RFQ19001820_Apr_21_25_solicitation_doc.pdf

Solicitation Number: RFQ19001820

VR/DD 2019 Fall Supervisors' Meeting

Request for Quote (RFQ)

DESE - Vocational Rehabilitation

March 06, 2019 - March 15, 2019

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General Header Information

RFQ19001820

No. RFQ19001820 Title: VR/DD 2019 Fall Supervisors' Meeting Start Date: March 06, 2019 at 3:00:00 PM CST End Date: March 15, 2019 at 4:00:00 PM CDT Vendor Q&A Start Date:

Vendor Q&A End Date:

Estimated Total Value:

Who can respond to this bid? : All Vendors Description: Conference Services for the 2019 VR/DD Fall Supervisor Meeting to include guest rooms, meeting rooms, meeting room equipment, registration area, and meal and break refreshments. Date options are November 20-22, 2019 or October 21-23, 2019 or October 23-25, 2019.

The dates of November 20-22, 2019 are preferred.

Delivery Terms: Free On Board Destination Payment Terms: Net 45 Days Contact Information: DESE - Vocational Rehabilitation

Sara Hagenhoff 3024 Dupont Circle Jefferson City MO, 65109 United States Tel: 573-526-7009 Fax: 573-522-3268 sara.hagenhoff@vr.dese.mo.gov

Contact Details: If you have any questions, please contact:

Sara Hagenhoff 3024 Dupont Circle Jefferson City MO, 65109 United States Tel: 573-526-7009 Fax: 573-522-3268 sara.hagenhoff@vr.dese.mo.gov

Selected Categories:

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Header Custom Fields:

RFQ19001820

NOTICE

Vendor Responsibility

The vendor is solely responsible for ensuring timely submission of their solicitation response, whether submitting an online response or a hard copy response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

The State of Missouri's Privacy Policy can be accessed here.

http://www.mo.gov/privacy-policy/

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Solicitation Requirements:

RFQ19001820

Requirements

1.INTRODUCTION AND GENERAL INFORMATION

1.1 Introduction:

1.1.1 This document constitutes a Conference Quotation for the provision of conference services for the Department of Elementary and Secondary Education (DESE) as set forth herein.

1.2 Organization: This document, referred to as a Conference Quotation, has been divided into the following parts:

a. Introduction and General Information

b. Contractual Requirements

c. Quotation Submission, and Evaluation and Award Process

d. Pricing Page(s)

2.CONTRACTUAL REQUIREMENTS

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2.1 General Requirements:

2.1.1 The contractor shall provide conference services for the 2019 VR/DD Fall Supervisor’s

Meeting (hereinafter referred to as “conference”) for the DESE (hereinafter referred to as “state agency”) in accordance with the provisions and requirements stated herein and in accordance with the requirements, provisions, specifications, and Terms and Conditions of the contract awarded in response to Request for Proposal RFPS30034901600587.

2.1.2 At a minimum, the contractor shall provide meeting space and the following:

a. Registration Area

b. Equipment for use in the Meeting Rooms

c. Guest Rooms

e. Meals and Break refreshments

2.1.3 The contractor shall provide the required services on either November 20-22, 2019 or

October 21-23, 2019 or October 23-25, 2019. The dates of November 20-22, 2019 are preferred.

a. At the time of award, the state agency shall specify dates that services shall be required.

2.1.4 The contractor’s facility must be located in the Lake Ozark region.

2.1.5 The state agency estimates, but cannot guarantee, that approximately 160 people will be in attendance at the conference.

2.2 Meeting Room and Registration Area Requirements:

2.2.1 The contractor shall provide one large general session meeting room set with round tables of eight (8) people. On Day 1 of the conference the general meeting room must be capable of accommodating 160 people. On Day 2 and Day 3 the general session meeting room must be capable of accommodating 90 people each day.

