Missouri River Recovery Implementation Committee (MRRIC) May 2015 Meeting Venue

Missouri River Recovery Implementation Committee

Request for Quote & Event Specifications Guide

Event Date: May 18 - May 21, 2015

Event Location: Sioux Falls, SD/Sioux City, IA, Region

NOTE: Quotes are due Monday, March 23, 2015, by 5:00 PM CDT

PART 1 - Group Resume Information

Meeting/Event Profile

Responsible US Government Agency Name: Morris K. Udall and Stewart L. Udall Foundation (Udall Foundation) For more information, visit, www.udall.gov.

Meeting/Event Name:  Missouri River Recovery Implementation Committee (MRRIC - pronounced Mr. Rick)

US Government Agency 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 the Sioux Falls, SD/Sioux City, IA area from May 18 through May 21, 2015. Quote must have these exact dates available.

The requirement includes all of the following: meeting rooms, Audio Visual (AV) support, Wired and Wireless Internet access and 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 on Monday.  From Tuesday to Thursday, an added breakout room is required in addition to continued use of the plenary and two breakout rooms from Monday.

-The plenary room must accommodate 150 people in combination classroom and U shape seating;

-One breakout room should accommodate 65 people in combination classroom and U shape seating (30 at U and theater and classroom seating for 35);

-The second and third breakout rooms should accommodate 30 people in combination conference room seating with 10 chairs at the table and theater seating for 20.

AV, internet, and food and beverage support packages are required each day.

All facilities and adequate parking should be at one location or connected via walkway.

Pricing shall be quoted for each cost center (e.g. food and beverage; Internet, and AV equipment and service (including speaker phones); photocopying; meeting space rental) inclusive of all charges.

For information on how to register your company on FedBizOpps (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):

Melanie Knapp

Role:  Event Coordinator

Office Phone:   
502-901-8546                                           

E-mail:  knapp@ecr.gov

cc:  lewis@ecr.gov

Contract type:  Terms will be specified and payment will be provided via government purchase order              

-On-Site Meeting

-Meeting/Event Type:  Committee Meeting

-Meeting/Event Frequency:  Quarterly; this RFQ is for the May 2015 meeting only

-Meeting/Event is open to the public

Dates & Times

Confirm in your proposal your facility's capacity for the following meeting times & dates:

-Published Meeting/Event Start Day/Date: Monday, May 18, 2015

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

-Published Meeting/Event End Day/Date: Thursday, May 21, 2015

-Published Meeting/Event End Time: 5:00 p.m.

Guest Room Information

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

# Sleeping Rooms Required/Meeting Day

 -Sunday, 05/17/2015:  50

-Monday, 05/18/2015:  55

-Tuesday, 05/19/2015:  55

-Wednesday, 05/20/2015:  55

-Thursday, 05/21/2015:  12

Room Rate

-No more than established government lodging rates for Sioux City, IA, or Sioux Falls, SD - $83/night. Lodging rates are available at http://www.gsa.gov/portal/category/100120

*No Rebates, Assessments, or Commissions will be paid on room rates or AV equipment and service

*No resort fee will be paid per room

*Request no-fee cancellation on guest rooms with 24 hour notice and no charge for early check-outs if front desk is notified by guests before noon the day before they plan to check out.

*Include local tax rate on a separate line in proposal

 Method of Reservations:

*Individual guests are responsible for making their own room reservations and paying for their rooms and incidentals

*Guest Rooms and Guest Room Incidentals are not to be invoiced to the Government Purchase Order

*Hotel must provide number to call for guest room reservations, a date certain when the room block is open and available for reservations, and room block name ("MRRIC" - pronounced Mr. Rick)

*Hotel will provide list of reservations in room block when requested by Event Coordinator

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 the Sioux Falls Regional Airport or the Sioux Gateway Airport (as appropriate) 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

Proposals should confirm the facility's capacity to provide the following meeting rooms. Include complete price list for meeting rooms & requested A/V and photos of meeting rooms that meet these requirements.  Note:  Meeting space rental discounts are expected.

 Concessions Desired:

*Complimentary 24-hour hold on all function space

*Complimentary power strips and extension cords

*Water stations (in lieu of water pitchers on tables) refreshed at each break

Plenary Meeting Room Specifications (May 18-21, 2015):

 -U shape set up for 60 people (no more than 3 seats at each 8 ft. table) and classroom style table and chairs for 75 ( approximately 7,000 SQ FT total - SEE REQUESTED ROOM LAYOUT GUIDE)

-Two projector tables & laptop table and chair in middle of U shape

-1 six-foot registration table with chair

-1 adjustable desk chair for meeting note taker

Plenary Room Schedule (Set-up and meeting)

-Monday, May 18: 9:00 am - 6:00 pm (Plenary Room Setup)

-Tuesday, May 19: 6:30 am - 9:00 pm (meeting)

-Wednesday, May 20: 6:30 am - 9:00 pm (meeting)

-Thursday, May 21: 6:30 am - 5:00 pm (meeting)

AV Equipment for Plenary Meeting Space

-2 large projector screens (at least 10X14). Depending on room configuration, utilizing a single screen is an option.

-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 - 150 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. Must be able to test the audio/AV connection in advance of the meeting to ensure audio equipment is working correctly and to identify any specific additional equipment needed.

Onsite AV and internet support is required for Monday through Thursday.

Breakout Rooms

-Breakout Meeting Room 1 Specifications (May 18 - 21, 2015):

-Breakout 1 - U shape set up for 30 people and 35 seats in theatre and/or classroom seating;  one (1) 6-foot materials/sign in table; projector table & laptop table and chair in middle of U shape:

     Monday, May 18:6:30am - 9:00 pm

     Tuesday, May 19: 6:30 am - 9:00 pm

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

     Thursday, May 21: 6:30 am - 5:00 pm

AV Equipment  

-Projector table

-1 large projector screen

-Polycom speaker phone with spider microphones (keep in room T-TH for work group use as needed). For Monday, May 18, the speaker phone should be integrated into the room sound system.

-4 handheld microphones (Monday only)

-1 table top microphone stand (Monday only)

-4 hard wire internet connections (Monday only)

-Ability to provide screen-shares

-15 power strips (6 outlets/strip) for around the table and for observers (Monday only)

-internet access for meeting attendees, minimum 11-15 mbs connection; optimally 20 mpd

- Wi-Fi hotspots to amplify the wireless signal in the room.

Breakout Meeting Room 2 Specifications (May 18 - May 21, 2015):

-Breakout 2 - U shape set up for 10 people with theater seating for 10-20 - A Boardroom is ideal:

     Monday May 18: 7:00 am-9:00 pm

     Tuesday, May 19: 6:30 am - 9:00 pm

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

Thursday, May 21: 6:30 am - 4:00 pm

AV Equipment  

-Projector table

-1 large projector screen

-Polycom speaker phone with spider microphones

-3 Power strips

Breakout Meeting Room 3 Specifications (May 19 - May 21, 2015):

-Breakout 3 - U shape set up for 10 people with theater seating for 10-20 - A Boardroom is ideal:

     Tuesday, May 19: 6:30 am - 9:00 pm

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

Thursday, May 21: 6:30 am - 4:00 pm

AV Equipment  

-Projector table

-1 large projector screen

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

*Our event could work with one screen only, but two is preferable.

Food & Beverage Requirements

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

Monday, 05/18/2015

Breakout Room 1 (65 people)

8:00 am

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

-Cold Beverage Service (assorted soft drinks and water station)

-Water service to room all day (Pitcher water is preferred)

-Fruit platter

-Pastries

-Possible self-pay take out order for lunch meeting - TBD**

**Each day, most of our participants will eat lunch in the hotel restaurant or off-site.  Many do choose to eat in the hotel restaurant, so please staff the restaurant accordingly from Tuesday to Thursday.  In addition to those participants eating in the restaurant or off-site, we have several working meetings scheduled throughout our event with 8-30 participants each.  For these instances, we would like to offer participants the ability to order self-pay meals beforehand that will be delivered or picked up by participants.  If lunches are to be picked up by participants, we would need several pay stations operating to ensure that working lunch meeting participants can pay for lunches quickly and have ample time to meet. 

Breakout Room 1 (65 people)

1:00 pm

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

-Cold Beverage Service (assorted soft drinks and water station)

-Cookies, Popcorn, or Pretzels or a mix (We'd like to vary the afternoon selections on different days between these or similar items)

Tuesday, 05/19/15

Plenary Room (150 people)

7:00 am               

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

-Cold Beverage Service (assorted soft drinks and water station)

-Fruit Platter

-Pastries

1:00 pm

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

-Cold Beverage Service (assorted soft drinks and water station

- Cookies/fruit/popcorn/pretzels or mix

 All-Day

-Water station set up at back of plenary room


Breakout Room 1 (65 people)

-Water service to room all day (Pitcher water is preferred)

-Possible self-pay boxed lunch for working lunch meeting - TBD**

Breakout Room 2 (15 people)

-Water service to room all day (Pitcher water is preferred)

-Possible self-pay boxed lunch for working lunch meeting - TBD**

BREAKOUT ROOM 3 (15 people)

-Water service to room all day (Pitcher water is preferred)

-Possible self-pay boxed lunch for working lunch meeting - TBD**

Wednesday, 05/20/15

Plenary Room (150 people)

7:00 am               

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

-Cold Beverage Service (assorted soft drinks and water station)

-Fruit Platter

-Pastries

1:00 pm

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

-Cold Beverage Service (assorted soft drinks and water station)

-Cookies/fruit/popcorn/pretzels

All-Day

-Water station set up at back of plenary room

 Breakout Room 1 (65 people)

-Water service to room all day (Pitcher water is preferred)

-Possible self-pay take out order for lunch meeting - TBD**

Breakout Room 2 (15 people)

-Water service to room all day (Pitcher water is preferred)

-Possible self-pay box lunch for working lunch meeting - TBD**

BREAKOUT ROOM 3 (15 people)

-Water service to room all day (Pitcher water is preferred)

-Possible self-pay boxed lunch for working lunch meeting - TBD**

Thursday, 05/21/15

Plenary Room (80 people)

7:00 am               

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

-Cold Beverage Service (assorted soft drinks and water station)

-Fruit Platter

-Pastries

 All-Day

-Water station set up at back of plenary room

 Breakout Room 1 (65 people)

-Water service to room all day (Pitcher water is preferred)

-Possible self-pay take out order for lunch meeting - TBD**

Breakout Room 2 (15 people)

-Water service to room all day (Pitcher water is preferred)

-Possible self-pay box lunch for working lunch meeting - TBD**

BREAKOUT ROOM 3 (15 people)

-Water service to room all day (Pitcher water is preferred)

-Possible self-pay boxed lunch for working lunch meeting - TBD**

 ___________________________________________________________________________________

PART 3 - Other Logistical Needs

ON-SITE PHOTOCOPYING AND PRINTING

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

-Must have access to onsite printing.

 Shipping/Receiving Needs

Concessions Desired:

*Complimentary shipping and receiving

-# Boxes Sent:  Will send at least 2 boxes

Billing Instructions

-Group charges billed to the Government Purchase Order are federally funded and are therefore, tax-exempt

-Meeting Space Rental, A/V (including speaker phones), Internet, and Food and Beverage billed to Purchase Order

Payment:   Terms will be specified and payment will be provided via government purchase order.           

On-Site Bill Review Instructions:  Review with Peter Williams and/or his designee

Final Bill to Be Sent to: 

Melanie Knapp, Program Associate

knapp@ecr.gov

cc: Patricia Lewis, Operations Manager

lewis@ecr.gov

U.S Institute for Environmental Conflict Resolution

130 South Scott Ave

Tucson, AZ 85701

Authorized Signatories: 

Scott Swarens, Director of Finance and Operations, has approval authority for the Purchase Order; Pat Lewis has approval authority for Banquet Event Orders.

___________________________________________________________________________________________

PART 4 - What to submit

Quotes are due by 5:00 PM CDT on March 23, 2015

1.     Quotes must include the following information: 

-Your facilities' capacity for the meeting times & dates as described above.

-The Government Rate Room Block Request described above.

-The cost for transportation services from local 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 above    

  (Include 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.

-Internet access, (including description of venue's bandwidth that will meet the needs of the meeting), and availability

-A complete, detailed price list, with total A/V, phone, and internet amount for the requested A/V and internet services described above.

-A complete price list for the food & beverage requirements described above.

-Availability of on-site high volume photocopying services and document printing and cost for each.

-FEMA Fire-safe ID number

-Verification of ADA compliance

-Parking availability and fees

-Gratuities policy

-A list of restaurants that are onsite and/or in close proximity (within walking distance) to your facility.  

2.   Cost

-All inclusive food and beverage cost for all days, May 18 - May 21, 2015

-All inclusive AV, phone, and internet cost for all days, May 18 - May 21, 2015

-All inclusive meeting space rental cost for all days, May 18 - May 21, 2015

-All inclusive photocopy cost for 300 copies                                                        

-All inclusive total cost for all days, May 18 - May 21, 2015

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 Fire-Safe ID Number.

___________________________________________________________________________________________

PART 5 - Evaluation Criteria (all are of equal value)

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, access to eating establishments, and ability of venue restaurant to provide timely service and to go meals over the lunch hours.

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 and timeliness of quote.

1.   Quotes must include the following information: