Proposal for Conference Facilities, Catering Services and Lodging
| Agency: | Navajo Nation |
|---|---|
| State: | Arizona |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD16912330221959776 |
| Posted Date: | Mar 25, 2024 |
| Due Date: | Apr 2, 2024 |
| Source: | Members Only |
Navajo Nation Department of Workforce Development
BID No. 24-03-3281LE
Attachment Preview
NAVAJO DEPARTMENT OF WORKFORCE DEVELOPMENT
REQUEST FOR PROPOSAL (RFP)
BID NO. 24-03-3281LE
Conference Facilities, Catering Services, and Lodging
Due: April 02, 2024, 5:00 MDT
The Navajo Department of Workforce Development (NDWD) invites qualified vendors to submit proposals
for Conference facilities with audio/visual equipment, catering services, and lodging for the 2024 NDWD
Employee Conference. NDWD intends to enter into a Professional Service Contract with a
responsible and qualified firm to accommodate this conference from April 20-26, 2024.
All submitted proposals must be submitted in a sealed envelope and clearly marked:
Hand Delivered to:
Or
Certified Mailed to:
Navajo Department of Workforce Development
ATTN: Vickie Begay, Contract Analyst
Tribal Hill Drive Building #FA-2754
Window Rock, Arizona 86515
Do Not Open: BID NO. 24-03-3281LE
Indicate Priority 1 or Priority 2 if applicable, under the Navajo Nation
Business Opportunity Act
Navajo Department of Workforce Development
ATTN: Vickie Begay, Contract Analyst
P.O. Box 1889
Window Rock, Arizona 86515
Do Not Open: BID NO. 24-03-3281LE
Indicate Priority 1 or Priority 2 if applicable, under the Navajo Nation
Business Opportunity Act
One (1) Original and two (3) copies of the Proposals must be in a sealed envelope, clearly
marked: Do Not Open: BID NO. 24-03-3281LEand Indicate Priority 1 or Priority 2 Vendor
if applicable, under the Navajo Nation Business Opportunity Act. Bid opening will be held in
accordance to Navajo Nation Procurement Procedures. No emailed or faxed responses shall be
considered. The NDWD reserves the right to reject any or all responses, and to waive any or all
formalities in connection with this request. Any responses after the above due date and time will
not be accepted or considered.
Page 1
REQUEST FOR PROPOSAL (RFP)
Conference Space and Catering Services
I. RFP DUE DATE
The deadline for the Request for Quote is April 02, 2024, at 5:00 p.m. MDT. Any quotes
received after this deadline will not be considered. In the event that it becomes necessary
to revise any part of the RFP, an addendum will be issued.
II. SCOPE OF SERVICES
The Navajo Department of Workforce Development (NDWD) invites qualified firms to
submit proposals for accommodation of Conference facilities with audio/visual equipment,
catering services, and lodging. NDWD intends to enter into a Professional Service Contract
with a responsible and qualified firm to accommodate these services for the 2024 Employee
Conference from April 20, 2024, to April 26, 2024.
A. Lodging Accommodations for 80 individuals.
i. A total of 80 rooms will need to be blocked – one person per room.
ii. 26 Rooms (Pay on own): Check-in: Monday, April 22, 2024
Check-out: Thursday, April 25, 2024
iii. 49 Rooms (pre-paid contract): Check-in: Monday, April 22, 2024
Check-out: Thursday, April 25, 2024
iv. 5 Rooms (Pay on own): Check-in: Saturday, April 20, 2024
Check-out: Friday, April 26, 2024
v. Federal per diem rate per room.
vi. Include all applicable sales/lodging sales taxes.
vii. Identify number of complimentary rooms/suites if applicable.
B. Meals for 80 individuals.
i. Federal per diem rate for lunch inclusive of tax and fees per person.
ii. April 23 and 24, 2024.
iii. Vendor shall provide a prosed menu for both lunches.
C. Refreshments for 80 individuals.
iv. Cost of morning refreshments per person for Three Days
April 23-25, 2024
v. Cost of mid-morning refreshments per person for Two Days:
April 23-24, 2024
vi. Cost of afternoon refreshments per person for Two Days:
April 23-24, 2024
vii. Cost of evening refreshments per person for Two Days: April 22-23, 2024
viii. Vendor shall provide iced water and drinking glasses for all meeting rooms.
ix. Include all gratuities and applicable taxes.
x. Vendor shall provide a prosed menu for refreshments.
