SOLICITATION NOTICE
X -- Missouri River Recovery Implementation Committee May or August 2016 Meeting Venue - MRRIC Large Breakout Room Layout - MRRIC Plenary Room Layout
- Notice Date
- 11/5/2015
- 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
- MRRIC_Venue_May_or_Aug_2016
- Archive Date
- 12/19/2015
- Point of Contact
- Melanie Knapp, Phone: 520-901-8546, Carrie Thompson, Phone: 520-901-8534
- E-Mail Address
-
knapp@ecr.gov, thompson@udall.gov
(knapp@ecr.gov, thompson@udall.gov)
- Small Business Set-Aside
- N/A
- Description
- MRRIC Plenary Meeting Room Layout MRRIC Large Breakout Room Layout Missouri River Recovery Implementation Committee Request for Quote & Event Specifications Guide Event Date: May 9-12 or August 8-11, 2016. One meeting will be held, and the date will be decided upon receipt of quotes. Event Location: Best value to the government, Billings/Helena, MT region NOTE: QUOTES ARE DUE FRIDAY, DECEMBER 4, 2015, BY 5:00 PM MT PART 1 - GROUP RESUME INFORMATION MEETING/EVENT PROFILE Responsible US Government Agency Name: Morris K. Udall and Stewart L. Udall Foundation (Udall Foundation) For more information, visit, www.udall.gov. Meeting/Event Name: Missouri River Recovery Implementation Committee (MRRIC) US Government Agency Address: 130 South Scott Ave City: Tucson State/Province: AZ Postal/Zip Code: 85701 Country: USA SYNOPSIS The US Institute for Environmental Conflict Resolution, a program of the Udall Foundation in Tucson, Arizona, has a requirement for a Missouri River Recovery Implementation Committee meeting to be held in the Billings or Helena, MT region from May 9-12 or from August 8-11, 2016. The meeting starts on Monday but a small number of sleeping rooms are needed on Sunday. Quote must have these exact dates available. The requirement includes all of the following: meeting rooms, Audio Visual (AV) support, Wired and Wireless Internet access and support, sleeping rooms, and food and beverage service as detailed below. Quote must include all items described. Three breakout rooms*** and a plenary room are required from Monday to Thursday. Breakout rooms will be used for meetings from Monday to Thursday. The plenary room will be required for setup on Monday, and meetings will occur Tuesday to Thursday in that room. ***Our event could work with only 2 breakout rooms and a plenary, but three breakout rooms is preferred. -The plenary room must accommodate 150 people in combination classroom and U shape seating (60 at U plus classroom seating with tables on the sides); -One breakout room should accommodate 65 people in combination classroom and U shape seating (30 at U and theater and classroom seating for 35); -The second and third breakout rooms should accommodate 30 people (conference room seating with 10 chairs at the table and theater seating for 20). AV, internet, and food and beverage support packages are required each day. All facilities and adequate parking should be at one location or connected via walkway. Pricing shall be quoted separately for each cost center (e.g. food and beverage; Internet, and AV equipment and service (including speaker phones); photocopying; meeting space rental) inclusive of all charges. For information on how to register your company on FedBizOpps (FBO), to view or receive updates and notifications to the solicitation, please reference the FBO Vendor Guide located on the FBO web site home page. Paper copies of the solicitation will be furnished if requested from the individual identified below. Contracting Office Address: 130 S. Scott Avenue, Tucson, AZ 85701 Point of Contact(s): Melanie Knapp Role: Event Coordinator Office Phone: (520) 901-8546 E-mail: knapp@udall.gov cc: thompson@udall.gov Contract type: Terms will be specified and payment will be provided via government purchase order. Agency will not sign booking agreement or other hotel document. -On-Site Meeting -Meeting/Event Type: Committee Meeting -Meeting/Event Frequency: Quarterly; this RFQ is for one meeting only -Meeting/Event is open to the public DATES & TIMES Confirm in your proposal your facility's capacity for the following meeting times & dates for both sets of dates. One meeting will be held, and the date will be decided upon receipt of quotes. -Published Meeting/Event Start Day/Date: Monday, May 9, 2016 -Published Meeting/Event Start Time: 8:00 a.m. -Published Meeting/Event End Day/Date: Thursday, May 12, 2016 -Published Meeting/Event End Time: 5:00 p.m. Published Meeting/Event Start Day/Date: Monday, August 8, 2016 -Published Meeting/Event Start Time: 8:00 a.m. -Published Meeting/Event End Day/Date: Thursday, August 11, 2016 -Published Meeting/Event End Time: 5:00 p.m. GUEST ROOM INFORMATION Confirm in your quote the following Government Rate Room Block Request: # Sleeping Rooms Required/Meeting Day -Sunday: 20 -Monday: 55 -Tuesday: 55 -Wednesday: 55 -Thursday: 12 Room Rate -No more than established government lodging rates. Government rates as of November 2015 are $92/night for Helena, and $89/night for Billings. Venue will be held to these rates or current GSA rate, whichever is lower. GSA established lodging rates are available at http://www.gsa.gov/portal/category/100120. *No Rebates, Assessments, or Commissions will be paid on room rates or AV equipment and service. *No resort fee will be paid per room. *Request no-fee cancellation on guest rooms with 24 hour notice and no charge for early check-outs if front desk is notified by guests before noon the day they plan to check out. *Include local tax rate on a separate line in proposal. Method of Reservations: *Individual guests are responsible for making their own room reservations and paying for their rooms and incidentals *Guest Rooms and Guest Room Incidentals are not to be invoiced to the Government Purchase Order *Hotel must provide number to call for guest room reservations, a date certain when the room block is open and available for reservations, and room block name ("MRRIC" - pronounced Mr. Rick); the ability to offer a group website for reservations in addition to phone is preferred *Hotel will provide list of reservations in room block when requested by Event Coordinator RESTAURANTS IN CLOSE PROXIMITY Include in your quote those restaurants that are onsite or in close proximity (within walking distance) to your facility. TRANSPORTATION SERVICES Include in your quote the cost for transportation services from surrounding airports. Include any free shuttle services your facility offers. ___________________________________________________________________________________________ PART 2 - MEETING/EVENT FUNCTION SCHEDULE AND SET-UP REQUIREMENTS General Function Information Proposals should confirm the facility's capacity to provide the following meeting rooms. Include complete price list for meeting rooms & requested A/V and photos of meeting rooms that meet these requirements. Note: Meeting space rental discounts are expected. Concessions Requested: *Complimentary 24-hour hold on all function space *Complimentary power strips and extension cords *Water stations (in lieu of water pitchers on tables) refreshed at each break Plenary Meeting Room Specifications (Tuesday-Thursday; setup Monday): -U shape set up for 60 people (no more than 3 seats at each 8 ft. table) and classroom style table and chairs for 75 (range: approximately 4,500-7,000 SQ FT total; desired: 6,000-7,000 SQ FT - SEE REQUESTED ROOM LAYOUT GUIDE) -Two projector tables -2 six-foot tables between the head of the U shape and the wall -1 six-foot registration table with chair -1 adjustable desk chair for meeting note taker at the right front of the U-shape Plenary Room Schedule (Set-up and meeting) -Monday: 7:00 am - 11:00 pm (Plenary Room Setup) -Tuesday: 6:30 am - 9:30 pm (meeting) -Wednesday: 6:30 am - 9:30 pm (meeting) -Thursday: 6:30 am - 5:00 pm (meeting) AV EQUIPMENT FOR PLENARY MEETING SPACE -2 large projector screens (at least 10X14). Depending on room configuration, utilizing a single screen is an option. -Sound package (if necessary based on acoustics in room) -30 push to talk microphones (1 microphone for every two seats around U shape) + 5 for tables at front of U (two of which are Chairman microphones) + 1 for every two seats on the 2 six-foot tables between the head of the U shape and the wall -3 wireless microphones & audio mixer -Power strips around U-shape and classroom table and chairs - one power strip per table, both in the U shape and on surrounding tables -Wireless internet connection for all participants in the room -2 hard-wired internet connections at front of U shape Additional AV/Conference Phone: Option 1 - Integrated conference room audio system with a telephone system, so that output from the microphones in the room can be broadcast both to participants in the room and remote participants listening over the phone. Option 2 -Ability to plug the conference room audio system output into a computer microphone jack and have it broadcast to participants in the room. The microphone jack on the computer is the standard 2.5mm jack, so we would need to have a cord that could connect the output type from the hotel sound system to that 2.5mm microphone jack on the computer, in order for remote participants to hear the audio clearly. It is preferable to have both options available so that if there is a problem with one, we could use the other. Otherwise option 1 is preferred. Must be able to test the audio/AV connection in advance of the meeting to ensure audio equipment is working correctly and to identify any specific additional equipment needed. Onsite AV and internet support is required for Monday through Thursday. BREAKOUT ROOMS -BREAKOUT MEETING ROOM 1 SPECIFICATIONS (Monday-Thursday): -Breakout 1 - U shape set up for 30 people and 35 seats in theatre and/or classroom seating; projector table & laptop table and chair in middle of U shape: Monday: 6:30am - 9:30 pm Tuesday: 6:30 am - 9:30 pm Wednesday: 6:30 am - 9:30 pm Thursday: 6:30 am - 5:00 pm AV Equipment -Projector table -1 large projector screen -Polycom speaker phone with spider microphones (keep in room T-TH for work group use as needed). For Monday, the speaker phone should be integrated into the room sound system. -4 handheld microphones (Monday only) -1 table top microphone stand (Monday only) -3 hard wire internet connections (Monday only) -15 power strips (6 outlets/strip) for around the table and for observers -internet access for meeting attendees, minimum 15-25 Mb/s connection; optimally 30-50 Mb/s - Wi-Fi hotspots to amplify the wireless signal in the room. BREAKOUT MEETING ROOM 2 SPECIFICATIONS (Monday-Thursday): -Breakout 2 - U shape set up for 10 people with theater seating for 10-20: Monday: 6:30 am-9:30 pm Tuesday: 6:30 am - 9:30 pm Wednesday: 6:30 am - 9:30 pm Thursday: 6:30 am - 5:00 pm AV Equipment -Projector table -1 large projector screen -Polycom speaker phone with spider microphones -3 Power strips -internet access for meeting attendees, minimum 15-25 Mb/s connection; optimally 30-50 Mb/s - Wi-Fi hotspots to amplify the wireless signal in the room. BREAKOUT MEETING ROOM 3*** SPECIFICATIONS (Monday-Thursday): -Breakout 3 - U shape set up for 10 people with theater seating for 10-20: Monday: 6:30 am - 9:30 pm Tuesday: 6:30 am - 9:30 pm Wednesday: 6:30 am - 9:30 pm Thursday: 6:30 am - 5:00 pm AV Equipment -Projector table -1 large projector screen -internet access for meeting attendees, minimum 15-25 Mb/s connection; optimally 30-50 Mb/s - Wi-Fi hotspots to amplify the wireless signal in the room. ***Our event could work with only 2 breakout rooms and a plenary, but three breakout rooms is preferred. Audio/Visual (A/V) Requirements: Provide a complete price list, with total A/V amount for the requested A/V SUMMARY OF A/V EQUIPMENT/SERVICES NEEDED & PLACEMENT/LOCATION Item Quantity Placement/Location Projector table 2 Plenary Room (Tuesday-Thursday) Projector screens (at least 10x14)* 2 Plenary Room (Tuesday-Thursday) Sound Package (if needed) 1 Plenary Room (Tuesday-Thursday) Push to talk microphones 35 Plenary Room (Tuesday-Thursday) Wireless mics & Audio Mixer 3 Plenary Room (Tuesday-Thursday) Power strips 1 per table Plenary Room (Tuesday-Thursday) Conference phone 1 Plenary Room (Tuesday-Thursday) Wireless access for all All Plenary Room (Tuesday-Thursday) Hard-wired internet connection 2 Plenary Room (Tuesday-Thursday) Projector table 1 Breakout Room 1 ( Monday-Thursday) Projector screen 1 Breakout Room 1 (Monday-Thursday) Polycom Speaker Phone with spider microphones 1 Breakout Room 1 (Monday-Thursday) Power strips 15 Breakout Room 1 (Monday-Thursday) Hand-held microphones 4 Breakout Room 1(Monday-Thursday) Hard-wired internet connection 3 Breakout Room 1 (Monday) Wireless access for all All Breakout Room 1 (Monday-Thursday) Polycom Speaker phone with spider microphones 1 Breakout Room 2 (Monday-Thursday) Projector table 1 Breakout Room 2 (Monday-Thursday) Projector screen 1 Breakout Room 2 (Monday-Thursday) Power strips 1 (Breakout Room 2 (Monday-Thursday) Wireless access for all All Breakout Room 2 (Monday-Thursday) Projector table 1 Breakout Room 3*** (Monday-Thursday) Projector screen 1 Breakout Room 3 (Monday-Thursday) Wireless access for all All (Breakout Room 3 (Monday-Thursday) *Our event could work with one screen only, but two is preferable. ***Our event could work with only 2 breakout rooms and a plenary, but three breakout rooms is preferred. FOOD & BEVERAGE REQUIREMENTS Provide a complete price list for the following food & beverage requirements. These requirements are an estimate and we will select items from the catering menu provided. **Each day, most of our participants will eat lunch in the hotel restaurant or off-site. Many do choose to eat in the hotel restaurant, so please staff the restaurant accordingly from Tuesday to Thursday. In addition to those participants eating in the restaurant or off-site, we have several working meetings scheduled throughout our event with 8-30 participants each. For these instances, we would like to offer participants the ability to order self-pay meals beforehand that will be delivered or picked up by participants. If lunches are to be picked up by participants, we will need several pay stations operating to ensure that working lunch meeting participants can pay for lunches quickly and have ample time to meet. We have typically offered box lunches with a pre-order form. The pre-order form contains five options or a menu that varies each day. Participants can order in advance and turn their form in by 9:30 or 10:00 am so that the kitchen can prepare orders. A combination of salads and sandwiches with sides work well for our group. MONDAY BREAKOUT ROOM 1 (65 people) 8:00 am -Hot Beverage Service • 2 gallons coffee • 1 gallon decaf • 10 assorted hot tea bags (based on consumption) and hot water - mix of black, green, and herbal -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting - TBD** (see above) 1:00 pm -Hot Beverage Service • 2 gallons coffee • 1 gallon decaf • 10 assorted hot tea bags (based on consumption) and hot water - mix of black, green, and herbal -Cold Beverage Service • 10 soft drinks (based on consumption) -Food Service • 3 dozen Cookies, Popcorn, or Pretzels or similar item (We'd like to vary the afternoon selections on different days between these or similar items. We will select items from the catering menu provided by the venue.) -Water service to room all day (Pitcher water is preferred) BREAKOUT ROOM 2 (15 people) -Water service to room all day (Pitcher water is preferred) BREAKOUT ROOM 3 (15 people) -Water service to room all day (Pitcher water is preferred) TUESDAY PLENARY ROOM (150 people) 7:00 am -Hot Beverage Service • 11 gallons coffee • 1 gallons decaf • 36 assorted hot tea bags (based on consumption) and hot water - mix of black, green, and herbal -Cold Beverage Service • 30 assorted sodas (based on consumption) -Food needs: • 10 dozen assorted Danish pastries or similar item • 110 seasonal sliced fresh fruit or similar item 1:00 pm -Hot Beverage Service • 6 gallons coffee • 1 gallon decaf • 12 assorted hot tea bags (based on consumption) and hot water - mix of black, green, and herbal -Cold Beverage Service • 15 assorted sodas (based on consumption) - Food needs: • 10 dozen baked mini apple strudel or similar item All-Day -Water station set up at back of plenary room BREAKOUT ROOM 1 (65 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting - TBD** (see above) BREAKOUT ROOM 2 (15 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting - TBD** (see above) BREAKOUT ROOM 3 (15 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting - TBD** (see above) WEDNESDAY PLENARY ROOM (150 people) 7:00 am -Hot Beverage Service • 11 gallons coffee • 1 gallons decaf • 36 assorted hot tea bags (based on consumption) and hot water - mix of black, green, and herbal -Cold Beverage Service • 30 assorted sodas (based on consumption) -Food needs: • 10 dozen assorted breakfast pastries with fruit jams, honey, and butter or similar item • 110 seasonal sliced fruits or similar item 1:00 pm -Hot Beverage Service • 6 gallons coffee • 1 gallon decaf • 12 assorted hot tea bags (based on consumption) and hot water - mix of black, green, and herbal -Cold Beverage Service • 15 assorted sodas (based on consumption) - Food needs: • 10 dozen chocolate fudge brownies or similar item All-Day -Water station set up at back of plenary room BREAKOUT ROOM 1 (65 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting - TBD** (see above) BREAKOUT ROOM 2 (15 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting - TBD** (see above) BREAKOUT ROOM 3 (15 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting - TBD** (see above) THURSDAY PLENARY ROOM (80 people) 7:00 am -Hot Beverage Service • 7 gallons coffee • 1 gallons decaf • 20 assorted hot tea bags (based on consumption) and hot water - mix of black, green, and herbal -Cold Beverage Service • 20 assorted sodas (based on consumption) -Food needs: • 8 dozen assorted breakfast scones • 80 fresh sliced fruits All-Day -Water station set up at back of plenary room BREAKOUT ROOM 1 (65 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting - TBD** (see above) BREAKOUT ROOM 2 (15 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting - TBD** (see above) BREAKOUT ROOM 3 (15 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting - TBD** (see above) ___________________________________________________________________________________ PART 3 - OTHER LOGISTICAL NEEDS ON-SITE PHOTOCOPYING AND PRINTING -Access to on-site photocopying for high volume copies is required. Please include price per copy in quote. -Must have access to onsite printing. CONCESSIONS REQUESTED *Complimentary power strips *Complimentary shipping and receiving -# Boxes Sent: Will send at least 2 boxes BILLING INSTRUCTIONS -Group charges billed to the Government Purchase Order are federally funded and are therefore, tax-exempt (SD state form RV066 will be provided) -Meeting Space Rental, A/V (including speaker phones), Internet, and Food and Beverage billed to Purchase Order PAYMENT: Terms will be specified and payment will be provided via government purchase order. ON-SITE BILL REVIEW INSTRUCTIONS: Review with Peter Williams and/or his designee Final Bill to Be Sent to: Melanie Knapp, Senior Program Associate knapp@udall.gov cc: Carrie Thompson, Senior Program Manager thompson@udall.gov U.S Institute for Environmental Conflict Resolution 130 South Scott Ave Tucson, AZ 85701 AUTHORIZED SIGNATORIES: Scott Swarens, Director of Finance and Operations, has approval authority for the Purchase Order; Carrie Thompson has approval authority for Banquet Event Orders. ___________________________________________________________________________________________ PART 4 - WHAT TO SUBMIT Quotes are due by 5:00 PM MT on Friday, December 4, 2015 1. QUOTES MUST INCLUDE THE FOLLOWING INFORMATION: -Your facilities' capacity for the meeting times & dates as described above. -The Government Rate Room Block Request described above. -The cost for transportation services from local airport or other surrounding airports. Include any free shuttle services your facility offers. -Confirm in your proposal the facility's capacity to provide the meeting rooms as described above (Include photos of specific meeting rooms you have available). -Provide a detailed description, map or layout of the facility's conference rooms, including dimensions, and illustrate how the facility intends to meet the requirements. -Internet access, (including description of venue's bandwidth that will meet the needs of the meeting), and availability -A complete, detailed price list, with total A/V, phone, and internet amount for the requested A/V and internet services described above. -A complete price list for the food & beverage requirements described above. -Availability of on-site high volume photocopying services and document printing and cost for each. -FEMA Fire-safe ID number -Verification of ADA compliance -Parking availability and fees -Gratuities policy -A list of restaurants that are onsite and/or in close proximity (within walking distance) to your facility. 2. COST -All inclusive food and beverage cost for all days, Monday-Thursday -All inclusive AV, phone, and internet cost for all days, Monday-Thursday --All inclusive meeting space rental cost for all days, Monday-Thursday -All inclusive photocopy cost for 300 copies -All inclusive total cost for all days, Monday-Thursday CONTRACTOR QUALIFICATIONS: -The Contractor shall be bonded, licensed, and properly insured for all Conference Center operations, preparing and/or catering meals, and serving meals. -Facility shall be compliant with the American Disabilities Act as defined by law. -Facility shall provide FEMA Fire-Safe ID Number. ___________________________________________________________________________________________ PART 5 - EVALUATION CRITERIA (all are of equal value) Quotes will be evaluated on the following factors of import to the government. 1. Quality of meeting space: our professional meeting requires that meeting rooms provide adequate room for movement, adequate distance and/or soundproofing such that other meetings or breakouts will not generally be heard from room to room, access to eating establishments, and ability of venue restaurant to provide timely service and to-go meals over the lunch hours. 2. Quality of audio visual services such that on-site and remote participants can participate in the meeting discussions without interruption or distraction from low or limited audio. 3. Cost. 4. Completeness and timeliness of quote.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/UDALL/UDALLOD01/OD01/MRRIC_Venue_May_or_Aug_2016/listing.html)
- Place of Performance
- Address: Billings/Helena, MT region, United States
- Record
- SN03939196-W 20151107/151105234424-34b1fa770b39fd99af603eff8bafe130 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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