SOLICITATION NOTICE
99 -- Hotel Accomodations - Meeting/Exhibit Space for Annual Conference
- Notice Date
- 6/4/2004
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Export - Import Bank of the United States, Office of Contracting Services, Contracting Services, 811 Vermont Avenue, N.W., Washington, DC, 20571
- ZIP Code
- 20571
- Solicitation Number
- EXIM-04-R-0001
- Response Due
- 7/9/2004
- Archive Date
- 7/24/2004
- Point of Contact
- Glenna Paulson, Contracting Officer, Phone 202-565-3333, Fax 202-565-3528, - Mark Pitra, Contracting Officer, Phone (202) 565-3338, Fax (202) 565-3528,
- E-Mail Address
-
glenna.paulson@exim.gov, mark.pitra@exim.gov
- Description
- This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the solicitation; however a copy of the written solicitation, evaluation criteria, and Statement of Work (SOW) must be requested from the Contracting Officer as stated below. The Request for Proposal number is EXIM?04-R-0001. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular number 01-14 (effective 6/3/03). The acquisition size is unrestricted. The purchase order shall be a firm-fixed fixed-price contract. Contractor shall provide all labor, parts, transportation, materials, and supervision necessary to provide the Export-Import Bank with meeting/exhibit space for the Export-Import Bank of the United States Annual Conference. There are four line items. LINE ITEM 0001 is the Base Year. Contractor shall choose from the following dates: April 14-15, 2005 or April 21-22, 2005 or May 5-6, 2005. LINE ITEM 0002 is Option Period I. Contractor shall choose from the following dates: April 6-7, 2006 or April 27-28, 2006 or May 11-12, 2006. LINE ITEM 0003 is Option Period II. Contractor shall choose from the following dates: April 12-13, 2007 or April 19-20, 2007 or April 26-27, 2007. LINE ITEM 0004 is Option Period III. Contractor shall choose from the following dates: April 10-11, 2008 or April 17-18, 2008 or May 1-2, 2008. The Government reserves the right to exercise these Options in accordance with FAR Part 52.217-9 Option to Extend the Term of the Contract. All work shall be completed IAW contractor?s Statement of Work (SOW) and additional Government direction. DESCRIPTION/SOW: STATEMENT OF WORK FOR HOTEL TO HOST THE EXPORT-IMPORT BANK OF THE UNITED STATES 2005 ANNUAL CONFERENCE. 1. BACKGROUND: The overall objectives of this Statement of Work outlines the needs for Ex-Im Bank?s Annual Conference attended by approximately 1,200 people. The conference duration is 1? days. The Bank prefers to host the conference on a Thursday and Friday, with Wednesday being the set-up day. 2. SCOPE OR WORK. 2.1 Exhibit Space: Group is requesting approximately 40,000 sq. ft. for the two-day conference. This space would be needed to be available the day prior to the start of the conference for decorator and exhibitor set-up. The space would also need to be available on a 24-hour hold. 2.2 Event Room Space requirements: General session space is needed to accommodate approximately 1,000 ? 1,500 attendees theater style seating for two general sessions. The room should be large enough to accommodate a head riser, dual projection, and two (2) press risers. Ballroom to accommodate two lunches for seating up to 1,500 per lunch; Three breakout rooms will be needed for four one-hour concurrent sessions each day of the conference (each breakout room should be able to accommodate up to 300 theatre style seating); A fourth breakout room will also be needed, to accommodate up to 200 theatre style eating. Office space (2) is required for the hosting group and members of the Board of Directors; Press rooms (2); Storage space; VIP rooms and the green room behind stage. 2.3 Sleeping Room Block and Rates: The Export-Import Bank is requesting a room block of 800-850 sleeping rooms at a rate of N-T-E $199.00. In addition, we are requesting 15-20 rooms at the government rate to be available during our conference for Bank staff and our logistics contractor. The room block breakdown would be as follows (assuming the conference takes place on a Thursday and Friday:) Tuesday = 50 Rooms, Wednesday = 400 Rooms, Thursday = 400 Rooms, Friday = 25 Rooms. 2.4. Complimentary Rooms: One (1) complimentary room night for every forty (40) paid guest rooms is being requested. 2.5. Catering: During the two-day event, there will be two continental breakfasts available for approximately 1,000 guests per event; Two lunches for approximately. 1,200 day one and 700 day two; A major reception the evening of day one for approximately 1,200 guests; We will be also have a number of coffee breaks morning/afternoon where beverages and snacks shall be available; Snacks and coffee/soft drinks shall be available in each office space being held for the Export-Import Bank. 2.6 In-House Equipment: Contractor shall provide all equipment necessary for the success of the Conference in accordance with the Request for Proposal and SOW. However, Ex-Im Bank reserves the right to use an outside A/V company without incurring any expenses from the Hotel to do so. 2.7 Hotel Setup: Hotel should note that there's a major set-up day prior to the start of the conference. All space including both Meeting and Exhibit space will need to be available at 7:00 A.M. the day before the start of the conference. All rooms, meeting & exhibit space will require a 24-hour hold. 2.8 Other Concessions: Ex-Im Bank would like the offeror to provide any upgrades, comparable meeting space, an overall discount on A/V and/or catering. Areas of consideration may include: catering costs, A/V costs, sleeping room rates and complimentary meeting and exhibit hall space. 3. EVALUATION FACTORS: Contractor shall be evaluated on the following factors: Past Performance, Facility, Key Personnel and Cost. 3.1 Past Performance: Offeror's must have prior experience with hotel conventions and have excellent past performance. 3.2 Facility: Offeror's location and quality of facility. 3.3 Key Personnel: Personnel shall have experience, knowledge and understanding in providing quality convention services of this size (1,200 people). 3.4 Cost: Offeror is required to submit a cost proposal for the Base Year and Option Years in accordance with the Request for Proposal (RFP) and Statement of Work (SOW). 4. AWARD: Contract shall be awarded to the offeror who is responsive and responsible in accordance with Federal Acquisition Regulation (FAR) and whose proposal conforms to the solicitation's requirements and represents the best value to the Government. FAR PROVISIONS: The following clauses apply to this acquisition: (By Reference): 52.212-2 Evaluation--Commercial Items (Jan 1999), 52.212-3--Offeror Representations and Certifications--Commercial Items (June 2003), 52.212-4 - Contract Terms and Conditions--Commercial Items (Oct 2003), 52.232-18 Availability of Funds (Apr 1984), 52.252-2 Clauses Incorporated by Reference (Feb 1998), 52.212-1 Instructions to Offerors - Commercial Items (Oct 2003), Clauses incorporated in Full Text: 52.212-5 Contract Terms and Conditions required to Implement Statues or Executive Orders , 52.217-8 Option to Extend Services (Nov 1999) and 52.217-9 Option to Extend the Term of the Contract (Mar 2000). This is a BEST VALUE REQUIREMENT; therefore, the Government reserves the right to award this contract to other than the lowest price offer. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government reserves the right to conduct a proposal down select and only hold discussions with the offeror(s) who best meet the solicitation evaluation criteria. Discussions will not be held with any offeror eliminated during the down select period. The Government also reserves the right not to hold discussions with any of the offeror's if the Contracting Officer determines that discussions are not necessary for this requirement. The Government reserves the right to visit the site(s) being considered for the award. To be eligible for award, all contractors must be registered in the Central Contractor Registration (CCR). A Contractor can contact the CCR by calling 1-888-227-2423 or e-mail at www.ccr.gov. The FAR Clauses web site is http://farsite.hill.af.mil or www.arnet.gov. Offers are due by July 9, 2004 by 12:00 P.M. to the Export Import Bank of the US at 811 Vermont Ave NW; Washington DC, 20571. The Request for Proposal (RFP) and Statement of Work (SOW) can be requested from the Contracting Officer, Glenna J. Paulson.
- Place of Performance
- Address: To Be Determined At Time of Award
- Zip Code: 20571
- Country: USA
- Zip Code: 20571
- Record
- SN00598520-W 20040606/040606111636 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |