SOLICITATION NOTICE
X -- Space to hold a conference
- Notice Date
- 3/12/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Justice, Justice Management Division, Procurement Services Staff (PSS), 1331 Pennsylvania Avenue, N.W., National Place Building, 10th Floor, Washington, District of Columbia, 20530
- ZIP Code
- 20530
- Solicitation Number
- DJJ-APG-10-T-025
- Archive Date
- 4/2/2010
- Point of Contact
- Pat A Belcher, Phone: (202) 307-1946
- E-Mail Address
-
Pat.A.Raines@usdoj.gov
(Pat.A.Raines@usdoj.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price contract for Hotel Accommodations, Conference/Meeting Spaces, Audiovisual and Catering for a conference to be held in the Washington, DC metropolitan area. The Department of Justice, Executive Office for Immigration Review (DOJ - EOIR), intends to procure a venue for its 2010 EOIR Legal Training Conference. The conference is to be held in Washington, DC metropolitan area from July 18 through July 23, 2010 with check-out on July 24, 2010. The venue must be able to provide conference space that accommodates up to 600 attendees. The venue must be in a safe area within a three block walking radius to restaurants and to a metro station. Request for proposal DJJ-APG-10-T-025 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. NAICS Code 721110 and the small business size standard is $7 million. The contractor must be able to provide all requirements specified for conference needs in Parts A and B below. 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). Proposed facilities not listed in the CCR and FEMA lists, will be rejected as technically unacceptable. In addition, the offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). Please include your FEMA number with your proposal submission. The hotel facility must accommodate the following attendee numbers: Part A: Hotel Lodging. • Sunday July 18, 2010 for 300 sleeping rooms. • Monday July 19, 2010 for 400 sleeping rooms. • Tuesday July 20, 2010 for 400 sleeping rooms. • Wednesday July 21, 2010 for 400 sleeping rooms. • Thursday July 22, 2010 for 400 sleeping rooms (with the majority checkout Friday morning). • Friday July 23, 2010 for 100 sleeping rooms (the remainder with checkout Saturday morning). Rooms must be individual/private sleeping rooms at or below the government per diem rate for Washington, DC. ( currently at $170.00 exc. taxes). The Government would also like these rates available for 2 days before and after the conference. Payments for Part A shall be the sole responsibility of each participant including incidentals, damage, no-show fees, etc. A rooming list will be provided to the hotel after award of the contract. Please provide the cut off date by which room reservations must be made to avoid paying for rooms not reserved for each conference date. Part B: Meeting Space All Meeting Space should be on 24 hour hold throughout the conference starting on July 18, 2010 at 2 P.M. and remain until July 23, 2010 at 1 P.M. The numbers for the breakout rooms may increase or decrease depending on final number of conference attendees. Sunday July 18, 2010 • Provide a lockable business office to accommodate up to 15 staff with WiFi internet access, with 6 or more work stations(desk/table to accommodate laptops). • Provide two 8 ft covered tables and seating for 4, for registration/information outside of the Main Conference Room. These tables should remain in place throughout the conference. Monday, July 19, 2010 • Provide conference space classroom style for 500. Provide two projection screens, two LCD projectors, a podium with microphone, two wireless microphones, 2 table microphones, 5 channel mixer. • Provide a total of 5 breakouts rooms - three(3) for 50 people classroom style and two(2) for 100 people classroom style. For each breakout room provide: one screen, one podium with microphone, and one LCD Projector. • Provide 2 meeting rooms conference style for groups of 15. • Provide 2 meeting rooms conference style with a telephone for groups of 10.. Provide two 8' covered tables with seating for 4, to include water service and 2 waste receptacles (Outside of Main Conference Area). • Provide two 8' covered tables with seating for 4(outside of Main Conference Area). • Provide exhibit area with 10 covered tables(5') with seating for 2 at each table, and 10 tripods.(Outside of Main Conference Area). • Provide 10:00 am beverage break for approximately 500(Outside of Main Conference Area) Beverage break to include coffee, tea, juice, etc. • Provide 3:00 pm afternoon break catering package for approximately 500(Outside of Main Conference Area). Catering package should include such as coffee, tea, water, soda, brownies/cookies, nuts and fruit. • Tuesday July 20, 2010 • Provide conference space classroom style for 500 people. Provide two projection screens, two LCD projectors, a podium with microphone, two wireless microphones, 2 table microphones, 5 channel mixer. • Provide conference space classroom style for 100 people. Provide one screen, one podium with microphone, and one LCD Projector. • Provide a total of 5 breakouts rooms - three(3) for 50 people classroom style and two(2) for 100 people classroom style. For each breakout room provide: one screen, one podium with microphone, and one LCD Projector. • Provide a total of 3 breakout rooms - two(2) for 30 people classroom style and one(1) for 50 people classroom style. For each breakout room provide: one screen, one podium with microphone, and one LCD Projector. • Provide 2 meeting rooms conference style for groups of 15. • Provide 2 meeting rooms conference style with a telephone for groups of 10. • Provide two 8' covered tables with seating for 4, to include water service and 2 waste receptacles(Outside of Main Conference Area). • Provide two 8' covered tables with seating for 4(Outside of Main Conference Area). • Provide exhibit area with 10 covered tables (5') with seating for 2 at each table, and 10 tripods(Outside of Main Conference Area).. Provide 10:00 am beverage break for approximately 600(Outside of Main Conference Area) Beverage break to include coffee, tea and