SOLICITATION NOTICE
99 -- Conference Support
- Notice Date
- 4/19/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Air Force, Air Force Materiel Command, AFOSR - Air Force Office of Scientific Research, 875 North Randolph Street, Room 301, Arlington, Virginia, 22203-1954
- ZIP Code
- 22203-1954
- Solicitation Number
- FA9550-11-Q-0001
- Archive Date
- 4/29/2011
- Point of Contact
- Patricia S. Gorski, Phone: 703) 696-6208
- E-Mail Address
-
Patricia.Gorski@afosr.af.mil
(Patricia.Gorski@afosr.af.mil)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The Contracting Officer is utilizing policies and procedures prescribed in Part 12, Acquisition of Commercial Items. Solicitation Number FA9550-11-Q-0001 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-51 effective on April 1, 2011 Convention centers, hotels and other full service facilities that can satisfy the requirements contained in this solicitation are encouraged to submit a quotation. This solicitation is considered a total small business set aside. The Air Force Office of Scientific Research (AFOSR) has a requirement for a contractor to provide a full service conference and training facility to include lodging, meeting space, audio-visual equipment and support, and onsite business center services for the AFOSR 2011 Joint Electronics Program Review for 200 attendees which will be referred to as the Conference. To be eligible for consideration, the contractor's proposed facility for the AFOSR 2011 Joint Electronics Program Review must be located in the Arlington, Virginia area. The only dates of consideration are May 22-26, 2011. Alternative dates will not be considered. The Government contemplates the award of a Firm-Fixed Price (FFP) contract. SCHEDULE OF SUPPLIES AND SERVICES. The quotation package shall include the following line items in a written quotation: Contract Line Item Number (CLIN) 0001, Meeting Facilities, Quantity 4 days each (See List of Meeting Space Requirements below), Unit Price tiny_mce_marker_, Total for CLIN 0001 tiny_mce_marker__; CLIN 0002, Rental of Audiovisual Equipment and Technical Support - Quantity 4 days each (See Audiovisual requirements provided below). Total Price for CLINs 0001 through 0002 tiny_mce_marker___. The space provided within the facility must accommodate plenary sessions for the full complement of the event, sufficient rooms to facilitate two (2) breakout sessions. Scheduling: Pre-registration will begin at 1:00 p.m. CST one (1) day prior to the first full day of the Conference and end at 5:00 p.m. EST. The conference will span four (4) full days, beginning at 8:00 a.m. each day and ending at 5:00 p.m. A contract will be awarded to a responsible vendor whose quotation represents the best value to the Government. The prospective contractor must be registered in the Central Contractor Registration (which can be completed on-line at http://www.ccr.gov/) prior to award of the resulting contract. Each quotation must clearly indicate the capability of the vendor to meet the requirements specified in this combined synopsis/solicitation. The following requirements for lodging and conference space are minimum requirements: Lodging: Guest rooms shall be located onsite. The facility must be centrally located within a reasonable walking distance (no more than two blocks) of area retail, restaurants, and attractions. The contractor shall provide a list of all local restaurants located within a ten minute walk from the contractor's facility. Local Transportation: The contractor shall provide a list of options for commuting from and to all airport and railroad stations (if applicable) within the area. If the contract facility provides shuttle service, contractor shall indicate if the service is free or shall disclose fees or prices for the service. The contractor shall indicate in their quotation if the shuttle service is wheelchair accessible. ADA Requirements: The facility shall be in full compliance with the American with Disabilities Act (ADA) of 2008, as amended, covering public accommodations. This requirement extends to the entire facility, including accessibility to the facility, including sleeping rooms configured to meet the ADA requirements, and accessibility to all public facilities within the hotel including public restrooms and eateries. The facility shall be equipped with appropriate walkways, ramps, parking, and elevators above the first floor, throughout the hotel and parking garage. All meeting rooms must be wheelchair accessible. Room Rate: The hotel room rate must be at or below the government per diem rate. The facility will not require advance payment from conference participants covering the first night of lodging. Guest rooms shall be located within the same building as the meeting rooms. Individual travelers will schedule and pay for their guest room nights. The schedule and range of guest rooms required for this conference are as follows: Sunday, May 22, 2011, 35 sleeping rooms, Monday May 23, 2011, 75 sleeping rooms, Tuesday, May 24, 2001, 75 sleeping rooms, and Wednesday, May 25, 2001, 75 sleeping rooms. The quantity of rooms specified above is an estimate only, and not representative to the contractor that this estimated quantity will be ordered. The government makes no commitment to this estimated quantity. Meeting Facilities: All meeting rooms must be wheelchair accessible. The meeting facility must be available for four (4) consecutive days as specified below: Monday through Thursday May 23, 2011 through May 26, 2011 all day. The following meeting rooms must be available throughout the conference: Registration