Udall Scholarship Selection Committee Meeting
Added: Oct 04, 2017 2:25 pm
I. Contact InformationEvent Name: Udall Scholarship Selection Committee MeetingEvent Host Organization/Organizer:Udall FoundationKey Contact Person:Jane CurlinJob Title:Director, Education ProgramsMailing Address Line 1: 130 South Scott Ave.City:TucsonState/Province: AZZip/Postal Code:85701Country:USAPhone:(520) 901-8565Fax:(520) 901-8570E-mail Address:curlin@udall.govWeb Address:www.udall.govPreferred Method of Communication:EmailOther:Client requests no follow up phone calls.II. Event ProfilesEvent Host Organization:Udall FoundationEvent Organizer (if different from Host Organization):Udall FoundationEvent Start/End Dates:Scholarship Selection Committee, April 4-8, 2018Event OrganizerMarket Segment: GovernmentEvent Type:Committee MeetingEvent Frequency:Annual Contract type:Terms will be specified and payment will be provided via government purchase order agreement.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: Approximately 18Staff:TwoTotal Attendees: Approximately 20Attendee Demographics Profile: Most attendees fly in to the Tucson Airport and are brought to the meeting location by local shuttle service or taxi.III. RequirementsLocation Requirements:Tucson, AZ Date Requirements: Scholarship Selection Committee, April 4-8, 2018Facility RequirementsPreferred Facility Type:Conference Center, Hotel, Resort, or Unique VenueNOTE:Venue must be on the FEMA Hotel Motel National Master Fire-Safe List: http://apps.usfa.fema.gov/hotel/Guest RoomsTotal Rooms Needed:Approximately 18Total Room Nights:Approximately 70-80 nights Function SpaceSet Up: Nine Classroom Tables set for twoL-shaped staff table set for twoMaterials table Bright lightingMinimum Capacity:40 Other requests: Access to outdoor rounds set upNatural lightingQuiet - no construction or loud functions in day/eveRequested Concessions:Complimentary 24-Hour Hold on spaceSecure/Storage Space with Complimentary Power Strips/Extension cords; Complimentary Local Phone Calls and Wireless Internet in the meeting spaceFree parking Complimentary easel outside meeting room for group signageRefresh meeting room at each breakCoffee break mid-morningAirport pick-up and drop-offAudio/VisualIn house:Include a government menu/pricing informationExternal:Provide recommendations of reputable AV companiesMeeting Room:Complimentary extension cords to staff table Wireless Internet availableGuest Room Block 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 andSuites RequiredTuesday 4Wednesday 18Thursday 18Friday 18Saturday 18Sunday 2Totals 78Room Rate No more than set government per diem rates for Tucson, Arizona (currently $93/ night). Per Diem rates available on https://www.gsa.gov/travel/plan-book/per-diem-ratesNo 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 a rooming list for group.Food & Beverage Budget: All F&B must not exceed the federal per diem rate per meal. Per Diem rates are available on https://www.gsa.gov/travel/plan-book/per-diem-rates/meals-and-incidental-expenses-mie-breakdown. The price per person per meal below is the maximum allowed and INCLUDES tax and gratuity. Per diem allowance: TucsonBreakfast $13Lunch $15Dinner $26Requirements: 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.Approximately two-three guests will require either or both vegan and gluten-free meals. These meals should be plated and served separately. 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.The Foundation may request a tasting appointment for 2-3 people to allow for a determination on food quality.IV. Proposal SpecificationsThe 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 Jane Curlin, curlin@udall.gov.Decision Making Process:Final Decision Maker: Philip Lemanski, Executive DirectorTimeline:RFP Published Date:October 4 2017Proposal Due Date and Time:November 1, 2017 Decision Date:December 1, 2017NOTE: Timeline is subject to change as deemed appropriate by the Udall Foundation. Site inspections may be requested by the Udall Foundation.Critical Key Decision Factors: Completeness of proposalAbility of the vendor to provide high level of serviceOverall cost of services (calculated using some factors outside the scope of this RFP, such as cost of airport transportation)Quality of meeting space - including light, seating, noise, and comfortSleeping Room rateAbility to meet food and beverage needs ADA ComplianceFormat 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.Instructions for Responding:Accepted Formats for Response:EmailEach 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.NOTE: 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.V. Proposal ContentEach proposal responding to this RFP must include the following information (in the order presented here).Facility Name: Mailing Address: City/State/Zip CodeWeb 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:Standard Sales Kit for the Facility with Meeting Room SpecsExclusive and/or Preferred Vendor ListPrice List(s) • Parking• Fitness Center• Internet Access & Accessories• Government Food and Beverage Menus• Shipping & Receiving• Utilities• Gratuities Policy• FEMA Fire-safe ID NumberReferences:Please provide the name, business, and contact information for 3 references whom we can call to request specific information about past performance.
