SOLICITATION NOTICE
R -- MILITARY AND AEROSPACE PROGRAMMABLE LOGIC DEVICES CONFERENCE
- Notice Date
- 2/21/2008
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- NASA/Goddard Space Flight Center, Code 210.M, Greenbelt, MD 20771
- ZIP Code
- 20771
- Solicitation Number
- NNG08236885Q
- Response Due
- 3/6/2008
- Archive Date
- 2/21/2009
- Point of Contact
- Jasmine Jett, Contract Specialist, Phone 301-286-0689, Fax 301-286-8371, Email Jasmine.N.Jett@nasa.gov - Cynthia L. White, Contracting Officer, Phone 301-286-3596, Fax 301-286-1720, Email Cynthia.L.White@nasa.gov
- E-Mail Address
-
Email your questions to Jasmine Jett
(Jasmine.N.Jett@nasa.gov)
- Small Business Set-Aside
- N/A
- Description
- NASA/GSFC has a requirement for conference meeting space for a maximum of 400 participants for a 4 full day conference to be held Monday - Thursday, 2008, from 8:00AM ? 5:00PM in the greater Baltimore-Washington corridor. The requirement has the following basic specifications: Location: -Greater Baltimore-Washington corridor -Easy access to multiple airports in the Baltimore-Washington area for NASA, international participants (European, South American, and Japanese), other government agencies, industry, and universities -Free shuttle from one of the area airports preferred -Easy access by commuter rail systems or by short taxi rides from airports -Easy access for local attendees in the Baltimore-Washington corridor -Walking access to surrounding restaurants for evening activities Dates: (Full Days Mon-Thurs) - All option dates will be considered, however, preferences are shown in order below. -First option: Sep 15-18, 2008 -Second option: Sep 22-25, 2008 -Third option: Oct 20-23, 2008 -Fourth option: Oct 13-16, 2008 Technical Meeting Requirements includes the following: Main Meeting Space, Audio-visual equipment, Registration Area, Industrial Exhibit, Poster Session, and Side Meeting Rooms. Main meeting space (Monday ? Thursday): -400 attendees (maximum) classroom style (tables and with chairs on one side only) oriented towards a screen on one wall. All tables should be draped with water pitchers and glasses available. A pad of note paper and pens or pencils for each seat. -Extra chairs at rear of meeting room -Podium for speaker Audio-visual Equipment: -2 wireless lavaliere microphones -1 podium microphone -2 microphones on stands (audience) -Computer projector (XGA resolution) w/ remote and laser pointer (option of plugging presenter?s laptop in as well) -Projector screen - 10? with drape -PC with Adobe Acrobat and Powerpoint (Office XP) -NASA will provide a second XGA projector with a smaller projector screen on the side. Hotel shall provide 2 chairs and a table (large enough for 2 laptops provided by attendees). -Labor to support AV as appropriate Registration Area (Sunday - Thursday): -Registration area should be available on Sunday starting at 3PM and ending at 7PM. Mon-Thurs 7:30AM - 5PM -Registration table (8? min) -4 chairs -Electrical power (110V ? 4 outlets) -Internet access (wireless or wired) Industrial Exhibit - IE (Tuesday-Wednesday): -Set up will take place between 3-7PM on Monday -3000 sq ft minimum space for an IE to be held separately and in parallel with presentations in main meeting room -Adequate space for 30-40 8? x 10? exhibit booths (Note: A lesser number of booth space availability if other proposal features are met.) -Electrical power and internet access should be available -Breakdown of exhibit booths Poster Session (Wednesday-Thursday): -Set up for technical poster session after IE breakdown on Wednesday -Adequate space for 15 poster stations (1 poster per side) -15 poster panels (Mobile, free standing, double sided dividers approximately 80?w x 44? h to accommodate posters) -Poster session will be from 8 AM to 5 PM on Thursday -Breakdown of technical poster session Side meeting rooms: -2 rooms that can accommodate up to 25 people available from 8:00 AM to 5:00 PM Tuesday through Thursday (set up in meeting mode with tables and chairs) -1 room that can be used as an on-site meeting committee room for planning (fits 10 people min) and storage of registration materials; Available Sunday at 12:00 PM to Friday at 12:00 PM -All meeting rooms should have electrical power access to support potential AV needs Hotel Requirements: -Hotel rooms: standard size rooms required -Sunday (check-in) through Friday (checkout)room night expected minimums are as follows: Sunday 150 rooms Monday 200 rooms Tuesday 200 rooms Wednesday 200 rooms Thursday 125 rooms -Must be able to accommodate 250 peak, if needed -Lesser hotel room availability will be considered if suitable local alternates