NEIGHBORWORKS AMERICA ALL STAFF MEETING RFP 15-NW-0017 Posting Date Friday, March 20, 2015 Proposal submission deadline Friday, April 7, 2015 by 5:00 PM ET Purpose of the RFP NeighborWorks America is seeking proposals for meeting space and guestrooms for a fourday All Staff Meeting, October 10-13,. This event is expected to host no more than 300 attendees. Background on NeighborWorks America NeighborWorks America is a national non-profit organization created by Congress in 1978 to provide financial support, technical assistance and training for community-based revitalization efforts. It is composed of three major parts: NeighborWorks America is the founder of the NeighborWorks network, provides support to and strengthens NeighborWorks organizations by providing training, technical assistance, funding and organizational assessments. NeighborWorks America was created by Congress in 1978 in order to revitalize older urban neighborhoods by mobilizing public, private, and community resources at the neighborhood level. Today, NeighborWorks America supports more than 235 organizations revitalizing their communities in rural and urban America. The NeighborWorks Network is a national network of more than 235 independent, community-based nonprofit organizations working to revitalize more than 2,700 urban, suburban, and rural communities through the work of thousands of residents, business people, government officials and other partners. NeighborWorks America works with several specialized capital corporations to build partnerships, develop loan products, and support financing vehicles that expand affordable housing opportunities in communities served by local NeighborWorks organizations. Background on Division/Program NeighborWorks America intends to convene its staff to address strategic directions, build cross-divisional communications and motivate staff for the years ahead.
Event Name & Dates: The following is an outline of the meeting specifications for the NeighborWorks America All Staff Meeting. NeighborWorks America All Staff Meeting Group arrival: October 10, (Afternoon) Meetings: October 11 13, Departure: October 13, ) A location within four to five blocks of a Washington DC area Metro stop is highly desirable. Approximately one-half of event participants will be commuting from the Washington DC metro area. Guestroom Requirements NeighborWorks America requires the guestrooms listed below per night and a housing list will be provided. These guestroom charges will be master billed; however, incidentals will be the responsibility of the participants. Room rate preferred: Government per diem or best available rate. NeighborWorks America is City, Federal and Hotel Occupancy tax exempt (documentation will be provided). NeighborWorks America will generate the contract with the Hotel. Guestroom Block: October 10, 2 October 11, 125-140 October 12, October 13, 125-140 100 October 14, 10 Pre-Function, Event Space, and Room Set-up Requirements Day One - 8:00 a.m. 24-hour hold and access required. One office room to include 500 to 1,500 square feet (set-up): (2) Two 6-ft skirted tables with 5 (five) chairs. Note: Office and storage room can be combined if the room is large enough to accommodate the set-up for both (1,000 to 1,500 square feet). Days Two and Three - 6:00 a.m. 24-hour hold and access required. One office room (set-up): (2) Two 6-ft skirted tables with 5 (five) chairs (500 to 1,500 square feet). One General Session Room: Banquet crescent rounds of eight (8) for 300 participants used for plenary sessions. Need a stage, podium, and a few chairs on the podium (8,500 to 9,000 square feet). One banquet room: Banquet rounds of eight (8) for 300 participants used for breakfast and lunch (7,500 to 8,000 square feet). One Pre-function/Registration area: Near General Session Room with room for (6) six to (8) eight 6-ft skirted tables (500 to 1,000 square feet).
