INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS (IFES) Request for Proposals for U.S. Election Program and Global Electoral Organization Conference

Transcription

1 INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS (IFES) Request for Proposals for U.S. Election Program and Global Electoral Organization Conference Revision 1 December 18, 2015

2 TABLE OF CONTENTS 1 INTRODUCTION...3 PURPOSE...3 COVERAGE & PARTICIPATION GENERAL INFORMATION...3 THE ORGANIZATION...3 SCHEDULE OF EVENTS PROPOSAL PREPARATION INSTRUCTIONS...3 SERVICE PROVIDER S UNDERSTANDING OF THE INQUIRY...3 GOOD FAITH STATEMENT...4 COMMUNICATION...4 PROPOSAL SUBMISSION...5 CRITERIA FOR SELECTION...5 SELECTION AND NOTIFICATION SCOPE OF WORK FUNCTIONAL REQUIREMENTS TIMELINE LOCATION SPACE PLANNING MEAL LOGISTICS BUILDING ACCESS FEDERAL GUIDELINES QUALIFICATIONS & REFERENCES BUDGET & ESTIMATED PRICING ADDITIONAL TERMS & CONDITIONS NON-DISCLOSURE AGREEMENT COSTS INTELLECTUAL PROPERTY SERVICE PROVIDER S RESPONSES PARTIAL AWARDING NO LIABILITY ENTIRE RFP SERVICE PROVIDER CERTIFICATION SCHEDULE A Page 2 of 23

3 1 INTRODUCTION Purpose The purpose of this Request for Proposals (RFP) is to invite prospective service providers to submit a proposal for the U.S. Election Program and Global Electoral Organization Conference in the Washington, DC area. The RFP provides service providers with the relevant operational and performance requirements. Coverage & Participation IFES reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation prior to the award without prior notification at any time without any liability or obligation of any kind or amount. 2 GENERAL INFORMATION The Organization The International Foundation for Electoral Systems (IFES) is an independent, non-governmental organization providing professional support to electoral democracy. IFES promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle worldwide to enhance citizen participation and strengthen civil societies, governance and transparency. Schedule of Events The following tentative schedule will apply to this RFP, but it may change in accordance with the IFES needs or unforeseen circumstances. Changes will be communicated by to all bidders. Issuance of RFP on Monday, December 14 Technical Questions/Inquiries Due by Tuesday, January 5 at 11:59 p.m. EST Answers/Addenda from IFES on Friday, January 8 RFP Closes on Thursday, January 14 at 11:59 p.m. EST 3 PROPOSAL PREPARATION INSTRUCTIONS Service Provider s Understanding of the Inquiry In responding to this RFP, the service provider accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to IFES as necessary to gain such understanding. IFES reserves the right to disqualify any service provider who demonstrates less than such understanding. Further, IFES reserves the right to determine, at its sole discretion, whether the service provider has demonstrated such understanding. Such disqualification shall be at no fault, cost, or liability whatsoever to IFES. Page 3 of 23

4 Good Faith Statement All information provided by IFES in this RFP is offered in good faith. Individual items are subject to change at any time. IFES makes no certification that any item is without error. IFES is not responsible or liable for any use of the information or for any claims asserted there from. Communication Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication Notice of Intention: Service providers interested in bidding to this RFP are encouraged to notify IFES of their interest as soon as possible by filling and sending to the contact below the Notice of Intention herewith attached as Schedule A. However, the Notice of Intention is not mandatory and is does not legally bind the interested service providers. Attention: Josh Hayes Fax: jmhayes@ifes.org Service Providers Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between IFES and Service Providers as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to: Attention: Josh Hayes Fax: jmhayes@ifes.org Formal Communications shall include, but are not limited to: Questions concerning this RFP must be submitted in writing. Errors and omissions in this RFP and enhancements. Service Providers shall recommend to IFES any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, Service Providers shall recommend to IFES any enhancements, which might be in IFES best interests. Inquiries about technical interpretations must be submitted in writing. Addenda to this RFP Addenda: IFES will make a good-faith effort to provide a written response to the questions or request for clarification that requires addenda per the Schedule of Events in 2.2. Page 4 of 23

