Loren Data's SAM Daily™

FBO DAILY ISSUE OF JUNE 10, 2005 FBO #1292
SOLICITATION NOTICE

X -- Latin American Army Family Team Building Conference; Downtown San Antonio TX Hotel Rooms & Conference Facilities 12-20 August

Notice Date

6/8/2005
 

Notice Type

Solicitation Notice
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

ACA Southern Hemisphere Mission Support, 2450 Stanley Road Suite 320, Building 1000 2nd Floor, Fort Sam Houston, TX 78234-7517
 

ZIP Code

78234-7517
 

Solicitation Number

W912CL-05-Q-AFTB
 

Response Due

6/14/2005
 

Archive Date

8/13/2005
 

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. Army Contracting Agency, The Americas intends on procuring services for hotel lodging and conference services in Downtown San Antonio. This requirement is unrestricted. A single award will be made based on best value. Award will be conducted under the p rovisions of FAR Part 12 Commercial Item and FAR Part 13 Simplified Acquisition Procedures. The prospective contractor must be registered in the Central Contractor Registration (CCR). This announcement constitutes the only solicitation; proposals are bei ng requested and a written solicitation will not be issued. Request for Quotation number W912CL-05-Q-AFTB applies. Latin American Army Family Team Building Conference STATEMENT OF WORK: The Hotel, located on or near the San Antonio River Walk (within .2 miles), shall provide lodging and conference space to adequately conduct 5-day conference for approximately 22-23 peo ple and support conference activities. The Latin American Army Family Team Building (LATAM-AFTB) Master Trainer Conference is scheduled to begin at 0800 on 15 August and end at 1500 hours on 19 August 2005. Site preparation for Core instructors begins on 12 August. Conference participants will arrive, 13-14 August 2005 and depart on 20 August 2005. The hotel must have bilingual (Spanish & English) staff support. The hotel must be rated at least 3 Stars or 3 Diamonds based on Mobil or AAA rating systems and have adequate security staff on site. Hotel must be able to provide meeting room(s), faciliti es and equipment for an ice-breaker reception, training, course administration and a formal luncheon. Dining must be available on site for all meals and provide maximum flexibility for participants. There shall not be any construction or renovations on t he premises during the dates of this conference that would in any way, interfere with or detract from the training. There will be approximately 22-23 participants comprised of guest speakers and participants traveling on Invitational Travel Orders for the purpose of this course. The hotel will provide sleeping rooms for all participants. It is desired that the rooms for the participants be located in close proximity to one another to the greatest extent possible. Guarantees: At fourteen (14) days prior to arrival, a final rooming list will be provided to the hotel. Any room reduction in excess of ten percent (1 0%) between the figure up to day of arrival, will be charged a one (1) room night. Non-arrival and No Show rooms will be released in the morning and charged one (1) room night. Early departures will not be assessed a penalty charge. The Hotel w ill be responsible for making arrangements for all non-covered room charges (such as movies, laundry, telephone charges, room service, etc) directly with the hotel guests as the government will only be responsible for the lodging rate, not incidental charg es Room rates and total meal cost (reimbursible based on voucher system) should be within government per diem rates for the local area (San Antonio is $140=$93 room+$47meals). Price Quotes shall include pricing for the following for the following estimated quantities: (1) 160 each Single Occupancy Room Nights; (2) 165 each Breakfast Vouchers; (3) 152 each Lunch Vouchers; (4) 160 each Dinner Vouchers; (5) 35 Formal Graduation Lu ncheon; (6) 35 Registration/Ice Breaker (7) 9 each Refreshment Breaks for 22 participants (8) Meeting Room (9) Administration Room Optional Items: Provide price to store 20-40 boxes at the hotel prior to start and cost of parking for reserved and non res erved spaces. Identify any comp or upgrades available not otherwise identified. Additional information needed for quotes: (1) The anticipated room Room Nights is based on the following 12 -20 August 2005: Friday (4), Saturday (24), Sunday (24), Monday (24), Tuesday (24), Wednesday (24), Thursday (25), Friday (25), Saturday Check out and will be paid based on usage and detailed above. (2) (3)(4) will be paid based on vouchers collected by hotel for meals. (5) Friday, 19 August 2005, 1130-1330: Provide set up for the graduation luncheon in separate room. The