Udall Scholarship Selection Committee Meeting

Udall Scholarship Selection Committee Meeting

Udall Foundation
Paula Randler
Scholarship Program Manager
130 S. Scott Ave.
Tucson, AZ 85701
USA

P: 520-901-9564

F: 520-901-8570

randler@udall.gov

Client requests no follow up phone calls.

Udall Scholarship Selection Committee Meeting, Mar 25-29, 2015

Frequency: Annual

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:

The selection committee events bring educators from across the country to review and choose the recipients of our scholarship. 

Attendees:

Scholarship Selection Committee Members: approximately 16 people

Most attendees fly in to the Phoenix or Tucson Airports and are brought to the meeting location by local shuttle service or taxi.

Requirements:

Location: Tucson AZ

DATE: March 25-29, 2015

Facility: Preferred Facility Type: Conference Center, Hotel, Resort or Unique Venue

Venue must be on the FEMA Hotel Motel National Master Fire-Safe List

http://apps.usfa.fema.gov/hotel/

Total room nights: Between 60 and 68.

Largest function space

Room Set-up: Classroom and Rounds

Minimum capacity: 16

Guest Room Block Requirements

Guest Rooms are required for this Event.  The following chart outlines anticipated guest room requirements for the event.  It begins with the first day of attendee/staff arrival and ends with the final departure day: 

Tuesday 2 rooms

Wednesday 16 rooms

Thursday 16 rooms

Friday 16 rooms

Saturday 16 rooms

Sunday 2 rooms

Room Rate:

No more than set government per diem rates for Tucson, Arizona. In March 2015, $100/ night. 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 group rate be made available three-days prior/post conference dates. Guests will pay separately for accommodations before and after meeting dates.

Request no-fee cancellation on guest rooms with 24 hour notice.

Method of Reservations:

Udall Foundation will provide room requirements for the group with guest names.

Function Space and F & B Requirements

Function Space is required for this Event: 7 Schoolroom tables of 2, with 4 tables in back for materials and Foundation staff operations. Lighting must be bright and, preferably, natural as the committee will be reading approximately 10 hours each day. Conditions should be quiet, ie, no construction or loud functions nearby, including into the evening. Access to outdoors/patio is preferred; access to some outdoor workspace (table + chairs) is preferred.

Function Space and Audio/Visual Comments:

Please include government menus/pricing information with RFP.

Standard Meeting Room Set Up:  Pads/Pens and Water Pitchers/Stations

Standard AV Set for each breakout room is:  please provide complimentary extension cord(s), all else provided by Udall Foundation.

Please be specific about what is included in the price of the room rental (complimentary coffee break, other guest discounts, etc.

Concessions Desired:

Complimentary 24-Hour Hold on large function room

Secure/Storage Space with Complimentary Power Strips/Extension cords; Local Phone Calls and Wireless Internet

Free parking

Complimentary easel outside meeting room for group signage

Refresh meeting room at each break

Coffee break mid-morning

Airport pick-up and drop-off

Overall Food & Beverage Budget: 

at or below Federal Government Meals Rates for Tucson, Arizona.

In 2015: $51/ person/ day. ($56, minus incidental expense of $5 = $51 for all means each day.)
Per Diem rates available on http://www.gsa.gov/portal/category/100120

Proposal Specifications

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 Paula Randler. (See contact information in Section I).

Decision Making Process:

Final Decision Maker:                       Philip Lemanski, Executive Director            

Timeline:

 RFP Published Date:                       November 14, 2014

RFP Distribution Date:                     November 14, 2014

Proposal Due Date and Time:           November 24, 2014        

Approximate Date of Site Inspection (if required):  November 26, 2014

Number of Site Inspection Attendees (if required):         2-4

*Decision Date:      December 1, 2014

 Critical Key Decision Factors:

 Completeness of Proposal

Ability of vendor to provide high level of service

Overall cost of services (Overall cost will be calculated using some factors outside the scope of this RFP, such as cost of airport transportation for meeting attendees)

Quality of meeting space, including light, seating, noise level, and seating comfort.

Sleeping Room Rate

Ability to meet food & beverage needs within budgetary guidelines/ Or moderately priced restaurants within reasonable walking distance.

ADA Compliance

Required Attachments

Standard Sales Kit for the Facility with Meeting Room Specs

Exclusive and/or Preferred Vendor List

Price Lists

Parking availability and fees

Fitness Center availability and fees

Internet Access availability and fees

F&B Menus                                                                              

Shipping and Receiving availability and fees

Utilities

Gratuities Policy

FEMA Fire-safe ID Number

Instructions for Responding:

Each proposal responding to this RFP must include the information requested in Section V (Proposal Content) of this RFP (in the order presented).

Expenses related to the preparation and completion of a response to this RFP are the sole responsibility of the vendor.

The proposal with the lowest dollar amount will not necessarily be considered as the best proposal.

Incomplete and/or late responses will not be considered.

Accepted Formats for Response:  Email  

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:

Concessions Offered:

Guest Rooms:

Food & Beverage:

Other Concessions:

Attachments:

As required from above.

Please provide the name, business, and contact information for 3 references whom we can call to request specific information about past performance.