Bidder Response Form DCR 2027 Leadership Academy.pdf

The Commonwealth of Massachusetts Department of Conservation and Recreation

State Transportation Building | 10 Park Plaza | Suite 6620 | Boston, MA 02116 www.Mass.gov/DCR | Tel: (617) 626-1250

Maura T. Healey Governor

Kimberley Driscoll Lieutenant Governor

Rebecca L. Tepper Secretary

Nicole LaChapelle Commissioner

Scope of Services & Bidder Response Form for Conference Space, Catering Services and Hotel Room Accommodations

INSTRUCTIONS: This sheet may be completed electronically by typing directly into the grey boxes. Be sure to read each section thoroughly. Responses to be submitted via COMMBUYS, the Commonwealth’s online procurement system; COMMBUYS bid submission Job Aid will be available as an attachment to Bid Solicitation BD-27-1020-DCRFS-DC367-135073. Responses found to be incomplete may be disqualified/excluded from evaluation.

SECTION 1: DATES/TIMEFRAME/ATTENDANCE:

The Massachusetts Department of Conservation and Recreation is exploring availability and pricing for conference facilities to host our 2024 DCR Leadership Academy. The Academy draws DCR staff from across the state for a one-day professional development training event.

Dates: DCR will need a total of two consecutive days. The first day will be needed to set up and the following day will be for the Academy. The date preference is for two consecutive days between March and May 2027.

Anticipated Attendance: Up to 300 participants

Can this be accommodated? (Y/N) What is your maximum accommodation?

https://www.mass.gov/orgs/department-of-conservation-recreation

SECTION 2: REQUIRED SPACE

Plenary Space: One plenary space capable of accommodating a minimum of 250 participants at round tables for 8 – 10 people. Plenary space should have a stage approximately 10 x 15 feet. DCR staff will install necessary projection and sound equipment for its needs in the plenary space.

Plenary space may be used intermittently during the day or for the majority of the day.

Room Rental Admin. Fee Total Cost Estimated cost of plenary space $ $ $ Estimated cost for accessible stage $ $ $

Seven to Ten break out rooms. Break out rooms may be of varying sizes ranging from 30 – 50 people and should be capable of accommodating various types for room arrangement including classroom, theater, or other arrangement. Break out rooms may be used in various degrees during the day depending on the final program.

Room Name or Description Capacity Room

Rental Admin. Fee Total Cost

Room 1 $ $ $ Room 2 $ $ $ Room 3 $ $ $ Room 4 $ $ $ Room 5 $ $ $ Room 6 $ $ $ Room 7 $ $ $ Room 8 $ $ $ Room 9 $ $ $ Room 10 $ $ $

Registration Area: The agency needs an area outside of the plenary space and breakout rooms for registration and to accommodate 15-20 tables for displays. Registration and table displays do not need to be located in the same space.

Can this facility accommodate this space request?

(Y/N)

Estimated cost of registration/table display space

(IF APPLICABLE)

SECTION 3: FOOD AND BEVERAGE

The agency wants to make sure food options are available for participants.

Breakfast: The vendor must have available for purchase by Academy participants upon arrival at Academy coffee, tea and breakfast items, and provide a mechanism for individual participants to pay the vendor directly.

Please list items or include menu and costs for sample breakfast items:

Lunch: Please provide costs for each of the following alternative food options for lunch:

Option A: Lunch service will be available to participants on a “concession” basis. The vendor must provide a mechanism for individual participants to pay the vendor directly for their food choices.

The agency anticipates that approximately 50% of the participants will choose to purchase their lunch from the concession menu. Other participants may choose to bring their own lunch to the facility. Concession boxed lunch options should include various types of sandwiches or salads, chips, assorted beverages (including water) and dessert such as cookies. Please provide a sample a la cart menu for lunch and include all prices. The vendor must provide gluten free options.

Option B: The agency guarantees purchase (in advance) for approximately 200+ participants.

Concession boxed lunch options should include various sandwiches or salads, chips, assorted beverages (including water) and dessert such as cookies. The vendor must provide gluten free options.

Include sample menu and cost per person if lunch is purchased for a minimum of 200 people.

Option A Cost Per Person Concession-Style

Item Cost

Option B Cost Per Person

Gratuity Admin. Fee Total Cost

Cost per person if agency guarantees (in advance) purchase of 250 box lunches

SECTION 4: OVERNIGHT ACCOMMODATIONS

Some participants may choose to privately purchase overnight rooms for one or two nights of the conference. Please specify the room rate.

Room Rate (including all fees) $

Is breakfast provided with room purchase? Y/N

SECTION 5: AUDIO/VISUAL & OTHER EQUIPMENT

The agency will need AV equipment for each room - a LCD projector, a laptop and a screen.

Please provide a cost for this equipment.

Item Rental Cost Admin Fee. Total Cost LCD Projector, Screen, Sound (per room) $ $ $

Laptop (per room) $ $ $

Easel (price for each) $ $ $

Note: The agency may be able to supply some of the equipment.

Maximum number of break-out rooms this equipment can supply

SECTION 6: MISCELLANEOUS COSTS

If there are other costs that we have not anticipated but would most likely affect costs associated with this event, such as admin costs, please include them here.

The Commonwealth of Massachusetts Department of Conservation and Recreation