Iowa State University Cyclones Pre-Season Football Camp Food, Lodging and Meeting Space

Agency: Iowa State University
State: Iowa
Type of Government: State & Local
NAICS Category:
  • 721110 - Hotels (except Casino Hotels) and Motels
Posted Date: Apr 23, 2024
Due Date: May 20, 2024
Solicitation No: RFQ-1001006
Bid Source: Please Login to View Page
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Bid Information
Type Request for Proposal (Public)
Status Issued
Number RFQ-1001006 (Iowa State University Cyclones Pre-Season Football Camp Food, Lodging and Meeting Space)
Issue Date & Time 4/23/2024 09:00:01 AM (CT)
Close Date & Time 5/20/2024 03:00:00 PM (CT)
Notes
Iowa State University (ISU) is seeking proposals from hotels within the Ames area to provide lodging, meals and meeting space for the ISU Football Team's Pre-Season Football Camp held yearly in August.
2024 Tentative Camp dates are August 1, 2024 through August 15, 2024.
Contractors should read all materials carefully and note the due date.
Contractors must submit all questions in the "Questions" tab related to this bid opportunity.
Bid responses will ONLY be accepted online via ISUBid. Please allow adequate
time to review and submit your response prior to the deadline.
Contact Information
Name Elisabeth Lunaburg
Address 1340 Administrative Services Building
2221 Wanda Daley Drive
Ames, IA 50011-1004 USA
Phone (515) 294-1857
Fax
Email lunaburg@iastate.edu

