ESBD_374287_1724351235767_25-000000674 Work Plan.pdf

TCEQ Contract # 582-25-000000674 State of the Bay Symposium

TCEQ State of the Bay Symposium Work Plan/Price Form

1. In the box below, please provide Bidder Name and contact information. Attach additional sheet(s) if necessary to respond to the question(s) below. Please reference question number(s) in your response.

2. In the box below, please describe the facility and services available to perform the services described in the Specifications. Include all dates (preferred/alternative) available for hosting the Symposium.

3. Please provide map showing location of facility.

4. Please provide a floor plan indicating the layout of large meeting room, classroom, registration area, show office/storage area, food break area and exhibition area. If floor plan not available, provide details and description of layout above (#2).

5. In the box below, list the per-day rental price for the registration area. Prefer registration area to be located outside the classroom. Registration area must accommodate up to 325 attendees.

$ per day.

6. In the box below, list per-day rental price for the large meeting room. The large meeting room must accommodate up to 325 individuals for plenary session and lunch; have room for stage on a riser. Price of rental shall include riser, tables and chairs for 325 attendees.

$ per day.

7. In the four boxes below, enter the room name/number and per-day rental price for each classroom. Each classroom must accommodate between 50-75 individuals (classroom seating); have two chairs per six-foot table (or three chairs per eight-foot table); have a front sent with podium and one six-foot skirted table with two chairs. Rental price shall include cost of tables and chairs for 300 attendees.

Classroom # Room name or number Price per day #1 $ per day #2 $ per day #3 $ per day #4 $ per day

8. In the box below, list the per-day rental price for the show office/storage area. Prefer the show office/storage area be located on the same level and close to classroom and registration area. TCEQ must have the ability to secure materials in this room.

$ per day

9. In the box below, list the per-day rental price for the exhibition area. The exhibit area shall have space for up to 50 exhibits including 25 exhibit table top displays and 25 academic poster session display boards and be of sufficient space for up to 300 attendees.

$ per day

10. In the box below, please list the name of the proposed large meeting room and the classrooms and describe the set up for each of the rooms. Include details such as location of risers (if available), location of podium, table locations, etc.

11. In the box below, please describe how the exhibitor area will be set up including specifics on the size and arrangement of the display boards.

12. In the box below, enter the charge per booth for set up of the exhibit booths. This one-time setup to include costs for one six-foot table, two chairs, power supply and extension cord.

$ per booth.

13. In the box below, enter the per day rental price of 13 double-sided or 25 single-sided poster display boards. Rent shall include costs for installation, dismantling, hardware for affixing posters to board, and delivery/pickup. Rental of the poster display boards may be subcontracted.

$ per day for all poster display boards.

14. In the box below, please describe how signage and easels will be used to direct attendees to Symposium events, including classrooms, registration, exhibit area, and large meeting room.

15. In the box below, enter the per day, per sign charge for signage. This charge includes production and set up of signs.

$ per day per sign.

16. In the box below, enter the per day, charge for each easel.

$ per day per easel.

17. Please provide a map showing the location of the parking area in relation to the meeting rooms being utilized by the Symposium. In the box below, please describe the parking for the event, including any charges that will be incurred for parking and location of TCEQ reserved parking spaces.

18. Costs for parking. If parking is complimentary, please enter $0.00 in the box below. If parking is not complimentary, enter in the per-day per-vehicle parking costs. Parking must accommodate up to 325 vehicles.

$ per day per vehicle.

19. If parking is not available on-site, then in the box below, please provide your solution to meet the parking needs of the Symposium. Include any costs associated with the off-site parking that will be incurred by TCEQ and/or attendees.

20. In the box below, please describe all Audio Visual (AV) equipment including laptops, projectors, screens, and connections available for large meeting room. Please indicate whether the cost is per item, or if any equipment has been bundled.

21. In the box below, please describe all AV equipment including laptops, projectors, screens, and connections available for each classroom. Please indicate whether the cost is per item, or if any equipment has been bundled.

22. In the box below, please describe availability of five AV Technicians, one Audio Engineer, and one Video Engineer in the large meeting room and four classrooms.

23. In the box below, please list the per-day charge costs for wireless internet connections that may be accessed by TCEQ staff and attendees in all areas where the Symposium events will take place.

$ per day.

24. In the box below please list the per-day cost for optional hard-wired internet connection in each meeting room (large meeting room and four classrooms). Cost listed represent cost per day for each of the five meeting rooms. Price of hard-wired internet connection will not be included in total bid amount.

$ per day

25. In the table below, list the per day rental charge for AV equipment required for the large meeting room. If the charge for an item is included in another charge, enter $0.00.