5 Proposal Submission It is mandatory for bidders to send proposals electronic copy via to Josh Hayes at prior to the closing date and time shown in the Schedule of Events in 2.2. Criteria for Selection The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply IFES with the product and/or service identified in the Scope of Work. Evaluation Criteria: 1. Space Functionality 40 points Layout of meeting space and rooms; proximity of rooms to each other; accessibility 2. Price 40 points IFES will create a total cost estimate based on the proposal 3. Location 20 points See section 5.2 Selection and Notification Service Providers determined by IFES who possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these Service Providers via mail. Those Service Providers not selected for the negotiation phase will not be notified. 4 SCOPE OF WORK Background: Over a five-day period scheduled from Sunday, November 6, through Thursday, November 10, 2016, in Washington, D.C., the International Foundation for Electoral Systems (IFES) will host the 2016 United States Election Program (USEP) and Global Electoral Organization Conference (GEO). Both activities will bring together election officials, academics and experts from around the world for the 58th quadrennial U.S. presidential election. Functionality: IFES seeks a venue that will accommodate an estimated 450 participants during the Sunday, Monday, Wednesday, and Thursday sessions; with potential increase in participation on Tuesday, Election Day. On-site preparation and set-up will begin on Saturday, November 5, The actual activities will begin on Sunday, November 6, and conclude on Thursday, November 10, However, some guests may stay beyond the end of the activities. The event consists of plenary sessions with a number of evening receptions. IFES will also provide tours of polling stations in D.C., Virginia and Maryland on Election Day (touring limited to morning visits); therefore, a staging area is required for buses. Page 5 of 23

6 Day 1 Saturday, November 5, 2016 (Pre-conference set-up) Staff office and storage applies throughout conference from 9:00 a.m. end of afternoon or evening activities a) Four skirted rectangular tables with eight chairs b) Ethernet access to Internet for at least two computers Food and Beverage Water, coffee, tea, snacks (10 people) Early arrivals, program registration and exhibitor set-up applies throughout conference from 9:00 a.m. 5:00 p.m. Open area adjacent to plenary session meeting rooms with space for backdrop a) Four skirted rectangular tables and eight chairs for registration throughout conference b) Accommodate one-skirted, rectangular tabletop exhibit with chair(s) for as many as 20 exhibitors throughout conference c) Electrical outlet for computer and printer Ethernet access to Internet d) Twenty (20) easels for directional signs e) Drop cloths to cover registration area materials President & CEO meeting room applies throughout conference from 9:00 a.m. 5:00 p.m. a) Large rectangular conference room table and chairs for ten (10) people b) Two flagpoles with stable stands c) Internet access Food and Beverage Water, coffee, tea, snacks and lunch service buffet style (back of the room) Day 1 Saturday, November 5, 2016 (pre-conference set-up continues) Two small prayer rooms applies throughout conference from 9:00 a.m. 5:00 p.m. a) Empty room b) Fresh flowers Coat check applies throughout conference from 9:00 a.m. 5:00 p.m. a) Accommodation for guests *End set up Page 6 of 23

7 Day 2 Sunday, November 6, 2016 (conference opening) USEP Plenary 1: Opening Remarks/Welcome, Overview: 2:00 p.m. 3:30 p.m. Large room classroom style 450 people k) Multbox/audio mixer with all necessary power supply and cabling Afternoon Break: 3:35 p.m. 3:55 p.m. Common area outside plenary session meeting room Coffee, tea and water service assortment of snacks (please include vegetarian options) USEP Plenary 2: Topic to be determined 4:00 p.m. 5:00 p.m. Large room classroom style 450 people Page 7 of 23

