2018_MRRIC_Meeting_RFQ_SZM.docx

Missouri River Recovery Implementation Committee Request for Quote & Event Specifications Guide Event Date: Anticipated: 3 day meeting:

· Either February 5-9 or February 12-March 26-30

· Either May 21-25 or May 29-June 1

· Either November 12-16 or November 26-30 or December 3-7, 2018

Exact days will be confirmed when plans are set. An extra day may be added onto the meeting (for four days’ total). Based on best value, more than one meeting may be held at the same location.

Event Location: Dependent on best value to the government, we are requesting quotes for all dates in Kansas City, KS/Kansas City, MO and Omaha, NE regions, and in Sioux Falls, SD. Proposals for one or several dates are welcome – please indicate which dates out of the anticipated ranges are covered by the Quote. Discounts for holding several meetings at one venue are expected – please note discounts on proposal.

NOTE: QUOTES ARE DUE WEDNESDAY, AUGUST 30, 2017, BY 5:00 PM CT

PART 1 – GROUP RESUME INFORMATION

MEETING/EVENT PROFILE

Responsible US Government Agency Name: Morris K. Udall and Stewart L. Udall Foundation (Udall Foundation) For more information, visit, www.udall.gov.

Country: USA

SYNOPSIS

The US Institute for Environmental Conflict Resolution, a program of the Udall Foundation in Tucson, Arizona, has a requirement for Missouri River Recovery Implementation Committee meeting to be held in either the Omaha, NE; Kansas City, KS/MO region; or Sioux Falls, SD region. Anticipated: Three-day meeting (with the possible addition of a one day meeting) for each of the following blocks: February 5-9 or February 12-16; March 26-30; May 21-25 or May 29-June 1; and November 12-16 or November 26-30 orDecember 3-7, 2018; need will be confirmed when plans are set. Venues offering both meeting space and sleeping rooms will be favored. Quote must have these exact dates available. Discounts for holding several meetings at one venue are expected – please note discounts on proposal.

The requirement includes all of the following: meeting rooms, audio visual (AV) support, wired and wireless Internet access and support, availability of or proximity to sleeping rooms, and food and beverage service as detailed below. Quote must include all items described.

Three breakout rooms*** and a plenary room are required for 3 days. Three breakout rooms may be required for an additional day, as described below. The plenary room will be required for setup the day before the 3 day meeting.

*** The number and size of breakout rooms required may change as meeting needs are further determined.

-The plenary room must accommodate 150 people in combination classroom and U shape seating (60 at U, plus classroom seating with tables on the sides);

-One breakout room (Breakout One) for 3 days should accommodate 65-75 people in combination classroom and U shape seating (30at U, and theater and/or classroom seating for 35-40 outside the U);

· Breakout One may be required for an additional day in one of the following configurations:

· U shape for 20, with theater and/or classroom seating outside the U for 25; projector table and laptop table and chair in middle of U shape

· U shape set up for 30-40 people and 35-40 seats in theatre and/or classroom seating outside the U; projector table and laptop table and chair in middle of U shape

-The second breakout rooms (Breakout Two) should accommodate at least 50 people (conference room seating in a U shape with 25 chairs at the table and theater seating for 25).

- These rooms may be required for an additional day as well.

The third breakout rooms (Breakout Three) should accommodate at least 30 people (conference room seating with 10 chairs in a U shape at the table and theater seating for 20).

- These rooms may be required for an additional day as well.

AV, Internet, and food and beverage support packages are required each day.

All facilities and adequate parking are preferred at one location or connected via walkway.

Pricing shall be quoted separately for each cost center for each meeting (e.g. food and beverage. Internet, and AV equipment and service (including speaker phones); photocopying; meeting space rental) inclusive of all charges (service charge, etc.).

Pricing for the possible one-day addition of breakout rooms shall be quoted separately (including the separate pricing for each cost center, as above).

