MODIFICATION
X -- GSO Conference Facilities
- Notice Date
- 1/6/2006
- Notice Type
- Modification
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of State, Regional Procurement Support Office - Fort Lauderdale, Florida Regional Center, 4000 N. Andrews Ave., Fort Lauderdale, FL, 33309
- ZIP Code
- 33309
- Solicitation Number
- S-WHARC-06-Q-1011
- Response Due
- 1/13/2006
- Archive Date
- 1/28/2006
- Description
- PLEASE NOTE CORRECT FAX NUMBER BELOW; HOWEVER, SUBMISSION OF QUOTATIONS BY EMAIL IS PREFERRED. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested by this notice alone, and a written solicitation will not be issued. This synopsis/solicitation is issued as a Request for Quotations for hotel conference facilities and related accommodations and services for a conference to be held by the U.S. Department of State. 1.0 DESCRIPTION The U.S. Department of State, Bureau of Administration, has a requirement for the following conference space and related services for the 2006 General Services Officer (GSO) Conference, to be held from April 23 through 27, 2006, and attended by State personnel from around the world. 1.1. Location: The hotel shall be located in the Miami, FL area, within walking distance of a wide variety of restaurants, sightseeing opportunities, etc., (such as Coconut Grove or South Beach, etc.) as conference attendees will generally not have rental cars. Hotel location and amenities will be a dominant factor in the award decision. 2.0 Guest Rooms: The contractor shall provide the following guest rooms, space, and services for the U. S. Department of State?s General Services Officer (GSO) Conference 2006. 2.1. Approximately 140 guest rooms, bed and room sizes may vary, for a period of five (5) days. This number may vary slightly due to participants? late arrivals and early departures. Making reservations directly with hotel via telephone or website or through conference website will be determined based on mutual agreement of the parties. Final rooming list will be provided two (2) weeks prior to conference start date; however, substitutions will be permissible up to the date of conference start, and attendees will be fully responsible for all room charges incurred. Individual attendees will occupy and pay for any lodging rooms needed, using their own credit cards or other method of payment. Meals will be paid for by the participants individually, not by the U.S. Government. 2.2. Approximately 4-6 conference team members will arrive the week prior to conference start date, with varying arrival dates. Conference room rates will apply. During this period, team members will finalize last minute details and work with hotel and other U.S. Department of State personnel on conference related items. 2.3. Rooms will be available to conference participants at conference room rate, 3 days prior to start of conference and 3 days following the conference. There will be no additional charge for additional persons in rooms. 2.4. Guest rooms will be billed directly to conference participants. Conference participants are solely responsible for their room charges and any charges incurred on their room bill. 2.5. Hotel staff shall hand out conference registration packages at time of guest check-in. Packages will be provided prior to first participant?s arrival. 3.0. General Session Conference Room: Unrestricted use of one conference room to comfortably accommodate approximately 140 participants in classroom set-up during the hours of 7:00 a.m. and 6:00 p.m. for a period of up to 4 days. A day-to-day price breakdown for reserving the general session conference room for the 4-day period is requested. 3.1. General Session Conference Room Set-up: Riser ? size and numbers to be determined based on room size and set-up; One podium with microphone; One projection screen ? size to be determined based on room size and set-up; One projector; Internet capability ? WiFi is preferable; Classroom set-up using 24? banquet tables and chairs to comfortably accommodate approximately 140 participants; Table coverings for each banquet table; Pads of paper and pens at each participant seat, daily; Bottled water (preferred; however pitchers and glasses may be considered) and mints on each table ? to be replenished during breaks and lunch, if applicable, depending on daily agenda (to be provided to the hotel the week before the conference, although drafts can be provided in advance of that time; Registration tables and chairs outside of general session conference room daily. 4.0. Morning and Afternoon Breaks: Provide two (2) breaks (A.M. and P.M.) daily ? times may vary based on conference agenda. 4.1. A.M. breaks will be one (1) hour prior to conference start time daily: Coffee, tea, juices, continental-type breakfast foods (varied daily); Separate space required to accommodate approximately 140 people (sitting and standing) to allow for participants to network; Beverage replenishment only mid-morning (times to be determined based on agenda ? 15-20 minutes ? location adjacent to general concession conference room preferred). 4.2. P.M. breaks will be for approximately 20 minutes (times to be determined based on agenda ? location adjacent to general concession conference room preferred). 4.3. Coffee, tea, juices, variety of sodas (regular and diet) and light snacks (varied daily). 5.0. Break-Out Rooms: Unrestricted use of 2 self-contained break-out rooms to comfortably accommodate approximately 50-60 participants each in banquet set-up for 6-8 people at each table (Note: Set-up could vary based on agenda) during the hours of 7:00 a.m. and 6:00 p.m. for a period of 4 days. A day-to-day price breakdown for reserving the two (2) break-out rooms for the 4-day period is requested. 5.1. Break-Out Rooms Set-up: Round or square tables and chairs to accommodate 6-8 people in banquet room set-up; Table coverings for each table; Podium; Internet capability ? WiFi is preferable; Pads of paper and pens at each participant seat, daily Bottled water (preferred; however pitchers and glasses may be considered and mints on each table ? to be replenished during breaks and lunch, if applicable depending on daily agenda. Audiovisual requirements will be established no later than the pre-conference meeting. 6.0. Exhibit Space: Use of an open area that will comfortably accommodate 20-30 exhibitors using 6? ? 8? banquet tables and chairs for displays for a period of two (2) days during conference (Sunday and Monday are anticipated). Because events are proposed to coincide with each other, proximity in location to other conference rooms is desirable. It is anticipated that this room will be needed Sunday from 12:00 noon to 9:00 P.M. 6.1. Exhibit Space Set-up: Room set-up will depend on size of room, but is normally done in a box or ?U? shape; Internet capability ? WiFi is preferable - for each exhibit table, if required; Electrical capability for each exhibit table, if required. 7.0. Meet and Greet Room: A reception area to comfortably accommodate approximately 80 people for a Meet and Greet Reception will be held the night before the official conference start-date. This reception may coincide with one of the Exhibit Area days. The reception is anticipated to be on Sunday from 6:00 P.M. until 8:00 P.M. This area should be separate from the hotel lounge area, unless lounge area can be reserved for requested 2-hour time period. The room will be needed Sunday beginning at 12:00 noon before the conference from 6:00-9:00 P.M. and Monday from 9:00 A.M.-5:00 P.M., to be confirmed upon approval of the final conference agenda. Because these events are proposed to coincide with each other, proximity in location is desirable. 7.1. Meet and Greet Room Set-up: This room should have a mix of seating and tables (both sit down and pub are suitable) to comfortably accommodate 80 people, and a cash bar ONLY (tickets sold in advance, with refunds on unused tickets or use in hotel bar during the conference period is preferable). Participants will be responsible for ALL alcoholic beverages consumed. Light fare will be selected and included in conference package. These may be buffet style or butler-passed. Non-alcoholic beverages, such as sodas, water, and juices will be provided and included in conference package price. 8.0. Control Room: One securable, unrestricted room, approximately 10? x 15? to be used as a control room, to be used by conference team members during the duration of the conference. The room will be used to secure conference equipment and materials. This room will be required 4-5 days prior to conference start date, will be required on a 24-hour basis during the conference, and shall have limit access outside of conference regular hours. Control room must be in close proximity to conference rooms. 8.1. Control Room Set-up: Six (6) 6?- 8? banquet tables set up in a ?U? shape with approximately 10 chairs; Electrical capabilities; Internet capability ? WiFi is preferable; Telephone with hotel and outside capabilities 9.0. Dinner Session: Depending on the final agenda, the hotel may be required to provide banquet facilities and meals and beverages for approximately 140 people. The hotel shall provide optional pricing for this event. All meals and beverages will be billed directly to individual guest rooms. If the banquet is ordered, the Government will provide a list of names for use in charging to guest rooms. Dinner session will begin at 6:30 P.M. and should conclude NLT 9:00 P.M. Videoconferencing may be required at this event. These services may be included in the purchase order on an optional basis. 9.1. Dinner Session Set-up: Banquet rounds for 8-10 people to comfortably accommodate approximately 140 people. Water shall be provided at all tables. Cash bar ONLY set-up. Riser, podium and microphone to accommodate guest speaker(s). Menu selections to be determined in advance. 10.0. Equipment Requirements: In addition to the equipment noted in sections above, additional audiovisual equipment, i.e. extension cords, projectors, screens, microphones, laptops, flipcharts, etc. may be required and will be based on agenda and presenters? needs. These requirements will be provided in advance of the conference start-up. It is requested that a price list of audiovisual equipment and services available be provided. A price list for internet services for conference requirements is requested. Please advise if a group rate for internet services is available for guest rooms. These services may be included in the purchase order on an optional basis. Information on and a price list for video-conferencing is requested. These services may be included in the purchase order on an optional basis. 10.1. Once site selection has been made, room set-up schematics, with equipment requirements, and time schedules will be provided to hotel management staff prior to the pre-conference meeting (anticipated to be held the Thursday or Friday before the conference). Any last minute changes shall be presented at pre-conference meeting. 