SOLICITATION NOTICE
X -- LEASE OR RENTAL OF FACILITIES
- Notice Date
- 5/16/2005
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Justice, Drug Enforcement Administration, Office of Acquisition Management, None, Washington, DC, 20537
- ZIP Code
- 20537
- Solicitation Number
- Reference-Number-DEA-05-TR-0021
- Response Due
- 5/31/2005
- Archive Date
- 6/15/2005
- Description
- The Drug Enforcement Administration (DEA) has a requirement for a facility to provide spaces for hosting the annual International Narcotics Enforcement Management Seminar in accordance with the Statement of Work. The seminar will be held from August 22, 2005 through September 9, 2005 in the Fort Lauderdale/Miami, Florida area. The acquisition will be conducted through the Federal Acquisition Regulation (FAR) Part 13. ?Simplified Acquisition Procedures?. A solicitation will not be issued. The reference number for Request for Proposal is DEA-05-TR-0021. The North American Industry Classification System Code (NAICS) is 721110. The Small Business Size is $6.0 million. The proposal representing the best value will be determined by the following criteria, in descending order of importance: (1) Availability, (2) Location, (3), Price. HOTEL REQUREMENTS FOR AUGUST 22 ? SEPTEMBER 9, 2005 I. BACKGROUND:Approximately twenty-five (25) seminar participants and five (5) DEA staff personnel will be attending the entire seminar for a total of approximately thirty (30) attendees. The hotel must be able to provide lodging for approximately thirty (30) attendees, as well as simultaneously accommodate other activities for approximately thirty (30) attendees from August 22, 2005 through September 9, 2005. The numbers of attendees is an estimate and may change by as much as twenty percent (20%). Regarding the guest rooms for our seminar attendees, the check-in date will be Sunday, August 21, 2005, and check-out date will be Saturday, September 10, 2005. The Conference dates are from Monday, August 22, 2005 thru Friday, September 9, 2005. The total number of nights in the hotel for the conference will be approximately twenty (20) nights for each of the approximately thirty (30) attendees, including DEA staff and instructors. Prior to the start of the seminar, DEA staff and instructors will require four (4) rooms from on or about August 18, to 20, 2005. During this time period the DEA instructors and staff will require access to the conference room to prepare for the conference. During this time period DEA staff will also be preparing for the participants and confirming arrangements. The hotel must have vacant rooms available for visiting instructors and/or dignitaries who will attend certain events of the seminar. It is estimated that DEA will purchase approximately 612 room nights for this seminar. The vendor shall provide cost estimates as if all anticipated participants were attending; however, the vendor will only be paid for the actual number of attendee room nights used. Every effort will be made to provide the vendor with an accurate attendance number as far in advance as possible. The contract will be awarded to the offer representing the best value to the government. The proposal representing the best value will be determined by the following criteria, in descending order of importance: hotel executive suites/rooms (complete with a coffee maker, refrigerator, and microwave) for extended stay; approximately 1,300 square feet of meeting/conference space; front entrance personnel; adequate security personnel within the hotel; parking availability; numerous food selections; per diem pricing, walking distance proximity to restaurants, physical fitness centers, shopping, local activities, ground transportation, and any other amenities. Additionally the hotel must have an airport shuttle. II. TECHNICAL REQUIREMENT: The four (4) sleeping rooms for the DEA staff will be used on or about Thursday, August 18, 2005, through Saturday, August 20, 2005 in order to set up the class room and test the technical equipment. The conference room shall be reserved exclusively for DEA?s use entirely during the period from August 18, 2005 through September 10, 2005 in order to prepare and present the conference. The conference room will be used on a daily basis, Monday through Friday during this time period. Additionally, from Thursday, August 18, 2005, through Saturday, August 20, 2005, DEA staff will prepare for the attendees? arrival, check in, registration and conference activities, schedule events, coordinate with the hotel, other instructors, and the local DEA Field Division in Miami, Florida. Requirements are as follows: August 18 through September 9, 2005, one conference room, minimum 1300 square feet, which can accommodate a class of twenty five (25) attendees, with the tables in a ?U? shaped classroom arrangement. Additional seating arrangements in the back of the room will be required for staff and other guest(s). The room must be reasonably soundproof, such that a normal speaking voice cannot be heard in any adjoining rooms. Any adjoining conference rooms which will be occupied by another group must be separated by a wall, not a partition. Additionally, DEA will utilize simultaneous translation booths and equipment during the seminar. Therefore, an area within the conference room shall be dedicated for this purpose. Proposals must have a separate cost estimate for translation equipment and booths for the entire time period of the seminar. From August 18 through September 10, 2005, work space for 2 persons is required, adjacent to the conference room, which can accommodate the class coordinator and additional instructor(s). This work space will also be used as a security area for screening individuals attempting to enter the conference room. DEA training technicians and instructors will utilize this work space on a daily basis. Requirements include availability to a copy machine, computer, internet access, and a table with 2 chairs. Cellular phone usage must be available throughout the hotel, including the conference room, the guest rooms and common access areas. The conference room and work area must be secured each night and the housekeeping staff will only be permitted into the room(s) at the close of the day?s class