Department of Defense, OSD/WHS, Real Estate and Facilities Directorate, Facilities Contract Office, Room 5A523 Pentagon, Washington, DC 20301-1155

X -- LEASE OR RENTAL OF FACILITIES, PROVIDE RENTAL OF HOTEL LODGING AND CONFERENCE FACILITIES!! SOL MDA946-99-T-0003!! DUE 110499 POC Contract Specialist, Sheila Joseph (703) 695-5185, Donna R. Truesdel, Contracting Officer!! Desc: (i) This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; price quotations are being requested and a written solicitation will not be issued. (ii) For the purpose of this acquisition the solicitation number is MDA946-99-T-0003, this is a request for quotation. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-14 dated 9/24/99. (iv) This procurement is unrestricted open to both small and large business concerns. The small business industrial classification for this type of service is 7011 with annual receipts of $5 million. (v) Provide a quote for the following contract line item numbers (CLIN) as follows: CLIN 0001 provide a total of 422 sleeping rooms during the period Monday October 16, 2000 through Saturday October 22, 2000, as specified in item (vi) (e) below. CLIN 0002 provide Conference Facilities to include Breakout rooms, General Session Rooms, Social Rooms and Administrative Rooms, as specified under part (vi)(f). (vi) Description of Requirement: Provide lodging and conference facilities in Las Vegas, Nevada in support of the Defense Advisory Committee on Women in the Services (DACOWITS), annual fall conference, scheduled for October 16 -- 22, 2000. a. Hotel is preferred to be within a 15-mile radius of an International airport. b. Hotel must be able to provide transportation, if required, for individual conference participants to and from respective airports. c. Hotel must have concierge services and personal services to include overnight laundry/dry-cleaning/shoe shine, 24-hour room service and 24-hour fax capability. d. If checkout time is prior to 2:00 p.m., late checkout (2:00 p.m.) must be available. e. Hotel must be able to support a rooming requirement as follows. All rooms must be non-smoking, single accommodation rooms with full size to king size beds. All rooms must be available at Government per diem rates. Monday, October 16, 2000, 10 rooms, Tuesday October 17, 2000, 45 rooms, Wednesday, October 18, 2000, 90 rooms, Thursday October 19, 2000, 90 rooms, Friday October 20, 2000, 90 rooms, Saturday October 21, 2000, 90 rooms, Sunday, October 22, 2000, 7 rooms. f. Hotel must be able to support administrative/ general session/breakout rooms as follows. (Requirements are representative only, based on previous conferences. Specific times/dates/usage requirements will be modified prior to the beginning of the conference. Due to the evolutionary nature of the military women's issues that are the focus of the conference, exact requirements cannot be determined at this time). Beverages and food must be allowed in all administrative/general session/breakout rooms. As conference participants may work all night, all breakout rooms must be available for use on a 24-hour basis. For breakout rooms designated for "Subcommittee Working Sessions," permanent assignments must be made; for example, the same room must be reserved for Quality of Life Subcommittee Working Sessions Friday and Saturday. Additionally, rooms designated for Subcommittee Working Sessions must be convenient to each other, preferably on the same floor (ideally, adjacent), and must be convenient to the room designated for the Operations Center, preferably on the same floor. An easel will be required for placement outside of each function space. 2. Conference/ Banquet Facilities: a. Operations Centers: Two operations centers must be located conveniently to Subcommittee Working Session rooms. (1) Operations Center I: Room must be continually available from 8:00 a.m. Monday, October 16, 2000 through 8:00 p.m. Sunday, October 22, 2000. Minimum size 600 square feet. Room should have a small (hotel room size) refrigerator. Structural, engineering and electrical capacity must be able to accommodate 2 high-speed copy machines, six 6-foot conference tables, 2 phone lines (one for voice, one for fax), 4 personal computer monitors, 2 laser printers, 1 fax machine, and administrative supplies storage. Note that the italicized items are not being contracted for under this procurement. (2) Operations Center II: Room must be continually available from 8:00 a.m. Monday, October 16, 2000 through 8:00 p.m. Sunday, October 22, 2000, minimum size 400 square feet. Room should have a small (hotel room size) refrigerator. Structural, engineering and electrical capacity must be able to accommodate two 6-foot conference tables, 1 phone line, 