SOLICITATION NOTICE
V -- Information to Prospective Hotels in Miami, Florida
- Notice Date
- 5/16/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of State, FedBid.com -- for Department of State procurements only., FedBid.com, 2010 Corporate Ridge Suite 750, McLean, VA, 22102
- ZIP Code
- 22102
- Solicitation Number
- Reference-Number-WW2BWCONFERENCE
- Response Due
- 5/30/2003
- Archive Date
- 6/14/2003
- Point of Contact
- Douglas Stuck, Sourcing Agent, Phone 301-788-3839, Fax 703-288-3315, - Brendan Walsh, Sourcing Agent, Phone 866-288-3535, Fax 703-288-3315,
- E-Mail Address
-
doug.stuck@fedbid.com, brendan.walsh@fedbid.com
- Description
- General guidance on US government competitive bids: The organizers will seek the most competitive bids available to keep costs down including complimentary use of meeting room space. Some arrangements may be off site. For bidding purposes, all numbers and information are firm. For the actual meeting, all information and numbers are approximate. Some function costs may be billed to partners or sponsors. All bids will be subject to U.S. government contracting rules and regulations. Meeting background and attendees: The purpose of this event is to promote the practice of integrated watershed and marine ecosystem management in support of sustainable development, emphasizing appropriate management principles and techniques and addressing such issues as wastewater and sanitation, sustainable agricultural practices, sustainable tourism, shipping and maritime transportation in the Wider Caribbean. It is expected to be a very high level meeting. Attendees will include approximately 400 of the most eminent U.S and foreign government administrators, economists, scientists, natural resource managers, representatives from international programs and invited experts. The highest level USG person could be Secretary Colin Powell. Other high level attendees could include the head of USAID, Andrew Natsios, Under Secretary and NOAA Administrator, VADM Conrad Lautenbacker, and/or Department of State Assistant Secretary, John Turner. Other prominent Caribbean and related governments Ministers are expected to attend. Meeting rooms and other space requirements: The hotel should be located in the down town area of Miami. Unless otherwise agreed, all rooms will be on a 24 hour hold. All meeting spaces should be co-located, no more than two levels from the main plenary space, to allow for a smooth flow of events and people. The conference will be hosting one or more research vessels, so hotel should offer complimentary docking fee. Space to be held for the entire week would include the following: ? Office space: large enough for 2 copiers, 5 computers, conference table for 10; tables and chairs for computers, printers, phones, fax, etc; ? Executive meeting space for 15-20 persons set up board room style; ? Auditorium for Plenary 1 (500 people) for morning sessions (Monday until 12:00 p.m., rest of the week, until 10:00 a.m.) including space for 2 interpretation booths; ? Auditorium for Plenary 2 (400 people) should be available from Sunday, March 21 through Friday, March 26th, space should have built in interpretation booths; ? Exhibition space for 20 booths (8? x 10? per booth); this space should be co-located with Plenary1 space and be big enough to set up tables for coffee breaks at the same time; ? 6 break-out rooms (capacity for 80 persons each), set up theater style, with space enough for 2 interpretation booths; ? 6 smaller meeting spaces (capacity for 30 persons), set up classroom style with internet connection for a lap top. These spaces should be co-located on the same floor and not more than two floors above the break-out rooms; ? If space permits: VIP/ hospitality lounge; volunteer lounge; ? One Press Room, approximately the same size as one of the smaller meeting spaces, with a living room set up. This room would be used for interviews; ? Internet Caf? room with 10 computers and sufficient chairs and table space, and internet connections, and two printers connected to serve five computers each. Space availability: Friday: Pre-conference office set-up; hold on executive meeting space; Saturday: Offices; executive meeting space; registration Sunday: Offices; executive meeting space; registration Break out rooms: 2 rooms Smaller rooms: 5 rooms (1 for press) VIP hospitality lounge (note: VIP hospitality room will most likely not be needed all week, timing to be determined once we know VIP schedules) Internet Caf? networked computer room Monday: Offices; executive meeting space; registration Plenary Room 1 for 500; Break out rooms: 6 rooms Smaller meeting rooms: 6 rooms Press Room (note: press room also will likely not be needed at all times, but on a case by case basis) VIP hospitality lounge Internet Caf? networked computer room Tuesday: Offices; executive meeting space Plenary Room 1 for 500; Plenary Room 2 for 400; Break out rooms: 6 rooms Smaller meeting rooms: 6 rooms VIP hospitality lounge Internet Caf? networked computer room Press Room Wednesday: Offices; executive meeting space Plenary Room 1 for 500; Plenary Room 2 for 400; Break-out rooms: 6 rooms Smaller meeting rooms: 6 rooms VIP hospitality lounge Internet Caf? networked computer room Press Room Thursday: Offices; executive meeting space Plenary Room 1 for 500 Plenary Room 2 for 400; Break-out rooms: 6 rooms Smaller meeting rooms: 6 rooms VIP hospitality lounge Internet Caf? networked computer room Press Room Friday: Offices; executive meeting space Plenary Room for 500; Plenary Room 2 for 400; Break-out rooms: 6 rooms Smaller meeting rooms: 6 rooms VIP hospitality lounge Internet Caf? networked computer room Press Room Saturday: Offices and other spaces should be closed by 12:00 pm. Most participants will depart. Sunday: Staff departs Sleeping Rooms and Reservations: The hotel USG per diem lodging rate for Miami, Florida ($98) for single or double occupancy to be extended to all travelers for 3 days prior and post the meeting. Payment for sleeping rooms will be through a combination of master account and direct bill to individuals. All rooms paid by USG should be tax exempt. For those not on the master account, the sleeping room confirmations will be made by fax and phone and guaranteed individually. For those on the master account, a rooming list will be provided. A regular room block review will be provided, and a schedule will be developed and discussed. A final list will be provided on February 26, 2004. A 2-week cut-off date for room reservations for individual travelers is requested. Government rate will be offered to participants until February 27, 2004. After that date travelers will not be guaranteed the USG conference rate. Please provide an individual sleeping room cancellation policy with a 24-hour notice prior to check in. An approximate block of sleeping rooms follows below: Date Day Total Room Block Day 3/19 3/20 3/21 3/22 3/23 3/24 3/25 3/26 3/27 Sleeping Rooms 10 30 200 250 250 250 200 150 10 Audio/Visual: These are estimates for bidding purposes only. More detailed request for actual equipment needs will be developed more fully with the A/V company. No penalty or fee will be accrued by the conference organizers for bringing in outside audio visual equipment, including presentation projectors, etc. ITEM DATE ROOM LCD projector 03/22-26 Plenary Room 1 Overhead projector 03/22-26 Plenary Room 1 35mm slide projector; wireless remote 03/22-26 Plenary Room 1 large screen 03/22-26 Plenary Room 400 Microphones 03/22-26 Plenary Room 2 flip chart w/markers & stands 03/22-26 Plenary Room LCD projector 03/22-26 1 breakout room 1 Overhead projector 03/22-26 1 breakout rooms 1 large screen 03/22-26 1 breakout rooms 80 Microphones in each room 03/22-26 3 breakout rooms 6 flip chart w/markers & stands 03/22-26 6 breakout rooms Offices: -- Secretariat Office/Control Room -space for 6 networked computers , 2 printers, 2 fax machines, 4 phones lines, (2 voice, 2 fax), 2 copiers -- Internet Caf? ?tables, chairs and 10 networked computers, two printers Summary of Equipment for offices 15 computers 4 printers 2 copiers 2 faxes Meals/Food/Breaks: Provide 2 coffee breaks per day, light snacks, and lunches. Provide a lunch kiosk in area close to exhibits to allow delegates to visit exhibition booths during breaks. Hotel should be willing to provide lunches by ticket. There will be a combination of some tickets billed to the master account and others tickets which attendees will purchase individually. Breakfasts 7:00 a.m.-8:00 a.m.: Sun-Mon-Tues-Wed-Th-Fri-Sat Set-up: Coffee/tea and light breakfast; 400 max Breaks: 10:00 a.m. & 2:30 p.m. Sun-Mon-Tues-Wed-Th-Fri (exact times to be determined later); serve coffee, decaf, lemonade, ice tea, pastries; 400 max Lunches: 12:00 p.m.: Mon-Tues-Wed-Th-Fri Set-up: Kiosk lunch; 400 max possible working session lunches in private room/office; note: Monday lunch may be a box lunch, available by 11:30 Receptions: Possible on-site welcome dinner, TBD; 450 max Provide a best estimate and menu for a heavy appetizer evening reception for 450 delegates from 6:00 p.m.-7:30 p.m. on Monday. Master account: The master account will be signed only by 3 persons, which is to be reviewed on a daily or event by event basis and will include the following items: Sleeping rooms for approximately 80 persons for 6 nights Breaks and snacks Negotiated number of lunch tickets Evening reception A/V equipment (some of the A/V) Labor charges Fax, phone lines, t-1, etc for the office Parking The Government intends to conduct an on-line competitive reverse auction to be facilitated by a third-party reverse auction provider, FedBid.com. FedBid.com has developed an on-line, anonymous, browser based application to conduct the reverse auction. All part numbers and functional specifications are provided on FedBid.com. Participants will submit a series of quotes, which descend in price during the specified period of time. All responsible sources MUST submit a quote/offer to the US State Department using the online exchange located at www.FedBid.com. There is no cost to register, review procurement data or make an offer on line for 1052-370014. Offerors that are not currently registered to use FedBid.com Exchange should proceed to www.FedBid.com to complete their free registration. Offerors that require special considerations or assistance may contact the FedBid Helpdesk at 877-9FEDBID or via email at ClientServices@FedBid.com. The Government is taking this action in an effort to improve vendor access and awareness of requests while expediting its ability to gather multiple, competed, real-time quotes for products. Offerors may not artificially manipulate the price of a transaction by any means. It is unacceptable to place bad faith bids, to use decoys in the bidding process or to collude with the intent or effect of hampering the competitive bidding process. The reverse auction will start on FRIDAY, MAY 02, 2003 on/about 1100 ET, and end on TUESDAY, MAY 06, 2003 at 1000 ET. The selected contractor must comply with the following commercial item terms and conditions. FAR 52.212-1, Instructions to Offerors- Commercial Items, applies to this acquisition. The selected offeror MUST submit a completed copy of FAR 52.212-3 Offeror Representations and Certifications Commercial Items. FAR 52.212-4 Contract Terms and Conditions Commercial Items, applies to this acquisition. The following provisions in the Federal Acquisition Regulation (FAR) apply to this acquisition to include any addenda to the provision. This solicitation incorporates one or more clauses by reference, with the same force and effect as if they were given in full text: FAR 52.212-4 Contract Terms and Conditions Commercial Items, The following FAR clauses in paragraph (b) of FAR clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items will apply: 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.225-13, 52.232-34. As proscribed by FAR 52.252-2, the full text of DOSAR clauses may be accessed electronically at http://www.statebuy.inter.net/acpolicy. The full text of a FAR clause may be accessed electronically at http://www.arnet.gov/far. In addition, the selected offeror must certify that they: (a) do not comply with the Arab league boycott of the State of Israel, by taking or knowingly agree to take any action with respect to the boycott of Israel by the Arab League countries, which Section 8(a) of the Export Administration Act of 1979 as amended (50 USC Ap 2407a) prohibits a U.S. person from taking, and (b) do not discriminate in the award of subcontracts on the basis of religion. (DOSAR 65.225-70). FEDBIZOPPS note code 1 applies. Should Offerors require additional clarification, contact FedBid.com at (877) 9FEDBID or clientservices@fedbid.com, OR Mr. Patrick Villegoureix-Ritaud @ 7038755030 or Villegoureix-RitaudP@State.gov.
- Place of Performance
- Address: MIAMI, FLORIDA
- Zip Code: 33010
- Country: USA
- Zip Code: 33010
- Record
- SN00325750-W 20030518/030516213447 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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