R&P - Special Events - Hotel Rental

General Details Solicitation # RFQ026754 Solicitation Type INF Document Title R&P - Special Events - Hotel Rental Delivery Date 5/1/2024 Requesting Department Recreation and Parks Expiry Date Time (ET) 2/29/2024, 1:00:00 PM Delivery Name City of Columbus, Recreation and Parks Department Attachment Yes Delivery Address 1111 E Broad StColumbus, OH 43205 USA Description COLUMBUS RECREATION AND PARKS – SPECIAL EVENTS – ARTIST HOTEL ROOMS Purpose To establish an Indefinite Quantity Agreement for hotel rooms on an as needed basis. The estimated dollar amount to be spent on this agreement is up to and not to exceed $50,000.00. This is an estimate of the annual needs of the City of Columbus (City) under this Agreement and are for bidding purposes only. This estimate is not to be construed as representing an actual order for that amount, or a guarantee that any minimum amount will actually be purchased. Subsequent to the acceptance of an offer, individual written purchase orders may be issued

as needed by the City to purchase items listed herein during the term of the agreement. At no time shall the obligation of the City agency exceed the dollar amount of any associated purchase order. General Requirements and Services • Property must be located within Downtown Columbus boundary as follows: Interstate 670 (north boundary), Interstate 70 (south boundary), Interstate 71 (east boundary) & State Route 315 (west boundary). • Property rating of 3-star or greater. • Bidding vendor must submit entire catalog of hotel room options including all relevant services, billable amenities as well as guest parking and tour bus rates. • City is tax-exempt. Federal or State taxes are not to be included on any rates, services or amenities. Bidding vendor will be provided an exemption certificate, upon request. • Bidding vendor to guarantee late check-in on all reservations. • Bidding vendor to provide the City with a point of contact that can be reached during room rental term. • City to provide Hotel with rooming list, including names, check-in/check-out dates, room types and other pertinent information in advance of stay. • Amenities: o Parking on site o Free WiFi o 24-hour front desk o Non-smoking rooms o Fitness center o Restaurant on site Scope of Work Selected vendor will provide hotel rooms for Columbus Recreation and Parks Department 2024 events. Rooms and parking are to be billed to the master account. Incidentals are to be billed to the guests directly. There are three (3) events/series currently scheduled that have an immediate need for hotel rooms, but other event dates may be added. The attached chart indicates projected hotel room needs. Attachments File NameDownload LinkHotel IQA 2024https://vcdocuattachments.blob.core.windows.net/vcdocumentsprod/B593DC96-FA37-4BE0-9E43-89177217A058.pdfWorksheet 1 - Rooms and Rateshttps://vcdocuattachments.blob.core.windows.net/vcdocumentsprod/CF997E79-01CB-45A7-83BC-50118E38E521.xlsx Line Details Line NumberLine TypeProcurement CategoryItem NumberProduct NameQuantityPurch UnitCurrency1CategoryHotelsHotel Rooms1EACHUSD Line Attachments File NameLine NumberDownload LinkHotel IQA 20241https://vcdocuattachments.blob.core.windows.net/vcdocumentsprod/FA967208-B6F6-40A1-AB1B-7DE3AF041507.pdf Bidding Guidance Items Bidding Guidance ItemDescriptionRequiredWorkers compensationWorkers compensationYesGeneral liability insuranceGeneral liability insuranceYes Amendments Amendment NumberAmendment NameAmendment Requester NameAmendment Description Amendment Attachments File NameAmendment NumberDownload Link