RFQOVR17004_May_19_25_solicitation_doc.pdf
PDF 21 KB Posted
- Attached to
- VR/DD 2017 Fall Supervisors' Meetings
- Solicitation number
- RFQOVR17004
- Issued by
- Cape Girardeau County, Missouri
About this file
This is a Request for Quote (RFQ) issued by the Missouri Department of Elementary and Secondary Education's Vocational Rehabilitation Division (DESE-VR) for the VR/DD 2017 Fall Supervisors' Meetings. The solicitation seeks a vendor to provide comprehensive meeting and lodging services for an event scheduled from October 10-12, 2017, located in the Lake of the Ozarks region. The contractor must supply 117 guest rooms per night, including 3 wheelchair-accessible rooms, and provide multiple meeting spaces to accommodate group sizes ranging from 12 to 160 attendees. Specific room requirements include one large general session room for 160 people on October 10, two general session rooms for 80 people each on October 11-12, and five breakout rooms for 12 people each on October 11. The RFQ was posted on March 30, 2017, with a response deadline of April 7, 2017, at 4:00 PM CDT, and vendors can submit proposals electronically through the MissouriBUYS system or via hard copy.
The pricing structure includes unit pricing for 234 hotel room nights and 11 meeting room rentals, with vendors required to provide guaranteed not-to-exceed prices for potential first and second renewal periods. Payment terms are set at Net 45 days with Free On Board Destination delivery terms. The contractor must also provide food service, including regular coffee and water service throughout the event and a sit-down lunch for 160 attendees on October 11. Technical requirements include providing wireless lavaliere microphones, data projectors, screens, and audio patch capabilities for meeting rooms. The RFQ is open to all vendors, with no specific set-aside designations or restrictions on vendor participation. The state agency notes that they will not be charged for unreserved guest rooms, and meal pricing must adhere to state per diem regulations. While the total contract value was not explicitly specified, the document outlines detailed requirements for a three-day event with specific room and service specifications.
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Text version
Solicitation Number: RFQOVR17004
VR/DD 2017 Fall Supervisors' Meetings
Request for Quote (RFQ)
DESE - Vocational Rehabilitation
March 30, 2017 - April 07, 2017
Page:2
General Header Information
RFQOVR17004
No. RFQOVR17004 Title: VR/DD 2017 Fall Supervisors' Meetings Start Date: March 30, 2017 at 2:00:00 PM CDT End Date: April 07, 2017 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: Sleeping rooms in Lake of the Ozarks Region for VR/DD 2017 Fall
Supervisors' Meetings October 10, 2017 through October 12, 2017, Meeting Rooms for October 10 2017 through October 12, 2017 and Lunch on October 11, 2017.
Delivery Terms: Free On Board Destination Payment Terms: Net 45 Days Contact Information: DESE - Vocational Rehabilitation
Pamela Sandbothe 3024 Dupont Circle Jefferson City MO, 65109 United States Tel: 573-526-7009 Fax: 573-522-3268 pamela.sandbothe@vr.dese.mo.gov
Pamela Boyd 3024 Dupont Circle Jefferson City MO, 65109 United States Tel: 573-522-3154 Fax: 573-522-3268 pamela.boyd@vr.dese.mo.gov
Contact Details: If you have any questions, please contact:
Pamela Sandbothe 3024 Dupont Circle Jefferson City MO, 65109 United States Tel: 573-526-7009 Fax: 573-522-3268 pamela.sandbothe@vr.dese.mo.gov
Pamela Boyd 3024 Dupont Circle Jefferson City MO, 65109 United States Tel: 573-522-3154 Fax: 573-522-3268 pamela.boyd@vr.dese.mo.gov
Selected Categories:
Page:3
Header Custom Fields:
RFQOVR17004
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/
Page:4
Solicitation Requirements:
RFQOVR17004
REQUIREMENTS
Requirements:
To access the official solicitation document, which includes all applicable requirements, detailed specifications, and terms and conditions, the vendor must click on the Overview tab to view the solicitation. Under the Overview tab, the vendor must either: 1) print the solicitation document in order to submit a hard copy, or 2) review and accept the solicitation documents under the Overview tab, and submit an electronic response to the solicitation through the MissouriBUYS system.
Location:
Facility must be located at the Lake of the Ozarks.
Guest Room Requirements:
The contractor shall provide 117 guest rooms for October 10, 2017 and 117 guest rooms for
October 11th. Three of those rooms on each day will need to be wheelchair accessible with a roll-in shower. The contractor shall understand that the figures provided are estimates only and the state agency does not guarantee the quantity of rooms needed. The contractor shall not charge the state agency for unreserved guest rooms.
Meeting Room Requirements:
Page:5
On October 10th the contractor shall provide one large general session meeting room capable of accommodating 160 people in a table seating style.
On October 11th the contractor shall provide two large general session meeting rooms capable of accommodating 80 people each in a table seating style.
On October 12th the contractor shall provide two large general session meeting rooms capable of accommodating 80 people each in a table seating style.
The large general session meeting rooms must be equipped with a wireless lavaliere microphone, a data projector and screen, and audio patch to the house sound.
The meeting rooms must be available to the state agency from 7:00 am to 5:00 pm on October 10-
12, 2017.
In addition, the contractor shall provide 5 breakout rooms set in table seating style for 12 people each. The breakout rooms must be available to the state agency from 7:00 am to 5:00 pm on
October 11th.
The contractor must provide space near the lobby for a registration area. The contractor shall equip the registration area with a 6 foot table and two chairs. The registration area must be available to the state agency from 7:00 am to 5:00 pm on October 10th.
The contractor must provide space for lunch to be served that accommodates 160 people on
October 11th.
Meal Requirements:
Page:6
This bid has no questions defined.
RFQOVR17004
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: https://oa.mo.gov/accounting/state-employees/travel-portal-information/state-meals-diem
October 10th:
Breaks: Regular coffee (2 gallons) and ice water for approximately (160) conference attendees.
Snacks NOT allowed.
October 11th:
Lunch: Sit-down style meal with water, and iced tea for approximately (160) conference attendees.
Breaks: Regular coffee (2 gallons) and ice water for approximately (80) conference attendees in each large general session meeting room.
Snacks NOT allowed.
October 12th:
Breaks: Regular coffee (2 gallons) and ice water for approximately (80) conference attendees in each meeting room.
Snacks NOT allowed.
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
Page:7
Documents:
RFQ Fall 2017 Supervisors Meeting - REVISED.doc
Page:8
Item Specifications
No. Item Alternative Supplier Part No Mfr.
Name
Mfr. No Del
Date
Unit Unit Bid Qty. Total
1 Hotel Rooms each 234.00
Item Specification for Hotel Rooms
Description:
Specification Number: 90111800
Allow Vendor to Enter Negative Value : No
Exclude Line Item from Bid Total : No
2 Meeting Room - Total
Price each 11.00
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
Description:
Allow Vendor to Enter Negative Value : No
Exclude Line Item from Bid Total : No
Page:9
File details come from the government source that posted it. Updated .