RFP Details RFP Name FCC Services LDP LI-31 Session 3 Response Due Date Decision Date RFP Type RFP Code Description Decision Factors Billing Information Concessions / Contractual Requirements Tue, 18-Apr-2017 Wed, 31-May-2017 Space and Sleeping Rooms FGND6BDWX66 I prefer to receive proposals through Cvent and will give those proposals priority because it allows me to respond more easily. Client will select the hotel that offers the best combination of function space (meeting sq. footage requirements), flow of space, concessions, and overall product (rooms, space, service). ~ Group will require a master account for meeting charges and designated guestroom charges (attendees pay own room charges). Please make sure to address all of the following items in your response, specifying what you are offering for each: ~ Maximum allowable attrition (20% or better) ~ 21-day cutoff for reservations; reservations will be individual call-in with a rooming list for staff/vip's ~ Complimentary function space with F&B minimum, to include a 24-hour hold on the meeting room ~Complimentary internet in meeting room ~ Group rate offered 3 days pre/post Event dates, subject to hotel availability ~ Complimentary access to Hotel's fitness center ~ Complimentary wireless high speed Internet access in all of the guestrooms ~ 10% discount on published catering menu pricing ~ 25% discount on published audio visual pricing ~ Group may bring in one LCD projector at no charge for all meeting rooms ~ Two (2) staff rooms at a 50% discount off of the group rate, or better ~ No charge for shipping/receiving for up to 5 (or more) boxes ~ One (1) complimentary power strip ~ One (1) complimentary unit for every forty (40) revenue-producing guestrooms on a cumulative basis ~ One (1) microphone in meeting room at no charge including mixer required for house sound ~ Group will provide specific contract clauses to be incorporated into the contract, including, but not limited to: * Date change clause * Rebooking clause * Relocation clause * Renovation/construction clause Key Contact Information Contact Name Mary Medcraft Email Address mmedcraft@helmsbriscoe.co m Organization HelmsBriscoe Phone 651.437.7367 Title Preferred Contact Method Senior Director, Global Accounts Cvent, Email, Phone Address P.O. Box 53 Hastings, MN 55033 USA Page 1 of 8
Organization Information Organization Name Organization Type Address Events / Year 0 Organization Information Corporate 7951 E. Maplewood Ave. Suite 225 Greenwood Village, CO 80111 USA www.fccservices.com Event Information Event Name FCC Services LDP LI-31 Session 3 Total Attendees 30 Event Type Commission Event History Other Yes The planner has indicated that this event has been held before, but did not provide event history details. Dates Flexible? Contract Signature Location No Event Dates Mon, 16 Apr 2018 - Fri, 20 Apr 2018 Destinations Under Consideration Greenwood Village, CO Chicago Louisville Oklahoma City Chaleston Attendee Profile Attendance anticipated to be 28-30 Additional Information History: FCCServices conducts a number of Leadership Development Programs throughout the year; each series has four sessions. Recent programs include: 03-08-2016 - Hotel Contessa, San Antonio 03-15-2016 - Omni Interlocken, Denver, CO 03-22-2016 - Embassy Suites Denver Downtown 09-27-2016 - Westin, Portland, OR 10-4-2016 - Hyatt French Quarter, NO 08-23-2016 - Hyatt Regency Jersey City, NJ 10-20-2016 - InterContinental New Orleans 11-08-2016 - The Brown Palace, Denver CO 12-13-2016 - Westin Gaslamp, San Diego Page 2 of 8
Sleeping Room Requirements Day Mon, 16-Apr- 2018 Any (Run Of House) Single (1 Bed) Double (2 Beds) Suite Staff 28 2 Tue, 17-Apr-2018 28 2 Wed, 18-Apr- 2018 28 2 Thu, 19-Apr-2018 28 2 Room Occupancy - Single - - Single Check-in Date Mon, 16-Apr-2018 Total Room Nights 120 Peak Room Nights 30 Additional Information Please refer to "Concessions/Contractual Requirements" section of the RFP for additional information. Page 3 of 8
Room Requirements Start Date Mon, 16-Apr-2018 Day Time Agenda Item Room Request Mon, 16-Apr-2018 3:00 PM-9:30 PM Room Setup Notes or Exceptions: 1 Crescent rounds of 5, maximum. Set in a W shape. 2. s in back corner of room. 3. Staff table in back of room. Please see specifics below *Very important* Tue, 17-Apr-2018 6:30 AM-7:30 AM fast Notes or Exceptions: Hot breakfast with proteins (eggs, fruit, sausage, bacon.) Can do continental as long as we add a hot item and meat. Bring any leftover non-perishables and coffee into meeting room at 9:30am Coffee from breakfast to be brought into room at 7:50am and not refilled at break unless empty See Below Tue, 17-Apr-2018 7:30 AM-4:30 PM Notes or Exceptions: 1. Crescent rounds of 5, maximum. Set in a W shape. 2. s in back corner of room. 3. Staff table in back of room. **See notes below Tue, 17-Apr-2018 10:00 AM-10:30 AM AM Tue, 17-Apr-2018 12:00 PM-1:00 PM Lunch Lunch Notes or Exceptions: Buffet with choice better, but plated ok if better pricing. Include HOT items, not just deli sandwiches (chicken, pork tenderloin, beef items). Dessert from lunch to be packaged and brought in for PM o Do Not serve with luncheon o Like Cheesecake (fav), torte, apple crisp, etc. Tue, 17-Apr-2018 2:30 PM-3:00 PM PM Wed, 18-Apr-2018 6:30 AM-7:30 AM fast Notes or Exceptions: Hot breakfast with proteins (eggs, fruit, sausage, bacon.) Can do continental as long as we add a hot item and meat. Bring any leftover non-perishables and coffee into meeting room at 9:30am Coffee from breakfast to be brought into room at 7:50am and not refilled at break unless empty See Below Wed, 18-Apr-2018 8:00 AM-4:00 PM Notes or Exceptions: 1. Crescent rounds of 5, maximum. Set in a W shape. 2. s in back corner of room. 3. Staff table in back of room. 1,300 Sq. Ft. / Rounds (Room Required) 1,300 Sq. Ft. / Rounds of 8 (Room Required) Rounds (Room Required) 1,300 Sq. Ft. / Page 4 of 8
Wed, 18-Apr-2018 10:00 AM-10:30 AM AM Wed, 18-Apr-2018 12:00 PM-1:00 PM Lunch Lunch Notes or Exceptions: Buffet with choice better, but plated ok if better pricing. Include HOT items, not just deli sandwiches (chicken, pork tenderloin, beef items). Dessert from lunch to be packaged and brought in for PM o Do Not serve with luncheon o Like Cheesecake (fav), torte, apple crisp, etc. Wed, 18-Apr-2018 2:30 PM-3:00 PM PM Thu, 19-Apr-2018 6:30 AM-7:30 AM fast Notes or Exceptions: Hot breakfast with proteins (eggs, fruit, sausage, bacon.) Can do continental as long as we add a hot item and meat. Bring any leftover non-perishables and coffee into meeting room at 9:30am Coffee from breakfast to be brought into room at 7:50am and not refilled at break unless empty See Below Thu, 19-Apr-2018 8:00 AM-4:00 PM Thu, 19-Apr-2018 10:00 AM-10:30 AM AM Thu, 19-Apr-2018 12:00 PM-1:00 PM Lunch Lunch Notes or Exceptions: Buffet with choice better, but plated ok if better pricing. Include HOT items, not just deli sandwiches (chicken, pork tenderloin, beef items). Dessert from lunch to be packaged and brought in for PM o Do Not serve with luncheon o Like Cheesecake (fav), torte, apple crisp, etc. Thu, 19-Apr-2018 2:30 PM-3:00 PM PM Fri, 20-Apr-2018 6:30 AM-7:30 AM fast Notes or Exceptions: Hot breakfast with proteins (eggs, fruit, sausage, bacon.) Can do continental as long as we add a hot item and meat. Bring any leftover non-perishables and coffee into meeting room at 9:30am Coffee from breakfast to be brought into room at 7:50am and not refilled at break unless empty See Below Fri, 20-Apr-2018 8:00 AM-4:00 PM Rounds of 8 (Room Required) Rounds (Room Required) 1,300 Sq. Ft. / Rounds of 8 (Room Required) Rounds (Room Required) 1,300 Sq. Ft. / Page 5 of 8
Fri, 20-Apr-2018 10:00 AM-10:30 AM AM A/V Needs Additional Information Group would like to bring own LCD Projector at no charge Always have Post It style flipcharts Wifi is required for all attendees room must be listed in Cvent to be considered MEETING NOTES: ~ room must be at least 1300 sq ft ~ Prefer 12 foot ceilings and windows ~ 24-hour hold on meeting room is required ~ s inside meeting room ~ SEPARATE room needed for lunch and experiential learning session if available. 24-hour hold Prefer separate room for meals, but can do outside meeting room if necessary Prefer not to have long skinny rooms o If we have a long skinny room, room needs to have AV on long Wall, and tables need to be in augmented W format to allow for all participants to see the screen COMP WI-FI REQUIRED for all meeting attendees If 26 or more participants, 6 crescent rounds of 5ppl o Use augmented W set or diamond per below If 25 or less participants, 5 crescent rounds of 5ppl o Use U set Always have Post-It style flipcharts BREAKFAST NOTE: Please advise if breakfast can be included in the room rate using hotel's breakfast buffet Always HOT breakfast with proteins (eggs, fruit, sausage, bacon). Can do continental as long as we add a hot item and meat. Bring leftover breakfast non-perishables and coffee into meeting room at 9:30am. Key: Coffee from breakfast to be brought to room at 7:50 and not refilled at break unless empty LUNCH NOTES: Buffet with choice better, but plated ok if better pricing. Include HOT items, not just deli sandwiches (chicken, pork tenderloin, beef items). Dessert from lunch to be packaged and brought in for PM o Do Not serve with luncheon Like Cheesecake (fav), torte, apple crisp Page 6 of 8
Additional Questions 1. Rates quoted are applicable days pre-meeting. (Comment) (Required) 2. Rates quoted are applicable days post-meeting. (Comment) (Required) 3. Please advise of your property s current AAA Diamond Rating and, if applicable, Forbes/Mobil Star Rating. (Comment) (Required) 4. Please provide any additional relevant details about the proposed function space - for example: ~ Are there windows or other features in any of the proposed meeting rooms? ~ Are there pillars or other obstructions in any of the proposed meeting rooms? ~ Is all proposed function space on the same floor? ~ Is any of the proposed function space below ground level? (Comment) (Required) 5. Please advise of any meeting room rentals or mandatory setup charges associated with the proposed space, if applicable. (Comment) (Required) 6. Are you offering a 24-hour hold on the meeting room starting in the afternoon on the first arrival day and through the conclusion of the program? (Single choice) (Required) [ ] Yes [ ] No 7. Please advise of availability and pricing for the following F&B option: A CMP package to include breakfast lunch, and am/pm continuous breaks (Comment) (Required) 8. Please advise of availability and pricing for the following F&B option: A la carte pricing for am/pm continuous breaks and lunch, plus a $15 per person breakfast coupon (charged only on consumption), if the hotel does not offer a complimentary breakfast (Comment) (Required) 9. Please advise of banquet menu pricing - include a link to online menus and/or attach a copy of banquet menus to your response. ** If neither of these is an option, indicate below your current banquet menu pricing for breakfast, lunch, dinner, breaks, and receptions. As applicable, please detail buffet vs. plated service costs. (Comment) (Required) 10. Please advise of availability and pricing of wired and wireless internet in guestrooms and in the function space. (Comment) (Required) 11. Please advise of availability of complimentary wired and wireless internet in guestrooms and in the function space. If not available, please advise of pricing (Comment) (Required) 12. Please advise of any additional charges (e.g. resort fee, porterage, housekeeping gratuity) and what is included with the charge. Please indicate if these are mandatory or optional. (Comment) (Required) 13. Please indicate availability and pricing per day for self parking and valet parking. (Comment) (Required) 14. Please advise of the nearest major airport and the distance from your property in miles and minutes. Also, please indicate average round-trip shuttle and/or taxi costs. (Comment) (Required) 15. If not already answered in the "Concessions/Contractual Requirements" section, please advise of the concessions and/or incentives you are proposing for this program. Please keep in mind the specific requests outlined on the RFP and make sure to address all of them. (Comment) (Required) 16. Please advise of any currently published meeting planner incentive programs being offered by hotel including items such as rebates, choice of additional concessions and hotel or frequent flyer points. ( (Comment) (Required) 17. Please advise of any recently completed renovations or scheduled upcoming renovations. (Comment) (Required) 18. Is your hotel union or non-union? (Single choice) (Required) [ ] Union [ ] Non-union 19. HelmsBriscoe is acting with full consent and the client is aware of the placement fee payable to HelmsBriscoe by your organization. Please indicate your agreement to the following statement. (Multiple choice) (Required) [ ] I agree that HelmsBriscoe will be paid a placement fee based on the negotiated percentage of all items payable including but not limited to actual room revenue consumed. Actual room revenue consumed includes all room revenue generated by this group, including rooms consumed over the contracted amount and rooms credited to the group after cutoff. This placement fee is due to HelmsBriscoe regardless of the method of reservation utilized or rate paid by the individual attendees. The hotel further agrees that the placement fee for the booking of this meeting is non-cancelable and non transferable to any other party. Page 7 of 8
20. Indicate your agreement to the placement fee by providing your name, title and the date of your response in the area below. (Comment) (Required) 21. Accounts Payable Contact First & Last Name: (Comment) (Required) 22. Accounts Payable Phone Number: (Comment) (Required) 23. Accounts Payable Email Address: (Comment) (Required) 24. Accounts Payable Fax: (Comment) (Required) 25. Please indicate in the space below your contact name, hotel address, phone number, and email address - if it differs from the contact information on the response sheet provided in this RFP. (Comment) Page 8 of 8