SOLICITATION NOTICE
X -- DCMA Commanders' Conference
- Notice Date
- 8/11/2004
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Defense Contract Management Agency, Defense Contract Management Agency, DCMA Procurement Center (DCMAC-W), ATTN DCMAC-W 6350 Walker Lane Suite 300, Alexandria, VA, 22310-3241
- ZIP Code
- 22310-3241
- Solicitation Number
- S5105A-04-T-0002
- Response Due
- 8/18/2004
- Archive Date
- 9/2/2004
- Point of Contact
- Gena Leake, Contract Specialist, Phone 703-428-1546, Fax 703-428-3579, - Barbara Roberson, Contracting Officer, Phone 703 428-0856, Fax 703 428-3579,
- E-Mail Address
-
gena.leake@dcma.mil, barbara.roberson@dcma.mil
- Description
- Statement of Work 2004 Fall Defense Contract Management Agency (DCMA) Commanders? Conference 1.0 Background: All items shall be priced separately down to the #.# level (i.e. 2.1, 2.2) to facilitate changes in the contract that will occur as DCMA refines the conference agenda and plan. [The following items should be priced: 2.1, 2.2, 2.3, 2.4, 2.5, 3.1, 3.2, 3.3, 4.1, 4.2, 4.3, and 4.4] 1.1 Purpose of the Conference: To bring together senior military/civilian leaders of DCMA to exchange ideas and build lasting relationships. Headquarters, DCMA, Alexandria, Virginia has a requirement for accommodations to support the 2004 Fall Commanders? Conference in the San Diego, California area 14 to 20 November 2004. The contractor shall provide all labor, equipment, audio/visual (A/V) equipment, lodging and food/beverage requirements as stated in this solicitation. 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. 1.2 Conference Period: The conference runs from 15 Nov 04 (Monday) to 19 Nov 04 (Friday), with attendees arriving as early as 13 Nov 04 (Saturday) and departing as late as 20 Nov 04 (Saturday). 2.0 Room Requirements: Individual meeting rooms may be separated by wall panels. All A/V will be provided by the Hotel or a contractor conducting business with the hotel. This includes, but not limited to: microphones, speakers, projectors, and screens. The final configuration for all rooms will be coordinated with Hotel management and the DCMA Conference Project Officer. 2.1 General Session Conference Room: This room will be used as the primary meeting area. Daily Room Usage Fee $________ x 5 Days = $________. - Exclusive use is required from 15 Nov 04 (Monday) through 19 Nov 04 (Friday), on a 24-hour basis. - The room should accommodate approximately 300 people. - The Hotel will have all major items (tables, chairs, wall panels) set up by 1800, 14 Nov (Sunday), in accordance with the final configuration as discussed with the DCMA Conference Project Officer. - 20 Nov 04 (Saturday) will be used to tear down the room. - The view from the seating areas will not be compromised or altered by structural support columns or partial walls. - The height of the room will allow adequate vertical space for two (2) 12'h x 12'w screens. - The room must be in close proximity to the Conference Support Center. - Light intensity and climate controls must be adjustable from inside the room. - Provide table(s) with chair(s) for positioning A/V equipment with power outlets to service the A/V equipment. (May be provided in conjunction with A/V rental.) - Provide table(s) and chair(s) in front of the screen with power outlets to service the projector, and laptop. (May be provided in conjunction with A/V rental.) 2.2 Conference Support Center: This room will be used as the DCMA command office for administrative matters. Daily Room Usage Fee $________ x 5 Days = $________. - Exclusive use is required from 15 Nov 04 (Monday) through 19 Nov 04 (Friday), on a 24-hour basis. - The Hotel will have all major items (tables, chairs) set up by 1800, 14 Nov 04 (Sunday), in accordance with the final configuration as discussed with the DCMA Conference Project Officer. - 20 Nov 04 (Saturday), will be used to tear down the room. - The room must be close to the General Session Conference Room. - Provide one (1) - 3? x 8? table and six (6) chairs. - One (1) Phone Line with local, long distance and overseas access, to be provided by the hotel. - One (1) High Speed Internet line (DSL or equivalent), to be provided by the hotel. - Power outlets to service one (1) computer, one (1) printer, and one (1) scanner. 2.3 General?s Office: This room will be used by DCMA?s Commanding General for small meetings (to accommodate 10 people) Daily Room Usage Fee $________ x 5 Days = $________. - Exclusive use is required from 15 Nov 04 (Monday) through 19 Nov 04 (Friday), on a 24-hour basis. - The Hotel will have all major items (tables, chairs) set up by 1800, 14 Nov 04 (Sunday), in accordance with the final configuration as discussed with the DCMA Conference Project Officer. - 20 Nov 04 (Saturday), will be used to tear down the room. - The room must be close to the General Session Conference Room. - Provide one (1) - 3? x 8? table and ten (10) chairs. 2.4 Registration Area: Daily Room Usage Fee $________ x 5 Days = $________. - The contractor shall provide a foyer or comparable area set up for registration from 12:00 noon 15 Nov 04 (Monday) to 12:00 noon 19 Nov 04 (Friday). - The Registration Area should be located immediately outside of the General Session Conference Room. - Provide two (2) - 3? x 8? tables and four (4) chairs. 2.5 Breakout Meeting Rooms: These rooms will be used for small group discussions. - 15 Nov 04 (Monday), two (2) breakout rooms are required to accommodate 30 people. One meeting (DCMA Air Ops) to be held from 7:30 AM to 5:00 PM, one meeting (DCMA International) to be held from 7:30 AM to 5:00 PM. Daily Room Usage Fee $________ x 1 Day x 2 Rooms = $________. [One meeting (DCMA East) will be held in the General Session Conference Room on 15 Nov 04 (Monday) from 7:30 AM to 5:00 PM. One meeting (DCMA West) will be held in the General Session Conference Room on 19 Nov 04 (Friday) from 7:30 AM to 5:00 PM. The Room Usage Fee for these two meetings should be included in 2.1 above.] - 17 Nov 04, ten (10) breakout areas are required to accommodate 30 people each, from 7:30 AM to 5:00 PM. Contractor shall assure the area is set up accordingly for each breakout room. Contractor shall assure breakout rooms are provided with the appropriate lighting and A/V equipment. Appropriate seating arrangements with tables and tablecloths shall be provided by the contractor for each breakout room. These rooms shall be set up accordingly as requested by the DCMA Conference Project Officer with the expectation that each meeting may last past the intended hour. - 17 Nov 04 (Wednesday) after 6:00 PM, will be used to tear down the rooms. 3.0 Audio/Visual (A/V) Requirements (If you have a package that will fill our requirements, you may provide a package price.): 3.1 16 to 18 Nov 04, the following A/V equipment is required for the General Session Conference Room (provide price for each item for 3 days): Two (2) wireless handheld microphones Two (2) wireless lavaliere microphones Two (2) screens (12? x 12?) One (1) podium One (1) podium microphone Two (2) high-power projectors Two (2) carts for projectors One (1) VHS recorder One (1) audio mixer Appropriate cables 3.2 16 Nov 04, the following A/V is required for a working lunch from 11:30 AM to 1:30 PM each day: One (1) wireless handheld microphone One (1) wireless lavaliere microphone One (1) screen (10? x 10?) One (1) podium One (1) high-power projector One (1) cart for projector Appropriate cables 3.3 17 Nov 04, the following A/V is required for each of the ten (10) breakout rooms from 7:30 AM to 5:00 PM: One (1) screen (10? x 10?) Appropriate cables 4.0 Food/Beverage Requirements: Provide price per person (300 people). Include service charges in the quote. The contractor is required to return with his offer the menu choices and prices offered for the morning and afternoon breaks, as well as, the sit-down and boxed lunches. (If you have a package that will fill our requirements, you may provide a package price.) 4.1 Morning Breaks to be provided 16 to 18 Nov 04 at 10:00 AM, to include: coffee, juice, tea, water, and pastries. 4.2 Afternoon Breaks to be provided 16 and 18 Nov 04 at 3:00 PM, to include: coffee, sodas, water, and cookies. 4.3 Sit-down lunch to be provided 16 Nov 04, to include: hot entr?e, sides, salad, dessert, coffee, tea, and soft drink. Approximately 300 people, final headcount will not be provided until 24 hours before event. Set up for working meeting. The room to host this event will be in proximity to the General Session Conference Room. DCMA should have sole use of this room from 1000-1500 hours the day of the luncheon. Menu requirements will be coordinated separately by the DCMA Conference Project Officer. 4.4 Boxed lunch to be provided 17 Nov 04, to include: sandwich or wrap, fruit, chips, cookie, coffee, tea, and soft drink. Approximately 300 people, final headcount will not be provided until 24 hours before event. Menu requirements will be coordinated separately by the DCMA Conference Project Officer. 5.0 Fees and Service Charges: All fees (i.e. setup, takedown) and service charges must be included in the quote. As a Defense agency, DCMA is tax exempt. 6.0 Attendee Hotel Rooms: Billeting costs will be borne by the personnel attending the conference. - A minimum of 300 rooms will be blocked for individual attendees to make reservations against, no higher than the government per diem rate. (See below chart for breakdown of estimated rooms required for the nights of 13-19 Nov 04) 13 Nov 14 Nov 15 Nov 16 Nov 17 Nov 18 Nov 19 Nov # rms 35 150 300 300 300 150 50 - Arrivals will start 13 Nov 04 (Saturday) and departures ending on 20 Nov 04 (Saturday). - The Hotel must hold a block of at least 300 rooms until 1 Nov 04, fourteen (14) days prior to the conference, for DCMA registration to ensure all conference attendees have the opportunity to reserve rooms. On 8 Nov 04, seven (7) days prior to the conference, we will reduce our block to 20 ?unbooked? rooms. On 13 Nov 04, two (2) days prior to the conference all rooms will be released. - Rooms shall be available to accommodate non-smokers, smoking and disabled. - Late check-in and check-out must be available for special cases without penalty. - The hotel must have an airport shuttle for convenient service and baggage service. - The hotel must comply with the ?Hotel and Motel Fire Safety Act of 1990 (PL101-391).? 7.0 Social Events: FOR INFORMATIONAL PURPOSES ONLY. Although the contract DOES NOT include any social events, the hotel must be able to accommodate the following (DO NOT include this cost as part of your quote. All social events will be paid for outside of the contract, as arranged by the DCMA Conference Project Officer.): 7.1 Ice Breaker: Approximately 300 people, final headcount will not be provided until 24 hours before event. No host evening social on 15 Nov 04 (Monday), the first evening of the conference. Ice Breaker may be held outside in courtyard or poolside with alternate site for inclement weather. Menu requirements will be coordinated separately by DCMA Conference Project Officer. 7.2 Dinner Banquet: Approximately 300 people, final headcount will not be provided until 72 hours before event. The dinner will be held 17 Nov 04 (Wednesday) evening. Menu requirements will be coordinated separately by the DCMA Conference Project Officer. 8.0 Solicitation: QUOTES ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. All persons responding must reference solicitation number S5105A-04-T-0002, which is being issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2001-24. It is the contractor?s responsibility to be familiar with all applicable clauses and provisions. The North American Industry Classification System (NAICS) is 721110. The size standard is $6M. The requirement is unrestricted, full and open competition. 8.1 PROVISIONS AND CLAUSES INCORPORATED BY REFERENCE. The following Federal Acquisition Regulations (FAR) provisions and clauses are applicable to this acquisition: Full text clauses and provisions are available at http://farsite.hill.af.mil. 52.212-1, Instructions to Offerors-Commercial Items; 52.212-2, Evaluation Commercial Items, with the following evaluation factors inserted in paragraph (a) of the provision: Quotes will be evaluated as to acceptability, availability, price, and past performance. Vendors shall submit a clear description of the space and services to be provided which will be used in the government technical review. A best value award will be made to the lowest responsive quote from a responsible bidder submitting an offer found to be most advantageous to the government. Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representation and Certifications-Commercial Items, and return it with their quote. Clauses 52.232-18, Availability of Funds, and 52.212-4, Contract Terms and Conditions-Commercial Items, are hereby incorporated by reference. Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition. The following FAR clauses identified at paragraph (b) of FAR clause 52.212-5 are also considered checked and applicable to this acquisition: (1), (14), (15), (16), (17), (18), (19), (20), (22), (23)(iii), (25), and (32). The following FAR clauses identified at paragraph (c) of FAR clause 52.212-5 are also applicable to this acquisition: (1) and (2). The clause FAR 52.252-2, Clause Incorporated by Reference, applies to this acquisition. Additionally, DFARS 252.204-7004, Required Central Contractor Registration: 252.21-7001, Contract Terms and Conditions Required to Implement Statutes Applicable to Defense Acquisition of Commercial Items, with the clause 252.247-7024 applicable. 8.2 Receipt of Quotes: Quotes shall be received at DCMAC-W, ATTN: DSP (Ms. Gena Leake), Alexandria, VA, not later than 4:00 PM Eastern Time, August 18, 2004. Quotes must be submitted via e-mail to Ms. Gena Leake at gena.leake@dcma.mil. Quotes shall include: (1) letter signed by an individual authorized to bind the organization, with a schedule of offered items to include price and menu, (2) completed Representations and Certifications and (3) acknowledgement of any amendments that may be issued. Amendments that may be issued will be published at FedBizOpps the same as this combined synopsis/solicitation. Questions pertaining to the solicitation must be submitted via e-mail to Ms. Gena Leake at gena.leake@dcma.mil. The point of contact for this solicitation is Ms. Gena Leake who may be contacted at (703) 428-7060. ** This combined synopsis/solicitation was created in Word; in the event formatting did not carry over into the Electronic Posting System correctly, you may e-mail Ms. Gena Leake (gena.leake@dcma.mil) for the Word document.
- Place of Performance
- Address: San Diego, Ca
- Country: USA
- Country: USA
- Record
- SN00641139-W 20040813/040811211602 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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