8 k) Multbox/audio mixer with all necessary power supply and cabling USEP Welcome Reception: 7:00 p.m. 8:30 p.m. Large Ballroom mixed standing to include scattered tables and seating 450 people a. Cocktail tables, round tables, and chairs b. Calls for a wheelchair accessible stage with podium and microphone for speaker remarks c. Space and support for branded step and repeat behind stage d. Pipe and drape behind stage e. Small riser in the back of the room to support two people to video tape (additional riser if f. Press to talk, microphone accessible at speaker s podium and two hand held microphones for audience use for Q&A g. Supports up to four interpreter booths (6 x3 ) each equipped for two interpreters h. Provide one 6 table and two chairs per booth plus one technician table with 2 chairs i. A line level audio feed from interpretation booth microphones j. Microphone stands; multbox/audio mixer with all necessary power supply and cabling k. Ethernet access to Internet for one computer in the rear (provide pricing options for hard wired and wireless Internet access) l. Multbox/audio mixer with all necessary power supply and cabling Food and Beverage: Present heavy hors d'oeuvres menu (both passed and at food stations), provide per person and hourly pricing Present all vegetarian and Halal options Open bar services, provide per person and hourly cost Flower centerpieces *End - no additional activities scheduled Day 3 Monday, November 7, 2016 (conference continues) USEP Plenary 3: Topic to be determined 9:00 a.m. 10:30 a.m. Large room classroom style 450 people Page 8 of 23

9 k) Multbox/audio mixer with all necessary power supply and cabling American breakfast for 450 people set up in common area outside plenary session meeting room Coffee, tea and water service Present all vegetarian and Halal options Morning Break: 10:35 a.m. 10:55 a.m. Common area outside plenary session meeting room Coffee, tea and water service assortment of snacks (please include vegetarian options) USEP Plenary 4: Topic to be determined 11:00 a.m. 12:30 p.m. Large room classroom style 450 people k) Multbox/audio mixer with all necessary power supply and cabling USEP Lunch: 12:35 p.m. 1:55 p.m. Must be held in separate space from plenary session Food served buffet style at the back of the room 45 round tables with 10 chairs each, banquet style Page 9 of 23

10 Present all vegetarian and Halal options as well as rice options USEP Plenary 5: Topic to be determined 2:00 p.m. 3:30 p.m. Large room classroom style 450 people k) Multbox/audio mixer with all necessary power supply and cabling Afternoon Break: 3:35 p.m. 3:55 p.m. Common area outside plenary session meeting room Coffee, tea and water service assortment of snacks (please include vegetarian options) USEP Plenary 6: Topic to be determined 4:00 p.m. 5:30 p.m. Large room classroom style 450 people Page 10 of 23

11 k) Multbox/audio mixer with all necessary power supply and cabling USEP Election Simulation 5:30 p.m. 6:00 p.m. a. Room to accommodate people for simulation on voting process for persons with disabilities b. Between rectangular tables with mixed sized tables as well such as high top tables c. Chairs to accommodate chairs behind rectangular tables d. One small riser e. 4-6 wheelchairs *End - no additional activities scheduled Day 4 Tuesday, November 8, 2016 (Election Day conference activities) USEP Election Day Breakfast Briefing: 8:00 a.m. 9:30 a.m. Large room banquet style minimum 450 people (more guests expected) Round tables and 10 chairs per table Plated breakfast served for a minimum of 450 people Coffee, tea and water service Present all vegetarian and Halal options Election Day Tours 9:30 a.m. 1:30 p.m. IFES will take visitors on an exclusive morning only tour of polling stations in Washington, D.C., Maryland and Virginia Page 11 of 23

