SOLICITATION NOTICE
X -- Conference and Hotel Services including Meals
- Notice Date
- 8/29/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- ACA, RCO Seckenheim, Attn: AEUCC-S, Unit 29331, APO, AE 09266-0509
- ZIP Code
- 09266-0509
- Solicitation Number
- W912PE-07-T-0347
- Response Due
- 9/10/2007
- Archive Date
- 11/9/2007
- Small Business Set-Aside
- N/A
- Description
- Time Period: 8 - 17 November 2007. Number of Rooms: 120.Main Conference Room - Conference Room Requirements: a. A conference room starting on 14 November and ending on 17 November 07. Conference room will be setup in Parliamentary style (curved rows of tables and chairs) which can accommodate 110 seats. Conference rooms will be clean and presentable with pap er and a pen at each seat. After each use, conference room will be cleaned of dirty dishes. b. Conference Room Audiovisual Support will be set up by the Government. c. Coffee and water setup in room at 1100 on 15 Nov for 110 persons. Conference set up for 110 persons 16-17 Nov. 6. Administration Room. Time Period: 9-17 November 2007, 0530 to 2200 daily Conference Room Requirements: a. Requires space for one large color copier/collator near an electrical outlet. Provide four large tables set up along the wall near where the copier will be located; provide one block of tables with 4 chairs in the middle of the room. Provide 12 extr a chairs in the back of the room. Provide a working telephone with access to outside lines. Vendor must provide two keys for the room and allow participants to access it twenty-four hours a day. b. Provide a High Speed color copier with display in English, adjustable paper-tray to accommodate 8 ? x 11 paper, extra toner, and no limit on the number of copies. Copier needs to be delivered and fully functional 9 Nov 07. Provide an on-call copy mac hine technician for the duration of the conference. 7. Information Management Office (IMO) Room, Time Period: 8-17 November 2007, 0530-2200 Daily Conference Room Requirements: a. Information Management room shall have 10 large tables, 2 chairs per table set up in classroom style. Also, please have one extra table in the room along the wall, no chairs required with a phone and two (2) DSL connectors with 6 mb capacity. Vendor will allow Deutsche Telekom to install temporary DSL lines for use in this room. IP address needs to be provided to this office no later than 29 October. The IMO personnel will have access to this room. Room keys will be provided for the technicians ex clusive access. Room shall have sufficient electrical connections to support 15 computers and five (2) printers for each room. We require two working telephone lines (either ISDN or analog) in the room. Curtains should be closed and all doors to the out side should be secured. Government will oversee the set up of the room prior to the conference. Vendor shall provide the necessary tables, tablecloths, and chairs. 8. Security Room Time Period: 9-17 November 2007, 24 hours a day Conference Room Requirements: a. Room requires an office set up to accommodate 6 persons. Room needs a working telephone with access to outside lines and internet connectivity. 9. Spouses Meeting Room Time Period: 14-17 November 2007, 0700 -1800 Daily Conference Room Requirements: a. Room requires set up for 50 people with tables and chairs in accordance with the attached diagram, a podium in the room. Vendor shall provide a flip chart, different color markers, paper and pen at each place, water and coffee. 10. Private Meeting Room Time Period: 14-17 November 2007, 0700-1800 Daily Conference Room Requirements: a. Room requires an office setup with desk, and small table with 4 chairs by 0800, 15 Nov. Please ensure there is a working telephone in the room with access to outside lines. Coffee and water set up in this room by 1200 on 15 Nov, all day starting at 0700 on 16 Nov and 0700 - 1200 on 17 Nov. Coffee/water should be refreshed throughout the day. 11. Office 1 Time Period: 14-17 November 2007, 0700-1800 Daily Conference Room Requirements: a. Room requires an office set up with a desk and chair, a small meeting table with 4 chairs and outside telephone lines. Office Ries ling 1 office set up and available no later than 0700 on 14 Nov. Coffee and water set up in this room and refreshed as needed. 12. Office 2 Time Period: 15-17 November 2007, 0700-1800 Daily Conference Room Requirements: a. Room requires an office set up with a desk and chair, a small meeting table with 4 chairs and with outside telephone lines. Traminer office set up and available no later than 0700 on 15 Nov. Coffee and water set up in this room upon request. 13. Office 3 Time Period: 15-17 November 2007, 0700-1800 Daily Conference Room Requirements: a. Room requires an office set up with a desk and chair, a small meeting table with 4 chairs and outside telephone lines. Eibling office will be set up and available no later than 0700 on 14 Nov. Coffee and water set up in this room and refreshed as nee ded. 14. Office 3 Time Period: 15-17 November 2007, 0700-1800 Daily Conference Room Requirements: a. Room requires an office set up with a desk and chair, small meeting table with 4 chairs, and with outside telephone lines available no later than 0700 on 15 Nov 2007. Coffee and water set up in this room and refreshed as needed. 