IFB - DHSEM 2016 EM Conference FINAL DOC 9.1.15.pdf

IFBDHSEMSEPT2015-2016 EM Conference Page 1

COLORADO DEPARTMENT OF PUBLIC SAFETY

Division of Homeland Security and Emergency Management

9195 E. Mineral Avenue, #200 Centennial, CO 80112

SIGNATURE PAGE

Bid Proposal: IFBDHSEMSEPT2015–2016 EM CONFERENCE TITLE: 2016 Emergency Management Conference

DATE DUE: Tuesday, September 22, 2015 ….…12:00 p.m. MT

LATE BIDS WIL NOT BE CONSIDERED

ISSUING OFFICE: This Invitation for Bid (IFB) is issued for the State of Colorado by the Colorado Department of Public Safety (CDPS), Colorado Division of Homeland Security and Emergency Management (DHSEM). The CDPS/DHSEM Purchasing Agent is the SOLE point of contact for this IFB.

Purchasing Agent: Toni Rigirozzi Telephone Number: 720-852-6645 FAX Number: 720-852-6750 E-mail Address: toni.rigirozzi@state.co.us

MAILED, HAND-DELIVERED OR EMAIL QUOTES WILL BE ACCEPTED

Prices shall be binding and valid through June 30, 2017

FEIN________________________________________________ DATE___________________________________ Enter your FEIN or SSN as registered on ColoradoVSS

NAME OF COMPANY___________________________________________________________________________

ADDRESS____________________________________________________________________________________

CITY____________________________________________ STATE_______________ ZIP CODE______________

PHONE _________________________________________ FAX _______________________________________

EMAIL ADDRESS _____________________________________________________________________________

My company is registered on Colorado VSS. Yes______ No______

Confirm #_____ of Amendments received. Confirm #_____ of Addenda received.

Confirm that you are aware that the award notice will be published on Colorado VSS. Yes _____

PRINT NAME OF COMPANY REPRESENTATIVE___________________________________________________

TITLE: ______________________________________________________________________________________

SIGNATURE OF COMPANY REPRESENTATIVE ___________________________________________________ (Handwritten signature by an authorized officer or agent of the vendor)

RETURN THIS PAGE

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GENERAL INFORMATION

1.0 General

Purpose and Specifications The Colorado Department of Public Safety (CDPS), Division of Homeland Security and Emergency Management (DHSEM), is seeking a vendor to provide lodging and the venue (conference center) for the 2016 Emergency Management (EM) Conference co-sponsored by CDPS/DHSEM and the Colorado Emergency Management Association. This will be for the 2016 Conference with the option to utilize for our 2017 EM Conference. Please make sure you disclose any price increase for 2017 Conference. This bid request is to accommodate lodging booking for an estimated 915 total hotel room nights over the three day event plus the day before and associated conference meeting rooms, meals/snacks, and AV needs.

Additional requirements include:

• PREFERRED VENUE AREA: Hotel and conference center co-located or within approximately one city block walking distance.

• Vendor must be registered at: www.colorado.gov/vss by bid submission deadline, to be awarded this quote.

• The award will be made based on the listed quantities. Actual quantities may vary at the time actual orders are placed.

• No guarantees of estimated quantities are made as a result of the solicitation and award.

• Prices shall be binding and valid for the length of the award, through June 30, 2017.

Contact Information The Procurement Office for the Colorado Department of Public Safety (CDPS), Division of Homeland Security and Emergency Management (DHSEM) is the sole point of contact concerning this IFB. All communication must be done through the CDPS/DHSEM Procurement Office, Attention: Toni Rigirozzi (toni.rigirozzi@state.co.us).

Vendor Self Service System (VSS) and Registration This solicitation is published using the Colorado Vendor Self Service System (VSS). Vendors must be registered on VSS in order to be considered responsive at the time of submission of the response. Registration on VSS is required to be considered for award. If a vendor is not registered on VSS, solicitation responses from such vendor received may not be considered. VSS and its registration information may be linked through the State Purchasing Office link at www.colorado.gov/vss.

