Missouri River Recovery Implementation Committee May 2014 Meeting Venue RFQ

 

Missouri River Recovery Implementation Committee

Request for Quote & Event Specifications Guide

Event Date: May 19-22, 2014

Event Location: Rapid City, SD

NOTE: Quotes are due by 5:00 PM MST on February 6, 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 Rapid City, SD on May 19-22, 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):

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 May 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, May 19, 2014

-Published Meeting/Event Start Time:  8:00 a.m.

-Published Meeting/Event End Day/Date: Thursday, May 22, 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 Rooms Required/Meeting Day

 -Sunday, 5/18/14:  20

-Monday, 5/19/14:  55

-Tuesday, 5/20/14:  55

-Wednesday, 5/21/14:  55

-Thursday, 5/22/14:  4

 

-Individual Room Reservation Call-In Cut-Off Date:  May 9, 2014

-Attrition Rate Requested: 50%

-Government Rate for Rapid City, SD: $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 Rapid City Regional Airport in Rapid City, SD. 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 (May 20-22, 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 deck chair:

-Monday, May 19:: 12:00 pm - 9:00 pm (Plenary Set-up Day)

-Tuesday, May 20: 6:30 am - 9:00 pm

-Wednesday, May 21: 6:30 am - 9:00 pm

-Thursday, May 22: 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 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 (May 19-21, 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, May 19:: 6:30am - 9:00 pm

     Tuesday, May 20: 6:30 am - 9:00 pm

     Wednesday, May 21: 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 (May 19-21, 2014):

-Breakout 2 - U shape set up for 20 people - A Boardroom is ideal:

     Monday May 19: 7:00 am-7:00 pm

     Tuesday, May 20: 6:30 am - 9:00 pm

     Wednesday, May 21: 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 (05/19/14-05/22/14)
Projector screen (at least 10x14)	1	Plenary Room (05/19/14-05/22/14)
Sound Package (if needed)	1	Plenary Room (05/19/14-05/22/14)
Push to talk microphones	35	Plenary Room (05/19/14-05/22/14)
Wireless mics & Audio Mixer	3	Plenary Room (05/19/14-05/22/14)
Power strips	100 outlets	Plenary Room (05/19/14-05/22/14)
Conference phone	1	Plenary Room (05/19/14-05/22/14)
Wireless access for all	All	Plenary Room (05/19/14-05/22/14)
Hard-wired internet connection	2	Plenary Room (05/19/14-05/22/14)
Projector table	1	Breakout Room 1 (05/19/14-05/22/14)
Projector screen	1	Breakout Room 1 (05/19/14-05/22/14)
Polycom Speaker Phone with spider microphones	1	Breakout Room 1 (05/19/14-05/22/14)
Power strips	8	Breakout Room 1 (05/19/14-05/22/14)
Hand-held microphones	2	Breakout Room 1 (05/19/14-05/22/14)
Hard-Wired Internet connection	2	Breakout Room 1 (05/19/14-05/22/14)
Polycom Speaker phone with spider microphones	1	Breakout Room 2 (05/19/14-05/22/14)
Projector table	1	Breakout Room 2 (05/19/14-05/22/14)
Projector screen	1	Breakout Room 2 (05/19/14-05/22/14)
Power strips	3	Breakout Room 2 (05/19/14-05/22/14)

FOOD & BEVERAGE REQUIREMENTS

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

Monday, 05/19/2014

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, 05/20/2014

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)

Wednesday, 05/21/2014

Plenary Room (100 people)

7:00 am               

-Hot Beverage Service (Both Regular and Decaf coffee & Hot water with tea bag selection)

-Fruit Platter

-Pastries

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, 05/22/2014

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 is 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 February 6th, 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 Rapid City Regional Airport in Rapid City, SD. 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, May 19-22, 2014

-Total AV for all days, May 19-22, 2014                                                                  

-TOTAL COST for all days May 19-22, 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.