SOLICITATION NOTICE
X -- FACILITIES RENTAL IN SUPPORT OF PASOC 2006 CONFERENCE TO BE HELD FROM 3 APRIL 2006 THRU 8 APRIL 2006
- Notice Date
- 10/12/2005
- Notice Type
- Solicitation Notice
- Contracting Office
- N00604 1942 Gaffney Street, Ste 100 Bldg. 475-2, Code 200 Pearl Harbor, HI
- ZIP Code
- 00000
- Solicitation Number
- N0060406T0009
- Response Due
- 11/11/2005
- Archive Date
- 12/11/2005
- Description
- This solicitation is issued on an unrestricted basis and is open to both small and large businesses. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, Streamline Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a separate written solicitation will not be issued. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-06 and Defense Change Notice 20020314. The NAICS code is 721110 and the business size standard is 500 employees. This requirement is for a fixed price contract for facilities rental in support of PASOC 2006 conference to be held from 3 April 2006 thru 8 April 2006. Statement of Work Pacific Area Special Operations Conference (PASOC 2006) 1.0 Background: All items will be priced separately down to the #.# level (i.e. 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 03 APR 06 (Monday) to 07 APR 06 (Friday), with attendees arriving as early as 31 MAR 06 (Friday) and departing as late as 10 APR 06 (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 Co-Lead Planner. 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 1200, 30 MAR 06 (Thursday) through 08 APR 06 (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 1200, 30 MAR 06 (Thursday), in accordance with the final configuration to be provided by the Co-Lead Planner, LCDR Michael Dube, along with the following items; (2) Front Fabric Screen, 9? x 12?, (1) Front Fabric Screen, 7.5? x 10?, (1) 1-in-4-out VGA Amplifier, (1) 12 Channel Mixer Console, (1)1/3 Octave Equalizer, (1) Audio Patch to house system, (8) Wireless Handheld VHF Microphone, (8) Microphone Stands - 08 APR 06 (Saturday) will be used to tear down the room. The Hotel may tear down the room after the closing ceremony on around 1800, 07 APR 06 (Friday) - 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 1200, 31 MAR 06 (Friday) through 9 APR 06 (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, 30 MAR APR 06 (Thursday), in accordance with the final configuration to be provided by the Co-Lead Planner, LCDR Michael Dube, general guidelines are discussed below. - 9 APR 06 (Sunday) after 1800, 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 Business Service Center (BSC): This room will be used by attendees for internet access. Daily Room Usage Fee $________ x 10 Days = $________. - Exclusive use is required from 1200, 01 APR 06 (Sunday) through 10 APR 06 (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 1500, 01 APR 06 (Sunday), in accordance with the final configuration to be provided by the Co-Lead Planner, LCDR Michael Dube, general guidelines are discussed below. - 9 APR 05 (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. - Provide one (1) phone with voicemail / message recording capability. - 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 1200, 30 MAR 06 (Thursday) through 1800 9 APR 06 (Sunday), on a 24-hour basis. - The minimum room size is 500 square feet. - The Hotel will have all major items (tables, chairs, wall panels) set up by 1800, 30 MAR 06 (Thursday), in accordance with the final configuration to be provided by the Co-Lead Planner, LCDR Michael Dube, general guidelines are discussed below. - 9 APR 06 (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?). - Provide one (1) safe for the temporary storage of cash used to settle attendee travel claims. This safe needs to meet General Services Administration (GSA) requirements. - Provide one (1) High Speed copier with 4,000 copies included. Additional copies over 4,000 will be billed at $ x each. - Provide two (2) phones with voicemail / message recording capability. 2.5 Small Group Meeting Rooms: These rooms will be used for small group discussions. Daily Room Usage Fee $________ x 7 Days x 6 Rooms = $________. - Exclusive use is required from 0800, 01 APR 06 (Saturday) through 07 APR 06 (Friday), 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, 02 APR (Saturday), in accordance with the final configuration to be provided by the Co-Lead Planner, LCDR Steve Resweber, general guidelines are discussed below. - 07 APR 05 (Friday) after 1600, will be used to tear down the rooms. - Provide 3? x 8? tables to accommodate up to fifty (50) chairs, arranged in a ?U? configuration. - Provide six (6), one for each room, 6? Tripod screens. Safe Fee $________ x 11 Days = $________. 