Udall Foundation Scholar Orientation 2018

Closed Solicitation Posted Jan 11, 2018

Solicitation number: Udall_Foundation_Scholar_Orientation_2018
Agency: Morris K. Udall Foundation
Responses due: Jan 26, 2018, 11:59 PM ET
Set-aside: No set-aside

Opportunity facts

NAICS code: 721310 Rooming and Boarding Houses, Dormitories, and Workers' Camps
PSC: Not on record
Place of performance: Tucson, Arizona, United States

Notice details come from SAM.gov. Updated Jan 11, 2018.

Notice text

Udall Foundation: Scholar Orientation

Event:
Udall Scholar Orientation August 6-12, 2018

Host:
Udall Foundation

Contact Information:
Jane Curlin, Director, Education Programs
130 S. Scott Ave.
Tucson, AZ
85701
P: 520-901-8565
F: 520-901-8570
curlin@udall.gov
No follow up phone calls; email communication preferred.

Event Host Overview (mission, philosophy, etc.):
The Udall Foundation is an independent federal agency that was established by Congress in 1992 to provide federally funded scholarships for college students intending to pursue careers related to the environment, as well as to American Indian students pursuing tribal public policy or health care careers. In 1998, the Foundation grew to include the U.S. Institute for Environmental Conflict Resolution, created by Congress as the federal government's only program focused entirely on resolving federal environmental disputes. The Foundation also operates the Parks in Focus program, connecting underserved youth to nature through photography.
Event Objectives:
Scholar Orientation brings Scholars, facilitators, subject matter experts, faculty members, Foundation staff, and local professional together for 6 days of learning and community building around the values of the Udall Foundation: civility, integrity, and consensus.

Attendees:
50 Scholars
At least 20 and up to 60 additional hotel guests and meeting attendees

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

Location: Tucson AZ
Date: August 6-12, 2018, exact dates must be available.
Facility Type: Conference Center, Hotel, or Resort (Preferred)
Most attendees fly in to the Tucson Airport and are brought to the meeting location by local shuttle service or taxi.
Venue must be on the FEMA Hotel Motel National Master Fire-Safe List (provide cert number in response) http://apps.usfa.fema.gov/hotel/

Guest Room Block Requirements
Guest Rooms are required for this event. Triple rooms and double rooms are required for 50 Scholars. The following numbers are approximate and assume a substantial number of triples and doubles. The chart below represents our best estimate of numbers of each room type per night. If any guest rooms can accommodate 4 or more people, please provide number of such rooms, cost per night, and a floorplan/ layout of each room with the number of bathrooms adjoining.

Date: Sunday, August 5

Singles: 2

Doubles: 0

Triples: 0

Date: Monday, August 6

Singles: 10

Doubles: 8

Triples: 12

Date: Tuesday, August 7

Singles: 20

Doubles: 8

Triples: 12

Date: Wednesday, August 8

Singles: 20

Doubles: 8

Triples: 12

Date: Thursday, August 9

Singles: 20

Doubles: 8

Triples: 12

Date: Friday, August 10

Singles: 20

Doubles: 8

Triples: 12

Date: Saturday, August 11

Singles: 16

Doubles: 8

Triples: 12

Date: Sunday, August 12

Singles: 2

Doubles: 0

Triples: 0

Total for bidding purpose:

Singles: 110

Doubles: 48

Triples: 63

Room Rate:
* No more than set government lodging rates for Tucson, Arizona (according to the location of the bidding venue). In August 2018 $93/ night for a single in Tucson.
* Provide double and triple occupancy lodging rates in venue bid. Lodging per diem rates available on https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup/
* Room rates are expected to be a point of competition, so please bid accordingly. Competitive room rates will be a factor in evaluation and selection of proposals.
* No Rebates, Assessments, or Commissions Will Be Paid on Room Rates.
* No resort fee will be paid per room.
* Request no-fee cancellation on guest rooms with 24 hour notice.
* Include total room rate and total local tax rate on separate lines in bid.

Concessions Desired:
* Local Phone Calls and Wireless Internet
* Free parking
* Airport pick-up and drop-off. The hotel must coordinate pick-up and drop-off if this is a service provided to customers, either for a fee or complimentary.
* Request group rate be made available three days prior/post conference dates. Guests will pay separately for accommodations before and after meeting dates.

Method of Reservations:
Udall Foundation will provide the venue with guest names for our room block. A list of room numbers housing the 50 Scholars will be required upon check-in for the Scholarship Program Manager's information.

Function Space Requirements
Note: 24 hour holds are required on all meeting spaces.
* Indoor registration area located near/within sight of principal entrance, with tables for packet pick-up on the first two days of the event. A locked closet for 4-6 large boxes or bell service must be provided for secure storage to allow meeting organizers 24-hour access to registration materials in or nearby the main meeting areas.
* Three large spaces. One or more rooms will need stage/ risers, podium, mics, and AV set-up depending on the agenda.
o A large room for meals: accommodating up to 140 people, rounds of 6 and tables clothed.
o A large room for plenary sessions: Approximately 90 people, rounds or banquet tables set for 8 and clothed. (Seating arrangements in both rooms will be discussed with the successful bidder.) Neither of these rooms may have any significant obstacles for line-of-sight as speakers will be featured during both meals and plenary sessions.
o A large room to hold a U-shape table for 20 and additional theatre seating around the room for 70
* A reception area sufficient to accommodate up to 140 people comfortably for the banquet reception should be adjacent or near to one of these large spaces. The reception requires limited seating (8-10 at small rounds), several highboys (4-6), and ample space for conversation and movement.
* Outdoor space nearby one or both of the large spaces for participants to access during breaks. These areas should be quiet and may not be adjacent to a paved parking lot or a noisy environment.
* Eight breakout rooms or separated function spaces set for 10 people each, conference style.

Anticipated function space needs per day:

Date

Meeting Room

Breakout Rooms

Meal room

Other

Monday, August 6

Dinner for ~40 people

Registration area and locked closet

Tuesday, August 7

Plenary for ~70 people (evening)

2 small meeting spaces for ~20 people each (day)

Breakfast and lunch for ~40 people;
Dinner for ~80 people

Registration area and locked closet

Wednesday, August 8

Plenary for ~70 people

8 breakout rooms seating 10 ppl each

breakfast, lunch, and dinner for ~80 people

locked closet

Thursday, August 9

Plenary for ~90 people

8 breakout rooms seating 10 ppl each

breakfast, lunch, and dinner for ~80 people

locked closet

Friday, August 10

Plenary for ~90 people

8 breakout rooms seating 10 ppl each

breakfast, lunch, and dinner for ~80 people

locked closet

Saturday, August 11

Plenary for ~90 people

breakfast and lunch for ~70 and banquet dinner for ~120 people

locked closet

Sunday, August 12

breakfast for ~30 people

locked closet

Meeting Room Set Up:
Pads/Pens and Water Pitchers/Stations (no disposables)

Audio/Visual Needs:
* Please include per item pricing information with RFP.
* Will vary with the agenda and must be at the lowest possible expense to the government.
* Projector, screen, speakers, house mics, house sound, etc will all be required.
* Wi-fi will be required in meeting rooms.
* An Audio/Visual Staff member is required to be available throughout the event to troubleshoot any unexpected technical issues.
* Please note if Audio/Visual staff member is not associated with the venue or if they are a third party/contractor.

Room rental requirements:
* 24-hour holds are required on all meeting spaces.
* Podiums, club chairs, risers, flip charts, wireless/ lavaliere mics, dance floor, a projector, and house sound will be required at various times. The specifics of what is needed and when will be detailed in the purchase order at the time of signature.
* Adequate staff is required to ensure smooth room conversions throughout the day and into the evening.

