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X -- MCSAP 2006 Leadership Conference Hotel

Notice Date
Notice Type
721110 — Hotels (except Casino Hotels) and Motels
Contracting Office
Department of Transportation, Federal Motor Carrier Safety Administration (FMCSA), Headquarters FMCSA, 400 7th Street SW MC-MBA, Washington, DC, 20590
ZIP Code
Solicitation Number
Response Due
Archive Date
Point of Contact
Ruby Mixon, Lead Contract Specialist, Phone 202-385-2303, Fax 202-385-2333, - Doreen Starkes, Contract Specialist, Phone 202-385-2314, Fax 202-385-2333,
E-Mail Address
ruby.mixon@fmcsa.dot.gov, doreen.starkes@fmcsa.dot.gov
Question 1: The RFP stated that the General session will take place all day. Will the breakout spaces also be needed all day as well? Are you flexible on the number of breakouts you'll need? Answer 1: It is anticipated that a General session will be held only on the first day (May 2nd) of the conference so no breakout rooms would be necessary that day. Breakout rooms would be needed on the second day (May 3rd) so a room to accommodate a General session would not be needed on this day. It appears at this time that the agency will need a minimum of four (4) breakout rooms but may need as many as six (6) which allows limited flexibility on the number of breakout rooms. 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 conference to be held by the Federal Motor Carrier Safety Administration (FMCSA) for the Motor Carrier Safety Assistance Program (MCSAP) Leadership Conference 1.0 DESCRIPTION The FMCSA has a requirement to obtain the Conference Space and related services for the Motor Carrier Safety Administration Program Leadership Conference, to be held from May 2nd through May 3rd, 2006. 1.1. Location: The hotel shall be located in the Chicago, IL O’Hare Airport area. The hotel shall have at least a three (3) star rating. 2.0 The contractor shall provide guest rooms, facility space, and support services for the MCSAP Leadership Conference. The contractor shall provide hotel accommodations for 200 attendees May 2nd – 3rd, 2006. Registration for the attendees should include “late arrival”, “late checkout” and access to the business office until 9:00 nightly. 2.1. Guest Rooms: Approximately 200 guest rooms for a period of three (3) days. Bed and room sizes may vary. The accommodations should include approximately ten (10) rooms for Smokers, and at least five (5) room accommodations for the physically challenged. Attendees will make their reservations directly with the hotel via telephone or website. The final room listing will be provided two (2) weeks prior to the conference start date. The contractor shall allow for substitutions on the attendees Room Listing up to one (1) day prior to conference start date. 2.1.1 Attendees will make their hotel accommodations directly with the hotel via telephone or website and will be responsible for their lodging costs. The contractor shall allow for an early arrival of one (1) day and a late departure of one (1) day at the established conference rate. 2.2 Conference Facility 2.2.1. General Session Conference Room: The contractor shall provide space within the hotel that shall accommodate 300 participants in a theater set-up arrangement during the hours of 8:00 a.m. through 6:00 p.m. for a period of two (2) days starting May 2nd through May 3rdth, 2006. The general session room shall be equipped with a laptop projector and screen, two (2) traveling microphones, and two (2) wireless portable microphones. The contractor shall provide for A/V Support Staff. 2.2.2 Break-Out Rooms: The contractor shall provide unrestricted use of six (6) self-contained break-out rooms to comfortably accommodate approximately 50 participants each in classroom style. Each breakout room shall include a laptop projector and screen, one (1) traveling microphone and two (2) flip charts. 2.3 Support Services 2.3.1. Morning and Afternoon Breaks: The contractor shall provide set - up for two (2) breaks (a.m. and p.m.). Times may vary based on conference agenda, but will generally occur between 9:30 A.M. – 10:30 A.M. for the morning break and 1:30 P.M. – 2:30 P.M.for the afternoon break. The set-up will include: Soda/coffee for the morning breaks (2 days May 2nd – 3rd) Soda/coffee/snacks for the afternoon break (2days May 2nd – 3rd) 2.3.2. The contractor shall set-up a continental breakfast one (1) hour prior to conference start time daily on May 2nd and May 3rd. The set-up shall consist of coffee, tea, juices, and continental-type breakfast foods. 2.3.3. Conference Signage: The contractor shall provide signage for Registration Area, General Session Conference Room, and Break-Out Rooms. The contractor shall make any last-minute changes to signage/instructions. 3.0. Cancellation: The Government reserves the right to a no-cost cancellation in the event/occurrence of unforeseen circumstances including but not limited to natural disasters, that make hosting the MSCAP Leadership Conference impossible. 4.0 Payment: This purchase order will be a firm-fixed-price. All prices shall be in U.S. dollars, and payments will be made to the Contractor in U.S. dollars within approximately thirty (30) calendar days after receipt of an approved invoice. 5.0 Submission and Evaluation of Quotations: The offeror with 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 offeror(s). Technical acceptability will be determined based on location and services offered compared to the requirements stated above. 6.0 QUOTATION MUST INCLUDE THE FOLLOWING: A. PRICE: The Contractor shall provide firm fixed unit and extended prices for each of the following or state no charge (Prices must include all fees, services, set up, and tear down. No extras may be invoiced.): a) Guest rooms [this price will not be included in the resulting Purchase Order. See paragraph 2.1.1], b) Morning break set-up, c) Afternoon break set-up, d) General session room, e) Breakout rooms [shoe per room rate]. Price quotation for all charges shall be clearly stated. 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 offeror 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 offeror’s past performance. D. DUNS AND CCR: DUNS number and statement that the offeror has registered in CCR; see below. E. CERTIFICATIONS: Completed certifications (FAR 52.212-3); see below. 7.0 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 FMCSA. 8.0 RFQ: This solicitation number DTMC75-06-Q-00006 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. 9. FAR Clauses/Provisions: The provision at FAR 52.212-3, Offeror Representations and Certifications (dated March 2005) applies to this acquisition. A completed, signed copy of this provision shall be submitted with any quotation. The clause at 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. 10. Notice: This is an unrestricted acquisition using commercial item procedures in FAR Parts 12 and 13. NAICS code is: 721110, size standard is $6.5 million. 11. Deadline: QUOTATIONS ARE DUE by 2:00 p.m., February 13, 2006, EST, via e-mail. Identify your quotation as a Response to Solicitation Number DTMC75-06-Q-00006” and e-mail to: emma.green@fmcsa.dot.gov and ruby.mixon@fmcsa.dot.gov concurrently. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (07-FEB-2006); 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.
Place of Performance
Address: Chicago, IL
Zip Code: 60666
Country: US
SN00982911-F 20060209/060207215956 (fbodaily.com)
FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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