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a. The meeting room must be equipped with a wireless lavaliere microphone, 1 handheld microphone, a data projector and screen, audio patch to the house sound.

b. The meeting room must be available to the state agency from 7:00 am to 5:00 pm on Days 1-3 of the conference.

2.2.2 In addition, the contractor shall provide one (1) breakout room for seventy (70) people set with round tables of eight (8) people per table AND five (5) breakout rooms for twelve (12) people each with no required seating style.

a. The breakout rooms must be available to the state agency from 7:00 am to 5:00 pm on Days 2 and 3 of the conference.

2.2.3 The contractor must provide space near the lobby for a registration area. The contractor shall equip the registration area with two (2) skirted six (6) foot tables with two (2) chairs at each table.

a. The registration area must be available to the state agency from 7:00 am to 5:00 pm on Day 1 of the conference.

2.2.4 The contractor must provide space capable of accommodating 160 people for a plated lunch on Day 2 of the conference. This must be a space other than the general session room.

2.3 Guest Room Requirements:

2.3.1 The contractor shall provide 157 single-occupancy guest rooms each night for Days 1 and

2 of the conference. Three of these rooms must be wheelchair accessible with a roll-in shower. In addition, one attendee has a severe nut allergy.

a.The contractor shall understand that the figures provided are estimates only and the state agency does not guarantee the quantity of rooms needed.

Page:7 b.Upon award the state agency and contractor shall mutually agree on a reservation cutoff date.

The contractor may release all unreserved guest rooms after this date.

2.3.2 The contractor must provide non-smoking guest rooms.

2.3.3 If requested by the state agency, the contractor shall provide wireless internet access in

157 guest rooms each night for Days 1 and 2 of the conference.

2.4 Meal and Break Refreshment Requirements:

2.4.1 The contractor must provide the meals and break refreshments listed below. However, the contractor and the state agency shall mutually agree upon the final food service schedule, menus, and prices for the meals and breaks, subject to the guaranteed not-to-exceed prices stated on the

Pricing Page and the agency's per diem regulations at https://oa.mo.gov/accounting/state-employees/travel-portal-information/state-meals-diem.

a.Day 1:

Breaks: Regular (5 gallons) coffee and iced water for approximately 160 conference attendees.

Snacks NOT allowed. One attendee with a severe nut allergy.

b.Day 2:

Lunch: Plated lunch including soup or salad, one (1) meat, vegetable, rolls/potato/rice, iced water, and iced tea for approximately 160 conference attendees. Approximately five (5) people with dietary restrictions, one of which has a severe nut allergy. Alternate meal options must be made available.

Breaks: Regular (5 gallons) coffee and ice water for approximately 90 conference attendees in each large meeting room (2 meeting rooms see sec 2.2.1 and 2.2.2).

Snacks NOT allowed. One attendee with severe nut allergy.

https://oa.mo.gov/accounting/state-employees/travel-portal-information/state-meals-diem https://oa.mo.gov/accounting/state-employees/travel-portal-information/state-meals-diem

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Breaks: Regular (5 gallons) coffee and ice water for approximately 90 conference attendees in each large meeting room (2 meeting rooms see sec 2.2.1 and 2.2.2).

Snacks NOT allowed. One attendee with severe nut allergy.

2.5 Additional Requirements:

2.5.1 If the registration area, meeting rooms, facility lobby, and/or guest rooms are not located in the same building, the contractor shall provide transportation/shuttle service for the conference attendees to and from the registration area, meeting rooms, facility lobby, and/or guest rooms, at the request of the state agency.

2.6 Payment and Invoicing Requirements:

2.6.1 The contractor shall submit an itemized invoice to the state agency at the following address:

Vocational Rehabilitation

3024 Dupont Circle

Jefferson City, MO 65109

2.6.2 The state agency will pay for conference services in accordance with prices stated on the

Pricing Page and as approved prior to the conference.

a. The state agency will pay for meals, breaks, and lodging for prior designated conference attendees only in accordance with the prices stated on the Pricing Page. In the event a conference attendee shares a room with a non-conference attendee, the state agency will be responsible only for that portion of the guest room charge applicable to the conference attendee.

