SOLICITATION NOTICE
X -- 2014 Udall Foundation - Scholar Orientation
- Notice Date
- 8/27/2013
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Morris K. Udall Foundation, Office of the Director, Office of the Director, 130 S. Scott Avenue, Tucson, Arizona, 85701
- ZIP Code
- 85701
- Solicitation Number
- SO_2014_ED080514
- Archive Date
- 10/5/2013
- Point of Contact
- Paula Randler, Phone: 520-901-8564, Jane Curlin, Phone: 520-901-8565
- E-Mail Address
-
randler@udall.gov, curlin@udall.gov
(randler@udall.gov, curlin@udall.gov)
- Small Business Set-Aside
- Competitive 8(a)
- Description
- Solicitation Number: SO_2014_ED080514 Notice Type: Solicitation Synopsis: The Udall Foundation, Tucson, Arizona has a requirement for a 2014 Scholar Orientation event August 5-10, 2014: Quote must have these exact dates available. It is estimated to be approximately 2 conference and 8-9 breakout rooms to accommodate 80 people, AV support package requirements and breakfast, lunch, snacks and beverages for each day. All facilities and adequate parking should be at one location. Pricing shall be quoted per day. The Hotel or venue must be within 25 miles of Tucson International Airport, Tucson, AZ. The hotel or venue must be rated 3-star or higher by the guest ratings at www. hotels.com. Full details will be provided in the solicitation. Solicitation SO_2014_ED080514 will be available on or about August 27, 2013 on the Federal Business Opportunities (FBO) website (https://www.fbo.gov) and Offer Due Date/Local Time is September 20 at 1200 MST. For information on how to register your company on FBO, to view or receive updates and notifications to the solicitation, please reference the FBO Vendor Guide located on the FBO web site home page. Paper copies of the solicitation will be furnished if requested from the individual identified below. Prospective contractors must be registered in the System for Award Management Database (www.sam.gov), prior to award of a government contract. Registration requires applicants to have a DUNS number. Recommend registering immediately in order to be eligible for timely award. Contracting Office Address: 130 S. Scott Avenue, Tucson, AZ 85701 Place of Performance: 130 S. Scott Avenue, Tucson, AZ 85701 Point of Contact(s): Paula Randler (520) 901-8564 Notice Type: Solicitation Posted Date: August 27, 2013 Response Date: September 20, 2013 Statement of Work The Contractor shall provide all registration event space, general session conference rooms, breakout rooms, audio visual support and equipment, materials, supervision, meals, beverages and services necessary to execute the Scholar Orientation on Tuesday-Sunday, August 5-10, 2014 from 6:00 a.m. - 10:00 p.m. Quotes will only be accepted if all dates are available. The Udall Scholar Orientation takes place each August in Tucson, Arizona and brings Udall Scholars, alumni, faculty representatives, Udall family members, and Foundation staff together to network, share ideas, hear from distinguished leaders, and see, first hand, what it means to be a part of the Udall legacy. There will be only adult attendees. The proposal shall include a detailed description, map or layout of the facility's conference rooms, including dimensions and illustrate how the facility intends to meet the statement of work requirements. The Udall Foundation will not be charged for any items and/or services that go unused during this event. This is to include but not limited to meals and audio/visual components. •1.0. Description of Services: LODGING REQUIREMENTS The hotel facilities shall be within a 25-mile drive of Tucson, AZ. Event block a minimum of ten sleeping rooms on August 5, 50 rooms on August 6-9, and 2 rooms on August 10, 2014. Double and Triple rooms needed. Complimentary internet access shall be provided in the lodging rooms. Changes to the final number of rooms contracted may be made up to three days prior to the event start date. Onsite parking is required. Parking shall be free of charge. Hotel lodging shall not exceed the federal government per diem rate for the duration of event. Hotel shall honor the local per diem rate for participants desiring to arrive up to 2 days early or depart 2 days later. Contractor shall be compliant with the American Disabilities Act as defined by law. Contractor shall waive resort fee. MEETING ROOM REQUIREMENTS (Line item #0001) Registration: •· On Tuesday -Saturday, August 5-9, 2014 from 6:30 a.m. until 10:00 p.m. the Contractor shall provide three six-foot clothed tables with two chairs at each table, water station, schoolie table behind for supplies, and house phone that will easily accommodate the registering of all 80 attendees in a timely manner. This area will need to have appropriate signage so that attendees will be able to easily locate the Scholar Orientation's registration tables. Cost will be inclusive of ALL Taxes and Service Charges Registration Cost Per Day:_________ (Line item #0002) General Session Conference Rooms: •· On Tuesday-Saturday, August 7-11, 2014 a 24-hour hold is needed for two on-site conference rooms large enough to accommodate 80 seated in a rounds setting. One conference room will be for sessions and the other one for meals. These tables are required to be clothed. •· A podium on a raised stage is required in the front of the room. •· A flip chart easel with pad and markers or dry erase board with markers, positioned at the front of the room. •· Water stations. •· One wireless lavaliere microphone and one handheld microphone are required. •· One projector and large screen are needed, must be of adequate size and position to be viewed by all 100 seated attendees. •· One wireless high-speed internet connection is needed in this room. •· All audio and visual components must be adaptable to standard laptop outputs (audio to be integrated, into house speakers from the laptop is required). Sound from the computer programs and microphones must be heard clearly throughout the General Session Room. •· An in house Audio/Visual Staff member is required to be available throughout the event to troubleshoot any unexpected technical issues. •· Adequate