D. Conference Facilities:
i. General Assemblies that seat 80 with stage for 3 days: April 23-25, 2024
ii. 4 breakout rooms that seat 25 classroom style for 2 days: April 23-24, 2024
iii. Office space and Storage for 7 days: April 20-26, 2024
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REQUEST FOR PROPOSAL (RFP)
Conference Space and Catering Services
iv. Microphone, Podium, screen, and projector for general assembly and each
break-out room.
v. Wireless microphone, Podium, large screen, and projector for general
assemblies and evening events.
vi. Wi-Fi access in all conference rooms.
vii. Include all applicable taxes.
I. SCHEDULE OF ACTIVITIES
Re-issue RFP to prospective bidders
RFP Submission deadline
RFP Opening
Selection of winning bid
March 21, 2024
April 02, 2024, 5p.m. MDT
TBD
TBD
III. QUESTIONS AND INQUIRIES
Questions or requests regarding this RFP should be submitted in writing (emailed questions
are acceptable) to the following:
Navajo Department of Workforce Development
ATTN: Vickie Begay, Contract Analyst
P.O. Box 1889, Window Rock, Arizona 86515
Email: vbegay@ndwd.org
IV. INSURANCE REQUIREMENTS
The Navajo Nation will require the selected vendor, at its sole expense, to procure and
maintain adequate and sufficient insurance for all potential liability, such as, professional
liability, automobile liability, worker’s compensation, errors, and omissions liability, etc.
as outlined by the Navajo Nation Risk Management Department prior to any final award
of a contract.
V. RESPONDENT REQUIREMENTS:
The following shall include in all responses and received by the date and time noted above
in order to be considered:
A. Respondent must indicate if they are a priority vendor with the Navajo Nation.
B. Letter of Transmittal must include:
i. Provide background on company.
ii. Identify the names, and telephone numbers of person to be contacted for
clarification.
iii. Identify the name, title, and telephone numbers of person authorized to
negotiate on behalf of the organization.
C. Provide Statements of Qualifications.
i. Number of years of experience working with the Navajo Nation government
entities or other government entities.
ii. Provide three (3) references.
iii. Provide in detail how they would accomplish the objectives described in the
scope of work.
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REQUEST FOR PROPOSAL (RFP)
Conference Space and Catering Services
D. Cost and Budget Breakdown:
This section must include a detailed cost proposal with a l total for each of the following
areas:
i. Cost breakdown of Lodging per day.
ii. Cost breakdown of Meals per day.
iii. Cost of refreshments per day.
iv. Cost breakdown of Conference Facilities per day.
v. All appropriate taxes should be included.
vi. Grand Overall proposal total.
E. Required Documents:
i. Respondent(s) must indicate if they are a priority one or two vendor with the
Navajo Nation. Navajo Preference vendors must provide Certificate of
Eligibility issued by the Navajo Business Regulatory Department.
ii. Navajo Nation Certification Regarding Debarment and Suspension Form
iii. Federal IRS W-9 Form
iv. Certificate of Insurance
VI. EVALUATION PROCEDURES AND CRITERIA
A. Quote evaluations will be held in accordance with Navajo Nation Procurement
Procedures. The NDWD reserves the right to reject any or all responses, and to waive
any or all formalities in connection with this request. Any responses after the above
due date and time will not be accepted or considered.
B. The sole objective of the evaluation will be to select the respondent who is most
responsive to the needs of NDWD. The specifications in this RFP represent the
minimum performance necessary for a response. On the basis of the evaluation criteria
established in this RFP, the NDWD will select and recommend the respondent who
best meets this objective. If there is only one responsive bid, the NDWD Department
Manager may elect to evaluate RFP solely.
VII. ADDITIONAL INFORMATION
A. Availability of Funds
Any subsequent contract award associated with the RFP is contingent upon the
availability of funds to the Navajo Department of Workforce Development. If funds
are not available, any agreement resulting from this RFP shall become void and of no
force or effect. NDWD reserves the right to negotiate the overall contract price based
on availability of funds.
B. Agreement
The NDWD, upon mutually agreed to and acceptable terms and conditions with the
successful responder/consultant, shall enter into a formal agreement for a mutually
agreed to fee and period of time. The NDWD reserves the right, subject to mutual
agreement with the successful responder/consultant, to extend the terms of this
agreement, at the proposed rate, for a mutually agreed upon period of time.
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REQUEST FOR PROPOSAL (RFP)
Conference Space and Catering Services
C. Cancellation of Agreement
The NDWD reserves the right to cancel any contract/agreement, any time, with thirty
days prior written notice to consultant, should any of the following conditions exist:
i. Funds are not appropriated by the NDWD for continuance of this agreement
ii. The NDWD, through changes in its requirement, method of operation, or
program operation no longer has a need for the service.
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