For information on how to register your company on FedBizOpps (FBO), or to view or receive updates and notifications to the solicitation, please reference the FBO Vendor Guide located on the FBO web site home page (https://www.fbo.gov/). Paper copies of the solicitation will be furnished if requested from the individual identified below.

Contracting Office Address:

130 S. Scott Avenue, Tucson, AZ 85701

Point of Contact(s):

Melanie Knapp Role: Event Coordinator Office Phone: (520) 901-8546 E-mail: knapp@udall.gov cc: thompson@udall.gov

Contract type: Terms will be specified and payment will be provided via government purchase order. Agency will not sign booking agreement or other hotel document.

A separate purchase order may be issued for requirements for a fourth meeting day, should the need for those requirements not be decided when the initial purchase order is issued. Please identify the latest date by which a purchase order for meeting requirements for an additional day must be issued in order to ensure availability.

-On-Site Meeting -Meeting/Event Type: Committee Meeting -Meeting/Event Frequency: Several meetings per year; this RFQ is for four meetings. More than one meeting may be held at one location.

-Meeting/Event is open to the public

GUEST ROOM INFORMATION

Confirm in your quote the following Government Rate Room Block Request or provide a list of nearby lodging options that would meet the following requirements:

# Sleeping Rooms Required/Meeting Day

-Sunday: 25 (if Monday meetings are required) -Monday: 75 -Tuesday: 75 -Wednesday: 75 -Thursday: 15

If rooms will not be provided by the meeting venue, please identify hotels in the immediate area which may be able to accommodate attendees. Identify whether these hotels are in walking distance from the meeting venue.

Room Rate -No more than established government lodging rates for the current fiscal year. Government rates for FY18 have been published. GSA established lodging rates are available at https://www.gsa.gov/portal/content/104877.

*No rebates, assessments, or commissions will be paid on room rates or AV equipment and service.

*No resort fee will be paid per room.

*Request no-fee cancellation on guest rooms with 24-hour notice and no charge for early check-outs if front desk is notified by guests before noon the day they plan to check out.

*Include state and local tax rate on a separate line in proposal.

Method of Reservations:

*At the time of this Request, it is anticipated that individual guests will be responsible for making their own room reservations and paying for their rooms and incidentals. With prior coordination, the Udall Foundation may also choose to provide room lists as a means of reserving guest rooms.

*Guest rooms and guest room incidentals are not to be invoiced to the Government Purchase Order.

*Hotel must provide a phone number to call for guest room reservations, a date certain when the room block is open and available for reservations, and room block name (“MRRIC” – pronounced ‘Mr. Rick’); the ability to offer a group website for reservations in addition to phone is preferred.

*Hotel will provide list of reservations in room block when requested by Event Coordinator.

RESTAURANTS IN CLOSE PROXIMITY

Include in your quote those restaurants that are onsite or in close proximity (within walking distance) to your facility.

TRANSPORTATION SERVICES

Include in your quote the cost for transportation services from surrounding airports. Include any free shuttle services your facility offers.

PART 2 – MEETING/EVENT FUNCTION SCHEDULE AND SET-UP REQUIREMENTS

General Function Information Proposals should confirm the facility’s capacity to provide the following meeting rooms. Include complete price list for meeting rooms & requested A/V and photos of meeting rooms that meet these requirements. Note: Meeting space rental discounts are expected.