Udall_Scholarship_Selection_Mtg_2018 Morris K. Udall Foundation
10/4/17, 2:25 PM Missouri River Recovery Implementation Committee May 2014 Meeting Venue RFQ
Added: Jan 16, 2014 5:25 pm
Missouri River Recovery Implementation CommitteeRequest for Quote & Event Specifications GuideEvent Date: May 19-22, 2014Event Location: Rapid City, SD NOTE: Quotes are due by 5:00 PM MST on February 6, 2014PART 1 - Group Resume InformationMeeting/Event ProfileGroup/Organization Name: U.S Institute for Environmental Conflict ResolutionMeeting/Event Name: Missouri River Recovery Implementation Committee (MRRIC)Group/Organization Street Address: 130 South Scott Ave City: Tucson State/Province: AZ Postal/Zip Code: 85701 Country: USA SynopsisThe US Institute for Environmental Conflict Resolution, a program of the Udall Foundation, Tucson, Arizona has a requirement for a Missouri River Recovery Implementation Committee meeting to be held in Rapid City, SD on May 19-22, 2014. Quote must have these exact dates available.One plenary room and two breakout rooms are required. The plenary room must accommodate 150 people in combination classroom and U shape seating; one breakout room should accommodate 50 people in combination classroom and U shape seating and the second breakout room should accommodate 20 people in combination U shape and theatre style seating. AV support package and food and beverage packages are required each day. All facilities and adequate parking should be at one location. Pricing shall be quoted inclusive of food & beverage and AV support.For information on how to register your company on 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.Prospective contractors must be registered in the System for Award Management Database (www.sam.gov), prior to award of a government contract. Registration requires applicants to have a DUNS number. We recommend registering immediately in order to be eligible for timely award. Contracting Office Address: 130 S. Scott Avenue, Tucson, AZ 85701 Point of Contact(s): Kim CaringerRole: Event Planner Office Phone: (520) 901-8534 E-mail: caringer@ecr.govcc: palmer@ecr.gov -On-Site Meeting-Meeting/Event Type: Committee Meeting-Meeting/Event Frequency: Quarterly; this RFQ is for the May 2014 meeting only-Meeting/Event is open to the publicDates & TimesConfirm in your proposal your facilities capacity for the following meeting times & dates: -Published Meeting/Event Start Day/Date: Monday, May 19, 2014-Published Meeting/Event Start Time: 8:00 a.m.-Published Meeting/Event End Day/Date: Thursday, May 22, 2014-Published Meeting/Event End Time: 3:00 p.m. Guest Room InformationConfirm in your quote the following Government Rate Room Block Request & Attrition Rate: # of Rooms Required/Meeting Day -Sunday, 5/18/14: 20-Monday, 5/19/14: 55-Tuesday, 5/20/14: 55-Wednesday, 5/21/14: 55-Thursday, 5/22/14: 4 -Individual Room Reservation Call-In Cut-Off Date: May 9, 2014-Attrition Rate Requested: 50% -Government Rate for Rapid City, SD: $83/night (excluding taxes)Restaurants in Close ProximityInclude in your quote those restaurants that are onsite or in close proximity (within walking distance) to your facility. Transportation ServicesInclude in your quote the cost for transportation services from Rapid City Regional Airport in Rapid City, SD. Include any free shuttle services your facility offers. PART 2 - Meeting/Event Function Schedule and Set-up RequirementsGeneral Function InformationConfirm in your proposal the facility's capacity to provide the following meeting rooms. Include complete price list for meeting rooms & requested A/V and photos of specific meeting rooms you have available.Plenary Meeting Room Specifications (May 20-22, 2014): -Plenary Room - U