MODIFICATION
X -- Missouri River Recovery Implementation Committee (MRRIC) June 2016 Meeting Venue
- Notice Date
- 3/8/2016
- Notice Type
- Modification/Amendment
- 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_Meeting_Venue_June_2016
- 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
- Missouri River Recovery Implementation Committee (MRRIC) Request for Quote & Event Specifications Guide Event Date: June 1-3, 2016. One meeting will be held at this date in any of three locations listed below, decided upon receipt of the quotes. Event Location: Best value to the government of Kansas City, KS/Kansas City, MO; Denver, CO; and Omaha, NE regions NOTE: QUOTES ARE DUE TUESDAY, MARCH 15, 2016, BY 5:00 PM CT 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 either the Omaha, NE; Denver, CO; or Kansas City, KS/MO region on June 1-3, 2016. The meeting will start on Wednesday. Venues offering both meeting space and sleeping rooms will be favored. 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, availability of or proximity to 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 Wednesday through Friday. Breakout rooms and the plenary room will be used for meetings from Wednesday through Friday, and the plenary room will be required for setup on Tuesday. ***Our event could work with only 2 breakout rooms and a plenary, but three breakout rooms is preferred. If all three rooms are not available, please submit your proposal and note specific rooms that could be available. -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 65-75 people in combination classroom and U shape seating (30-40 (40 preferred) at U, and theater and/or classroom seating for 35-40); -The second and third breakout rooms should accommodate at least 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 are preferred 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 (service charge, any applicable taxes, etc.). For information on how to register your company on FedBizOpps (FBO), or to view or receive updates and notifications to the solicitation, please reference the FBO Vendor Guide located on the FBO web site home page (https://www.fbo.gov/). 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 -Meeting/Event is open to the public DATES & TIMES Confirm in your proposal your facility's capacity for the following meeting times & dates:. -Published Meeting/Event Start Day/Date: Wednesday, June 1, 2016 (setup required Tuesday, May 31st) -Published Meeting/Event Start Time: 8:00 a.m. -Published Meeting/Event End Day/Date: Friday, June 3, 2016 -Published Meeting/Event End Time: 5:00 p.m. GUEST ROOM INFORMATION Confirm in your quote the following Government Rate Room Block Request or provide a list of nearby lodging options that would meet the following requirements: # Sleeping Rooms Required/Meeting Day -Tuesday: 55 -Wednesday: 55 -Thursday: 55 -Friday: 12 Room Rate -No more than established government lodging rates. Government rates as of March 2016 are $104/night for Omaha, $172/night for Denver, and $112/night for Kansas City. 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: *At the time of this Request, it is anticipated that individual guests will be responsible for making their own room reservations and paying for their rooms and incidentals. With prior coordination, the Udall Foundation may also choose to provide room lists as a means of reserving guest rooms. *Guest rooms and guest room incidentals are not to be invoiced to the Government Purchase Order. *Hotel must provide a phone 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 (Wednesday-Friday; setup Tuesday): -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) -Tuesday: Preferred: 7:00 am - 11:00 pm (Plenary Room Setup); No later than 2:00 pm-11:00 pm -Wednesday: 6:30 am - 9:30 pm (meeting) -Thursday: 6:30 am - 9:30 pm (meeting) -Friday: 6:30 am - 5:00 pm (meeting - we may only need until 1:00 pm AV EQUIPMENT FOR PLENARY MEETING SPACE -2 large projector screens (at least 10'X14'). 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 30-40 (40 preferred) people and 35-40 seats in theatre and/or classroom seating; projector table & laptop table and chair in middle of U shape: Wednesday: 6:30 am - 9:30 pm Thursday: 6:30 am - 9:30 pm Friday: 6:30 - 5:00 pm (we may only need until 3:30 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 (Wednesday only) -1 table top microphone stand (Wednesday only) -3 hard-wired internet connections (Wednesday 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 (Wednesday - Friday): -Breakout 2 - U shape set up for 10 people with theater seating for 10-20: Wednesday: 6:30 am - 9:30 pm Thursday: 6:30 am - 9:30 pm Friday: 6:30 - 5:00 pm (we may only need until 1:00 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 (Wednesday - Friday): -Breakout 3 - U shape or boardroom set up for 10 people with theater seating for 10-20: Wednesday: 6:30 am - 9:30 pm Thursday: 6:30 am - 9:30 pm Friday: 6:30 - 5:00 pm (we may only need until 1:00 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 (inclusive of any service charge, taxes, etc.) for the requested A/V. SUMMARY OF A/V EQUIPMENT/SERVICES NEEDED & PLACEMENT/LOCATION Item Quantity Placement/Location Projector table 2 Plenary Room (Wednesday-Friday) Projector screens (at least 10x14)* 2 Plenary Room (Wednesday-Friday) Sound Package (if needed) 1 Plenary Room (Wednesday-Friday) Push to talk microphones 35 Plenary Room (Wednesday-Friday) Wireless mics & Audio Mixer 3 Plenary Room (Wednesday-Friday) Power strips 1 per table Plenary Room (Wednesday-Friday) Conference phone 1 Plenary Room (Wednesday-Friday) Wireless access for all All Plenary Room (Wednesday-Friday) Hard-wired internet connection 2 Plenary Room (Wednesday-Friday) Projector table 1 Breakout Room 1*** (Wednesday-Friday) Projector screen 1 Breakout Room 1 (Wednesday-Friday) Polycom Speaker Phone with spider microphones 1 Breakout Room 1 (Wednesday-Friday) Power strips 15 Breakout Room (Wednesday-Friday) Hand-held microphones 4 Breakout Room 1 (Wednesday-Friday) Wireless access for all All Breakout Room 1 (Wednesday-Friday) Breakout Room 2***(Wednesday - Friday) Polycom Speaker phone with spider microphones 1 Breakout Room 2 (Wednesday - Friday) Projector table 1 Breakout Room 2 (Wednesday - Friday) Projector screen 1 (Breakout Room 2 (Wednesday - Friday) Power strips 1 Breakout Room 2 (Wednesday - Friday) Wireless access for all All Breakout Room 2 (Wednesday - Friday) Breakout Room 3*** (Wednesday-Friday) Projector table 1 Breakout Room 3 (Wednesday - Friday) Projector screen 1 Breakout Room 3 (Wednesday - Friday) Wireless access for all All Breakout Room 3 (Wednesday - Friday) *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 Please 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 Wednesday to Friday. 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. 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 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 • 20 assorted sodas (based on consumption) - Food needs: • 10 dozen baked goods and/or other snack (e.g., cookies, brownies, popcorn, or pretzels, etc.) 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 (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 • 20 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) FRIDAY 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 Carrie Thompson and/or her 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 CT on Tuesday, March 15, 2016 1. QUOTES MUST INCLUDE THE FOLLOWING INFORMATION: -Your facility's capacity for the meeting times & dates as described above - Your facility's capacity to provide the meeting rooms as described above (Include photos of specific meeting rooms you have available). -The Government Rate Room Block described above (if lodging is being provided onsite). -The cost for transportation services from local airport or other surrounding airports. Include any free shuttle services your facility offers. -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 and availability (including description of venue's bandwidth that will meet the needs of the meeting) -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, Wednesday-Friday (including any service charge, tax, etc. listed as line items in addition to the subtotal) -All inclusive AV, phone, and internet cost for all days, Wednesday-Friday (including any service charge, tax, etc. listed as line items in addition to the subtotal)--All inclusive meeting space rental cost for all days, Wednesday-Friday (including any service charge, tax, etc. listed as line items in addition to the subtotal)-All inclusive photocopy cost for 300 copies (including any service charge, tax, etc. listed as line items in addition to the subtotal) -All inclusive total cost for all days, Wednesday-Friday (including any service charge, tax, etc. listed as line items in addition to the subtotal) 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, quality of onsite dining opportunities and/or proximity to eating establishments, and ability of venue restaurant to provide timely service and to-go meals over the lunch hours. 2. Quality and proximity of lodging. 3. 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. 4. Cost. 5. Completeness and timeliness of quote. 6. Previous experience with venue Other considerations could include: 7. Distance from airport 8. Environmental performance and sustainability factors, including a preference for energy and water efficient products and services; reusable, recycled, recycle-able materials; and facilities that offer greater access to onsite or walkable amenities.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/UDALL/UDALLOD01/OD01/MRRIC_Meeting_Venue_June_2016/listing.html)
- Place of Performance
- Address: Kansas City, KS/Kansas City, MO; Denver, CO; or Omaha, NE regions, United States
- Record
- SN04042821-W 20160310/160308234707-59c82bbb75c5d0f53d531ab76faec0ea (fbodaily.com)
- Source
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