SPECIAL NOTICE
X -- LEASE-RENT OF CONFERENCE SPACE
- Notice Date
- 4/21/2008
- Notice Type
- Special Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Justice, Drug Enforcement Administration, Office of Acquisition Management, None, Washington, District of Columbia, 20537
- ZIP Code
- 20537
- Solicitation Number
- DEA-08-TR-0016
- Response Due
- 5/6/2008 3:00:00 PM
- Point of Contact
- Ghazala Shabnam,, Phone: (202) 307-7826
- E-Mail Address
-
ghazala.x.shabnam@usdoj.gov
- Description
- The Drug Enforcement Administration (DEA), Philadelphia Field Division, has a requirement for a facility to provide services related to hosting a training program entitled “Diversion State and Local No. 16, from June 17 – 19, 2008 in the Philadelphia, PA area. Services required will include: lodging of seminar participants; conference room space and related services. The acquisition will be conducted through the Federal Acquisition Regulation (FAR) Part 13 “Simplified Acquisition Procedures”. A solicitation will not be issued. The reference number for Request for Proposal is DEA-08-TR-0016. The North American Industry Classification System Code (NAICS) is 721110. The Small Business Size is $6.0 million. The proposal representing the best value will be determined by the following criteria, in descending order of importance: (1) Availability, (2) Location, (3), Price. HOTEL REQUIREMENT FOR JUNE 16 – 19, 2008 (1) The contractor shall provide for seminar attendees approximately forty-eight (48) Government- funded guest rooms at the Government per diem rate or below for the period of June 16-19, 2008. The hotel shall provide lodging for approximately forty-eight (48) attendees, as well as simultaneously accommodate other activities from June 17, 2008 through June 19, 2008. The number of attendees is an estimate and may change by as much as twenty percent (20%). The check-in-date for seminar attendees will be Monday, June 16, 2008, and check-out date will be Friday, June 20, 2008. The conference dates are from Tuesday, June 17, 2008 thru Thursday, June 19, 2008. The total number of nights in the hotel for the conference will be four (4) nights for each of the approximately forty eight (48) attendees. During this time period, DEA staff will also be preparing for the participants and confirming arrangements. It is estimated that DEA will purchase approximately 192 room nights for this seminar. The vendor shall provide cost estimates as if all anticipated participants were attending; however, the vendor will only be paid for the actual number of attendee room nights used. Every effort will be made to provide the vendor with an accurate attendance numbers as far in advance as possible. The guest sleeping rooms at a minimum shall include: coffee maker, hair dryer, iron and ironing board, wireless internet access, and television. The meeting/conference room shall be approximately at least 2400 square feet per room. The hotel shall provide adequate security personnel within the hotel; parking availability, provide parking quote for approximately one hundred (100) vehicles for 4 days; per diem pricing; walking distance proximity to restaurants and physical fitness centers. Technical Requirement: The conference room shall be reserved exclusively for DEA’s use entirely during the period from June 17, 2008 through June 19, 2008 in order to prepare and present the training conference, which includes setting up the classroom and testing the technical equipment. The conference room will be used on a daily basis, Tuesday through Thursday from 8:00 a.m. to 5:00 p.m. Additionally, on Monday, June 16, 2008, DEA staff will require two long tables with two chairs at each table to be used to register attendees for the training seminar, inform them of conference activity, and provide them with handouts of the scheduled events Requirements are as follows: on June 17, 2008, two long tables with two chairs at each table are to be placed outside of the conference room area to register those attendees that did not register the day prior. From June 17, 2008 through June 19, 2008, a meeting room at approximately 2400 square feet is required to accommodate 102 participants, seating two participants per 6’ table or 3 per 8’ table. From June 16 through June 19, 2008, work space for ten (10) DEA persons is required adjacent to the conference room, which can accommodate the DEA staff, instructors and any materials that will be utilized during the training seminar. This work space will also be used as a security area for screening individuals attempting to enter the conference room. DEA staff and instructors will utilize this work space on a daily basis. Requirements include availability to a copy machine, internet access, and a conference size table with 6 chairs. Cellular phone usage shall be available throughout the hotel, including the conference room, the rooms and common access areas. The conference room and work area shall be secured each night and the housekeeping staff will only be permitted into the room(s) at the close of the day’s class or prior to the start of the next day’s class and in the presence of DEA-affiliated personnel. AM/PM Break Set-ups: 1. From June 17, 2008 thru June 19, 2008: AM and PM breaks for approximately 100 people shall be served for total number of three (3) days. Snacks (freshly brewed coffee, decaffeinated coffee, herbal tea selection, orange juice, bottled water, muffins, assorted flavored Danishes, assorted bagels with spreads, and seasonal fresh sliced fruit) shall be served for the 9:30 a.m. morning break, and the 2:30 p.m. break should consist of (freshly brewed coffee, decaffeinated coffee, herbal tea selection, assorted soft drinks, bottled water, freshly baked cookies, and whole fresh fruit outside of the conference rooms each day and remain there for the remainder of the day. Location/Transportation: The hotel shall be located with a 20 mile commuting distance of the Philadelphia International Airport. In addition, the hotel shall be within walking distance of 5-10 minutes or less to restaurants, entertainment areas and shopping, or complimentary shuttle services shall be provided to these amenities as requested by the attendees. A courtesy shuttle to and from the airport to the hotel is requested. Please include the price of the shuttle in the proposal if the shuttle is not complimentary. Others: 1.During the conference dates there shall be no remodeling, construction, or painting in process at the hotel which would cause a disturbance to the conference or the attendees. 2.Proposals shall include a layout of the hotel facilities and the proposed guest floor(s). 3.Audio-visual equipment (VHS, DVD, Projector, Lapel and hand held microphones, etc.); podium, sound system, phone, fax, and copying services are required. Please include the price per service mentioned above in the proposal, if these services are not complimentary. 4.A complete listing of the previous day’s charges shall be provided to the seminar coordinator each day. All proposals shall include an itemized list of all service charges, rental charges, and/or use costs. The proposal shall reflect the total amount that will be billed. 5.The proposal shall include a list of all contact persons at the hotel, e.g., General Manager, Catering Coordinator, etc., and their phone numbers. 6.After the contract is awarded, questions regarding logistics or billing shall be directed to the DEA seminar coordinator only. If DEA personnel have questions regarding rooms or billing, or any problems or situations arise, the hotel seminar manager will be notified by DEA seminar coordinator and corrections shall be made as soon as possible. 7.Pursuant to 26 U.S.C., the Secretary of the Treasury has exempted the United States Government from state and local taxation. As an agency of the Federal Government, The Drug Enforcement Administration is exempt from state and local taxes, including hotel taxes when direct payments (electronic funds transfer) are made to the vendor by the Government. All quotes must be received no later than 3:00PM (Eastern Standard Time) on May 6, 2008 to the Department of Justice, Drug Enforcement Administration, Office of Acquisition Management, Services Support Unit, 8701 Morrissette Drive, Springfield, VA 22152-1080, Attn: Ghazala Shabnam, Contract Specialist. All communications concerning this announcement must be in writing and received by 3:00PM (Eastern Standard Time) no later than seven (7) calendar days after the publication date of the notice. (Collect calls will not be accepted). No solicitation is available. Closing date is May 6, 2008.
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