12 Staging area needs: a. Identify best and easiest access to accommodate staging area for buses to transport participants to and from venues as specified in participant agenda USEP Lunch: 1:30 p.m. 3:30 p.m. Must be held in separate space from plenary session Food served buffet style at the back of the room 45 round tables with 10 chairs each, banquet style Present all vegetarian and Halal options as well as rice options 3:30 p.m. 7:00 p.m. No activities, down time prior to evening event Day 4 Tuesday, November 8, 2016, (Election Day conference activities continued) Baxter Award and Election Night Reception combined 7:00 p.m. 10:00 p.m. Large Ballroom mixed standing to include scattered tables and seating people a. Cocktail tables, round tables, and chairs b. Calls for a wheelchair accessible stage with podium and microphone for speaker remarks c. Space and support for branded step and repeat behind stage d. Pipe and drape behind stage e. Small riser in the back of the room to support two people to video tape (additional riser if f. Press to talk, microphone accessible at speaker s podium and two hand held microphones for audience use for Q&A g. Supports up to four interpreter booths (6 x3 ) each equipped for two interpreters h. Provide one 6 table and two chairs per booth plus one technician table with 2 chairs i. A line level audio feed from interpretation booth microphones j. Microphone stands; multbox/audio mixer with all necessary power supply and cabling k. Ethernet access to Internet for one computer in the rear (provide pricing options for hard wired and wireless Internet access) l. Multbox/audio mixer with all necessary power supply and cabling m. Multiple screens to stream election results from a minimum of six different television news channels n. Primary screen approximately 7 5 wide by 10 tall and all necessary screen dressings, pipe and drape, cables and long throw LCD projector with a minimum of 3,000 lumens o. Two flag poles with stable bases p. Multbox/audio mixer with all necessary power supply and cabling Page 12 of 23

13 Food and Beverage: Present heavy hors d'oeuvres menu (both passed and at food stations), provide per person and hourly pricing Present all vegetarian and Halal options Open bar services, provide per person and hourly cost Flower centerpieces *End - no additional activities scheduled Day 5 Wednesday, November 9, 2016 (Election Day results overview) USEP Breakfast Election Review: Results, Reflections and Reactions: 9:00 a.m. 10:30 a.m. Large room banquet style 450 people Round tables and 10 chairs per table Plated breakfast served for 450 people Coffee, tea and water service Present all vegetarian and Halal options Morning Break: 10:35 a.m. 10:55 a.m. Common area outside plenary session meeting room Coffee, tea and water service assortment of snacks (please include vegetarian options) Page 13 of 23

14 USEP Plenary 7: Topic to be determined 11:00 a.m. 12:30 p.m. Large room banquet style 450 people USEP Closing Remarks: 12:30 p.m. 12:45 p.m. Boxed Lunch: 12:30 p.m. 1:30 p.m. Common area outside plenary session meeting room Boxed lunch for 450 people Coffee, tea and water service Present all vegetarian and Halal options *USEP concludes *1:30 p.m. 3:00 p.m. Free time prior to start of GEO Conference GEO Plenary 1: Topic to be determined 3:30 p.m. 5:00 p.m. Large room classroom style 450 people Page 14 of 23

15 k) Multbox/audio mixer with all necessary power supply and cabling GEO Welcome Reception: 6:30 p.m. 8:00 p.m. Large Ballroom mixed standing to include scattered tables and seating 450 people a) Cocktail tables, round tables, and chairs b) Calls for a wheelchair accessible stage with podium and microphone for speaker remarks c) Space and support for branded step and repeat behind stage d) Pipe and drape behind stage e) Small riser in the back of the room to support two people to video tape (additional riser if f) Press to talk, microphone accessible at speaker s podium and two hand held microphones for audience use for Q&A g) Supports up to four interpreter booths (6 x3 ) each equipped for two interpreters h) Provide one 6 table and two chairs per booth plus one technician table with 2 chairs i) A line level audio feed from interpretation booth microphones j) Microphone stands; multbox/audio mixer with all necessary power supply and cabling k) Ethernet access to Internet for one computer in the rear (provide pricing options for hard wired and wireless Internet access) l) Multbox/audio mixer with all necessary power supply and cabling *End - no additional activities scheduled Day 6 Thursday, November 10, 2016 GEO Plenary 2: Topic to be determined 9:00 a.m. 10:30 a.m. Large room classroom style 450 people Page 15 of 23

