2014 Udall Foundation - Scholar Orientation

 

Synopsis:

The Udall Foundation, Tucson, Arizona has a requirement for a 2014 Scholar Orientation event. The dates of the 2014 Orientation are Tuesday, August 5 through Sunday, August 10, 2014. Quote must have these exact dates available.

Two conference rooms and 8-9 breakout rooms are required to accommodate 80 people.  AV support package and breakfast, lunch, snacks and beverages are required each day. All facilities and adequate parking should be at one location. Pricing shall be quoted per day inclusive of food and beverage and AV support.

The Hotel or venue must be within 25 miles of Tucson International Airport, Tucson, AZ. The hotel or venue must be rated 3-star or higher by the guest ratings at www.hotels.com.
Solicitation SO_2014_EDAug2014 is available November 6, 2013,  on the Federal Business Opportunities (FBO) website (https://www.fbo.gov) and Offer Due Date/Local Time is November 20, 2013, at 1200 MST. 

For information on how to register your company on FBO, to view or receive updates and notifications to the solicitation, please reference the FBO Vendor Guide located on the FBO web site home page. Paper copies of the solicitation will be furnished if requested from the individual identified below.

Prospective contractors must be registered in the System for Award Management Database (www.sam.gov), prior to award of a government contract. Registration requires applicants to have a DUNS number. We recommend registering immediately in order to be eligible for timely award.

Contracting Office Address:

130 S. Scott Avenue, Tucson, AZ 85701

Place of Performance:

Tucson, AZ, USA

Point of Contact(s):

Paula Randler (520) 901-8564

 

Statement of Work

 

The Udall  Foundation Scholar Orientation takes place each August in Tucson, Arizona, and brings Udall Scholars, alumni, faculty representatives, Udall family members, and Foundation staff together to network, share ideas, hear from distinguished leaders, and see, first hand, what it means to be a part of the Udall legacy. The Udall Scholarship was established to recognize the legacy of Morris Udall and Stewart Udall in support of environmental and tribal public policy, and accordingly recognizes future leaders in environmental fields, and in tribal public policy and Native American health care. The majority of scholars are pursuing careers related to the environment and sustainability.

 The dates of the 2014 Orientation are Tuesday, August 5 through Sunday, August 10, 2104.  There will be only adult attendees.

 

The contractor shall provide the required lodging as detailed below.  The contractor shall provide registration event space, general session conference rooms, breakout rooms, audio visual support and equipment, materials, supervision, meals, beverages and services (as detailed below) from 6:00 a.m. - 10:00 p.m Tuesday through Saturday, and from 6:00 am to 12:00 pm on Sunday, August 10.  Quotes will be considered responsive only if all required facilities are available on all of the dates specified. 

The hotel facilities shall be within a 25-mile drive of Tucson International Airport, Arizona.

The proposal shall include a detailed description, map or layout of the facility's conference rooms, including dimensions, and illustrate how the facility intends to meet the statement of work requirements.

The proposal shall include details of the venue's sustainability practices, and the most recent corporate sustainability plan or report of the parent company (if any).

The Udall Foundation will not be charged for any items and/or services  provided but not utilized during this event, including  but not limited to meals and audio/visual components.

 LODGING REQUIREMENTS

Ten sleeping rooms will be needed on August 5; 50 rooms on August 6-9; and 2 rooms on August 10, 2014.  Double and Triple rooms are needed. At least 8 triple rooms are desired.

Complimentary internet access shall be provided in the lodging rooms.

Onsite parking is required. Parking shall be free of charge.

Hotel lodging shall not exceed the federal government per diem rate for the duration of event. 

Hotel shall honor the local per diem rate for participants desiring to arrive up to 2 days early or depart 2 days later.

Changes to the final number of rooms contracted may be made up to three days prior to the event start date. 

Hotel shall be compliant with the Americans with Disabilities Act.

Contractor shall waive any resort fee.

Cost will be inclusive of ALL Taxes and Service Charges

 Lodging Cost Total: ­­­­_________

Please show breakdown of number of double and triple rooms that will be available.

 MEETING ROOM REQUIREMENTS

(Line item #0001) Registration:

•·         On Tuesday -Saturday, August 5-9, 2014, from 6:00 a.m. until 10:00 p.m. the Contractor shall provide three (3) six-foot clothed tables with two chairs at each table, water station, schoolie table behind for supplies, and house phone that will easily accommodate the registering of all 80 attendees in a timely manner. A 24-hour hold is required on this space. This area will need to have appropriate signage so that attendees will be able to easily locate the Scholar Orientation's registration tables. A locked closet or bell service must be provided for secure storage to allow meeting organizers 24-hour access to registration materials in or nearby the registration area.

