X -- PROVIDE HOTEL LODGING AND CONFERENCE AND BANQUET FACILITIES!!

Notice Date

June 8, 2001

Contracting Office

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

ZIP Code

20301-1155

Solicitation Number

MDA94601T0086

Response Due

June 13, 2001

Point of Contact

Joyce Lofty, Contract Specialist (703) 695-5185

E-Mail Address

jlofty@ref.whs.mil (jlofty@ref.whs.mil)

Description

(i) 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 proposed action is for services for which the Government intends to solicit and negotiate with one source -- Savannah Marriott Riverfront, Savannah, Georgia under authority of FAR 6.302. Interested persons may identify their interest and capability to respond to the requirement (see xvi). THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS. See numbered Note 22 for further specifics. (ii) This Solicitation MDA946001T0086 is a Request for Quote (RFQ) for hotel lodgings and conference and banquet facilities for the Fall 2001Defense Advisory Committee on Women in the Services (DACOWITS) Conference. (iii) This Solicitation document and incorporated provision and clauses are those in effect through Federal Acquisition Circular 97-25, effective May 2, 2001. (iv) The applicable North American Industry Classification System (NAICS) Code is 721110 and the corresponding size standard is $5.0 million. The Small Business Competitiveness Demonstration Program does not cover this procurement. (v) & (vi) Background Information: The Defense Advisory Committee on Women in the Services (DACOWITS) holds two general conferences, which are required each year by charter. The Spring Conference is always conducted in the Washington DC area, while the Fall conference is conducted at a location chosen by the supporting service. The supporting service for Fall Conference 2001 is the U.S. Marine Corps, who chose Savannah, GA as the location for the conference. The conference will be held from Monday, October 22, 2001, through Sunday, October 28, 2001. Purpose: During these conferences, committee members receive oral and written responses to DACOWITS requests for information from the Services and Department of Defense (DOD) components, discuss current issues and concerns, formulate new requests for information, and generate policy recommendations for the Secretary of Defense. This conference is a working conference and requires sleeping rooms, as well as conference and banquet facilities. Supplier Requirements: GENERAL (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. 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 22nd, 10 rooms; Tuesday, October 23rd, 45 rooms; Wednesday October 24th, 90 rooms; Thursday, October 25th, 90 rooms; Friday, October 26th, 90 rooms; Saturday, October 27th, 90 rooms; and Sunday, October 28th, 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. 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 22nd, through 8:00 p.m. Sunday, October 28th. 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, 6, 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 with this document. (2) Operations Center II: Room must be continually available from 8:00 a.m. Monday, October 22nd, through 8:00 p.m. Sunday, October 28th. Minimum size 400 square feet. Room should have a small (hotel room size) refrigerator. Structural, engineering and electrical capacity must be able to accommodate 2,6-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 with this document. (b) Registration Space: 8:00 a.m. -- 6:00 p.m. Tuesday, October 23rd and 8:00 a.m. -- 6:00 p.m. Wednesday, October 24th. Registration space located in the main lobby or other central, highly visible, easily accessible area. Space must accommodate four, 6-foot skirted tables. (c) Meeting Room: 5:00 p.m. -- 6:30 p.m. Wednesday, October 24th Room to accommodate theatre seating for approximately 40 people. (d) No-host Get Acquainted Social Room: 6:30 p.m. -- 8:30 p.m. Wednesday, October 24th. Room to accommodate an introductory social event for approximately 100 conference participants, including heavy hors d-oeuvres and a cash bar. Note that the italicized items are not being contracted for in this document. (e) No-host Working Breakfast Room: * 7:00 a.m. -- 8:30 a.m., Thursday, October 25th. Sit-down breakfast service for 60 to 90 conference participants. 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 with this document. (f) Opening Ceremony Room: Opening Ceremony, 8:00 -- 9:30 am, Thursday, October 25th (theater style for 250 people). Tri-committee Review 8:30 a.m. -- 11:30 a.m., Saturday, October 27th. (Hollow square of tables style for 34 & theater style for 150). Closing General Session, 8:00 a.m. -- 12 noon, Sunday, October 28th (classroom style for 50 & theater style for 150). Room must be available to military staff personnel by 6:00 a.m., Thursday, October 25th, and Sunday, October 28th (for program placement, Color guard practice). Room must have, as a minimum, 12-foot ceilings (to accommodate the Color guard). 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), for the opening ceremony, 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 10 chairs (padded, with arms) during the Closing General Session (Sunday, October 28th), two podiums (with water shelves; or 2 separate water tables), and high quality sound system with wireless microphones. Room must accommodate 2, 6-foot skirted tables for use as press tables and 2, 6-foot skirted tables for beverage service. 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 with this document. 