Missouri River Rec Imp Committee Event Specs

Missouri River Recovery Implementation Committee
Request for Quote & Event Specifications Guide
Event Date: February 10-13, 2014
Event Location: Kansas City, MO

PART 1 - Group Resume Information

Meeting/Event Profile
Group/Organization Name: U.S Institute for Environmental Conflict Resolution
Meeting/Event Name: Missouri River Recovery Implementation Committee (MRRIC)
Group/Organization Street Address:
130 South Scott Ave
City: Tucson State/Province: AZ
Postal/Zip Code: 85701 Country: USA

Synopsis
The US Institute for Environmental Conflict Resolution, a program of the Udall Foundation, Tucson, Arizona, has a requirement for a Missouri River Recovery Implementation Committee meeting to be held in Kansas City, MO, area on February 10-13, 2014. Quote must have these exact dates available.

One plenary room and two breakout rooms are required. The plenary room must accommodate 150 people in combination classroom and U shape seating; one breakout room should accommodate 50 people in combination classroom and U shape seating and the second breakout room should accommodate 20 people in combination U shape and theatre style seating. AV support package and food and beverage packages are required each day. All facilities and adequate parking should be at one location. Pricing shall be quoted inclusive of food & beverage and AV support.

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
Point of Contact(s):
Name: Kim Caringer
Role: Event Planner
Office Phone: (520) 901-8534
E-mail: caringer@ecr.gov
cc: palmer@ecr.gov
ahearn@ecr.gov
1 On-Site

Meeting/Event Type: 1 Committee Meeting

Meeting/Event Frequency: The Committee meets quarterly.  This RFQ is for one meeting only.

Meeting/Event is open to the public.

Dates & Times
Confirm in your proposal your facilities capacity for the following meeting times & dates:
Published Meeting/Event Start Day/Date: Monday, February 10, 2014
Published Meeting/Event Start Time: 8:00 a.m.

Published Meeting/Event End Day/Date: Thursday, February 13, 2014
Published Meeting/Event End Time: 3:00 p.m.

Guest Room Information

Confirm in your quote the following Government Rate Room Block Request & Attrition Rate:

Sunday 02/09/14: 20 
Monday 2/10/14: Rooms Blocked 55
Tuesday 2/11/14: Rooms Blocked 55
Wednesday 2/12/14: Rooms Blocked 55
Thursday: 02/13/14: Rooms Blocked 4 

Individual Call-In Cut-Off: Friday, January 31, 2014
Attrition Rate Requested: 50%
Government Rate for Kansas City, MO: $106/night(excluding taxes)

Restaurants in Close Proximity

Include in your quote those restaurants that are onsite or in close proximity (within walking distance) to your facility.

Transportation Services

Include in your quote the cost for transportation services from Kansas City International Airport in Kansas City, MO. Include any free shuttle services your facility offers.

PART 2 - Meeting/Event Function Schedule and Set-up Requirements

General Function Information

Confirm in your proposal the facility's capacity to provide the following meeting rooms. Include complete price list for meeting rooms & requested A/V and photos of specific meeting rooms you have available.

Plenary Meeting Room Specifications (Feb 10-13, 2014):

• Plenary Room - U shape set up for 60 people and classroom style table and chairs for 50 (6,000 SQ FT total - SEE REQUESTED ROOM LAYOUT GUIDE Attachment); projector table & laptop table and chair in middle of U shape, 1 six-foot registration table, 1 adjustable deck chair:
o Monday, February 10: 12:00 pm - 9:00 pm (Plenary Set-up Day)
o Tuesday, February 11: 6:30 am - 9:00 pm
o Wednesday, February 12: 6:30 am - 9:00 pm
o Thursday, February 13: 6:30 am - 3:00 pm

AV Equipment
• 1 large projector screen (at least 10X14)
• Sound package (if necessary based on acoustics in room)
• 30 push to talk mics (1 microphone for every two seats around U shape) + 5 for tables at front of U (two of which are Chairman microphones)
• 3 wireless microphones & audio mixer
• Power strips around U-shape and classroom table and chairs - 100 outlets total
• Wireless internet connection for all participants in the room
• 2 hard-wired internet connections at front of U shape
• Additional AV/Conference Phone:
Option 1 - Integrated conference room audio system with a telephone system, so that output from the microphones in the room can be broadcast both to participants in the room and remote participants listening over the phone.

