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Notice Date
Notice Type
Solicitation Notice
Contracting Office
DHS - Border and Transportation Security, Federal Law Enforcement Training Center (FLETC), Procurement Division, PRO-BLD 93, Glynco, GA, 31524
ZIP Code
Solicitation Number
Response Due
Archive Date
Point of Contact
LeeAnn Conway, Contract Specialist, Phone 912-267-2615, Fax 912-267-3132,
E-Mail Address
This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space and Hotel Services, located in the Palm Coast, Florida area or Hilton Head, South Carolina area. Request for Quotation HSFLQ040015 is in accordance with FAR Subpart 12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is not a solicitation for Event Planning Services. This announcement incorporates provisions and clauses in effect through FAR FAC 2001-16. NAICS Code 721110 and the small business size standard is $6 million. This announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is November 17, 2003 through November 19, 2003, (approximately 140 sleeping rooms, and the required meeting space). The hotel must accommodate 140 sleeping rooms (based on the timeframe), must provide all requirements specified for conference needs in Parts B and C below, and must provide lodging rates within the stated Government Per diem for the geographic area. Rates must include all Non-Exempt taxes (A tax exempt certificate will be provided with any resultant order if requested) and gratuities. Any taxes, gratuities and other charges not reflected on the quote and resultant order will not be paid. A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. Contractor?s price and technical proposal must contain the name, title and signature of person authorized to submit proposals/bids on behalf of the contractor. A Hotel Contract shall be submitted with your proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of hotel i.e., parking, shuttle services, AV equipment hookups (all AV equipment will be provided by the government), transportation to/from airport, menus. The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). The hotel facility must accommodate an estimated 140 attendees with the following needs: Part A: Hotel Lodging- (1a) 140 sleeping rooms for participants arrival on 11/17/03, checking out 11/19/03. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem rate for the geographic area. (1b) Hospitality Suite for 11/17/03 through 11/19/03. Part B: One (1) Meeting Space (General Session Meeting Room) for 11/17/03 through 11/19/03; from 8:00 am until 5:00 pm, each day (24-hour hold) to accommodate 140 people in rounds seating, without pillars and 9 ft or greater ceiling; Head Table for faculty materials and standing lectern in the front of the General Session room with plenty of room for audiovisual equipment. One (1) Large Room (Banquet Room) for 140 people in rounds on 11/18/03 from 6:00-9:00 pm for a Evening Dinner. Part C: Refreshments: November 17, 2003 lunch, light evening reception, two snacks, coffee service, November 18, 2003 breakfast, lunch, dinner , two snacks, coffee service, November 19, 2003 continental breakfast, boxed lunch, two snack, coffee service. Menus must be provided. Part D: Other requirements; variety of restaurants and shops within reasonable driving distance (not to exceed 8 miles). Award will be made to the offeror determined to be the ?Best Value to the Government? in accordance with FAR 52.212-2 evaluation factors. Evaluation may be made with or without discussions with the offeror(s). Technical proposals will be evaluated for size, quality of services and accommodations, location, and experience with large conferences. FLETC reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated in terms of cost for accommodations and service, cancellation and attrition, refreshments. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals, hotel contract and descriptive literature. The technical proposal submitted by an offeror that is not a hotel (such as meeting planner, travel agent, etc), must describe the technical approach for the offeror's services as a prime contractor and must also include a copy of insurance and all necessary licenses in order to be considered a complete technical proposal and provide a representative on-site (at the meeting/lodging facility) who is readily available to the FLETC Meeting Manager beginning at noon on the day of check-in and ending at three p.m. on the day of checkout and the representative?s name and telephone number shall be provided with the quote. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.arnet.gov/far (FAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: 1. Size and quality of services and accommodations; 2. Location; 3. Experience with large conferences, and 4. Price. (Size and quality of services and accommodations, location and experience with large conferences, when combined are more important than price); 52.212-3 Offeror Representations and Certification-Commercial Items. (Offerors must include a completed copy of the 52.212-3 Offeror Representations and Certification along with his/her proposal); 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c) (2)(xii) the following provisions under the clause apply (b)(11)-(b)(15), (b)(16), (b)(17), (b)(18), (b)(22)(i), (b)(24) (b)(29), (c)(1), (c)(2), and (c)(4). Proposals shall include all information required in 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3. Submit all price, descriptive literature, technical proposals, and Hotel Contract to: US MAIL address: Federal Law Enforcement Training Center, 1131 Chapel Crossing Rd, Glynco, GA 31524 Attn: LeeAnn Conway, BLDG 93 ALL OTHER CARRIERS: Federal Law Enforcement Training Center, 2400 Glynco PKWY, Glynco, GA 31524, Attn: LeeAnn Conway BLDG 93, Phone 912/267-2615, Fax 912/267-3132, or email LeeAnn.Conway@dhs.gov. Faxed and e-mailed proposals will be accepted. Closing date for receipt of proposals is October 16, 2003 at 2:00 PM EST.
Place of Performance
Address: Palm Coast, FL Area or, Hilton Head, SC Area
SN00451797-W 20031016/031014213017 (fbodaily.com)
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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