SOLICITATION NOTICE
72 -- Hotel Logistics
- Notice Date
- 2/6/2002
- Notice Type
- Solicitation Notice
- Contracting Office
- Agency for International Development, Washington D.C., Office of Procurement, 1300 Pennsylvania Avenue, NW Room 7.10-006, Washington, DC, 20523
- ZIP Code
- 20523
- Solicitation Number
- Sol-Hotel_Facility-02_007
- Response Due
- 2/28/2002
- Archive Date
- 3/15/2002
- Point of Contact
- Cherie Hunter, Negotiator, Phone 202-712-5006, Fax 202-216-3052,
- E-Mail Address
-
chunter@usaid.gov
- Description
- This document represents the Pre-solicitation document. Offerors are responsible for information found in the Solicitation. USAID is seeking conference facilities, lodging, and logistics support to conduct two (2) three-week Senior Leadership Training sessions from a minimum distance of one-hour to three-hour driving radius of Washington, DC. The dates for the two (2) three-week sessions are: - May 4-23, 2003 - July 13 through August 1, 2003 If an Offeror intends to submit quotes for both of the training sessions, the Offeror must submit two complete and separate quotes. One quote would be for the session dated May 4 ? 23, 2003, the other quote would be for the session dated July 13 through August 1, 2003. The USAID reserves the right to award both sessions to one Offeror or to award each session to different Offerors. There will be an estimated amount of 30 participants, 2 facilitators and 1-2 USAID observers/coordinators for the entire three weeks. In addition, there may be an occasional overnight guest speaker (up to 6 total during each class event) who will need from 1-3 nights lodging and meals. The Contractor shall provide:  One (1) large Meeting Room. A large meeting room estimated at least 1500 to 1800 square feet must be available 24 hours/day (with ability to lock doors). The meeting room must be set up no later than 4 PM the Saturday before the opening session. Meeting room must accommodate 30 participants, two facilitators and two or more observers. Seating must be large half round tables with 5-6 people per table for participants. The meeting room, in addition to being well lit with either natural window lighting or chandeliers/conference room lighting, shall also include:  One or two 5-6 foot table(s) and chairs in the back of the room for supplies, observers;  Facilitator?s Table for electronic equipment (projection equipment and computer supplied by training facilitators);  Facilitator?s table (5-6 foot) for 2 facilitators plus chairs;  Two tall stools for facilitators to use when presenting;  Large screen;  VCR;  6 Flip Charts;  Water/glasses for each table; and  Provide options and pricing for Computer Projection equipment, including model and lumens on the equipment.  Three (3) Breakout Rooms available from 7 AM to 6 PM daily, Monday through Friday. Breakout rooms must easily accommodate 10 to 12 people, and include one Flip Chart per room, table and chairs.  One (1) Hospitality Suite. A Hospitality Suite (room/lounge) large enough to accommodate all 30 participants (1200-1400 square feet), facilitators and other USAID observers/staff. The Hospitality Suite, with a library and computer work area, shall be available 24 hours a day (beginning the Friday before the scheduled session begins and ending the time for check out the Saturday following the session) for the entire three weeks to all participants/facilitators. It is preferred that rooms have windows. Access keys shall be provided to all attendees. The Hospitality Suite must be fully equipped with kitchen facilities (microwave, large refrigerator and storage. A room with a sink preferable). The Hospitality Suite must also have a large screen TV and VCR, one flip chart, seating for all USAID personnel, as well as access to Internet/data lines. The Hospitality Suite must include the following furnishings: 4 couches; 1-2 coffee tables; 3-4 end tables and table lamps; Approximately 6 large lounge chairs; 2 bookcases; 6-foot table (skirted) for storing kitchen type supplies; and 2 small square (or round tables with four chairs each). A Computer Work area must be a part of the Hospitality Suite or directly connected to the Hospitality Suite area. Please specify the Internet access. Preference will be given to T1 or direct Ethernet access through the facility server. USAID will provide its own wireless network system, along with printer/fax machines. No more than one line needed generally. Phone lines are required for 2 fax/copiers and should be located in the computer work area. The Computer Work area must include: 6 desks and chairs (2 desks will be used for both computers and printers); One 6-foot table (skirted) for office supplies; and Table or pole lamps for lighting. Please indicate if Restroom facilities are nearby or a part of the Hospitality Suite.  Continuous refreshment breaks for approximately 34 people (shall be provided Monday through Friday) of each week and the first Saturday morning. Set-up must be outside or near the general Meeting Room. Morning refreshments shall be ready for the USAID personnel by 8:15 a.m., the scheduled time to begin each session. Morning refreshments must include regular and decaffeinated coffee, regular and decaffeinated tea and all associated condiments. The remainder of each day must include mid-morning and afternoon refreshments and beverages.  A catered welcoming event with both hot and cold refreshments (and possibly a carving station) to be held on the first Sunday evening at the start of the program ? at approximately 4:30 p.m. Please provide food and beverage options and pricing. NOTE: USAID will not pay for alcoholic beverages in this order, so provide a proposed cost for a cash bar/pricing as an option within the welcome event.  Sleeping rooms from the first Sunday of the event to the last Thursday evening (19 nights lodging) for the 30 participants. Lodging for the 2 facilitators and 2-3 USAID coordinators and IRM support staff for 2 nights prior to the session and the last Friday (a total of 22 days lodging). A need for lodging is also anticipated for 4-5 guest speakers/observers not to exceed one or two nights during the program. The lodging rate must not exceed the U.S. Government per diem rate. Please provide a description and/or picture of sleeping rooms and any special features. Identify if sleeping rooms also include small refrigerators, coffee makers and irons/boards, or other accessories. Rooms should be available on individual lodging and not shared environment/accommodations.  Provide a list of facility features (i.e., exercise room, swimming pool, etc.) restaurants/eating facilities and other local attractions and services in the general area. Specify laundry options.  Provide information on surrounding city environment.  Meal Package (and/or lodging and meal package combination). The Offeror must provide meals for 34 USAID personnel each Monday through Friday and the first Saturday morning after the session begins. The Meals begin with breakfast on the first Monday of the session and conclude with lunch on the last Friday of the session. Provide quotes for an all-inclusive food/beverage service package per person for the 3-week training session that includes breakfast, lunch and dinner for the entire 3-week period from Monday through Friday. Breakfast will also be covered in this order on the first Saturday of Week 1, as participants will be in session. Otherwise, participants will be on their own for meals on each of the two weekends. Options in pricing should be provided individually rated (per guest) and as a gross (overall) amount. A sample daily menu over a one-week period is required and the variations of meals and menus throughout this 3 week period. While buffets with variety (to meet all possible dietary needs) or selection off a menu at the time of meal are preferred, other options will be considered. Options and costs will be needed for eating out and/or dining at local restaurants 1-3 nights.  A 12-15 Passenger Rental Van will be needed for availability to all US-licensed drivers age 21 or older who are on official government travel orders. The van should be rented and available beginning the morning of the first Monday of the session through Friday noon of the last day.
- Place of Performance
- Address: Contractors facility which must be a minimum driving radius of one-hour to two-hours outside of Washington, DC.
- Record
- SN00023177-W 20020208/020206213048 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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