4 personal computer monitors, 1 laser printer, and administrative supplies storage. Note that the italicized items are not being contracted for under this procurement. b. Registration Space. Registration space, in the main lobby or other central, highly visible, easily accessible area, must be available 8:00 a.m. -- 6:00 p.m. Tuesday, October 17, 2000, 8:00 a.m. -- 6:00 p.m. Wednesday, October 18, 2000. Space must accommodate three 6-foot skirted tables and a military exhibit (approximately two table lengths) with electrical outlet for computer use. c. Meeting Room 5:00 p.m. -- 6:30 p.m., Wednesday, October 18, 2000, room to accommodate conference table seating for approximately 40 people. d. No-host Get Acquainted Social Room: 7:00 p.m. -- 9:00p.m. Wednesday, October 18, 2000. Room to accommodate an introductory social event for approximately 150 conference participants, including heavy hors d-oeuvres and a cash bar. Note that the italicized items are not being contracted for under this procurement. e. No-host Working Breakfast Room: 7:00 a.m. -- 8:30 a.m., Thursday, October 19, 2000. Sit-down breakfast service for 60 to 90 conference participants. Note that the italicized items are not being contracted for under this procurement. Rooms must have a podium (with water shelf; or a separate water table) and sound system. f. General Session Room: Opening and General Session, 8:30 a.m. -- 12 noon, Thursday, October 19, 2000 (theater style for 250 people). Tri-committee Review 8:30 a.m. -- 11:30 a.m., Saturday, October 21, 2000, (classroom style for 50 & theater style for 150 people). Closing General Session, 8:00 a.m. -- 12 noon, Sunday October 22, 2000, (classroom style for 50 & theater style for 150). -- Room must be available to military staff personnel by 6:00 a.m., Thursday, October 19, 2000, and Sunday, October 22, 2000, (for program placement, Color Guard practice). -- Room must accommodate theater-style seating for 250 people and classroom/theater style seating for 200). Room must have a skirted, raised dais with sufficient room for 4 chairs (padded, with arms), a table for the panel discussion during the General Session, a podium (with water shelf; or a separate water table), and high quality sound system with wireless microphone. Room must have a skirted raised dais with sufficient room for tables to accommodate 9 chairs (padded, with arms) during the Tri-committee review (Saturday, October 21, 2000) and the Closing General Session (Sunday, October 22, 2000), two podiums (with water shelves; or 2 separate water tables), and high quality sound system with wireless microphones. Room must accommodate two, 6-foot skirted tables for use as press tables and two 6-foot skirted tables for beverage service. Room must have for the General Session a table in place at the front of the room for panel discussion and six chairs. Room must be able to accommodate a variety of audiovisual equipment to include a VCR and large screen monitor, an overhead projector and 12-foot (or comparably large) screen, and/or a 35mm slide projector with 12-foot (or comparably large) screen. Note that italicized items are not being contracted for under this procurement. g. Three Subcommittee Working Session Rooms: Must be available from 5:00 p.m., Wednesday, October 18, 2000 through 6:00 P.m., Saturday, October 21, 2000. Three rooms required for Subcommittee Working Sessions: (1) Quality of Life Subcommittee (2) Forces Development & Utilization Subcommittee and (3) Equality Management Subcommittee. Each room must be 900 square feet minimum, be convenient to the two Operations Centers and to each other, must be able to accommodate conference table seating for 25 conference participants with perimeter seating for 40 additional conference participants. Conference table must have sound system capability (built in, or pre-positioned). In addition, each room must be able to accommodate 1 table with 6 chairs for committee's secondary working area, two 6-foot skirted tables with 4 chairs, accessible to sufficient power for 2 lap-top computers and a printer. Each room must have a podium (with water shelf; or separate water table) and sound system. Each room must be able to accommodate a variety of audio-visual equipment, to include VCR with monitor, overhead projector with screen, and/or 35-mm slide projector with screen. Note that italicized items are not being contracted for under this procurement. h. Speaker Luncheon Room: 11:30 a.m. -1:30 p.m., Thursday, October 19, 2000 and 11:30 a.m.