2016 Udall Foundation Scholar Orientation Tender in USA - 4937847

Procurement Summary

Country: USA

Summary: 2016 Udall Foundation Scholar Orientation

Deadline: 29 Jan 2016

Posting Date: 14 Jan 2016

Other Information

Notice Type: Tender

TOT Ref.No.: 4937847

Document Ref. No.: SO_2016_4080ED16

Competition: ICB

Financier: Self Financed

Purchaser Ownership: -

Tender Value: Refer Document

CPV Classification

55100000 - Hotel services

Purchaser's Detail

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Tender Details

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 7-14, 2016
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 6 days of learning and community building around the values of the udall foundation: civility, integrity, and consensus.
Attendees:

60 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 7-14, 2016, 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. At least eight attendees must be accommodated in double rooms. Triple rooms and double rooms are required for 60 scholars. The following numbers are approximate and assume a substantial number of triples and doubles. The chart 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 7

singles: 2
monday, august 8

singles: 10

doubles: 8+

triples 3+
tesday, august 9

singles: 18

doubles: 8+

triples: 12+
wednesday, august 10

singles: 18

doubles: 8+

triples: 12+
thursday, august 11

singles: 18

doubles: 8+

triples: 12+
friday, august 12

singles: 18

doubles: 8+

triples: 12+
saturday, august 13

singles: 10

doubles: 8+

triples: 12+
sunday, august 14

singles: 4
total for bidding purpose:

singles: 102

doubles: 48

triples: 63
room rate:

* no more than set government lodging rates for tucson or phoenix, arizona (according to the location of the bidding venue). In august 2016 $89/ night for a single in tucson or phoenix. Provide double and triple occupancy lodging rates in venue bid. Lodging per diem rates available on http://www.gsa.gov/portal/category/100120

* room rates are expected to be a point of competition, so please bid accordingly. Competitive room rates will be a factor in evaluation and selection of proposals.

* 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. The hotel must coordinate pick-up and drop-off if this is a service provided to customers, either for a fee or complimentary.

* 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 60 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. Indoor registration area located near/within sight of principal entrance, with tables for packet pick-up on the first 2 days of the event (monday and tuesday, august 8 and 9). A locked closet for 4-6 large boxes or bell service must be provided for secure storage to allow meeting organizers 24-hour access to registration materials in or nearby the main meeting areas.
2. Two large spaces. A) one large room for meals: accommodating up to 100 people, rounds of 6 and tables clothed. B) 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.) neither of these rooms may have any significant obstacles for line-of-sight as speakers will be featured during both meals and plenary sessions.

O one or both rooms will need stage/ risers, podium, mics, and av set-up depending on the agenda.

O a reception area sufficient to accommodate 115+ people comfortably for the banquet reception should be adjacent or near to one of these large spaces. The reception requires limited seating (8-10 at small rounds), several highboys (4-6), and ample space for conversation and movement.
3. Outdoor space nearby one or both of the large spaces for participants to access during breaks. These areas should be quiet and may not be adjacent to a paved parking lot or a noisy environment.
4. 8 breakout rooms or separated function spaces set for 12 people each, conference style.
Anticipated function space needs per day:
date monday, august 8

meeting room: n/a

breakout rooms: n/a

meal room: dinner for approx. 40 people

other: registration area and locked closet
date: tuesday, august 9

meeting room: plenary for approx. 80 people (evening)

breakout rooms: 2 small meeting spaces for approximately 20 people each (day)

meal room: breakfast and lunch for approx. 40 people; dinner for approx. 90 people

other: registration area and locked closet
date: wednesday, august 10

meeting room: plenary for approx. 80 people

breakout rooms: 8 breakout rooms, eating 12 ppl each

meal room: breakfast, lunch, and dinner for approx. 90 peple

other: locked closet
date: thursday, august 11

meeting room: plenary for approx. 95 people

breakout rooms: 8 breakout rooms seating 12 ppl each

meal room: breakfast, lunch and dinner for approx. 90 people

other: locked closet
date: friday, august 12

meeting room: plenary for approx. 95 people

breakout rooms: 8 breakout rooms; seating for 12 ppl each

meal room: breakfast, lunch and dinner for approx. 90 peple

other: locked closet
date: saturday, august 13

meeting room: plenary for approx. 95 people + bus pickup area

breakout rooms: n/a

meal room: breakfast and lunch for approx. 70 and banquet dinner for approx. 115 people

other: locked closet
date: sunday, august 14

meeting room: n/a

breakout rooms: n/a

meal room: breakfast for approx. 50 people

other: locked closet
standard meeting room set up: pads/pens and water pitchers/stations (no disposables)

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 (no disposables)
banquet event:

saturday evening, august 13th, there will be a banquet and awards ceremony celebrating the scholars. This room must be well-appointed and suitable for photography (greenery, etc), set up for rounds of 6, plus a stage and podium, and have a nearby registration area for additional guests to pick up name tags.
The banquet is preceded by a reception for scholars and their guests (~115 people). Space for 115 people to speak and mix comfortably is required. The reception area can be either outdoors in the shade if fans and/or misters are provided, or a large indoor, air-conditioned function space .
Prior to the reception, the scholars will have their photograph taken as a group. An accessible location suitable to large group photography, either outdoors or indoors, is required.
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

tucson: $ 13

phoenix: $ 13

lunch

tucson: $ 15

phoenix: $ 15

dinner

tucson: $ 26

phoenix: $ 26
requirements:

* provide sample menus, with cost per meal per person per day. Include at least three lunch or dinner options for vegetarian, vegan or gluten-free diets.