Area within the hotel. Conference Headquarters/ Hospitality Room: The room or suite needs to accommodate up to 50 people with a conference table and comfortable seating. Two (2) Breakout Rooms: Two (2) meeting rooms to accommodate 50 people each, set in classroom style. Each table shall contain writing paper, pens, and ice water with glasses. Tables shall be refreshed for the afternoon sessions. All chairs must be in working order, free from soil and able to move easily. There should be enough space between tables to maneuver a wheelchair. Plenary Meeting Room: Plenary meeting room shall accommodate up to 200 people set in classroom style. Two (2) six-foot (6 ft.), head tables on a 24" riser with four (4) moveable chairs and podium w/ microphone. The tables shall include writing paper, pens, and ice water with glasses for the participants at the start of the morning and refreshed for the afternoon sessions. The Plenary Room is not needed on Sunday but it is required on Monday, Tuesday Wednesday and Thursday from 7:30 a.m. - 6:00 p.m. Audiovisual Requirements: The following services and audiovisual equipment will be required: Monday, May 23 - Technician required to setup and strike equipment. Technician will also be available throughout day to assist as needed. The following equipment is required: five (5) Mixers, one (1) podium microphone and twelve (12) table top microphones and stands, four (4) stackable floor microphones, patch into house sound system, LCD projector and screen (the screen should be of a size commensurate with the size of the room, allowing for viewing of all participants), four (4) flip charts with markers and/or availability of dry eraser boards, and one (1) internet hookup; Monday, May 22, Tuesday, May 24, Wednesday, May 25, and Thursday, May 26 - Technician required to setup and strike equipment. Technician will also be available throughout day to assist as needed. Materials: Signage: Signs and floor plans directing participants to the meeting rooms shall be provided by the facility. This shall include a daily announcement board, announcing the AFOSR 2011 Joint Electronics Program Review. The board shall easily be visible to participants and identify meeting room locations. Parking: The facility shall have adequate parking at the facility to accommodate the participants. Amendments/substitutions may be necessary. Lodging Payment Arrangements: Participants will call individually to obtain room scheduling and shall be responsible for payment of individual guest rooms and all incidental charges upon checkout. Payment amount for lodging cannot exceed, on a daily basis, the maximum per diem rate in effect in accordance with the Federal Travel Regulations including taxes, gratuities, and other costs. The Federal Travel Regulations are available on-line at http://www.gsa.gov. Charges for incidental expenses such as telephone charges and room service will be the responsibility of individual guests. Other: It is anticipated that some additional and/or miscellaneous expenses might be incurred during the conference such as service and setup charges, electrical hook-up fees, and other necessary but unpredictable expenses which may arise during the conference. The facility shall agree to allow the AFOSR to bring in their agency audio-visual and other equipment and connect these to the facility's audio visual/public address system, as necessary. REPORTING REQUIREMENTS. Pre-Award Reporting: The CONTRACTOR must submit a detailed breakdown of all costs to include meeting space, AV equipment, labor costs, and any other miscellaneous charges which are necessary for the success of the Conference. Prior to Conference Reporting: The contractor shall provide the AFOSR Contracting Officers Representative (COR) with an electronic list of all hotel confirmation numbers for all participants, staff and presenters on a weekly basis starting two (2) weeks prior to the Conference. During Conference Reporting: a. Daily Reconciliation. In addition to pre conference meeting, the Contractor shall provide a daily reconciliation list of all charges incurred to the AFOSR COR or designated representative. These charges shall include AV equipment and labor, and telecommunication and business center charges. Signature Authority: All on-site charges within the scope of the contract must be approved and signed only by AFOSR COR or representative. Post Conference: The Contractor shall submit a final invoice covering all charges within five (5) business days after the completion of the Conference. The Contractor shall submit a detailed report with the invoice that consists of the following: room usage by date and attendee, detailed AV charges by meeting room with a grand total by category for reconciliations of the event. CONTRACT ADMINISTRATION. The COR under the resulting contract shall be designated at the time of the contract award. Invoicing: The contractor shall invoice AFOSR at the agreed upon rates for conference space, rental of audiovisual equipment and technical support, and business services. The contractor shall submit a final invoice of all charges within 5 business days after completion of the seminar to the COR and he/she shall be provided at least 5 business days to review the invoice charges and services provided for acceptance. Method of Payment: The preferred payment method is by GPC. Cancellation: Should AFOSR elect to cancel this contract, AFOSR shall provide a written notification to the contractor no later than five business days prior to the scheduled lodging date. By receipt of this cancellation notice, the contractor agrees to release AFOSR from any cancellation penalties or charges. If there is a cancellation within five business days of the scheduled conference date, Paragraph (l) Termination for the Government's Convenience or (m) Termination for Cause of FAR Clause 52.212-4, Contract Terms and Conditions - Commercial Items will govern. 