Bid Schedule.xls

XLS spreadsheet 39 KB Posted Jun 2, 2011

Attached to: Lodging, Conference Room Rental, Catering for Mexico IBIT Event, McAllen, TX Area, 7/2011
Solicitation number: HSBP1011Q0091
Issued by: Department of Homeland Security Customs and Border Protection

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BID SCHEDULE - For submission of price quotation

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File	Type	Posted
HSBP1011Q0091 A0001 Complete.pdf	PDF	Jun 6, 2011
HSBP1011Q0091 Complete.pdf	PDF	Jun 2, 2011
RFQ Docs.doc	DOC document	Jun 2, 2011

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BID SCHEDULE

US Customs & Border Protection
International Affairs
Lodging, Conference Space & Catering Quotation
Note: Quote/Vendor to enter responses and prices in GREEN cells only; Sheet will calculate totals. Yellow cells for CBP use; No entry in PINK cells
PR#:		TBD
Event Name/Location:		Mexican IBIT, McAllen, TX area
CBP Initial Arrival/Check-in Date (1):		7/23/2011 (See separate Room Requirement Table for nightly requirements)
Main Group (12) Arrival/Check-in Date:		7/24/2011; 3:00pm ETA (See separate Room Requirement Table for nightly requirements):
Conference Room Rental Dates:		7/24 - 8/12, Day & Night (Continuous)
CBP to set up equipment beginning (time and date):		7/24/2011, No later than 6:00pm
CBP Event Dates in Conference Room (w/catering):		7/25 - 8/12, Daily, Monday - Friday
Departure/Check Out Date [To be before 12:00pm unless otherwise noted]:		8/13/2011; 9:00am estimated checkout time
Quotation Due Date/Time:		6/8.2011, 9:00am Central
CBP Project Coordinator & Cell #:		TBD
CBP 's Desired Lodging Room Arrangement - Close Together or Apart:		Together
Quoter/Vendor Name, POC, Email, Phone:
Describe any Renovations to Occur during the stay (Enter NONE or provide details):
#	Requirements:	Qty	Unit	Unit Price *	Total
1	Hotel Lodging Room Nights, Main Group, Charges to be included on this order (See separate Room Requirement Table for nightly requirements):	245	Rm Nights		$0.00
2	Additional Lodging Room Nights to be provided, to be paid via credit card (See separate Room Requirement Table for nightly requirements):	44	Rm Nights		$0.00
3	Subtotal Lodging Room Requirements [sum of items 1 and 2 above]:	289	Room-Nights		$0.00
4	Porterage (Bus Arrival & Departure of Main Group of guests @ average of 3 bags per guest): ***	12	Each		$0.00
5	Parking Space for use of Guests & Participants: **	5	Each		$0.00
6	Parking Space Requirements [Unit Price = Total from Item 7]: **	21	Days	$0.00	$0.00
7	Subtotal Lodging Room, Parking, Porterage Price [Sum of items 3, 4, and 6 above]:				$0.00
8	Maximum Liability and Cancellation Charge to be billed to CBP for Lodging Room, Parking & Porterage if these services are canceled in their entirety (i.e., entire lodging requirement is canceled): [Enter amount(s) below]:
9	Enter amount to be invoiced to CBP if cancellation notice is received by the hotel by 4:00pm on 7/8/2011 (If NONE, enter 0):
10	Cancellation Charge from item 9 above adjusted for award selection/price evaluation purposes only (15%):				$0.00
11	Enter amount to be invoiced to CBP if cancellation notice is received by the hotel after date/time shown at item 9 above but no later than 4:00pm 7/22/2011 (If NONE, enter 0):
12	Cancellation Charge from item11 above adjusted for award selection/price evaluation purposes only (10%):				$0.00
13	Enter amount to be invoiced to CBP if cancellation notice is received by the hotel after 4:00pm 7/23/2011 (If NONE, enter 0):
14	Cancellation Charge from item 13 above adjusted for award selection/price evaluation purposes only (5%):				$0.00
15	Summary of Lodging/Porterage/Parking Cancellation Charges (For Price Evaluation Purposes Only):				$0.00
16	Conference Room Rental - Initial day; ROOM TO BE SET UP AND READY FOR CBP TO SET UP ITS OWN A/V EQUIP NO LATER THAN 4:00pm, 7/24/2011; Classroom Seating Scheme unless otherwise instructed:	1	Day		$0.00
17	Conference Room Rental charges per day and Night, 7/25/2011 - 8/12/2011; CBP will complete its use and occupation of the conference room by 3:00pm, 8/12/2011:	19	Days		$0.00
18	Conference Room Setup Charge (If any):	1	Job		$0.00
19	Morning Beverage Service per person per day: ** NOT REQUESTED FOR THIS EVENT	0	Each		$0.00
20	Morning Beverage Service Charges for the event [Unit Price = Total from item 19]: ** NOT REQUESTED FOR THIS EVENT	0	Days	$0.00	$0.00
21	Luncheon per person per day: **	20	Each		$0.00
22	Luncheon Charges for the event [Unit Price = Total from item 21]: **	15	Days	$0.00	$0.00
23	Afternoon Cookie/Beverage Break per person per day: ** NOT REQUESTED FOR THIS EVENT	0	Each		$0.00
24	Afternoon Cookie/Beverage Break Charges for the event [Unit Price = Total from item 23]: ** NOT REQUESTED FOR THIS EVENT	0	Days	$0.00	$0.00
25	"Take Out" chilled bottled water, 24 - 20 oz bottles per day for each day for first week only (7/25 - 7/29), to be provided to CBP Project Coordinator in afternoon (in addition to afternoon beverage service):	120	Each		$0.00
26	Conference Room Breakdown Charge	1	Job		$0.00
27	Subtotal Conference Room, Catering, and related Costs for this order [Sum of items 16, 17, 18, 20, 22, 24, 25, and 26]:				$0.00
28	Maximum Liability and Cancellation Charge to be billed to CBP for Conference Room Rental, Catering, and related services if these services are canceled in their entirety (i.e., conference room and catering event is canceled): [Enter amount(s) below]:
29	Enter amount to be invoiced to CBP if cancellation notice is received by the hotel by 4:00pm on 7/8/2011 (If NONE, enter 0):
30	Cancellation Charge from item 29 above adjusted for award selection/price evaluation purposes only (15%):				$0.00
31	Enter amount to be invoiced to CBP if cancellation notice is received by the hotel after date/time shown at item 29 above but no later than 4:00pm 7/22/2011 (If NONE, enter 0):
32	Cancellation Charge from item 31 above adjusted for award selection/price evaluation purposes only (10%):				$0.00
33	Enter amount to be invoiced to CBP if cancellation notice is received by the hotel after 4:00pm 7/23/2011 (If NONE, enter 0):
34	Cancellation Charge from item 33 above adjusted for award selection/price evaluation purposes only (5%):				$0.00
35	Summary of Conference Room, Catering, etc. Cancellation Charges (For Price Evaluation Purposes Only):				$0.00
36	Maximum Liability and Cancellation Charge to be billed to CBP in case catering services for any one day (see above) are canceled - Indicate percentage (i.e., 100%, 50%, etc.) of anticipated charge for a single day (see above) to be paid with notice given to the Contractor by 10:00am on the day prior to the date of scheduled service that is to be canceled [Enter "0" if none]:
37	Total Price for PRICE EVALUATION purposes only, to include all direct costs, overhead, fee/profit, service charges and gratuity, including ALL charges listed above. [Sum of items 7, 15, 27, and 35 above]:				$0.00
38	Total Price for Purchase Order purposes, to include all direct costs, overhead, fee/profit, service charges and gratuity, excluding costs for lodging rooms to be paid via credit card and any cancellation charges. [Result of item 37 minus items 2, 15, and 35]:				$0.00
39	Enter Prompt Payment Discount: Discounts for prompt payment will not be considered in the evaluation of quotations. However, any offered discount will form a part of the award, and will be taken if payment is made within the discount period indicated in the quotation.	% Rate --- >		If paid within ---- > days after receipt of invoice
Hotel Additional Comments and/or Above-Standard Amenities Offered to CBP:
* Note: Unit prices are to include all direct costs, indirect costs/overhead, fee/profit, service charges and gratuity. No price increase will be allowed for service charges/gratuity or other charges inadvertently omitted once order/contract has been fully signed/accepted. CBP does not ordinarily pay sales tax, lodging, tourism, occupancy, or resort fees, etc. relative to payments made directly from US Treasury via purchase order. Any such taxes/fees for which CBP is liable for, are to be included in the unit prices above. A tax exemption form will be completed and submitted by CBP if requested and provided by the hotel.
** Note: Quantities shown are maximum and resulting price for these items shall be a ceiling, beyond which the Contractor proceeds at its own risk. Contractor shall invoice only for services actually provided up to the ceiling amount.
*** Note: Porterage Charge: Include only if hotel policy is for hotel to collect this charge in lieu of guests' offer of gratuity to staff on individual basis for services rendered. Price should include costs for round trip.
CBP intends to issue a purchase order that will 1) provide for reservations for all lodging requirements, 2) provide security for all rooms until arrival, provide for reservations and security for the required conference room, and 4) facilitate EFT/Direct Deposit payment for those rooms, conference room, and catering charges to be covered under the order as indicated above. No additional security for the required lodging rooms is to be offered/provided until guest check-in. Credit card images/impressions will be taken from all guests (or cash) for security to cover incidentals, and for those guests to be paying for lodging with credit cards - the associated lodging costs. No additional security is offered for the conference room and catering requirements (i.e., no credit card image to be made available). Payment for the lodging, conference room, and catering charges covered by the purchase order will be made in approximately 30 days upon receipt of an invoice via EFT. Deposit payments are not available or offered. If unable to agree to these terms, please do not submit a quotation.

Room Req

Lodging Room Requirements - Mexico IBIT Event 7/2011
Description	SUN	MON	TUES	WED	THU	FRI	SAT	Weekly Subtotals
								CC	PO	Total
Week Beginning 7/17/2011							23-Jul
Qty of Rooms via Credit Card (CC)							1	1
Qty of Rooms via Purchase Order (PO)							1		1
Total Nightly Rm Requirements							2			2
Week Beginning 7/24/2011	24-Jul	25-Jul	26-Jul	27-Jul	28-Jul	29-Jul	30-Jul
Qty of Rooms via Credit Card (CC)	1	2	2	1	1	1	0	8
Qty of Rooms via Purchase Order (PO)	11	13	13	13	13	13	12		88
Total Nightly Rm Requirements	12	15	15	14	14	14	12			96
Week Beginning 7/31/2011	31-Jul	1-Aug	2-Aug	3-Aug	4-Aug	5-Aug	6-Aug
Qty of Rooms via Credit Card (CC)	2	2	2	2	3	3	3	17
Qty of Rooms via Purchase Order (PO)	12	12	12	12	12	12	12		84
Total Nightly Rm Requirements	14	14	14	14	15	15	15			101
Week Beginning 8/7/2011	7-Aug	8-Aug	9-Aug	10-Aug	11-Aug	12-Aug	13-Aug

Check Out

Qty of Rooms via Credit Card (CC)	3	3	3	3	3	3	0	18
Qty of Rooms via Purchase Order (PO)	12	12	12	12	12	12	0		72
Total Nightly Rm Requirements	15	15	15	15	15	15	0			90
Total Room Nights Required:								44	245	289

File details come from the government source that posted it. Updated Nov 14, 2017.