SOLICITATION NOTICE
X -- 2015 Udall Foundation - Scholar Orientation - Solicitation with Worksheets/Tables
- Notice Date
- 2/9/2015
- 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_2015_ED_2023ED15
- Archive Date
- 4/11/2015
- Point of Contact
- Paula Randler, Phone: 520-901-8564, Jane Curlin, Phone: 520-520-901-8565
- E-Mail Address
-
randler@udall.gov, curlin@udall.gov
(randler@udall.gov, curlin@udall.gov)
- Small Business Set-Aside
- N/A
- Description
- This attachment replicates the solicitation and it includes worksheet tables to facilitate the inclusion of required information/data. Udall Foundation: Scholar Orientation Udall Foundation Paula Randler Scholarship Program Manager 130 S. Scott Ave. Tucson AZ 85701 USA P: 520-901-9564 F: 520-901-8570 randler@udall.gov No follow up phone calls. Udall Scholar Orientation August 4-9, 2015 Event Host Overview (mission, philosophy, etc.): The Udall Foundation is an independent federal agency that was established by Congress in 1992 to provide federally funded scholarships for college students intending to pursue careers related to the environment, as well as to American Indian students pursuing tribal public policy or health care careers. In 1998, the Foundation grew to include the U.S. Institute for Environmental Conflict Resolution, created by Congress as the federal government's only program focused entirely on resolving federal environmental disputes. The Foundation also operates the Parks in Focus program, connecting underserved youth to nature through photography. Event Objectives: Scholar Orientation brings Scholars, facilitators, subject matter experts, faculty members, Foundation staff, and local professional together for 5 days of learning and community building around the values of the Udall Foundation: civility, integrity, and consensus. Attendees: 50 Scholars At least 30 and up to 60 additional hotel guests and meeting attendees Contract type: Terms will be specified and payment will be provided via government purchase order agreement. Location : Tucson AZ or Phoenix AZ DATE : August 2-9, 2015, exact dates must be available. Facility : Preferred Facility Type: Conference Center, Hotel, or Resort Most attendees fly in to the Phoenix or Tucson Airports and are brought to the meeting location by local shuttle service or taxi. Venue must be on the FEMA Hotel Motel National Master Fire-Safe List (provide cert number in response) http://apps.usfa.fema.gov/hotel/ Guest Room Block Requirements Guest Rooms are required for this event. Eight attendees must be accommodated in double rooms. Triple rooms and double rooms are required for 50 Scholars. The following numbers are approximate and assume a substantial number of triples and doubles. The information below represents our best estimate of numbers of each room type per night. If any guest rooms can accommodate 4 or more people, please provide number of such rooms, cost per night, and a floorplan/ layout of each room with the number of bathrooms adjoining. Sunday, August 2 2 - singles Monday, August 3 4 - singles Tuesday, August 4 10 - singles 4+ - doubles 3+ - triples Wednesday, August 5 18 - singles 4+ - doubles 12+ - triples Thursday, August 6 18 - singles 4+ - doubles 12+ - triples Friday, August 7 18 - singles 4+ - doubles 12+ - triples Saturday, August 8 10 - singles 4+ - doubles 12+ - triples Sunday, August 9 4 - singles TOTAL for bidding purpose: 84 - singles 20 - doubles 51 - triples Room Rate: * No more than set government lodging rates for Tucson or Phoenix, Arizona (according to the location of the bidding venue). In August 2015, $83/ night for a single. Provide double and triple occupancy lodging rates in venue bid. Lodging per diem rates available on http://www.gsa.gov/portal/category/100120 * No Rebates, Assessments, or Commissions Will Be Paid on Room Rates. * No resort fee will be paid per room. * Request no-fee cancellation on guest rooms with 24 hour notice. * Include local tax rate on a separate line in bid. Concessions Desired: * Local Phone Calls and Wireless Internet * Free parking * Airport pick-up and drop-off * Request group rate be made available three days prior/post conference dates. Guests will pay separately for accommodations before and after meeting dates. Method of Reservations: Udall Foundation will provide the venue with guest names for our room block. A list of room numbers housing the 50 Scholars will be required upon check-in for the Scholarship Program Manager's information. Function Space Requirements Note: 24 hour holds are required on all meeting spaces. 1. Registration area with tables for packet pick-up. A locked closet or bell service must be provided for secure storage to allow meeting organizers 24-hour access to registration materials in or nearby the registration area. 2. Two large spaces. One large room for meals: accommodating up to 100 people, rounds of 6 and clothed. A second large room for plenary sessions: ~85 people, rounds or banquet tables set for 8 and clothed. (Seating arrangements in both rooms will be discussed with the successful bidder.) One or both rooms will need stage/ risers, podium, mics, and AV set-up depending on the agenda. 3. 