1. SUBMISSION OF QUOTATION: All interested parties shall submit with their quotation a detailed breakdown of all costs to include conference space, rental of audiovisual equipment and technical support and business services and any other miscellaneous services and equipment which are necessary for the success of the conference. Your quotation in response to FA9550-11-Q-0001 is due on April 28, 2011, at 5:00 p.m. Eastern Time. Quotations will be accepted in electronic copy via e-mail. One (1) electronic copy of the quotation may be submitted via e-mail, addressed to Patricia.Gorski@afosr.af.mil 2. QUESTIONS: Questions regarding this request for quotation should be submitted to Patricia Gorski, via e-mail Patricia.Gorski@afosr.af.mil or phone at 703-696-6208. The deadline for submission of questions regarding FA9550-11-Q-0001 is April 28, 2011, by 5:00 p.m. Eastern Time. Any questions received after the specified date and time above will not be responded to. The Government will not reimburse interested parties for any cost associated with responding to this business opportunity. All responsible sources may submit a quotation which shall be considered by the agency. The anticipated contract award date is on or before 5 May 2011. BASIS FOR AWARD: The Government intends to award a contract to the responsible quoter whose quotation is responsive to this solicitation and is determined to be the best value to the Government, using the tradeoff approach. Selection of the best value to the Government will be achieved through a process of evaluating the strengths and weaknesses of each quoter's quotation against the evaluation criteria described below. In determining the best value to the Government, the Technical Capability, Past Performance and price will be evaluated. The Government is more concerned with obtaining a superior Technical Capability quotation than making an award at the lowest evaluated price. However, the Government will not make an award at a price premium it considers disproportionate to the benefits associated with the evaluated superiority of one technical quotation over another. Thus, to the extent that quoter's technical and past performance quotations are evaluated as close or similar in merit, the evaluated price is more likely to be a determining factor. EVALUATION FACTORS FOR AWARD: The following factors shall be used to evaluate quotations (these factors are listed in their relative order of importance): Technical Capability, Past Performance and Price. Factor 1 - Technical Capability: (a) Contract Requirements. Quotation will be evaluated on the quoter's ability to provide all the contract requirements relating to meeting space, audiovisual equipment and technical support, lodging, and secured storage. Quotation must address the quoter's ability to comply with the ADA, as it relates to the facility conference space, lodging, and parking. Quotation should reflect the quality of services provided and maintained. (b) Location. Quotation will be evaluated on the ability of the quoter to provide a facility within the Arlington, VA area with adequate low cost or free parking for attendees, with multiple local transportation options that are cost effective for the government travelers. The facility has a variety of restaurants and other attractions within a 10 minute walk of the hotel. (c) Availability of Dates. Quoters will be evaluated on the ability to provide the required services on the dates requested. Factor 2 - Past Performance: AFOSR will evaluate past performance in terms of customer service on similar requirements that AFOSR has had experience with, topics from on quality/upkeep of the facilities and décor, and the availability of amenities and staff to support the conference (e.g., high-speed internet, etc) will be reviewed. A quoter without a record of relevant past performance or for whom information on past performance is not available; the quoter may not be evaluated favorably or unfavorably on past performance but rather receive a neutral rating. Factor 3 - Price: The price quotation will be evaluated against the Independent Government Estimate. Evaluations of quotations will consider the following pricing information: pricing provided for all line items listed in the Schedule of Supplies and Services of this RFQ in the units and format provided; rates for business services; sleeping room rates; and all cost options for transportation and facility parking rates. Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the quoter's initial quote should contain the quoter's best terms from a price and technical standpoint. The Government reserves the right to conduct discussions, if the Contracting Officer later determines them to be necessary. PROVISIONS AND CLAUSE: FAR 52.212-05 and 52.212-04,52.212-5 and 52.212-4 To obtain the above provision/clauses in full text, please visit https://www.acquisition.gov/far/index.html. Method of payment: Government Purchase Card (GPC).
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USAF/AFMC/AFOSR/FA9550-11-Q-0001/listing.html)
- Place of Performance
- Address: Arlington, Virginia, 22203, United States
- Zip Code: 22203
- Zip Code: 22203
- Record
- SN02428296-W 20110421/110419235124-a06d38af4c9705888a222f67cf22b5d3 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |