Tab 4 - Attachment 1 - Hotel Requirements Trial Skills Workshop I.xlsx
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- USCA22Q0100
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Administrative Office of the U.S. Courts
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Vendor's Quote Attachment 1 Attachment 1 - Hotel Quotation
| Instructions: This quote sheet should be used if your facility has availability and will provide quotes for the Preferred Dates. To provide quotes for alternative dates (if applicable), use the Alternative Date Quote Sheet instead. Please be sure to complete this form in its entirety and include any supplemental information that is requested (e.g. AV quotes, meeting space layout and specs, etc.). All information related to this event must be included below. Federal Government is tax exempt. All quoted prices shall be inclusive of service charges and taxes should only be applied when applicable. | |
| HOTEL REPS COMPLETE ALL AREAS IN GREEN |
| Hotel Information [To Be Completed By Hotel] | ||
| Hotel Name and Address | ||
| Hotel Contact Name and Phone Number | ||
| Hotel Contact Email Address | ||
| Hotel History [Any previous bookings with the hotel, including dates, # of rooms, etc.] | ||
| Hotel DUNS Number and www.SAM.gov Unique Entity ID Number | ||
| Is the Hotel Registered in SAM.GOV? Check Yes or No | YES [ ] | NO [ ] |
| Name of Group/Event | 2022 Trial Skills Workshop I (TSW I) |
| Preferred Location | Lodging and meeting space to host the program in Denver, CO (lodging per diem: $199), Phildelphia, PA (lodging per diem $198), or Chicago (lodging per diem: $218). The location of event is in descending order with Denver the preferred and Chicago the least preferred location. |
Location/hotel preferences (in order of importance):
1. Downtown city locations with at least five (5) - ten (10) fast-casual restaurants within ½ mile radius of the property. Note: Properties adjacent to airports and highways will not be considered.
2. Walkability score of 80 or above per www.tripadvisor.com; and overall hotel rating of 4 or above based on 1,000+ reviews per www.tripadvisor.com.
3. Flexibility of meeting space - ability to accommodate social distancing, multiple room sets and breakouts located close to the general session room in the same facility. A list of meeting proposed room names for this event must be part of your quotation.
4. Clear Covid health and safety protocols for guest rooms, meetings space and food/beverage service that abide by CDC guidance. Hotel shall provide a weblink to its COVID-19 health and safety protocols / policies for guests and conducting meetings and / or a PDF with written policies.
5 Amenities offered – One (1) to (2) food outlets on hotel property, complimentary guest room Wi-Fi, and refrigerators in guest rooms.
| Preferred Meeting Dates | Wednseday, September 7, 2022 | Thursday, September 8, 2022 | Friday, September 9, 2022 | Saturday, September 10, 2022 | |||
| Meeting Dates Flexible | No - Date pattern is not flexible. | ||||||
| Alternate Meeting Dates | N/A | N/A | N/A | N/A | N/A | N/A | N/A |
| Preferred Method of Reservation | All individuals will make their own hotel reservations via Weblink provided by the hotel and phone. AOUSC will provide the hotel with a list of guest names for which we will pay lodging only. All individuals will pay their own incidentals, no show fees, and cancellation fees. | ||||||
| Method of Payment | Room charges for AOUSC staff, faculty, and most attendees will be applied towards an established Master Account. Those charges will be paid for via government purchase card. All others will pay on their own. Banquet and A/V will be applied to Master Account. | ||||||
| Program History | 2020 - DoubleTree by Hilton New Orleans, LA; 2019 - DoubleTree by Hilton Austin, TX; 2019 Oakland Marriott City Center Oakland, CA |
| Requested Lodging Rooms [To Be Completed By Hotel] | ||||||||
| Date(s) | Wednesday, September 7, 2022 | Thursday, September 8, 2022 | Friday, September 9, 2022 | Saturday, September 10, 2022 | ||||
| Day(s) | Sunday | Monday | Tuesday | Wednesday | Thursday | Friday | Saturday | TOTAL |
| # of Rooms (Government Paid) | 0 | 0 | 0 | 35 | 35 | 35 | 5 | 110 |
| # of Rooms (Private Paid) | 0 | 0 | 0 | 35 | 35 | 35 | 10 | 115 |
| Daily Rate Per Room | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | |
| When Applicable Room Tax (i.e. State, Local or Occupancy) [Per GSA, CBA Credit Cards are tax exempt] | ||||||||
| $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | ||
| When Applicable Misc. Lodging Fees that are not exempt or waived (i.e. Tourism Fee, Resort Fee, Convention Center Fee, etc.) | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | |
| Total Room Rate Estimated Cost | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |
| Total Lodging Price (Government Paid only): | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Total Lodging Price (Private Paid only): | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Additional Description of the Requirements | All sleeping rooms must be at government per diem room rate (inclusive of service charges). AOUSC is tax-exempt. |
Other requirements:
- Waived resort fee (if applicable)
- One (1) per 40 comp
- 21-day reservation cut-off date
- Group code and secure web link provided for attendees to make reservations
- Call-in number
- Complimentary Wi-Fi in the guest room Hotel Comments [Is government per diem being offered; concessions (ex. 1 per 40/50 Comp, parkting, etc.). Is anything included in the room rate?
| Requested Meeting Space [To Be Completed By Hotel] | |||||||||
| Date(s) | Wednesday, September 7, 2022 | Thursday, September 8, 2022 | Friday, September 9, 2022 | Saturday, September 10, 2022 | |||||
| Day(s) | Sunday | Monday | Tuesday | Wednesday | Thursday | Friday | Saturday | TOTAL | |
| # of Attendees | 0 | 0 | 0 | 25 | 70 | 70 | 70 | 235 | |
| Meeting Room Daily Rate | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $0.00 | |
| Service Charge % | 0.00% | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $0.00 |
| Tax on Service Charge % | 0.00% | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $0.00 |
| Tax % | 0.00% | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $0.00 |
| Government Estimate (Total Price) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |
| Additional Description of the Requirements | All assigned meeting space should be available for setup on Wednesday no later than 1:00 PM to allow for staff setup. 24-hour hold on all assigned space. Complimentary meeting space with food/beverage minimum desired. Venue must adhere to local jurisdiction's COVID regulations regarding social distancing and large gatherings (if applicable). |
Prices quoted must be inclusive of service charge. AOUSC is a tax exempt entity.
Space Requirements (Note: A detailed outline of proposed meeting space, including room names, and space capacity chart must be submitted with quotation)
- One (1) Secure room for staff office/storage (Wednesday - Saturday)
- Registration area outside of the general session area large enough to accommodate three (3) registration stations, registration info desk, and food/beverage setup (Wednesday - Saturday)
- One (1) General Session: Classroom f/70 people plus audio visual and riser with head table for three (3) people. (Wednesday - Saturday) Note: General session cannot be used for more than one (1) breakout room.
- One (1) Breakout: Hollow square or conference f/25 people (Wednesday only – faculty meeting)
- Nine (9) Breakouts: U-shape or conference style f/8 people (Wednesday - Saturday) Hotel Comments [Provide list of meeting space being offered including capacity, (include an attachment of your floor plans and capacity charts) whether or not 24 hr hold is capable, etc.]
| Requested Food and Beverage [To Be Completed By Hotel] | |||||||
| Date | Breakfast | AM Break | Lunch | PM Break | Dinner | TOTAL | |
| # of Attendees - Government Paid | Sunday | 0 | 0 | 0 | 0 | 0 | 0 |
| # of Attendees - Government Paid | Monday | 0 | 0 | 0 | 0 | 0 | 0 |
| # of Attendees - Government Paid | Tuesday | 0 | 0 | 0 | 0 | 0 | 0 |
| # of Attendees - Government Paid | Wednesday, September 7, 2022 | 0 | 0 | 0 | 25 | 0 | 25 |
| # of Attendees - Government Paid | Thursday, September 8, 2022 | 70 | 70 | 0 | 70 | 0 | 210 |
| # of Attendees - Government Paid | Friday, September 9, 2022 | 70 | 70 | 0 | 70 | 0 | 210 |
| # of Attendees - Government Paid | Saturday, September 10, 2022 | 70 | 70 | 0 | 0 | 0 | 140 |
| Total Number of Attendees | 210 | 210 | 0 | 165 | 0 | ||
| Rate per person (Note: AOUSC is tax exempt.) | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | ||
| Service Charge % | 0.00% | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | |
| When Applicable Tax on Service Charge % | 0.00% | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | |
| When Applicable Tax % | 0.00% | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | |
| Total Price Per Person | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | ||
| Total Food and Beverage Price | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |
| Additional Description of the Requirements | Government per diem menu for breakfast is preferred. Prices quoted must be inclusive of service fees. AOUSC is a tax exempt entity. |
- Attendees are on their own for lunch and dinner
- Three (3) Continental breakfast – Thursday, Friday and Saturday
- Three (3) AM Breaks (Coffee/Tea) – Thursday, Friday and Saturday
- Three (3) PM Breaks (Coffee/Tea, afternoon snack option) – Wednesday (heavy snacks for Faculty Meeting), Thursday and Friday
Example:
Breakfast should be continental and include bagels, muffins, assorted danish, fruit, coffee, tea, etc. AM snack should be coffee and tea only. PM break should include coffee, tea, soda, and cookies or brownies. No bottled water should be offered. Water stations available all day.
Hotel Comments [Provide F&B breakdown being offered; if any breaks are being offered complimentary, etc.]
| Audio/Visual-Include dates/times requested [To Be Completed By Hotel] | Miscellaneous [To Be Completed By Hotel] | |||||||
| Requirements | Requirements Price | Requirements | Requirements Price | |||||
| Registration area: Dedicated ethernet line of 5Mbps; power package and strips to accommodate three (3) registration stations and one (1) info desk. | $ - 0 | Shipping/Receiving Fees - Will ship ten (10) boxes/one (1) pallet. | $ - 0 | |||||
| General Sessions: LCD projector and support package w/one (1) screen (include power access & HDMI cable), sound system or house sound patch for mics and laptop sound. | $ - 0 | Office Re-key Fees. | $ - 0 | |||||
| General Sessions: Podium w/mic; two (2) lavalieres and one (1) handheld mics. | $ - 0 | $ - 0 | ||||||
| General Sessions: Power package and strips to accommodate 70 users. | $ - 0 | $ - 0 | ||||||
| Nine (9) Breakouts: Power package and strips to accommodate eight (8) users. | ||||||||
| Wireless internet in assigned meeting space (complimentary desired). | $ - 0 | $ - 0 | ||||||
| $ - 0 | $ - 0 | |||||||
| Sub-Total | $ - 0 | Sub-Total | $ - 0 | |||||
| Service Charge % | 0.00% | $0.00 | When Applicable Service Charge % | 0.00% | $0.00 | |||
| When Applicable Tax on Service Charge % | 0.00% | $0.00 | When Applicable Tax on Service Charge % | 0.00% | $0.00 | |||
| When Applicable Tax % | 0.00% | $0.00 | When Applicable Tax % | 0.00% | $0.00 | |||
| Government Estimate (Total Price to be paid for by the Government) | $0.00 | Government Estimate (Total Price to be paid for by the Government) | $0.00 | |||||
| Additional Description of the Requirements | All pricing must be inclusive of service charges. AOUSC is tax exempt. | |||||||
| Full audio / visual proposal must be provided with the quotation. | Additional Description of the Requirements | Any misc. costs should be indicated in this section. We will also require our office to be locked at all times. Please provide cost for re-keying if necessary. |
| Total Government Price: | $0.00 | |
| Total Event Price: | ||
| HOTEL'S INVOICE SHALL NOT EXCEED THE TOTALS (PER CLIN AND OVERALL TOTAL AMOUNT) AS STATED IN THE HOTEL'S QUOTE (i.e., the Vendor Quote Template). | $0.00 |
| Information about Facility Location, Amenities and Aesthetics [To Be Completed By Hotel] |
| Instructions to Hotel: Please use this section to provide or list information about your facility, aesthetics, or amenities (concessions) that the Hotel is offering for this event. Please note we can only accept amenities (concessions) that will benefit the event, not only an individual participant (Example: On-site Pool, Transportation, location details ,parking, 1 per 40/50 comp, etc.) |
| Source Selection Method [To Be Performed By AO Contracting Officer] |
| Instructions: The judiciary intends to make award to the hotel demonstrating the best value to the judiciary considering location, amenities, aesthetics and price. Technical evaluation factors are significantly more important than price. In addition to reviewing information in quotes, the judiciary reserves the right to consider information available from other sources, such as websites and persons with knowledge of or experience with the facility, when evaluating hotels for award. You are invited to provide information in the space below about your facility's location, amenities and aesthetics that you wish to be considered in the source selection process. Clearly indicate if there is an additional charge for any identified hotel amenity. |
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