Udall Scholarship Selection Committee Meeting

I. Contact Information Event Name: Udall Scholarship Selection Committee Meeting Event Host Organization/Organizer:Udall Foundation Key Contact Person:Kellcee Baker Job Title:Scholarship Program Manager Mailing Address Line 1: 130 South Scott Ave. City:Tucson State/Province: AZ Zip/Postal Code:85701 Country:USA Phone:+1 (555) 000-0000 Fax:+1 (555) 000-0000 E-mail Address:contact@example.gov Web Address:www.udall.gov Preferred Method of Communication:Email Other:Client requests no follow up phone calls. II. Event Profiles Event Host Organization:Udall Foundation Event Organizer (if different from Host Organization):Udall Foundation Event Start/End Dates:Scholarship Selection Committee, April 5-8, 2017 Event Organizer Market Segment: Government Event Type:Committee Meeting Event Frequency:Annual Contract type:Terms will be specified and payment will be provided via government purchase order agreement. 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. Attendee Profile: Scholarship Selection Committee: Approximately 16 Staff:Two Total Attendees: Approximately 18-20 Attendee Demographics Profile: Most attendees fly in to the Tucson Airport and are brought to the meeting location by local shuttle service or taxi. III. Requirements Location Requirements:Tucson, AZ Date Requirements: Scholarship Selection Committee, April 5-8, 2017 Facility Requirements Preferred Facility Type:Conference Center, Hotel, Resort, or Unique Venue NOTE:Venue must be on the FEMA Hotel Motel National Master Fire-Safe List: http://apps.usfa.fema.gov/hotel/ Guest Rooms Total Rooms Needed:Approximately 18-20 Total Room Nights:Approximately 70-80 nights Function Space Set Up: Eight Classroom Tables set for two L-shaped staff table set for two Materials table Bright lighting Minimum Capacity:40 Other requests: Access to outdoor rounds set up Natural lighting Quiet - no constructions or loud functions in day/eve Requested Concessions: Complimentary 24-Hour Hold on space Secure/Storage Space with Complimentary Power Strips/Extension cords; Complimentary Local Phone Calls and Wireless Internet in the meeting space 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 Audio/Visual In house:Include a government menu/pricing information External:Provide recommendations of reputable AV companies Meeting Room:Complimentary extension cords to staff table Wireless Internet available Guest Room Block 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: Total # of Rooms and Suites Required Tuesday 2 Wednesday 18 Thursday 18 Friday 18 Saturday 18 Sunday 2 Totals 76 Room Rate No more than set government per diem rates for Tucson, Arizona (currently $91/ 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 a rooming list for group. Food & Beverage Budget: All F&B must not exceed the federal per diem rate per meal. Per Diem rates are available on http://www.gsa.gov/portal/category/100120. 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. Approximately two-three guests will require either or both vegan and gluten-free meals. These meals should be plated and served separately. 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. The Foundation may request a tasting appointment for 2-3 people to allow for a determination on food quality. IV. 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 Kellcee Baker, contact@example.gov. Decision Making Process: Final Decision Maker:Philip Lemanski, Executive Director Timeline: RFP Published Date:October 28, 2016 RFP Distribution Date:October 28, 2016 Proposal Due Date and Time:November 23, 2016 Decision Date:December 15, 2016 NOTE: Timeline is subject to change as deemed appropriate by the Udall Foundation. Site inspections may be requested by the Udall Foundation. Critical Key Decision Factors: Completeness of proposal Ability of the vendor to provide high level of service Overall cost of services (calculated using some factors outside the scope of this RFP, such as cost of airport transportation) Quality of meeting space - including light, seating, noise, and comfort Sleeping Room rate Ability to meet food and beverage needs ADA Compliance 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: Accepted Formats for Response:Email 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. NOTE: 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. V. 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: Full Name: Job Title: Employer: Mailing Address Line 1: Mailing Address Line 2: City: State/ Zip Code: Phone: Fax: E-mail Address: Web Address: Concessions Offered: Guest Rooms: Food & Beverage: Other Concessions: Attachments: Standard Sales Kit for the Facility with Meeting Room Specs Exclusive and/or Preferred Vendor List Price List(s) Parking Fitness Center Internet Access & Accessories Government Food and Beverage Menus Audio/Visual Price Menu Shipping & Receiving