16 k) Multbox/audio mixer with all necessary power supply and cabling American breakfast for 450 people set up in common area outside plenary session meeting room Coffee, tea and water service Present all vegetarian and Halal options Morning Break: 10:35 a.m. 10:55 a.m. Common area outside plenary session meeting room Coffee, tea and water service assortment of snacks (please include vegetarian options) GEO Plenary 3: Topic to be determined 11:00 a.m. 12:30 p.m. Large room classroom style 450 people k) Multbox/audio mixer with all necessary power supply and cabling Page 16 of 23

17 GEO Lunch: 12:35 p.m. 1:55 p.m. Must be held in separate space from plenary session Food served buffet style at the back of the room 45 round tables with 10 chairs each, banquet style Present all vegetarian and Halal options as well as rice options GEO Plenary 4: Topic to be determined 2:00 p.m. 3:30 p.m. Large room classroom style 450 people k) Multbox/audio mixer with all necessary power supply and cabling Afternoon Break: 3:35 p.m. 3:55 p.m. Common area outside plenary session meeting room Coffee, tea and water service assortment of snacks (please include vegetarian options) GEO Plenary 5: Topic to be determined 4:00 p.m. 5:30 p.m. Large room classroom style 450 people Page 17 of 23

18 k) Multbox/audio mixer with all necessary power supply and cabling GEO Closing Remarks: 5:30 p.m. 5:45 p.m. *End - no additional activities scheduled 5 FUNCTIONAL REQUIREMENTS Timeline On-site preparation and set-up will begin on Saturday, November 5, The actual activities will begin on Sunday, November 6, and conclude on Thursday, November 10, Location IFES strongly prefers for the venue to be Metro accessible. The venue should be approximately a 10- minute walk from the nearest Metro station. Space Planning 1. Detailed floor plan with all specifications/layout options for event spaces is required 2. Preference will be given to venues that can host all events on one floor/level 3. Confirm availability of access ramps for wheelchair access Meal Logistics 1. Separate banquet style lunch area with buffet service 2. Note individual set-up requirements per day 3. All breaks to be held outside of plenary meeting room in common area 4. Present vegetarian and Halal menu options for all meals Building Access 1. Flexibility on times to enter and depart premises/offices/meeting spaces throughout event 2. Loading dock access policy outlined 3. Identify best and easiest access to accommodate staging areas for buses to transport participants to and from event venues as specified in participant agenda Page 18 of 23

19 Federal Guidelines 1. Meet all compliance requirements of the Americans with Disabilities Act (ADA) 2. Confirm guarantee of government per diem rate (or lower) for hotel rates per State Department guidelines for November QUALIFICATIONS & REFERENCES The applying service provider must provide the following information in order for their proposal to be considered: 1. A brief outline of the company and services offered, including: Full legal name and address of the company Full legal name of company s majority owner and country of current residence Registration Documents U.S. companies must indicate if they are a registered Small Business (Woman owned, veteran-owned, Minority-owned, Disabled, Service Disabled Veteran-owned) 2. Evidence of successful completion of a project of a similar size and complexity. 3. References: Contact information for no less than three references from projects similar in size, application, and scope and a brief description of their implementation (including location and year) 7 BUDGET & ESTIMATED PRICING The applying Service Provider fill out the following cost breakdown for the implementation of their solution for IFES s project as described in this RFP. The Service Provider must agree to keep these prices valid for minimum 90 calendar days. Pricing must be in US Dollars (USD). Unit prices are required and in the case of discrepancies between unit price and total price, the unit price will be taken as reference basis in the evaluation. Technical Specifications must be shown per each item. Service Providers should include the following pricing information: 1. Food and Beverage Menu a. Provide per person pricing and menu for meal(s), coffee service/break(s) hors d oeuvres as well as beverage and bar services b. Indicate latest date we can increase and/or decrease number of food or beverage count(s) 2. Meeting Space costs for the duration of the event 3. Guest Room cost matrix, indicating nightly rate by room type a. Verify total number of available hotel guestrooms b. Detail number of available hotel executive and junior suites c. IFES requires a block of 150 rooms d. Guestroom commitment (run of house, provide single and double rates) e. Confirm guarantee of government per diem rate (or lower) per State Department guidelines for November 2016 Page 19 of 23