* include any quantity discounts that can be offered (eg lower cost/ person over 20 people, etc.)

* the group includes approximately 35% vegetarians, vegans, and special diet guests. Please provide details as to how hotel staff will accommodate dietary restrictions and allergies.

* approximately five guests will require either or both vegan and gluten-free meals. These meals should be plated and served separately.

* labels to identify 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 enough time to eat comfortably within 1 hour for each meal.

* a staff member should be able to answer questions about food preparation and ingredients at all meals.

* a certain number of guests (tbd) will not be covered by the purchase order but will be eating meals with the group at various time (including the banquet), the selected bidder will be required to establish and maintain payment processes for all participants who are not covered by the po. The foundation will provide the venue with a list of participants who are covered by the po in advance of the event. Beo numbers may include combined counts (po + separate credit card charges) but the bill provided to the foundation after the event must clearly denote the number of guests on the po vs. Paid separately for each meal (before tax and gratuity, and after).

* the foundation may request a tasting appointment for 2-3 people to allow for a determination on food quality.
Banquet event:

saturday evening, august 13, there will be a banquet and awards ceremony celebrating the scholars. This room must be well-appointed and suitable for photography (greenery, etc.), with set-up for rounds of 6, plus a stage and podium. The plated meal will include 3 entree selections; one chicken, one vegetarian option, and one fish option. A vegan and a gluten-free plated meal must also be provided for the approximately five guests who require these options. Additional guests, 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 115
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 8, n/a
tuesday, august 9

morning: coffee, tea, snack (40 people)

afternoon: coffee, tea, snack (40 people)

evening: coffee, tea, snack (75 people)
wednesday, august 10

morning: coffee, tea, snack (95 people)

afternoon: coffee, tea, snack (95people)

evening: coffee, tea, snack (75 people)
thursday, august 11

morning: coffee, tea, snack (95 people)

afternoon: coffee, tea, snack (95 people)

evening: coffee, tea, snack (75 people)
friday, august 12

morning:coffee, tea, snack (95 people)

afternoon: coffee, tea, snack (95 people)

evening: coffee, tea, snack (75 people)
saturday, august 13

morning: coffee, tea, snack (95 people)

afternoon: coffee, tea, snack (75 people)

evening: coffee, tea, snack (75 people)
sunday, august 14: 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, and plated.
Special considerations

there will be a number of guests and participants who will pay for their own hotel rooms, meals, transportation, and incidentals. These individuals will be required to pay the hotel directly for all services provided and payment must be communicated and coordinated by the venue. However, these individuals have been accounted for in the meal counts (but not guest room counts) estimated above. Therefore, the purchase order for this event will almost certainly amount to more than the final purchase order for payment, because those amounts are calculated here, but will be paid separately. We expect at least 10 people to pay separately for various lunches and dinners throughout the event, and at last 30 people to pay separately for the banquet meal on saturday night.
Format of the invoice:

because the purchase order will outline costs by category (lodging, f&b, a/v, transportation) the invoice provided to the foundation following the event should also include details for each of these categories. For example: food and beverage should include the number of people at each meal, with those who paid separately subtracted before a total is provided, and before gratuity and tax are added. Audio visual items should be detailed per item per day, with costs totaled per day before tax and other additive rates.
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; use the attached pdf document to ensure a complete response.

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 (also see attached pdf)

guest rooms:
sunday, august 7

singles: 2
monday, august 8

singles: 10

doubles: 8+

triples: 3+
tuesday, august 9

singles: 18

doubles: 8+

triples: 12+
wednesday, august 10

singles: 18

doubles: 8+

triples: 12+
thursday, august 11

singles: 18

doubles: 8+

triples: 12+
friday, august 12

18

8+

12+
saturday, august 13

singles: 10

doubles: 8+

triples: 12+
sunday, august 14

singles: 4
total for bidding purpose:

102

48

63

1
cost per 1 room

singles:

doubles:

triples:

quad +:
cost for total number of this type of room

singles:

doubles:

triples:

quad +:
applicable tax rate

singles:

doubles:

triples:

quad +:
total tax as applied to the number of rooms:

singles:

doubles:

triples:

quad +:
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). 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 monday, august 8

meeting room: n/a

breakout rooms: n/a

meal room: dinner for approx. 40 people

other: registration area and locked closet
date: tuesday, august 9

meeting room: plenary for approx. 80 people (evening)

breakout rooms: 2 small meeting spaces for approximately 20 people each (day)

meal room: breakfast and lunch for approx. 40 people; dinner for approx. 90 people

other: registration area and locked closet
date: wednesday, august 10

meeting room: plenary for approx. 80 people

breakout rooms: 8 breakout rooms, eating 12 ppl each

meal room: breakfast, lunch, and dinner for approx. 90 peple

other: locked closet
date: thursday, august 11

meeting room: plenary for approx. 95 people

breakout rooms: 8 breakout rooms seating 12 ppl each

meal room: breakfast, lunch and dinner for approx. 90 people

other: locked closet
date: friday, august 12

meeting room: plenary for approx. 95 people

breakout rooms: 8 breakout rooms; seating for 12 ppl each

meal room: breakfast, lunch and dinner for approx. 90 peple

other: locked closet
date: saturday, august 13

meeting room: plenary for approx. 95 people + bus pickup area

breakout rooms: n/a

meal room: breakfast and lunch for approx. 70 and banquet dinner for approx. 115 people

other: locked closet
date: sunday, august 14

meeting room: n/a

breakout rooms: n/a

meal room: breakfast for approx. 50 people

other: locked closet
function space costs per this bid: (do not include a/v, f&b, or coffee, unless included at no charge)
monday, august 8

meeting room:

breakout rooms:

meal room:

other:
tuesday, august 9

meeting room:

breakout rooms:

meal room:

other:
wednesday, august 10

meeting room:

breakout rooms:

meal room:

other:
thursday, august 11

meeting room:

breakout rooms:

meal room:

other:
friday, august12

meeting room:

breakout rooms:

meal room:

other:
saturday, august 13

meeting room:

breakout rooms:

meal room:

other:
sunday, august 14

meeting room:

breakout rooms:

meal room:

other:
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 (see attached pdf)

food and beverage needs:

* breakfast, lunch, and dinner must be served on site.

Cost: 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, that is, the ++cost for breakfast should be $13

per diem allowance
breakfast

tucson: $ 13

phoenix: $ 13
lunch

tucson: $ 15

phoenix: $ 15
dinner

tucson: $ 26

phoenix: $ 26
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 35% 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.

* because some attendees may not be covered by the purchase order but will be eating meals with the group at various time (including the banquet), the selected bidder will be required to establish and maintain payment processes for all participants who are not covered by the po. attach an explanation of how the bidder will meet this requirement.

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
banquet event (all are required)

saturday evening, august 13th, there will be a banquet and awards ceremony celebrating the 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 and 1 fish 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 115.

* 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 table below (see attached pdf).
tuesday, august 9

morning: coffee, tea, snack (40 people)

afternoon: coffee, tea, snack (40 people)

evening: coffee, tea, snack (75 people)
wednesday, august 10

morning: coffee, tea, snack (95 people)

afternoon: coffee, tea, snack (95people)

evening: coffee, tea, snack (75 people)
thursday, august 11

morning: coffee, tea, snack (95 people)

afternoon: coffee, tea, snack (95 people)

evening: coffee, tea, snack (75 people)
friday, august 12

morning: coffee, tea, snack (95 people)

afternoon: coffee, tea, snack (95 people)

evening: coffee, tea, snack (75 people)
saturday, august 13

morning: coffee, tea, snack (95 people)

afternoon: coffee, tea, snack (75 people)

evening: coffee, tea, snack (75 people)
sunday, august 14: 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
required attachments (some of these are listed with tables above):

* 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 per day

* 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: january 29, 2016

* approximate date of site inspection (if required): february 3-5, 2016

* number of site inspection attendees (if required): 2-4

* *decision date: february 12, 2016
please consult the list of document viewers if you cannot open a file.

rfp

type: other (draft rfps/rfis, responses to questions, etc..) label:

rfp

posted date: january 12, 2016 2016_orientation_rfp.pdf (132.26 kb)

description: pdf version of notice.
tucson or phoenix, az
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,

director of education programs

[email protected]

phone: 520-520-901-8565

fax: 520-670-5530 all files

rfp

jan 12, 2016

2016_orientation_rfp...download/view 2016_orientation_rfp.pdfgeneral information
jane curlin,

director of education programs

[email protected]

phone: 520-520-901-8565

fax: 520-670-5530 all files

rfp

jan 12, 2016

2016_orientation_rfp...download/view 2016_orientation_rfp.pdfgeneral information

notice type:

combined synopsis/solicitation

posted date:

january 12, 2016

response date:

jan 29, 2016 5:00 pm mountain

archiving policy:

automatic, 15 days after response date

archive date:

february 13, 2016

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

added: jan 12, 2016 1:26 pm

Documents

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