SOLICITATION NOTICE
R -- Conference Facilities, Sleeping Accommodations, Parking, Airport Shuttle Service and Food Service for the Employer Support of the Guard and Reserve (ESGR) North East Region Training Conference
- Notice Date
- 2/12/2004
- Notice Type
- Solicitation Notice
- Contracting Office
- USPFO for Maine, Camp Keyes, Augusta, ME 04333-0032
- ZIP Code
- 04333-0032
- Solicitation Number
- W912JD-04-T-0010
- Response Due
- 4/8/2004
- Archive Date
- 6/7/2004
- Point of Contact
- Darlene Howes, 207-626-4559
- E-Mail Address
-
Email your questions to USPFO for Maine
(darlene.howes@me.ngb.army.mil)
- Small Business Set-Aside
- N/A
- Description
- The Maine National Guard is soliciting proposals to provide conference facilities, audiovisual support, sleeping accommodations, parking, airport shuttle service and food services for the Employer Support of the Guard and Reserve (ESGR) North East Re gion Training Conference, 23-24 April 2004. The site must be located near the downtown Portland, Maine area or close proximity. This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR subpart 12. Solicitation number W9 12JD-04-T0010 and is issued as a Request for Proposals (RFP). This Solicitation incorporates Federal Acquisition Regulation (FAR) provisions and clauses in effect through Federal Acquisition Circular 97-17. Incorporated by reference are FAR 52.212-1, Instr uctions to Offerors ?????? Commercial Items; 52.212-2, Evaluation ?????? Commercial Items; FAR 52.212-3, Offeror Representation and Certifications ?????? Commercial Items; FAR 52.212-4, Contract Terms and Condition ?????? Commercial Items, FAR 52.212-5, Co ntract Terms and Conditions ?????? Commercial Items Required to Implement Statutes or Executive Orders ?????? Commercial Items. The North American Industry Classification System (NAICS) code is 721110, with a small business size standard of $5 Million. T his procurement is unrestricted, allowing both large and small businesses to submit proposals. The Statement of Work and requirements for this solicitation as follows: Meeting Space Requirements: All meeting space should be in the same facility. (1) Prim ary room to accommodate 100 people seated preferable in a classroom style with unobstructed view of the stage. Room should be separate from room used for meal functions. (a) Must have a good sound system and be able to accommodate an overhead projector an d screen, and (b) the room should have its own controls for light, heat, air and sound. (2) The Breakout Sessions ?????? Concurrent sessions should consist of (a) Five breakout rooms separate from the plenary space for both days that will each seat at lea se 15 people comfortable, in a U shaped style. (b) Four breakout rooms separate from the plenary space for 24 April 2004, that will each seat at least 15 people comfortably using round tables and (c) One large breakout room separate from the plenary space for 24 April 2004, that will have 13 round tables that can seat at lease 10 people comfortably with enough room to be spread out so each table can converse without shouting. All the rooms should have no visual obstacles such as columns. (b) The rooms sho uld each have separate controls for heat, air, light and sound. The room should accommodate overhead projectors and screens, microphones might be used, so that the other sessions are not disturbed. All conference and breakout rooms to be available both da ys from 8:00am ?????? 5:00pm. (3) Parking and Shuttle Service: (a) Ample parking for cars if not convenient to public transportation. (b) Airport Shuttle Service to the Portland Airport at lease every 30 minutes from and to airport. (4) Sleeping rooms: Tot al of 100 rooms, extended over three consecutive nights, one night before the conference and two nights of the conference. (a) The rooms rates must not exceed applicable Federal Travel Regulation allowance (Government per diem rate for the Portland Area), inclusive of all taxes, and for coordination of all arrangements up to and including the dates of the conference. (b)Participants whom have ??????Guest?????? in the room will be paid directly by the participants to include room service for meals, in room m ovie, telephone charges and any other incidental expenditure will not be paid by the US Government. (5) Meals and Breaks: (a) Lunch: 23-24 April 2004; served for 100 people, time: 12:00-1:30pm. Meal should include salad or soup, hot entr????e, starch and vegetable; rolls; dessert; coffee, decaf, hot and iced tea. (b) Dinner: 23-24 April 2004; Podium needed, served for 100 people, time 7:00-9:30pm. Meal should in clude salad or soup, an option of two different hot entr????e, starch and vegetable; rolls; dessert; coffee, decaf, hot and iced tea. (c) Breakfast 24 April 2004, served for 100 people, time: 7:00-8:00am ,Continental breakfast to include: Bagels, danish, f ruit, juice, coffee, decaf and tea. PROPOSAL EVALUATION: The Government will make an award to the responsible offeror whose offer conforms to the solicitation and is more advantageous to the Government considering primarily the offeror??????s ability to me et the technical criteria specified below and secondarily, the offeror??????s total proposed price for meeting all the services specified in this solicitation. Technical Evaluation Criteria: These criteria are listed descending order of importance: (1) Pas t Performance ?????? The hotel must have hosted similar conferences in the past with comparable number of attendees. Hotel must have a history of providing food and beverage service, with a minimal turn around time for set up for 100 people in the same roo m. In addition, the overall quality and attractiveness of the specific dining facilities being offered will be a factor in the decision-making process (2) Quality of Conference Space ?????? Facility must have contiguous break out meeting space in order to minimize the travel time between sessions and to maximize the potential for scheduling activities involving more than one speaker in simultaneous sessions. Hotel must be willing to make the conference site non-smoking during the days that the conference i s in session. The overall security of the facility is a concern, and the hotel must have an adequate complement of security personnel. The property must be available for a site survey on 3-4 March 2004. (3) Additional Technical Evaluation Factors ?????? A s part of the evaluation process, the Maine National Guard may visit each facility deemed to be in the competitive range assess the degree to which they meet the technical factors as specified. The Maine National Guard will give consideration to facilities , which include additional services or discounts as part of the conference contract. The Government may reject any or all offers, accept other than the lowest offeror and waive information and minor irregularities in offers received. CONTRACT AWARD: A cont ract will be awarded to the offeror that is determined to offer the best value to the Maine National Guard considering primarily the results of technical evaluation and site visit and secondarily the total estimated cost for providing all services describe d in this solicitation. INSTRUCTION FOR SUBMITTING: (a) Provide three references with name and telephone number for conferences of a similar nature held within the past three years. Cost Proposal ?????? The cost proposal must include the cost of the rooms , meals (identifying the menus proposed), the cost of conference space facility, including breakout rooms, and the cost of parking. Include all other related costs, such as audio-visual prices for the entire event of 100 attendees. Offerors must provide an y special contract terms and conditions, including any specific hotel contract or agreement under which conference facilities would be provided as part of their cost proposal. Proposals must be received by the USPFO for Maine, ATTN: Mrs. Darlene R. Howes b uilding #39, Camp Keyes, Augusta, Maine 04333-0032 no later than 8 March 2004, 3:00pm.
- Place of Performance
- Address: USPFO for Maine Camp Keyes, Augusta ME
- Zip Code: 04333-0032
- Country: US
- Zip Code: 04333-0032
- Record
- SN00521549-W 20040214/040212212545 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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