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 01 APR 06 (Saturday) through 08 APR 06 (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, 01 APR 06 (Saturday), in accordance with the final configuration as discussed below. - 08 APR (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 10 Days x 2 Rooms = $________. - Exclusive use is required from 31 MAR 06 (Friday) through 09 APR 06 (Sunday), on a 24-hour basis. - The minimum room size is 300 square feet. - Standard Hotel room with two beds. - There will be a Military Working Dog staying in each of these rooms. *In accordance with JFTR U4105- H Travel and transportation allowances are authorized for a member performing TDY (other than at the residence or normal duty location of the member) within the limits of a PDS when authorized by competent authority. 2.8 Escort Officer Rooms: These rooms will be used as a changing, break and sleeping rooms for SOCPAC personnel serving as Escort Officers or other duties as assigned. Daily Room Usage Fee $________ x 10 Days x 4 Rooms = $________. - Exclusive use is required from 31 MAR 06 (Friday) through 09 APR 06 (Sunday), on a 24-hour basis. - The minimum room size is 300 square feet. - Standard Hotel room with two beds. *In accordance with JFTR U4105- H Travel and transportation allowances are authorized for a member performing TDY (other than at the residence or normal duty location of the member) within the limits of a PDS when authorized by competent authority. 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 10 Days x 2 Rooms = $________. - Exclusive use is required from 31 MAR 06 (Friday) through 09 APR 06 (Sunday), on a 24-hour basis. - The minimum room size is 300 square feet. - Standard Hotel room with two beds. *In accordance with JFTR U4105- H Travel and transportation allowances are authorized for a member performing TDY (other than at the residence or normal duty location of the member) within the limits of a PDS when authorized by competent authority. ?2.10 Break Room: This room will be used for refreshments provided during conference breaks; the Ship?s Store and SOF Heritage Wall will also be located in this room. Daily Room Usage Fee $________ x 8 Days = $________. - Exclusive use is required from 0800, 31 MAR 06 (Friday) through 1700, 07 APR 06 (Friday), 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 1200, 01 APR 06 (Sunday), in accordance with the final configuration to be provided by the Co-Lead Planner, LCDR Michael Dube, general guidelines are discussed below. - 09 APR 06 (Sunday) will be used to tear down the room. The Hotel may tear down the room after the closing ceremony is over and attendees have dispersed, around 1300. 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, 04 APR (Monday) through 08 APR (Friday). On the day of the Icebreaker and Banquet the parking garage Guard will need stay on duty until the conclusion of the event. 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, 03 APR (Monday) through 07 APR (Friday). On the day of the Icebreaker and Banquet the Police Officers will need stay on duty until the conclusion of the event. 3.3 Additional Security Personnel: These personnel will augment the existing Hotel Security Guards. Hourly Guard Rate $________ x 500 Hours = $________; Clothing Costs = $________; Additional Communications Equipment Costs = $________. Total 3.3 = $________. - - These Additional Security Guards will be placed at both fixed and roaming posts as directed by the SOCPAC Co-Lead Planner, LCDR Dube or the Chief of Security CW3 Linghor. - Additional Guards, if unable to augment from the existing Hotel Security Staff, will be sourced from an established, Bonded, Security Company. - Additional Guards, if unable to augment from the existing Hotel Security Staff, will have served at least one, 8 hour familiarization watch with the Hotel Security Staff before 01 APR 05 (Friday). These familiarization watch hours should be added to the total hours above. - Additional Guards, if unable to augment from the existing Hotel Security Staff, will wear the same clothing as the regular Hotel Security. Any costs of clothing should be included in the price of this item. - Additional Guards will have the same communications equipment and be on the same communications network as the regular Hotel Security. 4.0 Parking Requirements: - Provide parking for fifteen (10) vehicles 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 03 APR 06 (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 Attendee Hotel Rooms: Most attendees will be in the grade of O5 (Lieutenant Colonel / Commander) and above or equivalent foreign or government official. 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 Co-Lead Planner) 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 (i.e., 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 are to be approved by the Co-Lead Planner, and will not be charged at 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 31 MAR 06 (Friday) and departures ending on 9 APR 06 (Sunday). - The Hotel must hold a block of at least 200 rooms for PASOC registration to ensure all conference attendees have the opportunity to reserve rooms. On 17 MAR 06, fourteen (14) days prior to the conference, the Hotel may reduce our block to 40 ?unbooked? rooms. On 24 MAR 06, seven (7) days prior to the conference, the Hotel may reduce our block to 20 ?unbooked? rooms. On 29 MAR 06, two (2) days prior to the conference all rooms may be released. - Estimated Arrival Flow: 20% on 31 MAR 06 (Friday), 50% on 01 APR 06 (Saturday), and: 30% on 02 APR 06 (Sunday). 7.0 Social Events: All social events will be paid for outside of the contract as negotiated by the Hotel and the Conference Co-Lead Planner. 7.1. Ice Breaker: Approximately 200 people, final headcount will not be provided until 24 hours before event. No host evening social on 03 APR 06 (Monday), the first evening of the conference. Ice Breaker may be held outside in courtyard or poolside with alternate site for inclement weather 7.2 Dinner Banquet: Approximately 200 people, final headcount will not be provided until 72 hours before event. The dinner will be held 07 APR (Friday) evening. The room to host this event will be in proximity to the Main Conference Room Inspection and Acceptance shall be made at Destination by the receiving activity. In the event the unit price and extended price are ambiguous, the Government shall use the indicated unit price for evaluation and award purposes. The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items applies. Addendum to FAR 52.212-1: Paragraph (h), Multiple awards-Delete entire paragraph. Substitute "Single Award. The Government plans to award a single contract resulting from this solicitation. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered unless the offeror specified otherwise in the offer." The provision at FAR 52.212-2, Evaluation?Commercial Items applies. The Government intends to make a single award to the responsible contractor whose proposal is lowest cost or price and technically acceptable, in full compliance to all other requirements set forth in the solicitation. The Government reserves the right to judge which quotes show the required capability and the right to eliminate from further consideration those quotes which are considered unacceptable and not capable of being made acceptable without major rewrite or revision. Offerors are required to complete and include a copy of the following provisions with their proposals (copies may be obtained from http://farsite.hill.af.mil or by request from this office): FAR 52.212-3, Offeror Representation and Certifications-Commercial Items; DFARS 252.212-7000, Offeror Representations and Certifications-Commercial Items. Also, DFARS 252.225-7035, Buy American Act and Balance of Payments Program Certificate; DFARS 252.204-7004, Required Central Contract Registration. Clause 52.212-4, Contract Terms and Conditions-Commercial Items, applies. Add the following provisions: FAR 52.215-5, Facsimile Proposals. The clause at FAR 52.212-5, Contract Terms a nd Conditions Required to Implement Statutes or Executive Orders-Commercial Items applies with the following applicable clauses for paragraph (b): FAR 52.222-19 FAR 52.222-21 Prohibition of Segregated Facilities; FAR 52.222-26, Equal Opportunity; FAR 52.222-35, Affirmative Action for Special Disabled and Vietnam Era Veterans; FAR 52.222-36 Affirmative Action for Workers with Disabilities; FAR 52.222-37, Employment Reports on Special Disabled and Vietnam Era Veterans; FAR 52.232-33 Payment by EFT ? CCR. DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items, applies with the following clauses applicable to paragraph (b): DFARS 252.227-7035 Buy American ? North American Free Trade Agreement Implementation Act ? Balance of Payment Program. Quotes must be received by the Contracting Officer no later than 1:00 p.m. HST, 11 Nov. 2005. Quotes may be mailed, faxed or e-mailed. Quotes should be mailed to Department of Navy, Fleet and Industrial Supply Center, (Code 201.LL), 19472Gaffney St., Suite 100, Pearl Harbor, Hawaii 96860-5300. Facsimile proposals will be accepted at 808/473-5750. E-mail quotes may be addressed to lambert.leong@pearl.fisc.navy.mil.
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