Concessions Desired:
* Complimentary 24-Hour Hold on all function space
* Secure Storage Space
* Complimentary Power Strips/Extension cords
* Complimentary wireless
* Complimentary easel outside meeting rooms for group signage
* Refresh meeting room at each break (no disposables)

Banquet event:
Saturday evening, August 11th, there will be a banquet and awards ceremony celebrating the Scholars. This room must be well-appointed and suitable for photography (greenery, etc), set up for rounds of 6, plus a stage and podium, and have a nearby registration area for additional guests to pick up name tags.

The banquet is preceded by a reception for Scholars and their guests (Approximately 120 people). Space for 120 people to speak and mix comfortably is required. The reception area can be either outdoors in the shade if fans and/or misters are provided, or a large indoor, air-conditioned function space.

Prior to the reception, the Scholars will have their photograph taken as a group. An accessible location suitable to large group photography, either outdoors or indoors, is required. The Foundation will have at least two banners to be hung for display. Please include cost of hanging banners in the RFP response.

Food & Beverage:
Breakfast, lunch, and dinner must be served on site.

Cost:
* All F&B must not exceed the federal per diem rate per meal. Per Diem rates are available https://www.gsa.gov/travel/plan-book/per-diem-rates/. The price per person per meal below is the maximum allowed and INCLUDES tax and gratuity.
Per diem allowance

Tucson:

Breakfast
$13

Lunch
$15

Dinner
$26

Requirements:
* Provide sample menus, with cost per meal per person per day. Include at least three lunch or dinner options for vegetarian, vegan or gluten-free diets.
* Include any quantity discounts that can be offered (eg lower cost/ person over 20 people, etc.)
* The group includes approximately 35% vegetarians, vegans, and special diet guests. Please provide details as to how hotel staff will accommodate dietary restrictions and allergies.
* Approximately five guests will require either or both vegan and gluten-free meals. These meals should be plated and served separately.
* Labels to identify each food item are required for meals and breaks.
* Buffet meals are preferred, as all meals must take no more than 1 hour each. Please specify in your proposal how the venue will ensure guests are served and have enough time to eat comfortably within 1 hour for each meal.
* A staff member should be able to answer questions about food preparation and ingredients at all meals.
* A certain number of guests (TBD) will not be covered by the purchase order but will be eating meals with the group at various time (including the banquet) The selected bidder will be required to establish and maintain payment processes for all participants who are not covered by the PO. The Foundation will provide the venue with a list of participants who ARE covered by the PO in advance of the event. BEO numbers may include combined counts (PO + separate credit card charges) but the bill provided to the Foundation after the event must clearly denote the number of guests on the PO vs. paid separately for each meal (before tax and gratuity, and after).
* The Foundation may request a tasting appointment for 2-3 people to allow for a determination on food quality.

Banquet event:
Saturday evening, August 11, there will be a banquet and awards ceremony celebrating the Scholars. The plated meal will include 3 entrée selections; one chicken, one vegetarian option, and one fish option. A vegan and a gluten-free plated meal must also be provided for the approximately five guests who require these options. Additional guests, not included in the Foundation purchase order, will pay the venue separately for their meal. We will specify the number of each entrée ahead of the event. The total number of guests for the meal will be approximately 120.

Coffee Breaks:
In addition to breakfast, lunch, and dinner, we require one or more coffee breaks each day.

Coffee break costs are at the discretion of the venue and are expected to be a competitive point across bids.

Date

Morning

Afternoon

Monday, August 6

Tuesday, August 7

Coffee, tea, snack (40 people)

Wednesday, August 8

Coffee, tea, snack (90 people)

Thursday, August 9

Coffee, tea, snack (90 people)

Friday, August 10

Coffee, tea, snack (90 people)

Saturday, August 11

Coffee, tea, snack (90 people)

Coffee, tea, snack (70 people)

Sunday, August 13

Requirements:
* Provide sample menus, with cost per person
* Include any quantity discounts that can be offered (eg lower cost/ person over 20 people, etc.)
* Labels on each food item are required.
* Dietary restrictions must be considered for break, same as meals, and plated.
Special Considerations
There will be a number of guests and participants who will pay for their own hotel rooms, meals, transportation, and incidentals. These individuals will be required to pay the hotel directly for all services provided and payment must be communicated and coordinated by the venue. However, these individuals have been accounted for in the meal counts (but not guest room counts) estimated above. Therefore, the Purchase Order for this event will almost certainly amount to more than the final Purchase Order for payment, because those amounts are calculated here, but will be paid separately. We expect at least 10 people to pay separately for various lunches and dinners throughout the event, and at last 30 people to pay separately for the banquet meal on Saturday night.