11.0. Conference Signage: Provide signage for Registration Area, General Session Conference Room, Break-Out Rooms, Exhibit Area, and Reception. Signage text will be provided by conference team members prior to the conference (such as at the pre-conference meeting). The hotel shall provide an additional flipchart for last-minute changes to signage/instructions. 12.0. Miscellaneous: Provide price list for secretarial/clerical services, i.e., tent cards, name badges, copying, faxing, etc. These services may be included in the purchase order on an optional basis. Provide pricing for handling and storage of conference materials received directly at the hotel prior to and after conference. These services may be included in the purchase order on an optional basis. 13.0. Cancellation: The Government reserves the right to a no-cost cancellation of this purchase order in the event/occurrence of unforeseen circumstances including but not limited to natural disasters, that make holding the GSO conference impossible. 14.0 Pricing and Payment: The Contractor shall provide firm fixed prices for each of the items required above, or state ?no charge?. Prices must include all fees, services, set up, and tear down. No extras may be invoiced. This purchase order will be a firm-fixed-price, requirements type. All prices shall be in U.S. dollars, and payments will be made to the Contractor in U.S. dollars within thirty (30) calendar days after receipt of an approved invoice. 15.0 Submission and Evaluation of Quotations: The quoter offering acceptable items that most closely match the Government?s needs, especially including location and required delivery date, will receive most favorable consideration from a technical standpoint. The Government intends to award to the lowest priced technically acceptable quoter(s). Technical acceptability will be determined based on location and services offered compared to the requirements stated above. 15.1. QUOTATION MUST INCLUDE THE FOLLOWING: A. PRICE: Price quotation for the services listed above. Include separate prices for conference rooms, lodging, etc. so that all charges are clearly stated. B. DESCRIPTION: Description of the facility being proposed and how it meets or surpasses the requirements stated above, point by point, including room diagrams; hotel brochures may be submitted. C. REFERENCES: Names and points of contacts of other Government or commercial customers for whom the quoter has performed this or similar work for in the past two (2) years. Information from reference checks may be used in determining the technical acceptability of the quoter?s past performance. D. DUNS AND CCR: DUNS number and statement that the quoter has registered in CCR; see below. E. CERTIFICATIONS: Completed certifications (FAR 52.212-3); see below. 15.2. Site visit: The Government reserves the right to visit the hotel as part of the evaluation process. This visit may include a meeting with the hotel?s banquet manager. Quotations submitted shall include a point of contact for any site visit. 15.3. CCR: In order to receive an award, you must be registered in the Central Contractor Registration database at www.ccr.gov. All responsible sources may submit a quotation which shall be considered by the Department. 15.4. RFQ: This solicitation number S-WHARC-06-Q-1011 is issued as an RFQ. This is a solicitation document incorporating Federal Acquisition Regulation (FAR) clauses and provisions that are in effect through Federal Acquisition Circular 2005-8. 15.5. FAR Clauses/Provisions: The provision at FAR 52.212-3, Offeror Representations and Certifications (dated March 2005) applies to this acquisition. A completed, signed copy of this provision shall be submitted with any quotation. The clause at FAR 52.212-4, Contract Terms and Conditions (dated January 2006) applies to this acquisition. The clause at FAR 52.212-5, Contract terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (dated January 2006) applies to this acquisition. Under paragraph b, the following clauses are incorporated: 52.203-6, Restrictions on Subcontractor Sales to the Government; 52.222-19, Child Labor?Cooperation with Authorities and Remedies (June 2004), 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-37, Employment Reports on Disabled Veterans; 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (E.O. 13201); and 52.232-33, Mandatory Information for Electronic Funds Transfer Payment. 15.6. Quantities: The following clauses are incorporated: FAR 52.216-18, Ordering, with the fill-in in paragraph (a) being May 31, 2006; FAR 52.216-19, Order Limitations, with the fill-in in paragraph (a) being $5, and (b)(1)&(2) each being $50,000, and the fill in for (b)(3) being 2; and FAR 52.216-21, Requirements, with the fill-in in paragraph (f) being May 31, 2006. 15.7. DOSAR: The clause at DOSAR 652.206-70, Competition Advocate/Ombudsman (AUG 1999) applies to this acquisition. 15.8. Notice: This is an unrestricted acquisition using commercial item procedures in FAR Parts 12 and 13. NAICS code is: 721110, size standard is $6.0 million. 15.9. Deadline: QUOTATIONS ARE DUE by 2:00 p.m., January 13, 2006, local (Florida, U.S.) time, via e-mail, fax, or mail. Identify your quotation as a response to solicitation number S-WHARC-06-Q-1011. Mail to Lisa Goodwine, Contracting Officer, U.S. Department of State, RPSO Florida, 4000 N. Andrews Ave., Ft. Lauderdale, FL 33309; fax to 954-630-1165; or e-mail to: goodwinelc@state.gov.
- Place of Performance
- Address: Miami, FL
- Country: USA
- Country: USA
- Record
- SN00962294-W 20060108/060106211926 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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