Attachment Preview

RFQ-1001006
Iowa State University Cyclones Pre-Season Football Camp
Food, Lodging and Meeting Space
Issue Date: 4/23/2024
Questions Deadline: 5/7/2024 03:00 PM (CT)
Response Deadline: 5/20/2024 03:00 PM (CT)
Contact Information
Contact: Elisabeth Lunaburg
Address: 1340 Administrative Services Building
2221 Wanda Daley Drive
Ames, IA 50011-1004
Phone: (515) 294-1857
Email: lunaburg@iastate.edu
Page 1 of 8 pages
Deadline: 5/20/2024 03:00 PM (CT)
RFQ-1001006
Event Information
Number:
RFQ-1001006
Title:
Iowa State University Cyclones Pre-Season Football Camp Food, Lodging and
Meeting Space
Type:
Request for Proposal (Public)
Issue Date:
4/23/2024
Question Deadline: 5/7/2024 03:00 PM (CT)
Response Deadline: 5/20/2024 03:00 PM (CT)
Notes:
Iowa State University (ISU) is seeking proposals from hotels within the Ames area
to provide lodging, meals and meeting space for the ISU Football Team's Pre-
Season Football Camp held yearly in August.
2024 Tentative Camp dates are August 1, 2024 through August 15, 2024.
Contractors should read all materials carefully and note the due date.
Contractors must submit all questions in the "Questions" tab related to this bid
opportunity.
Bid responses will ONLY be accepted online via ISUBid. Please allow adequate
time to review and submit your response prior to the deadline.
Bid Attachments
ISU Instructions.pdf
Download
Review the instructions for important information. REVISED APRIL 2022
ISU General Terms & Conditions.pdf
Download
Review the general terms and conditions carefully and any exceptions should be listed in the "Attributes" section.
REVISED APRIL 2022
Equipment_Use_(Off_Campus).pdf
Download
Insurance Requirements - Equipment Use (Off Campus)
Requested Attachments
Lodging/Accommodations Overview
(Attachment required)
Include pictures and layout of each room type, as well as a complete list of amenities in each room and amenities
available at the hotel.
Function Space Overview
(Attachment required)
Include pictures and layout of meeting and dining rooms, as well as a diagram that includes layout and room
size/capacities.
Detailed Quote & Catering Menus
(Attachment required)
Please provide a line item breakdown of all costs proposed including those submitted under the Line Item tab and full
catering menus.
Page 2 of 8 pages
Deadline: 5/20/2024 03:00 PM (CT)
RFQ-1001006
Bid Attributes
1 Overview and Background
Iowa State University is seeking to establish an agreement with a hotel within the Ames, Iowa area to provide
lodging, function space and meals to the ISU Football Team, coaches and staff for the pre-season football camp.
2024 Tentative Camp dates are August 1, 2024 through August 15, 2024.
2 Term
The term of this Agreement shall be for the period of July 1, 2024 through June 30, 2029.
3 Evaluation Criteria
The evaluation of this RFP/RFQ may be based upon, but not limited to:
-Overall quality of hotel (meeting rooms, lodging-King rooms and Queen/Queen rooms, cleanliness, amenities)
-Hotel’s proximity to the ISU Stadium and Stark Performance Center
-Ability to provide occasional meals up to 150 people
-Pricing – overall cost to ISU (rooms, meal pricing, payment terms)
-Exceptions taken to this RFP
Read and understood
(Required: Check if applicable)
4 Site Visit and Evaluation
Company shall make hotel site visit available to ISU for evaluation, if requested.
Evaluation may consist of, but not be limited to : sleeping rooms, meeting rooms and menu items.
5 Camp Lodging Requirements
ISU prefers all players’ rooms to be situated in a block away from other hotel guests and head coach’s room. ISU will
not accept rollaway beds or sofa sleepers as substitutes.
Definitions
King Room – a standard room that has a king size bed
Double Queen Rooms – a standard room that has two queen size beds
All players’ rooms are to have NO outside phone access. ISU also requests that room to room phone access be
prohibited. In room internet service shall be prohibited unless free WIFI is available. In room movies shall also be
prohibited unless cleared by Skip Brabenec, Assistant AD for Football/Chief of Staff.
Room keys are to be placed on three (3) tables in the hotel lobby (Offense, Defense, Staff) ready for pick up by ISU
upon arrival. Room keys should be clearly marked on the outside of the envelope indicating name and room
number.
Hotel should have representatives located in close proximity or each floor of our room block with a master key to
troubleshoot keycard programming problems at no extra charge to ISU.
Hotel is to provide Athletic Department official with 25 sets of rooming lists at time of check-in. Sets should be in the
format provided by the football office.
Yes, we can meet these requirements
(Required: Check only one)
No, we cannot meet these requirements
6 Camp Lodging Comments
If you cannot meet any of the requirements listed above, briefly explain.
(Optional: Maximum 1000 characters allowed)
Page 3 of 8 pages
Deadline: 5/20/2024 03:00 PM (CT)
RFQ-1001006
7 Dining Room Set-up, Potential Meals and Meeting Rooms Requirements
The quantity, size and location of the various rooms is an important factor and must be adequate to meet the needs
outlined.
Dining Room This room needs to be big enough to seat 130-150 athletes and staff at round tables.
a. Extra Large Room.
b. No more than 7-8 chairs per table depending on size of tables-must be approved by athletic staff
Potential Meals Ability to provide meals as needed for 130 to 150 athletes and staff
a. Two (2) double sided buffet serving lines inside dining area (if buffet is ordered)
10 Additional Meeting Rooms
a. Room sizes need to be able to accommodate anywhere from 15 people to 150 people
Yes, we can meet these requirements
(Required: Check only one)
No, we cannot meet these requirements
8 Meeting Rooms, Potential Meals and Dining Room Set-up Comments
If you cannot meet any of the requirements listed above, briefly explain
(Optional: Maximum 1000 characters allowed)
9 Potential Meals Comments
There will be occasional meals during the camp with the potential of 130 to 150 people per meal.
Intent to have contract be for 5 years.
Will catering menu costs be consistent for the term of the contract?
If you cannot meet this requirements, briefly explain.
(Optional: Maximum 1000 characters allowed)
1 Athletic Department Contacts
0 All details for rooms and meal functions will be finalized with Skip Brabenec, Assistant AD for Football/Chief of Staff
or Erin Wilson, Director of Business Services or Chris Jorgensen, Senior Associate AD for Operations.
No changes to rates being charged will be allowed.
Read and Understood
(Required: Check if applicable)
1 Parking
1 ISU requires sufficient space for loading and unloading of up to three (3) charter buses and if requested,
overnight parking for same.
Read and Understood
(Required: Check if applicable)
1 Exceptions to General Terms and Conditions
2 Do you have any exceptions to the General Terms and Conditions (under Attachments tab)? If YES, please list
exceptions below.
Yes No
(Required: Check only one)
Page 4 of 8 pages
Deadline: 5/20/2024 03:00 PM (CT)
RFQ-1001006
1 Exception to General Terms and Conditions - 1
3 Include page number, section and reason for exception.
Note: Exceptions taken to the RFP/RFQ documents may cause the Proposal to be rejected at the sole discretion of
University. Any terms to which Contractor does not take exception shall be binding and any subsequent objections
to those terms shall have no effect.
(Optional: Maximum 1000 characters allowed)
1 Exception to General Terms and Conditions - 2
4 Include page number, section and reason for exception.
Note: Exceptions taken to the RFP/RFQ documents may cause the Proposal to be rejected at the sole discretion of
University. Any terms to which Contractor does not take exception shall be binding and any subsequent objections
to those terms shall have no effect.
(Optional: Maximum 1000 characters allowed)
1 Exception to General Terms and Conditions - 3
5 Include page number, section and reason for exception.
Note: Exceptions taken to the RFP/RFQ documents may cause the Proposal to be rejected at the sole discretion of
University. Any terms to which Contractor does not take exception shall be binding and any subsequent objections
to those terms shall have no effect.
(Optional: Maximum 1000 characters allowed)
1 Insurance Requirements
6 Contractor can comply with the attached insurance requirements.
Yes No
(Required: Check only one)
1 Contractor Certification
7 In response to this RFP/RFQ and after carefully reviewing all instructions, scope of work/specifications, and terms in
the RRP/RFQ documents, submits this Proposal as an offer to enter into a mutually acceptable contractual
agreement with University. If this Proposal is accepted by University, Contractor agrees to provide goods and/or
furnish services in accordance with this Proposal.
Contractor certifies that: (a) this Proposal is genuine and is not made on behalf of any undisclosed person or entity;
(b) Contractor is not a “Conflict of Interest Vendor”; (c) any prices or hourly rates in the Proposal have been arrived
at independently, without consultation, communication, or agreement with any competitor for the purpose of
restricting competition; (d) any prices or hourly rates which have been provided in this Proposal have not been
knowingly disclosed by Contractor, directly or indirectly, to any competitor; (e) Contractor has not attempted to
induce any person or entity to submit or refrain from submitting a proposal for the purpose of restricting
competition; and (f) Contractor has not offered or made a gift to a University employee in violation of Iowa law.
Read and agreed
(Required: Check if applicable)
Page 5 of 8 pages
Deadline: 5/20/2024 03:00 PM (CT)
RFQ-1001006

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