SOLICITATION NOTICE
X -- HOTEL FACILITY RENTAL SERVICES
- Notice Date
- 7/9/2004
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Navy, Naval Supply Systems Command, FISC Pearl Harbor, Bldg. 475-2, Code 200 1942 Gaffney Street, Suite 100, Pearl Harbor, HI, 96860-4549
- ZIP Code
- 96860-4549
- Solicitation Number
- N00604-04-T-A816
- Response Due
- 7/23/2004
- Archive Date
- 8/7/2004
- Point of Contact
- Lambert Leong, Contract Specialist, Phone 808-473-7508, Fax 808-473-5750,
- E-Mail Address
-
lambert.leong@navy.mil
- Description
- Statement of Work Pacific Area Special Operations Conference (PASOC 2005) 1.0 Background: All items will be priced separately down to the #.# level (ie 2.1, 2.2) to facilitate changes in the contract that will occur as SOCPAC refines the conference agenda and plan. 1.1 Purpose of the Conference: Special Operations Command, Pacific (SOCPAC) hosts the Pacific Area Special Operations Conference, which serves as an annual forum for discussions of special operations issues; and brings together senior military leaders of Pacific Area nations to exchange ideas and build lasting relationships. 1.2 Conference Period: The conference runs from 28 FEB 05 (Monday) to 04 MAR 05 (Friday), with attendees arriving as early as 25 FEB 05 (Friday) and departing as late as 07 MAR 05 (Monday). 2.0 Room Requirements: Individual meeting rooms may be separated by wall panels. All audio / visual requirements will be provided by SOCPAC or another contractor unless specifically stated: ?to be provided by the Hotel?. This includes, but not limited to: microphones, speakers, projectors, screens, VCRs, fax machines, copiers, and computers. The final configuration for all rooms will be coordinated with Hotel management and the SOCPAC Conference Project Officer. 2.1 Main Conference Room (MCR): This room will used as the primary meeting area. Daily Room Usage Fee $________ x 10 Days = $________. - Exclusive use is required from 24 FEB 05 (Thursday) through 05 MAR 05 (Saturday), on a 24-hour basis. - The minimum room size is 6,500 square feet to accommodate approximately 250 people. - The Hotel will have all major items (tables, chairs, wall panels) set up by 1800, 24 FEB (Thursday), in accordance with the final configuration as discussed below. - 05 MAR (Saturday) will be used to tear down the room. - Seating will be arranged in a U-shaped configuration with tables (to seat approximately 50 in the first tier of the U, and a second tier of the U with tables to seat an additional 70 people) the remaining 130 in theater style seating arranged radiating outward from the U. - The view from the seating areas will not be compromised or altered by structural support columns or partial walls. - The height of the room will allow adequate vertical space for two (2) to three (3) screens of medium size of 8'h x 15'w. - Provide a raised stage (16" to 24") with podium. - The room must be in close proximity to the Conference Support Center (CSC), Conference Command Center (CCC), and Media Room (MR). - Light intensity and climate controls must be adjustable from inside the room. - Provide one (1) 3? x 8? table with three chairs will be placed for positioning audio / visual equipment with power outlets to service the audio / visual equipment. - Provide one (1) 3? X 3? table and a chair will be located in front of each of the screens with power outlets to service the projector, laptop, and VCR. 2.2 Conference Command Center (CCC): This room will be used as the SOCPAC command post. Daily Room Usage Fee $________ x 11 Days = $________. - Exclusive use is required from 24 FEB 05 (Thursday) through 06 MAR 05 (Sunday), on a 24-hour basis. - The minimum room size is 250 square feet. - The Hotel will have all major items (tables, chairs, wall panels) set up by 1800, 24 FEB (Thursday), in accordance with the final configuration as discussed below. - 06 MAR (Sunday) after 1600, will be used to tear down the room. - The room must be close to the MCR, MR and CSC. - Provide one (1) 3? x 8? table and 4 chairs. - Provide one (1) 3? x 3? table with 1 chair. - Two (2) Phone Lines with long distance and overseas access, to be provided by the hotel. - Two (2) High Speed Internet lines (DSL or equivalent), to be provided by the hotel. - Power outlets to service two computers, one printer, one copier, one fax machine, one scanner, and two phones. 2.3 Media Room (MR): This room will be used by attendees for internet access. Daily Room Usage Fee $________ x 11 Days = $________. - Exclusive use is required from 24 FEB 05 (Thursday) through 06 MAR 05 (Sunday), on a 24-hour basis. - The minimum room size is 200 square feet. - The Hotel will have all major items (tables, chairs, wall panels) set up by 1800, 24 FEB (Thursday), in accordance with the final configuration as discussed below. - 06 MAR (Sunday) after 1600, will be used to tear down the room. - The room must be close to the MCR, CCC, and CSC. - Provide six (6) 3? x 3? tables with six (6) chairs. - Provide dividers for privacy between each table. - One (1) Phone Line with local access only, to be provided by the hotel. - Two (2) High Speed Internet lines (DSL or equivalent), to be provided by the hotel. - Power outlets to service six computers, one printer, and one phone. 