 

Cost will be inclusive of ALL Taxes and Service Charges

Registration Cost Per Day:_________

 
(Line item #0002) General Session Conference Rooms:

•·         On Tuesday-Saturday, August 5-10, 2014, a 24-hour hold is needed for two on-site conference rooms large enough to accommodate 80 seated in a rounds-of-six setting.  One conference room will be for plenary sessions and the other one for meals.  These tables are required to be clothed.

•·         A podium on a raised stage is required in the front of the room. Club chairs may be required on stage at various points during the meeting.

•·         A flip chart easel with pad and markers or dry erase board with markers, positioned at the front of the room.

•·         Water stations with glassware; no disposables. One wireless lavaliere microphone and one handheld microphone are required. Please provide a quote per lavaliere and per handheld microphone as additional microphones may be required at times.

•·         One projector and large screen are needed, must be of adequate size and position to be viewed by all 80 seated attendees.

•·         One wireless high-speed internet connection is needed in this room.

•·         All audio and visual components must be adaptable to standard laptop outputs (audio to be integrated into house speakers from the laptop is required). Sound from the computer programs and microphones must be heard clearly throughout the General Session Room.

•·         An in house Audio/Visual Staff member is required to be available throughout the event to troubleshoot any unexpected technical issues.

•·         Adequate staff is required to ensure smooth room conversions and meal setup and takedown" throughout the day and into the evening.

 

Cost will be inclusive of ALL Taxes and Service Charges

Audio Visual Cost (show breakdown): ____________

Room Set-up Cost (show breakdown): ___________

General Session Conference Room Cost Per Day (show breakdown and total):_________

 

(Line item #0003) Regular Breakout Rooms:

•·         On Tuesday-Saturday, August 5-9, 2014, the Contractor shall provide 8-9 Breakout Rooms for use as smaller group meeting sessions, set in U-shape seating to accommodate 15 attendees in each room.  Note: one of the breakout groups may also use each large conference room when set-up and take-down activities are not underway. 24-hour holds are required on all breakout spaces.

•·         Water stations with glassware; no disposables.

 

Cost will be inclusive of ALL Taxes and Service Charges

Room Set-up Cost (show breakdown): ___________

Breakout Rooms Cost Per Day (show breakdown and total):_________

 

Food and Beverage  

•·         For each meal, at least two buffet lines must be provided to allow all attendees to access meals in a timely manner. Adequate staff is required to assist during all meals to ensure sufficient food is present, refreshed and cleaned up in a timely manner. Beverages will be provided during meals. Silverware, napkins, and appropriate dishes will be provided during each meal. No disposable dishes or utensils may be used. All food on buffet line must be appropriately labeled. Care must be taken to accommodate the large number of vegetarian/vegan attendees with particular attention to allergies and food sensitivities.  Adequate protein and other accompaniments for large number of vegetarian and some vegan attendees must be provided at every meal. Invoices shall reflect a breakdown for the per meal charges.

 
Breakfast

•·         On Thursday-Saturday, August 7-9, 2014 the conference center will provide a breakfast buffet for 80 attendees. (An example breakfast menu could include scrambled eggs, potatoes, muffins, cheese, fruit, cereals, juices, coffee, etc.) This breakfast buffet will need to be refreshed throughout the allotted breakfast time period of approximately 8-9 am; on Friday, breakfast will be required as early as 7 am; this date is subject to change. On Wednesday, August 6, 2014, hot breakfast for approximately 30 will be required between approximately 8 and 9 am. On Sunday, August 10, 2014, continental breakfast for approximately 40 will be required between 6 and 9 am.

 
Lunch

•·         Attendees will be served lunch from 12:00p.m. to 1:00p.m. on Wednesday-Saturday, August 6-9, 2014. Wednesday's lunch service should be for 30 attendees; Thursday-Saturday: 80 attendees.

•·         A nutritious hot lunch buffet with a variety of sides, salad, soup and bread with two choices of dessert for all 80 attendees

 

Beverages

Throughout the day the vendor will provide water for up to 80 attendees. Pitchers of water and glasses (not disposables) are required in each Breakout/Conference Room when occupied.

 Dinner

•·         Attendees will be served dinner from 5:00p.m. to 6:00p.m. Tuesday-Saturday, August 5-9, 2014. Dinner Tuesday will be for 40 people; Wednesday-Friday will be for 80 people;

•·         A nutritious hot buffet with a variety of sides, salad, soup and bread, dessert, and iced tea for all attendees will be provided.  

•·         There will be one Banquet Dinner on August 9, 2014, for approximately 100 guests. Three entrees must be available for pre-ordering: a chicken entrée, a fish entrée, and a vegetarian entrée.

 

 

Cost will be inclusive of ALL Taxes and Service Charges

Provide sample menus and cost/ person/ meal for at least 4 meal options.

Food and beverage total cost for all days: _____________         

 

Please include a price list for a la carte services. Required a la carte items are listed below; feel free to provide costs for additional a la carte services that your venue can provide.

 

1. 
   
2. Coffee break (morning or afternoon) for 80 people
   
3. Dance floor set-up for 60 people in one of the large ballrooms
   
4. Heavy snack break for 80 people (including both food and drinks)
   
5. Dessert/ coffee/ tea bar for an evening event for 80 people
   
6. Any additional cost for room changes resulting from changes to the agenda
   
7. 
   All available AV services with pricing
   
    The proposal shall include a detailed description, map or layout of the facility's conference rooms, including dimensions, and illustrate how the facility intends to meet the statement of work requirements. 
   
   

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Total food and beverage for all days, August 5-10, 2014:____________

Total room set-up for all days, August 5-10, 2014: _____________

Total AV for all days, August 5-10, 2014: _____________          

Total lodging for all days, August 5-10, 2014: __________

 

TOTAL COST for all days August 5-10, 2014 _________________________________________

Evaluation Criteria

Proposals will be evaluated on four factors of import to the government.

1. Quality of meeting space: our professional meeting requires that meeting rooms provide adequate room for movement, adequate distance and/or soundproofing such that other meetings or breakouts will not generally be heard from room to room, and access to outdoor space for participants' recreation and stress relief.

2.      Quality of food and beverage, with attention to creating a positive experience for vegetarian and vegan participants, as well as attention to detail in meal requirements, including labeling for contents, with particular attention to the specific allergies and sensitivities of our participants.

3.      Sustainability practices of both the local venue and its parent company (if any). On-site landscaping practices, locally-sourced food, and guest sustainability options will all be taken into account (among others as available).

4.      Cost: while cost is a factor, it is less important than the four evaluation criteria listed above.

In order to assess factors 1, 2, and (partially) 3 above, please provide contact information for two or three POCs who used your hotel for a conference of similar size and complexity within the past three years, preferably in the past two years. These contacts will be interviewed by our POC in evaluating the quality of meeting space, food and beverage, and sustainability practices.

Contact 1:________________________________________

Contact 2:_________________________________________

Contact 3 (optional):_________________________________

Please also provide contact information for a contact at the hotel to be responsible for hosting a site visit by our POC. Site visits may be conducted at the Udall Foundation's discretion in order to evaluate competitive proposals.

On-site contact:_____________________________________

Conference Information:

1.1. Point of Contact After Award: The designated Government Point of Contact (POC) concerning the Scholarship Orientation will be Paula Randler, POC contact number: (520) 901-8564.

 

1.2. Conference Center Access: The Scholars, Speakers and Udall staff and their families will have access to the entire property after registering during its daily hours of operation throughout the entire Scholar Orientation. POC and her representative(s) will have access to locked meeting rooms by key or concierge service at all times.

 1.3. Contractor Qualifications: The Contractor shall be bonded, licensed, and properly insured for all Conference Center operations, preparing and/or catering meals, and serving meals.

 1.4. Government Quality Assurance: The government will regularly evaluate the Contractor's performance to ensure compliance with contract terms and conditions.

 GENERAL INFORMATION

 2.1. Contractor Point of Contact: The Contractor shall provide the name of a point of contact and an alternate that shall be responsible for the performance of services. The Contractor point of contact shall be available via telephone for discussion of all issues pertaining to the Scholar Orientation with the designated POC.

 2.2. Emergency Services

The Contractor shall dial 911 and handle all emergencies throughout the Scholar Orientation.

 2.3. Security Requirements

2.3.1. The Contractor shall ensure that all Conference Meeting Areas / Rooms have the ability to be locked and secure.

 2.3.2. Safety: The Contractor shall comply with all applicable laws and safety regulations. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor, and the Government will assume no liability or responsibility for the Contractor's compliance or noncompliance with such responsibilities.

 2.3.3. Facility: The Contractor shall, at all times, keep areas free from accumulations of waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of a conference session or when away from the Conference Meeting Areas / Rooms, the Contractor shall ensure the areas / rooms are in a clean, neat, safe and workmanlike condition. The Contractor is responsible for the removal and proper disposal of all related waste material throughout the conference/event.

 2.3.4. Parking: The Contractor shall allow all conference attendees to park their vehicles in the Conference Center's parking lot(s) at no cost to the Government.  Most attendees will be arriving by shuttle service from the airport.  Parking needs will increase on the evening of the banquet.