MODIFICATION
X -- IRM Regional Conference
- Notice Date
- 1/24/2006
- Notice Type
- Modification
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of State, Office of Logistics Management, Acquisition Management, P.O. Box 9115 Rosslyn Station, Arlington, VA, 22219
- ZIP Code
- 22219
- Solicitation Number
- S-AQMPD-06-Q-1015
- Response Due
- 2/3/2006
- Archive Date
- 2/18/2006
- Description
- 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. *PLEASE SEE RFQ BELOW*** ***FOR FORMATTED COPY EMAIL Jonesam@state.gov** RFQ S-AQMPD-06-Q-1015 IRM REGIONAL CONFERENCE C 1. Introduction The U.S. Department of State has a requirement for the following conference space and related services for The Information Resource Management Bureau regional conference to be held for a 1- week period between the months of April and May 2006. C.2 Objective The objective of the statement of work is to negotiate at a fair price based on the current per diem rate following government policies with a facility in which this regional conference can be held. To obtain a hotel with conference facilities, banquet facilities, and room accommodations to hold 140 participants for a 1-week period. Accommodations for a small number of early arrivals and late departures should be available. The facility should be located within 20-35 minutes from the airport and the availability of reasonable transportation is important. The hotel facilities needed are one main conference hall, one room for a control center/office, one room to hold five tables of 10 people for breakout sessions during the week, 140 rooms for lodging, and banquet facilities to accommodate 4 breakfasts, 4 lunches, and 5 dinners. Breaks with food and drinks in the morning and afternoon would also be necessary budgeted within the food service provided. Some Audio Visual equipment rental will be necessary. C.3 Support Requirements 1. The main meeting room for 150 attendees set up classroom style with a center aisle. The room must be available Sunday (set up) through Friday. The main conference room should have a podium, one Internet connection, large projector screen and a public address system that we can plug into with our AV (wireless microphones, video camera, and projector) equipment. Extra tables should be available for Friday?s forum. Water should be available on tables and podium. (6-foot tables are preferable throughout.) 2. Additional rooms should include: One room for a control room set up, available from Friday to Friday. This room should contain a table and chair for a two-person desk setup, and a phone that dials directly to hotel operator. A small copier and a fax machine if access to a Business Center is not available. Internet connectivity should also be available in this room. Six 6 ft. tables with three chairs each for internet/intranet stations are necessary. The additional room for breakout sessions should be set with 5 round tables and seating for 10 each. It will be used from Monday to Thursday morning. 3. Lodging?140 rooms at per diem. Individual rooms should have internet connections. Cancellation policies and attrition policies need to be reasonable and meet government policies. Out of the 140 rooms, we would like three upgrades for Chief Information Officer and the Deputy CIOs if within per diem. The CIO?s room should have a table and 6 chairs, internet connection, and speaker phone. 4. Meal requirements, besides being within per diem limit, the hotel must be able to handle any special dietary requirements, such as vegetarian, diabetic, etc. The plan is as follows: Monday?Dinner (with welcome reception before dinner). Cash Bar or hotel lounge reception would be acceptable. Tuesday?Buffet breakfast, morning break, buffet lunch, afternoon break, and buffet dinner (optional limited menu/plated) Wednesday?Buffet Breakfast, morning break, buffet lunch, afternoon break, and buffet dinner (optional limited menu/plated) Thursday?Buffet Breakfast, morning break, buffet lunch, afternoon break, and special topical dinner. To be discussed with selected hotel. Friday?Buffet Breakfast, morning break, buffet lunch, afternoon break, and buffet dinner (optional limited menu/plated.) Friday?s dinner should be charged by actual meals served. C.4 Personnel Requirements The hotel should have a contact person to discuss details of menus, VIP arrangements, room setup, IT requirements, and the handling of any issues that may arise in assuring a successful conference attendance such as handicap equipment or lodging. Technicians on the hotel staff should include AV support and computer/internet set up support. A staff to support the preparation, delivery of, and the timely feeding of 140 people through out the week is required. C. 5 Performance Requirements The providing of all the facilities, meals, and IT requirements as stated in C.3 would be considered acceptable performance. The billing of the US Department of State should be within 2 weeks of the conferences conclusion and any discrepancies should be resolved within 48 hours. Payment shall then be made within 30 days, as is government policy. There will be no advance deposit made. Any hotel deadlines and/or restrictions should be clearly stated in writing. The cancellation requirements should be mutually agreeable to each party. Note: The hotel should understand that the master bill should not include any personal expenses for individual attendees. The Federal Government does not purchase alcoholic beverages or entertainment and these items should not be placed on the master bill. Please consult with the conference coordinator if there are any questions on this matter. It would also be appreciated if the room rate would be extended to those participants that need to arrive before Monday or depart after Saturday. These days will be paid for by the individuals and not included on the master bill. The Program Office and/or Task Manager should be kept appraised of progress in all steps along the process. The Program Office shall review proposals for best value as well as suitability of facilities. The Program Office and/or Task Manager will be involved in the final decision making of this award to make sure all requirements are