ATTACHMENT A
Request for Proposal Response Sheet
Complete all areas shaded in yellow and return with your responses
Event Name : NeighborWorks® America National Foreclosure Mitigation Counseling Training
Facility Name:
Contact Name: Phone:
Dates - Requirements
Facility's Proposed Dates of Event
Note: enter exact dates that facility is available
Guestroom Requirements (include information on the Budget Analysis Response Sheet)
NeighborWorks® America Requires Government Per Diem
Fri Sat Sun Mon Tue Wed Thurs Fri
Single Room Rate: _____ 1 4 160-175 160-175 160-175 160-175 125-150 5
Hotel offers the following (also include on the Budget Analysis Response Sheet)
Fri Sat Sun Mon Tue Wed Thurs Fri
Single Room Rate:______
Food & Beverage Requirements
Note: Please complete the Budget Analysis Response Sheet
Based on the food functions listed on the RFP, provide a Food and Beverage Minimum
Prefunction And Event Space Requirements: ALL space REQUIRES 24 hour hold
Note: Provide name of meeting space and capacity levels based on crescent rounds of six in the yellow space provided below
Required Rooms Fri Sat Sun Mon Tue Wed Thurs Fri
Office Room
Storage Room
IT Storage
General Session Room
Pre-function/Registration Area
Breakout room 1
Breakout room 2
Breakout room 3
Breakout room 4
Breakout room 5
Breakout room 6
Breakout room 7
Evening Reception (Day TBD)
Questions: (Answer the questions below in the yellow space provided)
1. FACILITY AND ACCOMMODATIONS
a. What is the rating of the facility?
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b. List any awards or recognitions the facility has received?
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c. What year was the facility constructed? Have there been any additions or demolitions since then?
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d. Who are the owners of the facility and who is the management company?
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e. When was the last safety inspection date? What were the results?
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f. What is the total number of sleeping rooms? (Include breakdown by type: single, double, smoking, non-smoking, ADA accessible)
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g. Are the handicapped rooms adjoined to other rooms?
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A. Question Response Sheet Page 1
h. Is the facility smoking or non smoking?
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i. Are there any upcoming plans for renovation? If so, when, where and what is the expected duration?
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j. When was the last renovation done to the meeting space?
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k. Please provide a date of when the soft goods where upgraded. Specify what was completed?
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l. Does the venue have a self laundry facility on site? If so, what are the costs?
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m. Provide details on any acquisitions or mergers.
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n. When was the last union contract negotiated?
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o. What is the renewal period for the union contract?
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p. List the different unions that the employees belong to (e.g., AFSME, Teamsters, Unite Here, etc.)
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q. What are the policies and procedures regarding labor stoppages?
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r. How will union labor requirements impact the pricing of your services?
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s. What is the history of contract settlement and disputes?
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t. Is there a current union dispute (i.e. is the facility being demonstrated against?)
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u. Can masking tape be used on the walls of the meeting rooms?
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v. Are there any obstruction (i.e. columns) in any of the meeting spaces? If so, please note it on the meeting space analysis section.
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w. How many rooms have hard walls? How many have airwalls?
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2. RISK MANAGEMENT
a. What is the facility's primary and back-up energy source?
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A. Question Response Sheet Page 2
b. Is there a history of crime on the facility or in the area? If so, please explain.
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c. Provide the experience of security staff and numbers per shift?
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d. Who on staff is trained to perform CPR and use AED's (automatic external defibrillators) and how many AEDs are on facility?
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e. How many staff members per shift are certified in First Aid and CPR?
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f. What is the fire-safety method and frequency of drills conducted at the facility?
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g. Does the facility conduct food safety inspections of the kitchen? If so, how often?
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h. What is the proximity of the facility to the nearest hospital or emergency facility? What is the name of that facility?
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3. CHARGES, FEES AND TAXES
a. What are the facility's tax exempt qualifications and requirements? Specifically, is documentation needed from the state, city, county, etc.?
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b. What is the facility's current taxes on rooms, food and beverage and other items?
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c. What taxes or other charges might NeighborWorks be subject to although it is a 501(c)3 entity?
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d. Is there a plan to increase any taxes or service charges? If so, when?
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e. Provide the labor rates and hours and specify whether they are straight-time or over-time, etc. Provide any other information that may apply.
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f. Are there any early guest checkout or extended stay fees? If so, what are they?
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g. Are there any fees for additional equipment that may exceed the facility's inventory? If so, what are they? (i.e. tables, chairs, etc.)
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h. Are there any additional costs associated with using an outside vendor, such as an audio visual (AV) supplier or computer rental company?
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i. What are the electricity charges per meeting room if NeighborWorks® has a LCD/desktop computer and provides its own power strips and cords?
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j. Is there a charge for room turns, if the set changes during the week? If so, please include these charges in the budget analysis sheet.
A. Question Response Sheet Page 3
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4. TRANSPORTATION AND PARKING
a. What is the distance and approximate cost to and from local airports, train and bus stations?
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b. What are the charges for valet and self parking? Does the facility have in-and-out privileges?
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c. What is the availability of taxi cabs and at what hours? List peak and off-peak hours.
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d. Is there a discount or complimentary shuttle service to and from the airports, area attractions, and/or shopping venues available?
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5. OUTLETS AND OTHER SERVICES
a. What are the number and types of restaurants, lounges, coffee and other beverage outlets inside the facility? What are the operating hours and seating capacities?
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b. Does the facility have a business center on site? Is it self-service and what are the costs? Attach price list if applicable
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c. Does the facility have a health club? If so, how old is the equipment and is there a cost for guests? What are the hours of operation?
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d. What are the room service hours?
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e. What is the availability of Wi-Fi in the sleeping room and public areas? What are the costs?
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f. What is the availability of Wi-Fi in the meeting rooms and what are the costs?
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6. POLICIES
a. What are the policies regarding early check-in/late checkout?
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b. What are the policies regarding early-departure or extended-stay fees?
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c. What are the policies regarding guest-room name substitutions?
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A. Question Response Sheet Page 4
d. What are the policies regarding contract changes or addendums?
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e. What are the policies regarding guest relocation ("walking") to other properties?
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f. What credit cards are accepted? How far in advance are deposits charged? When are deposits no longer fully refundable or half refundable?
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g. What form of deposit is required for guest rooms? What is the deposit amount? Is there a higher deposit required if a debit card is used?
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h. Does the facility allow one time cash deposits for the length of stay?
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i. Are there any resort or other miscellaneous fees charged to guests?
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j. What are the policies regarding outside vendors such as security, AV, decorators, etc.?
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k. Can the facility guarantee a 24 hour hold on the meeting space?
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7. STAFFING
a. What is the ratio of front desk and bellman staff to guest checking in?
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b. Does the facility have requirements for Emergency Medical Technician (EMT) staff? If so, what are the requirements?
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c. What is the average response time for the security staff should an incident occur?
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d. Describe your experience in working with clients that require shared lodging.
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e. What is the average tenure of the convention services staff?
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f. What are the facility's requirements for outside security staff?
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g. Is the facility able to provide the invoice electronically? If so, in what format (i.e. Excel, PDF, etc.)?
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8. REFERENCES
a. Please provide five (5) references from clients who held events of 200 plus participants.
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A. Question Response Sheet Page 5
ATTACHMENT B
Request for Proposal Budget Analysis Response Sheet
Please complete all areas shaded in yellow and return with your responses
Event Name: NeighborWorks® America National Foreclosure Mitigation Counseling Training
Facility Name:
Contact Name: Phone number:
Total Projected
Per Unit Cost Quantity Cost
Room Block Costs
a. Single Rooms
Subtotal $ $
Meeting Room Costs
a. Meeting Room Rental cost (include name of rooms)
Meeting Room Name:
Meeting Room Name:
Meeting Room Name:
b. Any cost for early move-in
Subtotal $ $
Food and Beverage Costs
a. Food and Beverage Minimum
b. What is your service charge percentage?
Note: Please provide sample menus for all functions provided in the RFP
Subtotal $ $
Audio Visual Costs
a. Easels
b. Flipcharts
c. LCD Projector
d. Screen
e. Spot Light
f. Pipe and Drape
g. Cost for using an outside AV company (if any)
Subtotal $ $
Internet Costs
a. Internet Lines based on ________ (per day for 5 days)
wired internet
wireless internet
Note: Please see RFP requirements for calculations
Note: Please specify if hubs are used, if NeighborWorks® will be charged
per connection to the hub or for one line
b. Hubs (if NeighborWorks® cannot provide them)
c. Patch Fees
d. Multi-line phone with voice mail and roll-over capabilities
e. DID Lines
Subtotal $ $
Greening Costs
a. Cost of recycle bins
b. Any extra cost with only using china no throw away items?
Subtotal $ $
Miscellaneous Costs
a. Security guard
b. EMT (policy or additional cost)
c. Cost for use of outside AV vendor company
d. Shipping and Delivery Fees
e. Chairs
f. Tables
g. Table linen
h. Pads and pencils
i. Water Coolers or pitchers
f. Room turns
g. Keys (re-core meeting rooms)
h. Electricity (if extra power is needed based on equipment needs )
i. Extension cords
j. Power strips
k. Other (Please list)
Subtotal $ $
Total Proposed Budget $
B. Budget Analysis Page 6