AMENDED CTF Conferences Bidders Response Form.docx

Children’s Trust Conference RFR Bidder’s Response Form

Section 1 – Bidder’s Information, please include your company name, a contact name, address, phone number, fax number and e-mail address.

Bidder’s Name (company name):

Address:

Web site address:

Contact Name (for questions on this response):

Phone number: Fax number:

Emergency phone number: E-mail address:

Account Manager:

Phone number: Fax number:

E-mail address:

Customer Service Phone Number: Customer Service hours:

Please provide addresses for additional locations included in bid

Section 2 – Service Category, please check the box which accurately describes the category(ies) you wish to bid on and complete the corresponding section(s) and the “Background and Experience” section. (Select one box only)

☐Conference Space/ Audio Visual Equipment and/or services Only (complete section 3) ☐Conference Space and Catering Services (complete sections 3 & 4) ☐Conference Space, Catering and Hotel Accommodations (complete sections 3, 4 & 5) ☐Catering Services Only (complete section 4) ☐Hotel Accommodations Only (complete section 5)

Background and Experience (required from all bidders)

1. Provide a brief description and/or firm profile of your qualifications as they relate to the selected category(ies) bid

1. Briefly describe your experience in the category(ies) being bid

1. Please indicate your number of years in business (must have a minimum of two (2) years’ experience)

_____________Years

1. Locations (please provide details regarding handicapped accessibility for each location):

Section 3 Conference Space/ Audio Visual Equipment and/or services Only – If your bid includes conference space, please complete the following requests for information. Bidders MUST submit an estimate of the rental fee cost for initial contract period and a description for the available conference spaces being bid. Please include in your description the size, capacity, amenities, and available room features such as Internet connection options, audio, visual and/or projection equipment and lighting. If your bid includes audio visual equipment and/or services, please attach a current rate sheet for all equipment and/or services offered.

CONFERENCE SPACE

Conference Space #1:

Description:

Rental fee cost:

Conference Space #2:

Conference Space #3:

PLEASE NOTE: The current rate sheet of the conference space rental should include all conference incidentals available (i.e. audiovisual equipment, Internet connections, etc.)

* Please attach current rate sheet

Section 4 - Catering Services - If your bid includes catering services, please fill out this section below. Please provide information about licensing, services, and pricing (i.e. breakfast, lunch, dinner, snacks, or other services), and minimum/maximum serving capacity. A menu with current pricing MUST be submitted with your bid response. A copy of your current license issued by your Municipal Board of Health to serve food MUST be provided for award consideration.

Indicate if a copy of your current license issued by your Municipal Board of Health to serve food has been submitted with the bid response.

☐Yes ☐No

Menu has been submitted with response with pricing information

☐Yes ☐No

Provide minimum/maximum serving capacity?

Minimum ______/Maximum ______

Check all that is offered:

☐Breakfast ☐Lunch ☐Dinner ☐Snack ☐Other if Applicable

Section 5 – Hotel Accommodations - If your bid includes hotel accommodations, please complete the following requests for information.

HOTEL ROOM RATES

Single Occupancy Rate ________________per night (estimate)

Double Occupancy Rate ________________per night (estimate)

* Please attach current rate sheet

* Each fiscal year, contractors will be asked to complete an Equipment & Service Form which allows for updated rate sheets to be submitted.

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