SOURCES SOUGHT
99 -- Conference Facilities
- Notice Date
- 10/24/2005
- Notice Type
- Sources Sought
- Contracting Office
- ACA, ITEC4, Directorate of Contracting , 2461 Eisenhower Avenue, Alexandria, VA 22331-0700
- ZIP Code
- 22331-0700
- Solicitation Number
- S5108A006-I-0001
- Response Due
- 11/11/2005
- Archive Date
- 1/10/2006
- Small Business Set-Aside
- N/A
- Description
- Sources Sought Synopsis SPS Joint Users Conference Summer 2006 1.0 - Background The Department of Defense wishes to hold a Standard Procurement System (SPS) Joint Users Conference for a full week (Monday through Friday) during the month of August 2006 in a location within the Continental United States to be determined by availability and affordability. 2.0 - Scope The conference will attract approximately 800 attendees. It will begin on a Monday at 8:00 AM local time and conclude on the following Friday at 4:00 PM. The Government conference planning team will arrive on-site the Friday prior to the conference and d epart no later than the Saturday immediately after the conference. There will be a general session for all attendees and several break out sessions. The contractor shall provide the facilities and space required for a successful conference. 3.0 Requirements/Tasks 3.1 Registration/conference fees and Master Account: The contractor shall describe all their capabilities (and flexibilities) around the following: Provide a link to their web page for on-line hotel and conference registration. Collect all attendee and exhibitor conference fees and post them to the Master Account. (credit card, corporate check, etc.) Capabability to accept registrations for multiple individuals with one credit card/corporate check Capability to accept multiple/single registrations while registering as an exhibitor Provide checks to 3rd party vendors, as approved by the SPS JPMO Contracting Officer, for conference related expenses Provide a dummy registration sheet for approval by the SPS Joint Program Management Office (JPMO) management team prior to making available for live registration. The registration page should contain name, which Military Service or Corporation they re present (Army, Navy, Air Force, USMC, Other Defense Agency, DLA, OSD, Industry), mailing address, e-mail address, and telephone number(s). Realtime access to all conference and hotel registration information/reporting 3.2 Guest Rooms The Hotel shall provide the space listed below: Date Day Total Sleeping Rooms Friday 10 Saturday 10 Sunday 400 Monday 800 Tuesday 800 Wednesday 800 Thursday 400 Friday 20 Total 3240 The contractor shall provide detailed information for the capability and process to expand the room block. 3.3 Guest Room Rates The rate will be honored at the then prevailing Federal Government Per Diem Rate (Government Fiscal Year 2006). All room rates are net non-commissionable and are exclusive of appropriate state and local taxes. Government is tax exempt for any applicable taxable exemptions. The single occupancy rate shall meet the JTR for 2006. A deposit in the amount of first nights room + tax for each of the confirmed rooms will be due from individuals attending the meeting/event 14 days after room is confirmed by the Hotel but no later than the cut-off date specified above. 3.4 Guest Room Minimum The Government will guarantee a minimum of 3,240 guest room nights. The contractor shall provide detailed information regarding the requirements and process for minimums, maximums, registration cut-off timeframes, and complimentary services/credits for exceeding the guarantee. 3.5 Functional Space Requirements 3.5.1 General Session The contractor shall provide a room that can accommodate all attendees for the general sessions to be held on the first conference day (Monday). This room shall be set up with banquet rounds. 3.5.2 Meeting Rooms The contractor shall provide up to five meeting rooms capable of holding 20 people each for use as offices from Monday through Friday, and one meeting room capable of holding 20 people from the Saturday prior to the conference through the last day of the c onference (the following Friday). All rooms must be capable of being secured (lock and key). The contractor shall provide up to 5 meeting rooms capable of holding 120 people each for use periodically throughout the week. 3.5.3 Breakout Rooms The contractor shall provide the twelve meeting rooms capable of holding 40 - 60 people each for use as breakout session rooms from Tuesday through Friday. 3.6 Food and Beverage requirements The contractor shall provide lunch for the conference attendees on two days, and dinner on two days. The contractor may also be required to provide afternoon snacks on all full days. The contractor may suggest alternatives and or upgrades for exceeding the guaranteed room block. 