COST PROPOSAL Conference Space - Long Island Teachers Institute 24-26-1214.xlsx
XLSX spreadsheet 20 KB Posted
- Solicitation number
- 24-26-1214
- Issued by
- Suffolk County, New York
About this file
This is a Cost Proposal Form for Eastern Suffolk BOCES (ESBOCES) Bid #24-26-1214, seeking conference space and accommodations for the Long Island Teachers' Institute on March 5-6, 2024. The bid solicits comprehensive venue services for a large educational conference, including a grand ballroom to accommodate approximately 600 people, 8 breakout rooms, extensive audio-visual equipment, technical support, catering, internet access, and logistical support. The document details 29 line items covering room rentals, A/V equipment, food services, technical support, hotel rooms, parking, and ancillary conference requirements.
The cost proposal requires vendors to submit pricing for each line item, with the stipulation that all costs—including gratuities, administrative fees, service, and setup charges—must be fully inclusive with no additional fees accepted. Vendors are instructed to enter their bid prices in the final column of the spreadsheet, with many items currently marked as *N/A (Not Applicable), suggesting pricing is yet to be determined. The proposal includes provisions for complimentary items such as staff hotel rooms, carts, display boards, storage space, and parking at no charge. The bid emphasizes that the successful vendor will bill ESBOCES only for actual conference attendance and equipment used, with vendors required to identify maximum costs for conference space and additional equipment.
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Text version
COST PROPOSAL FORM
| Note to All Vendors: |
| 1. All bid entries are to be entered in the last column of the spreadsheet. |
| 2. The cost shall include ALL costs - gratuities, admin fees, service charges and set up charges. |
| 3. The vendor shall not alter or modify any portion of the Cost Proposal Form. |
| 4. The Successful Vendor will bill the ESBOCES for the actual conference attendance and equipment used. The Vendor must identify the maximum cost that will |
| be charged for the conference space and any additional equipment per UOM. |
| *N/A = Not Applicable |
| *N/C =No Charge |
| Please Bid on all Items accordingly. The cost shall include ALL costs - gratuities, admin fees, service & set up charges. No additional fees/charges will be accepted. | ||||||
| Line | Est. Qty | Category | UOM | Item Description | March 5, 2024 COST Per UOM | March 6, 2024 COST Per UOM |
| 1 | 1 | Ballroom | EA | Grand Ballroom to accommodate approximately 600 people at round tables/chairs, elevated stage and podium with microphone; separate platform or risers for performers - price included in room rental | *N/A | |
| 2 | 2 | Ballroom - A/V | EA | Ballroom Projection Package to include 5,500 lumen LCD projector (min), cart, extension cord, power strip, podium and Ballroom screen minimum 16’x18’, with linkage to computer | *N/A | |
| 3 | 1 | Ballroom - A/V | EA | Audio/sound system for laptop computer in Main Ballroom | *N/A | |
| 4 | 2 | Ballroom - A/V | EA | 80" monitors to accommodate viewing by conference attendees in the ballroom | *N/A | |
| 5 | 4 | Ballroom - A/V | EA | Wireless microphone and stand for student performers and/or audience participation | *N/A | |
| 6 | 2 | Ballroom - A/V | EA | Audio Mixers for Ballroom | *N/A | |
| 7 | 8 | Breakout Room | EA | Breakout Rooms to hold workshops to accommodate a minimum capacity of 20-100 people each with podiums - price included in room rental | *N/A | |
| 8 | 8 | Breakout Room - A/V | EA | Breakout Room Audio/sound system for laptop computer | *N/A | |
| 9 | 8 | Breakout Room - A/V | EA | Breakout Room Projection package to include: lumen projector plus screen-minimum size 6’ diagonal, power run, surge protector, cart, podium | *N/A | |
| 10 | 8 | Breakout Room | EA | Flipcharts with Markers for Breakout rooms | *N/A | |
| 11 | 6 | All - A/V | EA | Hand held radios for communication - Price per each | *N/A | |
| 12 | 9 | All - A/V | EA | Speaker systems for Ballroom and Large Breakout Rooms | *N/A | |
| 13 | 9 | All - A/V | EA | Wireless microphone/Lavaliere Package; | *N/A | |
| 14 | 10 | All - Coffee | GA | Coffee Service – Coffee Break/Refresh (approximately 600 people) – Time TBD | *N/A | |
| 15 | 1 | All - Internet Access | EA | High Speed Internet access (capable of streaming video) for all computers used for presentations and Wireless Internet Access Service for conference attendees — Flat fee bulk rate | *N/A | |
| 16 | 21 | All -Technical | HR | Set and Strike Technicians and AV Support for duration of conference (Estimated - 3 techs X 7 hours) - Price per hour for one (1) tech | *N/A | |
| 17 | 30 | Electricity | EA | Electricity for Exhibitor Tables — Price per each | *N/A | |
| 18 | 600 | Food | EA | Continental Breakfast—Price per person (approximately 600 people) | *N/A | |
| 19 | 600 | Food | EA | Sit-down plated Lunch—Price per person (approximately 600 people) | *N/A | |
| 20 | 60 | Food | EA | Exhibitor Boxed Lunch—Price per person (approximately 50-60 people) | *N/A | |
| 21 | 50 | Food | EA | Children’s Lunch – Price per person (approximately 25-50 people) | *N/A | |
| 22 | 10 | Hotel Room | EA | Hotel Rooms (10 rooms at State Rate) - Price per each / per Night | *N/A | |
| 23 | 4 | Hotel Room | EA | Complimentary Hotel Rooms for staff who are setting up and breaking down - No Charge | *N/C | *N/A |
| 24 | 3 | Carts | EA | Carts available for transportation of equipment/supplies - No Charge | *N/A | *N/C |
| 25 | 3 | Display Boards | EA | Display boards with signage for conference registration area, grand ballroom and restrooms - No Charge | *N/A | *N/C |
| 26 | 1 | Holding Room | EA | Dining/holding room for student performers - No Charge | *N/A | *N/C |
| 27 | 1 | Storage Room | EA | Locked storage/preparation space for the duration of the conference - No Charge | *N/A | *N/C |
| 28 | 600 | Parking | EA | Parking spots to accommodate 600 vehicles - No Charge | *N/C | *N/C |
| 29 | 1 | Security Deposit | EA | Security Deposit Amount (if applicable); the security deposit will be deducted from Final Invoice – not to be included in Analysis | *N/A |
&"Arial,Bold"&12Eastern Suffolk BOCES Bid # 24-26-1214: Conference Space - Long Island Teachers Institute Cost Proposal Form Attachment A
&9Vendor Name_______________________________ &8Page &P of &N
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