SPECIFICATIONS FOR ACCOMMODATIONS/CONFERENCE FACILITIES RFQ # Q-15-002 ATTACHMENT A Conference Name:
2015 & 2016 GOVERNOR’S CONFERENCE ON EMERGENCY MANAGEMENT AND HOMELAND SECURITY
Sponsoring Agency: WISCONSIN EMERGENCY MANAGEMENT (WEM), DEPARTMENT OF MILITARY AFFAIRS Coordinator Name: Gary Wieczorek Telephone: E-mail:
[email protected] Conference Dates:
608-242-3213
2015: March 10, 11, and 12 2016: March 8, 9, and 10
Anticipated # of attendees: 450 each year GENERAL INFORMATION 1. Wisconsin Emergency Management (WEM) of the Department of Military Affairs intends to conduct a one and one-half day Governor’s Conference on Emergency Management in 2015 and 2016. It also intends to conduct four concurrent training modules on the day before the conference, from 8:00 a.m. to 4:00 p.m., each session with an audience of 30-50 people. In addition, there will be three business meetings that will occur the day before the conference from 1:00 to 5:00 p.m., again with attendance from 30-50 people. Exhibitors/vendors will arrive at noon the day before the Conference to conduct pre-Conference business and set up. Thus, space is needed on three consecutive days, from 8:00 a.m. on day one until noon on day three. In 2015 the dates are March 10, 11 and 12. In 2016 the dates are March 8, 9, and 10. There are separate Bid Quote sheets for each year included with the specifications pages. 2. All bid prices shall be inclusive of any service charges, gratuities, etc. (The State of Wisconsin is exempt from payment of all federal tax and Wisconsin state and local taxes.) A Tax exempt certificate will be provided to the awarded bidder(s). 3. All meal prices shall be stated as your average guest check for each mealtime, including any service charges. Once an award is made, WEM will negotiate with the successful bidder as to meal content. Special dietary needs will be addressed based on attendee’s registration. 4. WEM assumes that, due to the size of this Conference, all meeting space and set-up service is provided on a complimentary basis. If this is correct, please enter N/C in Column D of the attached Cost Sheets. If this assumption is incorrect, enter the Unit Price in Column D.
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5. Bidders are advised that the quantities for lodging and meals are estimates for bid purposes based on past experience and may vary. Accurate numbers will be furnished to the successful bidder approximately thirty (30) days prior to the start of each Conference. The State of Wisconsin will pay only for actual usage/consumption. 6. The State of Wisconsin reserves the right to cancel, without penalty, any contracts resulting from this solicitation without prior notice in the event of a disaster or occurrence requiring emergency management response. If you are bidding for both years, you must submit a separate bid Cost Sheet for each year. All costs quoted by the bidder must satisfy the accommodations/conference facility specifications that follow. Failure to meet the specifications may be reason to eliminate the bidder from consideration. Please return bids no later than April 29, 2014 to: Wisconsin Emergency Management Attn: David Marcum 2400 Wright St. Post Office Box 7865 Madison, WI 53707 or Email:
[email protected] METHOD OF AWARD: Awards will be based on the lowest responsive bidder for each conference year. This means the same bidder may be awarded both 2015 and 2016 conferences. 1.
PRE-CONFERENCE TRAINING AND MEETING ROOMS Four separate rooms will be required for training modules that will be offered on the day before the conference. As indicated above, the training will occur from 8:00 a.m. to 4:00 p.m. We anticipate approximately 30, but as many as 50 people, could attend each of the sessions. Rooms will be set classroom style, with a speaker’s podium. A/V equipment consisting of one (1) projector and one (1) screen must be included in each room. The State of Wisconsin will provide its own computers. Also, in the afternoon of the day before the conference, we will need a meeting room available from 1:00 p.m. to 5:00 p.m. for 25 to 30 people. Room should be set theater style with speaker podiums.
2.
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GOVERNORS CONFERENCE MEETING ROOMS - Main Conference (for the general sessions) room shall accommodate 450 people seated in classroom style layout and provide adequate overhead projection (projectors and screens), based on room size and attendance. Meeting space shall also include seven
breakout rooms (theater style) for a minimum of 100 people each. (The breakout space should be separate from the area used for the general sessions.) Meeting rooms must be on-site. Off-site meeting rooms are not acceptable. Main Conference room and breakout rooms will have speakers’ tables and podiums in the front of each room, on risers if determined appropriate by the conference coordinator. WEM will need a secureable room, in close proximity to the meeting rooms, for an office and to store equipment/materials. This room will be needed for the duration of time WEM is at the conference facility. An additional boardroom style meeting room for up to 20 people to accommodate impromptu meetings is also required. 3.
EQUIPMENT - The types of audio-visual equipment needed and their number is not known at this time, but at a minimum each room would need a projection screen, projector, and A-V cart/table with power and the capability for some type of microphone system. The general session room should also have, at a minimum 2 large projection screens (10 x 10) with projectors on each side of the stage, speaker’s podium with microphone and at least one wireless microphone for questions.
4.
LODGING - Overnight lodging will be needed on the night preceding the training for approximately 100 people and on the night preceding the Conference for approximately 275 people. A third night of lodging will be needed for approximately 300 people. Individual attendees are responsible for making their own room reservations and for payment of room costs. WEM will provide a rooming list for its staff and VIP speakers and the room charges for those on the list will be billed directly to WEM. The In-State Rate of $70.00 is required for a single room. The In-State Rate of $80.00 is the single room maximum for Milwaukee, Racine and Waukesha counties.
5.
PARKING - Facility shall provide free parking within easy walking distance of the hotel.
6.
FOOD AND BEVERAGE - Food and beverage requirements for the conference include the following: Day 1 (Pre Conference Training Day) • A lunch; Day 2 • A morning break; • A lunch; • A afternoon break; Day 3 • A morning break; *Provide copy of your current government rate menu items for: lunch and breaks.
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7.
EXHIBIT/VENDOR AREA An exhibit or display area is required for approximately 50 vendors, each using an 8 foot table. The exhibit area should be located close to the meeting rooms so that conferees will have easy access to exhibits. Wisconsin Emergency Management will contract with appropriate vendor for exhibit set-up (piping, draping, etc.)
Day 1 The day before all functions Lodging needed for 100 persons. (estimate)
Day 2 Pre-conference training and meetings Lodging needed for 275 persons. (estimate) Four training sessions from 7:30 a.m.- 4:00 p.m. Lunch for those attending training. Three meetings from 1:00 to 5:00 p.m.
Exhibitors begin set up. Office and storage space needed for WEM.
Day 3 Governor’s Conference begins
Lodging needed for 300 persons. (estimate) Registration begins at Conference continues about 7:30 a.m. in general session Morning break Rooms needed for general session and six breakouts throughout day. Lunch served.
Afternoon break with beverage. Exhibit/vendor area open throughout day. Office and storage space needed for WEM. Conference concludes for the day at approximately 4:00 p.m.
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Day 4 Governor’s Conference concludes Check out of lodging.
No breakout rooms required. Morning break.
Office and storage space needed for WEM. Conference concludes at 12:00 p.m. Exhibitors display until 12:00 p.m.
