MODIFICATION
X -- RAIV HURRICANE COMMITTEE CONFERENCE
- Notice Date
- 11/26/2005
- Notice Type
- Modification
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Acquisition and Grants Office, SSMC4 - Room 7601/OFA61 1305 East West Highway, 7th Floor, Silver Spring, MD, 20910
- ZIP Code
- 20910
- Solicitation Number
- NWWA0400600027
- Response Due
- 12/9/2005
- Archive Date
- 12/9/2005
- Point of Contact
- Jenista Featherstone, Contracts Specialist, Phone 301-713-0828 x184, Fax 301-713-0809,
- E-Mail Address
-
Jenista.M.Featherstone@noaa.gov
- Description
- THIS IS AMENDMENT IS TO ATTACH THE FOLLOWING STATEMENT OF WORK: Statement of Work 28th Session of the Regional Association (RAIV) Hurricane Committee Conference March 30 April 4, 2006 I. Background The United States, as a member of the World Meteorological Organization (WMO) RAIV Hurricane Committee, is hosting the 28th Session of the Hurricane Committee Meeting (HC-28) to be held March 30 April 4, 2006 with a half-day session on Saturday, April 1, 2006. Since the US is hosting HC-28 NOAAs National Weather Service (NWS), the agency representing the US in the WMO, Office of International Activities is responsible for planning, funding and executing the conference as part of the U.S. contribution to the WMO Voluntary Cooperation Program (VCP). HC-28 continues a series of annual meetings that bring together approximately 40 50 forecasters and researchers from each Hurricane Committee member country to summarize the past hurricane season, discuss needs and requirements, and to plan for the next hurricane season. HC-28 also brings member countries together to discuss new research concepts and forecast practices in a single location. II. Scope This statement of work is for conference facilities and services for the 28th Session of the RAIV Hurricane Committee Conference, March 30 April 4, 2006, hosted by NOAAs NWS Office of International Activities. This contract will be performed by a hotel in the San Juan, Puerto Rico area that shall provide the facilities and services necessary to perform the requirements of this contract including, but not limited to: guest room availability, meeting rooms, audio visual equipment, office space and equipment, and business center services. The conference will be held over six days and six nights during the last week of March and the first week of April 2006. Guest rooms will be needed for the period of March 29 through the night of April 3, 2006 and conference and office space, services and equipment will be needed for the period of March 30 through April 4, 2006. The only acceptable dates for this conference are March 30 April 4, 2006. III. Mandatory US Code Requirements The hotel shall be compliant with the Hotel and Motel Fire Safety Act of 1990 15 U.S.C. 2201 et seq, (Public Law 101-391), and must hold a FEMA certification number. IV. Guest Rooms The maximum daily rate of guest room must not exceed $195 USD per night. The contractor must be able to provide a block of 50 rooms in which the World Meteorological Organization (WMO) will contract with the selected vendor separately. Estimated maximum quantity of rooms per night: SUN MON TUE 3/28 WED 3/29 THUR 3/30 FRI 3/31 SAT 4/1 50 50 50 50 SUN 4/2 MON 4/3 TUE 4/4 WED THUR FRI SAT 50 50 10 ** ** dependent on travelers itineraries. Room Block and Rates: The hotel shall provide the guest rooms at the current Federal lodging rate of $195 USD per night or preferably less. The hotel shall guarantee that these rates are applicable for seven nights, starting with arrival on the Wednesday before the core conference dates and ending with departure on the following Wednesday after the core conference dates. Reservation Procedure: The primary reservation procedures will be individual bookings by the WMO and other Government attendees, speakers, and invited conferees. Once the hotel makes the reservations, the individuals for whom the rooms are reserved may call the hotel directly to change or cancel their reservation. The hotel shall confirm the number of reservations to the COTR/Designee and the WMO at the following days prior to the cut-off date: 60, 45, 30, 15, 7, 3 and on the cut-off date. V. Conference and Office Facilities and Services The Offeror shall include the hotels meeting room floor plans and names, capacity chart, and possible room set-up diagrams with it proposal submission to NWS. Minimum requirements: Conference room and office space from Thursday, March 30, 2006 through Tuesday April 4, 2006. o The conference room facilities must be no less 1500 sq feet total and no more than two banquet/ballrooms combined and must have a designated pre-function area where registration could be set up and refreshments can be served during the designated breaks. o The office space must be no more than 500 sq feet. o Conference room large enough to accommodate a U-shaped skirted table with 30 persons seated, A/V set up in the middle of table with a LCD Projector, a projector screen, a podium with microphone, 20 chairs arranged behind the table with view of screen/podium, and a translator booth ( 2 chairs) with view of table, screen and podium. o Hotel to provide a projector screen, LCD Projector, necessary A/V cords and power cords, controller for the LCD projector, a P/A system and microphone to podium, and staff member to set-up and troubleshoot o Hotel also provide power source/supply, cords and extensions to accommodate LCD Projector, laptop computer, P/A System, microphone for podium, a minimum of fifteen push-talk microphones, and the translator booth (both to be provide by NWS/WMO). o If conference room facilities have windows, then the windows must have shades that can be drawn. Internet connectivity for two computers for an email station and two computers in the office, and the laptop running the PowerPoint in the meeting room. The ability to lock the office with available keys to designee or personnel to assist. Ability to make large volume of copies of meeting documents either a set fee per sheet or a rented copier with paper. A table in the office large enough to seat 2 computer workstations and two printers (to be provided by NWS); and a telephone and fax machine to be provided by the Offeror (not to be a combined unit, each with international telephone access). Necessary