R -- MANAGEMENT AND COORDINATION OF A NATIONAL CONFERENCE ON ENVIRONMENTAL CONFLICT RESOLUTION (ECR)

Notice Date

May 11, 2001

Contracting Office

The US Institute for Environmental Conflict Resolution, 110 South Church Avenue, Suite 3350, Tucson, Arizona 85701

ZIP Code

85701

Solicitation Number

001-ECR-2001

Response Due

June 15, 2001

Point of Contact

Sarah Palmer; 520-670-5299

E-Mail Address

Sarah Palmer (palmer@ecr.gov)

Description

REQUEST FOR QUOTATIONS BACKGROUND The U.S. Institute for Environmental Conflict Resolution (the Institute) is a federal program established by the U.S. Congress to assist parties in resolving environmental, natural resource, and public lands conflicts. The Institute is part of the Morris K. Udall Foundation, an independent federal agency of the executive branch overseen by a board of trustees appointed by the President. The Institute serves as an impartial, non-partisan institution providing professional expertise, services, and resources to all parties involved in such disputes, regardless of who initiates or pays for assistance. The Institute helps parties determine whether collaborative problem solving is appropriate for specific environmental conflicts, how and when to bring all the parties to the table, and whether a third-party facilitator or mediator might be helpful in assisting the parties in their efforts to reach consensus or to resolve the conflict. For more information about the Institute, visit its' website: www.ecr.gov. SERVICES REQUESTED The Institute requests proposals for management and coordination of a national conference on environmental conflict resolution (ecr) to be held in Tucson, AZ, in late April or early May 2002. The conference is hosted and sponsored by the Institute with additional support and sponsorship likely. We would like your company to give us a quote for the development, coordination, and oversight of this conference. I. PROJECT OVERVIEW Expected attendance is approximately 450 people involved in the field of alternative dispute resolution, including representatives of government and private organizations, stakeholder groups, and university researchers. Preliminary conference plans call for a full-day pre-conference training session followed by two full conference days consisting of a combination of plenary, panel, and work group sessions. Specific needs are detailed below but are not restricted to the items on this list. II. SCOPE OF WORK A Conference Logistics The Vendor will be responsible for site selection and contract negotiation with the Tucson hotel(s) approved by the Institute. The Vendor will oversee and coordinate all logistics, relating to sleeping rooms, meeting rooms, audiovisual, shuttles, catering and all other contracted services provided by the facility. The Vendor will oversee all conference functions and will serve as a liaison between the facility and the Institute. The Vendor will manage and coordinate all aspects of pre-conference and conference activities including: hospitality, registration/information services, meals and breaks, audiovisual equipment reservations and set-up, signage, and meeting room set-up. B. Registration / Coordination The Vendor will be responsible for all stages of registration for conference and pre-conference events. This includes all inquiries and correspondence such as confirmation letters, receipts of payment, cancellation letters, and notices of substitution. The Vendor will also maintain a database of conference registrants, panelists and keynote speakers that will be provided to the Institute upon the completion of the project. The Vendor should have in-house expertise with web-based registration and payment processes and database management. If the Vendor uses a subcontractor to provide such services please indicate as such, and the anticipated fee range. The Vendor will manage and arrange all lodging and travel arrangements as well as presentation needs such as audiovisual equipment, materials, handouts and correspondence for speakers, panelists, and special guests. C. Conference Materials The Vendor will draft all non-technical conference materials such as name badges, signs, agenda, and conference overview for review and approval by the Institute. The Vendor will work with graphics designers, printers and other out sources to develop conference materials for final review and approval by the Institute. The Vendor will be responsible for all pre-conference mailings and preparation and on-site distribution of conference materials. D. Marketing & Promotion Vendor will work with the Institute to promote and market the conference. The Institute will identify the appropriate target audiences for the conference. The Vendor will provide a preliminary marketing plan outlining the best ways to promote the conference for the Institute's review and approval. The Vendor shall maintain electronic files of all marketing related materials that can then be provided to the Institute at the conclusion of the project. The Vendor will arrange and manage all media events, draft press releases, arrange interviews etc. as authorized by the Institute. III. TIME FRAME The Vendor shall provide a timetable with milestone dates to help both parties monitor the progress of the conference planning. The Vendor will meet at least monthly with the Institute's working committee and provide detailed reports on the progress of the conference. The Vendor will keep the Institute informed of all critical issues as they arise. Once selected, the Vendor is expected to begin work immediately. IV. VENDOR INFORMATION State the company's primary line of business, the date established, number of years organizing and managing conferences, and the number of employees. A. Customer References The Vendor should list at least three references for whom services were provided similar in nature to those requested by the Institute. Each reference should be accompanied by: Company name; Address; Phone number; Contact person; Nature of relationship and exact services performed; Duration and size of conference; and Sample materials from the event if available. B. Personnel Qualifications For those who will be working on the project, please submit statements with the following: Proposed role, specify if this person will be working on-site during the conference; Industry certifications(s) if any; and Brief work history, emphasizing expertise that will be relied upon for this project. C. Price Quotations The Vendor will provide a detailed price quotation for the work outlined in this request. V. EVALUATION CRITERIA The selection of Vendor(s) for this project will be based on the following criteria: Demonstration of successful work of similar size and scale Familiarity with Tucson and its hospitality services Ability to guarantee time frame Familiarity with federal conference planning rules (41 CFR 301-74) References Cost Proposals must be submitted no later than close of business day (5:00 PM PDT) June 15, 2001. VI. SUBMIT QUOTATIONS TO: Sarah Palmer, Program Associate U.S. Institute For Environmental Conflict Resolution 110 South Church Avenue, Suite 3350 Tucson, AZ 85701 Phone: (520) 670-5299 Fax: (520) 670-5530 palmer@ecr.gov Please note on the envelope of your submission: "ECR Conference 2002"

Web Link

U.S. Institute for Environmental Conflict Resolution (www.ecr.gov)

Record

Loren Data Corp. 20010515/RSOL007.HTM (W-131 SN50L973)