Udall Scholarship Selection Committee Meeting Tender in USA - 4327836

Procurement Summary

Country: USA

Summary: Udall Scholarship Selection Committee Meeting Venue March 2016

Deadline: 30 Nov 2015

Posting Date: 14 Nov 2015

Other Information

Notice Type: Tender

TOT Ref.No.: 4327836

Document Ref. No.: Scholarship_Selection_Meeting_Venue_2016

Competition: ICB

Financier: Self Financed

Purchaser Ownership: -

Tender Value: Refer Document

CPV Classification

98340000 - Accommodation and office services

Purchaser's Detail

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Tender Details

I. Contact information

*event name udall scholarship selection committee meeting
*event host organization/organizer: udall foundation
*key contact person: paula randler

job title: scholarship program manager

*mailing address line 1: 130 south scott ave.

*city: tucson

*state/province: az

*zip/postal code: 85701

*country: usa

*phone: (520) 901-8564

fax: (520) 901-8570

e-mail address: [email protected]

web address: www.udall.gov

preferred method of communication: email

other: client requests no follow up phone calls.
Ii. Event profiles

*event host organization: udall foundation

event organizer (if different from host organization): udall foundation

event start/end dates: scholarship selection committee, mar 23-27, 2016
event organizer

market segment:

x government
*event type:

committee meeting
*event frequency:

every year

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:

the selection committee events bring educators from across the country to review and choose the recipients of our scholarship.
Attendee profile:

scholarship selection committee approx. 16

attendee demographics profile:

most attendees fly in to the phoenix or tucson airports and are brought to the meeting location by local shuttle service or taxi.
Iii. Requirements

location requirements

tucson, az or phoenix, az

date requirements

scholarship selection committee, mar 23-27, 2016

facility requirements

preferred facility type: conference center, hotel, resort or unique venue

venue must be on the fema hotel motel national master fire-safe list

http://apps.usfa.fema.gov/hotel/
guest rooms

total room nights: anticipated to be 60-68
largest function space

set-up type required: classroom and rounds

minimum capacity: 16
guest room block requirements

guest rooms are required for this event. The following chart outlines anticipated guest room requirements for the event. It begins with the first day of attendee/staff arrival and ends with the final departure day:
total # of rooms and suites required
tuesday: 2
wednesday: 16
thursday: 16
friday: 16
saturday: 16
sunday: 2
totals: 68
room rate
no more than set government per diem rates for tucson, arizona ($89/ night) or phoenix, arizon ($161/ night). 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 group rate be made available three days prior/post conference dates. Guests will pay separately for accommodations before and after meeting dates.

Request no-fee cancellation on guest rooms with 24 hour notice.
Method of reservations:

udall foundation will provide room requirements for group.

Function space and f & b requirements

function space is required for this event: 7 schoolroom tables of 2, with 4 tables in back for materials and foundation staff operations. Lighting must be bright and, preferably, natural as the committee will be reading approximately 10 hours each day. Conditions should be quiet, ie, no construction or loud functions nearby, including into the evening. Access to outdoors/patio is preferred; access to some outdoor workspace (table + chairs) is preferred.
Function space and audio/visual comments:

please include government menus/pricing information with rfp.

Standard meeting room set up: pads/pens/candy and water pitchers/stations

standard av set for each breakout room is: please provide complimentary extension cord(s), all else provided by udall foundation.

Please be specific about what is included in the price of the room rental (complimentary coffee break, other guest discounts, etc.

Concessions desired:

* complimentary 24-hour hold on large function room

* secure/storage space with complimentary power strips/extension cords; complimentary local phone calls and wireless internet in the meeting space

* free parking

* complimentary easel outside meeting room for group signage

* refresh meeting room at each break

* coffee break mid-morning

* airport pick-up and drop-off

overall food & beverage budget: at or below federal government meals rates for tucson or phoenix, arizona.

In 2015: $59/ person/ day. ($59, minus incidental expense of $5 = $54 for all 3 meals each day.)

per diem rates available on http://www.gsa.gov/portal/category/100120
iv. Proposal specifications

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).

Decision making process:

final decision maker: philip lemanski, executive director
timeline:

rfp published date: november 16, 2015

rfp distribution date: november 16, 2015

proposal due date and time: november 30, 2015

approximate date of site inspection (if required): dec 1-4, 2015

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

*decision date: december 10, 2015
critical key decision factors:

completeness of proposal

ability of vendor to provide high level of service

overall cost of services (overall cost will be calculated using some factors outside the scope of this rfp, such as cost of airport transportation for meeting attendees)

quality of meeting space, including light, seating, noise level, and seating comfort.

Sleeping room rate

ability to meet food & beverage needs within budgetary guidelines/ or moderately priced restaurants within 5-minutes walking distance.

Ada compliance
required attachments

standard sales kit for the facility with meeting room specs

exclusive and/or preferred vendor list

price list(s) - ie.

Parking

fitness center

internet access & accessories

government food and beverage menus

shipping & receiving

utilities

gratuities policy

fema fire-safe id number
instructions for responding:

each proposal responding to this rfp must include the information requested in section v (proposal content) of this rfp (in the order presented).

Expenses related to the preparation and completion of a response to this rfp are the sole responsibility of the vendor.

The proposal with the lowest dollar amount will not necessarily be considered as the best proposal.

Incomplete and/or late responses will not be considered.

Accepted formats for response: _ mail x email

v. 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:

full name:
job title:
employer:
mailing address line 1:
mailing address line 2:
city:
state/
zip code:
phone:
fax:
e-mail address:
web address:
concessions offered:

guest rooms:

food & beverage:

other concessions:

attachments:

the following are attached to this proposal: standard sales kit for the facility

exclusive and/or preferred vendor list

price list(s)
parking

fitness center

internet access

government food and beverage menus

shipping & receiving

utilities

gratuities policy

other:
please provide the name, business, and contact information for 3 references whom we can call to request specific information about past performance.
Additional comments:
phoenix or tucson, 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 general information
jane curlin,

director of education programs

[email protected]

phone: 520-520-901-8565

fax: 520-670-5530 general information

notice type:

combined synopsis/solicitation

posted date:

november 10, 2015

response date:

nov 30, 2015 5:00 pm mountain

archiving policy:

automatic, 15 days after response date

archive date:

december 15, 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

added: nov 10, 2015 12:04 pm

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