3 Subcommittee Working Session Rooms: *Must be available from 5:00 p.m., Wednesday, October 24th -- through 6:00 p.m.., Saturday, October 27th. Three rooms required for Subcommittee Working Sessions: Quality of Life Subcommittee, Forces Development & Utilization Subcommittee, and Equality Management Subcommittee. Each room must be 900 square feet minimum. Each room must be convenient to the two Operations Centers and to each other. Each room 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, 2, 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 35mm slide projector with screen. Note that italicized items are not being contracted for with this document. h. Speaker Luncheon Room: 11:30 a.m. -1:30 p.m., Thursday, October 25th. 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 with this document. i. Official Reception Space and Dinner Room: Reception: 7:00 p.m. -- 8:00 p.m. Thursday, October 25th. Dinner: 8:00 p.m. -- 11:00 p.m. Thursday, October 25th. Informal sit-down dinner service for up to 250 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 ceilings (to accommodate Color Guard). Note that italicized items are not being contracted for with this document. j. Executive Committee Rules and Procedures Room: 4:00 p.m. -- 7:00 p.m. Friday, October 26th; 11:00 a.m. -- 6 p.m. Saturday, October 27th. 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 side table for transparencies, and screen. Room must accommodate three, 4-foot tables for secretaries with laptop computers and printers. Room must accommodate in-room beverage service set-up. k. Strategic Planning Meeting: 1:00 p.m. -- 3:00 p.m. Saturday, October 27th. Room large enough to accommodate 4 groups of ten chairs each with butcher-block paper. Room must accommodate in-room beverage service set-up. l. Media Session Room; 2:00 p.m.- 2:30 p.m. Thursday, October 25th; 2:00 p.m. -2:30 p.m. Friday, October 26th; and 11:30 to 12:30 p.m. Sunday, October 28th. Quiet room that will seat at least eight conference participants with room for cameras and other media equipment. Government Responsibilities. (a) It is the responsibility of the supporting service to provide the audio-visual and computer equipment and personnel as specified. (b) DACOWITS will provide a rooming list for sleeping rooms by date agreed upon with hotel. Control Procedures: A pre-conference meeting will be conducted between the DACOWITS military staff and the hotel staff NLT 24 hours prior to the start of the conference. Inspection and Acceptance Requirements: Each facility will be inspected by a member of the DACOWITS staff prior to the awarding of the contract to ensure the facility meets the space and service requirements as well as a high standard of appearance, cleanliness, and efficient, friendly service. (vii) Date(s) and place(s) of delivery and acceptance and FOB point: See Item number (v) for dates/performance period. (viii) The following provision applies to this acquisition: Federal Acquisition Regulation (FAR) 52.212-1 entitled Instructions to Offerors -- Commercial. The following provision is being added as an Addendum: FAR 52.214-31 Facsimile Bids/Quotes. (ix) The following provision does not apply to this acquisition: FAR 52.212-2 entitled Evaluation -- Commercial Items. Considering all factors (technical and price), award will be based on the best value to the Government. (x) Offers are to include a completed copy of provision FAR 52.212-3 entitled Offeror Representations and Certifications -- Commercial Items. Also if your company is a vendor not registered to do business with the Government, check web address: <http://www.dlis.dla.mil/ccr>; and provide company's CAGE Code with offer. (xi) The following provision apply to this acquisition: FAR 52.212-4 entitled Contract Terms and Conditions -- Commercial Items. (xii) The following clause is applicable to this acquisition: FAR 52.212-5 entitled Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items. The following FAR Clauses within the aforementioned clause are being selected as applicable: 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37 52.225-16, 52.232-33, 52.222-41, 52.222-42, 52.222-43. In addition the following clauses apply to this acquisition: Addendum 52.204-6; 52.243-1, 52.243-1 Alt II, 52.232-19 and DFARS 252.212-7001. DFARS 252.204-7004, Required Central Contractor (CCR) Registration, is applicable to this requirement. Vendors may obtain CCR information by calling 1-888-227-2423 or via the Internet at http://ccr.edi.disa.mil. ONLY FIRMS REGISTERED IN THE CCR ARE ELIGIBLE FOR CONTRACT AWARD. (xiii) There are no additional contract requirement(s) or terms and conditions necessary for this acquisition that are consistent with customary commercial practices. (xiv) There is not a Defense Priorities and Allocations System (DPAS) number assigned to this acquisition. (xv) See Numbered Note 22. (xvi) Submission and delivery of capability statements from interested sources are to be forwarded by June 13,2001 by 10:00 A. M. local time, at one of the following locations: via facsimile (703) 693-6807, Pentagon Metro Entrance, or Pentagon South Parking Entrance (Corridor 2). (xvii) The points of contact for this acquisition are: Contract Specialist Ms. Joyce A. Lofty (703) 695-4905, Contracting Officer Ms. Alvina Woodson, (703) 695-5184. ANY FURTHER INQUIRIES ARE TO BE FORWARDED VIA FACSIMILE ON 703-693-6807. NO TELEPHONE INQUIRIES WILL BE ANSWERED REGARDING THIS SOLICITATION.

Web Link

jlofty@ref.whs.mil (ERROR -- )

Record

Loren Data Corp. 20010612/XSOL002.HTM (W-159 SN50O3J1)