RFQOVR18001_Apr_14_25_solicitation_doc.pdf
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- Attached to
- VR/DD 2018 Fall Supervisors' Meetings
- Solicitation number
- RFQOVR18001
- Issued by
- Cape Girardeau County, Missouri
About this file
The document is a Request for Quote (RFQ) numbered RFQOVR18001 issued by the Missouri Department of Elementary and Secondary Education (DESE) Vocational Rehabilitation division for the VR/DD 2018 Fall Supervisors' Meetings. The solicitation seeks a vendor to provide accommodations and services for a three-day conference from November 26-28, 2018, in the Lake of the Ozarks region. Specific requirements include 117 guest rooms per night (with three wheelchair-accessible rooms), meeting spaces to accommodate up to 160 attendees, including one large general session room, two additional general session rooms, five breakout rooms, and a registration area. The vendor must also provide food and beverage services, including daily coffee and water, and a sit-down lunch for 150 attendees on November 27.
The solicitation was open to all vendors, with a bidding period from March 26, 2018, at 3:30 PM GMT to April 2, 2018, at 9:00 PM GMT. Payment terms are set at Net 45 days with Free on Board Destination delivery terms. The RFQ includes provisions for two potential one-year renewal periods, requiring vendors to submit guaranteed not-to-exceed pricing for the initial term and subsequent renewals. A unique consideration is the accommodation of an attendee with a severe nut allergy, which must be carefully addressed in meal planning. The state agency emphasizes that they do not guarantee the exact quantity of rooms needed, and the final contract value will be determined by the actual services utilized during the event. Pricing must comply with state per diem regulations, and the contract will be awarded to the most responsive and responsible bidder meeting all specified requirements.
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Text version
Solicitation Number: RFQOVR18001
VR/DD 2018 Fall Supervisors' Meetings
Request for Quote (RFQ)
DESE - Vocational Rehabilitation
Page:2
General Header Information
RFQOVR18001
No. RFQOVR18001 Title: VR/DD 2018 Fall Supervisors' Meetings Start Date: March 26, 2018 at 3:30:00 PM GMT End Date: April 02, 2018 at 9:00:00 PM GMT 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 2018 Fall
Supervisors' Meeting November 26, 2018 through November 28, 2018, Meeting Rooms for November 26, 2018 through November 28, 2018 and Lunch on November 27, 2018.
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
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:
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
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:
RFQOVR18001
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:
RFQOVR18001
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 to __Sara Hagenhoff_____, 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 The facility must be located in the Lake of the Ozarks region.
Guest Room Requirements The contractor shall provide 117 guest rooms for November 26, 2018 and 117 guest rooms for November 27, 2018. Three of those rooms on each day must 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 November 26th the contractor shall provide one large general session meeting room capable of accommodating 160 people in a table seating style.
On November 27th the contractor shall provide two large general session meeting rooms capable of accommodating 90 people each in a table seating style.
On November 28th the contractor shall provide two large general session meeting rooms capable of accommodating 90 people each in a table seating style.
The large general session meeting rooms must be equipped with a wireless lavaliere microphone, a handheld 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 November
26-28, 2018.
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
November 27th and November 28th.
The contractor must provide space near the lobby for a registration area. The contractor shall equip the registration area with two 6 foot tables and three chairs for each. The registration area must be available to the state agency from 7:00 am to 5:00 pm on November 26th.
The contractor must provide space for lunch to be served that accommodates 150 people on November 27th.
Meal Requirements
Page:6
This bid has no questions defined.
This bid does not have any documents.
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
November 26th:
Breaks: Regular coffee (3 gallons) and ice water for approximately (160) conference attendees.
Snacks NOT allowed.
November 27th:
Lunch: Sit-down style meal with water, and iced tea for approximately (150) conference attendees.
Breaks: Regular coffee (3 gallons) and ice water for approximately (90) conference attendees in each large general session meeting room.
Snacks NOT allowed.
November 28th:
Breaks: Regular coffee (3 gallons) and ice water for approximately (90) conference attendees in each meeting room.
Snacks NOT allowed.
Allergen Warning There is one attendee with a 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
Page:7
Item Specifications
No. Item Alternative Supplier Part No Mfr.
Name
Mfr. No Del
Date
Unit Unit Bid Qty. Total
1 Hotel Rooms each 0
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 0
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
3 Coffee gallon 0
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
4 Plated Lunch person 0
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
5 Wireless Microphones (Per
Day) each 0
Item Specification for Wireless Microphones (Per Day)
6 Infocus Machine (Per Day) each 0
Item Specification for Infocus Machine (Per Day)
7 Large Projector Screen
(Per Day) each 0
Page:8
No. Item Alternative Supplier Part No Mfr.
Name
Mfr. No Del
Date
Unit Unit Bid Qty. Total
Item Specification for Large Projector Screen (Per Day)
Page:9
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