SOLICITATION NOTICE
X -- Conference Space - Dallas, TX
- Notice Date
- 3/29/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Commerce, Patent and Trademark Office (PTO), Office of Procurement, P. O. Box 1450 - Mail Stop 6 600 Dulany Street, MDE, 7th Floor, Alexandria, VA, 22313-1450, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- PROC070Dallas
- Response Due
- 4/4/2007
- Archive Date
- 4/19/2007
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR 13.5, as supplemented with additional information included in this notice. The United States Patent and Trademark Office (USPTO) has a need for conference space, sleeping rooms, food and beverage, and audio-visual equipment and services for attendees of the China Road Show. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-15 and constitutes the only solicitation; a written solicitation will not be issued. NAICS Code 721110. The solicitation number is PROC070Dallas. The solicitation is issued as a Request for Quote (RFQ). The requirements will be fulfilled using the Simplified Acquisition procedures, FAR Part 13. The period of performance is May 23-24, 2007. Place of performance is Dallas, TX. The hotel should be located in or near downtown Dallas, preferably the Central Business District, and must have adequate meeting space available for a two-day program on May 23-24, 2007. The hotel must have a full service business center and, preferably be close to a Kinko's or other independent copy service. The hotel must have an in-house or contract audio-visual service that can provide state of the art, professional production equipment and support throughout the conference. Adequate parking facilities must be attached to the hotel or located nearby. It is desireable that the property have an on onsite restaurant with room service capabilities. To be eligible for award under this solicitation, the offeror must propose a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.dhs.gov/applications/hotel/ and must be registered on the Central Contractor Registration website (www.ccr.gov). This solicitation is for a property to host the event; event-planning services are neither requested nor required. Sleeping Rooms: There is an anticipated need of 18 sleeping rooms for program staff and speakers. It is anticipated two rooms will be included on the master account, and the remainder will be self-pay. Check in is anticipated to be May 22, check out May 25. Incidentals are the responsibility of each individual. The USPTO makes no arrangements or commitments for sleeping rooms for the conference audience (attendees). Main Conference Meeting Room: A conference room is required May 23-24 to accommodate up to 300 people in a combination of classroom and theater style seating. The room should be large enough for attendee seating, an A/V worktable in back, platform for projection camera, and a dais in the front of the room with space for a podium, and a table for panel speakers. The space is required on a 24-hour hold from May 23-24, and should be available for set up the afternoon/evening of May 22. High speed Internet access is required in the main conference room for the duration of the conference. Break Out Rooms: On May 24, 2007 a separate breakout room may be required. This room should be able to seat up to 150 people in a combination of theater and classroom style seating. A dais for up to five people is needed for panel discussions, and there should be adequate space in the back of the room for an AV table to be set up. High-speed Internet access is also required for this room. There is also the possibility of a need for an office May 22-24, 2007 on a 24-hour hold. Internet access will be required for this room. Food and Beverage for Conference Breaks: Morning and afternoon breaks are required on May 23 and 24. These breaks should be set up outside of the main conference room. The morning break food and beverage should consist of a la carte menu items such as coffee, juice, water, soda, Danish, bagels, etc. The afternoon break should consist of a la carte menu items such as coffee, water, soda, cookies, brownies, etc. Audio Visual: The USPTO China Road Show requires state of the art professional production audio/visual equipment. Aside from the equipment, we will need professional personnel to set up the site, be on-site throughout the two-day event to run the equipment and trouble shoot any problems which may arise during the conference, and take down the site after the conference. The audiovisual equipment will need to be set up on Tuesday, May 22, 2007. No videotaping of the program is required. The main conference room for both days requires double screens, IMAG, PowerPoint projection, and audio. If a break out room is required, it will need to be set up Wed., May 23, 2007 with a single screen, PowerPoint projection, and audio. No IMAG is needed for the break out room. The AV requirements for this program may include: IPAC AUDIO VISUAL REQUIREMENTS (subject to change) PROJECTION/DISPLAY: 2 9x12 RP Screen with Dress Kit 2 5000 Lumens LCD Data Projector 1 Sony 1024 Scan Converter HG with 2 VGA Inputs 1 Folsom Screen Pro Plus 1202 with 3 Monitors 1 1x4 RGBHV Distribution Amplifier 1 Flat Screen Comfort monitor 21 inch or larger 1 Wireless Cue Lite - Mouse SOUND: 1 Sound System to include: 4 Full Range Speakers on Tripods and 2 Bass Bins with Amps 31 Band Stereo Equalizer 1 Audio Monitor for stage 1 16 Channel Mixing Console 1 24 Channel Snake 2 CD Player with Walk-In Music 1 Executive Dual Podium Microphone system 3 Table Microphones 2 UHF Wireless Combo Lavs 2 UHF Wireless combo Hand Held for Q&A 2 Computer Audio Hook-Up 1 Clear Com Base Station 1 Clear Com Headsets LIGHTING: 1 Stage Lighting System to include: 6 Front Lights, 4 - 6 Backlights, 8 Drapery Uplights, 4 Poles w/ Base, Extention & Crossbar, Dimmer Packs, Controller and Cables SCENIC: 1 Tech Station Surround Drape 60 Feet of Black Pipe & Drape (estimated) INTERNET: Internet is needed in the general session room, as well as the break out rooms. Selection Factors: The Government will make an award resulting from this solicitation to the responsible offeror whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate quotes: 1. Quality of property. This includes, but is not limited to, hotel layout, location, ease or access and security, cleanliness, ability to meet AV requirements, etc. 2. Past Performance in hosting similar events of this size and type. 3. Total price for lodging, food and beverage, conference rooms, IT/AV. Flexible attrition and cancellation terms will also be considered when looking at price. Price is less important than the other 2 factors combined. Your response must include past performance information, and pricing for conference and sleeping rooms, as well as food and beverage and AV. If sending an AV pricing sheet, please also price the AV requirements listed in this RFQ. Failure to price actual AV requirements may result in your quote not being considered. The breakdown of conference room space (layout, capacity, etc.) and sample menus should be included, as well as any additional information the contractor desires to submit. The selected hotel must be registered in CCR and accept a Government purchase order. The USPTO reserves the right to do a site visit for any property proposed and to consider information gathered in the site visit in making a selection decision. Offerors shall submit their quotations via email to Karen.Oettinger@uspto.gov. The due date for receipt of quotations is 5:00 PM, April 4, 2007. The point of contact for this solicitation is Karen Oettinger, 571-272-5603 or Karen.Oettinger@uspto.gov. This solicitation shall not be construed as a commitment of any kind.
- Record
- SN01261856-W 20070331/070329220448 (fbodaily.com)
- Source
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