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b. The state agency will not be responsible for a conference attendee’s miscellaneous charges such as restaurant charges, room service, bar charges, movies, and telephone calls.

3.QUOTATION SUBMISSION, AND EVALUATION AND AWARD

PROCESS

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3.1 Quotation Submission

3.1.1 On-line Quotation - If a registered contractor is responding electronically through the

MissouriBUYS System website, in addition to completing the on-line pricing, the registered contractor should submit completed exhibits, forms, and other information concerning the quotation as an attachment to the electronic quotation. The registered contractor is instructed to review the

Conference Quotation submission provisions carefully to ensure they are providing all required pricing. Instructions on how a registered contractor responds to a bid on-line are available on the

MissouriBUYS System website at: https://missouribuys.mo.gov/bidboard.html.

a.The exhibits, forms, and Pricing Pages provided herein can be saved into a word processing document, completed by a registered contractor, and then sent as an attachment to the electronic submission. Other information requested or required may be sent as an attachment. Additional instructions for submitting electronic attachments are on the MissouriBUYS System website. Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any electronic attachments.

b.In addition, a registered contractor may submit the exhibits, forms, Pricing Pages, etc., through mail or courier service. However, any such submission must be received prior to the specified end date and time.

c.If a registered contractor submits an electronic and hard copy quotation response and if such responses are not identical, the contractor should explain which response is valid. In the absence of an explanation, the State of Missouri shall consider the response which serves its best interest.

3.1.2 Hard Copy Quotation - If the contractor is submitting a quotation via the mail or a courier service or is hand delivering the quotation, the contractor should include completed exhibits, forms, and other information concerning the quotation (including completed Pricing Page(s) with the quotation. The contractor is instructed to review the Conference Quotation submission provisions carefully to ensure they are providing all required pricing.

a.The quotation should be page numbered.

https://missouribuys.mo.gov/bidboard.html

Page:11 b.Recycled Products – The State of Missouri recognizes the limited nature of our resources and the leadership role of government agencies in regard to the environment. Accordingly, the contractor is requested to print the quotation double-sided using recycled paper, if possible, and minimize or eliminate the use of non-recyclable materials such as plastic report covers, plastic dividers, vinyl sleeves, and binding. Lengthy quotations may be submitted in a notebook or binder.

3.1.3 Open Records – Pursuant to section 610.021, RSMo, the quotation shall be considered an open record after the quotations are opened. Therefore, the contractor is advised not to include any information that the contractor does not want to be viewed by the public, including personal identifying information such as social security numbers.

3.1.4 The contractor is cautioned that it is the contractor’s sole responsibility to submit necessary information. The State of Missouri is under no obligation to solicit information if it is not included with the quotation. The contractor’s failure to provide required information with the quotation, including pricing information, may adversely affect the evaluation of the quotation.

3.1.5 The contractor and the contractor’s agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the Conference Quotation, the evaluation, etc., to the state agency contact person indicated on the first page of this document.

3.1.6 Pricing - The contractor must provide pricing as required on the Pricing Page. The contractor’s pricing stated herein shall include all applicable costs associated with the provision of the services specified herein and the terms and conditions of the contract awarded in response to the Request for Proposal RFPS30034901600587, including but not limited to payment of the required administrative fee specified in section 2.9.5 of RFPS30034901600587.

3.1.7 Unless otherwise specified, the contractor shall hold the conference space at least thirty

(30) days following the Conference Quotation due date specified on page one (1) of the

Conference Quotation.

3.2 Evaluation and Award Process - Quotations will be evaluated and the conference awarded to the contractor with the lowest and best quotation as specified below:

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3.2.1 Determination of Lowest and Best Contractor – For each responding contractor, the state agency will total (1) the cost post derived from the cost evaluation, (2) the subjective evaluation score (“best” score) awarded during the subjective evaluation process of RFPS30034901600587,

(3) any points awarded for MBE/WBE participation, as specified in the contractor’s awarded proposal submitted in response to RFPS30034901600587, (4) the ten (10) point preference, if any, awarded for the contractor’s commitment to the use of an Organization for the Blind or a Sheltered

Workshop, as specified in the contractor’s awarded proposal in response to

RFPS30034901600587, and (5) the three (3) point preference, if any, if the contractor proposed to utilize a Missouri service-disabled veteran business enterprise, as specified in the contractor’s awarded proposal submitted in response to RFPS30034901600587. The responsive contractor with the highest total points shall be awarded the contract.

a. Objective Evaluation of Cost – The objective evaluation of cost shall be conducted as follows:

1. The cost evaluation shall be based upon a total cost determined using the prices quoted on the Pricing Page and the quantities listed below.

·One hundred and fifty-seven (157) single occupancy guest rooms for two (2) nights

·Wireless internet access in one hundred and fifty-seven (157) guest rooms for two (2) nights

·One (1) plated lunch for one hundred and sixty (160) people

·Twenty-five (25) gallons of regular coffee

·Total for meeting rooms

·One (1) wireless lavaliere microphone for three (3) days

·One (1) wireless handheld microphone for three (3) days

·One (1) data projector for three (3) days

·One (1) projector screen for three (3) days

·One (1) audio patch to house sound for three (3) days

SNACKS NOT ALLOWED

2. Cost points shall be computed from the results of the calculation stated above using a scale of one hundred (100) possible points and the following formula:

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Lowest Responsive

Contractor’s Price X 100 =

Cost evaluation points

4. Contractors shall agree and understand that the quantities used in the evaluation are based on anticipated or historical usage. The State of Missouri makes no guarantee regarding the actual quantities needed.

b. Subjective Evaluation – The subjective evaluation points awarded during the subjective evaluation of RFP RFPS30034901600587 are identified below:

Small Conference

Contractor Name Subjective Evaluation Points

Camden on the Lake 86

Lodge of Four Seasons LLC 90

Tan-Tar-A Resort 82

c. Participation by Other Organizations – The participation points awarded for any Organization for the Blind/Sheltered Workshop, Service-Disabled Veteran Business Enterprise (SDVE), and/or

Minority Business Enterprise/Women Business Enterprise (MBE/WBE) during the subjective evaluation of RFP RFPS30034901600587 are identified below.

Small Conference

Contractor Name Participation Points

Camden on the Lake 0

Lodge of Four Seasons LLC 0

Tan-Tar-A Resort 0

3.2.2 Determination of Responsiveness - Any quotation which does not comply with the mandatory requirements of the Conference Quotation will not be considered for an award.

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3.2.3 Determination of Responsibility and Reliability - After obtaining the approval of the Division of Purchasing, the state agency reserves the right to reject a quotation from a contractor if the State of Missouri is in receipt of information, from any source, regarding unsatisfactory performance of similar services by such contractor within the past eighteen (18) months.

3.2.4 The conference will be awarded to the responsive, and responsible and reliable contractor with the highest total points.

4. PRICING PAGE

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2019 VR/DD Fall Supervisor Meeting: The contractor shall provide prices for the following in accordance with the provisions and requirements of the Conference Quotation. All costs associated with providing the required services, including administrative fees, shall be included in the stated prices. (UNSPSC code 90111601)

GUEST ROOMS: The contractor shall provide a firm, fixed price per room, per night for each guest room type listed below. The contractor shall also identify the number of guest rooms available for each guest room type.

In the event the contractor is proposing to use another facility for overflow guest rooms, the contractor shall identify the overflow facility, the number of guest rooms available, and the firm, fixed price, per room, per night for each overflow facility proposed.

The contractor shall include all costs associated with providing the required services, including lodging and local taxes. Do not include State taxes in the prices quoted.

INTERNET ACCESS: The contractor shall provide a firm, fixed price for internet access for guest rooms.

FOOD: The contractor shall provide a guaranteed not-to-exceed price for each of the following.

The contractor shall include all costs associated with providing the required service including gratuity, service charges, and local taxes. Do not include State taxes in the prices quoted.

BREAKS: The contractor shall provide a guaranteed not-to-exceed price for each of the following.

The contractor shall include all costs associated with providing the required service including gratuity and local taxes. Do not include State taxes in the prices quoted.

MEETING ROOMS: The contractor shall provide a firm, fixed total price for the meeting rooms.

The total price for meeting rooms shall reflect the configurations and the approximate number of conference attendees indicated herein. The total price shall include all costs associated with providing the required service, including the rooms and set-up of such.

AUDIO-VISUAL EQUIPMENT: The contractor shall state a firm, fixed price per day for the audio-visual equipment specified herein.

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This bid has no questions defined.

ADDITIONAL MEETING ROOM EQUIPMENT: The contractor must submit a list of additional meeting room equipment available and prices applicable for such equipment. The contractor should indicate a firm, fixed percentage discount off the additional meeting room equipment price list. The contractor is advised that the State of Missouri does not pay state or federal taxes.

Therefore, if the contractor’s additional meeting room equipment price list references such, the

State shall not be obligated to pay such.

PARKING: The contractor shall state a firm, fixed price per vehicle, per day.

MISCELLANEOUS SERVICES: The contractor must submit a list of miscellaneous services available including business center services, copy and fax services, equipment removal, audio/visual support, etc., and the firm, fixed prices applicable for such.

RECREATIONAL ACTIVITIES: The contractor should submit a list of recreational activities available and the firm, fixed prices applicable to such recreational activities.

AVAILABLE DATES: The contractor must indicate the dates for which they are available by marking an “X” beside the proposed dates.

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Documents:

2019 VR-DD Fall Sup Meeting - RFQ.docx

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Item Specifications

No. Item Alternative Supplier Part No Mfr.

Name

Mfr. No Del

Date

Unit Unit Bid Qty. Total

1 Hotel Rooms each 314.00

Item Specification for Hotel Rooms

Description:

Specification Number: 90111800

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

2 Wireless Internet Access in

Guest Rooms each 314.00

Item Specification for Wireless Internet Access in Guest Rooms

Description:

Allow Vendor to Enter Negative Value : No

Exclude Line Item from Bid Total : No

3 Plated Lunch person 160.00

Additional Item Fields

1. First Renewal Period(required):Guaranteed Not-To-Exceed Price

2. Second Renewal Period(required):Guaranteed Not-To-Exceed Price

Item Specification for Plated Lunch

4 Coffee gallon 25.00

Additional Item Fields

1. First Renewal Period(required):Guaranteed Not-To-Exceed Price

2. Second Renewal Period(required):Guaranteed Not-To-Exceed Price

Item Specification for Coffee

5 Meeting Room - Total

Price each 1.00

Additional Item Fields

1. First Renewal Period(required):Guaranteed Not-To-Exceed Price

2. Second Renewal Period(required):Guaranteed Not-To-Exceed Price

Item Specification for Meeting Room - Total Price

6 Wireless Microphones (Per

Day) each 6.00

Item Specification for Wireless Microphones (Per Day)

7 Infocus Machine (Per Day) each 3.00

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No. Item Alternative Supplier Part No Mfr.

Name

Mfr. No Del

Date

Unit Unit Bid Qty. Total

Item Specification for Infocus Machine (Per Day)

8 Large Projector Screen

(Per Day) each 3.00

Item Specification for Large Projector Screen (Per Day)

9 Audio Patch to House

Sound each 3.00

Item Specification for Audio Patch to House Sound

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