8 breakout rooms or separated spaces set for 10 people, conference style. Tentative function space needs per day: Monday, August 3 Registration area Tuesday, August 4 dinner for ~40 people Registration area Wednesday, August 5 Plenary for ~70 people (afternoon/ evening) 2 small meeting spaces for ~20 people each (day) breakfast and lunch for ~40 people; dinner for ~80 people Registration area Thursday, August 6 Plenary for ~85 people 8 breakout rooms seating 10 ppl each breakfast, lunch, and dinner for ~80 people Registration area Friday, August 7 Plenary for ~85 people 8 breakout rooms seating 10 ppl each breakfast, lunch, and dinner for ~80 people Registration area Saturday, August 8 Bus pick-up area breakfast and lunch for ~70 and banquet dinner for ~85 people Registration area Sunday, August 9 breakfast for ~40 people Registration area Standard Meeting Room Set Up : Pads/Pens and Water Pitchers/Stations Audio/Visual Needs: * Please include per item pricing information with RFP. * Will vary with the agenda and must be at the lowest possible expense to the government. Projector, screen, speakers, house mics, house sound, etc will all be required. Wi-fi will be required in meeting rooms. * An Audio/Visual Staff member is required to be available throughout the event to troubleshoot any unexpected technical issues. Room rental requirements: * 24-hour holds are required on all meeting spaces. * Podiums, club chairs, risers, flip charts, wireless/ lavaliere mics, dance floor, a projector, and house sound will be required at various times. Please provide per item and package pricing for each item. The specifics of what is needed and when will be detailed in the purchase order at the time of signature. * Adequate staff is required to ensure smooth room conversions throughout the day and into the evening. Concessions Desired: * Complimentary 24-Hour Hold on all function space * Secure Storage Space * Complimentary Power Strips/Extension cords * Complimentary easel outside meeting rooms for group signage * Refresh meeting room at each break Banquet event: Saturday evening, August 8th, there will be a banquet and awards ceremony celebrating the 2015 Scholars. This room must be well-appointed, set up for rounds of 6 plus a stage and podium, and have nearby a reception/ registration area for additional guests to pick up name tags. Food & Beverage: Breakfast, lunch, and dinner must be served on site. Cost: * All F&B must not exceed the federal per diem rate per meal. Per Diem rates are available on http://www.gsa.gov/portal/category/100120. The price per person per meal below is the maximum allowed and INCLUDES tax and gratuity. Per diem allowance Breakfast $9 - Tucson $12 - Phoenix Lunch $13 - Tucson $18 - Phoenix Dinner $29 - Tucson $36 - Phoenix Requirements: * Provide sample menus, with cost per meal per person per day. * Include any quantity discounts that can be offered (eg lower cost/ person over 20 people, etc.) * The group includes approximately 30% vegetarians, vegans, and special diet guests. Please provide details as to how hotel staff will accommodate dietary restrictions and allergies. * Labels on each food item are required for meals and breaks. * Buffet meals are preferred as all meals must take no more than 1 hour each. Please specify in your proposal how the venue will ensure guests are served and have comfortable time to eat within 1 hour for each meal. * A staff member should be able to answer questions about preparation and ingredients at all meals. Banquet event: Saturday evening, August 8th, there will be a banquet and awards ceremony celebrating the 2015 Scholars. This room must be well-appointed, set-up for rounds of 6 plus a stage and podium, and the meal must include 3 entrée selections including 1 vegetarian option. Guests who are not included in the Foundation purchase order will pay the venue separately for their meal. We will specify the number of each entrée ahead of the event. The total number of guests for the meal will be approximately 85. Coffee Breaks: In addition to breakfast, lunch, and dinner, we require one or more coffee breaks each day. Coffee costs are at the discretion of the venue and are expected to be a competitive point across bids. Monday, August 3 n/a Tuesday, August 4 Coffee, tea, snack (20 people) - Afternoon Wednesday, August 5 Coffee, tea, snack (40 people) - Morning Coffee, tea, snack (40 people) - Afternoon Coffee, tea, snack (65 people) - Evening Thursday, August 6 Coffee, tea, snack (85 people) - Morning Coffee, tea, snack (85 people) - Afternoon Coffee, tea, snack (65 people) - Evening Friday, August 7 Coffee, tea, snack (85 people) - Morning Coffee, tea, snack (85 people) - Afternoon Coffee, tea, snack (65 people) - Evening Saturday, August 8 n/a Coffee, tea, snack (65 people) Coffee, tea, snack (65 people) Sunday, August 9 n/a Requirements: * Provide sample menus, with cost per person * Include any quantity discounts that can be offered (eg lower cost/ person over 20 people, etc.) * Labels on each food item are required. * Dietary restrictions must be considered for break, same as meals. Instructions for Responding: Expenses related to the preparation and completion of a response to this RFP are the sole responsibility of the vendor. 1. To be considered responsive, each proposal responding to this RFP must address all information requested in this RFP (in the order presented). 