2.4 Conference Support Center (CSC): This room will be used to inprocess and outprocess attendees as well as other administrative functions. Daily Room Usage Fee $________ x 11 Days = $________. - Exclusive use is required from 24 FEB 05 (Thursday) through 06 MAR 05 (Sunday), on a 24-hour basis. - The minimum room size is 1,000 square feet. - The Hotel will have all major items (tables, chairs, wall panels) set up by 1800, 24 FEB (Thursday), in accordance with the final configuration as discussed below. - 06 MAR (Sunday) after 1600, will be used to tear down the room. - The room must be close to the MCR, CCC, and CSC. - Provide six (6) 3? x 8? tables with sixteen (16) chairs. - Provide two (2) living room style sofas and four (4) living room style chairs. - Four (4) Phone Lines, two with long distance and overseas access, and two with local access only, to be provided by the hotel. - One (1) High Speed Internet line (DSL or equivalent), to be provided by the hotel. - Power outlets to service six computers, two printers, one copier, one fax machine, and four phones. - Separate storage area (10? x 10?). 2.5 Small Group Meeting Rooms: These rooms will be used for small group discussions. Daily Room Usage Fee $________ x 7 Days x 15 Rooms = $________. - Exclusive use is required from 26 FEB 05 (Saturday) through 04 MAR 05 (Friday), on a 24-hour basis. - The minimum room size is 400 square feet. - Provide fifteen (15) rooms (these may be regular hotel rooms with beds removed to accommodate furniture requirements listed below). - The Hotel will have all major items (tables and chairs) set up by 1800, 26 FEB (Saturday), in accordance with the final configuration as discussed below. - 04 MAR (Friday) after 1600, will be used to tear down the rooms. - Provide six (6) 3? x 8? tables with six (24) chairs, arranged in a ?U? configuration. 2.6 Hospitality Suite: This room will be used as a guest staging area before scheduled meetings as well as other purposes . Daily Room Usage Fee $________ x 8 Days = $________. - Exclusive use is required from 26 FEB 05 (Saturday) through 05 MAR 05 (Saturday), on a 24-hour basis. - The minimum room size is 400 square feet. - The Hotel will have all major items (tables and chairs) set up by 1800, 26 FEB (Saturday), in accordance with the final configuration as discussed below. - 06 MAR (Saturday) after 1600, will be used to tear down the room. - Provide two (2) living room style sofas, four (4) living room style chairs, and a coffee table. - This room will be on the same floor as the upgraded / suite rooms (see 7.0 ? Attendee Hotel Rooms). 2.7 Military Working Dog Rooms: These rooms will be used to house the Military Working Dogs and their handlers . Daily Room Usage Fee $________ x 11 Days x 2 Rooms = $________. - Exclusive use is required from 25 FEB 05 (Friday) through 07 MAR 05 (Monday), on a 24-hour basis. - The minimum room size is 300 square feet. - Standard Hotel room with twin beds. - There will be a Military Working Dog staying in each of these rooms. 2.8 Escort Officer Rooms: These rooms will be used as a changing and break rooms for SOCPAC personnel serving as Escort Officers or other duties as assigned. Daily Room Usage Fee $________ x 11 Days x 4 Rooms = $________. - Exclusive use is required from 25 FEB 05 (Friday) through 07 MAR 05 (Monday), on a 24-hour basis. - The minimum room size is 300 square feet. - Standard Hotel room with twin beds. 2.9 Duty Driver Rooms: These rooms will be used as a changing, break and sleeping rooms for the duty drivers. Daily Room Usage Fee $________ x 11 Days x 2 Rooms = $________. - Exclusive use is required from 25 FEB 05 (Friday) through 07 MAR 05 (Monday), on a 24-hour basis. - The minimum room size is 300 square feet. - Standard Hotel room with twin beds. 3.0 Security Requirements: Due to the nature of the conference and diversity of the attendees, Security concerns are paramount during the conference. A breach in security would cause not only embarrassment for SOCPAC, but would also cause an international incident. 3.1 Hotel Security System: - The Hotel shall have an internal and external camera system that is continuously monitored on site by a dedicated security guard. - The Hotel shall have its own unarmed security guards that perform roving checks of all facilities, 24 hours a day during the entire contract period. - The Hotel Security guards (including roving guards) will have a communication system back to the guard room, who will in turn have a means of contacting Police / Fire / Medical assistance. - The parking garage will have a dedicated guard from 0600 to 1700, 28 FEB (Monday) through 03 MAR (Thursday) and from 0600 to 2330 on 04 MAR (Friday). 3.2 Honolulu Police Department, Contracted off Duty Police Officers: - The Hotel will contract for a minimum of six (6) armed off Duty Honolulu Police Department Officers from 0600 to 1700, 28 FEB (Monday) through 03 MAR (Thursday) and from 0600 to 2330 on 04 MAR (Friday). 