- 1:30 p.m., Friday, October 20, 2000. Sit down luncheon service for 90 to 150 conference participants. Seating in rounds of 8 (preferably) or 10. Room must have a podium (with water shelf or a separate water table) and sound system. Note that italicized items are not being contracted for under this procurement. i. Official Reception Space and Dinner Room: Reception: 7:00 p.m. -- 8:00 p.m., Dinner: 8:00 p.m. -- 11:00 p.m. Friday, October 20, 2000. Informal sit down dinner service for up to 300 conference participants. Reception space should be separate from, but immediately adjacent to, Dinner Room. Reception space should accommodate a cash bar and a group of 4-8 instrumentalists. Dinner room must be able to be secured until a call to dinner is sounded; chimes or a bell will be required for the call to dinner. Seating in rounds of 8 (preferably) or 10. Numerical table markers will be required. Room must be available to military staff personnel, with places laid down, by 5:00 p.m. (for Color Guard practice, place-card placement, etc.) Room must have a podium (with water shelf or a separate water table) and sound system. Room must have 1 skirted 6 or 8 foot table reasonably close to the podium (to pre-position award certificates). Room must be able to accommodate an upright piano and a raised dais for entertainment, sufficient for a 30-voice vocal or 10-20 piece instrumental group. Room must have, as a minimum, 12 foot ceiling (to accommodate Color Guard). Note that italicized items are not being contracted for under this procurement. j. Executive Committee Rules and Procedures Room: 1:00 p.m. -- 5:00 p.m., Tuesday, October 17, 2000, 4:30 p.m. -- 7:00 p.m. Wednesday, October 18, 2000, 4:00 p.m. -- 7:00 p.m., Friday, October 20, 2000, 11:00 a.m. -- 6 p.m., Saturday, October 21, 2000. Conference table style seating for 12 conference participants. Conference table must have sound system capability (built-in or pre-positioned.) Room must accommodate an overhead projector with sidetable for transparencies, and screen. Room must accommodate three, 4-foot tables for secretaries with lap-top computers and printers. Room must accommodate in-room beverage service set-up. Note that italicized items are not being contracted for under this procurement. k. Strategic Planning Meeting: 2:45 p.m. -- 4:15 p.m. Saturday, October 21, 2000. Room large enough to accommodate 4 groups of ten chairs each with flipcharts. Room must accommodate in-room beverage service set-up. l. Media Session Room: 2:00 p.m. -- 2:30 p.m., Thursday, October 19, 2000, 2:00 p.m. -- 2:30 p.m., Friday, October 20, 2000, and 11:30 to 12:30 p.m., Sunday, October 22, 2000. Quiet Room that will seat at least eight conference participants with room for cameras and other media equipment. The government will provide all audio-visual and computer equipment necessary. (vii) Services are to be provided during the period October 16, 2000 through October 22, 2000. (viii) FAR clause 52.212-1, Instructions to Offerors -- Commercial applies to this acquisition. Addendum 52.214-31 FACSIMILE BID (DEC 1989) is also applicable. (ix) FAR clause 52.212-2, Evaluation -- Commercial Items is not included. The Government intends to evaluate quotes and award a contract without discussions. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer is necessary. The Government may reject any or all quotes if such action is in the public interest; accept other than the lowest quote; and waive informalities and minor irregularities in offer received. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the government. (x) Offers are required to provide a completed copy of the provision at 52.212-3, Offerors Representations and Certifications-Commercial Items with their offer. (xi) FAR clause 52.212-4, Contract terms and Conditions-Commercial Items applies to this acquisition. Addendum 52.243-1 Alternate I (APR 1984) is also applicable. (xii) FAR clause 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders -- Commercial Items applies to this Acquisition. Applicable Clauses: FAR 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.225-19, 52.222-41, 52.222.42, 52.222-44, and 52.232-33. (xiii) In accordance with DFAR Subpart 252.204-7004 -- Central Contractor Registration, Contractor must be registered with the Department of Defense Central Contractor Registry in order to be awarded a contract. Vendors may register by way of the Internet at the following Web site: http://www.ccr200.com/howto.html. (xiv) The Defense Priorities and Allocations system (DPAS) is not applicable to this procurement and no rating has been assigned. (xvi) Offers are due 11/04/99 Time: 1400 hours, Place DOD/OSD/WHS, Real Estate and facilities Contracts Office, 1155 Defense, Pentagon, Room 5A523, Washington, DC 20301-1155. (xvii) Point of Contact: Sheila Joseph, (703) 695-5185, Fax (703) 693-6807. Posted 10/25/99 (W-SN394475). (0298)

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