TENNESSEE BOARD OF REGENTS
Pedagogy Academies
October 20, 2017
Request for Quotation Specifications
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The purpose of the Pedagogy with Purpose Academies is to further the TBR Completion Agenda by identifying effective practices for student success in their first-year mathematics and writing courses. The emphasis will be on instruction for all students taking mathematics and writing gateway courses not only those in corequisite remediation. Nationally recognized speakers and content experts will provide insight and guidance throughout each Academy. As was the case with the recent Advising Academy, there will be inter-institutional discussion groups as well as institution-specific team time for planning and proposal development, please submit your quotation for this event based on the following minimum requirements:
Event Requirements:
Lodging
- 150 Queen/King guest roomschecking in Thursday, October 19, 2017.
(TBR will confirm with hotel the actual number of rooms prior to the event).
- WIFI
NOTE: All participants will register and pay for their own lodging. The group bill will include meeting rooms, audio visual, and food and beverage services.
Meeting Rooms
- General Session room to accommodate 200 (Friday, October 20)
- Banquet style
- Meeting space will be needed from 9:00 am – 4:30 pm
- A/V setup to include staging, podium, microphone, projector, screen and Internet access
- Two Breakout roomto accommodate 100 each (Friday, October 20, 2017)
- Classroom style
- Meeting space will be needed from 9:00 am – 4:30 pm
- A/V setup to include podium, microphone, projector, screen and Internet access
- Conference speaker phone
Meals
- Breakfast morning/afternoon breaks and lunch
- Food/beverage services
Water and candy dishes at tables in meeting rooms (if included)
Breakfast/Lunch can be served in General Session room
Breaks can be served outside of meeting rooms in a common area.
Please indicate the availability and any cost associated with the following guest services in your proposal:
- Availability of WIFI service to in-room guests
- Availability of business center on-site
- Shuttle service to and from airport
- Parking rates (if applicable):
- Any other applicable charges for the Tennessee Board of Regents to use your facility
- Hotel sales staff contact information:
Name: ______
Phone No.: ______
Fax No.: ______
Email Address:______
Name: ______
Phone No.: ______
Fax No.: ______
Email Address:______
Name: ______
Phone No.: ______
Fax No.: ______
Email Address:______
PRICING (if there is no charge for an item listed, please indicate below):
Lodging, 10/19/2017:Hotel Room Cost with breakfast included for 150 non-smoking QueenKing rooms, (room cost to include all costs associated with rooms, including any and all state tax, city tax, occupancy tax or any other tax or fee associated with the room charge).
Room Rate with breakfast included for30 non-smoking Standard Double Queen (Bidders are expected to quote state rate.) / $ /night
TBR is Sales Tax Exempt. Specify any other tax on the lines below:
(occupancy tax) / $ /night
(city tax) / $ /night
(any other tax or fee associated with the room charge) / $ /night
Total Room Cost for 30 non-smoking Standard Double Queen rooms / $
Total Room Cost for 10/19/2017 / $
(any other tax or fee associated with the room charge) / $ /night
Total Room Cost for 150 Queen/King rooms / $
Meeting Rooms:
General Session Cost / $ /day
Meeting Room 1 Cost / $ /day
Meeting Room 2 Cost / $ /day
Registration Table Setup Cost / $
Podium & Microphone / $ /day
Large Screen / $ /day
Data-Video LCD Projector / $ /day
On-site AV Technical Support (1 person) / $ /hourly rate
Stage/Riser / $
WIFI/Internet Access / $
Copier Access / $
Total Cost of Meeting Rooms / $
Additional Costs:
Availability of business center on-site / $ /day
Parking Rates / $ /day
Shuttle service to area attractions / $ /day
Any other applicable charges, service charges, fee for the TBR to use facility (list description as well as cost):
$
$
$
Total other applicable charges
Total Additional Cost / $
Food Service:
Friday, October 20, 2017 (Breakfast, 1 morning break, 1 afternoon break andLunch):
Water and candy dishes at tables in meeting rooms (if included).
Breakfast and Lunch can be served in the General Session room.
Breaks can be served outside of meeting rooms in a common area.
Morning break for approximately 200 / $ /person
Lunch for approximately 200 / $ /person
Afternoon break for approximately 200 / $ /person
Other Applicable Charges (list description as well as cost):
Any other applicable charges, service charges, fee for the TBR related to food expenses (list description as well as cost):
$
$
$
Total other applicable food service charges / $
Total Food Service / $
Total Bid / $
*See addendum for additional information to use for planning meals. While not required, it would be beneficial to include menus used for the bid.
Please direct any questions to: Mark Hodges( or 615-366-3934) atthe Tennessee Board of Regents.
The hotel property is asked to send a copy of their hotel agreement with their request for quotation submittal. Award will be based on successful negotiation of the terms and conditions of the hotel agreement. Failure to submit your hotel agreement will bind the hotel to Tennessee Board of Regents standard agreement.
ADDENDUM
The following information is intended only as suggestionsto help clarify and standardize expectations.
Participants can use existing restaurant facilities if the property so desires and space can accommodate number of attendees. Meals can be served as a buffet or with full service at any appropriate location that will not interfere with the meeting itself. The least expensive option should be used.
►Breaks: Two (2) Breaks will be required. Possible suggestions for refreshments are:
Assorted sodas (at least half diet) and bottled water (quantity of bottled waters should double the quantity of sodas provided)
Decaf and regular coffee, hot water for tea
Morning break food suggestions: assorted breads (bagels, muffins, banana bread), fruit, yogurt
Afternoon break food suggestions: Cookies, brownies or build your own snack mix (nuts, dried fruits, pretzels, cereals, chocolate/yogurt chips, etc.).
►Breakfast: Most guests will want access to breakfast during their 3-day stay. TBR prefers that guests have access to a buffet breakfast that’s included as part of the lodging fee.
►Lunch: One (1)lunch will be served. Suggestions might include:
(1)Boxed lunch: Wraps or sandwiches, chips, fruit or pasta salad cup, dessert & beverage
(2)Plated sandwich options with sides of fruit, salad options (pasta salad, bean salad, cole slaw) dessert & beverage (This option to be provided if Ballroom or alternate spaceis needed for keynote speaker function).
Hotel must provide be able to provide alternative food selections for individuals with dietary restrictions for both lunch and dinner. TBR to provide hotel with a count of individuals who have dietary restrictions prior to event.
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