suitable and met. C.6 Government Furnished Information The conference coordinator and team members will provide timely arrival and departure information on all attendees. Immediate notification of changes in enrollment or schedule will be communicated to the Point of Contact. The team will be bringing/or shipping AV equipment to include a projector, all laptops, microphones, and a video camera. Note: The Conference equipment will need secure and safe storing from Wednesday before the conference till shipment back can be arranged. The space provided for storing approximately 12 24x10x17 inch containers is a necessity. C.7 Contractor furnished equipment In addition to that mentioned previously, paper easels should be available in the conference room. Charges for these should be based on usage only. All phone charges should be individually charged with the exception of the fax machine or Internet line charges. These rates/charges should be outlined in the contract. Notification of any changes in key personnel associated with contract should be made within 3 business days and is required. C.8 Schedule Once contract is in place, menus and room facilities should be verified and approved by Conference Coordinator. List of attendees will be provided within 5 weeks of agreement. Earlier if at all possible but no later than 4 weeks prior to conference teams arrival. Final count and list provided the week of teams arrival. Conference team will arrive on/or about Wednesday, TBD. Meeting with hotel on Friday, TBD before the conference to review floor plans, equipment, and facilities. Managers that will be on duty during the conference should be included in the meeting and contact numbers should be provided to Conference Coordinator. Sunday the conference team will be setting up in the conference room and control room. If the hotel does not want to pass out the Welcome Kits as attendees check in, a hospitality desk should be made available in the lobby area Sunday and Monday. Monday morning will be testing and final preparations. Monday will be a workshop beginning at 1:00 pm ending at/or before 6:00 pm. The breakout room should be set up by Monday and used through Thursday, TBD. Monday will be welcome reception approximately 6:30 pm before Welcome Dinner at 7:00 pm. Breakfast should be available from 6:30 am to 8:30 am. Tuesday morning will be the opening of conference. The approximate opening time will be 8:15 am. All schedules for morning and afternoon breaks will be given to hotel in advance. Lunch times will be provided to hotel in advance of conference. They are 1 hour in length and should not be in the main conference room. Dinners should be set up for about 6:00 pm and last approx. 1 ? hours as is necessitated. Flexibility is needed should conference presentations run late. Dinner on Friday should be charged by actual meals served. More than half of the attendees are expected to depart on Saturday morning. The master bill charges for the meals and lodging portion ends with Friday?s lodging. The master bill will include food and lodging for all attendees on a list that will be provided to hotel in advance. The master bill will start with Monday?s Welcome function and end with Friday?s lodging. C.9 Deliverables As soon as contract is signed: 1. Floor plans to include proposed layouts with room designations indicated. 2. Menus for all banquet services. These should be available in advance of conference and approved by Conference Coordinator. 3. Internet connectivity information and diagrams of connections in conference rooms. During conference: 4. Daily accounting of master bill charges during conference. Any issues should be discussed with Conference Coordinator. After conference: 5. Final bill within 2 weeks of conference end. Discrepancies resolved within 48 hours. Final Payment will be made 30 days later. C.10 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. C. 11 Submission and Evaluation of Quotations: The contractor 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 contractor. Technical acceptability will be determined based on location and services offered compared to the requirements stated above. QUOTATION MUST INCLUDE THE FOLLOWING: A. PRICE: Price quotation for the services listed above. Include separate prices for conference rooms, rooms, etc. so that all charges are clearly stated and broken down by numbers as indicated above. 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 contractor 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 contractors past performance. D. DUNS AND CCR: DUNS number and statement that the contractor has registered in CCR; see below. 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. E. CERTIFICATIONS: Completed certifications (FAR 52.212-3); see below. FAR Clauses/Provisions A completed, signed copy of this provision shall be submitted with any quotation. The clause at FAR 52.212-1 Instructions to Offerors Commercial Items (Jan 2006) , the provision at FAR 52.212-3, Offeror Representations and Certifications (dated March 2005) applies to this acquisition. RFQ: This solicitation number SAQMPD-06-Q-1015 is issued as an RFQ. This is a solicitation document incorporating Federal Acquisition Regulation (FAR) clauses and provisions. 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. DOSAR: The clause at DOSAR 652.206-70, Competition Advocate/Ombudsman (AUG 1999) applies to this acquisition. Notice: This is an unrestricted acquisition using commercial item procedures in FAR Parts 12 and 13. Offers are due by February 3, 2006, submitted as an email attachment to joneseam@state.gov - followed up by a hard copy mailed to: Mail to Adrienne Jones, Contracting Specialist First Class Mailing: US Department of State Office of Acquisition Management P.O. Box 9115, Rosslyn Station Arlington, VA 22219 Courier or Hand Delivery: U. S. Department of State Office of Acquisition Management 1701 N. Ft. Myer Drive Arlington, VA 22209 All correspondence needs to marked with solicitation number SAQMPD-06-Q-1015.
- Place of Performance
- Address: Oahu, Hawaii
- Record
- SN00971940-W 20060126/060124211838 (fbodaily.com)
- Source
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