SOLICITATION NOTICE
V -- AFROTC Commander's Conference
- Notice Date
- 9/8/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Air Force, Air Education and Training Command, Maxwell AFB Contracting Squadron, 50 LeMay Plaza South, Bldg 804, Maxwell AFB, Alabama, 36112-6334
- ZIP Code
- 36112-6334
- Solicitation Number
- F2XJA28165A002
- Archive Date
- 9/26/2008
- Point of Contact
- Nannie R Brillant, Phone: 334-953-7461
- E-Mail Address
-
nannie.brillant@maxwell.af.mil
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number F2XJA28165A002 is being issued as a Request for Quotation (RFQ) using Simplified Acquisition Procedures under FAR 13. The solicitation document incorporates provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-26 (12 Jun 2008) and Defense Federal Acquisition Regulation Supplement (DFARS) change notice 20080812. It is the offeror's responsibility to be familiar with applicable clauses and provisions. The North American Industry Classification System code is 721110 with a small business size standard of $7,000,000.00.The AFROTC Commander's National Conference will be held in Atlanta, Georgia, from 27-31 October 2008. Accomodations and services are required by HQ AFROTC, Maxwell AFB, AL in accordance with the attached performance work statement. Interested vendors must quote on all items. Partial quotes will not be accepted. Only one (1) award will be made as a result of this combined synopsis/solicitation. Offerors responding to this requirement must include a completed copy of the provisions at FAR 52.212-3, Offeror Representation and Certifications Commercial Items (Jun 2008), DFARS 252.212-7000, Offeror Representation and Certifications Commercial Items (Jun 2005), and DFARS 252.225-7000 (Jun 2005). Clauses and provisions may be accessed via the Internet, https://farsite.hill.af.mil. The following clauses and provisions are incorporated by reference IAW FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998) and remain in full force in any resultant purchase order. FAR 52.212-1, Instruction to Offerors Commercial Items (Jun 2008), applies to this acquisition. The clause at FAR 52.212-4 Contract Terms and Conditions Commercial Items (Feb 2007), is incorporated into this RFQ and is an addendum to add the following clause: FAR 52.204-7 Central Contractor Registration (Apr 2008). FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order Commercial Items (Jun 2008) is incorporated in to this RFQ and the following FAR clauses under paragraph (b) are applicable: 52.222-3, Convict Labor (June 2003), 52.222-19, Child Labor- Cooperation with Authorities and Remedies (Feb 2008) (E.O. 13126), 52.222-21, Prohibition of Segregated Facilities (Feb 1999), 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246), 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sep 2006) (38 U.S.C. 4212), 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793), 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sep 2006) (38 U.S.C. 4212); 52.222-50, Combating Trafficking in Persons (Aug 2007) (22 U.S.C. 7104(g)); 52.232-18 Availability of Funds (Apr 1984); 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration (Oct 2003) (31 U.S.C. 3332); The following DFARS: 252.212-7001, Contract Terms and Conditions Required to Implement Statues or Executive Orders Applicable to Defense Acquisition of Commercial Items (Mar 2008) applies to this RFQ and the following clauses are applicable under sub-paragraph (a) and (b): 252.225-7001, Buy American Act and Balance of Payments Programs (Jun 2005) (41 U.S.C. 10a-10d, E.O. 10582).; 252.232-7003, Electronic Submission of Payment Request (Mar 2008) (10 U.S.C. 2227). DFARS 252.204-7004 Alternate A (Sep 2007) are also applicable. In addition, vendors not registered with Central Contractor Registration are ineligible for award. Vendors may register at http://www.ccr.gov/. Vendors doing business with the Government must also register in the Wide Area Work Flow (WAWF) database. Registration can be completed at https://wawf.eb.mil/. Interested vendors must also register in the Online Representations and Certifications Application (ORCA) database. Vendors can complete their information at http://orca.bpn.gov/. All offers must be received no later than 15 September 2008, 12:00 pm Central Daylight Savings Time and must be able to respond to the information contained herein. Offers may be mailed to 42d Contracting Squadron, Acquisition Flight B-1, Building 804, Maxwell AFB AL 36112-6334, ATTN: Nannie R. Brillant fax number (334) 953-3341, and/or email to nannie.brillant@maxwell.af.mil. Quotations should meet all instructions put forth in this combined synopsis/solicitation. Award will be made to a single source. Reference the solicitation number on the quotation. Please email Nannie Brillant, Contract Specialist, for any questions concerning this requirement. Performance Work Statement Accommodations 1.0. Registration 1.1 Registration. Registration shall be held Sunday, 26 October 2008, at 10:00AM. The hotel shall arrange 3 each "L-shaped" tables, 4 each tables, 1 each waste basket, clean buntings (not used since cleaning), access to a power source. The registration area must be located within unobstructed, visual sight of the hotel front desk. 1.2. Attendees will be directed to contact the hotel to confirm reservation. 