SOLICITATION NOTICE
X -- Udall Scholarship Selection Committee Meeting Venue March 2016
- Notice Date
- 11/10/2015
- 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
- Scholarship_Selection_Meeting_Venue_2016
- Archive Date
- 12/15/2015
- Point of Contact
- Paula Randler, Phone: 520-901-8564, Jane Curlin, Phone: 520-520-901-8565
- E-Mail Address
-
randler@udall.gov, curlin@udall.gov
(randler@udall.gov, curlin@udall.gov)
- Small Business Set-Aside
- N/A
- Description
- 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: randler@udall.gov 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:
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/UDALL/UDALLOD01/OD01/Scholarship_Selection_Meeting_Venue_2016/listing.html)
- Place of Performance
- Address: Phoenix or Tucson, AZ, United States
- Record
- SN03943285-W 20151112/151110234853-2e23bcce90d8d7c1f031e989ed7b061b (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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