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X -- Continuing Medical Education (CME) Conference

Notice Date
Notice Type
Combined Synopsis/Solicitation
721110 — Hotels (except Casino Hotels) and Motels
Contracting Office
Department of State, FedBid.com -- for Department of State procurements only., FedBid.com, 2010 Corporate Ridge, Suite 750, McLean, Virginia, 22102
ZIP Code
Solicitation Number
Archive Date
Point of Contact
Lawanna A. Manning,, Phone: 7038756069
E-Mail Address
Small Business Set-Aside
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 to be held by the U.S. Department of State. RFQ S-AQMMA-08-Q-0246 MED Continuing Medical Education (CME) Conference C.1Introduction The U.S. Department of State, Office of Medical Services has a requirement for the following conference space and related services for their Continuing Medical Education (CME) Seminar to be held in Honolulu Hawaii. The CME needs to be booked into the same hotel for the whole duration. The dates for the CME Conference will be in two parts from February 4, 2009 through February 13, 2009. C.2 Objective The objective of the statement of work is to negotiate at a fair price based on the current per diem rate following government policies with a facility in which this regional conference can be held. To obtain a hotel with conference facilities and room accommodations to hold 170 participants for a 2-week period. C.3 Lodging Requirements The first CME session will be for Locally Engaged Staff (LES) beginning February 04, 2009 and ending on February 7, 2009. For this first CME session we need lodging at the per diem lodging rate for up to 60 people. Participants will arrive on or about February 03, 2009 and depart on or about February 08, 2009. The second CME session will be for Foreign Service (FS) staff beginning February 09, 2009 and ending on February 13, 2009. For this second CME session we need lodging at per diem lodging rate for up to 110 participants. Participants will arrive on or about February 08, 2009 and depart on or about February 14, 2009. Conference room requirement: Conference room must be able to hold up to 110 participants class room style. If possible we would like the conference room to be available to us on a 24 hours basis without additional cost. If additional expense is involved in holding the conference room for 24 hours, we would then need the conference room to be available to us from 6:00 AM to 8:00 PM throughout the duration of the two CMEs. Also, if possible and without additional cost, we would like the conference room to be available for set-up on Tuesday, February 3, 2009. The government also needs a Breakout Room for February 11, 2009 1.Lunch: We would like to have a buffet lunch each day during both CMEs. 2.Breaks: We would like to have two daily breaks, mid-morning and mid-afternoon, for both CMEs. We would like light refreshments serving during the breaks (i.e. coffee, tea, soft drinks, bottled water, fresh fruit, and cookies). 3.Welcome Reception: We would like a welcome reception provided by the hotel in late afternoon (4-7 PM) on February 8, 2009 for up to 110 people. 4.Audio-visual Requirement: At minimum we would need an 8 foot screen, a podium, and microphones (two hand held and one lapel) throughout the CME conferences. C.4Personnel Requirements The hotel should have a contact person to discuss details of menus, room setup, and the handling of any issues that may arise in assuring a successful conference attendance such as handicap equipment or lodging. Technicians on the hotel staff should include AV support. A staff to support the preparation, delivery of and the timely feeding of CME(s) through out the conference is required. C.5Government Furnished Information The conference coordinator and team members will provide timely arrival and departure information on all attendees. Immediate notification of changes in enrollment or schedule will be communicated to the Point of Contact. C.6Performance Requirements The providing of all the facilities, meals, and AV requirements as stated in C.3 would be considered acceptable performance. The billing of the US Department of State should be within 2days of the conferences conclusion and any discrepancies should be resolved within the 24 hours. Payment shall then be made within 30 days, as is government policy. There will be no advanced deposit made. Any hotel deadlines and/or restrictions should be clearly stated in writing. The cancellation requirements should be mutually agreeable to each party. Note: The hotel should understand that the master bill should not include any personal expenses for individual attendees. The Federal Government does not purchase alcoholic beverages or entertainment and these items should not be placed on the master bill. Please consult with the conference coordinator if there are any questions on this matter. It would also be appreciated if the room rate would be extended to those participants that need to arrive before Tuesday or depart after Saturday. These days will be paid for by the individuals and not included on the master bill. The Program Office and/or Task Manager should be kept appraised of progress in all steps along the process. The Program Office shall review proposals for best value as well as suitability of facilities. The Program Office and/or Task Manager will be involved in the final decision making of this award to make sure all requirements are suitable and met. C.7Deliverables: During conference: Daily accounting of master bill charges during conference will be handled by Assefa Kidane; the Conference Coordinator. Any issues should be discussed with the Conference Coordinator. Discrepancies resolved within 48 hours. After Conference: Final bill within 2 days of conference end. Discrepancies resolved within 48 hours. Final Payment will be made 30 days later. C.8Pricing 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. C.9Submission and Evaluation of Quotations: The contractor 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 contractor. Technical acceptability will be determined based on location and services offered compared to the requirements stated above. 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 website for viewing of room diagrams; hotel brochures may be submitted. C. REFERENCES: Names and points of contacts of other Government or commercial customers for whom the contractor 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 contractors past performance. D. DUNS AND CCR: DUNS number and statement that the contractor has registered in CCR; see below. 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. E. CERTIFICATIONS: Completed certifications (FAR 52.212-3); see below. 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. RFQ: This solicitation number SAQMMA-08-Q-0246 is issued as an RFQ. This is a solicitation document incorporating Federal Acquisition Regulation (FAR) clauses and provisions. 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. DOSAR: The clause at DOSAR 652.206-70, Competition Advocate/Ombudsman (AUG 1999) applies to this acquisition. Notice: This is an unrestricted acquisition using commercial item procedures in FAR Parts 12 and 13. Offers are due by September 16, 2008, submitted as an email attachment to manninglr@state.gov - followed up by a hard copy mailed to: Lawanna Manning Contracting Specialist First Class Mailing: U.S. Department of State Office of Acquisitions Management P.O. Box 9115 Arlington, VA 22219 Courier or Hand Delivery: U.S. Department of State Office of Acquisition Management 1701 N. Ft. Myer Drive Arlington, VA 22209 All correspondence needs to mark with solicitation number SAQMMA-08-Q-0246.
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Place of Performance
Address: Hawaii, Honolulu, Hawaii, United States
SN01658466-W 20080905/080903223711-f85d3cd71a7d88c03f3b2fd6171aead0 (fbodaily.com)
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