MODIFICATION
X -- Conference Room Facilities/Sleeping Accommodations
- Notice Date
- 10/5/2004
- Notice Type
- Modification
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Acquisition and Grants Office, SSMC4 - Room 7601/OFA61 1305 East West Highway, 7th Floor, Silver Spring, MD, 20910
- ZIP Code
- 20910
- Solicitation Number
- DG1330-04-RQ-0261
- Response Due
- 10/12/2004
- Archive Date
- 10/27/2004
- Point of Contact
- Juanita Beck, Procurement Technician, Phone 301-713-0838 x198, Fax 301-713-0809,
- E-Mail Address
-
Juanita.Beck@noaa.gov
- Description
- THE DATE FOR SUBMISSION OF PROPOSALS IS OCTOBER 12, 2004, CLOSE OF BUSINESS. INCLUDED ARE THE TECHNICAL QUESTIONS WITH RESPONSES. 1: We would be so honored to host the 59th Interdepartmental Hurricane Conference, but our best availability would be that week. The week prior, March 14-18, 2005 could be a possibility, but on a 2nd option at this time. Unfortunately, your original dates requested are not available. I would greatly appreciate a chance to bid on your conference should your dates be a bit flexible. Response: Unfortunately, due to other conferences and commitments, our dates are firm. 2: What hotel, if any, has housed this program in the past? Response: 58th IHC: Double Tree Guest Suites Historic Charleston, Charleston, SC (2004) 57th IHC: Hilton Miami Airport Hotel, Miami, FL (2003) 56th IHC: Hyatt Regency New Orleans, Louisiana Superdome, New Orleans, LA (2002) 55th IHC: Adam’s Mark Hotel, Orlando, FL (2001) 54th IHC: Renaissance Houston Hotel, Houston, TX (2000) 53rd IHC: Grand Casino Hotel, Biloxi, MS (1999) 52nd IHC: Adam’s Mark Hotel, Clearwater Beach, FL (1998) 3: Are there currently any negotiations in progress with any hotel(s) for this program? Response: No. 4: Is there any hotel(s) under contract for this program? Response: No. 5: Is this bid limited to the Jacksonville area? Would our resort, Edgewater Beach Resort in Panama City Beach, Florida be considered for the bid? Response: Unfortunately, we are only considering the Jacksonville area for this IHC. 6: Would you consider using the same room for the dinner as the general session? We would need to turn the same room for dinner in order to hold the dinner on site. Response: Yes, Only if included in the same bill as the rest of the catered events. 7: If not, would you consider an off-site dinner? Response: N/A 8: In regards to the poster session, we would propose using one of our meeting rooms (approx. 1,500 square feet) and then flowing out in the main foyer by the General Session. Is this something you would consider? Response: Yes. 59th Interdepartmental Hurricane Conference STATEMENT OF WORK Location Jacksonville, Florida The U.S. Department of Commerce (DOC), National Oceanic and Atmospheric Administration (NOAA) have a requirement for the Hotel and Conference Rooms. This Request for Quote (RFQ) services is being issue in accordance with Federal Acquisition Regulations (FAR) Subpart 12.6 as supplemented with additional information included in this notice. RFQ No. DG1330-04-RQ-0261 is a combination synopsis/solicitation and no written solicitation will be issued. This RFQ incorporates the following clauses: 52.212.1 and 52.204-7. The associated NAICS code is 72111 and the Size Standard $6M. The solicitation documents and incorporated clauses are those in effect through Federal Acquisition Circular 24. All offerors must completed and included certs and reps failure to complete will result as a non response. All questions concerning this requirement must be submitted with NLT October 1, 2004 via email to juanita.beck@noaa.gov. A firm fixed price contract is anticipated. Proposals submitted in response to this notice are due by 4:00 p.m. Eastern Standard Time on October 12, 2004. Proposal must be delivered to via email to juanita.beck@noaa.gov. See Note -1. This Statement of Work is for a facility to accommodate the 59th Interdepartmental Hurricane Conference; meeting space, sleeping accommodations, and food and beverage service. All food and beverage service will be paid for separately; sleeping accommodations will be paid by individual attendees, and shall not be included on any proposals to this office. The number of attendees provided (as an estimate) is approximately 200. The final count will be provided two weeks prior to the event. Desired dates are February 28 through March 5, 2005 or March 7 through 11, 2005 Office Space Required: Approximately 700 sq. ft. of office space is required from the Thursday (February 24, 2005 or March 3, 2005) before the conference starts until the end of the conference (approximately 9 days). The office space needed shall be capable of being locked with the contractor providing at least 2 keys for the duration of the conference; shall have ample outlets for computers and printers; shall have a dedicated modem telephone line and high speed Internet access connection. Location of office space shall be in close proximity to the General Session area optimally, on the same floor. General Session Requirements: Registration area needed all day Monday through Wednesday (pre-function area is acceptable) and shall have ample outlets required to run computers and printers. Monday-Friday - General Session will start at 7:00 a.m., and will run through Friday morning. The space shall be set up in classroom chevron style with U-shaped head table in the center; Audio/Visual (A/V) requirement shall be provided separately; and platform stage for lectern and panel table shall be provided. Seating capacity shall accommodate 200-250 people. Monday-Wednesday - Poster Session (if there is a large pre-function area this should be suitable for Poster Session); reception to be held Monday or Tuesday evening in poster session area. If large pre-function area not available, at least 2300 sq. ft of space is required for Poster Session. General Meetings and All Purpose Rooms Requirement: Monday 8:00a.m.-12:00p.m. – Contractor shall reserve a minimum of two caucus rooms for approximately 10 to 15 people. Setup theater style with no A/V required. The Government may elect not to use these rooms. Wednesday - Evening banquet for approximately 175 people; setup in rounds of 10, with 2 rounds of 8 at the front of the room. Room other than general session room shall be provided and shall support A/V requirements, podium and lectern. Thursday 8:00a.m.-12:00p.m – Up to 4 Concurrent Sessions (approx. 900+ sq. ft). Each room shall be set up theater style for 50 people each; possible A/V requirements to be provided as necessary. Sleeping Rooms Required: The Contractor shall provide sleeping room nights totaling 550, to be spread out over the course of the conference. Individuals will pay for sleeping rooms on their own at the prevailing government per diem rate. The Contractor shall provide check-in and check-out times. Food and Beverage Requirements The Contractor shall provide food and beverage service based on the number of attendees, for the following: • Continental Breakfast, Mid-Morning and Afternoon Breaks Monday through Wednesday for approximately 200 people per day; • Continental Breakfast and Mid-Morning Break Thursday for approximately 200 people; • Continental Breakfast Friday for approximately 150 people; • Banquet dinner on Wednesday for approximately 175 people; • Welcome reception on Monday evening for approximately 175 people. • Light refreshments in the same space as the Poster Session Tuesday evening for approximately 175 people. Note: The Government may require a luncheon for approximately 200 people. Audio/Visual Requirements Audio Visual requirements mandate an A/V company on site. The list is as follows: General Session Overhead Standard overhead projector with cart 5 days Data Projector High resolution LCD projector and remote 5 days 29" computer data monitor (for presenter to see) plug into projector 5 days VHS VCR (plug in to sound board) and remote 5 days Large Screen (~12x12 with black drapes) 5 days Computer Input Switcher (3 to 4 inputs for my 2 laptop computers and for other laptop presentations that people bring) 5 days Long (25 ft.) VGA cable from switch to projector 5 days Long (25 ft.) RCA cable from VCR to projector 5 days Audio 4 table Microphones with stand (used Mon, Tues, and Wed) 3 days 2 Wireless Lavaliere Microphones 5 days 1 Podium Microphone 5 days 2 Wireless Hand-held Microphones 5 days 16-channel audio mixer (May not need 16, but 6 may not be enough) 5 days One of the rooms as an office Computers 2 Desktop computers (Monitor, mouse, keyboard, sound card, speakers, zip drive, cd rom drive, and floppy drive -- Software Windows 2000 Pro or newer and Microsoft Office Professional XP ) 7 days 2 HP Laser Printers (2200 or better) 7 days Fast Ethernet Connection to the Internet 7 days 4 Breakout rooms TBD Breakouts 4 overheads 1 day 4 screens 1 days 4 Flip chart packages 1 days Large pre-function area or room at least 2300 square feet 20 4’ x 8’ double-sided poster boards 4 days Large Ball Room (if not in General Session Room) Dinner Standard LCD Projector or Overhead TBD 1 days Screen 1 days Wireless lavaliere 1 days PROPOSAL INSTRUCTIONS: PROPOSALS The Contractor must submit a technical and cost proposal. A single copy of proposals may be submitted in electronic or hardcopy and the vendor must be Register in Central Contractor Registration, htts//www.ccr.gov. If you have any questions, please contact Juanita Beck on (301) 713-0838 x198 or e-mail juanita.beck@noaa.gov. All questions must be sent via email and received no later than Close of Business (COB) on September 17, 2004. Final proposals are due no later than COB on September 28, 2004. BASIS FOR AWARD The purchase order will be awarded to the Contractor whose proposal is considered to be the most advantageous to the Government, price and other factors considered. The final award will be based on the “best value” to the Government. “Best value” is defined as the offer that results in the most advantageous acquisition decision for the Government. This is a Firm Fixed Price contract. Selection Criteria Site selection will be based on the proposal plus a site visit to be conducted by staff of the contracting office. NOTE: THIS NOTICE WAS NOT POSTED TO WWW.FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (05-OCT-2004); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.eps.gov/spg/DOC/NOAA/AGAMD/DG1330-04-RQ-0261/listing.html)
- Place of Performance
- Address: Silver Spring, MD
- Zip Code: 20910
- Country: US
- Zip Code: 20910
- Record
- SN00689899-F 20041007/041005213849 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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