RFP Att D Pricing.docx
DOCX document 49 KB Posted
- Solicitation number
- S-62900-00004883
- Issued by
- Marion County, Oregon
About this file
This document is a Request for Proposal (RFP) Attachment D for Pricing related to the 2023 Incident Management Team (IMT) Training Conference, to be hosted by the Oregon Department of Forestry (ODF). The agency is seeking lodging accommodations for approximately 160 participants over two potential date ranges in March or April 2023. The RFP requests pricing information for single occupancy hotel rooms or townhouses/condominiums, including details on direct billing, room block holding dates, accommodation of all 160 reservations at one location, compliance with state per diem rates, room tax percentages, and available free parking. Additionally, the RFP requests sample menus and pricing for buffet breakfast, buffet lunch, banquet meal, morning and afternoon refreshments to be provided during the 3-day conference, with a total estimated cost for meals and refreshments for 160 participants.
The RFP also requests general facility charges information, including costs for the general session room, breakout rooms, eating areas, and the entire facility for the 4-day event period. The proposer is required to provide a facility map, cancellation policy, ADA compliance, additional audio-visual equipment availability, and any other relevant charges or amenities. The proposer must acknowledge understanding of all RFP requirements and provide a certification statement.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| RFP Att B - Proposer Information and Certification Sheet.docx | DOCX document | |
| RFP 04883 -2023 IMT Conference - Final.pdf | ||
| RFP 04883 Att A Sample Contract - Final.pdf | ||
| Sole Source - CentralSquare Technologies.pdf | ||
| RFP Att C - COBID Certification Outreach Plan.doc | DOC document | |
| RFP Att E Disclosure Exemption Affidavit.doc | DOC document | |
| RFP Att F - Responsibility Inquiry.doc | DOC document |
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Text version
RFP # 62900-00004883- 2023-ODF IMT Conference Att. D
ATTACHMENT D
Pricing
· Agency wishes to hold an IMT with. Lodging. Agency will need lodging for approximately 160 participants on March 21-23, 2023, or April 3-5, 2023.
· Please answer the following questions.
Item 1: Lodging Charges
· Lodging: Agency will need approximately 160 single occupancy hotel rooms or townhouses/condominiums for two consecutive nights on March 21-23 or April 3-5, 2023. Please answer the following questions.
| LODGING CHARGES QUESTION: |
| March 21-23, 2023 |
| April 3-5, 2023 |
| 1. |
| Can reservations and payments will be made through direct bill.? |
| 2. |
| On what date will you begin and end the hold on the block of rooms? |
| 3. |
| Can you accommodate all 160 reservations at one location? |
| 4. |
| Can you provide the accommodations at the State per diem rates? |
One King
Two Queens
Suite
Additional Occupant
Occupant
| 5. |
| What is the room tax percentage? |
| 6. |
| How many parking spaces are available free of cost? |
Item 2: Meal Charges and Menus
· Provide sample menus for each of the onsite meal types (breakfast, lunch, refreshments, and banquet). All meals should be priced within per diem rate and include gratuity/service charges if applicable (not to exceed 18%). Price per meal type, per day, shall not vary.
· Refreshments include coffee, tea, water, soda, pastries, cookies, etc., and are separate from per diem rates.
· During the conference there will be 2 buffet breakfast meals; 1 buffet lunch meals; 1 banquet meal, 2 morning refreshment breaks, and 2 afternoon refreshments breaks.
| MEAL CHARGES AND MENUS QUESTION |
| March 21-23, 2023 |
| April 3-5, 2023 |
| 1. |
| What is the price per meal for buffet breakfast? |
(Include any gratuity/service charge)
| 2. |
| What is the price per meal for buffet lunch? |
| 3. |
| What is the price per meal for banquet? |
| 4. |
| What is the price per individual for morning refreshments? |
| 5. |
| What is the price per individual for afternoon refreshments? |
| 6. |
| Are there any additional fees relating to meals, refreshments, or set-up? |
| 7. |
| Based your answers, what is the total cost for meals and refreshments for the three days? (160 count for breaks, breakfast, lunch, and banquet) |
GRAND TOTAL
Please answer the following questions based on an estimate of 160 people.
Please answer the following questions using the conference preliminary schedule and the facility information above.
| GENERAL FACILITY CHARGES QUESTION: |
| March 21-23, 2023 |
| April 3-5, 2023 |
| 1. |
| Will the general session room be the same for all days? |
| 2. |
| Will the breakout rooms be the same for all days? |
| 3. |
| What is the total cost to use the general session room? (Include the cost of audio/visual services, stage or podium, wireless microphone system, projector and screen)? |
| 4. |
| What is the total cost to use the breakout rooms for all days? (include the cost of screen, stage or podium, and access to audio/visual services) |
| 5. |
| What is the total cost to use the eating areas? |
| 6. |
| What is the total cost to use your facility for all four days? |
| 7. |
| Have you included a map of your facility? Please indicate where the meeting and eating areas would be located on your map. (this is required) |
| 8. |
| Have you included your cancellation policy/charge information? (this is required) |
| 9. |
| Is your facility Americans with Disabilities Act (ADA) compliant? |
(This is required)
| 10. |
| Do you have additional Audio/Visual (AV) equipment available? |
If so please include list and charges for use of that equipment.
| 11. |
| Have you included a list of additional charges that may be helpful for us to consider as we evaluate your Bid? |
| 12. |
| Do you have other amenities that may be useful to us that we have not specifically inquired about? If so, what are they? |
| 13. |
| Have you included your cancellation policy/charge information? (This is required) |
| 14. |
| Is your entire facility Wi-Fi capable? |
Proposer Certification Statement
The undersigned hereby:
a) Acknowledges he/she has read and understands all requirements of this Proposal, including all attachments.
b) Agrees to all requirements and specifications contained in and the RFP; and
c) Offers and agrees to perform the services identified for the fees and compensation stated in the submitted Proposal.
By:
(Authorized Representative – Printed) (Position Title)
(Company Name)
(Company Address)
(City, State, Zip Code) (Telephone)
(Authorized Representative’s Signature) (Date)
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