Loren Data's SAM Daily™

FBO DAILY ISSUE OF JULY 27, 2005 FBO #1339
SOLICITATION NOTICE

X -- 2005 SOUTHCOM Legal Conference, San Antonio, Texas - Lodging, Meals, and Conference Services; Simultaneous Translation services.

Notice Date

7/25/2005
 

Notice Type

Solicitation Notice
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

ACA Southern Hemisphere Mission Support, 2450 Stanley Road Suite 320, Building 1000 2nd Floor, Fort Sam Houston, TX 78234-7517
 

ZIP Code

78234-7517
 

Solicitation Number

W912CL-05-Q-SCJA
 

Response Due

8/28/2005
 

Archive Date

10/27/2005
 

Small Business Set-Aside

N/A
 

Description

Army Contracting Agency, The Americas intends on procuring services for hotel lodging and conference services - 9-11 August 2005 San Antonio, Texas for 2005 SOUTHCOM Legal Conference. This requirement is unrestricted. Requirment includes 2 Separat e Statements of Work: (a) Conference Lodging, Meals, and Related Services and (b) Simultaneous Interpreters. Government reserves the right to make one or two awards in response to the combined synopsis/solicitation. Award will be conducted under the provi sions of FAR Part 12 Commercial Item and FAR Part 13 Simplified Acquisition Procedures. The prospective contractor must be registered in the Central Contractor Registration (CCR). This announcement constitutes the only solicitation; proposals are bein g requested and a written solicitation will not be issued. Request for Quotation number W912CL-05-Q-SCJA applies. Information required from Hotel for evaluation: (1) Sample menus for meals, ice breaker, breaks & formal dinner, layout of conference rooms. (2) Offeror will submit completed Representations and Certifications FAR 52.212-3 and DFAR 252.212-7000. For co pies of these provisions email anne.carroll@samhouston.army.mil or phone 210-295-6571; and (3) Provide pricing for all items in statement of work including rooms, meals, conference facilities (including audio-visual/equipment) etc. Identify any item that is No Cost or Complimentary. Room rates and total meal cost (reimbursible based on voucher system) should be within government per diem rates for the local area (San Antonio is $140=$93 room+$47meals). The provisions at FAR 52.212-1, Instructions to Offeror Commercial; FAR 52.212-3 and DFAR clause 252.212-7000 apply to this requirement. The following FAR clauses apply to the requirement: FAR 52.212-4, Contract Terms and Conditions?Commercial It ems; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order Commercial Items and DFARS clause 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquis ition of Commercial Items. The appropriate clauses will be selected, including FAR 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration and FAR 52.222-41 Service Contract Act of 1965 as Amended. The Government plans to make one or two awards from this solicitation. Proposals shall be emailed to anne.carroll@samhouston.army.mil no later than 4:00 p.m. CST, 28 July 2005. Facsimile proposals will be accepted via fax (210) 295-6834. Evaluation: Selection will be based on best value to the government based on price and other non cost factors. Non cost factors include: (1) Hotel ratings, multi-cultural location, including bilingual/spanish speaking staff, (2) How well the meeting and administrative rooms facilitate objectives. (3) Flexibility, convenience and menu selection of restaurants within the hotel; and (4) Hotel security for the safety of guests and distinguished visitors. Non-cost factors are considered slightly more import ant than price. In the event numerous offers are received in response to this solicitation, the government reserves the right to downselect to a managable number (3 or 4) based on initial screening of the quotes recieved. Wage Determination No. 1994-252, Revision No. 27, Dated 07/16/2004, for Bexar County is applicable. STATEMENT OF WORK (SOW) Lodging, Meals, and Related Services US Southern Command LATAM Military Justice Conference 8-12 August 2005 San Antonio, Texas I. OVERALL REQUIREMENTS: This SOW details the lodging, meals and related services which the contractor shall provide under the proposed contract. II. DETAILED REQUIREMENTS: A. LODGING 1. Provide lodging for the following requirements: eight (8) single occupancy rooms from 7 August 2005 through 12 August 2005, and eighteen (18) single occupancy rooms from Monday, 8 Augu st 2005 through Friday, 12 August 2005, with check-out on Friday, 12 August 2005. There may be up to eight late departures on 12 August 2005. Guests may use all rooms for double occupancy at no additional charge. August 2005: 7 8 9 10 11 12 # Rooms per night: 08 26 26 26 26 08 Total nights = 120 2. The Government may change or cancel room requirements, to include the person designated for any room, up to twenty-four (24) hours before occupancy without penalty. Rooms occupied by any Government-designated person within twenty-four (24) hours of o riginal occupancy date will not be assessed any penalties or additional fees above the agreed room rate. The Government may request additional rooms at any time and the hotel will give the Government priority on all unoccupied rooms of the same or similar category already obtained by the Government under the terms of any resulting contract. 3. The Government will only pay for rooms used. Check-ins will be allowed (rooms held) until 2200 hours 10:00 P.M. Central Time) for late arrivals. Checkout time will generally be 1330 hours (1:30 P.M. Central Time) for all Government occupied rooms un der the terms of the proposed contract. There will be no penalties or fees assessed for early checkout. 4. All sleeping quarters (rooms) will be above the second floor, and will include high standards of hygiene, private bath with full toilet and shower facilities, hot and cold running water, air conditioning, clean towels and linen on a daily basis, elect ricity, telephone service, color television with cable and appropriate furniture. All regular hotel guest facilities and amenities made available to commercial customers at no additional charge shall also be made available to registered room occupants at no additional charge. 5. Lodging charges for all rooms and suites cannot exceed the U.S. Dollar Joint Federal Travel Regulations (JFTR) per diem rates in effect as of 7-12 August 2005 for San Antonio, Texas. Lodging, services and related charges must be itemized separately o n all bills. No taxes will be charged on any rooms, meals or services provided by the hotel, as the US Government is exempted from such taxes. A tax-exempt certificate will be provided by US Government to hotel. 6. The Government will neither be responsible nor pay for telephone calls, in-room movie or game rentals, mini-bars, laundry services, room service or any other charges not specifically provided for in the resulting contract. Should any of the charges s et forth in this section 6 appear on any room statement, the room occupant will be fully responsible for all such charges. B. OTHER HOTEL SERVICES: 1. Express Check-in/Checkout. The hotel will provide express check-in and checkout services for all Government guest on 8 August 2005 and 12 August 2005. 2. Baggage Handling. On Monday, 8 August 2005, the hotel will provide baggage handling for up to twenty-six (26) Government guests which will include unloading baggage from vehicles as they arrive and escorting the guests and their baggage to their assi gned rooms. On Friday, 12 August 2005, after checkout is completed for each Government guest, the hotel will take the guests and their baggage to the departing vehicles and load the baggage. The baggage-handling fees will be paid for at a fixed rate per person, and includes handling of baggage for both arrival and departure. The hotel will specify an amount for this service in advance and provide vouchers to the Government Representative. Upon arrival and departure of Government guests, a voucher for ha ndling the guests baggage will be delivered to the hotel employee handling the baggage. The Hotel and Government Representative shall count the vouchers and calculate the amount due the Hotel for handling the baggage. C. HOTEL (GENERAL) 1. The Hotel must have a system of internal and external security which is appropriate for legal conferences sp onsored by the US Government and attended by international legal representatives of high rank. 2. The Hotel will ensure that any maintenance or repairs of hotel equipment, to include guestrooms, will be corrected immediately at the Hotels expense. D. PARKING The Hotel will provide ten (10) on-site hotel reserved/secure well lit parking spaces between the hours of 0600 through 2200 hours (10:00 P.M. Central Time) Sunday through Friday (7 -12 August 2005). E. MEALS: 1. All scheduled meals and the Government-hosted reception/ice-breakers will be prepared according to predetermined menus, and will include appropriate beverages. 2. All hotel-provided meals shall include all gratuities, surcharges, tips and any other related charges. The total daily cost for meals shall not exceed the JFTR allowance for San Antonio, Texas. The Hotel will provide the following number of meals: August 2005 07 08 09 10 11 12 Number of breakfasts: 26 26 26 26 ** Number of lunches: ** 26 26 26 26 ** Number of dinners: ** # 26 26 26 ** # buffet style ice-breaker  see paragraph 5 below. ** see paragraph 10 below. 3. The Government will pay for meals ordered, allowing for a negotiated regime for backing out meals canceled within an agreed-to timeframe. All Hotel receipts and vouchers associated with the resulting contract shall be submitted daily to the Governmen ts Representative for verification and accountability. 4. The Hotel will provide meals in accordance with the following schedule: DAY 1 (8 AUG 2005) Lunch BY VOUCHER AS REQUIRED Ice Breaker Buffet 1800 through 2000 Hors doeuvres, Juice and Soft Drinks, Cash Bar DAY 2 (9 AUG 2005) Breakfast 0730 through 0900 Continental breakfast Break* 1030 through 1100 Juice, coffee Lunch 1245 through 1345 Sit down luncheon Break* 1500 through 1530 Sodas, coffee Dinner 1800 through 2000 Buffet Dinner DAY 3 (10 AUG 2005) Breakfast 0730 through 0900 Continental breakfast Break* 1100 through 1100 Juice, coffee Lunch 1200 through 1300 Sit down lunch Break* 1500 through 1530 Sodas, coffee Dinner 1800 through 2000 Buffet Dinner DAY 4 (11 AUG 2005) Breakfast 0630 through 0830 Continental breakfast Break* 1030 through 1100 Juice, coffee Lunch 1200 through 1330 Sit down lunch Break* 1500 through 1530 Sodas, coffee Dinner 1900 through 2130 Formal dinner (Closing) DAY 5 (12 AUG 2005) Breakfast BY VOUCHER AS REQUIRED Lunch BY VOUCHER AS REQUIRED *All break items will be provided by the hotel as part of the full service conference room cost. 5. Reception  8 Aug 2005. The Hotel will provide a suitable location and cater a hotel-sponsored stand-up reception with soft drinks, fruit juices, water, and iced tea and heavy hors doeuvres from 1900 through 2100 for up to twenty-six (26) people. I n addition, the Hotel will provide a cash bar for all other beverages. 6. Breakfast. The Hotel, as indicated above, will provide breakfast as a buffet-style American breakfast to be ready for consumption each morning by 0630. 7. Lunch. The Hotel, as indicated above, will serve lunch as a seated meal with pre-selected menus to include lemonade, ice tea, ice water, coffee or hot tea throughout the meal. All participants will be seated comfortably. 8. Dinner. The Hotel, as indicated above, will serve dinner as a buffet or seated meal with pre-selected menus to include lemonade, ice tea, ice water, coffee or hot tea throughout the meal. All participants will be seated comfortably. Dinner on evenin g of 14 August 2005 is a formal dinner. 9. Special Diets. The Government representative will identify any individuals with special dietary restrictions. The Hotel will endeavor to accommodate special diets whenever possible and within the resulting contract meal prices. 10. Meal Vouchers. Meal vou chers will be provided for up to 8-26 persons, as required, for lunch and dinner on 7 and 12 August 2005, as well as for breakfast, lunch and dinner on 12 August 2005, due to variable arrival and departure schedule. US Government will only pay for actual n umber of vouchers used by guests, which shall be usable for an amount up to the US Government per diem rate for lunches. F. CONFERENCE FACILITIES: 1. Conference Room. The hotel will provide first-class conference facilities where meetings/sessions can be conducted with minimum distractions. All conference rooms must be set up at least two (2) hours prior to their scheduled use. All conference rooms must have dimmer switches and blackout curtains to allow for slide and audiovisual presentations. Conference room will be scheduled for use from 9August to 11 August 2005 from 0700 hours to 1800 hours. Conference room will have a podium with microphone an d speakers sufficient for the size of the room. Conference room must also accommodate a translation booth Projection equipment for Powerpoint presentations and screen will be provided by hotel, including all necessary computer (with zip disk), remote control and other ancillary equipment sufficient for a professional presentation, taking into account the size of room, number of attendees, and room configuration. Podium with microphone will also be provided by hotel. 2. The layout of the main conference room will be directed by the US Government Representative, and will have sufficient capacity for 26 persons seated U-Shape style or as otherwise indicated by conference director, plus room for a speakers podium and eq uipment for simultaneous interpretation. 3. Tables will be covered with tablecloths, preferably white, and have pitchers of ice water and glasses available for all participants. The ice water pitchers are to be refilled by the hotel staff during each scheduled break throughout the day. The hote l will provide, if needed, additional place settings up to a total of thirty (30). Hotel personnel will be available for changes in room configuration as needed. Coffee and other drinks and food items will be provided for 26 persons as described in paragra ph 2 above. 4. Administrative Room. The hotel shall provide an administrative room for use by conference personnel in scheduling transportation and providing other conference support as required. The administrative room shall be equipped with connections for two comp uters, a fax machine, a copier, and two voice telephone lines, and shall be equipped with work tables and chairs as designated by US Government representatives. 5. Automated Equipment. Hotel shall provide following equipment in administrative room commencing on 8 August 2005 at 0600 hours and ending 12 August 2005 at 1800 hours. Equipment shall be tested by hotel prior to due date, and shall be in place prior to the commencement time. Replacement equipment and technicians shall be available for repair/replacement of all equipment within one hour from service call. a. one plain paper fax machine, with all standard features, competitive with industry standards. b. two computer printers (HP Laser Jet 4+ or equivalent, with replacement black ink cartridges and other supplies or hardware necessary for operation of printer during entire conference period. A replacement printer must be available within one hour. c. two Pentium III , 600 MHz computers with CD Rom, 256 meg RAM, 15 GIG hard drive, 3.5 inch diskette drive, Zip drive, keyboard, mouse, cabling, other standard equipment, and the standard suite of Microsoft Office (2000 or latest version) software. d. two touch-tone telephones for voice communications, equipped with hold, conference, speakerphone, and redial features. e. one high-speed MITA or equivalent photocopier with collating and sorting capability, as well as toner cartridges and other supplies and hardware necessary for uninterrupted operation of photocopier. 2. PowerP oint equipment in conference room as described in paragraph 1 above. Onsite Interpreters and Equipment 2005 Southcom Legal Conference - 9-11 Aug 2005 San Antonio, Texas OVERALL REQUIREMENTS: This SOW details the Onsite Interpreter and Equipment Services which the contractor will provide under this contract. The services will be provided in support of an international conference to be conducted at a hotel, to be determin ed, in San Antonio, Texas. The conference will commence at 0800 hours on 9 August 2005 and will conclude at 1630 hours on 11 August 2005. DESCRIPTION OF SERVICES: The required services shall be simultaneous interpretation and shall be accurate, particularly as it relates to military and legal terminology. The interpretation equipment for thirty (30) persons shall be provided. The Contractor shall provide on-site personnel for set-up and operation of equipment and shall immediately respond to any trouble situation which may occur. Replacement parts, supplies, and equipment shall be immediately available so that no interruption of the Conference occurs as a result of equipment failure. The interpretation services shall be provided using soundproof booths for interpreters and wireless headsets capable of being switched from English to Spanish interpretation reception. THE SPECIFIC REQUIREMENTS ARE AS FOLLOWS: 1. Interpreter Booth, Full Size complete with Technician/Labor required to operate booth during the conference. NOTE: All cabling, equipment, installation, set-up & dismantling required to carry out the project must be provided by the contractor. 2. Wireless Simultaneous Interpreting Infrared System to include receivers, 30 ear pieces, transmitters w/microphones/headphone, mixers (microphone/video sound) and all customary transmission support equipment required for simultaneous interpretation. NO TE: Microphones at the tables for conference participants are also included with one (1) microphone for every three people. One (1) Mobile microphone as well, for use as required. 3. Simultaneous Interpreters: English/Spanish & Spanish/English for 3 days. 4. Hours of Conference: 0800 to 1700, with one hour for lunch. Required Pricing Information Lodging, Meals, and Related Services Room Nights 120 Meals Breakfast Vouchers 130 Lunch Vouchers 138 Dinner Vouchers 68 Formal Dinner 26 Ice Breaker 26 Refreshment Breaks (3 morning3 afternoon) Conference Room Charges Audio Visual Admin Room Charges Office Equipment Baggage Handling Parking (10 Reserved Spaces) Simultaneous Translation Services Interpretation Services Submit Certification & Representations or filled out on line (ORCA).
 

Place of Performance

Address: ACA Southern Hemisphere Mission Support 2450 Stanley Road Suite 320, Building 1000 2nd Floor Fort Sam Houston TX

Zip Code: 78234-7517

Country: US
 

Record

SN00853983-W 20050727/050725212118 (fbodaily.com)
 

Source

FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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