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75 Pleasant Street, Malden, Massachusetts 02148-4906 Main Telephone: (781) 338-3000 TTY: N.E.T. Relay 1-800-439-2370
Bidders Response Form* - Conference Space | Catering Services | Hotel Accommodations *Section A must be completed by all responding bidders and either section B, C or D must be completed as part of your response to this bid.
Alternate ID: 20MACISAC1 COMMBUYS Document #: BD-19-1026-DOE02-DOE01-38526
PLEASE NOTE:
· The price of the conference space rental is inclusive of all conference incidentals (i.e., internet connections, service fees, etc.) Any additional fees must be submitted to the department at the time of response submission and approved by the department upon award. No additional fees / services etc… will be approved after award. The department reserves the right to not award a contract if the service fees / additional fees are not acceptable and/or in the best interest of the Commonwealth. It is expected that pricing will remain in effect for the life of the contract. If this causes a hardship or increase in pricing is unavoidable, this may result in termination of the contract. Issues such as this will be dealt with on a case-by-case basis.
· The ability to receive E-mail is mandatory for this contract. E-mail will be the main method of communication used for this Contract by the team and contract users. A website is encouraged as the best way to market your company to eligible entities.
· The team reserves the right to disqualify any bidder not responding to all requested information and pricing requirements listed within this section of the response form.
· This document must be completed and submitted with bid to be considered for evaluation. Any sections left blank or incomplete may result in disqualification and/or rejection.
| SECTION: |
| TITLE OF SECTION: |
| TO BE COMPLETED BY: |
| Section A |
| Bidders Information |
| ALL responding Bidders |
| Section B |
| Category 1 (Catering Services ONLY) |
| Those responding to the Catering |
| Section C |
| Category 2 (Conference Space (non-hotel) with Catering Services Available |
| Those responding to the Conference space with catering section |
| Section D |
| Category 3 (Conference Space (hotel) with Overnight Accommodations) |
| Those responding to the Conference Space with overnight accommodations |
Section A - Bidders Information (to be completed by all responding bidders)
| Contact Name (regarding response): |
| Customer Service Phone Number: |
List and identify additional locations, below (if applicable, please provide location addresses):
Please check the category this response applies to:
| Category 1 (Catering Services Only) |
| |_| |
| Category 2 (Conference Space (non-hotel) with Catering Services Available |
| |_| |
| Category 3 (Conference Space with Overnight Accommodations) |
| |_| |
Please check all the counties that this response will be able to service (Detailed list is available on COMMBUYS under this bid): Please note - Bidders awarded a contract as a result of this BID will be required to service all cities and towns listed under County bid.
| Barnstable |_| |
| Berkshire |_| |
| Dukes |_| |
| Essex |_| |
| Franklin |_| |
| Hampton |_| |
| Hampshire |_| |
| Middlesex |_| |
| Nantucket |_| |
| Norfolk |_| |
| Plymouth |_| |
| Suffolk |_| |
| Worcester |_| |
| All Counties |_| |
Business Experience: Please provide a brief description of your qualification/experience in the section below (do not exceed 1 page in total):
References: Did you attach 3 letters of reference? Yes |_| No |_| COMMBUYS Vendor ID: (You must be registered on COMMBUYS in order to respond to this bid) Added Value Options: Please list any additional added value options available:
Section B - Category 1 (Catering Services ONLY) If you provide Catering Services only, please fill out this section (insert answers in the blank spaces provided) Check off all that are offered:
| Breakfast |
| |_| |
| Lunch |
| |_| |
| Dinner |
| |_| |
| Snack |
| |_| |
| Concession |
| |_| |
| Other |
| |_| |
Other Explanation: ________________________________________________________________
| Identify the number of years in business: |
| Have you included a copy of your current license issued by your Municipal Board of Health with your response? |
| Yes |_| No |_| |
| Have you included a Menu with pricing? |
| Yes |_| No |_| |
| What is your minimum serving capacity requirement? |
| # |
| What is your maximum serving capacity requirement? |
| # |
| Breakfast (provide the cost per person for a continental breakfast that would include the following menu: coffee, assorted Danishes, donuts and bagels.) |
| $ |
| Lunch (provide the cost per person for a lunch menu that would include the following: assorted sandwiches, potato chips, dessert (i.e. assorted cookies & brownies) and soda.) |
| $ |
| Dinner (provide the cost per person for a dinner menu that would include the following menu: Entrée dinner (i.e. meat/chicken, potato and vegetable). |
| $ |
| Snack (list items available and cost per person): |
| $ |
| Other: (list items available and cost per person): |
| $ |
Section C - Category 2 (Conference Space (non-hotel) with Catering Services Available) If you provide Conference Space (non-hotel) with Catering services available only (insert answers in the blank spaces provided)
| Breakfast |
| |_| |
| Lunch |
| |_| |
| Dinner |
| |_| |
| Snack |
| |_| |
| Concession |
| |_| |
| Other |
| |_| |
Other Explanation: ________________________________________________________________
| Question |
| Check off answer |
| Identify the number of years in business: |
Is your catering done by in-house staff or by sub-contractors.
