SOLICITATION NOTICE
X -- Conference Rooms with Audio/Visual Support
- Notice Date
- 1/28/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Fort Sam Houston Contracting Center - West, Directorate of Contracting, 2107 17th Street, Bldg. 4197, Fort Sam Houston, TX 78234-5015
- ZIP Code
- 78234-5015
- Solicitation Number
- W45MW29345NX01
- Response Due
- 2/3/2010
- Archive Date
- 4/4/2010
- Point of Contact
- Michael R. Wright, (210) 221-3107
- E-Mail Address
-
Fort Sam Houston Contracting Center - West
(michael.wright6@conus.army.mil)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Synopsis: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, 13.5 and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; PROPOSALS ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. Solicitation number is W45MW29345NX01 and is issued as a Request for Proposal (RFP). This acquisition is full and open competition. The NAICS Code is 721110 with a small business size standard of $7.00M. The Offeror must be an authorized dealer and must quote on an all or none basis. Written quotes are required (oral offers will not be accepted). Submission of quotes must be in accordance with FAR 52.212-1, Instructions to Offerors, Commercial Items. Award will be made to the lowest priced vendor meeting or exceeding the requirements set forth in the Performance Work Statement (PWS); The following provisions and clauses apply to this acquisition: FAR 52.212-1, Instructions to Offerors-Commercial. FAR 52.212-2, Evaluation-Commercial Items. Federal Acquisition Circular 2005-12 and DFARS change notice 20060814. FAR 52.212-3, Offeror Representations and Certifications-Commercial Items. FAR 52.212-4, Contract Terms and Conditions-Commercial Items. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. FAR 52.222-41, Service Contract Act of 1965, as amended. FAR 52.222-42, Statement of Equivalent Rates for Federal Hires. FAR 52.252-1, Solicitation Provisions Incorporated by Reference; 252.201-7000. Contracting Officers Representative; 252.212-7001, Contract Terms and Conditions Required to Implement Statues or Executive Orders Applicable to Defense Acquisitions of Commercial Items and 252.232-7003, Electronic Submission of Payment Requests. The Mission and Installation Contracting Command Center Fort Sam Houston intend to award a Firm Fixed Price Purchase Order for Conference facilities in Panama City Beach, FL. Inspection and acceptance is by the Government at the Hotel site. Conference Dates are 22 Feb 2010 through 26 Feb 2010. Space is required for hotel registration in the indoor area of the conference center on Sunday, 21 February 2010 NLT 1:00 pm. LIN ITEM: 001, General Session Conference Room capable of supporting 400 people. LIN ITEM: 002, Internet Support (4 Hardlines). LIN ITEM: 003, Audio Visual Support. Offerors are required to upload provision FAR 52.212-3 Offeror Representations and Certifications Commercial Items into ORCA, https://orca.bpn.gov/, before proposal is submitted. The proposal must include Solicitation Number, Business size, discount/payment terms, and be signed by an authorized company representative. Offeror must include Taxpayer Identification Number (TIN), Cage Code, address, and be Central Contractor Registration (CCR) registered, http://www.ccr.gov/Default.aspx. All offers are due on 03-Feb-2010 at 4:00 PM Central Time. All responsible sources may submit a proposal. Submit offers and questions via email to micheal.wright6@us.army.mil and reference the RFP number above. -Performance Work Statement -Conference Facilities and Services. -1. INTRODUCTION: This is a non-personal service for conference facilities, and other services to be provided to the Army Medical Evacuation Conference (AMEC), 22-26 February 2010 in Panama City Beach, FL. The meeting will begin Monday, 22 February 2010 (no later than 8:00 AM) and end Friday, 26 February 2010 (not later than 12:00 PM). -1.1.The anticipated attendance is between 350 and 400 participants. The conference will be executed with plenary sessions and guest speaker panels and will include evacuation platform (aircraft / vehicle) static displays as well as participation from over 30 medical / medical evacuation / aviation exhibitors. -2. GENERAL REQUIREMENTS: -2.1. The AMEC requires the facilities to be prepared by noon Sunday, 21 February 2010, Prior to the start of the conference and shall be prepared by the hotel. -2.2. The hotel shall provide an indoor conference area with no less than 60,000 total square feet. Further, the conference area shall include separate rooms that meet or exceed the following requirements (provided by the hotel): a. A main meeting room of at least 13,000 square feet that is capable of comfortably seating 425 people, with no obstructions. This room will also include a stage with no less than three screen projections and audiovisual capability (see paragraph 3.1 for further details) to allow for 8 presenters / panel members at once. b. An indoor exhibit area of at least 8,000 square feet that is capable of comfortably providing space for at least 30 10x10 powered booth areas for industry exhibitors. c. An indoor office space for staff members of at least 2,400 square feet capable of accommodating 15 personnel and associated office equipment (desks, chairs, phones, etc.) and adequate power to operate 15 computers, printers, etc. This room must be close to the main meeting room (same floor; no less than 50 feet from the main meeting room). This room shall have wireless Internet capability. d. An indoor green room / conference room for General Officers / VIP guest speakers to prepare for their upcoming briefings to the attendees. This room will consist of an area no less than 400 square feet. This room will include tables, chairs, refreshments, and necessary audiovisual equipment as detailed in paragraph 3.1. e. An indoor area of at least 2,000 square feet for an Internet caf, off-site registration space and an on-site food vendor to provide pay-as-you-go lunch options for exhibitors and attendees during the conference hours. This registration area will be set-up and available on Sunday, 21 February 2010, NLT 1:00 pm. f. At least four additional indoor break-out / meeting rooms (close to the main meeting room) of at least 300 square feet (each) for Guard or Reserve units selecting to hold break-out sessions during conference breaks. g. An indoor storage area (secure) for equipment cases, conference materials, office supplies and necessary operating equipment for the AMEC staff. This area shall be no less than 300 square feet and immediately adjacent to the indoor office space detailed in 2.2.c above. h. An outdoor exhibit area capable of safely parking and displaying at least four Army helicopters (1 x UH-1, 2 x UH-60, 1 x UH-72) and five Army ground vehicles (of various size equivalent to the size of a M-1 Abrams Main Battle Tank). This area must be within 150 feet of the conference area building. Further, this area must be free of overhead and surrounding obstacles with safe approach and departure areas necessary to fly the aircraft into (and out of) the aircraft parking area. This area must be fenced in and guarded with armed security (contracted through the hotel) during the duration of the conference. This area must be available on Sunday, 21 February 2010 for initial staging of vehicles / aircraft. -2.3. The AMEC staff provides necessary computers for its staff members. The hotel shall provide a static IP address for use for all staff members. The requirement is for a high bandwidth (minimum 1.5 megabytes download speed); the server will be pushing wireless internet access to approximately 20 notebook computers. The indoor Internet caf area and office space shall allow the establishment of a wireless network using equipment provided by the AMEC staff. All rooms must be within 100 meters of the server or establishment must be able to create a VLAN to host the internal network. -2.4. The hotel shall provide am/pm breaks consisting of water, caffeinated and decaffeinated coffee, tea, Danishes and cookies for all conference attendees (up to 400). Breaks will start Monday and run through Friday morning. The conference coordinator will work with hotel staff to determine break times based on schedule. -3. TECHNICAL SUPPORT -3.1. The hotel shall provide an in-house audiovisual staff to setup and facilitate all required audiovisual support during the conference hours. In addition to the requirements listed in paragraph 2.3, the hotel shall provide the following technical support: a. 2 x Wireless Lavaliere Microphones (with 2 x backups) b. 3 x 100 VGA Cables c. 3 x Wireless Microphone Packages (House Sound System Audio Patch, Shure SCM268 Mixer, Wireless Microphone Kit, Technical Support). d. 3 x LCD Projectors e. 2 x Video Distribution Amplifier f. 1 x VGA Switcher g. 3 x Projection Support Packages (25 AC Extension Cord, Power strip, 26-42 Cart w/Drape, 9 x 12 Fastfold Screen, 9 x 12 Fastfold Trim Kit) h. 4 x Wired Microphones (with 2 x backups) with 150 cables i. 1 x Mackle 1402 14 Channel Mixer j. 2 x 27 and 1 x 50 LCD TVs (with stands) for Digital Signage k. 2 x Wireless Hand-held Microphones l. 2 x GOBO Digital Sign Projectors m. 4 x 15 Powered Speakers on Tripods n. 2 x AV Carts o. Appropriate stage lighting to ensure accurate videotaping of speakers. -4. STORAGE SPACE -4.1. The hotel shall provide a space to store shipping containers of various sizes for all industry exhibitors needing advanced shipment of equipment.. -5. RECEPTION SPACE: -5.1. The hotel shall provide a reception style area (bar or existing reserved space) of at least 40,000 square feet for approximately 400 persons is required from 7:00 through 10:00 pm, Monday, 22 February 2010, with a pay-as-you-go bar that provides bottled water, a variety of soft drinks, and a variety of adult beverages. -6. LODGING/MISC: -6.1. Individuals will make their own reservations through calling (room cost not to exceed per diem rate for Panama City Beach, FL), specific Internet site or using hotel reservation