(7) Seven breakout rooms (set-up): Head table with (2) two chairs and crescent rounds of eight (6-8) for a capacity of 48 to 54 participants in each room. Proposals with one or more additional breakout rooms will be considered favorably (1,300 to 1,600 square feet per room each). Day Four - 6:00 a.m. 24-hour prior hold and access required. One office room (set-up): (2) Two 6-ft skirted tables with 5 (five) chairs (500 to 1,500 square feet). One large banquet room: Banquet rounds of eight for 180 participants used for breakfast and lunch (2,750 to 4,000 square feet). (7) Seven Breakout Rooms (set-up): Head table with two chairs and crescent rounds of (8) eight for a capacity of 20-25 participants each room (800 to 1,500 square feet per room each). One Pre-function/Registration area: Near General Session Room with room for (6) six to (8) eight 6-ft skirted tables (500 to 1,000 square feet). Meeting Room Requirements Meeting rooms will have no columns or pillars obstructing vision Meeting rooms will accommodate Post It flip charts on walls with low-stick tape Group prefers as many meeting rooms with windows as possible. Note: Office room and storage room are not included in the breakout rooms required for the sessions. Signage: Every meeting room should have (1) one easel set outside for signage and additional easels for directional signage (group to provide signage). Décor: If applicable, banners may be hung in meeting spaces (group to provide banners). Include all costs associated with décor. Food and Beverage Requirements Government per diem menu or meeting planner package required. Breakfast: 7:30-8:30 a.m. for up to 300 people, seated Days 2-3 Breakfast: 7:30-8:30 a.m. for up to 180 people, seated Day 4 AM Break: 10:00 a.m. for up to 300 people Days 2-3 AM Break: 10:00 a.m. for up to 180 people Day 4 PM Break: 2:30 p.m. for up to 300 people Day 2 PM Break: 2:30 p.m. for up to 180 people Day 3 Lunch Break: 12:00 p.m. - 1:00 p.m. for up to 300 people, seated Days 2-3 Lunch Break: 12:00 p.m. - 1:00 p.m. for up to 180 people, seated Day 4 Evening Reception: for up to 250 people, reception food and cash bar Day 2
A/V Requirements: The General Session Room will require four (4) flip chart papers and stands; two (2) large screens and two (2) LCD projectors. Group will provide LCD projectors. Every breakout room requires - two (2) flip charts and stands; Group may also request one LCD and screen, however, Group will provide LCD projectors. Important NeighborWorks requires a 24-hour hold on all meeting and function space to accommodate special events and functions that will be determined approximately one month before the event and must be held at one property for the entire event. How to Submit a Proposal 1. Hotels are required to submit the questionnaire entitled NeighborWorks America All Staff Meeting. 2. The proposal shall include all costs associated with Food & Beverage and list any restaurants in the surrounding area and the distance from the facility. 3. The proposal shall include meeting room policy and all costs associated with other set-up requirements. 4. The proposal shall include all costs associated with A/V requirements including, if needed, Internet, phone and power, as well as a list of outside A/V companies that work for your facility. 5. The required questionnaire must be completed on or before Friday, April 3, 2015 by 5:00 p.m. EST. Information submitted without the questionnaire will not be considered for review. Please provide bid expiration date. 6. Questions or inquiries regarding the RFP or questionnaire should be sent to the following e-mail address ttaylor@nw.org no later than Friday, March 27, 2015 no later than 5:00 PM ET. Proposal Evaluation and Selection Process/Basis of Award NeighborWorks America reserves the right to determine which bidders have met the requirements of this RFP. In addition, NeighborWorks America may reject, in whole or in part, any and all proposals, waive minor irregularities in proposals, allow a bidder to correct minor irregularities and negotiate with all responsible efforts in any matter deemed necessary to serve the best interest of NeighborWorks America. NeighborWorks America reserves the right to reject any and all proposals when such rejection is in the interest of NeighborWorks America, to reject the proposal of a bidder who has not met the prerequisites of the bid proposal or who has previously failed to perform properly or complete on time contracts of a similar nature, and to reject the proposal of a bidder who is not, in the sole opinion of NeighborWorks America, able to perform the contract to the sole satisfaction of NeighborWorks America.
NeighborWorks America also reserves the right to waive any informalities and technicalities in the bidding. NeighborWorks America reserves the right, however, to award the contract in accordance with its best interest, and will not be required to accept the lowest bid. NeighborWorks may, upon its discretion, establish a competitive range of qualified proposals for award consideration. NeighborWorks will not conduct discussions or negotiations with firms not within the competitive range and those firms will not be considered for award. Proposals will be evaluated using the following criteria: Organizational and technical capacity of the vendor (support, responsiveness, follow-up) Ability to provide all the services requested Evidence of successfully conducting similar services for other agencies, companies or organizations Preference will be given to U.S. General Services Administration Schedule contractors Statement/record of Equal Opportunity/Affirmative Action Facility meeting Greening Requirements (Green Hotel Certification Program, Hotel Linen Program, no wax to go cups and hotel-sponsored recycle bins) Summary of Key Dates re: Submission of Proposals Questions submitted to NeighborWorks Friday, March 27, 2015 no later than 5:00 PM ET Answers posted to NeighborWorks.org Tuesday, March 31, 2015 Deadline for submission of proposals Friday, April 7, 2015 no later than 5:00 PM ET Qualified bidders will be alerted to schedule changes. Contact All inquiries and bid submittals should be directed to: Tara Taylor, Senior Meetings Specialist, Training Division ttaylor@nw.org 202-760-4229