(If subcontractors, please list the name(s) of the catering company):
In house |_| Sub-contractor |_|
| Menu, with pricing, has been submitted with response? |
| Yes |_| No |_| |
| Conference Room price list, including capacity has been submitted with response? |
| Yes |_| No |_| |
| Is your facility handicap accessible? |
| Yes |_| No |_| |
| Does your facility allow outside food to be brought in? |
| Yes |_| No |_| |
| Did you provide your current license issued by your Municipal Board of Health to serve food? |
| Yes |_| No |_| |
| Are AV services provided by in-house staff or by subcontractors. (If subcontractors, please name the AV Company). |
| In house |_| |
Sub-contractor
| Did you provide a copy of the available A/V menu with pricing with your response? |
| Yes |_| No |_| |
| Is parking available on-site and/or off-site (indicate the cost per event $ and the number of spaces available) |
| Yes |_| No |_| |
| Is on-site security available? If yes, indicate the cost per event: $ |
| Yes |_| No |_| |
| Breakfast (provide the cost per person for a continental breakfast that would include the following menu: coffee, assorted Danishes, donuts and bagels.) |
| $ |
| Lunch (provide the cost per person for a lunch menu that would include the following: assorted sandwiches, potato chips, dessert (i.e. assorted cookies & brownies) and soda.) |
| $ |
| Dinner (provide the cost per person for a dinner menu that would include the following menu: Entrée dinner (i.e. meat/chicken, potato and vegetable). |
| $ |
| Snack (list items available and cost per person): |
| $ |
| Concession: (list items available and cost per person): |
| $ |
| Other: (list items available and cost per person): |
| $ |
| Conference Space Rental Fee Cost |
| $ |
| Maximum Capacity of Main Room |
| # |
| Number of Break out Rooms |
| # |
| Maximum Capacity of each break out room (if additional space is needed just attached or include capacity in floor plan for each room) |
| # # # |
| Floor plan per room attached? |
| Yes |_| No |_| |
Section D - Category 3 (Conference Space with Overnight Accommodations) If you provide Conference Space with Overnight Accommodations, please fill out this section only. (insert answers in the blank spaces provided)
| Breakfast |
| |_| |
| Lunch |
| |_| |
| Dinner |
| |_| |
| Snack |
| |_| |
| Concession |
| |_| |
| Other |
| |_| |
Other Explanation: ________________________________________________________________
| Question |
| Check off answer |
| Identify the number of years in business: |
Is your catering done by in-house staff or by sub-contractors.
(If subcontractors, please list the name(s) of the catering company):
In house |_| Sub-contractor |_|
| Menu, with pricing, has been submitted with response? |
| Yes |_| No |_| |
| Conference Room price list, including capacity has been submitted with response? |
| Yes |_| No |_| |
| Is your facility handicap accessible? |
| Yes |_| No |_| |
| Does your facility allow outside food to be brought in? |
| Yes |_| No |_| |
| Did you provide your current license issued by your Municipal Board of Health to serve food? |
| Yes |_| No |_| |
| Are AV services provided by in-house staff or by subcontractors. (If subcontractors, please name the AV Company). |
| In house |_| |
Sub-contractor
| Did you provide a copy of the available A/V menu with pricing with your response? |
| Yes |_| No |_| |
| Is parking available on-site and/or off-site (indicate the cost per event $ and the number of spaces available) |
| Yes |_| No |_| |
| Is on-site security available? If yes, indicate the cost per event: $ |
| Yes |_| No |_| |
| Breakfast (provide the cost per person for a continental breakfast that would include the following menu: coffee, assorted Danishes, donuts and bagels.) |
| $ |
| Lunch (provide the cost per person for a lunch menu that would include the following: assorted sandwiches, potato chips, dessert (i.e. assorted cookies & brownies) and soda.) |
| $ |
| Dinner (provide the cost per person for a dinner menu that would include the following menu: Entrée dinner (i.e. meat/chicken, potato and vegetable). |
| $ |
| Snack (list items available and cost per person): |
| $ |
| Concession: (list items available and cost per person): |
| $ |
| Other: (list items available and cost per person): |
| $ |
| Conference Space Rental Fee Cost |
| $ |
| Maximum Capacity of Main Room |
| # |
| Number of Break out Rooms |
| # |
| Maximum Capacity of each break out room (if additional space is needed just attached or include capacity in floor plan for each room) |
| # # # |
| Floor plan per room attached? |
| Yes |_| No |_| |
| Indicate rate for single occupancy room rate per night |
| $ |
| Indicate rate for double occupancy room rate per night |
| $ |
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