ࡱ>  *bjbj$$ F|F|[)BB4h8LtOM""""0$n&\'JLLLLLLLLLLLLL$iORPpL(0$0$((pL""4 M...(T""JL.(JL..DF"Af)E6LM0OMEkR+kR0FFkRFd((.(((((pLpL.(((OM((((kR(((((((((B b:  Request for Quotes Goods/Trade Services RFQ for Conference Facilities for Summer Institute for Union Women (PCS# 200100-0004-RFQ) Closing Date and Time: May 23, 2014 at 5:00 p.m. (Pacific Time) Contact: Kelley Fitzpatrick, Program Assistant Fax: 503.412-3720 Email: kfitz@uoregon.edu Department: Labor Education and Research Center Address: UO Portland - 70 NW Couch Street Suite 353 Portland, OR 97209 Submittal Instructions: Enter the requested information on the Request for Quotes (RFQ) form, print and sign it. Prepare your response including the RFQ form and any additional documents. Submit the complete response via email, facsimile or US mail to the department contact noted above. General Information: The State Board of Higher Education acting by and through the University of Oregon on behalf of the Labor Education and Research Center (University) is issuing this RFQ for the procurement of goods and/or trade services as described in this RFQ. Use this form to submit your signed quote pursuant to the submittal instructions by the Closing Date and Time shown above. If you do not use this form your quote may be deemed non-responsive. If you do not sign this Request for Quotes form or submit it to University by the Closing Date and Time, your quote will be deemed non-responsive and will not be considered for award. By providing a quote in response to this RFQ, Contractor agrees to the terms and conditions contained in this RFQ and further agrees to the University Standard Terms and Conditions found at  HYPERLINK "http://pcs.uoregon.edu/content/forms" http://pcs.uoregon.edu/content/forms. Any contract resulting from this RFQ will be subject to the University Standard Terms and Conditions. Quotes submitted that contain any exceptions or modification to the terms and conditions contained in this RFQ or the University Standard Terms and Conditions, may be deemed non-responsive by University in its sole discretion. If modifications to the University Standard Terms and Conditions are requested, the sections and specific modifications must be provided. Separate terms submitted to replace the University Standard Terms and Conditions in its entirety will not be considered. Quotes submitted in response to this RFQ will be retained by the University for the required retention period and made a part of the file or record that will be open to public inspection. If a response contains any information that is considered a trade secret under ORS 192.501(2), mark each page containing such information with the following legend: TRADE SECRET. The Oregon public records law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies unless the public interest requires disclosure in the particular instance. Non-disclosure of documents or any portion thereof or information contained therein may depend on official or judicial determinations made pursuant to law. An entire response to this RFQ marked as trade secret is unacceptable, and all parts of such quote will be deemed available for public disclosure. RFQ for Conference Facilities for Summer Institute for Union Women (PCS# 200100-0004-RFQ) Specifications: This event is a five-day, four night conference with approximately 125 participants staying onsite and 50 additional commuters from the Portland area. Contractor must provide lodging, meals, meeting space and social event spaces as specified on Exhibit B. Contractor will be required to provide all meals, including one dinner which will also serve as part of a full-evening social event, such as a barbeque. Contractors proposal must provide a detailed description of the facilities, meeting spaces, proposed menu and guest accommodations. Contractor will provide all set up and break down of all facilities used throughout the duration of the event. See Exhibit B Contractors Proposed Quote Details for required specifications. PREFERRED DATES (in order of preference): 1st choice: Sunday, June 21, 2015 through Thursday, June 25, 2015; 2nd choice: Tuesday, June 23, 2015 through Saturday, June 27, 2015; 3rd choice: Sunday, July 12, 2015 through Thursday, July 16, 2015; 4th choice: Tuesday, July 14, 2015 through Saturday, July 18, 2015; 5th choice: Sunday, July 19, 2015 through Thursday, July 23, 2015; or 6th choice: Tuesday, July 21, 2015 through Saturday, July 25, 2015. Submittals: Contractor must submit the following information: Completed and Signed Representations, Certifications, and Acknowledgements (See Exhibit A); Completed Contractors Proposed Quote Details (See Exhibit B). Sample menu for all meals; Detailed description