hotel personnel to be able to assist with conference and office room setup and be available for any technical/trouble shoot needs. This includes receipt and maintainability of conference materials. The designated pre-function area must accommodate a skirted-table and three chairs for conference registration and must also be able to accommodate a separate area for food and beverage service. A conference package is necessary as the agenda of this conference does not allow ample time for the participants to leave the location for meals other than dinner. A 24 hour room hold shall be provided by the hotel. The Offeror must designate in their proposal and contract to NWS which rooms they guarantee for the conference and can not reassign the room unless number of attendees fluctuates by more than 30%. This is a combined synopsis/solicitation to negotiate a Firm Fixed priced Task Order for Hotel Accommodations, Conference Space and Hotel Services in San Juan, Puerto Rico. Solicitation/Request for Proposal (RFP) # IASJ0000001205 is being issued in accordance with FAR Subpart 12.6 Streamlined Solicitation for Commercial Items. This is not a solicitation for events planning services. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The North American Industry Classification System (NAICS) code for this acquisition is 721110. The period of performance for this requirement is March 30, 2006 through April 4, 2006. The Department of Commerce (DoC), National Oceanic and Atmospheric Administration, National Weather Service, Office of International Affairs, intends to block single to double occupancy sleeping rooms, procure meeting space and meals for their 28th Session of the Regional Association IV (RAIV) Committee Conference. The attached Statement of Work provides a detail description for the Conference Facility. Interested parties shall submit their responses in electronic format, separating the technical proposal from the cost proposal. A hotel contract shall be submitted with your technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, and menus. To be eligible for award under this solicitation, the offeror must propose a facility that is in compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. Offerors proposing facilities that are not listed will be rejected as non-responsive. In addition, the offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. seq.). In accordance with FAR Part 52.204-7 Central Contractor Registration (CCR) (Oct 2003), contractors are required to register in the CCR database at http://www.ccr.gov prior to award of any contract. The hotel facility must accommodate up to 50 attendees with the following needs: HOTEL LODGING: March 29, 2006 through April 3, 2006 up to 50 sleeping rooms; April 4, 2006 10 sleeping rooms; Rooms must be individual/private-sleeping rooms, with toilet facilities at the prevailing FY 2006 government per diem rate for Puerto Rico; CONFERENCE AND OFFICE FACILITIES AND SERVICES (see attached Statement of Work); Light refreshments for morning and afternoon breaks may be required March 29 April 3, 2006. Please provide menus and prices. Proposal must indicate whether the hotel agrees to the right of DoC to use an audiovisual vendor of its choice and whether there is a cost incurred for connection to hotel PA system with use of outside equipment. It must also indicate requirements for using outside security. All proposals submitted in response to Solicitation/RFQ No. IASJ0000001205 should remain valid for a period of 30 days to accommodate possible legal and technical reviews. Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors. Evaluation may be made with or without discussions with the offeror(s). Technical proposals will be evaluated for size, quality of services and accommodations, location, and experience with large conferences. DoC reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated separately from the technical proposal and will be evaluated in terms of cost for accommodations and service, cancellation and attrition, refreshments. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals, hotel contract and descriptive literature. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is considered to be the prime contractor. Therefore, that offeror must describe in its proposal the technical approach for the offeror's services as a prime contractor and must also include a copy of all insurance(s) (standard business, liability, extraordinary insurances) in order to submit a complete technical proposal for evaluation purposes. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): http://www.arnet.gov/far/. Instructions to Offerors Commercial Items; 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: 1. Size and quality of services and accommodations (30% weighted); 2. Location (30% weighted); 3. Experience with large conferences (40% weighted), and 4. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined, are more important than price. The total technical evaluation will be weighted (100%) and price will be evaluated for realism and fair and reasonableness. 52.212-3, Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representations and Certification along with his/her offer); 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c )(2)(xii) the following provisions under the clause apply (b)(11)-(b)(15), (b)(19)(i), (b)(21), (b)(25) (b)(26) applies IF Government Purchase Card is used, (c)(1), (c)(2), and (c)(4); FAR 52.232-18 Availability of Funds; Proposals shall include all information required in 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3. Submit all price, descriptive literature, technical proposals, and hotel contract via e-mail to Jenista.M.Featherstone@noaa.gov - Contracting Officer or by dialing 301-713-3405 x110. Closing date for receipt of proposals is December 9, 2005, 4:00 p.m., Eastern Standard Time. NOTE: THIS NOTICE WAS NOT POSTED TO WWW.FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (26-NOV-2005); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.fbo.gov/spg/DOC/NOAA/AGAMD/NWWA0400600027/listing.html)
- Place of Performance
- Country: San Juan, Puerto Rico
- Record
- SN00938047-F 20051128/051126211938 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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