Award Period and Awarded Offeror Submission of Invoices The anticipated award period for this Invitation for Bid (IFB) follows the State’s fiscal years 2016 and 2017, through June 30, 2017, contingent upon funds being appropriated, budgeted and otherwise made available and all bid requirements being satisfied.

The Colorado Department of Public Safety is Tax Exempt. A Copy of the CDPS tax exempt certificate may viewed in VSS as Exhibit D at: www.colorado.gov/vss.

Send Invoices to:

Colorado Department of Public Safety Division of Homeland Security and Emergency Management 9195 E. Mineral Avenue, #200 Centennial, CO 80112 Attn: Chi Robertson/Debbie Goerlitz

Or via email:

Chi.robertson@state.co.us; Debbie.goerlitz@state.co.us

Binding Proposal By providing a response to this IFB, Offerors are bound to providing the proposed services at the costs and rates quoted in their IFB response for the award period.

http://www.colorado.gov/vss http://www.colorado.gov/vss mailto:Chi.robertson@state.co.us mailto:Debbie.goerlitz@state.co.us

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Submission

By submission of a bid, Offeror agrees as follows:

• Except as replaced, modified, or supplemented by the Division of Homeland Security and Emergency Management for this solicitation, all items in the State of Colorado Solicitation Instructions/Terms and Conditions are considered part of, and are incorporated by reference into this document. In the event of a conflict of terms between this solicitation and the State of Colorado Solicitation Instructions/Terms and Conditions, the terms listed in this solicitation shall govern.

• The Offeror guarantees to the State that they understand and agree to the terms and conditions of this solicitation and that they will not default from performance by virtue of a mistake or misunderstanding. Offerors shall seek clarification from the Division of Homeland Security and Emergency Management of any specifications, terms and/or conditions that they determine to be unclear. The failure of a bidder to seek clarification may be deemed a waiver of any such clarification.

• Offerors shall accept the terms and requirements of this IFB without exception, deletion or qualification and without making its offer contingent.

• Pursuant to CRS 24-30-202.4 (as amended), the State controller may withhold debts owed to State agencies under the vendor offset intercept system for: (a) unpaid child support debt or child support arrearages; (b) unpaid balance of tax, accrued interest, or other charges specified in Article 22, Title 39, CRS; (c) unpaid loans due to the student loan division of the department of higher education; (d) owed amounts required to be paid to the unemployment compensation fund;

and (e) other unpaid debts owing to the State or any agency thereof, the amount of which is found to be owing as a result of final agency determination or reduced to judgment as certified by the controller.

• The Division of Homeland Security and Emergency Management reserve the right to reject any and all bids or parts thereof, and to waive minor informalities or irregularities.

• Reciprocity is mandated by statute. CRS 8-18-101 states, “When a contract for commodities or services is to be awarded to a bidder, a resident bidder shall be allowed a preference against a nonresident bidder equal to the preference given or required by the state in which the nonresident bidder is a resident.” The Division of Homeland Security and Emergency Management (DHSEM) will apply this statute to the extent necessary for all solicitations posted on Colorado VSS.

• If for any reason it becomes necessary to modify this solicitation, the modification will be published on the Colorado.gov/VSS website, and the modification will supersede any discrepant terms, specification and other information in this document. If the bid submission deadline is extended, the new bid submission deadline will be published on the Colorado.gov/VSS website and will supersede the above date and time.

• CDPS is tax exempt.

• The Colorado Department of Public Safety (CDPS) encourages free and open competition among Bidders. Whenever possible, specifications, bid invitations and conditions are designed to accomplish this objective consistent with the necessity to satisfy the Colorado Department of Public Safety’s needs. The Bidder’s signature on this bid guarantees that the prices quoted have been established without collusion with other eligible Bidders and without effort to preclude CDPS from obtaining the lowest possible competitive price. If an award is made, it will be to the responsible bidder whose bid is determined to be the most advantageous to CDPS/DHSEM

• Low tie bids will be awarded in accordance with CRS 24-103-202.5 LOW TIE BIDS – AWARD PROCEDURE AND

DETERMINATION – BID PREFERENCE.

Contractual Obligations This solicitation including documents linked and attached, the vendor's offer and all documents, modifications, and agreement terms and conditions will form the contract between the parties. Any additional terms and conditions proposed by the vendor must be submitted with their offer in order to be considered. All material developed under this contract are the sole intellectual property of the State of Colorado.

Terms and Conditions A State of Colorado Contract or Purchase order with attached Terms and Conditions must be accepted by the awarded vendor in lieu of a deposit. The State’s Terms and Conditions are available to view as part of this solicitation as indicated by Exhibit B at: www.colorado.gov/vss.

Type of Contract The successful Offeror may be issued a State Contract or a State Purchase Order with CDPS/DHSEM. The State Contract/Purchase Order will incorporate this BID, published addenda and the response of the successful bidder.

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Term of State Contract/Purchase Order The term of this State Contract/Purchase Order resulting from this solicitation shall begin on upon award and issuance of a State Contract or State Purchase order and end June 30, 2017. If you cannot deliver and bill for goods/services by June 30, 2017, please do not respond.

Discussion with Offerors Discussions may be conducted with apparent responsive Offerors for the purpose of clarification to assure full understanding of the requirements of the solicitation. All solicitations, in the Division of Homeland Security and Emergency Management's sole judgment, needing clarification, shall be accorded such an opportunity.

Amendments All amendments to and interpretations of this solicitation shall be in writing from CDPS/DHSEM. Any amendment or interpretation that is not in writing shall not legally bind CDPS/DHSEM.

Modifications All modifications shall be in writing and posted to Colorado VSS. Vendors are responsible for checking VSS prior to the opening date and time for solicitation modifications.

Transmittal Letter:

The Transmittal Letter shall be brief and signed by an individual who is authorized to commit the Offeror to the goods and services, compliance with requirements and prices stated in the Offeror’s proposal, for both initial contract years. The letter shall follow the sequential order described below. All Offerors shall submit a Transmittal Letter on their official business letterhead together with the following required information.

i. Positively states the Offeror’s willingness to comply with all work requirements, general contract or purchase order requirements and other terms and conditions specified in this IFB.

ii. The letter shall be signed by an individual who is authorized to commit the Offeror to the services, compliance with requirements and prices stated in the Offeror’s proposal.

iii. Includes a statement that by submitting a proposal, the Offeror affirms its willingness to enter into a purchase order or contract containing substantially similar terms to the Draft Model Contract document published with this IFB as Exhibit A –Sample Contract.

iv. Include a statement that any submitted response and costs shall remain valid for the term of the State Contract Conract/Purchase Order.

v. Indicate the Offeror’s form of business organization (i.e., partnership, non-profit corporation, Colorado Corporation, Non-Colorado Corporation, etc.). Non-Colorado corporations must register with the Colorado Secretary of State as a foreign corporation to conduct business in Colorado and appoint a resident agent to accept service of process to conduct business in Colorado. Any foreign corporation, limited-liability company, limited-liability partnership or limited liability limited partnership must affirm that it currently has a Certificate of Good Standing or Certificate of Existence to do business in Colorado. Proof of such certification shall be provided upon request.

vi. Includes one completed W-9 Form (Exhibit C)

vii. Identify engagement/account manager; single point-of-contact for all matters pertaining to the purchase order or contract.

Offeror Response Format Offeror must submit the following item(s) in order and clearly labeled:

a. Completed and Signed Transmittal Letter.

b. Completed and Signed Signature Page.

c. Completed Bid Response Sheet (See Section 3.0, Bid Response Sheet, below, pages 8-10)

d. Representative example of invoicing format.

e. Completed W9 form.

