SOLICITATION NOTICE
99 -- Hotel Accomodations - Meeting/Exhibit Space for Annual Conference
- Notice Date
- 5/23/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Export - Import Bank of the United States, Office of Contracting Services, Contracting Services, 811 Vermont Avenue, N.W., Washington, District of Columbia, 20571
- ZIP Code
- 20571
- Solicitation Number
- EXIM-08-R-0004
- Point of Contact
- Dora Sanders,, Phone: 2025653359, William S Boyd,, Phone: 202-565-3346
- E-Mail Address
-
dora.sanders@exim.gov, william.boyd@exim.gov
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposal being requested and a written solicitation will not be issued. The solicitation number is EXIM-08-R-0004 and NAICS is 721110. The acquisition size is unrestricted. The purchase order shall be a firm-fixed fixed-price contract. Contractor shall provide all labor, parts, transportation, materials, and supervision necessary to provide the Export-Import Bank with meeting/exhibit space for the Export-Import Bank of the United States Annual Conference. There are five line items. LINE ITEM 0001 is the Base Year. Contractor shall choose the following date: April 15-17 2009 LINE ITEM 0002 is Option Period I. Contractor shall choose the following date: March 10-12, 2010. LINE ITEM 0003 is Option Period II. Contractor shall choose the following date: March 30- April 1,2011. LINE ITEM 0004 is Option Period III. Contractor shall choose the following date: April 11-13, 2012. LINE ITEM 0005 is Option Period IV. Contractor shall choose the following date: April 3-5, 2013. The Government reserves the right to exercise these Options in accordance with FAR Part 52.217-9 Option to Extend the Term of the Contract. All work shall be completed lAW Government’s Statement of Work (SOW) and additional Government direction. DESCRIPTION/SOW: STATEMENT OF WORK FOR HOTEL TO HOST THE EXPORT-IMPORT BANK OF THE UNITED STATES 2009 ANNUAL CONFERENCE. 1. BACKGROUND: The overall objective£ of this Statement of Work outlines the needs for Ex-1m Bank's Annual Conference attended by approximately 1,100 people. The conference duration is 1 1/2 days. The Bank prefers to host the conference on a Thursday and Friday, with Wednesday being the set-up day. 2. SCOPE OR WORK. 2.1 Exhibit Space: Group is requesting approximately 40,000 sq. ft. for the two-day conference. This space would be needed to be available the day prior to the start of the conference for decorator and exhibitor set-up. The space would also need to be available on a 24-hour hold. 2.2 Event Room Space requirements: General session space is needed to accommodate approximately 1,000 - 1,100 attendees theater style seating for up to one general session. The room should be large enough to accommodate a head riser, dual projection, and two (2) press risers. Ballroom to accommodate lunch for seating up to 1,100 per lunch; Four breakout rooms will be needed for concurrent sessions each day of the conference (each breakout room should be able to accommodate up to 300 theatre style seating); A fourth breakout room will also be needed, to accommodate up to 200 theatre style eating. Office space (2) is required for the hosting group and members of the Board of Directors; Press rooms (2); Storage space; VIP rooms and the green room behind stage. 2.3 Sleeping Room Block and Rates: The Export-Import Bank is requesting a room block of 800-850 sleeping rooms at a rate of N-T-E $199.00. In addition, we are requesting 20 rooms at the government rate to be available during our conference for Bank staff and our logistics contractor. The room block breakdown would be as follows (assuming the conference takes place on a Thursday and Friday: Tuesday = 50 Rooms, Wednesday = 400 Rooms, Thursday = 400 Rooms, Friday = 25 Rooms. 2.4. Complimentary Rooms: One (1) complimentary room night for every forty (40) paid guest rooms is being requested. 2.5. Catering: During the two-day event, there will be two continental breakfasts available for approximately 1,000 guests per event; One lunch for approximately. 1,100 day one and 700 day two; A major reception the evening of day one for approximately 1,100 guests; We will be also have a number of coffee breaks morning/afternoon where beverages and snacks shall be available; Snacks and coffee/soft drinks shall be available in each office space being held for the Export-Import Bank. 2.6 In-House Equipment: Contractor shall provide all equipment necessary for the success of the Conference in accordance with the Request for Proposal and SOW. However, Ex-1m Bank reserves the right to use an outside AN company without incurring any expenses from the Hotel to do so. 2.7 Hotel Setup: Hotel should note that there's a major set-up day prior to the start of the conference. All space including both Meeting and Exhibit space will need to be available at 7:00 A.M. the day before the start of the conference with move-in time by noon. All rooms, meeting & exhibit space will require a 24-hour hold. 2.8 Other Concessions: Ex-1m Bank would like the offeror to provide any upgrades, comparable meeting space, an overall discount on AN and/or catering. Areas of consideration may include: catering costs, AN costs, sleeping room rates and complimentary meeting and exhibit hall space. 3. EVALUATION FACTORS: Contractor shall be evaluated on the following factors: (1) Technical Sufficiency: Offeror’s overall proposal must demonstrate an understanding of and meet all the requirements of and meet all the requirements of this solicitation. (2) Facility: Shall be within three (3) blocks of Metro Rail; within 30 minutes of EX-Im Bank of the US headquarters via Metro Rail; ability of facility to accommodate all stated requirements including dates specified. (3) Past Performance: Offeror's shall list examples of services provided of similar size and complexity to the Bank’s stated requirements with current points of contact. The Bank reserves the right to check or not check references as it deems necessary. Cost: Each Offeror is required to submit a cost proposal for the Base Year and all Option Years in accordance with the Request for Proposal (RFP) and Statement of Work (SOW). 4. AWARD: Award shall be made to the offeror who is responsive and responsible in accordance with Federal Acquisition Regulation (FAR) and whose proposal conforms to the solicitation's requirements and represents the best value to the Government. FAR PROVISIONS: The following clauses apply to this acquisition: (By Reference): 52.212-2 Evaluation--Commercial Items (Jan 1999), 52.212-3--0fferor Representations and Certifications--Commercial Items (June 2003), 52.212-4 - Contract Terms and Conditions--Commercial Items (Oct 2003),52.232-18 Availability of Funds (Apr 1984), 52.252-2 Clauses Incorporated by Reference (Feb 1998),52.212-1 Instructions to Offerors 0Commercial Items (Oct 2003), Clauses incorporated in Full Text: 52.212-5 Contract Terms and Conditions required to Implement Statues or Executive Orders, 52.217 -8 Option to Extend Services (Nov 1999) and 52.217-9 Option to Extend the Term of the Contract (Mar 2000). This is a BEST V ALUE REQUIREMENT; therefore, the Government reserves the right to award this contract to other than the lowest price offer. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government reserves the right to conduct a proposal down select and only hold discussions with the offeror(s) who best meet the solicitation evaluation criteria. Discussions will not be held with any offeror eliminated during the down select period. The Government also reserves the right not to hold discussions with any of the offeror's if the Contracting Officer determines that discussions are not necessary for this requirement. The Government reserves the right to visit the site(s) being considered for the award. To be eligible for award, all contractors must be registered in the Central Contractor Registration (CCR). A Contractor can contact the CCR by calling 1-888-227-2423 or e-mail at www.ccr.gov. The FAR Clauses web site is http://farsite.hill.af.mil or www.arnet.gov. Offers are due by May 30 by 2:00 P.M. to the Export Import Bank of the US at 811 Vermont Ave NW; Washington DC, 20571. The Request for Proposal (RFP) and Statement of Work (SOW) can be requested from the Contracting Officer, William Boyd.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=f9c05d7be56bdb2b86a18b5e3e8cf80c&tab=core&_cview=1)
- Place of Performance
- Address: 811 Vermont Avenue, NW, Washington, Maryland, 20571, United States
- Zip Code: 20571
- Zip Code: 20571
- Record
- SN01579941-W 20080525/080523214924-f9c05d7be56bdb2b86a18b5e3e8cf80c (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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