordinator:

Name_________________________________________________________________
Title__________________________________________________________________
Signature______________________________________________________________
Telephone No____________________ Facsimile No. __________________________
Email_________________________________________________________________

Signature of Those Representing Supporting Organizations:

Name_________________________________________________________________
Title__________________________________________________________________
Organization___________________________________________________________
Telephone No__________________________________________________________
Signature______________________________________________________________

Name_________________________________________________________________
Title___________________________________________________________________
Organization___________________________________________________________
Telephone No__________________________________________________________
Signature______________________________________________________________

ADDENDUM A
HOTEL, MEETING SPACE AND RELATED REQUIREMENTS

The following requirements relating to hotels, meeting space and related item will be considered as an
integral part of the overall proposal package. Successful host cities in the past have relied heavily on the
local Convention and Visitors Bureau or a similar organization to collect information from hotels
interested in bidding on the NACOLE Annual Conference. If any of the below requirements are not able
to be met, please indicate so (including why) in writing.

NAME OF SELECTED HOTEL(S) AND DATES BEING HELD BY THE SELECTED HOTEL(S)
_________________________________________ ________________________________________
GUEST ROOM/SUITE BLOCK:
The minimum guest room block for the four (4) day conference is 475 room nights.

ROOM RATES:

Provide pricing for single, double, double/twin, suites and special rooms. Bidders should be aware that
most attendees will be traveling on a government per diem.

ADDITIONAL ROOM OCCUPANTS:

There will be no additional charge for extra persons sharing rooms.

COMPLIMENTARY ACCOMMODATION:

One complimentary room night will be provided for every 40 paid room nights on a cumulative basis.

The complimentary allotment will be credited to the NACOLE Master Account based on actual pick-up
for the program's single accommodation contracted rate (plus applicable taxes) following our group’s
departure. All rooms, including those reserved after the cut-off date and over the block, will be included
in the base calculation.

Pre- and post-room nights (three (3) days prior to and three (3) days after the original program dates) will
be included in the complimentary calculation.

ADDITIONAL CONCESSIONS:

1. One (1) complimentary Hospitality Suite for the four-day period.
2. Twelve (12) complimentary room upgrades for length of stay of occupant.
3. Presenters will be authorized to bring in their own audio/visual equipment without additional charge.

CURRENCY / COMMISSION/ REBATES:

Specify the rate of commission or rebate on lodging that the hotel will pay NACOLE. A minimum rebate
of $15 per room night is requested.

RESERVATION PROCEDURES:

Individuals will be responsible for making their own individual reservations.

The Conference Rate will be extended to attendees for three (3) days prior and three (3) days following
the conference. The reservations cut off date shall not exceed 14 days from the first day of the
conference. However, if rooms are available after the cut-off date, they will be provided to conference
attendees at the group rate. There will be no additional charges for early departure or for late checkout.

MEETING AND FUNCTION ROOM REQUIREMENTS:

One room will be provided that will accommodate the general sessions of no less than 250 participants in
classroom style seating. In addition, NACOLE requires two breakout rooms that will accommodate no
less than 120 participants in classroom style seating and four breakout rooms that will accommodate 50
participants theater style. NACOLE requires that there is no additional charge for meeting space.

FOOD AND BEVERAGE:

Include food and beverage policies, including attrition policies, if any, menus and costs for coffee breaks,
lunches, banquets and other services. Bidding properties are informed that our past conference schedule
has included continental breakfasts, one luncheon, one on-site reception, morning and afternoon breaks
throughout and occasionally, a smaller reception for international guests.

BILLING ARRANGEMENTS:

Conference attendees will be responsible for all their own charges, (i.e., room, tax, meals, and incidental
charges). Individual guest accounts are payable at check out by cash or credit card. NACOLE will pay for
only those room charges authorized by our representative to be put on the master account.

Coffee breaks, luncheons, banquets and other services requested by NACOLE will be placed on the
NACOLE Master Account

DEPOSIT:

Specify the deposit policy.

CANCELLATION AND ROOMS ATTRITION POLICY:

Specify any cancellation and attrition policies.

FORCE MAJEURE:

Specify the Force Majeure provision that will be included in the final contract.

PLEDGE RELOCATE POLICY:

In the event that the hotel is unable to honor all guaranteed reservations for our group (for reasons that are
not events of force majeure-related), provide the relocation policy.

HOTEL CONSTRUCTION AND/OR REMODELLING:

Provide the policy of the selected hotel should any material construction or material remodeling occur
during the program dates.

INSURANCE:

NACOLE has no employees and operates no automobiles; therefore, NACOLE provides no automobile or
worker’s compensation insurance. Specify any other insurance requirements.

STORAGE & MATERIALS HANDLING:

The storage and handling of NACOLE materials will be provided at no additional charge by the selected
hotel.

OFFICIAL CONTRACTORS:

Provide availability and costs of a full-range of audio visual aids, including microphones, sound
equipment and videotape units.

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