1.2.1. Conference attendees will confirm reservation using a personal or government credit card. Upon check-in, attendees will arrange payment for their own room and potential incidental charges. Nightly rates need to be included in bid, but overall cost of rooms does not since each attendee will be paying this expense individually. 1.2.2. Hotels shall provide HQ AFROTC/RRF with list of confirmed conference attendees upon request. 1.2.3. Room reservations not claimed by conference attendees after 10 October 2008, will be released to other hotel guests. Attendees who contact after that date will be subject to room availability, charged normal military rate for their room and not subject to reimbursement. 2.0. Meals 2.1. Luncheon. The hotel shall provide a luncheon on Wednesday 29 October 2008 from 11:00AM until 1300PM, with seating for the 195 conference attendees. 2.1.1. Menu. Menu choices for the lunch meal shall consist of: (1) red meat, (2) white meat/fish and (3) vegetarian option. 2.2. Formal Dinner. The hotel shall provide a dinner on Thursday 30 October 2008 at 7:30PM with seating for all 200 conference attendees. 2.2.1. Menu. Menu choices for the dinner meal shall consist of the following: 2.2.1.1. Appetizer choices may be substituted or be of equal value consisting of: (1) shrimp cocktail, (2) onion soup, or (3) house salad with choice of dressing. 2.2.1.2. Main course choices shall consists of: (1) red meat, (2) white meat/fish and (3) low sodium vegetarian. All main courses shall be served with vegetable(s), dinner rolls and dessert. 3.0. Main Conference Room, Refreshment Breaks, Command Post, Breakouts, and A/V Setup 3.1. Main Conference Room. The hotel shall have a main conference room set up no later than Sunday, 26 October 2008, at 6:00PM. The conference room shall be available for use all day Sunday through Thursday, 26 - 30 October 2008. 3.1.1. The following AV support shall be included in the main conference room: 2 each - 1800 lumen LCD projectors, 2 each - 6' x 8' screens, 2 each - speakers mounted on poles, 4 each UHF wireless microphones (2 lavaliere and 2 hand held), 1 each - podium microphone, 1 each - 27" VGA monitor (screen facing the briefer). 3.1.2. Standard meeting sets. The hotel shall provide 1 standard meeting set (pens and paper) for each of the 195 conference attendees. 3.1.3. Podium. The hotel shall provide a standing podium on a riser with an additional rise connected. Two (2) additional risers for the projection screens shall also be provided. 3.1.4. Water. The hotel shall provide water rounds at the aisles. 3.2. Refreshment Breaks. Refreshments shall be provided by the hotel two times each day - one in the morning and one in the afternoon, Monday through Friday (27 - 31 October 2008). The morning snack shall consist of breakfast type beverages and food items to accommodate all attendees. These items shall be fully stocked from 0800 hrs until 1130 hrs. The afternoon snack shall consist of coffee and other assorted beverages and snacks to accommodate all attendees. These refreshments will remain throughout each time period (1300 - 1700) and changed out to accommodate the morning and afternoon time periods 3.3. Breakouts. The hotel shall set up classroom seating for 195 conference attendees in appropriate unit arrangements (4 distinct groups of 40 seats each, plus 10 seats front and centrally located) each morning, Monday through Friday, 27 - 31 October 2008. The main conference room may be used to support breakouts if air walls are available to open/close in order to create four separate rooms. One each multi-level easel shall be included in each of the four separate rooms. 3.3.1. The following AV support shall be included in each of the 4 breakout rooms: 1 each - 1800 lumen LCD projector, and 1 each - 6' x 8' screen. 3.3.2. The hotel shall provide 5 each multi-level easels - 1 for each of the 4 breakout rooms and 1 for the Command Post. 3.4. Command Post. A command post and a separate computer room shall be set up by Sunday, 26 October 2008, at 6:00PM, through Friday, 31 October 2008, at 5:00PM. The hotel shall set up the command post area as described to include AV support: 4 each - tables along back wall, 4 each - tables along front wall, (a coffee station shall be in nearby room), 1 each - separate table on perpendicular wall, clean buntings (not used since cleaning), 14 each - chairs. One each - multi-level easel shall be provided. 3.4.1. The following AV support shall be provided by the hotel and set up in the command post: 4 each - DSL/Cable Internet active access points, 4 each - laptop computers (Pentium4 with Microsoft Office to include Word, Excel, PowerPoint, Outlook and Explorer) connected to internet points and working, 1 each - multi-functional color printer, 3 each - telephones lines with 3 telephones, 1 each - fax line and 1 fax/copier machine. 3.5. Computer room. A separate computer room will be set-up by Sunday 26 October 2008, at 6:00PM through 5:00PM Friday 31 October, 2008. A separate computer room will be set-up by Sunday 26 October 2008, at 6:00PM through 12:00PM Friday 31 October 2008. 3.5.1 The following AV support shall be provided by the hotel and set up in the computer room: 10 each - DSL/Cable Internet active access points, 10 each - laptop computers (Pentium4 with Microsoft Office to include Word, Excel, PowerPoint, Outlook and Explorer) connected to internet points and working, 1 each - printer, 3 each - telephones lines with 3 telephones, 1 each - fax line and 1 fax/copier machine. 4.0 Available Services 4.1. Internet Link. The hotel shall provide an Internet link to HQ AFROTC for attendees to register on-line that can be posted on the HQ AFROTC website. 4.1.1. The hotel staff shall provide HQ AFROTC/DOT with an updated registration listing at the following intervals: 15 days, and daily the 7 days leading up to the first day of the conference. 4.1.1.2. On Sunday, 26 October 2008, a listing of all conference attendees that have checked in at the top of the hour starting at 1000AM until all attendees have checked in and been assigned room numbers. 4.2. Restaurant. The hotel shall have a minimum of one on-site restaurant that serves at least three (3) meals (breakfast, lunch and dinner) daily. The hotel will ensure an "all-inclusive" rate, to include food, drink, taxes, and tip, for lunch is available only to conference attendees. 4.3. Fitness facility. The hotel shall have an on-site fitness facility. The fitness facility shall be free with 24-hour access for the 200 conference attendees. 4.4. Shuttle service. The hotel shall be within a 15 minute or 10-mile radius of the Hartsfield-Jackson International Airport, Atlanta, Georgia, and provide free shuttle service from and to the airport for all conference attendees until all have arrived and/or departed. 4.5. Calls. The hotel shall provide free local calls for all conference attendees. 4.6. Parking. The hotel shall reserve a minimum of 15 free parking spaces from 25 October through 1 November 2008 for conference attendees. 4.7. Internet Service. The hotel shall provide free Internet usage in all attendees' rooms. 5.0. Personal Charges 5.1. Each conference member will be expected to pay for their own room and incidentals. Majority of attendees will provide hotel with a government travel card (Visa) upon check-in. 5.2. Hotel must notify conference attendees the costs associated with all incidental room charges that may occur, such as room service, mini-bar, long-distance charges, movies, etc. • two on-site restaurants that services lunch and dinner daily. one on-site restaurant that serves breakfast meals daily. • free on-site fitness center with 24-hour access • free shuttle service to and from airport • free local calls • free parking spaces and shall reserve a minimum of 15 free parking spaces from 25 October through 1 November 2008 for conference attendees/staff. The offeror shall address each item listed above as to availability and provide a detailed explanation of conformance to the Performance Work Statement. In determining the best value offer, in addition to price, the government will consider: the number and variety of on-site food & beverage (restaurants, sports bars, room service, etc.), quality and extent of fitness facilities (cardiovascular equipment, weight equipment, pool, sauna, etc.), layout and spaciousness of the facility (ease of layout, size of hallways, acoustics in ballroom, etc.), and number of elevators available.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=8147b2be047bce65114846a8fe9dd7a3&tab=core&_cview=1)
- Place of Performance
- Address: Atlanta, GA, Atlanta, Georgia, United States
- Record
- SN01663102-W 20080910/080908221315-8147b2be047bce65114846a8fe9dd7a3 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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