are feasible -Federal government per diem rate or less for all rooms in block -FY08 rates are Maximum of $201/night in Washington DC; Maximum $155/night in Baltimore City; Maximum $123/night in Annapolis -Participants are responsible for all room and associated charges -The hotel should provide signs directing participants to the meeting room and the lunch room Food and Beverage: -Four working lunches to be set up in an area separate from the main meeting space. A description of possible selections should be included in the quote (Monday-Thursday). -Note: podium and microphone is necessary for lunch time speakers. Main meeting space is a viable option for lunch location as long as set up would not interfere with main meeting -Lunches shall be buffet, plated, or boxed lunch-style (1 hour max to facilitate meeting schedule and to accommodate lunch-time speaker) and have a choice for different options (i.e., each day has different option) including: Green salad as well as assorted side salads; Sandwich or wraps: Deli tray with meats, cheeses, lettuce, tomatoes,pickles, onions, and condiments; Variety of breads/rolls (whole grain included); Health conscious main dish (alternate to sandwiches); Dessert; Iced tea, sodas and water -Morning breaks (Monday-Thursday) including: Coffee, hot/iced tea, water, juice, and sodas -Afternoon breaks (Monday-Thursday)including: Coffee, hot/iced tea, water, sodas, cookies, brownies, pretzels, and fresh whole fruit, or similar -Note: Morning and afternoon breaks to be set up within close proximity to main meeting space or near exhibits/poster session -Coffee, tea, and water available all day starting at 7:30 AM: Self-serve stations at back of main meeting room or other designated area; Stations to include the following condiments: cream, sugar, sugar substitutes, stirrers, cups, napkins Option: (Pending NASA fund availability): -Four continental breakfasts to be set up near registration area and outside of main meeting room. A description of the items should be included in the quote (Monday-Thursday)including coffee, tea, and assorted juices as well a selection of pastries, breads, and fresh fruit -Ordered leftovers shall be available for morning breaks -If hotel room rates include breakfast, then reduction in breakfast numbers (i.e., 400 attendees ? 200 hotel guest attendees) should be considered *Please provide cost breakdown separately for in-plan (2 breaks, coffee, plus lunch daily) and Breakfast option* Extra consideration will be given for the following features: -Free shuttle or easy rail/metro access from local airports -Actual hotel room rates offered -Government rate for hotel rooms for 2 nights prior to the conference and 2 nights later at a reduced room block level to facilitate side meetings for planning and technical interchange purposes -Free universal wireless access for all attendees in main meeting room -Free parking at the hotel for attendees -Complimentary or reduced cost meeting space based on food and beverage minimum -Food and beverage options to accommodate special need attendees This notice 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, which is issued as a Request for Quotation (RFQ); quotes are being requested and a written solicitation will not be issued. Offerors are required to use the On-Line RFQ system to submit their quote. The On-line RFQ system is linked above or it may be accessed at http://prod.nais.nasa.gov/cgi-bin/eps/bizops.cgi?gr=C&pin= . The information required by FAR Subpart 12.6 is included in the on-line RFQ. The Government intends to acquire a commercial item using FAR Part 12 and the Simplified Acquisition Procedures set forth in FAR Part 13. Interested organizations may submit their quotes, capabilities, and qualifications to perform the effort in writing to Jasmine.N.Jett@nasa.gov no later than 4:30 PM on 03/06/2008 Eastern Time. Questions regarding this acquisition must be submitted in writing to Jasmine.N.Jett@nasa.gov no later than 03/03/2008 Eastern Time. It is the quoter's responsibility to monitor this site for the release of amendments (if any). Potential quoters will be responsible for downloading their own copy of this notice, the on-line RFQ and amendments (if any). Oral communications are not acceptable in response to this notice. An ombudsman has been appointed - See NASA Specific Note "B". Any referenced notes may be viewed at the following URLs link below.
- Web Link
-
http://prod.nais.nasa.gov/cgi-bin/eps/bizops.cgi?gr=D&pin=51#128819
- Record
- SN01514216-W 20080223/080221224954 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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