shape set up for 60 people and classroom style table and chairs for 50 (6,000 SQ FT total - SEE REQUESTED ROOM LAYOUT GUIDE); projector table & laptop table and chair in middle of U shape, 1 six-foot registration table, 1 adjustable deck chair:-Monday, May 19:: 12:00 pm - 9:00 pm (Plenary Set-up Day)-Tuesday, May 20: 6:30 am - 9:00 pm-Wednesday, May 21: 6:30 am - 9:00 pm-Thursday, May 22: 6:30 am - 3:00 pm AV Equipment -1 large projector screen (at least 10X14) -Sound package (if necessary based on acoustics in room)-30 push to talk mics (1 microphone for every two seats around U shape) + 5 for tables at front of U (two of which are Chairman microphones)-3 wireless microphones & audio mixer-Power strips around U-shape and classroom table and chairs - 100 outlets total-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.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. It would also be ideal to be able to test the audio/AV connection in advance of the meeting to make sure things are working correctly and know if there's any specific equipment we need. Onsite AV support is requested for Monday through Thursday.Additional Breakout Rooms-Breakout Meeting Room 1 Specifications (May 19-21, 2014):-Breakout 1 - U shape set up for 30 people and classroom style table and chairs for 25 on perimeter; 1 6-foot materials/sign in table; projector table & laptop table and chair in middle of U shape: Monday, May 19:: 6:30am - 9:00 pm Tuesday, May 20: 6:30 am - 9:00 pm Wednesday, May 21: 6:30 am - 9:00 pm AV Equipment -Projector table-1 large projector screen-Polycom speaker phone with spider microphones (keep in room for T-W for work group use as needed)-2 handheld microphones-1 table top microphone stand-2 hard wire internet connections-8 power strips for around the table and for observers Breakout Meeting Room 2 Specifications (May 19-21, 2014):-Breakout 2 - U shape set up for 20 people - A Boardroom is ideal: Monday May 19: 7:00 am-7:00 pm Tuesday, May 20: 6:30 am - 9:00 pm Wednesday, May 21: 6:30 am - 9:00 pmAV Equipment -Projector table-1 large projector screen-Polycom speaker phone with spider microphones-3 Power strips Audio/Visual (A/V) Requirements:Provide a complete price list, with total A/V amount for the requested A/VSummary of A/V Equipment/Services Needed & Placement/Location ItemQuantityPlacement/LocationProjector table & Laptop table 1Plenary Room (05/19/14-05/22/14)Projector screen (at least 10x14)1Plenary Room (05/19/14-05/22/14)Sound Package (if needed)1Plenary Room (05/19/14-05/22/14)Push to talk microphones35Plenary Room (05/19/14-05/22/14)Wireless mics & Audio Mixer3Plenary Room (05/19/14-05/22/14)Power strips 100 outlets Plenary Room (05/19/14-05/22/14)Conference phone 1Plenary Room (05/19/14-05/22/14)Wireless access for allAllPlenary Room (05/19/14-05/22/14)Hard-wired internet connection2Plenary Room (05/19/14-05/22/14)Projector table1Breakout Room 1 (05/19/14-05/22/14)Projector screen1Breakout Room 1 (05/19/14-05/22/14)Polycom Speaker Phone with spider microphones1Breakout Room 1 (05/19/14-05/22/14)Power strips8Breakout Room 1 (05/19/14-05/22/14)Hand-held microphones2Breakout Room 1 (05/19/14-05/22/14)Hard-Wired Internet connection2Breakout Room 1 (05/19/14-05/22/14)Polycom Speaker phone with spider microphones1Breakout Room 2 (05/19/14-05/22/14)Projector table1Breakout Room 2 (05/19/14-05/22/14)Projector screen1Breakout Room 2 (05/19/14-05/22/14)Power strips3Breakout Room 2 (05/19/14-05/22/14)FOOD & BEVERAGE REQUIREMENTSProvide a complete price list for the following food & beverage requirements:Monday, 05/19/2014Breakout Room 1 (50 people)11:00 am -Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)-Cold Beverage Service (assorted soft drinks and