SOLICITATION NOTICE
X -- LEASE OR RENTAL OF FACILITIES
- Notice Date
- 1/11/2005
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Justice, Drug Enforcement Administration, Office of Acquisition Management, None, Washington, DC, 20537
- ZIP Code
- 20537
- Solicitation Number
- Reference-Number-DEA-05-HR-0009
- Response Due
- 1/27/2005
- Archive Date
- 2/11/2005
- Description
- The Drug Enforcement Administration (DEA) has a requirement for a facility to provide spaces for the annual Special Agent Promotion Program (SAPP) training and assessment center meeting in accordance with the attached Statement of Work below. The reference number for Request for Proposal is DEA-05-HR-0009. DEA intends to issue a purchase order under the test program described in Federal Acquisition Regulations (FAR) Part 13.5. The following FAR Part 12.3 provisions and clauses are applicable to this acquisition. 52.212-1(Jan.2004) Instruction to Offerors-Commercial Item, 52.212-3 (May 2004) Offeror Representations and Certifications ? Commercial Item, 52.212-4 (Oct 2003) Contract Terms and Conditions-Commercial Items. 52.212-5 (Dec 2004) Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items. The full text of provisions and clauses may be accessed electronically at this/these address(es):http://www.access.gpo.gov, and http://www.arnet.gov/far/. The North American Industry Classification System Code (NAICS) is 721110. The Small Business Size is $6.0 million. The proposal representing the best value will be determined by the following criteria, in descending order of importance: (1) size of meeting spaces; (2) location of meeting spaces within the hotel; (3) quietness of the meeting space/testing areas; (4) number and type of food selections; (5) amenities; and (6) price. Potential offerors shall provide separate proposals for each training/assessment center meeting. The Government preference is that one facility hosts both meetings, however, all offers will be considered. The numbers of assessors and candidates for both meetings may decrease by as much as fifteen percent. In addition the ending dates may be adjusted once the final count of participants is received. With regard to guest rooms, the dates listed below represent check in and check out dates, i.e., April 27-29, 2005, refers to a two-night stay with a check in of April 27 and check out of April 29. The following is a brief description of the testing process. The first two days of the test dates, agents who will serve as raters (assessors) for the testing will be trained in a large conference room. Beginning on the third day, agents who wish to be assessed (candidates) will arrive for one day of testing. Each weekday a new group of agents will arrive to be assessed. The candidates will be evenly split into two groups. One group will participate in group testing in the conference room before lunch and individual exercises held in the guest rooms after lunch. The second group will have the opposite schedule, with individual exercises before lunch and group testing after lunch. HOTEL REQUREMENTS FOR APRIL/MAY 2005 Training and Testing Rooms 1. Specify the hotel?s standard check in and check out times, as well as any late check out charges. 2. April 25-26, 2005, one conference room which can accommodate a training class of 50 individuals with the tables in a classroom arrangement, two people per table. If the room is separated from additional sections by a partition (as in a ballroom), DEA must also have the adjoining section(s) as a sound buffer. Rooms must be reasonably soundproof, such that a normal speaking voice cannot be heard in any adjoining rooms. Any adjoining conference rooms which will be occupied by another group must be separated by a wall, not a partition. The rooms must be secured each evening after rooms are cleaned. 3. April 27-29 and May 2-6, 2005, two conference rooms; each room is to accommodate 15 people in a classroom arrangement of six-foot tables, 1 chair per table if using a skinny-six or 2 per table if using a standard six-foot table. Ideally, DEA would occupy either an entire three-section ballroom?two sections for testing and one section for lunch buffet setup?or two separate meetings rooms (separated by walls, not partitions). If using two separate rooms, the rooms must be located such that only one reception table is required. 4. April 26-May 7, 2005, an entire floor that is reserved solely for DEA's use. Entire floor must be non-smoking. Top floor is preferred. Floor must have at least 16 rooms. DEA will pay for all rooms under the contract, including those left empty. None of the rooms on the secured floor are to be used as sleeping rooms. If one hotel floor has fewer than 16 rooms, two entire floors must be secured. 5. April 25-May 9, 2005, one room on the secured floor will be used as an office, requiring any beds to be removed and the walls lined with six-foot tables and six chairs. (List any additional charges for removing and storing the furniture in the proposal, if applicable). 6. April 27-May 7, 2005, another room on the secured floor will be a break room for the assessors, requiring all beds to be removed and chairs lining the walls. If a lounge or suite is available, it is preferred over using a standard guest room for the break room. 7. April 26-May 7, 2005, an additional 14 rooms on the secured floor must contain a table and three banquet chairs, and have adequate lighting for videotaping. All beds must be removed. All changes to the room setup must be completed before check in time on the start date. 8. Housekeeping will only be permitted on the secured floor during certain hours to be determined later by the COTR. 9. Proposals must include a layout of the hotel facilities and the proposed guest floor. Food (Submit only a single catering package that incorporates all of the following specifications): 10. Breakfast will consist of bagels, pastries, muffins, fruit, bottled water, juices, and coffee. Coffee will be refreshed throughout the entire day. 11. The lunch buffet will consist of salad, two hot entrees, starch, vegetable, dessert, iced tea or soft drink, and coffee. The limited menu will include both hot and cold entrees, as well as meat and vegetarian selections. Individuals ordering from the limited menu may order an appetizer or salad, entr?e, dessert, iced tea or soft drink, and coffee. 12. Afternoon snacks each day will include one of the following: cookies, brownies, ice cream, or soft pretzels with mustard or cheese, and one of the following: chips and dip, tortilla chips and salsa, popcorn, or hard pretzels, along with coffee, bottled water and assorted sodas. 13. April 25-26, 2005, breakfast, lunch, and snacks for 23 people. a. Breakfast each day will be set up at 8:00 a.m., and not removed before 11:00 a.m., in the conference room. b. Lunch will be served at approximately 12:00 p.m. in the restaurant. Assessors will be allowed to choose either a limited menu item or a buffet. Lunch orders will be submitted to the catering manager each morning by 10:00 a.m. Limited menu must be submitted with your proposal. It is estimated that approximately 75% will choose the buffet; however, this number will not be guaranteed. c. Snacks will be served at 2:30 p.m. in the conference room each day. 14. April 27-29 and May 2-6, 2005, breakfast, lunch, and snacks for 37 people. a. Breakfast for 16 people (candidates) will be set up each day at 7:00 a.m., and not removed before 11:00 a.m., outside the conference rooms. b. Breakfast for 21 people (assessors) will be set up each day at 8:00 a.m., and not removed before 11:00 a.m., in the assessor break room. c. Lunch for 16 people (candidates) will be served outside the conference rooms or in a separate ballroom section. Lunch will be a buffet. The candidates will eat in 2 groups of 8: the first group around 11:30 a.m., and the second around 12:30 p.m. This represents a separate food serving station from that in the restaurant. d. Lunch for 21 people (assessors) will be served around 12:00 p.m. in the restaurant. Assessors will be allowed to choose either a limited menu item or a buffet. Lunch orders will be submitted to the catering staff each morning by 10:00 a.m. It is estimated that approximately 75% will choose the buffet; however, this number is not guaranteed. e. Snacks for 16 people (candidates) will be served at 2:30 p.m. outside the conference rooms each day. f. Snacks for 21 people (assessors) will be served at 2:30 p.m. in the assessor break room each day. Location/Transportation 15. The hotel must be located within 10 miles of Drug Enforcement Administration headquarters at 600 Army Navy Drive, Arlington, VA 22202. 16. Transportation to the airport for up to 10 individuals each day on April 27-29 and on May 2-6, 2005 shall be provided. This transportation is for the candidates who have copleted testing and wish to go straight to the airport, rather than returning to their lodging location. 17. Transportation from lodging at 7:20 a.m. for up to 14 individuals, and transportation to lodging at 5:15 p.m. for up to 14 individuals per day on April 27-29 and on May 2-6, 2005 shall be provided. The candidates will be staying at another facility within 5 miles of the testing site. These times will be confirmed by the COTR before the meeting begins. Other 18. There must be no remodeling, construction, or painting in process at the hotel or in the parking facilities during the scheduled testing dates. 19. April 25-29 and May 2-6, 2005, parking for up to 20 individuals from 7:00 a.m. to 6:00 p.m. Please include price in the proposal, if parking is not complimentary. 20. Audio-visual, phone, fax, and copying services as needed; include a price list for these services. A table, three chairs, and a phone with an outside line will be required at a reception table outside of the conference rooms each day. If conference rooms are not adjoining or visually accessible, one additional table and outside phone line is required. 21. A complete listing of the previous day?s charges will be provided to the COTR/Task Manager each day. 22. Proposal will include a list of all contact persons at the hotel, e.g., General Manager, Sales Manager, Catering Coordinator, etc., and their phone numbers. 23. After contract award, questions regarding logistics or billing must be directed to the Contract Specialist and COTR/Task Manager only. If DEA personnel have questions regarding rooms or billing, the COTR/Task Manager and Contract Specialist must be notified as soon as possible. The numbers for both meetings are estimates and may change by as much as fifteen percent. In addition the ending dates may be adjusted once the final count of participants is received. With regard to guest rooms, the dates listed below represent check in and check out dates, i.e., June 6-8, 2005, refers to a two-night stay with a check in of June 6 and check out of June 8. HOTEL REQUREMENTS FOR JUNE 2005 Training and Testing Rooms 1. June 6-7, 2005, one conference room which can accommodate a training class of 32 individuals with the tables in a classroom arrangement, two people per table. If the room is separated from additional sections by a partition (as in a ballroom), DEA must also have the adjoining section(s) as a sound buffer. Rooms must be reasonably soundproof, such that a normal speaking voice cannot be heard in any adjoining rooms. Any adjoining conference rooms which will be occupied by another group must be separated by a wall, not a partition. The rooms must be secured each evening after rooms are cleaned. 2. June 8-10 and June 13-17, 2005, two conference rooms; each room is to accommodate 18 people in a classroom arrangement of six-foot tables, 1 chair per table if using a skinny-six or 2 per table if using a standard six-foot table. Ideally, DEA would occupy an entire three-section ballroom?two sections for testing and one section for lunch buffet setup?or two separate meetings rooms (separated by walls, not partitions). If using two separate rooms, the rooms must be located such that only one reception table is required. 3. June 7-18, 2005, an entire floor that is reserved solely for DEA's use. Entire floor must be non-smoking. Top floor is preferred. Floor must have at least 19 rooms. DEA will pay for all rooms under the contract, including those left empty. None of the rooms on the secured floor are to be used as sleeping rooms. If one hotel floor has fewer than 19 rooms, two entire floors must be secured. 4. June 6-20, 2005, one room on the secured floor will be used as an office, requiring any beds to be removed and the walls lined with six-foot tables and six chairs. (List any additional charges for removing and storing the furniture in the proposal, if applicable). 5. June 8-18, 2005, another room on the secured floor will be a break room for the assessors, requiring all beds to be removed and chairs lining the walls. If a lounge is available, it is preferred to using a standard guest room for the break room. 6. June 7-18, 2005, an additional 17 rooms on the secured floor must contain a table and three banquet chairs, and have adequate lighting for videotaping. All beds must be removed. All changes to the room setup must be completed before check in time on the start date. 7. Housekeeping will only be permitted on the secured floor during certain hours to be determined later by the COTR. Food (Submit only a single catering package that incorporates all of the following specifications): 8. Breakfast will consist of bagels, pastries, muffins, fruit, bottled water, juices, and coffee. Coffee will be refreshed throughout the entire day. 9. The lunch buffet will consist of salad, two hot entrees, starch, vegetable, dessert, iced tea or soft drink, and coffee. The limited menu will include both hot and cold entrees, as well as meat and vegetarian selections. Individuals ordering from the limited menu may order an appetizer or salad, entr?e, dessert, iced tea or soft drink, and coffee. 10. Afternoon snacks each day will include one of the following: cookies, brownies, ice cream, or soft pretzels with mustard or cheese, and one of the following: chips and dip, tortilla chips and salsa, popcorn, or hard pretzels, along with coffee, bottled water, and assorted sodas. 11. June 6-7, 2005, breakfast, lunch, and snacks for 46 people. a. Breakfast each day will be set up at 8:00 a.m., and not removed before 11:00 a.m., in the conference room. b. Lunch will be served at approximately 12:00 p.m. in the restaurant. Assessors will be allowed to choose either a limited menu item or a buffet. Lunch orders will be submitted to the catering manager each morning by 10:00 a.m. Limited menu must be submitted with your proposal. It is estimated that approximately 75% will choose the buffet; however, this number will not be guaranteed. c. Snacks will be served at 2:30 p.m. in the conference room each day. 12. June 8-10 and June 13-17, 2005, breakfast, lunch, and snacks for 80 people. a. Breakfast for 36 people (candidates) will be set up each day at 7:00 a.m., and not removed before 11:00 a.m., outside the conference rooms. b. Breakfast for 44 people (assessors) will be set up each day at 8:00 a.m., and not removed before 11:00 a.m., in the assessor break room. c. Lunch for 36 people (candidates) will be served outside the conference rooms or in a separate ballroom section. Lunch will be a buffet. The candidates will eat in 2 groups of 18: the first group around 11:30 a.m., and the second around 12:30 p.m. This represents a separate food serving station from that in the restaurant. d. Lunch for 44 people (assessors) will be served around 12:00 p.m. in the restaurant. Assessors will be allowed to choose either a limited menu item or a buffet. Lunch orders will be submitted to the catering staff each morning by 10:00 a.m. It is estimated that approximately 75% will choose the buffet; however, this number is not guaranteed. e. Snacks for 36 people (candidates) will be served at 2:30 p.m. outside the conference rooms each day. f. Snacks for 44 people (assessors) will be served at 2:30 p.m. in the assessor break room each day. Location/Transportation 13. The hotel must be located within 10 miles of Drug Enforcement Administration headquarters at 600 Army Navy Drive, Arlington, VA 22202. 14. Transportation from/to the airport for up to 30 individuals each day June 8-17, 2005. This transportation is for the candidates who have copleted testing and wish to go straight to the airport, rather than returning to their lodging location. 15. Transportation from lodging at 7:20 a.m. for up to 34 individuals, and transportation to lodging at 5:15 p.m. for up to 34 individuals per day June 8-17, 2005. The candidates will be staying at another facility within 5 miles of the testing site. These times will be confirmed by the COTR before the meeting begins. Other 16. There must be no remodeling, construction, or painting in process at the hotel or in the parking facilities during the scheduled testing dates. 17. June 6-18, 2005, parking for up to 40 individuals from 7:00 a.m. to 6:00 p.m. Please include price in the proposal, if parking is not complimentary. 18. Audio-visual, phone, fax, and copying services as needed; include a price list for these services. A table, three chairs, and a phone with an outside line will be required at a reception table outside of the conference rooms each day. If conference rooms are not adjoining or visually accessible, one additional table and outside phone line is required. 19. A complete listing of the previous day?s charges will be provided to the COTR/Task Manager each day. 20. Proposal will include a list of all contact persons at the hotel, e.g., General Manager, Sales Manager, Catering Coordinator, etc., and their phone numbers. 21. After contract award, questions regarding logistics or billing must be directed to the Contract Specialist and COTR/Task Manager only. If DEA personnel have questions regarding rooms or billing, the COTR/Task Manager and Contract Specialist must be notified as soon as possible. All communication concerning this announcement must be in writing and received by 3:00 P.M. Eastern Time, no later than 7 calendar days after the publication date of this notice to the contract specialist listed below. No solicitation is available. Closing date is January 27, 2005.
- Record
- SN00732876-W 20050113/050111211637 (fbodaily.com)
- Source
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