3.7 Evening Event (Mixer) The JPMO will have one evening event (mixer), which may be held on property. This event may attract as many as 500 people. 3.9 Audio Visual and Exhibitor Liaison The contractor shall provide support to ensure that all meeting rooms have been set-up properly and contain all requested items. This will involve support to a third party with coordinating exhibitor set-up and takedown 3.10 Exhibitor Space The contractor shall provide exhibitor space for up to 20 set-ups (booths). 3.11 Pre-Conference Meeting The contractor will host a Pre-conference meeting on the Saturday prior to the Monday on which the conference begins, where all facilities and requirements will be reviewed as well as any last minute details. 4.0 - Cancellation/Reschedule 4.1 Cancellation The Government cannot cancel this program for the purpose of placing at another property or changing destinations. Group can only cancel program due to reasons as stated in a FORCE MAJUERE Clause. 4.2 Reschedule Option The Government may RESCHEDULE this conference without cause upon written notice to the Hotel at any time prior to the event. In the event of a reschedule the group will rebook the same meeting or meetings of equal value within one year of the cancellation date (example: cancel on May 1, 2006 must rebook by May 1, 2007). 4.3 Force Majeure The performance of this Agreement by either party is subject to Acts of God, war, government regulations, disaster, strikes, civil disorder, terrorist attacks, curtailment of transportation facilities, or any other emergency making it illegal or impossible to provide facilities, or to hold the conference. It is provided that this Agreement may be terminated for any or more of such reasons by written notice from one party to the other without a cancellation charge. THE GOVERNMENT OBLIGATION HEREUNDER IS MADE CONTINGENT UPON CONGRESS ENACTING APPROPRIATIONS. 5.0 - Americans With Disabilities Act Compliance by the Hotel - The Hotel shall be responsible for complying with the public accommodations requirements of the Americans with Disabilities Act (ADA) not otherwise allocated to the Group in this agreement, including: (i) the 'readily achievable' removal of physical barriers to access to the meeting rooms, sleeping rooms, and common areas (e.g., restaurants, rest rooms, and public telephones); (ii) the provision of auxiliary aids and services where necessary to ensure that no disabled individual is treated differently by the Hotel than other individuals; and (iii) the modification of the Hotel's policies, practices, and procedures applicable to all guests and/or groups as necessary to provide goods and services to disabled individuals (e.g., emergen cy procedures and policy of holding accessible rooms for hearing and mobility impaired open for disabled individuals until all remaining rooms are occupied). Any extraordinary costs for special auxiliary aids requested by the Group shall be borne by the Gr oup provided the Hotel notifies the Group of such cost in writing. Compliance by the Group - The Group shall be responsible for complying with the following public accommodations requirements of ADA: (i) the 'readily achievable' removal of physical barriers within the meeting rooms utilized by the Group which the Group wo uld otherwise create (e.g., set-up of exhibits in a n accessible manner) and not controlled or mandated by the Hotel; (ii) the provision of auxiliary aids and services where necessary to ensure effective communication of the Group's program of disabled participants (e.g., Braille or enlarged print handouts, interpreter or simultaneous videotext display); and (iii) the modification of the Group's policies, practices and procedures applicable to participants as required to enable disabled individuals to participate equally in the program. Mutual Cooperation in Identifying Special Needs - The Group shall identify in advance any special needs of disabled registrants, faculty and guests requiring accommodation by the Hotel and will notify the Hotel of such needs for accommodation in writing as soon as they are identified to the Group. Whenever possible, the Group shall copy the Hotel on correspondence with attendees who indicate special needs as covered by ADA. The Hotel shall notify the Group of requests for accommodation which it may receive otherwise than through the Group to facilitate identification by the Group of its own accommodation obligations or needs as required by ADA. 6.0 - Points of Contact JPMO Contracting Officer: Liz Cloutier Phone: (703) 460-1076 Fax: (703) 679-6756 Conference Support: Frank Varacalli Phone: (703) 460-1415 Fax: (703) 679-6756
- Place of Performance
- Address: SPS JPMO 4114 Legato Rd. Fairfax VA
- Zip Code: 22033
- Country: US
- Zip Code: 22033
- Record
- SN00920082-W 20051026/051024211923 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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