waters)-Brownies and/or Cookies-Possible self-pay take out order for lunch meeting - TBD Tuesday, 05/20/2014Plenary Room (100 people)7:00 am -Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)-Fruit Platter-Pastries1:00 pm-Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)-Brownies and/or CookiesAll-Day-Water station set up at back of plenary roomBreakout Room 1 (30 people)-Water service to room all day (Pitcher water is preferred)-Possible self-pay take out order for lunch meeting - TBDBreakout Room 2 (20 people)-Water service to room all day (Pitcher water is preferred)Wednesday, 05/21/2014Plenary Room (100 people)7:00 am -Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)-Fruit Platter-Pastries1:00 pm -Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)-Brownies and/or CookiesAll-Day-Water station set up at back of plenary roomBreakout Room 1 (30 people)-Water service to room all day (Pitcher water is preferred)-Possible self-pay take out order for lunch meeting - TBDBreakout Room 2 (20 people)-Water service to room all day (Pitcher water is preferred)Thursday, 05/22/2014Plenary Room (100 people)7:00 am -Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)-Fruit Platter-PastriesAll-Day-Water station set up at back of plenary roomPART 3 - Other Logistical Needs-On-Site Photocopying-Access to on-site photocopying for high volume copies is required. Please include price per copy in quote. Shipping/Receiving Needs-# Boxes Sent: Will send at least 2 boxes-If applicable, please include cost for receiving shipments.Billing Instructions -Group is tax-exempt -Meeting Space Facility Fees, A/V, and Food and Beverage billed to Master-Meeting Space Facility Fees, A/V, and Food and Beverage Incidentals billed to Master -Guest Rooms and Guest Room Incidentals are not billed to the Master bill-Guests Pay for their own Guest RoomsPayment: Credit Card Direct Bill for meeting rooms/AV/F&B (hotel to send credit card authorization form) On-Site Bill Review Instructions: Review with Kim Caringer and Sarah PalmerFinal Bill to Be Sent to: Sarah Palmer, Senior Program ManagerU.S Institute for Environmental Conflict Resolution130 South Scott AveTucson, AZ 85701palmer@ecr.gov Authorized Signatories: Phil Lemanski, CFO, has approval authority for Master BillPART 4 - What to submitQuotes are due by 5:00 PM MST on February 6th, 2014 1. Quotes must include the following information: -Your facilities' capacity for the following meeting times & dates as described on pages 1-2. -The Government Rate Room Block Request & Attrition Rate as described on page 2. -The cost for transportation services from Rapid City Regional Airport in Rapid City, SD. Include any free shuttle services your facility offers.-Confirm in your proposal the facility's capacity to provide the meeting rooms as described on pages 3-4. Include complete price list for meeting rooms and 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. -A complete, detailed price list, with total A/V amount for the requested A/V described on pages 3-5.-A complete price list for the food & beverage requirements described on pages 5-6-Availability of on-site high volume photocopy services and cost-A list of restaurants that are onsite and/or in close proximity (within walking distance) to your facility. 2. Cost-Total food and beverage for all days, May 19-22, 2014-Total AV for all days, May 19-22, 2014 -TOTAL COST for all days May 19-22, 2014Contractor 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 Certification Number. PART 5 - Evaluation CriteriaQuotes 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, and access to eating establishments.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 of quote and if submitted on time.