of Contractors facilities, meeting spaces, guest accommodations, and outdoor social event/barbeque space; Detailed description of all amenities available to guests; Listing of available dates from above options. Special Terms and Conditions: Delivery: Quotes will include delivery, FOB Destination Freight Prepaid and Allowed, which means all transportation charges from vendor to University are prepaid and borne by the Contractor. If you do not quote FOB Destination Freight Prepaid and Allowed, all transportation and handling charges must be indicated separately and will be considered in the award. Approved Equals. Unless otherwise specified, approved equals may be considered. If alternatives to specifications are offered, include brand, model number, and complete information so offer may be properly evaluated. Reservations: University reserves the right to accept or reject quotes on each line separately, or as a whole, to reject any or all offers, to waive any informalities or irregularities, to award items separately or in aggregate, and to contract in the best interest of University. RFQ for Conference Facilities for Summer Institute for Union Women (PCS# 200100-0004-RFQ) Insurance Requirements: If checked below, the specified insurance is required for any contract resulting from this Request for Quotes. See University Standard Terms and Conditions found at  HYPERLINK "http://pcs.uoregon.edu/content/forms" http://pcs.uoregon.edu/content/forms, Section 5 for specified insurance requirements.  FORMCHECKBOX  Commercial General Liability Insurance.  FORMCHECKBOX  Commercial Automobile Liability Insurance.  FORMCHECKBOX  Additional Terms and Conditions: If checked, this quote is subject to additional University terms and conditions attached and titled: EXHIBIT A RFQ for Conference Facilities for Summer Institute for Union Women (PCS# 200100-0004-RFQ) Representations, Certifications, and Acknowledgements (Contractor MUST Complete Grey Shaded Areas and Submit with Quote by Closing Date and Time.) Contractor:  FORMTEXT       Address:  FORMTEXT       Email:  FORMTEXT       Phone:  FORMTEXT       Fax:  FORMTEXT       Please indicate your Minority Women or Emerging Small Business (MWESB) Status: Women Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Minority Owned  FORMCHECKBOX  Self Report  FORMCHECKBOX State Certified #  FORMTEXT       Emerging Small Business  FORMCHECKBOX  Self Report  FORMCHECKBOX  State Certified #  FORMTEXT       None of the Above  FORMCHECKBOX  Representations and Warranties. By submitting this quote in response to this RFQ, Contractor represents and warrants that: Quotes submitted will be considered firm offers as set forth in the UCC and as such, all prices quoted shall be firm for three months from the Closing Date and Time. Contractor has the power and authority to enter into and perform the contract awarded as a result of this RFQ. The individual signing for Contractor is authorized to execute this quote on behalf of Contractor. Contractor is an independent contractor and not an employee, partner, or agent of University. Contractors name, as it appears in this quote, is Contractors legal name, as it will appear in the Contractors W-9, and if Contractor is an entity rather than an individual that the entity named in this quote is validly-existing and in good standing. Contractor has not discriminated against Historically Underrepresented Businesses (defined in OAR 580-061-0010) in obtaining any required subcontracts. No officer, agent or employee of University has participated on behalf of University in preparation of the quote, that quote is made in good faith, without fraud, collusion, or connection of any kind with any other responder for the same work, and that the Contractor is competing solely in Contractors own behalf without connection with, or obligation to any undisclosed person or firm. Signature: Date:  FORMTEXT       Print Name:  FORMTEXT        FORMCHECKBOX No Quote. Date Contacted:  FORMTEXT       Reason:  FORMTEXT       EXHIBIT B RFQ for Conference Facilities for Summer Institute for Union Women (PCS# 200100-0004-RFQ) Contractor s Proposed Quote Details Item #DescriptionQty.UnitUnit Price Extended Price1 2 3 4 5Lodging: 4 Nights of Lodging. Lodging for 125 people, mix of single and doubles. Available Dates:  FORMTEXT       Meals: Breakfast  4 days, 125 people each day Lunch 4 days, 150 people each day Dinner 3 days, 175 people each day Social Event Dinner BBQ 1 Day, 175 people Conference Space (Must be available for all 5 days): Large space for full group meetings Meeting Rooms which accommodate 30 people each. Meeting Rooms which accommodate 15 people each. 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