cost of this meal is not subject to per diem rates. Set up requirement includes round tables with podium and same type of audiovisual equipment set up as the meeting room. State when exact number of attendees must be confirmed with the hotel. (6) Sunday, 14 August 2005, 1400  1745 : Provide an area for course registration that is centrally located so that students can easily register after checking into the hotel. One large skirted table (red skirt, white table cloth and blue overlay) with c hairs and one chart easel is required. Sunday 1800-2000: Provide a meeting room for reception (ice-breaker) Include podium with microphone; serve drinks and heavy hors doeuvres. (7) Light refreshments for breaks (pastry, cookies, fruit, coffee, water, punch) for 25 participants. Requirements are as follows: 15-18 August, two per day, from 0945-1000 and from 1500-1515. On 19 Aug, one break from 0945-1000. (8) Sunday 2200,15 August 2005 to Friday 1500, 19 August 2005, 24 hour hold: Provide one general session meeting room, large enough to accommodate 23 people Set up requirements: five (5) round tables (five (5) chairs per table), one podium, one LCD Projector, one laptop, two (2) lavaleres mircrophones, one cordless microphone, one large screen (8-10 foot or greater) dressed with skirt, power strip, two (2) flip chart easels with pad, one large table (in the back of the room) for supplies and appropr iate trash receptacles. Special set up on Thursday 0800-1130: Need two rooms to accommodate 12 students in each room with microphone, flip chart easels with pad & lavalere. This may be accomplished by dividing the larger room or providing two separate rooms for this time period only. (9) 12 August-19 August 2005, 24 hour hold: Provide one conference style administrative room to accommodate 5 persons conference style and large enough to hold approximately 20-40 boxes, two large tables for supplies, one flip chart easel with pad, one h igh speed copier, one desk top computer (Microsoft Office & antivirus software set up for internet access), laser printer and one large trash can. The room must be available from 1200 on 12 August until 1500 on 20 August, for packing out at the end of th e training. Information required from Hotel for evaluation: Sample menus for meals, ice breakers, breaks & luncheon. Layout of conference rooms & block of rooms. Offeror will submit completed Representations and Certifications FAR 52.212-3 and DFAR 252.212-7000. For copies of these provisions, contact Anne Carroll at anne.carroll@samhouston.army.mil or phone 210-295-6571. The provisions at FAR 52.212-1, Instructions to Offeror Commercial; FAR 52.212-3 and DFAR clause 252.212-7000 apply to this requirement. The following FAR clauses apply to the requirement: FAR 52.212-4, Contract Terms and Conditions?Commercial It ems; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order Commercial Items and DFARS clause 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquis ition of Commercial Items. The appropriate clauses will be selected, including FAR 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration and FAR 52.222-41 Service Contract Act of 1965 as Amended. The Government plans to award a single contract resulting from this solicitation. Proposals shall be emailed to anne.carroll@samhouston.army.mil no later than 1:00 p.m. CST, 14 June 2005. Facsimile proposals will be accepted via fax (210) 2 95-6834. Evaluation: Selection will be based on best value to the government based on price and other non cost factors. Non cost factors include: (1) Hotel ratings (2) Multi-cultural location, including bilingual/spanish speaking staff, to meet goals of conferen ce and building relationships among host countries. (3) How well the meeting and administrative rooms facilitate training objectives. (4) Flexibility, convenience and menu selection of restaurants within the hotel that serve breakfast, lunch and dinner; a nd (5) Hotel security for the safety of guests and distinguished visitors. Non cost factors are considered more important than price. In the event numerous offers are received in response to this solicitation, the government reserves the right to downsel ect to a managable number (3 to 6) based on initial screening of the quotes recieved. Wage Determination No. 1994-252, Revision No. 27, Dated 07/16/2004, for Bexar County is applicable.
 

Place of Performance

Address: ACA Southern Hemisphere Mission Support 2450 Stanley Road Suite 320, Building 1000 2nd Floor Fort Sam Houston TX

Zip Code: 78234-7517

Country: US
 

Record

SN00824946-W 20050610/050608212243 (fbodaily.com)
 

Source

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

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