Concessions Requested:

*Complimentary 24-hour hold on all function space *Complimentary power strips and extension cords *Water stations (in lieu of water pitchers on tables), refreshed at each break

Plenary Meeting Room Specifications (3 days; setup the day before):

-U shape set up for 60 people (no more than 3 seats at each 8 ft. table) and classroom style table and chairs for 75 (range: approximately 4,500-7,000 SQ FT total; desired: 6,000-7,000 SQ FT - SEE REQUESTED ROOM LAYOUT GUIDE) -Two projector tables -2 six-foot tables between the head of the U shape and the wall -2 six-foot tables between the screens and the U shape -1 six-foot registration table with chair outside the room -1 adjustable desk chair for meeting note taker at the right front of the U-shape

Plenary Room Schedule (Set-up and meeting) -Day 1: 6:00 am - 11:00 pm (Plenary Room Setup + possible half day meeting) -Day 2: 6:30 am – 10:00 pm (meeting) -Day 3: 6:30 am – 10:00 pm (meeting) -Day 4: 6:30 am – 6:00 pm (meeting)

AV EQUIPMENT FOR PLENARY MEETING SPACE

-2 large projector screens (at least 10’X14’). Depending on room configuration, utilizing a single screen is an option.

-Sound package (if necessary based on acoustics in room) -35 push to talk microphones (1 microphone for every two seats around U shape) + 5 for tables at front of U (two of which are Chairman microphones) + 1 for every two seats on the 2 six-foot tables between the head of the U shape and the screens -3 wireless microphones & audio mixer -Power strips around U-shape and classroom table and chairs – one power strip per table, both in the U shape and on surrounding classroom tables -Wireless internet connection for all participants in the room (with username and password for internet access on tent cards spread around the table) -2 hard-wired internet connections at front of U shape

Additional AV/Conference Phone:

Option 1 - Integrated conference room audio system with a telephone system, so that output from the microphones in the room can be broadcast both to participants in the room and remote participants listening over the phone.

Option 2 - Ability to plug the conference room audio system output into a computer microphone jack and have it broadcast to participants in the room. The microphone jack on the computer is the standard 2.5mm jack; if this option is utilized, venue must provide an appropriate cord to connect the output type from the hotel sound system to that 2.5mm microphone jack on the computer, in order for remote participants to hear the audio clearly.

It is preferable to have both options available so that if there is a problem with one, we could use the other. Otherwise, Option 1 is preferred. Must be able to test the audio/AV connection in advance of the meeting to ensure audio equipment is working correctly and to identify any specific additional equipment needed.

Onsite AV and internet support is required for three days, and one additional day if needed.

BREAKOUT ROOMS

-BREAKOUT MEETING ROOM 1*** SPECIFICATIONS (Three Days):

-Breakout 1 - U shape set up for 30people and 35-40 seats in theatre and/or classroom seating; projector table & laptop table and chair in middle of U shape:

Day 1 (possible): 6:30am – 10:00 pm Please provide a separate quote for a possible one day meeting Day 2: 6:30 am – 10:00 pm Day 3: 6:30 am – 10:00 pm Day 4: 6:30 am – 6:00 pm

AV Equipment -Projector table -1 large projector screen -Polycom speaker phone with spider microphones (keep in room throughout entire meeting for work group use as needed). For Day 1 only, the speaker phone should be integrated into the room sound system.

-4 handheld microphones (Day 1 only) -1 table top microphone stand ( Day 1 only) -2 hard wired internet connections (Day 1 only) -15 power strips (6 outlets/strip) for around the table and for observers -internet access for meeting attendees, (with username and password for internet access on tent cards spread around the table)

- Wi-Fi hotspots to amplify the wireless signal in the room.

BREAKOUT MEETING ROOM 2*** SPECIFICATIONS (3 days):

-Breakout 2 - U shape set up for 25 people with theater seating for 25:

Day 1 (possible): 6:30 am—10:00 pm Please provide a separate quote for a possible one day meeting Day 2: 6:30 am – 10:00 pm Day 3: 6:30 am – 10:00 pm Day 4: 6:30 am – 6:00 pm

AV Equipment -Projector table -1 large projector screen -Polycom speaker phone with spider microphones -3 Power strips around U shape -internet access for meeting attendees, (with username and password for internet access on tent cards spread around the table)

- Wi-Fi hotspots to amplify the wireless signal in the room.

BREAKOUT MEETING ROOM 3*** SPECIFICATIONS (3 days):

-Breakout 3 - U shape or boardroom set up for 10 people with theater seating for 10-20:

Day 1 (possible): 6:30 am – 10:00 pm Please provide a separate quote for a possible one day meeting Day 2: 6:30 am – 10:00 pm Day 3: 6:30 am – 10:00 pm Day 4: 6:30 am – 5:00 pm

AV Equipment -Projector table -1 large projector screen -Polycom speaker phone with spider microphones -3 power strips around U shape -internet access for meeting attendees, (with username and password for internet access on tent cards spread around the table)

- Wi-Fi hotspots to amplify the wireless signal in the room

***The number and size of breakout rooms required may change as meeting needs are further determined.

Audio/Visual (A/V) Requirements:

Provide a complete price list, with total A/V amount (inclusive of any service charge, etc.) for the requested A/V.

SUMMARY OF A/V EQUIPMENT/SERVICES NEEDED & PLACEMENT/LOCATION

Hard-wired internet connection Wireless access for all All Breakout Room 1*** (1 day ) Breakout Room 1*** (3 days, also include quote for additional one day meeting)

Polycom Speaker phone with spider Microphones

Projector table

Projector screen

Power strips

Wireless access for all

All Breakout Room 2*** (3 days, also include quote for additional one day meeting) Breakout Room 2*** (3 days, also include quote for additional one day meeting) Breakout Room 2*** (3 days, also include quote for additional one day meeting) Breakout Room 2*** (3 days, also include quote for additional one day meeting) Breakout Room 2*** (3 days, also include quote for additional one day meeting)

Projector table Power strips Wireless access for all

Projector screen Wireless access for all All Breakout Room 3*** (3 days, also include quote for additional one day meeting) Breakout Room 3*** (3 days, also include quote for additional one day meeting)

*Our event could work with one screen only, but two is preferable.

*** The number and size of breakout rooms required may change as meeting needs are further determined.

FOOD & BEVERAGE REQUIREMENTS

Please provide a complete price list for the following food & beverage requirements. These requirements are an estimate and we will select final items from the catering menu provided.

**Each day, most of our participants will eat lunch in the hotel restaurant or off-site. We have several working meetings scheduled throughout our event with 8-40 participants each. For these instances, need to offer participants the ability to order self-pay meals beforehand that will be delivered or picked up by participants (paid at pickup). If lunches are to be picked up by participants, we will need several pay stations operating to ensure that working lunch meeting participants can pay for lunches quickly and have ample time to meet. We have typically offered box lunches with a pre-order form. Please confirm that you can offer a combination of salads and sandwiches with sides (at least five choices, accommodating gluten-free, dairy-free and vegetarian options) for our group. The pre-order form should contain at least five options or a menu that varies each day, and be no more than $12 inclusive. Participants will turn in their order in advance and turn their form in by 9:30 or 10:00 am so that the kitchen can prepare orders. In addition to our working lunches, many participants do choose to eat in the hotel restaurant, so please staff the restaurant accordingly.

DAY 1 (NEED FOR MEETING WILL BE DETERMINED AS PLANS ARE SET; MAY BE AWARDED ON SEPARATE PURCHASE ORDER)

BREAKOUT ROOM 1 (65 people) Please provide a separate quote for a possible one day meeting.

8:00 am -Hot Beverage Service

-Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting – TBD** (see above)

1:00 pm -Hot Beverage Service

· 2 gallons coffee

· 1 gallon decaf

· 10 assorted hot tea bags (based on consumption) and hot water – mix of black, green, and herbal

-Cold Beverage Service

· 10 soft drinks (based on consumption)

-Food Service

· 4 dozen baked goods and/or other snack (e.g., cookies, brownies, popcorn, or pretzels, etc.) (We’d like to vary the afternoon selections on different days between these or similar items. We will select items from the catering menu provided by the venue.)

-Water service to room all day (Pitcher water is preferred)

BREAKOUT ROOM 2 (50 people) -Water service to room all day (Pitcher water is preferred)

BREAKOUT ROOM 3 (30 people) -Water service to room all day (Pitcher water is preferred)

DAY 2

PLENARY ROOM (150 people) 7:00 am

-Hot Beverage Service

· 11 gallons coffee

· 1 gallons decaf

· 36 assorted hot tea bags (based on consumption) and hot water – mix of black, green, and herbal

-Cold Beverage Service

· 30 assorted sodas (based on consumption)

-Food needs:

· 10 dozen assorted Danish pastries or similar item

· 110 seasonal sliced fresh fruit or similar item

1:00 pm

-Hot Beverage Service

· 6 gallons coffee

· 1 gallon decaf

· 12 assorted hot tea bags (based on consumption) and hot water – mix of black, green, and herbal

-Cold Beverage Service

· 20 assorted sodas (based on consumption)

- Food needs:

· 10 dozen baked goods and/or other snack (e.g., cookies, brownies, popcorn, or pretzels, etc.)

All-Day -Water station set up at back of plenary room

BREAKOUT ROOM 1 (65 people)

-Likely self-pay boxed lunch for lunch meeting – TBD** (see above)

BREAKOUT ROOM 2 (50 people)

-Likely self-pay boxed lunch for lunch meeting – TBD** (see above)

BREAKOUT ROOM 3 (30 people)

DAY 3

PLENARY ROOM (150 people) 7:00 am -Hot Beverage Service

· 11 gallons coffee

· 1 gallon decaf

· 36 assorted hot tea bags (based on consumption) and hot water – mix of black, green, and herbal

-Cold Beverage Service

· 30 assorted sodas (based on consumption)

-Food needs:

· 10 dozen assorted breakfast pastries with fruit jams, honey, and butter or similar item

· 110 seasonal sliced fruits or similar item

1:00 pm -Hot Beverage Service

· 6 gallons coffee

· 1 gallon decaf

· 12 assorted hot tea bags (based on consumption) and hot water – mix of black, green, and herbal

-Cold Beverage Service

· 20 assorted sodas (based on consumption)

- Food needs:

· 10 dozen chocolate fudge brownies or similar item

All-Day -Water station set up at back of plenary room

BREAKOUT ROOM 1 (65 people)

-Likely self-pay boxed lunch for lunch meeting – TBD** (see above)

BREAKOUT ROOM 2 (50 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting – TBD** (see above)

BREAKOUT ROOM 3 (30 people)

DAY 4

PLENARY ROOM (80 people) 7:00 am -Hot Beverage Service

· 7 gallons coffee

· 1 gallon decaf

· 20 assorted hot tea bags (based on consumption) and hot water – mix of black, green, and herbal

-Cold Beverage Service

· 20 assorted sodas (based on consumption)

-Food needs:

· 8 dozen assorted breakfast scones

· 80 fresh sliced fruits

All-Day -Water station set up at back of plenary room

BREAKOUT ROOM 1 (65 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting – TBD** (see above)

BREAKOUT ROOM 2 (50 people) -Water service to room all day (Pitcher water is preferred) -Likely self-pay boxed lunch for lunch meeting – TBD** (see above)

BREAKOUT ROOM 3 (30 people)

PART 3 – OTHER LOGISTICAL NEEDS

ON-SITE PHOTOCOPYING AND PRINTING

-Access to on-site photocopying for high volume copies is required. Please include price per copy in quote.

-Must have access to onsite printing, as well as printing between 7 and 8 am on Thursday morning.

CONCESSIONS REQUESTED

*Complimentary power strips *Complimentary shipping and receiving -# Boxes Sent: Will send at least 7 boxes

BILLING INSTRUCTIONS

-Group charges billed to the Government Purchase Order are federally funded and are therefore tax-exempt -Meeting Space Rental, A/V (including speaker phones), Internet, and Food and Beverage billed to Purchase Order

PAYMENT: Terms will be specified and payment will be provided via government purchase order.

FINAL INVOICE INSTRUCTIONS:

Final Invoice to Be Sent to designee of:

Carrie Thompson, Senior Program Manager thompson@udall.gov U.S Institute for Environmental Conflict Resolution 130 South Scott Ave Tucson, AZ 85701

AUTHORIZED SIGNATORIES:

Susan Vest, Director of Finance and Operations, has approval authority for the Purchase Order; Carrie Thompson has approval authority for Banquet Event Orders.

PART 4 – WHAT TO SUBMIT

Both Quotes are due by 5:00 PM CT on Wednesday, August 30, 2017

1. QUOTES MUST INCLUDE THE FOLLOWING INFORMATION:

-Your facility’s capacity for the meeting times & dates as described above

- Your facility’s capacity to provide the meeting rooms as described above (Include photos of specific meeting rooms you have available).

-The Government Rate Room Block described above if lodging is being provided onsite. If lodging is not provided, identify lodging opportunities within walking distance (Udall Foundation to make arrangements directly with the lodging provider).

-The cost for transportation services from local airport or other surrounding airports. Include any free shuttle services your facility offers.

-Provide a detailed description, map or layout of the facility’s conference rooms, including dimensions, and illustrate how the facility intends to meet the requirements.

-Internet access and availability (including description of venue’s bandwidth that will meet the needs of the meeting) -A complete, detailed price list, with total A/V, phone, and internet amount for the requested A/V and internet services described above -A complete price list for the food & beverage requirements described above.

-Availability of on-site high volume photocopying services and document printing and cost for each.

-FEMA Fire-safe ID number -Verification of ADA compliance -Parking availability and fees -Gratuities policy -A list of restaurants that are onsite and/or in close proximity (within walking distance) to your facility

2. COST

-All-inclusive food and beverage cost for all days. Please provide two separate quotes: one for a one day meeting and one for a three day meeting (including any service charge, etc. listed as line items in addition to the subtotal) -All-inclusive AV, phone, and internet cost for all days. Please provide two separate quotes: one for a one day meeting and one for a three day meeting (including any service charge, etc. listed as line items in addition to the subtotal) --All-inclusive meeting space rental cost for all day. Please provide two separate quotes: one for a one day meeting and one for a three day meeting (including any service charge, etc. listed as line items in addition to the subtotal) -All-inclusive photocopy cost for 300 copies (including any service charge, etc. listed as line items in addition to the subtotal) -All-inclusive total cost for all days. Please provide two separate quotes: one for a one day meeting and one for a three day meeting (including any service charge, etc. listed as line items in addition to the subtotal)

CONTRACTOR QUALIFICATIONS:

-The Contractor shall be bonded, licensed, and properly insured for all Conference Center operations, preparing and/or catering meals, and serving meals.

-Facility shall be compliant with the American Disabilities Act as defined by law.

-Facility shall provide FEMA Fire-Safe ID Number.

PART 5 – EVALUATION CRITERIA (all are of equal value) Quotes will be evaluated on the following factors of import to the government.

1. Quality of meeting space: our professional meeting requires that meeting rooms provide adequate room for movement, adequate distance and/or soundproofing such that other meetings or breakouts will not generally be heard from room to room, quality of onsite dining opportunities and/or proximity to eating establishments, and ability of venue restaurant to provide timely service and to-go meals over the lunch hours.

2. Quality and proximity of lodging.

3. Quality of audio visual services such that on-site and remote participants can participate in the meeting discussions without interruption or distraction from low or limited audio.

4. Cost.

5. Completeness and timeliness of quote.

6. Previous experience with venue.

Other considerations could include:

7. Distance from airport.

8. Environmental performance and sustainability factors, including a preference for energy and water efficient products and services; reusable, recycled, recycle-able materials; and facilities that offer greater access to onsite or walkable amenities.

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