2. All materials must be emailed on or before the response date 3. Incomplete and/or late responses may not be considered. Proposal Content: Each proposal responding to this RFP must include the following information (in the order presented here). Facility Name: Mailing Address: City/State/Zip Code Web Site: Primary Sales Contact Information: The Udall Foundation expects that all work will be performed in a professional manner. All information provided in this RFP is proprietary for this purpose only. Information cannot be released without written permission from the contact person named in Section I. Questions: Please direct all questions and requests for additional information regarding this RFP to Paula Randler. (See contact information in Section I). Venue Response Worksheet - Please also see attached worksheet Guest Rooms: Date Singles Doubles Triples Quad + Sunday, August 2 2 - singles Monday, August 3 4 - singles Tuesday, August 4 10 - singles 4+ - doubles 3+ - triples Wednesday, August 5 18 - singles 4+ - doubles 12+ - triples Thursday, August 6 18 - singles 4+ - doubles 12+ - triples Friday, August 7 18 - singles 4+ - doubles 12+ - triples Saturday, August 8 10 - singles 4+ - doubles 12+ - triples Sunday, August 9 4 - singles TOTAL for bidding purpose: 84 - singles 20 - doubles 51 - triples 1 - quad Cost per 1 room (for each room type) Cost for total number of this type of room (for each room type) Applicable tax rate (for each room type) Total tax as applied to the number of rooms (for each room type) Check all that apply and add notes as necessary Room Rate provisions (all are required) * No more than set government lodging rates for Tucson or Phoenix, Arizona (according to the location of the bidding venue). In August 2015, $83/ night for a single. Provide double and triple occupancy rates (in table above). Per Diem rates available on http://www.gsa.gov/portal/category/100120 * No Rebates, Assessments, or Commissions Will Be Paid on Room Rates. * No resort fee will be paid per room. * Request no-fee cancellation on guest rooms with 24 hour notice. * Include local tax rate on a separate line in bid (line available above) ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Concessions requested and provided by bidder (none are required) * Local Phone Calls and Wireless Internet * Free parking * Airport pick-up and drop-off (ATTACH PLAN IF CHECKED) * Request group rate be made available three days prior/post conference dates. Guests will pay separately for accommodations before and after meeting dates. ______________________________________________________________________________ ______________________________________________________________________________ Venue Response Worksheet Function Space needs: Date Meeting Room Breakout Rooms Meal room Other Monday, August 3 Registration area Tuesday, August 4 dinner for ~40 people Registration area Wednesday, August 5 Plenary for ~70 people (afternoon/ evening) 2 small meeting spaces for ~20 people each (day) breakfast and lunch for ~40 people; dinner for ~80 people Registration area Thursday, August 6 Plenary for ~85 people 8 breakout rooms seating 10 ppl each breakfast, lunch, and dinner for ~80 people Registration area Friday, August 7 Plenary for ~85 people 8 breakout rooms seating 10 ppl each breakfast, lunch, and dinner for ~80 people Registration area Saturday, August 8 Bus pick-up area (Lunch will be offsite) breakfast for ~70 and banquet dinner for ~85 people Registration area Sunday, August 9 breakfast for ~40 people Registration area Function Space Costs per this bid (see attached worksheet): (do not include a/v, F&B, or coffee costs, unless included) Date Meeting Room Breakout Rooms Meal room Other Monday, August 3 Tuesday, August 4 Wednesday, August 5 Thursday, August 6 Friday, August 7 Saturday, August 8 Sunday, August 9 Check all that apply and add notes as necessary * Standard Meeting Room Set Up: Pads/Pens and Water Pitchers/Stations Audio/Visual Needs (all are required) * ATTACH per item pricing information with RFP. * Will vary with the agenda and must be at the lowest possible expense to the government. Projector, screen, speakers, house mics, house sound, etc will all be required. * Wi-fi will be required in meeting rooms. * An in-house Audio/Visual Staff member is required to be available throughout the event to troubleshoot any unexpected technical issues. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Room rental costs (all are required) * 24-hour holds are required on all meeting spaces. * ATTACH per item and package pricing for podiums, club chairs, risers, flip charts, wireless/ lavaliere mics, dance floor, a projector, and house sound which will be required at various times (The specifics of what is needed and when will be detailed in the purchase order at the time of signature.) * Adequate staff is required to ensure smooth room conversions and meal setup and takedown throughout the day and into the evening. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Concessions Desired (none are required) * Complimentary 24-Hour Hold on all function space * Secure Storage Space * Complimentary Power Strips/Extension cords * Complimentary easel outside meeting rooms for group signage * Refresh meeting room at each break ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Venue Response Worksheet - also see attached worksheet Food and Beverage needs: * Breakfast, lunch, and dinner must be served on site. Cost: In 2015, all F&B must be less than the meals per diem. Per Diem rates are available on http://www.gsa.gov/portal/category/100120. The price per person per meal below INCLUDES tax and gratuity. Per diem allowance Breakfast $9 - Tucson $12 - Phoenix Lunch $13 - Tucson $18 - Phoenix Dinner $29 - Tucson $36 - Phoenix Requirements (all are required) * ATTACH sample menus, with cost per meal per person per day. * Include any quantity discounts that can be offered (eg lower cost/ person over 20 people, etc.) * The group includes approximately 30% vegetarians, vegans, and special diet guests. Please ATTACH details as to how hotel staff will accommodate dietary restrictions and allergies. * Labels on each food item are required for buffet meals. * Buffet meals are preferred as all meals must take up no more than 1 hour each within the agenda. Please specify in an ATTACHMENT how the venue will ensure guests are served and have comfortable time to eat within 1 hour for each meal. * A staff member should be able to answer questions about preparation and ingredients at all meals. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Banquet event (all are required) Saturday evening, August 8th, there will be a banquet and awards ceremony celebrating the 2015 Scholars. This room must be well-appointed, set-up for rounds of 6 plus a stage and podium, and the meal must include 3 entrée selections including 1 vegetarian option. Guests who are not included in the Foundation purchase order will pay the venue separately for their meal. We will specify the number of each entrée ahead of the event. The total number of guests for the meal will be approximately 85. * ATTACH photos or web resources showing the room you propose for this event * ATTACH sample menus and pricing (within dinner per diem for your location) for the 3 entrees Add any necessary comments here ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Venue Response Worksheet Coffee Breaks: Enter bid in the attached worksheet. Date Morning Afternoon Evening Monday, August 3 n/a Tuesday, August 4 Coffee, tea, snack (20 people) estim tiny_mce_marker___________ Wednesday, August 5 Coffee, tea, snack (40 people) _estim. tiny_mce_marker_____________ Coffee, tea, snack (40 people) estim tiny_mce_marker___________ Coffee, tea, snack (65 people) estim tiny_mce_marker___________ Thursday, August 6 Coffee, tea, snack (85 people) _estim. tiny_mce_marker_____________ Coffee, tea, snack (85 people) estim tiny_mce_marker___________ Coffee, tea, snack (65 people) estim tiny_mce_marker___________ Friday, August 7 Coffee, tea, snack (85 people) _ estim. tiny_mce_marker_____________ Coffee, tea, snack (85 people) estim tiny_mce_marker___________ Coffee, tea, snack (65 people) estim tiny_mce_marker___________ Saturday, August 8 n/a Coffee, tea, snack (65 people) estim tiny_mce_marker___________ Coffee, tea, snack (65 people) estim tiny_mce_marker___________ Sunday, August 9 n/a Requirements (all are required) * ATTACH sample menus, with cost per person on each menu * Include any quantity discounts that can be offered (eg lower cost/ person over 20 people, etc.) * Labels on each food item are required. * Dietary restrictions must be considered for break, same as meals. Venue Response Worksheet - also see attached worksheet Required Attachments (some of these are listed above - see attached worksheet for tables): * All Venue Response Worksheet pages, completed. * Guest room availability, including complete number of double and triple rooms that will be held for this event * Meeting space floorplan, hotel floorplan, and available meeting rooms. * Complete AV list and pricing * F&B Menus with per person per meal costs not to exceed federal per diem * FEMA Fire-safe ID Number: ________________ * Standard Sales Kit for the Facility with Meeting Room Specs * All other price lists for on-site or contract services * Parking availability and fees * Fitness Center availability and fees * Internet Access availability and fees * Gratuities Policy * Shipping and Receiving availability and fees * Name, business, and contact information for 3 references whom we can call to request specific information about past performance. __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ Decision Making Process: Critical Key Decision Factors: * Completeness of Proposal (tables are completed, all required attachments are present) * Information provided by references * Overall cost to the government (some event costs are outside the scope of this RFP) * Quality of meeting space, including light, seating, noise level, and seating comfort. * Sleeping Room Rate * Ability to meet food & beverage needs within budgetary guidelines * ADA Compliance * The proposal with the lowest dollar amount will not necessarily be considered as the best proposal. Final Decision Maker: Philip Lemanski, Executive Director Timeline: * Proposal Due Date and Time: 3/27/15 * Approximate Date of Site Inspection (if required): 4/10/15 * Number of Site Inspection Attendees (if required): 2-4 * *Decision Date: 4/30/15
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/UDALL/UDALLOD01/OD01/SO_2015_ED_2023ED15/listing.html)
- Place of Performance
- Address: Tucson or Phoenix, Arizona, Arizona, United States
- Record
- SN03637282-W 20150211/150209234758-7b508fa2377e4b3baf6661826a055c4b (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |