2015 Udall Foundation - Scholar Orientation Tender in USA - 2471821

Procurement Summary

Country: USA

Summary: 2015 Udall Foundation - Scholar Orientation

Deadline: 27 Mar 2015

Posting Date: 12 Feb 2015

Other Information

Notice Type: Tender

TOT Ref.No.: 2471821

Document Ref. No.: SO_2015_ED_2023ED15

Competition: ICB

Financier: Self Financed

Purchaser Ownership: -

Tender Value: Refer Document

Purchaser's Detail

Name: Login to see tender_details

Address: Login to see tender_details

Email: Login to see tender_details

Login to see details

Tender Details

Added: Feb 09, 2015 3:29 pm

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
[email protected]

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 entree 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 entree 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 entree 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 entree 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
Please consult the list of document viewers if you cannot open a file.

Solicitation with Worksheets/Tables

Type: Other (Draft RFPs/RFIs, Responses to Questions, etc..) Label:

Solicitation with Worksheets/Tables

Posted Date: February 9, 2015 2015_Udall_Scholar_Orientation_RFP.PDF (119.62 Kb)

Description: This attachment replicates the solicitation and it includes worksheet tables to facilitate the inclusion of required information/data.
Tucson or Phoenix, Arizona

Arizona

United States
Primary Point of Contact.:

Paula Randler,

Program Manager

[email protected]

Phone: 520-901-8564

Fax: 520-670-5530Secondary Point of Contact:

Jane Curlin,

Senior Program Manager

[email protected]

Phone: 520-520-901-8565

Fax: 520-670-5530 All Files

Solicitation with Worksheets/Tables

Feb 09, 2015

2015_Udall_Scholar_O...Download/View 2015_Udall_Scholar_Orientation_RFP.PDFGeneral Information
Jane Curlin,

Senior Program Manager

[email protected]

Phone: 520-520-901-8565

Fax: 520-670-5530 All Files

Solicitation with Worksheets/Tables

Feb 09, 2015

2015_Udall_Scholar_O...Download/View 2015_Udall_Scholar_Orientation_RFP.PDFGeneral Information

Notice Type:

Combined Synopsis/Solicitation

Posted Date:

February 9, 2015

Response Date:

Mar 27, 2015 5:00 pm Pacific

Archiving Policy:

Automatic, 15 days after response date

Archive Date:

April 11, 2015

Original Set Aside:

N/A

Set Aside:

N/A

Classification Code:

X -- Lease or rental of facilities

NAICS Code:

721 -- Accommodation/721110 -- Hotels (except Casino Hotels) and Motels

For Help: Federal Service DeskAccessibility
X -- Lease or rental of facilities

NAICS Code:

721 -- Accommodation/721110 -- Hotels (except Casino Hotels) and Motels
721 -- Accommodation/721110 -- Hotels (except Casino Hotels) and Motels

For Help: Federal Service DeskAccessibility

Documents

 Tender Notice