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Offeror must submit the above information in accordance with the following steps:

a. Step 1: Bid proposals should be completed through Colorado VSS.

b. Step 2: Email or send a hard copy of your bid proposal by the due date and time specified within this solicitation to CDPS/DHSEM Procurement Agent, Toni Rigirozzi at:

Colorado Department of Public Safety Division of Homeland Security and Emergency Management Attention: Toni Rigirozzi 9195 E. Mineral Avenue, #200 Centennial, CO 80012 toni.rigirozzi@state.co.us

Both steps must be completed or your bid may be disqualified. Your email/hard copy submission will be considered the official version of your bid submission followed by entry into VSS. No faxed proposals will be accepted.

Award & Evaluation Criteria This solicitation shall be awarded to one vendor. The Award will be made to the lowest responsible offeror with all other factors considered. The State will be the sole judge in determining the acceptability of an offer and in determining the most beneficial offer to the State. If CDPS/DHSEM does not receive qualified responses to this solicitation, this solicitation will be considered a failed procurement and will be cancelled.

Inquiries:

Offerors may make email inquiries concerning this IFB to obtain clarification of requirements. No inquiries will be accepted after 2:00 p.m. MT, Friday, September 11, 2015. The Division of Homeland Security and Emergency Management (DHSEM) Procurement Office prefers that all inquiries be sent by electronic mail with the IFB number:

IFBDHSEMSEPT2015–2016 EM CONFERENCE in the subject line to: Toni.Rigirozzi@state.co.us.

Response to Offeror’s inquiries (if required) will be published as a modification on the Colorado VSS System (www.colorado.gov/vss) in a timely manner. Responses to inquiries will be published in Colorado VSS after all inquiries have been received by DHSEM. Offerors should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the IFB during the open solicitation period. Offerors should not contact any other state office or individual regarding this IFB or this project. Offerors are responsible for monitoring CORE for publication of modifications to this solicitation.

2.0 Statement of Work / Information for Bid - Please see Pages 6-7

3.0 Bid Response Sheet - Please see Pages 8-10 (NOTE: These three pages must be completed and returned) mailto:Toni.Rigirozzi@state.co.us

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2.0 INFORMATION FOR BID:

FUNCTION: 2016 Emergency Management Conference – February 23 - 25, 2016 Alternative Dates: March 1-3, 8-10, 15-17, April 5-7, 12-14, 19-21 NOTE: Staff will arrive the day before to begin conference set-up

The Purpose of the conference is to provide networking and training to emergency managers and their partners on current best practices, emerging trends and lessons learned from recent disasters in an intensive interactive format.

PREFERRED VENUE: Hotel/Conference Center with 375 lodging rooms and main ballroom/meeting room capacity of 400 with round tables and chairs.

1. A State of Colorado contract and/or 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.

3. Hotel Rooms:

a. Reservations to accommodate at least 125 people on night before (state guarantees 65).

b. Reservations to accommodate 375 people on the first two nights of event (state guarantees 175).

c. Reservations to accommodate 65 people on the final night of event (state guarantees 35).

d. Rooms for State employees, conference staff, and one emergency manager per jurisdiction will be included on the state contract or purchase order. Early check-in for conference staff arriving on day before (approximately 15 staff).

e. All other attendees that are not listed above or otherwise not included on the state contract or purchase order; will be paying for their own rooms separately.

f. Internet service must be included for all hotel guests or additional cost disclosed.

4. Exhibit Tables:

a. Exhibit tables need to be set for 40 vendors during event. Tables would need to be set the evening before the first day.

5. Meeting Rooms are needed for the three days. All rooms and registration need to have water service all day:

a. 4 tables set-up the evening before the first day for registration.

b. One meeting room must be able to accommodate 400 people in rounds style with a riser for the speaker.

c. Approximately 4 breakout sessions occur during each AM and PM session. Each will need to accommodate the following:

i. 4 meeting rooms that can accommodate 100 people each with 2 rooms requiring at least 20% overflow capacity.

d. One meeting room with capacity for 18-25 in roundtable, with electrical access for each seat - (Incident

Management Team). This room is also needed the evening before the event starts.

e. One meeting room (small) for staff to perform work (5 people).

f. All signage for each room.