Option 2 -Ability to plug the conference room audio system output into a computer microphone jack and have it broadcast to participants in the room. The microphone jack on the computer is the standard 2.5mm jack, so we would need to have a cord that could connect the output type from the hotel sound system to that 2.5mm microphone jack on the computer.

It would be preferable to have both options available so that if there is a problem with one, we could use the other. Otherwise option 1 is preferred. It would also be ideal to be able to test the audio/AV connection in advance of the meeting to make sure things are working correctly and know if there's any specific equipment we need.

Onsite AV support is requested for Monday through Thursday.

Additional Breakout Rooms

Breakout Meeting Room 1 Specifications (Feb 10-12, 2014):
Breakout 1 - U shape set up for 30 people and classroom style table and chairs for 25 on perimeter; 1 6-foot materials/sign in table; projector table & laptop table and chair in middle of U shape:
o Monday, February 10:: 6:30am - 9:00 pm
o Tuesday, February 11: 6:30 am - 9:00 pm
o Wednesday, February 12: 6:30 am - 9:00 pm

AV Equipment
• Projector table
• 1 large projector screen
• Polycom speaker phone with spider microphones (keep in room for T-W for work group use as needed)
• 2 handheld microphones
• 1 table top microphone stand
• 2 hard wire internet connections
• 8 power strips for around the table and for observers

Breakout Meeting Room 2 Specifications (Feb 10-12, 2013):
Breakout 2 - U shape set up for 20 people - A Boardroom is ideal:
o Monday February 10: 7:00 am-7:00 pm
o Tuesday, February 11: 6:30 am - 9:00 pm
o Wednesday, February 12: 6:30 am - 9:00 pm
AV Equipment
• Projector table
• 1 large projector screen
• Polycom speaker phone with spider microphones
• 3 Power strips

Audio/Visual (A/V) Requirements
Provide a complete price list, with total A/V amount for the requested A/V.
Summary of A/V Equipment/Services Needed & Placement/Location
Item Quantity Placement/Location
Projector table & Laptop table 1 Plenary Room (02/09/14-02/13/14)
Projector screen (at least 10x14) 1 Plenary Room (02/09/14-02/13/14)
Sound Package (if needed) 1 Plenary Room (02/09/14-02/13/14)
Push to talk microphones 35 Plenary Room (02/09/14-02/13/14)
Wireless mics & Audio Mixer 3 Plenary Room (02/09/14-02/13/14)
Power strips 100 outlets Plenary Room (02/09/14-02/13/14)
Conference phone 1 Plenary Room (02/09/14-02/13/14)
Wireless access for all All Plenary Room (02/09/14-02/13/14)
Hard-wired internet connection 2 Plenary Room (02/09/14-02/13/14)
Projector table 1 Breakout Room 1 (02/09/14-02/12/14)
Projector screen 1 Breakout Room 1 (02/09/14-02/12/14)
Polycom Speaker Phone with spider microphones 1 Breakout Room 1 (02/09/14-02/12/14)
Power strips 8 Breakout Room 1 (02/09/14-02/12/14)
Hand-held microphones 2 Breakout Room 1 (02/09/14-02/12/14)
Hard-Wired Internet connection 2 Breakout Room 1 (02/09/14-02/12/14)
Polycom Speaker phone with spider microphones 1 Breakout Room 2 (2/9/14-2/12/14)
Projector table 1 Breakout Room 2 (2/9/14-2/12/14)
Projector screen 1 Breakout Room 2 (2/9/14-2/12/14)
Power strips 3 Breakout Room 2 (2/9/14-2/12/14)

Food & Beverage Requirements
Provide a complete price list for the following food & beverage requirements:

Monday, 02/10/2014
Breakout Room 1 (50 people) 11:00 am
• Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)
• Cold Beverage Service (assorted soft drinks and waters)
• Brownies and/or Cookies
• Possible self-pay take out order for lunch meeting - TBD