juice, etc. • Provide 3:00 pm afternoon break catering package for approximately 600(Outside of Main Conference Area). Catering package should include such as coffee, tea, water, soda, brownies/cookies, nuts and fruit. Wednesday July 21, 2010 • Provide conference space classroom style for 500 people. Provide two projection screens, two LCD projectors, a podium with microphone, two wireless microphones, 2 table microphones, 5 channel mixer. • Provide conference space classroom style for 100 people. Provide one screen, one podium with microphone, and one LCD Projector. • Provide a total of 5 breakouts - three(3) for 50 people classroom and two(2) for 100 people classroom style. For each breakout room provide: one screen, one podium with microphone, and one LCD Projector. • Provide 3 breakout rooms - two(2) for 30 people classroom style and one(1) for 50 people classroom style. For each breakout room provide: one screen, one podium with microphone, and one LCD Projector. • Provide 2 meeting rooms conference style for groups of 15. • Provide 2 meeting rooms conference style with a telephone for groups of 10. Provide two 8' covered tables with seating for 4, to include water service and 2 waste receptacles(Outside of Main Conference Area) • Provide two 8' covered tables with seating for 4(Outside of Main Conference Area). • Provide exhibit area with 10 covered tables(5') with seating for 2 at each table, and 10 tripods(Outside of Main Conference Area). • Provide 10:00 am beverage break for approximately 600(Outside of Main Conference Area) • Beverage break to include coffee, tea and juice, etc. • Provide 3:00 pm afternoon break catering package for approximately 600(Outside of Main Conference Area) Catering package should include such as coffee, tea, water, soda, brownies/cookies, nuts and fruit. Thursday July 22, 2010 • Provide conference space classroom style for 500 people. Provide two projection screens, two LCD projectors, a podium with microphone, two wireless microphones, 2 table microphones, 5 channel mixer. • Provide conference space classroom style for 100 people. Provide one screen, one podium with microphone, and one LCD Projector. • Provide for a total of 5 breakouts rooms - three(3) for 50 people classroom style and two(2) for 100 people classroom style.. For each breakout room provide: one screen, one podium with microphone, and one LCD Projector. • Provide 3 breakout rooms - two(2) for 30 people classroom style and one(1) for 50 people classroom style. For each breakout room provide: one screen, one podium with microphone, and one LCD Projector. • Provide 2 meeting rooms conference style for groups of 15. • Provide 2 meeting rooms conference style with a telephone for groups of 10. • Provide two 8' covered tables with seating for 4, to include water service and 2 waste receptacles(Outside Main Conference Area). • Provide two 8' covered tables with seating for 4(Outside of Main Conference Area). • Provide exhibit area with 10 covered tables(5') with seating for 2 at each table, and 10 tripods(Outside of Main Conference Area). • Provide 10:00 am beverage break for approximately 600(Outside of Main Conference Area) Beverage break to include coffee, tea and juice, etc. • Provide 3:00 pm afternoon break catering package for approximately 600(Outside of Main Conference Area) Catering package should include such as coffee, tea, water, soda, brownies/cookies, nuts and fruit. • Friday July 23, 2010 • Provide conference space classroom style for 500 people. Provide two projection screens, two LCD projectors, a podium with microphone, two wireless microphones, 2 table microphones, 5 channel mixer. • Provide conference space classroom style for 100 people. Provide one screen, one podium with microphone, and one LCD Projector. • Provide a total of 5 breakouts rooms - three(3) for 50 people classroom style and two(2) for 100 people classroom style. For each breakout room provide: one screen, one podium with microphone, and one LCD Projector. • Provide 3 breakout rooms - two(2) for 30 people classroom style and one(1) for 50 people classroom style. For each breakout room provide: one screen, one podium with microphone, and one LCD Projector. • Provide 2 meeting rooms conference style for groups of 15. • Provide 2 meeting rooms conference style with a telephone for groups of 10. • Provide two 8' covered tables with seating for 4, to include water service and 2 waste receptacles(Outside of Main Conference Area). • Provide two 8' covered tables(5') with seating for 4(Outside of Main Conference Area). • Provide exhibit area with 10 covered tables with seating for 2 at each table, and 10 tripods(Outside of Main Conference Area). • Provide 10:00 am beverage break for approximately 400(Outside of Main Conference Area). • Beverage break to include coffee, tea and juice, etc.. All meeting space and the business office should be on a 24 hour hold. Proposal must indicate whether the hotel agrees to allow DOJ to use its own audiovisual equipment if necessary, such as, LCD Projectors, laptops or other agency owned 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, and 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 becomes 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. All referenced FAR clauses may be copied at www.arnet.gov/far. Any commercial hotel agreement requires the Government's legal review, negotiations and approval and thus will cause undue administrative delay. Proposal should be faxed to the attention of Patricia A. Raines-Belcher on 202-307-1931 or emailed to pat.a.raines@usdoj.govmailto:Andrew.Byrnes@usdoj.gov. All questions must be submitted in writing. No telephonic responses will be accepted. Quotations are due on 3/18/2010, by 4:30pm EST. Oral quotations will not be accepted. DO NOT MAIL
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOJ/JMD/PSS/DJJ-APG-10-T-025/listing.html)
- Place of Performance
- Address: Washington, DC, United States
- Record
- SN02090926-W 20100314/100312235406-3111b8051d880da7d61d71d1d8db1865 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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