6. AV Equipment is needed for all three days:

a. All three days for 400 people in rounds style. This room will need to have a riser for the speaker. One wireless lavaliere and two wireless hand-held microphones. Data projector, screen sound system, podium, and any other equipment required.

b. Four breakout sessions 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. Internet service for all conference attendees (400) in meeting rooms and adjoining areas.

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7. Catering:

a. Breakfast for all hotel guests attending the event.

b. Coffee / beverage service throughout all 3 days.

c. Mid-morning snack breaks for 400 people on days 2 and 3. Food and drinks to remain out for 1 hour or until all is gone.

d. Mid-afternoon snack break for 400 people on all days 1 and 2. Food and drinks to remain out for 1 hour or until all is gone.

e. Hot buffet luncheon on all 3 days for 400 people.

f. Ability to provide evening meal service for all hotel guests – disclose capacity and price range.

g. Quote for optional cost of evening buffet meal.

8. Parking / Shuttle Service

a. Parking to accommodate 400 vehicles.

b. Disclose any parking fee not included in hotel room.

c. Shuttle service capacity to area restaurants and attractions.

9. Security

a. Details of on-site security.

b. Cost of additional security.

10. Service charges and any resort fees / Any price increase for 2017 EM Conference

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COLORADO DEPARTMENT OF PUBLIC SAFETY

IFBDHSEMSEPT2015–2016 EM CONFERENCE

2016 Emergency Management Conference February 23–25, 2016

3.0 BID RESPONSE SHEET

Provide a copy of any other documentation that will be required to establish a booking based on this solicitation including:

a. Vendor agreements

b. Completed banquet menus/prices, including per diem menus

c. Equipment lists/prices, including audiovisual

d. Internet Connection Fees

e. Parking Fees

f. Service Charge Fees

g. Resort fees

h. Any other fees

A. General Requirements Yes No

This facility is located in the area(s) specified in this solicitation?

This facility has lodging accommodations as specified in this solicitation?

This facility has session rooms available as specified in this solicitation?

This facility can provide meals as specified in this solicitation?

This facility is Americans with Disabilities Act (ADA)/accessible?

These accommodations are available for the dates and times specified in this solicitation?

B. Lodging Rooms

Cost Per Room Per

Day Total Cost for All

Days

Single occupancy $ $

Double occupancy $ $

Suites/Condos $ $

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C. Session Rooms

Square Footage Cost Per Room Per

Day Total Cost for All

Registration area (in hallway)

Main meeting / dining room for 400 people $ $

2 breakout rooms to accommodate 100 people in classroom/theater style $

2 breakout rooms to accommodate 120 people in classroom/theater style $

1 meeting room to accommodate 18-25 people in roundtable with electrical $

1 meeting room for 5 people (staff work) $ $

40 tables (vendors) $ $

1 meeting room to accommodate 50 people with electrical for speaker (vendor presentation room / secure overnight storage) $

D. Audio/Visual Equipment (provide equipment lists)

# Available Cost Per Item Per

Day

Total for All Days

A/V package(s) (cart, cords and screens)

Table(s) with draping $ $

Microphone(s) $ $

Screen(s) $ $

Podium(s) $ $

Power Strips $ $

Internet (wireless) $ $

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E. Meals (provide sample menus)

Cost Per Day Total Cost for All

Hot Breakfast – for each hotel guest attending

Coffee/ Beverage throughout the day on all 3 days $ $

Lunch for 400 for all 3 days $ $

Morning break with snacks – Days 2 and 3 $ $

Afternoon break with snacks – Days 1 and 2 $ $

Evening Buffet for 400 (option) $ $

Capacity and price range of on-site evening dining

F. Additional Costs/Prices Cost Per Day Total Cost for All Days

Parking:

Oversize and over-height vehicle accommodation Yes No

Service Charges: $ $

Internet Connection Fees (hotel guests): $ $

Resort Fees: $ $

Additional Security: $ $

Other (include any 2017 price increase): $ $

G. Total

Grand Total (Estimated Cost of Event) $

H. Other dates available (Tue-Thu – March 1-3, 8-10, 15-17, April 5-7, 12-14, 19-21):

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