RFP-225-21.xlsx
XLSX spreadsheet 31 KB Posted
- Attached to
- OFF-SITE CONFERENCE FACILITIES SERVICES
- Solicitation number
- 225-21
- Issued by
- Onondaga County, New York
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| File | Type | Posted |
|---|---|---|
| RFP-225-21.docx | DOCX document |
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Sheet1
| OCM BOCES | Bidders Response Sheet |
| Off-Site Conference Facilities Services, RFP-225-21 | |
| Bid Opening: September 10, 2024 at 1:30 P.M. | |
| Contract Period: November 1, 2024 to October 31, 2025 |
Vendor Name:
| *Vendors must respond to all items listed below. |
| *Indicate N/A for non-applicable items. |
| *Vendors may submit additional brochures and information that will help OCM BOCES better understand the services they can provide. |
What is the conference room rental rate, for each of the group sizes listed below? (Do not include food and/or lodging costs):
| 10 - 50 persons | |||
| 51 - 99 persons | Do you have a New York State Rate? | Yes | No |
| 100 - 250 persons | If so, what would that be? | $ | |
| 250+ persons |
Additional Comments:
Lodging/ Rooms
Does your facility have rooms for participants to stay in (lodging) ? Yes No
| If yes, Please provide room pricing information in the space provided. | ||
| Single | Double |
Do you have a New York State Rate? Yes Amount $ No
Are these rooms attached to your facility ? Yes No
If not, please indicate the distance between the conference location and rooms:
Would you offer a complimentary room to the event planner/director? Yes No
Amenities
Describe your conference room set-up and style (theatre, class room, round, etc.)
| Do you have room, separate from the conference space, available for conference vendors to exhibit their products and services? | |
| Yes | No |
If yes, please provide additional details about such space and set-up.
Are breakout rooms available? Yes No How Many?
If yes, describe set-up and size.
Is there a charge for participant parking ? and if so, how much?
Please explain your parking set-up (i.e. enclosed lot, parking garage, open lot):
Is there a parking attendant available at all times ?
| Will you allow for posters, and similar types of communication to be hung up with tape on your conference facilities walls? | |
| Yes | No |
If no, what alternative solution could you provide?
Can you provide conference directors with a locked storage facility to store meeting materials, etc.? Yes No
If yes, please describe your storage facilities:
Do you have the following Audio Visual (AV) equipment, listed below, available for use by OCM BOCES?
| Rental Price | |||
| VCR | Yes | No | |
| Wireless Mic | Yes | No | |
| Extension Cords | Yes | No | |
| Podium | Yes | No | |
| Overhead | Yes | No | |
| Projection Screen | Yes | No | |
| DVD Player | Yes | No | |
| Sound System | Yes | No |
Please list additional AV equipment and pricing information for items not listed above, that you could provide.
| Can OCM BOCES bring our own audio visual equipment, including the items listed above and others not listed ? | ||
| Yes | No |
| Do you have Internet Connection capabilities? | Yes | No |
| Is there a charge for use? | Yes | No |
| If yes, provide cost |
Please describe the set-up of how conference participants can access the internet.
Can you provide multiple internet connection (drops) simultaneously? Yes No
How many internet connection (drops) operating simultaneously can you provide at one time?
Is your internet service Dial Up, Broadband, Wireless?
What is the connection speed?
Can off-site or remote participants access your internet connection? If yes, please describe this process.
Pricing / Billing
Will you accept Purchase Orders? Yes No
If not, what method of payment do you accept?
OCM BOCES policy is a maximum 20% for tips and gratuities. Will you honor this maximum amount? Yes No
Do you have any additional administrative charges? Yes No
If Yes, Please describe:
In terms of booking your facility, how much advance notice do you require ?
Additional Comments on Booking and Billing:
Food
Can you offer breakfast service for conference participants? Yes No
Do you offer just coffee & juice services for participants? Yes No
Price for this service:
Please describe your breakfast service options (I.e. continental, full service, etc.)
For each breakfast option that you indicated above and can provide, please describe the pricing schedule:
Can you offer lunch service for conference participants? Yes No
Please describe your lunch service options (I.e. buffet style, stations, full service, etc.)
For each lunch option that you indicated above and can provide, please describe the pricing schedule:
| Conference Breaks |
| Will the charge for break items be based on consumption, or a flat fee that covers all (consumed or not consumed)? |
What food items can you offer participants at break times?
| Cancellation Policy |
| Please fully describe your cancellation policy, including time frame for cancelling an event without penalty and any charges for cancellation: |
| Please provide three (3) references of groups within the past 3 years that have used your conference facilities |
| and that OCM BOCES can contact as part of the evaluation process: |
| Name | Name |
| Address: | Address: |
| Contact Person: | Contact Person: |
| Phone: | Phone: |
| Email (if applicable): | Email (if applicable): |
| Name |
| Address: |
| Contact Person: |
| Phone: |
| Email (if applicable): |
| Additional Comments: |
| Vendors can indicate additional information that you feel OCM BOCES should consider in evaluating your company. |
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