Proposal Details RFP Name RFP Code Event Name Covance - Vertex Bunionectomy Pain Study JFN96VVXW85 Covance - Vertex Bunionectomy Pain Study Response Date Mon, 13-Mar-2017 6:43 PM Proposal Status Declined Supplier Name HALCYON, a hotel in Cherry Creek Supplier Type Luxury Hotel Chain Independent / Other Metro Area CO - Denver Brand Independent Commission? Yes - 15.00% Date Type Event Dates Check-In Date Availability Rates (USD) Preferred Tue, 30-May-2017 to Fri, 02-Jun-2017 Tue, 30-May-2017 1st Option - Not Holding Space 209.00 Billing and Contractual Requirements Agree Key Contact Information Contact Name Ben Powers{[PROPOSALCONTACT- CERTIFIED]} Email Address Organization Halcyon - a hotel in Cherry Creek Phone 720-772-5017 Title Sales Manager ben.powers@halcyonhotelch errycreek.com Page 1 of 9
Sleeping Room Availabilities Sleeping Room Needs Met? Yes Preferred (Tue, 30-May-2017 to Fri, 02-Jun-2017) Availability 1st Option - Not Holding Space Check-in Date Tue, 30-May-2017 Any (Run of House) Day Qty Rate (USD) Tue, 30-May-2017 2 209.00 Wed, 31-May-2017 12 209.00 Thu, 01-Jun-2017 30 209.00 Fri, 02-Jun-2017 11 209.00 Single (1 Bed) Qty Rate (USD) Double (2 Beds) Qty Rate (USD) Suite Qty Rate (USD) Staff Qty Rate (USD) Occupancy 14.750% Additional Fees Page 2 of 9
Meeting Room Availabilities Start Date Tue, 30-May-2017 Day Time Agenda Item Room Request Room Assignment Wed, 31-May- 2017 6:00 AM-11:45 PM Team Office Office Notes or Exceptions: Please offer meeting space complimentary. 24 hour hold Thu, 01-Jun-2017 6:00 AM-11:45 PM Team Office Office Notes or Exceptions: Please offer meeting space complimentary. 24 hour hold Thu, 01-Jun-2017 7:00 AM-11:45 PM Setup: CRA and Investigator Meeting Setup Notes or Exceptions: Please allow sufficient space for Audio Visual requirements and (6) 8' tables in the back of the room for displays. We will need this set in U-SHAPE for May 18 and Classroom for May 19 - we would need to use the same room for both meetings (ideal room size: 1,300+ sq. ft.) Thu, 01-Jun-2017 Thu, 01-Jun-2017 11:00 AM-12:00 PM 12:00 PM-11:45 PM CRA Lunch Lunch Notes or Exceptions: Private room, separate from meeting room strongly preferred CRA Training Meeting Notes or Exceptions: Existing setup from morning setup. Meeting time: 12:00-5:00 PM. 24 hour hold Conference (Room Required) 10 people 24-hour hold Conference (Room Required) 10 people 24-hour hold U-Shaped (Room Required) 20 people 24-hour hold Rounds (Room Required) 20 people U-Shaped (Room Required) 20 people 24-hour hold The Nest (Hospitality Suite) 384 Sq. Ft. The Nest (Hospitality Suite) 384 Sq. Ft. Page 3 of 9
Thu, 01-Jun-2017 7:00 PM-9:00 PM Welcome Dinner Dinner Notes or Exceptions: Private Room Required. Fri, 02-Jun-2017 6:00 AM-11:45 PM Team Office Office Notes or Exceptions: Please offer meeting space complimentary. 24 hour hold Fri, 02-Jun-2017 7:00 AM-8:00 AM Breakfast Breakfast Notes or Exceptions: Private Room, Separate from the Meeting REQUIRED on this day Fri, 02-Jun-2017 8:00 AM-6:00 PM Investigator Meeting Meeting Notes or Exceptions: SETUP will be CLASSROOM for 30 on this day with the same space requirements - Audio Visual needs and (6) 8' tables in the back for displays. Meeting time will be 8:00 AM - 6:00 PM Fri, 02-Jun-2017 12:00 PM-1:00 PM Lunch Lunch Notes or Exceptions: Private Room, Separate from the Meeting room REQUIRED on this day Rounds (Room Required) 30 people Conference (Room Required) 10 people 24-hour hold Rounds (Room Required) 30 people Classroom (Room Required) 30 people Rounds (Room Required) 30 people Linear 852 Sq. Ft., 18 Ft. The Nest (Hospitality Suite) 384 Sq. Ft. Prefunction 872 Sq. Ft., 18 Ft. Page 4 of 9
Estimated Costs Total F&B Minimum USD $4,000.00 Applicable Tax 8% Service Charge 25% Item Cost Type Amount Quantity Tax(%) Tax/Service Note Costs - Break - AM Costs - Break - PM Costs - Breakfast - Buffet Costs - Dinner - Buffet Costs - Lunch - Buffet Costs - Reception - Beverage Costs - Reception - Food Costs - Facility Fee Costs - Housekeeping Costs - Internet - Guest Room Costs - Internet - Meeting Room Costs - Parking Fee - Self Costs - Parking Fee - Valet Per Person USD $18.00 +Tax and Service Per Person USD $18.00 +Tax and Service Per Person USD $26.00 +Tax and Service Per Person USD $80.00 +Tax and Service Per Person USD $50.00 +Tax and Service Per Person USD $20.00 +Tax and Service Per Person USD $40.00 +Tax and Service Complimentary Complimentary Per Day USD $45.00 +Tax and Service Page 5 of 9
Costs - Resort Fee Rental Costs - Meeting Rooms - Total Transportation Costs - Airport Transportation Transportation Costs - Local Transportation Per Day USD $25.00 +Tax and Service Halcyon a hotel in Cherry Creek charges a nightly $25 + tax Destination Amenity Fee, which provides guests the following: Courtesy transportation within a 5-mile radius High speed WiFi Local and long distance calls Vivreau system, sparkling and still filtered water o Per Day USD $350.00 +Tax and Service Per Person USD $60.00 +Tax and Service Page 6 of 9
Additional Questions 1. Please list all available dates: (Multiple choice) (Required) May 30 - June 2, 2017 2. Hotel Rating (Star or Diamond)? (Multiple choice) (Required) 4 Diamond 3. Hotel distance to the airport? (Multiple choice) (Required) 35 Minutes 4. Please list any Pharmaceutical Meetings that will be taking place in the hotel during our meeting. (Comment) 5. Is your Hotel a Union Property? (Multiple choice) (Required) No 6. If you are a Union Hotel, please list any fees that would be charged to the Group. (Comment) (Required) 7. What is your Hotel's Guest Room Tax/VAT? (Comment) (Required) 14.75% 8. What is your Hotel's Food and Beverage Tax/VAT? (Comment) (Required) 8% 9. What is your Hotel's Banquet Food & Beverage Service Charge? (Comment) (Required) 25% 10. Does the General Session/Investigator Meeting room have pillars? If so please provide a picture & floor plan of the room. (Comment) (Required) No 11. What is the ceiling height of the General Session/Investigator Meeting room? (Comment) (Required) 14ft Page 7 of 9
12. Is all meeting space located on the same floor/ level? (Single choice) (Required) Yes 13. Does the meeting space assigned have natural daylight/windows? Please explain. (Comment) (Required) Yes, floor to ceiling windows in 14. Where is the meal space proposed? (Multiple choice) (Required) Banquet/Meeting Room 15. Where are the meal rooms located in relation to the General Session/Investigator Meeting? (Comment) (Required) Same room. 16. If meeting room rental is being charged, please detail any charges (example: CRA/Monitor Meeting, Investigator Meeting, Breakouts, etc.). (Comment) (Required) 17. When was the hotel last renovated? (Comment) (Required) brand new build August 2016 18. Will there be any construction/remodeling taking place over our meeting dates? (Comment) (Required) No 19. Commission on F&B Consumption? (Multiple choice) (Required) No commission on F&B 20. Commission on Daily Delegate or Meeting Package? (Single choice) (Required) Yes, 10% Commission 21. Commission on Meeting Room Rental? (Single choice) (Required) No commission on rental Page 8 of 9
Additional Files File Name Type Size Upload Date Sales Brochure.pdf Portable Document Format (.pdf) 2.11 MB Mon, 13-Mar-2017 Catering Menus.pdf Portable Document Format (.pdf) 3.82 MB Mon, 13-Mar-2017 Audio Visual Pricing.pdf Portable Document Format (.pdf) 86 KB Mon, 13-Mar-2017 Page 9 of 9