staff is required to assist throughout the day in room conversions and meal setup and takedown. Cost will be inclusive of ALL Taxes and Service Charges Audio Visual Cost: ____________ Office Supplies Cost: ___________ General Session Conference Room Cost Per Day:_________ (Line item #0003) Regular Breakout Rooms: •· On Tuesday-Saturday, August 5-9, 2014, the Contractor shall provide 8-9 Breakout Rooms for use as smaller group meeting sessions, set in U-shape seating to accommodate 15 attendees in each room. Note: a few of these group sessions may also use large conference rooms. •· Each Breakout Room needs to be in the same general area as the General Session Room to allow for easy transition to and from each breakout room. •· Water stations Cost will be inclusive of ALL Taxes and Service Charges Office Supplies Cost: __________ Room cost per room:_________ Total Cost Per day:___________ Food and Beverage A sufficient number (at least two) of buffet lines must be provided to allow all attendees to access meals in a timely manner. Adequate staff is required to assist during all meals to ensure sufficient food is present, refreshed and cleaned up in a timely manner. Beverages will be provided during meals. Silverware, napkins, and appropriate dishes will be provided during each meal. All food on buffet line must be appropriately labeled. Care must be taken to accommodate the large number of vegetarian/vegan attendees. Breakfast •· On Wednesday-Sunday, August 6-10, 2014 the conference center will provide a breakfast buffet for the 80 attendees. An example breakfast menu could include scrambled eggs, potatoes, muffins, cheese, fruit, cereals, juices, coffee, etc.) This breakfast buffet will need to be refreshed throughout the allotted breakfast time period. Lunch •· Attendees will be served lunch from 12:00p.m. to 1:00p.m. on Wednesday-Saturday, August 6-9, 2014. •· A nutritious hot lunch buffet with a variety of sides, salad, soup and bread with two choices of dessert for all 80 attendees Beverages Throughout the day the vendor will provide water for up to 80 attendees. Pitchers of water and glasses (not disposables) are required in each Breakout/Conference Room when occupied. Invoices shall reflect a breakdown for the per meal charges. Dinner •· Attendees will be served dinner from 5:00p.m. to 6:00p.m. on Tuesday-Saturday, August 5-9, 2014. •· A nutritious hot buffet with a variety of sides, salad, soup and bread with dessert, and iced tea for all 80 attendees will be provided. Adequate protein and other accompaniments for large number of vegetarian/vegan attendees must be provided. •· There will be one Banquet Dinner on August 9, 2014 for approximately 100 guests. Three entrees must be available for pre-ordering: a chicken entrée, a fish entrée, and a vegetarian entrée. Cost will be inclusive of ALL Taxes and Service Charges Meal and beverage cost: _____________ Total meal and beverage cost Per Day: ______________ The proposal shall include a detailed description, map or layout of the facility's conference rooms, including dimensions, and illustrate how the facility intends to meet the statement of work requirements. ------------------------------------------------------------------------------------------------------------ TOTAL COST ____________________ Conference Information: 1.1. Point of Contact After Award: T he designated Government Point of Contact (POC) concerning the Scholarship Orientation will be Paula Randler, POC contact number: (520) 901-8564. 1.2. Conference Center Access: The Scholars, Speakers and Udall staff and their families will have access to the entire property after registering during its daily hours of operation throughout the entire Scholar Orientation. 1.3. Contractor Qualifications: The Contractor shall be bonded, licensed, and properly insured for all Conference Center operations, preparing and/or catering meals, and serving meals. 1.4. Government Quality Assurance: The government will regularly evaluate the Contractor's performance to ensure compliance with contract terms and conditions. GENERAL INFORMATION 2.1. Contractor Point of Contact: The Contractor shall provide the name of a point of contact and an alternate that shall be responsible for the performance of services. The Contractor point of contact shall be available via telephone for discussion of all issues pertaining to the Scholar Orientation with the designated POC. 2.2. Emergency Services The Contractor shall dial 911 and handle all emergencies throughout the Scholar Orientation. 2.3. Security Requirements 2.3.1. The Contractor shall ensure that all Conference Meeting Areas / Rooms have the ability to be locked and secure. 2.3.2. Safety: The Contractor shall comply with all applicable laws and safety regulations. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor, and the Government will assume no liability or responsibility for the Contractor's compliance or noncompliance with such responsibilities. 2.3.3. Facility: The Contractor shall, at all times, keep areas free from accumulations of waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of a conference session or when away from the Conference Meeting Areas / Rooms, the Contractor shall ensure the areas / rooms are in a clean, neat, safe and workmanlike condition. The Contractor is responsible for the removal and proper disposal of all related waste material throughout the conference/event. 2.3.4. Parking: The Contractor shall allow all conference attendees to park their vehicles in the Conference Center's parking lot(s) at no cost to the Government. Most attendees will be arriving by shuttle service from the airport. Parking needs will increase on the evening of the banquet.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/UDALL/UDALLOD01/OD01/SO_2014_ED080514/listing.html)
- Place of Performance
- Address: 130 S. Scott Avenue, Tucson, Arizona, 85701, United States
- Zip Code: 85701
- Zip Code: 85701
- Record
- SN03163398-W 20130829/130827234944-b5ab54f31e7a36c8ee358dfb87b27c6c (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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