Loren Data's SAM Daily™

FBO DAILY ISSUE OF JANUARY 01, 2004 FBO #0765
SOLICITATION NOTICE

99 -- Conference facility lodging and meals 20-24 Jan 2004, Key West, Fl.

Notice Date

12/30/2003
 

Notice Type

Solicitation Notice
 

Contracting Office

U.S. Army Base Operations Support Activity-Miami, Westside Plaza II, ATTN: SOBO-DC, 8300 NW 33 Street, Suite 110, Miami, FL 33122-1940
 

ZIP Code

33122-1940
 

Solicitation Number

W91QEX-04-Q-0005
 

Response Due

1/9/2004
 

Archive Date

3/9/2004
 

Point of Contact

john h. rudd, 305-437-2681
 

E-Mail Address

Email your questions to U.S. Army Base Operations Support Activity-Miami, Westside Plaza II
(ruddj@hq.southcom.mil)
 

Small Business Set-Aside

N/A
 

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. W91Qex-04-Q-0005 is issued under the Simplified Acquisition Procedures as a request for quotation to provide lodging, meals, and a conference facility for the period 20-24 January 2004 in accordance with the Statement of Work. 1. INTRODUCTION. The Statement of Work (SOW) details the lodging and meals the contractor will provide under this contract. The United States Southern Command (USSOUTHCOM) will host a Two-day ??????U.S./Colombian Counter-Narco Terrorism (CNT) Seminar?????? in Key West, FL ., from 22-23 January 2004. Attendees will generally arrive the day before (21 January 2004), to attend the conference the next two days and depart the day of (23 January 2004) the conference. Some meals will be served in the hotel in addition to guest r ooms. 2. GENERAL REQUIREMENTS. a. Location. The hotel should be in a safe secure location and geographically located with a five (5) mile radius of the JIATF-S, Joint Interagency Task Force South (JIATF-S) and Key West International Airport (EYW). The hotel should be able to p rovide lodging and meals within their main facilities, with all lodging rooms in close proximity of each other, and on the same floor. b. Security. The hotel must have a modern professional system of internal and external security to include cameras strategically located to monitor the interior and exterior of the hotel. The hotel must heighten security posture starting the morn ing before the conference and continuing until the evening of the day after the conference. The hotel will provide USSOUTHCOM a copy of its security plan seven (7) days prior to the conference. The hotel will provide the USSOUTHCOM Conference Security Di rector an orientation meeting with the hotel security manager, and a direct contact on the hotel staff for resolving security issues. USSOUTHCOM will conduct a security inspection of specific rooms of VIP guests 24-hours prior to their arrival. Once insp ected, these rooms will be secured and guarded by personnel provided by USSOUTHCOM, and no one, including hotel employees, will be allowed to enter without a USSOUTHCOM approved escort. USSOUTHCOM, at its discretion, may augment the hotel security systems by arranging for the presence of independent professional security personnel such as Key West Police Officers and/or special security detachments at the hotel during the period of the conference. If external security augmentation is exercised, the hotel security manager will ensure complete and unlimited access and seamless coordination between the hotel??????s organic security system and the external augmentation units. c. Hotel Representative. The hotel will provide a representative to act as a liaison with the conference executive director, or his agent. The hotel representative must be of sufficient authority to resolve issues involving conference execution a nd payment as they arise, and will be available during the period of 21-23 January 2004. The hotel will provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support. d. Service Break-Downs. The hotel will ensure that any maintenance or repairs for hotel equipment, to include: guest rooms and suites, elevators, etc., will be corrected immediately at the hotel??????s expense, to ensure the success of the confer ence and the meals served therein. e. Excluded from Contract. USSOUTHCOM will not pay for movies, mini-bars, laundry, room service, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided for in this contract. Lod ging, movies, mini-bars, service charges, etc., must be itemized separately on service bills. Hotel guests will be responsible for all legitimate charges appearing on their lodging statements, with the exception of the contracted lodging and meals. Hotel staff will inform guests during check-in which services will not be covered by USSOUTHCOM. The hotel staff should request a credit card from guests upon check-in. Charges not covered by the conference are to be resolved between the guests and the hotel. 3. LODGING. a. Rooms Required. Provide single occupancy rooms and suites as designated below. Guests will be allowed to use all rooms and suites for double occupancy at no additional charge. Night of January 20 th 21 st 22 nd 23 rd Number of Rooms 20 35 80 30 Check-in: 20 January 2004 Check-out 23 January 2004 Total contracted rooming nights estimated: 165 b. Other Room Information. USSOUTHCOM will only pay for rooms and suites used. Rooms and suites will be held for early check-in from 7:00 AM on 20 January 2004, late check-in until 1:00 AM on 23 January 2004. USSOUTHCOM may change or cancel lodg ing requirements to include the person designated for any room, up to 24 hours prior to occupancy without penalty. The government may request additional rooms or suites at any time, and the hotel will give the government priority on all unoccupied lodging of similar quality. Checkout time will be approximately 4:00 PM for all contracted rooms until 23 January 2004. The hotel may not assess a penalty for early checkout. c. Quality Standards for Rooms. Sleeping quarters (rooms and suites) will be above the second floor. All rooms will include: high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, clean linen o n a daily basis, electricity, color television with cable, and appropriate furniture. All regular hotel guest facilities and amenities, to include the hotel business center and the spa/exercise facilities, will be made available for conference attendees f ree of charge as long as they are registered in the hotel. No cover fees are to be charged to conference attendees who are not registered in the hotel. d. Lodging and Local Taxes. USSOUTHCOM, Certificate # 23-08-454166-51C, is exempt from payment of Florida sales and use tax on real property rented, transient rental property rented, and tangible personal property purchased or rented, or services purchased. Lodging, service charges, etc., must be itemized separately on room bills. This is an official event of the United States Government. A letter of confirmation will be provided to the hotel prior to commencement of this event. e. Official Guests. USSOUTHCOM will identify all individuals for whom it will pay lodging. USSOUTHCOM will generally pay lodging for all sponsored guests from 20-23 January 2004. Any additional nights that USSOUTHCOM will pay for per individual will be identified specifically. All other rooms, suites, and services are the responsibility of the individual, and the government will not be held liable. f. Extended Stays. Conference guests wishing to extend their stay in the hotel must check out within the designated checkout time on the specified end date. This will allow USSOUTHCOM to clear its account with the hotel. Guests who wish to exte nd their stay at the hotel may do so at the hotel??????s discretion and the guests?????? personal expense. g. Rooming List. USSOUTHCOM will furnish room lists not later than 1 January 2004, for all rooms, buy may change the names for the rooms up to the day of occupation. The only person authorized to change names are SC Protocol, LTC Naber, LTC Reul ing, LCDR Rees and or SGT Sotolongo. 4. MEALS. a. General. All scheduled conference meals will be prepared according to predetermined menus. USSOUTHCOM will identify an y individuals with special dietary restrictions. The hotel will strive to accommodate special diets where feasible and within contract meal rates. All hotel provided meals should include all gratuities, surcharges, etc. b. Payment. The total daily cost for meals shall not exceed the U.S. dollar Joint Forces Travel Regulation (JFTR) per diem rates in effect for Key West, Florida. USSOUTHCOM will generally pay for meals ordered, allowing for a negotiated regimen f or backing out of meals cancelled within an agreed time frame. All hotel receipts and vouchers associated with this conference must be submitted daily to the USSOUTHCOM representative with an invoice showing actual charges for each meal corresponding to e ach submitted voucher. SC Protocol will provide an actual expense letter in the event that the per diem is exceeded. c. Vouchers. The hotel will provide USSOUTHCOM with meal vouchers two days before the conference. The vouchers will be identified as breakfast, lunch, or dinner vouchers. Vouchers cannot be used for alcoholic beverages. The vouchers are only to be u sed in hotel dining rooms by registered conference participants. Vouchers will be paid on an actual use basis. The voucher must be signed by the conference participant and annotated with the participant??????s room number. d. Meal Schedule. The hotel will provide meals under the voucher system per the following schedule: 21Jan 22Jan 23Jan Breakfast: 35 80 30 Lunch: 0 0 40 Dinner: 0 80 30 Total contracted meals estimated Breakfast: 145 Lunch: 40 Dinner: 110 (All meals should be on the voucher system). (1). Breakfast. (21-23 January 2004) ?????? The hotel will provide buffet style breakfasts, which will be available from 6:30 AM through 8:00 AM. This breakfast will be included as part of the charged value of the room. (2). Lunch. (23 January 2004) ?????? The hotel will provide buffet style lunches from 12:00 PM through 1:00 PM on the 23 January 2004. Lunch during that day will be by meal voucher for use in one (or more) of its restaurants or dining facilities with a value sufficient to provide a complete luncheon meal including non-alcoholic beverages to sponsored conference delegates. (3). Dinner. (21-23 January 2004) ?????? The hotel will provide a dinner meal voucher for use in one (or more) of its restaurants or dining facilities with a value sufficient to provide a complete evening dinner meal including non-alcoholic beverages t o registered conference participants. 5. CONFERENCE FACILITIES. a. Conference Administration & Operations Center - General: The hotel will provide one administrative room for staff supporting the conference. USSOUTHCOM will establish an administration & operations center at the hotel to be used for conference attend ee coordination, event tracking, and general administrative support of any needed conference function. It should be of sufficient size with telephone and electrical capacity to support five (5) persons. (1). Communications equipment and services requested: The hotel will provide grounded electrical connections with extension cords and surge protectors to support all of the office equipment described. Five (5) telephone lines for the following services? ?????(2) line for internet connection, (1) line for direct fax service connection and (2) direct trunk line for external access and hotel PBX for local and long distance calls. (2). Additional Requirements: The room must be capable of being physically secured to prevent unauthorized access by non-USSOUTHCOM personnel at the discretion of the USSOUTHCOM Administration Officer for the conference. This room will be required begin ning at 8:00AM on 20 January 2004 for up to 24-hour usage through 24 January 2004. (3). Additional Requirements: Hotel staff must correct any hotel equipment breakdown immediately. The Admin Room must be set-up and fully available by 8:00 AM, 20 January 2004 (48 hours prior to the conference). Ashtrays will not be placed in the Administrative room, as smoking will not be permitted at any of the indoor conference functions. 6. HOSTED SIT DOWN LUNCH. (23 January 2003) ?????? Official Representational Funds (ORF) USSOUTHCOM will host a lunch to be held on 23 January 2004 at an appropriate area in the hotel from 12:00 PM through 1:00 PM. Lunch should be enough for 40 particip ants. At least two (2) meals choices must be presented at the time of the lunch. Water, Iced Tea, Sodas, Juices will be included with the meals. CLAUSES INCORPORATED BY REFERENCE: FAR 52.212-3, 52.212-4, 52.212-5, 52.233-3, 52.252-1, and DFARS 252.204-7004 Responses shall be received either via email (ruddj@hq.southcom.mil) or fax (305-437-2752).
 

Place of Performance

Address: U.S. Army Base Operations Support Activity-Miami, Westside Plaza II ATTN: SOBO-DC, 8300 NW 33 Street, Suite 110 Miami FL

Zip Code: 33122-1940

Country: US
 

Record

SN00496943-W 20040101/031230211838 (fbodaily.com)
 

Source

FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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