Format of the Invoice:
Because the Purchase Order will outline costs by category (Lodging, F&B, A/V, Transportation) the invoice provided to the Foundation following the event should also include details for each of these categories. For example: Food and Beverage should include the number of people at each meal, with those who paid separately subtracted before a total is provided, and before gratuity and tax are added. Audio Visual items should be detailed per item per day, with costs totaled per day before tax and other additive rates.

Instructions for Responding:
Expenses related to the preparation and completion of a response to this RFP are the sole responsibility of the vendor.
1. To be considered responsive, each proposal responding to this RFP must address all information requested in this RFP (in the order presented).
2. All materials must be emailed on or before the response date
3. Incomplete and/or late responses may not be considered.
Proposal Content:
Each proposal responding to this RFP must include the following information (in the order presented here).

Facility Name:
Mailing Address:
City/State/Zip Code
Web Site:
Primary Sales Contact Information:
The Udall Foundation expects that all work will be performed in a professional manner. All information provided in this RFP is proprietary for this purpose only. Information cannot be released without written permission from the contact person named in Section I.
Questions:
Please direct all questions and requests for additional information regarding this RFP to Jane Curlin via email. (See contact information in Section I).

Venue Response Worksheet
Guest Rooms:
Date

Singles

Doubles

Triples

Sunday, August 5

Monday, August 6

Tuesday, August 7

Wednesday, August 8

Thursday, August 9

Friday, August 10

Saturday, August 11

Sunday, August 12

TOTAL for bidding purpose:

Cost Per Room:

Cost for Total Number of Rooms:

Applicable Tax Rate:
Total Tax as Applied to Number of Rooms:

Check all that apply and add notes as necessary
Room Rate provisions (all are required)
* No more than set government lodging rates for Tucson, Arizona (according to the location of the bidding venue). Per Diem rates available on http://www.gsa.gov/portal/category/100120
* No Rebates, Assessments, or Commissions Will Be Paid on Room Rates.
* No resort fee will be paid per room.
* Request no-fee cancellation on guest rooms with 24 hour notice.
* Include local tax rate on a separate line in bid (line available above)

______________________________________________________________________________

Concessions requested and provided by bidder (none are required)
* Local Phone Calls and Wireless Internet
* Free parking
* Airport pick-up and drop-off (ATTACH PLAN IF CHECKED)
* Complimentary Wireless
* Request group rate be made available three days prior/post conference dates. Guests will pay separately for accommodations before and after meeting dates.
______________________________________________________________________________

______________________________________________________________________________

Venue Response Worksheet
Function Space needs:
Date
Meeting Room
Breakout Rooms
Meal room
Other
Monday, August 7

dinner for ~40 people
Registration area and locked closet
Tuesday, August 8
Plenary for ~80 people (evening)
2 small meeting spaces for ~20 people each (day)
breakfast and lunch for ~40 people; dinner for ~90 people
Registration area and locked closet
Wednesday, August 9
Plenary for ~80 people
8 breakout rooms seating 12 ppl each
breakfast, lunch, and dinner for ~90 people
locked closet
Thursday, August 10
Plenary for ~95 people
8 breakout rooms seating 12 ppl each
breakfast, lunch, and dinner for ~90 people
locked closet
Friday, August 11
Plenary for ~95 people
8 breakout rooms seating 12 ppl each
breakfast, lunch, and dinner for ~90 people
locked closet
Saturday, August 12
Plenary for ~95 people

breakfast and lunch for ~70 and banquet dinner for ~130 people
locked closet
Sunday, August 13

breakfast for ~50 people
locked closet

Function Space Costs per this bid: (do not include a/v, F&B, or coffee, unless included at no charge)
Date
Meeting Room
Breakout Rooms
Meal room
Other
Monday, August 7

