Udall Scholarship Selection Committee Meeting
I. Contact Information
Event Name: Udall Scholarship Selection Committee Meeting
Event Host Organization/Organizer:Udall Foundation
Key Contact Person:Jane Curlin
Job Title:Director, Education Programs
Mailing Address Line 1: 130 South Scott Ave.
City:Tucson
State/Province: AZ
Zip/Postal Code:85701
Country:USA
Phone:(520) 901-8565
Fax:(520) 901-8570
E-mail Address:curlin@udall.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 4-8, 2018
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 18
Staff:Two
Total Attendees: Approximately 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 4-8, 2018
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
Total Room Nights:Approximately 70-80 nights
Function Space
Set Up: Nine 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 construction 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 4
Wednesday 18
Thursday 18
Friday 18
Saturday 18
Sunday 2
Totals 78
Room Rate
No more than set government per diem rates for Tucson, Arizona (currently $93/ night). Per Diem rates available on https://www.gsa.gov/travel/plan-book/per-diem-rates
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 https://www.gsa.gov/travel/plan-book/per-diem-rates/meals-and-incidental-expenses-mie-breakdown.
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 Jane Curlin, curlin@udall.gov.
Decision Making Process:
Final Decision Maker: Philip Lemanski, Executive Director
Timeline:
RFP Published Date:October 4 2017
Proposal Due Date and Time:November 1, 2017
Decision Date:December 1, 2017
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.
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
• Shipping & Receiving
• Utilities
• Gratuities Policy
• FEMA Fire-safe ID Number
References:
Please provide the name, business, and contact information for 3 references whom we can call to request specific information about past performance.
Jane Curlin, Director of Education Programs, Phone 520-520-901-8565, Fax 520-670-5530, Email curlin@udall.gov