20 f. Please answer: The hotel will provide (how many?) complimentary room(s) for a food and beverage minimum of USD $ g. Provide attrition as a percentage of total commitment h. Authorize cash in lieu of credit cards for security deposit and/or incidental charges as needed i. Detail check in and check-out time. Is early check in and late check out offered (subject to availability)? If so, please specify the times j. Indicate latest date we can increase and/or decrease number of rooms guaranteed k. Breakfast must be included unless otherwise provided for in final agenda l. Is wireless Internet available in rooms? Cost? If so, specify the charge 4. A/V cost estimate, based on the Scope of Work 5. Unit prices on the following items: No. Item Description QTY Units Unit Cost 1. Valet services 1 1 vehicle Parking - hourly 1 1 hour Parking - overnight 1 1 night 4. Shuttle service venue/iad 1 1 roundtrip Shuttle service venue/dca 1 1 roundtrip Internet hard wired 1 1 connection Internet - wireless 1 1 connection Coat Check 1 1 hour 9. Floral Arrangement (provide illustrative options) 1 1 piece 6. Detail any additional fees Page 20 of 23

21 8 ADDITIONAL TERMS & CONDITIONS Non-Disclosure Agreement IFES reserves the right to require the Service Provider to enter into a non-disclosure agreement. Costs The RFP does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by a Service Provider or third parties, in connection with the Response. All Responses and supporting documentation shall become the property of IFES, subject to claims of confidentiality in respect of the Response and supporting documentation. Intellectual Property The Respondent should not use any intellectual property of IFES including, but not limited to, all logos, registered trademarks, or trade names of IFES, at any time without the prior written approval of IFES, as appropriate. Service Provider s Responses All accepted Responses shall become the property of IFES and will not be returned. Partial Awarding IFES reserves the right to accept all or part of the quotation when awarding the purchase order. No Liability IFES reserve the right to accept or reject any quotation or stop the procurement process at any time, without assigning any reason or liability. IFES shall not be liable to any Service Provider, person, or entity for any losses, expenses, costs, claims, or damages of any kind: Arising out of, by reason of, or attributable to, the Service Provider responding to this RFP; or As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process. Entire RFP This RFP, any addenda to it, and any attached schedules, constitute the entire RFP. Page 21 of 23

22 9 Service Provider Certification This certification attests to the Service Provider s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein. The Service Provider must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company. This proposal is submitted in response to issued by IFES. The undersigned is a duly authorized officer, hereby certifies that: (Service Provider Name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 90 calendar days. The undersigned further certify that their firm (check one): IS IS NOT currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify IFES of any change in this status, should one occur, until such time as an award has been made under this procurement action. Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are: Name: Signature: Name: Signature: Signature of Authorized Officer: Name: Signature: Title: Date: Title: Date: Title: Date: Page 22 of 23

23 SCHEDULE A NOTICE OF INTENTION From: Name: Contact: Phone: Fax: [INSERT COMPANY NAME] [INSERT NAME OF AUTHORIZED REPRESENTATIVE] [INSERT TELEPHONE NO.] [INSERT FAX NO.] [INSERT ] Please state your intention with regard to the subject Request for Proposals by selecting one of the following: [ ] Intends to respond to IFES Request for Proposal [ ] Does not intend to respond to IFES Request for Proposal TO: International Foundation for Electoral Systems Attention: Josh Hayes Fax: jmhayes@ifes.org Page 23 of 23