Tuesday, August 8

Wednesday, August 9

Thursday, August 10

Friday, August 11

Saturday, August 12

Sunday, August 13

Check all that apply and add notes as necessary
* Standard Meeting Room Set Up: Pads/Pens and Water Pitchers/Stations

Audio/Visual Needs (all are required)
* ATTACH per item pricing information with RFP.
* Will vary with the agenda and must be at the lowest possible expense to the government. Projector, screen, speakers, house mics, house sound, etc will all be required.
* Wi-fi will be required in meeting rooms.
* An in-house Audio/Visual Staff member is required to be available throughout the event to troubleshoot any unexpected technical issues.
______________________________________________________________________________

______________________________________________________________________________

Room rental costs (all are required)
* 24-hour holds are required on all meeting spaces.
* ATTACH per item and package pricing for podiums, club chairs, risers, flip charts, wireless/ lavaliere mics, dance floor, a projector, and house sound which will be required at various times (The specifics of what is needed and when will be detailed in the purchase order at the time of signature.)
* Adequate staff is required to ensure smooth room conversions and meal setup and takedown throughout the day and into the evening.

______________________________________________________________________________

Concessions Desired (none are required)
* Complimentary 24-Hour Hold on all function space
* Secure Storage Space
* Complimentary Power Strips/Extension cords
* Complimentary easel outside meeting rooms for group signage
* Complimentary Wifi
* Refresh meeting room at each break

______________________________________________________________________________

Venue Response Worksheet
Food and Beverage needs:
* Breakfast, lunch, and dinner must be served on site.
Cost: All F&B must be within federal per diem, which includes tax and gratuity. Per Diem rates are available on http://www.gsa.gov/portal/category/100120. The price per person per meal below INCLUDES tax and gratuity, that is, the ++cost for breakfast should be <$13
Per diem allowance,
Tucson

Breakfast
$13

Lunch
$15

Dinner
$26

Requirements (all are required)
* ATTACH sample menus, with cost per meal per person per day.
* Include any quantity discounts that can be offered (eg lower cost/ person over 20 people, etc.)
* The group includes approximately 35% vegetarians, vegans, and special diet guests. Please ATTACH details as to how hotel staff will accommodate dietary restrictions and allergies.
* Labels on each food item are required for buffet meals.
* Buffet meals are preferred as all meals must take up no more than 1 hour each within the agenda. Please specify in an ATTACHMENT how the venue will ensure guests are served and have comfortable time to eat within 1 hour for each meal.
* A staff member should be able to answer questions about preparation and ingredients at all meals.
* Because some attendees may not be covered by the purchase order but will be eating meals with the group at various time (including the banquet), the selected bidder will be required to establish and maintain payment processes for all participants who are not covered by the PO. Attach an explanation of how the bidder will meet this requirement.
______________________________________________________________________________

______________________________________________________________________________

Banquet event (all are required)
Saturday evening, August 11th, there will be a banquet and awards ceremony celebrating the Scholars. This room must be well-appointed, set-up for rounds of 6 plus a stage and podium, and the meal must include 3 entrée selections including 1 vegetarian option and 1 fish option. Guests who are not included in the Foundation purchase order will pay the venue separately for their meal. We will specify the number of each entrée ahead of the event. The total number of guests for the meal will be approximately 120.
* ATTACH photos or web resources showing the room you propose for this event
* ATTACH sample menus and pricing (within dinner per diem for your location) for the 3 entrees
Add any necessary comments here
______________________________________________________________________________

______________________________________________________________________________

Venue Response Worksheet
Coffee Breaks:

Date

Morning

Afternoon

Evening

Monday, August 6

Tuesday, August 7

Coffee, tea, snack (40 people)