SOLICITATION NOTICE
X -- Latin America OPSCO Seminar facilities
- Notice Date
- 1/13/2006
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of State, Regional Procurement Support Office - Fort Lauderdale, Florida Regional Center, 4000 N. Andrews Ave., Fort Lauderdale, FL, 33309
- ZIP Code
- 33309
- Solicitation Number
- S-WHARC-06-Q-1013
- Response Due
- 1/25/2006
- Archive Date
- 2/9/2006
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested by this notice alone, and a written solicitation will not be issued. This synopsis/solicitation is issued as a Request for Quotations for hotel conference facilities and related accommodations and services for a seminar to be held by the U.S. Department of Defense. 1.0 DESCRIPTION The U.S. Department of Defense, Defense Attach? System Support Office, has a requirement for the following conference space and related services for the 2006 Latin American Operations Coordinator (OPSCO) Seminar, to be held from April 10 through 14, 2006, and attended by Defense Attach? System personnel from around the world. 1.1. Location: The hotel shall be located in the Miami, FL area, within walking distance of a wide variety of restaurants, sightseeing opportunities, etc., (such as Coconut Grove, Biscayne Bay or South Beach, etc.) as seminar attendees will generally not have rental cars. Hotel location and amenities will be a dominant factor in the award decision. 2.0 Guest Rooms: The contractor shall provide the following guest rooms, space, and services for the U. S. Department of Defense?s Latin American Operations Coordinator (OPSCO) Seminar. The standard room rate will be at or below the Maximum Lodging Allowance specified by the Joint travel regulations for per diem. 2.1. Approximately 60 standard guest rooms, bed and room sizes may vary, for a period of six (6) days. The number of rooms required each day will vary slightly due to participants? late arrivals and early departures. Final rooming list will be provided two (2) weeks prior to seminar start date; however, substitutions will be permissible up to the seminar start date. The standard room, breakfast and lunch meals will be included in the seminar package price. Individual miscellaneous expenses (mini-bar, laundry, room service, internet fees, movies, etc) will be the responsibility of each attendee. Individual attendees will provide their own credit cards or method of payment at check-in to cover miscellaneous expenses charged to their rooms. 2.2 Approximately 2 suites or junior suites for six (6) days will offered at the standard room rate. 2.3. Approximately 4-6 seminar team members will arrive the week prior to seminar start date, with varying arrival dates. Seminar room rates will apply. During this period, team members will finalize last minute details and work with hotel and other U.S. Department of Defense personnel on seminar related items. 2.4. Rooms will be available to seminar participants at contracted room rate, 2 days prior to start of seminar and 2 days following the seminar. However, attendees checking in before 9 April or staying later than the morning of 15 April should make separate arrangements with the hotel and will be responsible for payment of any additional room nights. Provide room rate for early arrivals and late departures. 2.5. Please specify the hotel pricing policy for extra adults and/or children sharing the same room. Any extra expenses over the standard room rate quoted will be borne by the attendee and should be charged to each individual separately. 2.6. Hotel staff shall hand out seminar welcome packages (provided by the USG) at the time the guest checks-in. 3.0. General Session Conference Room: Unrestricted use of one conference room in a U Shape configuration to comfortably accommodate approximately 60 participants during the hours of 7:00 a.m. and 6:00 p.m. for a period of up to 5 days. A day-to-day price breakdown quote for reserving the general session conference room is requested. 3.1. General Session Conference Room Set-up: The U configuration should be of sufficient size to sit 15 people on the outer side of each leg of the U shape, with space for 5 people at the base of the U. There should be at least one row of 12-14 chairs behind each arm of the U for attendees to sit. One podium with wireless microphone; One projection screen, whose size will be determined based on room size and set-up; One projector capable of being connected to a laptop computer for presentations; Internet capability, WiFi is preferable; Table coverings for each table; Pads of paper and pens at each participant seat, daily; Bottled water (preferred; however pitchers and glasses may be considered) and mints on each table to be replenished during breaks and lunch, if applicable, depending on daily agenda (to be provided to the hotel the week before the seminar, although drafts can be provided in advance of that time). 4.0. Morning and Afternoon Breaks: Provide two (2) breaks (A.M. and P.M.) daily; times may vary based on seminar agenda. Separate space required to accommodate approximately 60 people (sitting and standing) to allow for participants to network, at a location adjacent to general session conference room. Provide a quote for this service. 4.1. A.M. breaks will be approximately one (1) hour after seminar start time daily for 20 minutes: Coffee, tea, and water; juices, fruit, pastries (varied daily); 4.2. P.M. breaks will be for approximately 20 minutes (times to be determined based on agenda) conference room: Coffee, tea, juices, variety of sodas (regular and diet) and light snacks (varied daily). 4.3. Coffee, tea and water should be made available to attendees throughout the day. 5.0. Break-Out Rooms: Unrestricted use of 2 self-contained break-out rooms to comfortably accommodate approximately 15-20 participants each (sitting and standing) (Note: Set-up could vary based on agenda) during the hours of 7:00 a.m. and 6:00 p.m. for a period of 5 days. Please provide a day-to-day price breakdown for reserving the two (2) break-out rooms for the 5-day period. 5.1. Break-Out Rooms Set-up: Round or square tables and chairs to accommodate 4-6 people in banquet room set-up; Table coverings for each table; Presentation and Audiovisual requirements will be established no later than the pre-seminar meeting. 6.0. Icebreaker Reception: An Icebreaker Reception will be held the night of the official seminar start-date. The reception is anticipated to be on Monday from 6:00 P.M. until 8:00 P.M. The cost should be approximately $20 per person, to be charged to individual attendees? rooms. The list of attendees will be provided 48 hours prior to event. 6.1. Icebreaker Reception Room: A reception area sufficient in size to comfortably accommodate approximately 60 people. This area should be separate from the hotel lounge area, unless the lounge area can be reserved for private gatherings for the requested 2-hour time period. 6.2. Icebreaker Reception Room Set-up: This room should have a mix of seating and tables (both sit down and pub are suitable) to comfortably accommodate 60 people, and a cash bar ONLY (tickets sold in advance, with refunds on unused tickets or use in hotel bar during the seminar period is preferable). Participants will be responsible for ALL alcoholic beverages consumed. Light fare will be selected and included in seminar package. These may be buffet style or butler-passed. Non-alcoholic beverages, such as sodas, water, and juices will be provided and included in the seminar package price, plus submit this price in your quote. 7.0. Breakfast and Lunch: The hotel will be required to provide dining facilities and meals and beverages for breakfast and lunch for approximately 60 people for five (5) days. All meals and beverages for breakfast and lunch should be in a buffet style if possible, and the cost will be included in the seminar package. Breakfast will be available from 7:00 AM to 8:15 AM. Lunch will be available for one hour between 11:00 AM to 1:00 PM (exact time will depend on seminar agenda schedule). The dining area should be separate from the hotel public dining area/restaurant, unless sufficient space can be reserved in the dining area for the requested time period. Submit price quote for this. 7.1. Breakfast/Lunch Set-up: Round or square tables and chairs to accommodate 4-6 people in banquet room set-up. 8.0. Equipment Requirements: In addition to the equipment noted in sections above, additional audiovisual equipment, i.e. extension cords, projectors, screens, microphones, laptops, flipcharts, etc. may be required and will be based on agenda and presenters? needs. These requirements will be provided in advance of the seminar start-up. It is requested that a price list of audiovisual equipment and services be provided. A price list for internet services for seminar requirements is requested. Please advise if a group rate for internet services is available for guest rooms. These services may be included in the purchase order on an optional basis, please quote a price on this. 8.1. Once site selection has been made, room set-up schematics, with equipment requirements, and time schedules will be provided to hotel management staff prior to the pre-seminar meeting (anticipated to be held the Thursday or Friday before the seminar). Any last minute changes shall be presented at pre-seminar meeting. 9.0. Signage: Provide signage for General Session Conference Room, and Break-Out Rooms. Signage text will be provided by seminar team members prior to the seminar (such as at the pre-seminar meeting). The hotel shall provide an additional flipchart for last-minute changes to signage/instructions. Submit pricing if applicable. 10.0. Miscellaneous: Provide price list for secretarial/clerical services, i.e., tent cards, name badges, copying, faxing, use of business center, etc. These services may be included in the purchase order on an optional basis. Provide pricing for handling and storage of seminar materials received directly at the hotel prior to and after seminar. These services may be included in the purchase order on an optional basis. 11.0. Cancellation: The Government reserves the right to a no-cost cancellation of this purchase order in the event/occurrence of unforeseen circumstances including but not limited to natural disasters, that make holding the OPSCO seminar impossible. 12.0 Pricing and Payment: The Contractor shall provide firm fixed prices for each of the items required above, or state ?no charge?. Prices must include all fees, services, set up, and tear down. No extras may be invoiced. This purchase order will be a firm-fixed-price, requirements type. All prices shall be in U.S. dollars, and payments will be made to the Contractor in U.S. dollars within thirty (30) calendar days after receipt of an approved invoice. 13.0 Submission and Evaluation of Quotations: The quoter offering acceptable items that most closely match the Government?s needs, especially including location and required delivery date, will receive most favorable consideration from a technical standpoint. The Government intends to award to the lowest-priced technically acceptable quoter(s). Technical acceptability will be determined based on location and services offered compared to the requirements stated above. 13.1. QUOTATION MUST INCLUDE THE FOLLOWING: A. PRICE: Price quotation for the services listed above. Include separate prices for conference rooms, rooms, etc. so that all charges are clearly stated and broken down by numbers as indicated above. B. DESCRIPTION: Description of the facility being proposed and how it meets or surpasses the requirements stated above, point by point, including room diagrams; hotel brochures may be submitted. C. REFERENCES: Names and points of contacts of other Government or commercial customers for whom the quoter has performed this or similar work for in the past two (2) years. Information from reference checks may be used in determining the technical acceptability of the quoter?s past performance. D. DUNS AND CCR: DUNS number and statement that the quoter has registered in CCR; see below. E. CERTIFICATIONS: Completed certifications (FAR 52.212-3); see below. 13.2. Site visit: The Government will be holding a site visit at each of the hotels that submit a letter of interest as part of the evaluation process. This visit will be with the USG representative and the hotel staff so that the government can evaluate the hotels capabilities. The hotel shall provide a presentation by sales manager or others in charge of specific areas, ie. hotel?s banquet manager, meeting manger etc. See paragraph 13.9 for specific submission information. 13.3. CCR: In order to receive an award, you must be registered in the Central Contractor Registration database at www.ccr.gov. All responsible sources may submit a quotation which shall be considered by the Department. 13.4. RFQ: This solicitation number S-WHARC-06-Q-1013 is issued as an RFQ. This is a solicitation document incorporating Federal Acquisition Regulation (FAR) clauses and provisions that are in effect through Federal Acquisition Circular 2005-8. 13.5. FAR Clauses/Provisions A completed, signed copy of this provision shall be submitted with any quotation. The clause at FAR 52.212-1 Instructions to Offerors?Commercial Items (Jan 2006) , the provision at FAR 52.212-3, Offeror Representations and Certifications (dated March 2005) applies to this acquisition. FAR 52.212-4, Contract Terms and Conditions (dated January 2006) applies to this acquisition. The clause at FAR 52.212-5, Contract terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (dated January 2006) applies to this acquisition. Under paragraph b, the following clauses are incorporated: 52.203-6, Restrictions on Subcontractor Sales to the Government; 52.222-19, Child Labor?Cooperation with Authorities and Remedies (June 2004), 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-37, Employment Reports on Disabled Veterans; 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (E.O. 13201); and 52.232-33, Mandatory Information for Electronic Funds Transfer Payment. 13.6. Quantities: The following clauses are incorporated: FAR 52.216-18, Ordering, with the fill-in in paragraph (a) being May 31, 2006; FAR 52.216-19, Order Limitations, with the fill-in in paragraph (a) being $5, and (b)(1)&(2) each being $50,000, and the fill in for (b)(3) being 2; and FAR 52.216-21, Requirements, with the fill-in in paragraph (f) being May 31, 2006. 13.7. DOSAR: The clause at DOSAR 652.206-70, Competition Advocate/Ombudsman (AUG 1999) applies to this acquisition. 13.8. Notice: This is an unrestricted acquisition using commercial item procedures in FAR Parts 12 and 13. NAICS code is: 721110, size standard is $6.0 million. 13.9. Deadline: Interested firms shall submit a Expression of Interest letter identifying your firms interest in supporting the seminar and provide capabilities of your firm to meet the requirements above and is due by 1200 on the 25th of January 1200 eastern standard time. This letter shall be submitted as an email attachment, please provide the contact information so that the site visit (two hours max)can be set up. The quotation will be due two days after the site visit by 1200 eastern standard time on that day. All letters and quotations shall be submitted as an email attachment to goodwinelc@state.gov followed up by a hard copy mailed to: Mail to Lisa Goodwine, Contracting Officer, U.S. Department of State, RPSO Florida, 4000 N. Andrews Ave., Ft. Lauderdale, FL 33309 or faxed to 954-630-1165. All correspondence needs to marked with solicitation number S-WHARC-06-Q-1013
- Place of Performance
- Address: Maimi, Fl
- Country: USA
- Country: USA
- Record
- SN00966351-W 20060115/060113211940 (fbodaily.com)
- Source
-
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