or prior to the start of the next day?s class and in the presence of DEA-affiliated personnel. The participant?s sleeping rooms must be suites suitable for extended stay occupancy, complete with a double/king sized bed, desk, internet access, television, kitchenette (including a coffee maker, refrigerator, and microwave), a sitting area and bathroom. Laundry facilities or dry cleaning services must be available. Proposals must include a layout of the hotel facilities and the proposed guest floor(s). During the conference dates there will be no renovations or large scale construction projects in progress. III. FOOD: 1. From August 22, 2005 thru September 9, 2005: breakfast, lunch, and AM and PM snacks for approximately 30 people (excluding weekends) will be served, for total number of 15 days. Breakfast each day will be set up at 7:00 a.m., and not removed before 10:00 a.m., in an area in the hotel. a. Snacks (coffee, soda, water, muffins and sweets) will be served in the morning at 10:00 a.m. and in the afternoon at 3:00 p.m. outside the conference room each day and remain there for the remainder of the day. b. Lunch will be served at approximately 12:00 p.m. in the hotel restaurant. Attendees will be allowed to choose either from limited menu items or a buffet. A daily buffet selection menu or the proposed limited menu items, complete with prices, should be submitted with the proposal. 2. On Tuesday, August 23, 2005, from 6:00 p.m. to 9:00 p.m. a working reception is scheduled for the attendees, DEA staff, and other guests from around the region. The reception will be held in the hotel banquet room, other than the conference room, and will consist of hors d? oeuvres and beverages for approximately fifty-five (55) people. The hotel banquet room will be set up with tables in an effort to promote movement and mingling amongst the attendees. A sound system and podium will be required for brief welcoming comments from dignitaries. On September 9, 2005, a graduation dinner is scheduled. This dinner will be held in the hotel?s banquet room, other than the conference room, and will consist of a served sit down dinner and beverages for fifty-five (55) people. The hotel banquet room will be set up with tables of eight (8) persons per table in an effort to promote a more formal atmosphere for the graduation exercise and closing speeches. A sound system and podium will be required for comments from dignitaries. To prepare for the aforementioned opening reception and graduation banquet, DEA Staff will require access to the banquet rooms approximately 4 hours prior to the starting time of the events in order to prepare for our guests. These times will be provided to the hotel as far in advance as possible. (The vendor shall provide cost estimates on a per person charge, inclusive of all service and miscellaneous charges as if all anticipated participants (55) were attending; however, the vendor will only be paid for the actual number of attendees who attend the specific event. Every effort will be made to provide the vendor with an accurate attendance number as far in advance as possible.) IV. LOCATION/TRANSPORTATION: The hotel must be located within commuting distance of Drug Enforcement Administration Miami Field Division headquarters at 8400 NW 53rd Street, Miami, Florida, 33166. In addition, the hotel must be within walking distance to restaurants, physical fitness centers, drug stores, entertainment areas and shopping, or complementary shuttle service must be provided to these amenities as requested by the attendees. A courtesy shuttle to and from the airport to the hotel will be required. V. OTHERS: 1. There must be no remodeling, construction, or painting in process at the hotel or in the parking facilities during the proposed dates of occupancy which would cause a disturbance to the conference or the attendees. 2. From August 18 through September 10, 2005, there will be a need for dedicated parking spots for a minimum of 4 vehicles (including two 15 seat transportation vans). Please include the price per vehicle for self parking at the hotel in the proposal, if parking is not complimentary. 3. Audio-visual equipment (VHS, DVD, Projector, Lapel and hand held microphones, etc.); podium, sound system, translation booths, phone, fax, and copying services will be required. Please include the price per service mentioned above in the proposal, if these services are not complimentary. 4. A complete listing of the previous day?s charges will be provided to the seminar coordinator each day. All proposals will include an itemized list of all service charges, rental charges, and/or use costs. The proposal must reflect the total amount that will be billed. 5. The proposal will include a list of all contact persons at the hotel, e.g., General Manager, Sales Manager, Catering Coordinator, etc., and their phone numbers. 6. After the contract is awarded, questions regarding logistics or billing must be directed to the DEA seminar coordinator only. If DEA personnel have questions regarding rooms or billing, or any problems or situations arise, the hotel seminar manager will be notified by DEA seminar coordinator and corrections shall be made as soon as possible. 7. Pursuant to 26 U. S. C., the Secretary of the Treasury has exempted the United States Government from state and local taxation. As an agency of the Federal Government, The Drug Enforcement Administration is exempt from state and local taxes, including hotel taxes when direct payments (electronic funds transfer) are made to the vendor by the Government. All quotes must be received no later than 3:00 p.m. (eastern time) on Tuesday, May 31, 2005 to the Department of Justice, Drug Enforcement Administration, Office of Acquisition Management, 2401 Jefferson Davis Highway, Alexandria, VA 22301, Attn: Ghazala Shabnam, Contract Specialist. All communications concerning this announcement must be in writing and received by 3:00 p.m. eastern time, no later than 7 calendar days after the publication date of the notice. (Collect calls will not be accepted). No solicitation is available. Closing date is May 31, 2005.
- Record
- SN00808511-W 20050518/050516211757 (fbodaily.com)
- Source
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