line. -6.2. The hotel shall provide rooms for all participants (up to 400 participants). In addition, 6 of these rooms will be VIP suites for General Officers. The AMEC staff reserves the right to determine placement of all guests within the hotel. The Vendor will provide 400 blocked guest rooms priced at the local Government per diem rate billed individually. The Government will not incur financial liability associated with the hotels agreement to hold a block of rooms for a certain time period of 21 Fed 2010 thru 26 Feb 2010. The block of rooms is not a minimum guarantee. -6.3. The hotel shall provide the capability to feed all participants (400 at a time) or have that capability within walking distance (not to exceed mile) because rental cars are not authorized for conference attendees. -6.4. Continuous coffee, tea, decaffeinated coffee, and water service throughout conference hours. -6.5. No charge for parking for all attendees. -6.6. Event signage permitted in public areas of conference center in-and outdoors. -6.7. Lectern/podium is required in the main meeting room/see General Requirements sub-paragraph 2.2.a. -7. REGISTRATION SPACE: -7.1. Space is required for hotel registration in the indoor area of the conference center on Sunday, 21 February 2010 NLT 1:00 pm. -8. CHANGES TO CONTRACT: The only person authorized to make changes to the contract is the Contracting Officer. Failure to clear changes in contract with the Contracting Officer IN ADVANCE of providing service will result in the Government not being responsible for the charges, and non-payment to the Contractor. Accordingly, the Contracting Officer SHALL be notified prior to any additional services/performances necessitating contract modification (that is, those resulting in changes in cost to the Government). The contractor will only take change orders from the Contracting Officer or the COR. Purchases or changes from unauthorized persons will result in the contractor not receiving payment for costs incurred. -9. Contractor Manpower Reporting (CMR): The Contractor is required to report all contractor manpower (including subcontractor manpower) required for the performance of this contract. The contractor is required to completely fill in all the required fields in the reporting system using the following web address: https://cmra.army.mil/. The requiring activity will assist the Contractor with the reporting requirement as necessary. The Contractor may enter reports at any time during the reporting period, which is defined as the period of performance not to exceed 12 months ending 30 September of each government fiscal year. Reporting must be completed no later than 31 October for every year or part of a year for which the contract is in place. Failure to comply with this reporting requirement will result in contract termination. -10. DAMAGE BEYOND FAIR WEAR AND TEAR: Whenever equipment is returned to the contractor with damages considered over and beyond fair wear and tear, the contractor shall prepare and submit a written and detailed estimate to the contracting officer for the cost of labor and parts necessary to repair the equipment to its original condition when the U.S. Government accepted it. No repair work on any damaged equipment will be performed until authorized in writing by the contracting officer. The contractor is cautioned that any repairs accomplished without the Contracting Officer's authorization is done at its risk and expense and will not be reimbursed by the U.S. government. -11. INVOICES: All invoices submitted for payment shall be submitted in two copies, and addressed to the Contracting Officers Representative. Invoice must have all required information as described by the Contracting Officer. -12 PAYMENT INFORMATION: Contractor shall submit payment request using the following method(s) as mutually agreed to by the Contractor, the Contracting Officer, the contract administration office, and the payment office. Wide Area Workflow (WAWF) (see instructions below) DFAS POC and Phone: Customer Service @ 1-800-553-0527__________ WAWF is the preferred method to electronically process vendor request for payment. This application allows DOD vendors to submit and track Invoices and Receipt/Acceptance documents electronically. Contractors using WAWF shall (i) register to use WAWF-RA at https://wawf.eb.mil and (ii) ensure an electronic business point of contract (POC) is designated in the Central Contractor Registration site at http://www.ccr.gov within ten (10) calendar days after award of this contract/order.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/notices/378489d179dbf2867915b4e680a2289b)
- Place of Performance
- Address: Fort Sam Houston Contracting Center - West Directorate of Contracting, 2107 17th Street, Bldg. 4197 Fort Sam Houston TX
- Zip Code: 78234-5015
- Zip Code: 78234-5015
- Record
- SN02052139-W 20100130/100128235216-378489d179dbf2867915b4e680a2289b (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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