Exhibit A - DCJDQ1609-2016 SOMB Conference.pdf
PDF 82 KB Posted
- Attached to
- FY16 DCJ - Lodging, Catering, Meeting Room, A/V
- Solicitation number
- DQ1 RDAA 2016000290 3
- Issued by
- Denver County, Denver City, Colorado
About this file
This is an Exhibit A Scope of Services document from the Colorado Department of Public Safety for a documented quote (DCJDQ1609-2016) related to hosting the 2016 Sex Offender Management Board (SOMB) Conference. The conference will be held July 6-8, 2016, with staff arriving July 5, 2016 at 2:00pm for setup at a preferred venue located along the I-70 corridor in Breckenridge, Keystone, Vail, or Snowmass. The venue must accommodate 125 hotel rooms on July 5th with early 2:00pm check-in for approximately 6 state staff members, and 350 hotel rooms on July 6th and 7th. The scope requires setup of 15 exhibit tables with draping and chairs on July 5th evening through July 8th, four registration tables with water service by 4:00pm on July 5th, a secured storage room with three tables starting July 5th, and multiple meeting rooms to accommodate keynote/plenary sessions for 350 people and four to five concurrent breakout sessions for 100-150 people each across the three-day conference.
Catering services must include continental breakfasts for 200-350 people on July 6-8, afternoon snacks for 350 people all three days, all-day coffee service, a hot buffet lunch on July 7th for 350 people with vegetarian and gluten-free options, and a cash bar social networking event on July 6th with complimentary snacks. Comprehensive audiovisual equipment is required for all meeting spaces, including projectors, screens, sound systems, wireless microphones, and supporting infrastructure. The vendor must provide complimentary wireless internet in all meeting rooms and guest rooms, and supply a list of all proposed meeting rooms for approval. The bid must include all resort and service charges, and the State will provide tax-exempt documentation. State employees, keynote speakers, and designated attendees will have rooms charged to a purchase order with attached terms and conditions accepted in lieu of a deposit, while other attendees arrange and pay for their own accommodations directly with the hotel.
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COLORADO DEPARTMENT OF PUBLIC SAFETY
DOCUMENTED QUOTE: DCJDQ1609-2016SOMBConference Summer 2016 Sex Offender Management Board Conference
July 6, 2016 through July 8, 2016
EXHIBIT A - SERVICES REQUIRED
FUNCTION: 2016 SOMB (Sex Offender Management Board) Conference – July 6-8, 2016 NOTE: Staff will arrive July 5th at 2:00pm to begin conference set-up
Purpose of conference is to provide training to stakeholders in the field on current best practices and research in an intensive format to provide for more extensive learning at one event.
PREFERRED VENUE: Breckenridge, Keystone, Vail or Snowmass. With this group, they prefer a hotel along the I-70 corridor.
1. A State of Colorado purchase order with attached Terms and Conditions must be accepted by the awarded vendor in lieu of a deposit.
2. The bid should include all resort and service charges. We are a tax exempt organization, and will supply the necessary documentation.
3. Hotel Rooms:
a. Reservations to accommodate 125 people on 7/5/16
b. Early check-in for 2:00pm for State SOMB staff arriving on 7/5/16 (approximately 6 staff members).
c. Reservations to accommodate 350 people on 7/6/16 and 7/7/16.
d. Rooms for State employees, keynote speakers, and other attendees where we agree to pay their hotel room will be included on the purchase order.
e. All other attendees that are not State employees or keynote speakers or otherwise not included on the purchase order, will be paying for their own rooms separately. All charges and billing to be handled individually with the guest.
f. Vendor to provide procedure for providing complimentary rooms provided on number of hotel rooms booked.
4. Exhibit Tables:
a. Exhibit tables need to be set for 15 vendors 7/6/16, 7/7/16 and 7/8/16. Tables would need to be set the evening of 7/5/16. Tables to include all draping, and 2 chairs at each table.
5. Registration tables – 4 registration tables need to be set-up with draping, and supplied with water service throughout each day. These tables will need to be set-up and ready by 4:00pm on 7/5/16. Tables to be 6’ to 8’ tables, with 4 chairs. These tables will remain in place throughout the conference.
6. Storage/Speaker Room – A secured storage room needs to be available starting at 4:00pm on 7/5/16. This room will need to be available on 7/6/16, 7/7/16 and 7/8/16. Three tables, no draping to be set-up.
7. Meeting Rooms are needed for 7/6/16, 7/7/16 and 7/8/16. All rooms and registration need to have water service all day:
a. One meeting must be able to accommodate 350 people in classroom or theater style with a riser, podium and small table for the speaker. This room needs to be able to accommodate AV needs of: Projector and screen, Sound system, one wireless lavaliere mics, and one wireless handheld mic, any cables, mixers, screens, draping, and any other equipment required. This room will be used on 7/6/16 and 7/7/16 for a keynote/plenary session for approximately 2 hours.
Four breakout sessions occur during each AM and PM session for either 2 hours or 2.5 hours. Each will need to accommodate the following:
i. 2 meeting rooms that can accommodate 100 people. This room needs to be able to accommodate AV needs of: Projector and screen, Sound system, one wireless lavaliere mics, and one wireless handheld mic, any cables, mixers, screens, draping, and any other equipment required.
ii. 2 meeting rooms that can accommodate 150 people. Projector and screen, Sound system, one wireless lavaliere mics, and one wireless handheld mic, any cables, mixers, screens, draping, and any other equipment required
b. All signage for each room showing what session is in each room. If electronic, this would be provided by the hotel.
c. A list of all meeting rooms being considered by the venue to be supplied to make sure that accommodations are reasonable. Prior conference agendas have looked like such:
7/6/16:
Board meeting for 100 in AM for 2 hours Keynote for 350 at noon for 2 hours (no lunch) Four to five breakout sessions in PM for 100 to 150 attendees in each
7/7/17:
Four to five breakout sessions in AM for 100 to 150 attendees in each Lunch Four to five breakout sessions in PM for 100 to 150 attendees in each
7/8/16:
Four sessions from 8 to 10am for 100 to 150 attendees in each Four sessions from 10:15 to 12:15 for 100 to 150 attendees in each
8. Catering:
a. Continental breakfast to include: coffee, hot tea assortment, juice, pastries, yogurt and fruits:
i. 7/6/16 for 200 people
ii. 7/7/16 for 350 people
iii. 7/8/16 for 350 people.
Food and drinks to remain out for 1 hour or until all is gone.
b. Afternoon snack break 7/6/16, 7/7/16 and 7/8/16 for 350 people. Food and drinks to remain out for 1 hour or until all is gone.
c. Coffee service throughout the day for all days.
d. Hot buffet luncheon for one day 7/7/16 for 350 people. Needs to include 2 salads, 2 entrees, bread, dessert, ice tea and lemonade. Need to have vegetarian and gluten free options. We would like 3 options to pick from.
e. Social Network Hour on 7/6/16 from 5:30pm to 7:00pm. This will be a cash bar.
Complimentary snacks to be provided by venue.
9. AV Equipment is needed for 7/6/16, 7/7/16 and 7/8/16:
a. Two sessions for 350 people in classroom or theater style. This room will be used once during 7/6/16 for the keynote speaker, and again on 7/7/16 for the keynote speaker.
This room will need to have a riser for the speaker, podium and small table. Table for computer, podium, one wireless lavaliere, and one wireless hand held microphone.
Data projector, screen sound system, and any other equipment required.
b. Four to five breakout sessions. On 7/6/16, room to accommodate 100 for Board meeting. Afternoon of 7/6/16 will have 4 to 5 breakout sessions. On 7/7/16, there will be 4 to 5 breakout sessions both in the AM and PM to include:
i. Projector and screen
ii. Sound system
iii. Two wireless lavaliere mics; one wireless handheld mic
iv. Any cables, mixers, screens, draping, and any other equipment required
c. Flip Charts: 5 (this will be for 5 sessions only, not all day use)
d. Service charges and any resort fees
10. Wireless Internet needs to be complimentary in all meeting rooms as well as hotel guest rooms.
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