ALHEF Chili Cook off RFP with Agreement 2008

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					                                          Alice L. Haltom Educational Fund

                                          4th Annual ALHEF Chili Cook-off
                                               Request for Bid Proposal

Background
The Alice L. Haltom Educational Fund (from here on referred to as ALHEF) is a non-profit 501c3 organization
that exists for the purpose of furthering education in the field of information and records management. It is
supported by contributions from various chapters of ARMA, companies, individuals, and other organizations.
The Houston ARMA Chapter created the Fund in 1985 to honor Alice L. Haltom, CRM at retirement for her
untiring efforts to improve the profession of information and records management during her career that spanned
more than three decades.

Project Description
ALHEF will be hosting its 4th Annual Chili Cook-off on Saturday, February 21, 2009. The Chili Cook-off is a
successful fundraiser that assists ALHEF with raising monies to award educational scholarships to students who
are advancing their education in the Records and Information Management and related fields. During the past
three years, different vendors have hosted the ALHEF Chili Cook-off event at their sites. It has benefited ALHEF
with a venue for the event, but it has also benefited the vendors because it has offered them an opportunity to
promote their products and services. This year we are offering all of our ARMA Houston Chapter vendor
community an opportunity to submit a bid proposal to host the event at their facility. Each vendor bid shall be
considered a donation to the Fund and will be recognized in all marketing materials, during the event, on the
ALHEF website, and in the ARMAdilla Newsletter.

Requirements
The ALHEF Chili Cook-off requires extensive planning and coordination. It also requires that the selected
vendor be able to accommodate certain needs associated with hosting the event. The requirements that the vendor
must be able to provide to host the event at their facility or site include, but may not be limited to, the following:

   One vendor contact person to serve on the ALHEF Chili Cook-off Committee,

   An open space area in a central Houston location (i.e., large parking lot) able to accommodate a minimum of
    25 Chili Cook-off booths, general booths, kiddie corner, and band,

   Layout of open space area (i.e., large parking lot) to outline placement of booths, kiddie corner, band, etc,

   Permit scheduling of site visit to review proposed event area,

   Electricity or generator as needed,

   Two portable potties / wash stations or access to indoor restrooms,

   Two 10’ x 20’ awnings for registration area, silent auction, and band (if needed due to inclement weather),

   8-10 Tables and 16-20 chairs for general areas (i.e., registration, silent auction, judges, awards, etc),

   Disposable trash receptacles for all booths and general areas (i.e., registration, silent auction, judges, awards,
    etc),

   Pick-up of disposable trash receptacles after event,

   Safety kit(s) as needed,

   Permitting consumption of alcoholic beverages for adults ages 21 or older only.
The vendor site contact will be the ALHEF committee’s primary point of contact and will be expected to speak on
behalf of the vendor and answer all questions regarding the event.

Project Duration
The ALHEF Chili Cook-off is a one-day event that starts at 7:00 a.m. and ends at approximately 2:00 p.m. Each
Chili Cook-off team is provided with a set of rules that outlines their responsibilities; including set-up, cooking,
and break-down activities. They are responsible for leaving the booth area free of any equipment or extra
supplies and all litter should be picked up and thrown in disposable trash receptacles provided by vendor. The
ALHEF Committee Chair and committee members will ensure that all areas have been properly cleaned prior to
leaving the site on event day. Therefore, it is recommended that the vendor site plan for an extra hour at the end
of the event for this activity.

Assumptions and Agreements
ALHEF expects all ARMA Houston vendors interested in submitting bid proposals to host this event to agree to
the requirements outlined under the Requirements section of this Request for Bid Proposal. Interested vendors
should carefully review and complete the attached agreement. Section I: Vendor Information should include
company name, address, phone numbers, email address, and primary contact information. Section II: Bid
Information should outline all of the requirements and any other incentives that the interested vendor would be
able or willing to satisfy to host the event at their location or site. All Vendor Bid Proposal Agreements,
including a copy of this Request for Bid Proposal should be signed, dated, and returned to the P. O. Box or
email address provided below.

Please note that ALHEF will not return any proposals, will retain all bid proposals received as confidential, and
reserves the right to request vendor references or dismiss a proposal for any reason.

Submission Deadline
All vendor bid proposals for this event must be postmarked by Monday, October 6, 2008 to be considered for
review and consideration by the ALHEF Board of Trustees.

Vendor Selection Process
The following ALHEF Board of Trustee members will carefully review each proposal and select the vendor of
choice to host the event at their facility or site:

President – Gayle Page
Executive Vice President – W. Allan Heath, CRM
Secretary – Teresa Matlock
Treasurer – Janice Taylor
Trustee, Financial Development - Nancy Ramirez, CRM
Trustee, Publicity – Robin Thompson
Executive Director – Denise Robertson, CRM

The selected vendor will be notified of the ALHEF Board of Trustee’s decision no later than Friday, October 17,
2008.

Contact Information
The Alice L. Haltom Educational Fund’s contact information is as follows. Please mail your vendor bid proposal
to the address below or submit it for consideration via email at contact@alhef.org no later than Monday,
October 6, 2008:

Alice L Haltom Educational Fund
P.O. Box 70530
Houston, Texas 77270
ATTN: ALHEF Chili Cook-off

Website Address: www.alhef.org
Email Address: contact@alhef.org
Questions
All questions regarding the ALHEF Chili Cook-off event or Request for Proposal should be directed to the
Financial Development Trustee, Nancy Ramirez, CRM at 281-654-7188 (O), 713-824-8732 (C) or President,
Gayle Page at 713-688-0404 (O), 713-826-0439 (C).
                                        Alice L. Haltom Educational Fund

                                        4th Annual ALHEF Chili Cook-off
                                         Vendor Bid Proposal Agreement


SECTION I: VENDOR INFORMATION
Please provide all of the following information to identify your company name and the primary person that will be
designated to serve as the company’s representative on the ALHEF Chili Cook-off Committee and to answer any
questions that ALHEF may have regarding the event logistics at your vendor site.

1. Company Name __________________________________________________________________________

   Address _________________________________________________________________________________

   City __________________________________________ State ___________________ Zip _____________

   Phone _______________________Cell __________________________Fax: _________________________

   Email Address ____________________________________________________________________________

   Website URL _____________________________________________________________________________
                                               (if applicable)

2. Primary Contact Name ____________________________________________________________________

   Title ____________________________________________________________________________________

   Phone _________________________________________ Fax _____________________________________

   Email Address ___________________________________________________________________________


SECTION II: BID INFORMATION
Please review the following list of requirements and place a check mark by all that your company would be able or
willing to satisfy to host the event at your location or site. If you would like to add an incentive (i.e., monetary or
other donation item) to be considered during the selection process, please list under Other Incentives below. Note:
If selected, your company agrees to be recognized in all event marketing materials, at the event, on the ALHEF
website, and in the ARMAdilla Newsletter.

Requirements

 One vendor contact person to serve on the ALHEF Chili Cook-off Committee,

 An open space area in a central Houston location (i.e., large parking lot) able to accommodate a minimum of 25
  Chili Cook-off booths, general booths, kiddie corner, and band,

 Layout of open space area (i.e., large parking lot) to outline placement of booths, kiddie corner, band, etc,

 Permit scheduling of site visit to review proposed event area,

 Electricity or generator as needed,

 Two portable potties / wash stations or access to indoor restrooms,
 Two 10’ x 20’ awnings for registration area, silent auction, and band (if needed due to inclement weather),

 8-10 Tables and 16-20 chairs for general areas (i.e., registration, silent auction, judges, awards, etc),

 Disposable trash receptacles for all booths and general areas (i.e., registration, silent auction, judges, awards,
  etc),

 Pick-up of disposable trash receptacles after event,

 Safety kit(s) as needed,

 Permitting consumption of alcoholic beverages for adults ages 21 or older only.

Other Incentives
(Please provide as much information as possible regarding the other incentives (i.e., monetary / other) that you
would like to be considered during the selection process)

____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________.



Signature


I, ______________________________________, representing _________________________________________,

hereby submit this bid proposal to host the 4th Annual ALHEF Chili Cook-off event on Saturday, February 21,

2009 at ___________________________________________located at __________________________________.
I understand that my bid must be received by Monday, October 6, 2008 to be considered by the ALHEF Board of

Trustees and that I will be notified of the ALHEF Board of Trustee’s decision no later than Friday, October 17,

2008.


Signed: _______________________________________________ Date: _________________________

				
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