Item Quantity Unit Price per Day Podium with wired microphone 1 $ per day.

Handheld wireless microphones and stands 2 $ per day.

Wireless lavaliere microphone 2 $ per day.

Table/panel microphone 2 $ per day.

Mixer of appropriate size for room, wireless system 1 $ per day.

Laptop computer with wireless mouse 2 $ per day.

USB wireless remote with pointer. 1 $ per day.

Item Quantity Unit Price per Day LCD projector 2 $ per day.

Stand for LCD projector and/or laptop 2 $ per day.

Screen, appropriate for the size of the room 2 $ per day.

Dress kit for screen 2 $ per day.

Video distribution amplifier 2 $ per day.

Stage lighting appropriate for room size 1 $ per day.

Sound system, either house or stand alone 1 $ per day.

Cabling for laptop connections 1 $ per day.

26. In the table below, list the per day rental charge for AV equipment required for the classrooms. If the charge for an item is included in another charge, enter $0.00.

Item Quantity Unit Price per Day Podium with wired microphone 4 $ per day.

Handheld wireless microphones and stands 8 $ per day.

Wireless lavaliere microphone 4 $ per day.

Mixer of appropriate size for room, wireless system 4 $ per day.

Laptop computer with wireless mouse 4 $ per day.

USB wireless remote with pointer. 4 $ per day.

LCD projector 4 $ per day.

Stand for LCD projector and/or laptop 4 $ per day.

Screen, appropriate for the size of the room 4 $ per day.

Dress kit for screen 4 $ per day.

Cabling for laptop connections 4 $ per day.

Stage lighting appropriate for room size 4 $ per day.

Sound system, either house or stand alone 4 $ per day.

27. In the table below, list the per day rental charge for miscellaneous AV equipment. If the charge for an item is included in another charge, enter $0.00.

Item Quantity Unit Price per Day Flat panel monitor (minimum 42”) – presenter monitor 1 $ per day.

Computer speakers 1 $ per day.

Walkie Talkie 5 $ per day.

28. In the box below, list the AV equipment rental service fee. Service shall not exceed 22%.

29. In the box below, list the hourly labor rate for the AV Technicians, Audio Engineers, and Video Engineers in the large meeting rooms and four classrooms.

Item Quantity (Hours)

Unit Price per Hour

AV Technician – Labor Hours 80 $ per hour.

Audio Engineer – Labor Hours 32 $ per hour.

Video Engineer – Labor Hours 32 $ per hour.

30. In the box below, list the food and drink items proposed for the continental breakfast morning break.

31. In the box below, list the per day, per person price (approximately 325 persons each day) for the continental breakfast.

$ per person, per day.

32. In the box below, list the per gallon price for coffee. TCEQ estimates refills of up to 10 gallons of coffee per day.

$ per gallon.

33. In the box below, list the cost per soda. TCEQ estimates consumption of up to 100 sodas per day. Also specify whether price is based upon consumption or other measure.

$ per soda.

34. In the box below, detail food and drink items proposed for lunch for Day 1 and Day 2.

Include availability of vegetarian, vegan, and gluten free meals.

35. In the box below, list the price per person for Lunch on Day 1. Price shall be per person for buffet or plated lunch. TCEQ anticipates 325 attendees will participate in the Lunch.

$ per person

36. In the box below, list the price per person for Lunch on Day 2. Price shall be per person for buffet or plated lunch. TCEQ anticipates 325 attendees will participate in the Lunch.

$ per person

37. In the box below, list the price per person for the optional Vegan, Vegetarian or Gluten Free Lunch for Day 1. Price shall be per person for plated lunch. TCEQ anticipates10 attendees will request these special meals.

$ per person.

38. In the box below, list the price per person for the optional Vegan, Vegetarian or Gluten Free Lunch for Day 2. Price shall be per person for plated lunch. TCEQ anticipates 10 attendees will participate in the Lunch.

$ per person.

39. In the box below, please list food and drink items proposed for the afternoon break for both Day 1 and Day 2 of the Symposium.

40. In the box below, list the per day, per person price (approximately 325 persons each day) for the afternoon break.

$ per person, per day.

41. In the box below, list the per gallon price for hot chocolate. TCEQ estimates consumption of 10 gallons of hot chocolate on Day 1 of the Symposium during the afternoon break.

$ per gallon.

42. In the box below, please indicate the percentage for the catering service charge. Catering charge shall not exceed 22%.

43. In the box below, please describe your lodging accommodations, including ADA compliancy and location to nearest interstate or state or federal highway.

44. In the box below, please list per night room rate for single occupancy.

$ per night per single occupancy.

45. In the box below, please describe the recycling services utilized by your facility.