Tuesday, 02/11/2014
Plenary Room (100 people) 7:00 am
• Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)
• Fruit Platter
• Pastries
1:00 pm
• Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)
• Brownies and/or Cookies
All-Day
• Water station set up at back of plenary room

Breakout Room 1 (30 people)
• Water service to room all day (Pitcher water is preferred)
• Possible self-pay take out order for lunch meeting - TBD

Breakout Room 2 (20 people)
• Water service to room all day (Pitcher water is preferred)

Wednesday, 02/12/2014
Plenary Room (100 people) 7:00 am
• Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)
• Fruit Platter
• Pastries

1:00 pm
• Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)
• Brownies and/or Cookies

All-Day
• Water station set up at back of plenary room

Breakout Room 1 (30 people)
• Water service to room all day (Pitcher water is preferred)
• Possible self-pay take out order for lunch meeting - TBD

Breakout Room 2 (20 people)
• Water service to room all day (Pitcher water is preferred)

Thursday, 02/13/2014
Plenary Room (100 people) 7:00 am
• Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)
• Fruit Platter
• Pastries

All-Day
• Water station set up at back of plenary room

PART 3 - Other Logistical Needs

On-Site Photocopying
Access to on-site photocopying for high volume copies is required. Please include price per copy in quote.

Special Activities
Recreational Activities: None
Tours: None
Pre- and/or Post-Meeting/Event Programs: None

Shipping/Receiving Needs
# Boxes Sent: Will send at least 2 boxes
If applicable, please include cost for receiving shipments.

Billing Instructions:
Group is tax-exempt: Yes

Meeting Space Facility Fees, A/V, and Food and Beverage to Master: Yes
(if for some only, please specify)

Meeting Space Facility Fees, A/V, and Food and Beverage Incidentals to Master: Yes
(if for some only, please specify)

Guest Rooms & Tax to Master:  No
(if for some only, please specify)

Guest Room Incidentals to Master:  No
(if for some only, please specify)

Guests Pay on Own: Yes
(if for some only, please specify) Guest Rooms on Own

1 Payment: Credit Card Direct Bill for meeting rooms/AV/F&B (hotel to send credit card authorization form)

On-Site Bill Review Instructions: Review with Kim Caringer and Sarah Palmer

Final Bill to Be Sent to: Sarah Palmer, Senior Program Manager
U.S Institute for Environmental Conflict Resolution
130 South Scott Ave
Tucson, AZ 85701
palmer@ecr.gov

Authorized Signatories
Full Name Title Maximum Amount or Specific Item(s) Approval Authority
Phil Lemanski
CFO Master Bill authority

PART 4 - What to submit
Quotes are due by 5:00 PM MST on Wednesday, December 4, 2013.

1. Quotes must include the following information:
• Your facility's capacity for the following meeting times & dates as described on pages 1-2.
• The Government Rate Room Block Request & Attrition Rate as described on above.
• The cost for transportation services from Kansas City International Airport in Kansas City, MO. Include any free shuttle services your facility offers.
• Confirm in your proposal the facility's capacity to provide the meeting rooms as described above. Include complete price list for meeting rooms and photos of specific meeting rooms you have available.
• Provide a detailed description, map or layout of the facility's conference rooms, including dimensions, and illustrate how the facility intends to meet the requirements.
• A complete, detailed price list, with total A/V amount for the requested A/V described on pages 3-5.
• A complete price list for the food & beverage requirements described above.
• Availability of on-site high volume photocopy services and cost.
• A list of restaurants that are onsite and/or in close proximity (within walking distance) to your facility.

2. Cost
• Total food and beverage for all days, February 10-13, 2014
• Total AV for all days, February 10-13, 2014
• TOTAL COST for all days February 10-13, 2014

Contractor Qualifications
• The Contractor shall be bonded, licensed, and properly insured for all Conference Center operations, preparing and/or catering meals, and serving meals.
• Facility shall be compliant with the American Disabilities Act as defined by law.
• Facility shall provide FEMA Certification Number.

PART 5 - Evaluation Criteria
Quotes will be evaluated on the following 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 eating establishments.
2. Quality of audio visual services such that on-site and remote participants can participate in the meeting discussions without interruption or distraction from low or limited audio.
3. Cost.
4. Completeness of quote and if submitted on time.