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X -- National Cemetery Administration Conference

Notice Date
Notice Type
Combined Synopsis/Solicitation
721110 — Hotels (except Casino Hotels) and Motels
Contracting Office
Department of Justice, Justice Management Division, Facilities and Administrative Services Staff, 1331 Pennsylvania Avenue, NW, Suite 1060, Washington, District of Columbia, 20530
ZIP Code
Solicitation Number
Archive Date
Point of Contact
Arlene L Louton-Brown, Phone: 2026163885
E-Mail Address
Small Business Set-Aside
This is a combined synopsis/solicitation to negotiate a Firm Fixed Price contract for Hotel Accommodations, Conference Space, and Audiovisual and Catering for a conference to be held in Indianapolis, Indiana. The Department of Justice, Conference and Contract Section, intends to procure a venue in which the National Cemetery Administration (NCA) will hold its 2009 NCA National Conference. The conference is to be held in Indianapolis, Indiana from August 17 - August 21, 2009 with check-out on August 21, 2009 for all but 130 rooms. Check-out for the remaining 130 rooms will be August 22. The conference will have up to 300 attendees. The venue must be located in Indianapolis, Indiana. Request for proposal DJJ-FAS-9-031 is issued in accordance with FAR Subpart 12.6 titled "Streamlined Procedures for Evaluation and Solicitation for Commercial Items". This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. DOJ will only consider proposals submitted directly from hotels. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-28. NAICS Code 721110 and the small business size standard is $7 million. The hotel must accommodate approximately 270 to 300 guests with sleeping rooms each night for the nights of August 16, 17, 18 &19, 20, 2009 with check out the morning of August 21, 2009. 130 rooms will be required on August 21, 2009 with check-out on August 22. The contractor must be able to provide all requirements specified for conference needs in Parts A, B, C and D below. The hotel must provide lodging rates within the Government per diem rate or lower for the area. Each conference attendee will call the hotel and make their own reservations and secure the reservation on their own credit card. Please provide the cut off date by which time reservations must be made to avoid paying for rooms not reserved for each conference date. To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Register (www.ccr.gov) and be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Offers proposing facilities that are not listed will be rejected as technically unacceptable. In addition, the offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). The hotel facility must accommodate attendees with the following needs: Part A: Hotel Lodging 08/16/09 300 sleeping rooms, 08/17/09 300 sleeping rooms, 08/18/09 300 sleeping rooms, 08/19/09 300 sleeping rooms, 08/20/09 300 sleeping rooms, 08/21/09 130 rooms. Rooms must be individual/private sleeping rooms with toilet facilities at or below the government per diem rate for Indianapolis, Indiana (currently at $94 exc. Taxes). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees and any incidental charges to the room. Part B: Meeting Space requirements: Provide conference space for 300 people on Monday, August 17, 2009 through Thursday, August 20, 2009, the general session meeting space is to be set/available at 8:00 a.m. on August 17, 2009 and to remain same (24-hour hold), through conclusion of conference, approximately 5:00 p.m. on August 20, 2009. The requirements for the general session include rounds for 300 and theater seating for 10. Provide 8 breakouts for 40 people classroom style. On August 21, provide conference space for three breakouts for 40 people classroom style. Provide a lockable business office with WiFi internet access, with 6 or more work stations for the duration of the conference 7:00 a.m. on August 16 - 6:00 pm on August 21, 2009. All meeting space and the business office must remain on a 24 hour hold. Provide two projection screens for the general session, podium with microphone, and two wireless microphones are required from the hotel. Each breakout room will require a screen, podium with microphone, and stand with extension cord for the LCD projectors. DOJ will provide all LCD projectors. On August 16 from 4:00 p.m. to 6:00 p.m. and on August 17 from 7:00 a.m. to 8:00 a.m. registration area is to be set up outside the general session room. An 8' covered table with seating for 4, to include water service and 2 waste receptacles. Part C: Catering requirements are as follows: August 17 from 7:30 am - 8:00 am coffee for 200; 10:00 am morning break catering package for 250-300; 3:00 pm afternoon break catering package for 250-300. August 18 from 7:30 am - 8:00 am coffee for 200; 10:00 am morning break catering package for 250-300; 3:00 pm afternoon break catering package for 250-300. August 19 from 7:30 am - 8:00 am coffee for 200; 10:00 am morning break catering package for 250-300; 3:00 pm afternoon break catering package for 250-300. August 20 from 7:30 am - 8:00 am coffee for 200; 10:00 am morning break catering package for 250-300; 3:00 pm afternoon break catering package for 250-300. August 21 from 7:30 am - 8:00 am coffee for 75; 10:00 am morning break catering package for 100; 3:00 pm afternoon break catering package for 75. Please provide catering menus and pricing. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Location Requirements: 1. Facilities that are located in the downtown area will receive the highest consideration as these are the most desirable location/area for this event. 2. Walking distance in safe area to nearby eating facilities (preferably in a 3 block radius) or complimentary shuttle to eating facilities. Proposal must indicate whether hotel agrees to the right of DOJ to use their own audiovisual equipment and if there is a cost incurred for connection to hotel equipment and the internet. Prospective offerors are to submit a quote that includes a written proposal addressing all of the services, types of accommodations and equipment to be provided. Proposals are to include total and itemized rates/prices on ability to accommodate conference (to include location and amenities), Meeting space, Catering, Audiovisual. A purchase order will be awarded to the offeror that poses the overall best value to the government price and other factors considered. Proposals will be evaluated based on 1) Technical Merit (hotel must meet or exceed the technical requirements listed within the combined synopsis/solicitation), 2) Past Performance (the contractor shall submit information on three similar conferences held at the facility within the past two years to include the number of attendees, length of conference, contract value and a point of contact from the company who can respond to questions concerning conference); and, 3) Cost. Cost will be given more weight in the evaluation as technical proposal evaluations become closer. The Government reserves the right to perform a site visit that may be considered as part of the evaluation process. This requirement will be procured under FAR Subpart 12.6, Subpart 13.106 and Subpart 13.5 as supplemented with additional information included in this notice. FAR 52.212-3, Offeror Representations and Certifications - Commercial Items, must be completed and included with any and all quotes submitted in response to this solicitation. FAR Clauses 52.212-4, Contract Terms and Conditions-Commercial Items are hereby incorporated by reference. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items is hereby incorporated by reference. FAR Clause 52.232-18 Availability of Funds; VAAR 852.270-4 Commercial Advertising; All referenced FAR clauses may be copied at www.arnet.gov/far. Federal Regulations require that any hotel/conference space contracted shall comply with the American with Disabilities Act (ADA) requirements and the FEMA, Fire prevention and Control Guidelines. The vendor select for award under this requirement must be registered in the Central Contractor Registration at www.ccr.gov, prior to award in accordance with FAR 52.204-7 Central Contractor Registration (Oct. 2003). Any commercial hotel agreement requires the Government's legal review, negotiations and approval and thus will cause undue administrative delay. Proposal including menus and promotional materials should be faxed to Arlene Louton-Brown on 202-307-1874 or emailed to Arlene.Louton-Brown@usdoj.gov. All questions must be submitted in writing. No telephonic responses will be accepted. Quotations are due on March 4, 2009 by 4:30pm EST. Oral quotations will not be accepted.
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