MRRIC_Venue_May_2014 Morris K. Udall Foundation
1/16/14, 5:25 PM Request for Proposals for administrative consulting services
Added: Feb 13, 2013 11:30 am
DETERMINATION AND FINDINGSAuthority to use a Time and Materials contractFAR 12.207(b)(l)(ii)(A), 16.60l(d)FINDINGS I. The Morris K. and Stewart L. Udall Foundation proposes to contract for administrative consulting services for the Foundation.The contract amount is NTE $100,000. It is anticipated that no further additional services will be required2. Market research was conducted to determine access to administrative consulting services in the local area. A solicitation was issued through FedBizOpps and a contract was awarded to the most qualified and best value offeror.3. The dnration and extent of work needed cannot be accurately anticipated because the services are necessitated by the needs of the Foundation's interim Executive Director and Board of Directors to determine what changes are needed to the organization due to ongoing investigations. Due to the difficulty in defining the scope of work, the costs of the effort cannot be anticipated with any degree of certainty. No other type of contract is suitable for procuring the services of the kind and quantity required without using a Time and Materials contract.4. The contract is expected to be concluded at the end of the six month performance period and the contract is for a relatively low level of funding. Approximately half of the work will be performed on Foundation premises. The Executive Director will be monitoring performance to limit the risk involved in a Time and Materials contract. A similar contract is not anticipated once the Foundation can implement the consultant's recommendations.5. The Foundation prefers to use Firm Fixed Price contracts, and expects that there will be limited need for such consulting services in the future. Future work, if needed, will be competed using a firm fixed price contract.DETERMINATIONOn the basis of the above findings, l hereby determine that no other type of contract other than aTime and Materials contract is suitable for this procurement.2/12/2013Date Phil Lemanski, Contracting Officer
Admin012013 Morris K. Udall Foundation
2/13/13, 11:30 AM Missouri River Implementation Committee (MRRIC) 2018 Meeting Venue
Added: Aug 16, 2017 7:04 pm
SynopsisThe US Institute for Environmental Conflict Resolution, a program of the Udall Foundation in Tucson, Arizona, has a requirement for Missouri River Recovery Implementation Committee meeting to be held in either the Omaha, NE; Kansas City, KS/MO region; or Sioux Falls, SD region. Anticipated: Three-day meeting (with the possible addition of a one day meeting) for each of the following blocks: February 5-9 or February 12-16; March 26-30; May 21-25 or May 29-June 1; and November 12-16 or November 26-30 orDecember 3-7, 2018; need will be confirmed when plans are set. Venues offering both meeting space and sleeping rooms will be favored. Quote must have these exact dates available. Discounts for holding several meetings at one venue are expected - please note discounts on proposal.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.***SEE ALL ATTACHED FILES FOR FURTHER DETAILS***
MRRIC_Meeting_Venue_2018 Morris K. Udall Foundation
8/16/17, 7:04 PM Missouri River Rec Imp Committee Event Specs
Added: Nov 19, 2013 10:52 pm
Missouri River Recovery Implementation CommitteeRequest for Quote & Event Specifications GuideEvent Date: February 10-13, 2014Event Location: Kansas City, MOPART 1 - Group Resume InformationMeeting/Event ProfileGroup/Organization Name: U.S Institute for Environmental Conflict ResolutionMeeting/Event Name: Missouri River Recovery Implementation Committee (MRRIC)Group/Organization Street Address: 130 South Scott AveCity: Tucson State/Province: AZPostal/Zip Code: 85701 Country: USASynopsisThe US Institute for Environmental Conflict Resolution, a program of the Udall Foundation, Tucson, Arizona, has a requirement for a Missouri River Recovery Implementation Committee meeting to be held in Kansas City, MO, area on February 10-13, 2014. Quote must have these exact dates available.One plenary room and two breakout rooms are required. The plenary room must accommodate 150 people in combination classroom and U shape seating; one breakout room should accommodate 50 people in combination classroom and U shape seating and the second breakout room should accommodate 20 people in combination U shape and theatre style seating. AV support package and food and beverage packages are required each day. All facilities and adequate parking should be at one location. Pricing shall be quoted inclusive of food & beverage and AV support.For information on how to register your company on 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.Prospective contractors must be registered in the System for Award Management Database (www.sam.gov), prior to award of a government contract. Registration requires applicants to have a DUNS number. We recommend registering immediately in order to be eligible for timely award.Contracting Office Address: 130 S. Scott Avenue, Tucson, AZ 85701Point of Contact(s): Name: Kim CaringerRole: Event Planner Office Phone: (520) 901-8534 E-mail: caringer@ecr.govcc: palmer@ecr.gov ahearn@ecr.gov1 On-SiteMeeting/Event Type: 1 Committee MeetingMeeting/Event Frequency: The Committee meets quarterly. This RFQ is for one meeting only.Meeting/Event is open to the public.Dates & TimesConfirm in your proposal your facilities capacity for the following meeting times & dates: Published Meeting/Event Start Day/Date: Monday, February 10, 2014Published Meeting/Event Start Time: 8:00 a.m.Published Meeting/Event End Day/Date: Thursday, February 13, 2014Published Meeting/Event End Time: 3:00 p.m.Guest Room InformationConfirm in your quote the following Government Rate Room Block Request & Attrition Rate:Sunday 02/09/14: 20 Monday 2/10/14: Rooms Blocked 55Tuesday 2/11/14: Rooms Blocked 55 Wednesday 2/12/14: Rooms Blocked 55 Thursday: 02/13/14: Rooms Blocked 4 Individual Call-In Cut-Off: Friday, January 31, 2014Attrition Rate Requested: 50% Government Rate for Kansas City, MO: $106/night(excluding taxes)Restaurants in Close ProximityInclude in your quote those restaurants that are onsite or in close proximity (within walking distance) to your facility.Transportation ServicesInclude in your quote the cost for transportation services from Kansas City International Airport in Kansas City, MO. Include any free shuttle services your facility offers.PART 2 - Meeting/Event Function Schedule and Set-up RequirementsGeneral Function InformationConfirm in your proposal the facility's capacity to provide the following meeting rooms. Include complete price list for meeting rooms & requested A/V and photos of specific meeting rooms you have available.Plenary Meeting Room Specifications (Feb 10-13, 2014): • Plenary Room - U shape set up for 60 people and classroom style table and chairs for 50 (6,000 SQ FT total - SEE REQUESTED ROOM LAYOUT GUIDE Attachment); projector table & laptop table and chair in middle of U shape, 1 six-foot registration table, 1 adjustable deck chair:o Monday, February 10: 12:00 pm - 9:00 pm (Plenary Set-up Day)o Tuesday, February 11: 6:30 am - 9:00 pmo Wednesday, February 12: 6:30 am - 9:00 pmo Thursday, February 13: 6:30 am - 3:00 pmAV Equipment • 1 large projector screen (at least 10X14) • Sound package (if necessary based on acoustics in room)• 30 push to talk mics (1 microphone for every two seats around U shape) + 5 for tables at front of U (two of which are Chairman microphones)• 3 wireless microphones & audio mixer• Power strips around U-shape and classroom table and chairs - 100 outlets total• 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.It would be 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. It would also be ideal to be able to test the audio/AV connection in advance of the meeting to make sure things are working correctly and know if there's any specific equipment we need.Onsite AV support is requested for Monday through Thursday.Additional Breakout RoomsBreakout Meeting Room 1 Specifications (Feb 10-12, 2014):Breakout 1 - U shape set up for 30 people and classroom style table and chairs for 25 on perimeter; 1 6-foot materials/sign in table; projector table & laptop table and chair in middle of U shape:o Monday, February 10:: 6:30am - 9:00 pmo Tuesday, February 11: 6:30 am - 9:00 pmo Wednesday, February 12: 6:30 am - 9:00 pmAV Equipment • Projector table• 1 large projector screen• Polycom speaker phone with spider microphones (keep in room for T-W for work group use as needed)• 2 handheld microphones• 1 table top microphone stand• 2 hard wire internet connections• 8 power strips for around the table and for observersBreakout Meeting Room 2 Specifications (Feb 10-12, 2013):Breakout 2 - U shape set up for 20 people - A Boardroom is ideal:o Monday February 10: 7:00 am-7:00 pm o Tuesday, February 11: 6:30 am - 9:00 pmo Wednesday, February 12: 6:30 am - 9:00 pmAV Equipment • Projector table• 1 large projector screen• Polycom speaker phone with spider microphones• 3 Power stripsAudio/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/LocationProjector table & Laptop table 1 Plenary Room (02/09/14-02/13/14)Projector screen (at least 10x14) 1 Plenary Room (02/09/14-02/13/14)Sound Package (if needed) 1 Plenary Room (02/09/14-02/13/14)Push to talk microphones 35 Plenary Room (02/09/14-02/13/14)Wireless mics & Audio Mixer 3 Plenary Room (02/09/14-02/13/14)Power strips 100 outlets Plenary Room (02/09/14-02/13/14)Conference phone 1 Plenary Room (02/09/14-02/13/14)Wireless access for all All Plenary Room (02/09/14-02/13/14)Hard-wired internet connection 2 Plenary Room (02/09/14-02/13/14)Projector table 1 Breakout Room 1 (02/09/14-02/12/14)Projector screen 1 Breakout Room 1 (02/09/14-02/12/14)Polycom Speaker Phone with spider microphones 1 Breakout Room 1 (02/09/14-02/12/14)Power strips 8 Breakout Room 1 (02/09/14-02/12/14)Hand-held microphones 2 Breakout Room 1 (02/09/14-02/12/14)Hard-Wired Internet connection 2 Breakout Room 1 (02/09/14-02/12/14)Polycom Speaker phone with spider microphones 1 Breakout Room 2 (2/9/14-2/12/14)Projector table 1 Breakout Room 2 (2/9/14-2/12/14)Projector screen 1 Breakout Room 2 (2/9/14-2/12/14)Power strips 3 Breakout Room 2 (2/9/14-2/12/14)Food & Beverage RequirementsProvide a complete price list for the following food & beverage requirements:Monday, 02/10/2014Breakout Room 1 (50 people) 11:00 am • Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)• Cold Beverage Service (assorted soft drinks and waters)• Brownies and/or Cookies• Possible self-pay take out order for lunch meeting - TBDTuesday, 02/11/2014Plenary Room (100 people) 7:00 am • Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)• Fruit Platter• Pastries1:00 pm • Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)• Brownies and/or CookiesAll-Day• Water station set up at back of plenary roomBreakout Room 1 (30 people)• Water service to room all day (Pitcher water is preferred)• Possible self-pay take out order for lunch meeting - TBDBreakout Room 2 (20 people)• Water service to room all day (Pitcher water is preferred)Wednesday, 02/12/2014Plenary Room (100 people) 7:00 am • Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)• Fruit Platter• Pastries1:00 pm • Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)• Brownies and/or CookiesAll-Day• Water station set up at back of plenary roomBreakout Room 1 (30 people)• Water service to room all day (Pitcher water is preferred)• Possible self-pay take out order for lunch meeting - TBDBreakout Room 2 (20 people)• Water service to room all day (Pitcher water is preferred)Thursday, 02/13/2014Plenary Room (100 people) 7:00 am • Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)• Fruit Platter• PastriesAll-Day• Water station set up at back of plenary roomPART 3 - Other Logistical NeedsOn-Site PhotocopyingAccess to on-site photocopying for high volume copies is required. Please include price per copy in quote. Special ActivitiesRecreational Activities: NoneTours: NonePre- and/or Post-Meeting/Event Programs: NoneShipping/Receiving Needs# Boxes Sent: Will send at least 2 boxesIf applicable, please include cost for receiving shipments.Billing Instructions:Group is tax-exempt: YesMeeting Space Facility Fees, A/V, and Food and Beverage to Master: Yes (if for some only, please specify)Meeting Space Facility Fees, A/V, and Food and Beverage Incidentals to Master: Yes (if for some only, please specify)Guest Rooms & Tax to Master: No(if for some only, please specify)Guest Room Incidentals to Master: No(if for some only, please specify)Guests Pay on Own: Yes (if for some only, please specify) Guest Rooms on Own1 Payment: Credit Card Direct Bill for meeting rooms/AV/F&B (hotel to send credit card authorization form) On-Site Bill Review Instructions: Review with Kim Caringer and Sarah PalmerFinal Bill to Be Sent to: Sarah Palmer, Senior Program ManagerU.S Institute for Environmental Conflict Resolution130 South Scott AveTucson, AZ 85701palmer@ecr.gov Authorized SignatoriesFull Name Title Maximum Amount or Specific Item(s) Approval AuthorityPhil LemanskiCFO Master Bill authorityPART 4 - What to submitQuotes are due by 5:00 PM MST on Wednesday, December 4, 2013.1. Quotes must include the following information:• Your facility's capacity for the following meeting times & dates as described on pages 1-2. • The Government Rate Room Block Request & Attrition Rate as described on above. • The cost for transportation services from Kansas City International Airport in Kansas City, MO. 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 complete price list for meeting rooms and 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. • A complete, detailed price list, with total A/V amount for the requested A/V described on pages 3-5.• A complete price list for the food & beverage requirements described above.• Availability of on-site high volume photocopy services and cost.• A list of restaurants that are onsite and/or in close proximity (within walking distance) to your facility.2. Cost• Total food and beverage for all days, February 10-13, 2014• Total AV for all days, February 10-13, 2014 • TOTAL COST for all days February 10-13, 2014Contractor 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 Certification Number.PART 5 - Evaluation CriteriaQuotes 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, and access to eating establishments.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 of quote and if submitted on time.
Feb2014_MRRIC_Meeting Morris K. Udall Foundation
11/19/13, 10:52 PM