15. Briefing Room Time Period: 15-17 November 2007, 0700-1800 Daily Conference Room Requirements: a. Room requires set up for 12 people in either block or u shaped style by 0700 on 15 Nov. Podium, projection screen, and other audio/visual equipment as requested in the room. Coffee and water setup in room at 1430 on 15 Nov. 16. Meals Service: The meal service shall include the following: a. Before the event: The restaurant will provide menu options with VAT free prices no later than 15 October 2007. Meal prices will include the cost of a non-alcoholic drink, coffee and desert for each person. b. 9-15 November: Breakfast will be provided from 0630-0830. c. 15 Nov: Reception area: Provide welcome reception in area in front of Mosellandhalle for 110 people from 1730 - 1900. Reception area will have peanuts and pretzels and a pay as you go bar with non-alcoholic beverages and alcoholic beverages. d. 15 Nov Dinner In Hotel: Dinner meal will be a formal 4-course dinner with sit down service. The meal will consist of salad, soup, assorted breads with butter, assorted entrees (one specifically vegetarian) for 110 people. Meals will be designated wit h color-coded name cards with the pre-selected meal. Deviations are not allowed without prior approval. Bread, butter, water, and first course will be set on the table prior to the groups arrival. Prior to the dinner, order of meal service will be give n to head waiter. Supplemental drink service at the tables shall be available on a pay-as-you-go basis. Each table will have a wine list available. A count of people and meal selections will be given as the event approaches with a final count and meal selections will be provided no later than 1 week ahead. i. The tables will be set up in accordance with the diagrams that we provide. Fresh cut or live flowers shall be provided and other table decorations should be provided as appropriate. ii. Deviations to the menu are not allowed without prior approval. An approximate time of arrival will be given to the headwaiter for the beginning of the service. e. 16-17 Nov Breakfast: Breakfast will be provided from 0600-0900 for 110 persons in the main restaurant and for 60 persons in the Galerie. Breakfast shall include as a minimum assorted juices and seasonal fruits, assorted bread products, cereals, yogur ts, cheeses, cold meats, butter, jams and eggs, ham and bacon. Unlimited coffee, cappuccino, and a variety of tea shall be included in the breakfast meal. f. Lunch Meal Main Party: 1200-1330 on 15-17 Nov. Meal will be a buffet lunch with a minimum of three meal selections and one vegetarian meal choice for 110 people in the main dining room. The che fs selection of menu will consist of soup, salad, a minimum of three entrees (from beef, poultry or vegetarian), assorted vegetables, potatoes, rice or noodles, bread/rolls with butter, and assorted desserts. Unlimited caffeinated and decaffeinated coffe e and teas shall be included in the meal as well as one non-alcoholic drink with the meal. j. Lunch Meal service 16 Nov Support Staff: a buffet meal service will be available between 1100 - 1300 in the downstairs pub area for our support staff. k. Dinner Meal 16 Nov Local Restaurant (Hotel Makes Reservation): Meal will be a buffet with a minimum of three entree selections and one vegetarian meal choice and one non-alcoholic drink. The buffet will start at 1900 hrs in a private section of the dining room. Dinner will begin at 1900 for 110 people. Deviations are not allowed without prior approval. Supplemental drink service at the tables shall be available on a pay-as-you-go basis. Each table will have a wine list available. A count of p eople will be given as the event approaches with a final count no later than 1 week ahead. i. The tables will be set up in accordance with the diagrams that we provide. Fresh cut or live flowers shall be provided and other table decorations should be provided as appropriate. ii. Deviations to the menu are not allowed without prior approval. An approximate time of arrival will be given to the headwaiter for the beginning of the service. l. Sack lunch: A sack lunch will be provided for 6 persons every evening from 14-16 Nov. The lunch will consist of 2 sandwiches, chips, drink, fruit and cookie or pastry. m. Bar service 15-16 Nov: The bar is to be open at 1600 until approximately 2400. Light snacks (i.e. peanuts and pretzels) should be provided at the bar. Alcoholic and non-alcoholic beverages will be paid for by the individual. n. Conference Breaks 16 - 17 Nov: Coffee breaks for the conference participants shall be in the conference packages for 1.5 days. These breaks are considered to be and integral part of the conference program and will be taken in the conference area only . Coffee breaks will be from 1030-1045 and 1530-1600. Coffee breaks will consist of caffeinated and decaffeinated coffees, variety of assorted teas, water, juice, and assorted cookies
- Place of Performance
- Address: Vicinity of Heidelberg, Germany (within two hours) Campbell Barracks APO AE
- Zip Code: 09094
- Country: EU
- Zip Code: 09094
- Record
- SN01389312-W 20070831/070829221641 (fbodaily.com)
- Source
-
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