Missouri River Recovery Implementation Committee Aug 18-21 2014 Meeting Venue RFQ

MISSOURI RIVER RECOVERY IMPLEMENTATION COMMITTEE
REQUEST FOR QUOTE & EVENT SPECIFICATIONS GUIDE
EVENT DATE: AUGUST 18-21, 2014
EVENT LOCATION: CASPER, WYOMING 

NOTE: QUOTES ARE DUE BY 5:00 PM MST ON MARCH 27, 2014

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 Casper, Wyoming on August 18-21, 2014. Quote must have these exact dates available.

The requirement includes, meeting rooms, Audio Visual (AV) support, sleeping rooms, and food and beverage service as detailed below.  Quote must include all items described.

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.

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Contracting Office Address:
130 S. Scott Avenue, Tucson, AZ 85701

Point of Contact(s):
Kim Caringer
Role:  Event Planner 
Office Phone:   (520) 901-8534   
E-mail:  caringer@ecr.gov
cc:  palmer@ecr.gov
    
-On-Site Meeting
-Meeting/Event Type:  Committee Meeting
-Meeting/Event Frequency:  Quarterly; this RFQ is for the August 2014 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, August 18, 2014
-Published Meeting/Event Start Time:  8:00 a.m.
-Published Meeting/Event End Day/Date: Thursday, August 21, 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: 

# of Sleeping Rooms Required/Meeting Day

-Sunday, 8/17/14:  20
-Monday, 8/18/14:  55
-Tuesday, 8/19/14:  55
-Wednesday, 8/20/14:  55
-Thursday, 8/21/14:  4

-Individual Room Reservation Call-In Cut-Off Date:  August 8, 2014
-Attrition Rate Requested: 50%
-Government Rate for Casper, WY: $83/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 Casper Airport or other surrounding airports. 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 (August 18-21, 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);  projector table & laptop table and chair in middle of U shape, 1 six-foot registration table, 1 adjustable desk chair:
-Monday, August 18:: 12:00 pm - 9:00 pm (Plenary Set-up Day)
-Tuesday, August 19: 6:30 am - 9:00 pm
-Wednesday, August 20: 6:30 am - 9:00 pm
-Thursday, August 21: 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 microphones (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, in order for remote participants to hear the audio clearly.

It is 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 (August 18-20, 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:
     Monday, August 18:: 6:30am - 9:00 pm
     Tuesday, August 19: 6:30 am - 9:00 pm
     Wednesday, August 20: 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 (Monday only)
-1 table top microphone stand (Monday only)
-2 hard wire internet connections (Monday only)
-8 power strips for around the table and for observers (Monday only)

BREAKOUT MEETING ROOM 2 SPECIFICATIONS (AUGUST 18-21, 2014):
-Breakout 2 - U shape set up for 20 people - A Boardroom is ideal:
     Monday August 18: 7:00 am-7:00 pm
     Tuesday, August 19: 6:30 am - 9:00 pm
     Wednesday, August 20: 6:30 am - 9:00 pm
Thursday, August 21: 6:30 am - 2.00 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 (08/18/14-08/21/14)
Projector screen (at least 10x14) 1 Plenary Room (08/18/14-08/21/14)
Sound Package (if needed) 1 Plenary Room (08/18/14-08/21/14)
Push to talk microphones 35 Plenary Room (08/18/14-08/21/14)
Wireless mics & Audio Mixer 3 Plenary Room (08/18/14-08/21/14)
Power strips  100 outlets  Plenary Room (08/18/14-08/21/14)
Conference phone  1 Plenary Room (08/18/14-08/21/14)
Wireless access for all All Plenary Room (08/18/14-08/21/14)
Hard-wired internet connection 2 Plenary Room (08/18/14-08/21/14)
Projector table 1 Breakout Room 1 (08/18/14-08/20/14)
Projector screen 1 Breakout Room 1 (08/18/14-08/20/14)
Polycom Speaker Phone with spider microphones 1 Breakout Room 1 (08/18/14-08/20/14)
Power strips 8 Breakout Room 1 (08/18/14-08/18/14)
Hand-held microphones 2 Breakout Room 1 (08/18/14-08/18/14)
Hard-Wired Internet connection 2 Breakout Room 1 (08/18/14-08/18/14)
Polycom Speaker phone with spider microphones 1 Breakout Room 2 (08/18/14-08/21/14)
Projector table 1 Breakout Room 2 (08/18/14-08/21/14)
Projector screen 1 Breakout Room 2 (08/18/14-08/21/14)
Power strips 3 Breakout Room 2 (08/18/14-08/21/14)

FOOD & BEVERAGE REQUIREMENTS
Provide a complete price list for the following food & beverage requirements:

MONDAY, 08/18/2014
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, 08/19/2014
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, 08/20/2014
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, 08/21/2014
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.

SHIPPING/RECEIVING NEEDS
-# Boxes Sent:  Will send at least 2 boxes
-If applicable, please include cost for receiving shipments.

BILLING INSTRUCTIONS
-Group charges billed to the Master Agreement are federally funded and therefore  tax-exempt
 -Meeting Space Facility Fees, A/V, and Food and Beverage billed to Master
 -Meeting Space Facility Fees, A/V, and Food and Beverage Incidentals billed to Master
-Guest Rooms and Guest Room Incidentals are not billed to the Master bill
-Guests pay for their own Guest Rooms

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: 
Phil Lemanski, CFO, has approval authority for Master Bill

PART 4 - WHAT TO SUBMIT
Quotes are due by 5:00 PM MST on March 27th, 2014

1.   QUOTES MUST INCLUDE THE FOLLOWING INFORMATION:
-Your facilities' capacity for the following meeting times & dates as described on pages 1-2. 
-The Government Rate Room Block Request & Attrition Rate as described on page 2. 
-The cost for transportation services from Casper Airport or other surrounding airports. Include any free shuttle services your facility offers.
-Confirm in your proposal the facility's capacity to provide the meeting rooms as described on pages 3-4. 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 on pages 5-6
-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, August 18-21, 2014
-Total AV for all days, August 18-21, 2014 
-TOTAL COST for all days August 18-21, 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.