4.0 Parking Requirements: - Provide parking for fifteen (15) vehicles will be provided with appropriate parking passes to enter and exit the parking garage (charged to the contract, not the vehicle) 24 hours a day for the entire contract period. - Provide parking / waiting areas for two VIP vehicles / CSC Vehicles situated in proximity to the hotel / facility entrance - Provide validated parking discounts for the remainder of attendees. Daily fees, if any, cannot exceed $10 per 24-hour period. 5.0 Photo Shoot: There will be a photo shoot on the first day of the conference for approximately 75 people. The primary location is to be outside with an inclement weather area dedicated as a secondary location. The photo shoot is scheduled for 28 FEB (Monday). Area specifications: Outdoor location (poolside, garden, terrace, etc.), chairs for first row for VIPs, platform for second and third row, approximately 12 inches higher than row in front, platform to raise government photographer. 6.0. Refreshments: Morning refreshments (coffee, orange juice, water, and pastries) and afternoon refreshments (cookies, sodas) will be provided each day of the conference (Monday-Friday). Refreshments will be serviced after each break (plan on 2 breaks in the morning and 1 break in the afternoon). These refreshments will be priced separately and paid for outside of the contract, estimate $60.00 per conference attendee. Refreshments will also be available in the hospitality suite on the days designated by the Conference Project Officer. 7.0 Attendee Hotel Rooms: Most attendees will be in the grade of O5 (Lieutenant Colonel / Commander) and above or equivalent foreign or government officicial. Billeting costs will be borne by the personnel attending the conference except for the countries on invitational orders, being funded by the United States. The foreign countries on invitational orders will have their billeting paid for with special funding and SOCPAC will need these rooms (as identified by the SOCPAC Project Officer) to be handled on a separate account. These rooms will be paid for outside of this contract. SOCPAC will not reimburse any expenses other than the actual lodging costs (ie, no phone, Video, mini-bar charges). Each attendee will place either a $75 deposit or secure these expenses with a major credit card. - A minimum of 200 rooms will be blocked for individual attendees to make reservations against, no higher than the government per diem rate. - At least 20 rooms will be upgraded and / or suites, individuals to be booked in these rooms to be approved by Conference Project Officer, no higher than the government per diem rate. SOCPAC will have exclusive use of the top two floors where the upgraded / suite rooms are located. - Arrivals will start 25 FEB (Friday) and departures ending on 07 MAR (Sunday). - The Hotel must hold a block of at least 200 rooms until 11 FEB 05, fourteen (14) days prior to the conference, for PASOC registration to ensure all conference attendees have the opportunity to reserve rooms. On 18 FEB 05, seven (7) days prior to the conference, we will reduce our block to 20 ?unbooked? rooms. On 23 FEB 05, two (2) days prior to the conference all rooms will be released. - Estimated Arrival Flow: 20% on 25 FEB (Friday), 50% on 26 FEB (Saturday), and: 30% on 27 FEB (Sunday). 8.0 Social Events: All social events will be paid for outside of the contract as negotiated by the Hotel and the Conference Project Officer. 8.1. Ice Breaker: Approximately 200 people, final headcount will not be provided until 24 hours before event. No host evening social on 28 Feb (Monday), the first evening of the conference. Ice Breaker may be held outside in courtyard or poolside with alternate site for inclement weather. Menu requirements will be coordinated separately by Conference Project Officer. Depending on menu selected, estimated cost $35.00 per person. 8.2 Executive luncheon: Approximately 40 people, final headcount will not be provided until 24 hours before event. The luncheon will take place on 01 MAR (Tuesday). The room to host this event will be in proximity to the Main Conference Room. PASOC should have sole use of this room from 1000-1500 hours the day of the luncheon. Menu requirements will be coordinated separately by Conference Project Officer. Depending on menu selected, estimated cost $40.00 per person. 8.3 Country Team Luncheon Approximately 40 people, final headcount will not be provided until 48 hours before event. Set up for working meeting. The luncheon will take place on 02 MAR (Wednesday). The room to host this event will be in proximity to the Main Conference Room. Menu requirements will be coordinated separately by Conference Project Officer. Depending on menu selected, estimated cost $40.00 per person. 8.4 Dinner Banquet: Approximately 200 people, final headcount will not be provided until 72 hours before event. The dinner will be held 04 MAR (Friday) evening. The room to host this event will be in proximity to the Main Conference Room. Menu requirements will be coordinated separately by Conference Project Officer. Depending on menu selected, estimated cost $40.00 per person.
- Place of Performance
- Address: HONOLULU, HAWAII
- Zip Code: 96816
- Zip Code: 96816
- Record
- SN00618310-W 20040711/040709212552 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |