SOLICITATION NOTICE
R -- SPACE FLIGHT AWARENESS
- Notice Date
- 7/31/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- NASA/Lyndon B. Johnson Space Center, Houston Texas, 77058-3696, Mail Code: BJ
- ZIP Code
- 00000
- Solicitation Number
- NNJ08256995Q
- Response Due
- 8/15/2008
- Archive Date
- 7/31/2009
- Point of Contact
- Belford J. Johnson, Contract Specialist, Phone 281-244-6963, Fax 281-333-0459, - Jessica C. Miller, Contracting Officer, Phone 281-483-6792, Fax 281-333-0459
- E-Mail Address
-
belford.j.johnson@nasa.gov, jessica.c.miller@nasa.gov
- Small Business Set-Aside
- N/A
- Description
- This notice is a combined synopsis/solicitation for commercial items prepared inaccordance with the format in FAR Subpart 12.6, as supplemented with additionalinformation included in this notice. This announcement constitutes the onlysolicitation; offers are being requested and a written solicitation will not be issued.This notice is being issued as a Request for Quotations (RFQ) for hotel accommodationsand banquet facilities for the NASA Awards and Motivation Program, Space Flight Awareness(SFA) Launch Honoree Award Mission Events: STS-125 and STS-126. NASA's Space FlightAwareness Launch Honoree Award is NASAs most prestigious recognition and honors thoseemployees who contribute to ensuring astronaut safety and mission success. The award is presented to approximately 300 NASA civil servants, contractors andInternational Space Agency partner employees. Employees are rewarded with a visit andtour of the Kennedy Space Center as NASA VIP Honorees. The Honorees have the opportunityto view a shuttle launch, attend a reception or dinner in their honor, and meet with NASAmanagement and astronauts, Industry, and International Space Agency officials.This program awards the best contributors and performers in the space business. It isimportant that the experience at the hotel reflects the exemplary level of service theseemployees have provided the Human Space Flight Program. While we are currently requesting offers for the STS-125 Event and the STS-126 Event, andare not currently requesting offers for future events, please note that the SFA programwebsite contains a schedule of upcoming SFA events:http://sfa.jsc.nasa.gov/upcoming_events.cfmHOTEL REQUIREMENTSLocation: The hotel must be within 65 miles of the Kennedy Space Center (KSC). Distanceis determined by utilizing www.mapquest.com. Please provide a copy of this printout.Required Amenities: Standard features required at the hotel include handicap-accessiblerooms and high-speed wireless Internet. Hotel Star Rating: The rating of the hotel shall be 4 diamonds or higher by the AAADiamond Rating System.Site Visit: A site visit inspection will take place 15 business days after receipt ofproposals, unless a site visit has been completed by the SFA Program Team within the last6 months. If you have refurbished your site or made significant changes, you may requesta site visit. Please see attached SFA Site Inspection Checklist at:http://procurement.jsc.nasa.gov/docs/SFA_SITE_INSPECTION_CHECKLIST.doc RESERVATIONS 1. The STS-125 Event is scheduled for October 1-5, 2008, with checkout on October 6,2008.2. The STS-126 Event is scheduled for November 3-7, with checkout on November 8, 2008.Guests shall be permitted to stay 3 days before and after the event at the Governmentrate, providing there is adequate space. Guests are responsible for their expenses duringthese days. The hotel will be required to reserve room block and meeting space with a NASA issuedpurchase order.Individuals will pay for their rooms via credit card upon arrival at the facility. The Federal Government per diem rate or less is requested for all rooms in block (seewebsite below for Government per diem rate). Participants are responsible for all roomand associated charges. The number of rooms required for each day is as follows (sameroom numbers and number of room nights for each event): Day 1 (check in) 100 rooms, Day2 350 rooms, Day 3 - 285 rooms, Day 4 285 rooms, Day 5 220 rooms, and Day 6 25rooms.The GSA per diem website for Orlando can be found at (rates can differ byseason):http://www.gsa.gov/Portal/gsa/ep/contentView.do?queryYear=2008&contentType=GSA_BASIC&contentId=17943&queryState=Florida&noc=T BREAKOUT ROOMS Afternoon of Day 2 thru Day 6 - A minimum of 8 breakout rooms (table seating) arerequired with a capacity of 45, 50, 75, 80, 120, 120, 150, and 200 people, respectively.Rooms shall vary in size from 450 to 2,500 square feet with light reception items, apodium and microphone for audio visual needs.BALLROOM FACILITY Evening of Day 2 A ballroom that is at least 10,000 square feet, with an 18 feet orhigher ceiling to meet audio/visual needs, is required to support the SFA dinner.Approximately 800 people will be in attendance.RECEPTION AREAEvening of Day 4 A reception area is required to support the SFA social reception.Approximately 500 people will be in attendance. A podium and microphone will be needed tomeet audio/visual requirements.AUDIO/VISUAL REQUIREMENTS Hotel should provide contact information for in-house or outside vendors who couldsupport the NASA representative with audio/visual requirements for each event.ADDITIONAL REQUIREMENTS 1. Bell Service For the transportation of boxes, coolers, and miscellaneous itemswithin the hotel. 2. Bus/Coach Parking Availability - Hotel staff shall provide support with thecoordination of bus staging. There will be 2 loading sessions with 5 coaches per session.Hotel staff shall support with loading water and ice filled coolers on buses. 3. Ability to Display Group Signage/Directions. 4. Storage Facility/Event Planner Office - Two adjoining breakout rooms are required theday before check-in and the day of check-out (1 for storage of items and 1 for eventplanner and staff meetings). Each room shall be a minimum of 15 x 30 feet.5. Assistance for the rigging of one 9 foot banner in the conference center lobby.CATERING It is anticipated that food service for the reception or dinner, breakfast events, andafternoon events will be approximately $114,000 for NASA and 5 different NASA contractorscombined. The catering service will be bifurcated. (NASA will be issuing a purchase ordercontaining NASAs portion of the food service, estimated at $64,000. A contractorrepresentative will coordinate payment with the selected hotel for their food services,estimated to be approximately $50,000). Please provide a price per plate for each of theevents below. A. Dinner Award Event (Evening of Day 2) Sit down dinner for approximately 800 persons:Suggested menu items for a 3-course dinner includes: salad, main course to includechicken and beef with 2 sides and bread, dessert, coffee, and tea. B. Afternoon Award Events (Afternoon of Day 2) - There will be 8 of these events. Onemenu will be used and might include (sample only): light hors d'oeuvres such as meat andcheese tray and fruit. The estimated attendance for the 8 events is approximately 45 -200 attendees, respectively. C. Evening Social Reception (Evening of Day 4) - Stand up evening reception forapproximately 500 persons. Menu items for the stand up reception to include heavy horsd'oeuvres, (sample only): carving station with beef and/or turkey, hot and cold horsd'oeuvres such as spring rolls, antipasto plates to include assorted meats, cheeses,grilled vegetables and assorted marinated vegetables, breads, and 5-6 dessert selectionsNote - Prior arrangement will be needed for any dietary or allergy restrictions. INTERESTED PARTIES SHALL PROVIDE THE FOLLOWING IN THEIR RESPONSE 1. Please provide all of the information requested and your Best and Final Offer. Therewill be no price negotiations after bids are received. 2. A detailed breakdown of all associated costs including room rates, parking (ifapplicable), menu pricing per person, light reception items price list, podium,microphone and banner rigging charges. 3. A separate bid for each of the individual events for which you have the capacity andavailability to provide a quote (there are 2 total events).4. A discussion on the facility and its ability to meet the requirements noted above. Inyour discussion be sure to provide a printout demonstrating the star rating of thefacility. 5. Provide a copy of the Hotels standard Commercial Terms & Conditions normally utilizedfor an event of this nature. 6. Proposed rates for Government travelers based upon the requirements herein. 7. Breakdown of any other additional costs such as wireless service, copy fees, audiovisual support, etc. 8. Proposed menu and pricing per person for a sit down dinner, afternoon award events,and light reception items. 9. If you are an event planner or an independent party providing an offer, you shallprovide a copy of the signed written agreement between you and your selected hotelguaranteeing the reserved block of rooms, room rate, facilities, amenities, and cateringservices to be provided for the event. As a reminder, payment of the rooms will be madedirectly to the hotel by event attendees and will not be covered by a government issuedpurchase order. 10. Cage Code: A Cage Code must be provided to NASA in order to conduct business with theFederal Government. This is an identification number required of contractors by allfederal agencies and issued by the CCR at www.ccr.gov. Sellers interested in obtaining aCage Code must have a Duns & Bradstreet D-U-N-S number in order to register with CCR.Note: NASA is a federal agency and is exempt from State of Florida Sales Tax and FederalExcise Tax. The tax exempt ID number is 302-37-334 The provisions and clauses in the RFQ are those in effect through FAC 2005-26.The NAICS Code and the small business size standard for this procurement are 721110 and$6.5M, respectively. The offeror shall state in their offer their size status (small orlarge) for this procurement. All responsible sources may submit an offer which shall be considered by the agency.Offers for the items(s) described above are due by August 15, 2008 to NASA Johnson SpaceCenter, 2101 NASA Parkway, Houston, Texas 77058 by 3:00 PM CST and must include,solicitation number, FOB destination to this Center, proposed delivery schedule,discount/payment terms, warranty duration (if applicable), taxpayer identification number(TIN), identification of any special commercial terms, and be signed by an authorizedcompany representative. Offerors are encouraged to use the Standard Form 1449, Solicitation/Contract/Order forCommercial Items form found at URL:http://server-mpo.arc.nasa.gov/Services/NEFS/NEFSHome.tml Offerors shall provide the information required by FAR 52.212-1 (JUNE 2008), Instructionsto Offerors-Commercial Items, which is incorporated by reference. FAR 52.212-4 (FEB 2007), Contract Terms and Conditions-Commercial Items is applicable. Addenda to FAR 52.212-4 are as follows: [See ADDITIONAL CLAUSES section below].FAR 52.212-5 (JUNE 2008), Contract Terms and Conditions Required To Implement Statutesor Executive Orders-Commercial Items is applicable and the following identified clausesare incorporated by reference:52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-36,52.225-1, 52.225-13, and 52.232-34. The FAR may be obtained via the Internet at URL: http://www.acquisition.gov/far/index.html The NFS may be obtained via the Internet at URL: http://www.hq.nasa.gov/office/procurement/regs/nfstoc.htm All contractual and technical questions must be in writing (e-mail or fax) to BelfordJohnson not later than August 7, 2008. Oral communications will not be accepted. Selection and award will be made to that offeror whose offer will be most advantageous tothe Government, with consideration given to the factors of proposed technicalmerit(location, site visit inspection, hotel rating) and price of requested items. It iscritical that offerors provide adequate detail to allow evaluation of their offer. (SEEFAR 52.212-1(b)).Offerors must include completed copies of the provision at 52.212-3 (JUNE 2008), OfferorRepresentations and Certifications - Commercial Items with their offer. These may beobtained via the internet at URL:http://prod.nais.nasa.gov/eps/Templates/Commercial_Greater_Than_25K.doc. Theserepresentations and certifications will be incorporated by reference in any resultantcontract.An ombudsman has been appointed -- See NASA Specific Note "B".Prospective offerors shall notify this office of their intent to submit an offer. It isthe offeror's responsibility to monitor the following Internet site for the release ofsolicitation amendments (if any):http://prod.nais.nasa.gov/cgi-bin/eps/bizops.cgi?gr=D&pin=73. Potential offerorswill be responsible for downloading their own copy of this combinationsynopsis/solicitation and amendments (if any).Any referenced notes may be viewed at the following URLs linked below.ADDITIONAL CLAUSES If your hotel is selected, the following clauses will apply: AMERICANS WITH DISABILITIES ACT Hotel agrees to comply with its obligations under thisact. CANCELLATION It is agreed and understood that government agencies are not permitted topay for services/accommodations that are not actually rendered, and therefore cannotagree to any standard cancellation terms. DEPOSIT Advance payment deposits will not be paid. Services will be paid for asrendered. The Government is not permitted to make advance payments or make payments forservices not rendered. LAUNCH DELAY CLAUSE - In the event of a launch date change, the purchase order will beextended to accommodate the room block for the next two launch attempts for the specificevent(s) you have been awarded (i.e. STS-125 or STS-126) within a period of 1 year fromthe date of the original agreement. If the hotel is unavailable to support NASAsrequirement, this contract will be null and void and no damages shall be incurred byeither party.FEDERAL LAWS - This Agreement shall be governed, construed, and enforced in accordancewith Federal laws. If no existing Federal Law applies, State of Florida laws will govern.RIGHT OF TERMINATION FOR CAUSE Either party may terminate this Agreement however, forany one or more of such reasons upon written notice to the other party within five (5)days of such occurrence or receipt of notice of any of the following occurrences. ThisAgreement is, however, subject to termination for cause without liability to theterminating party, under any of the following conditions: a) The parties' performance under this Agreement is subject to acts of God, war,government regulation, terrorism, disaster, strikes, civil disorder, curtailment oftransportation facilities, or any other emergency of a comparable nature beyond theparties' control, making it impossible, illegal or which materially affects a party'sability to perform its obligations under this Agreement. b) In the event that either party shall make a voluntary or involuntary assignment forthe benefit of creditors or enter into bankruptcy proceedings prior to the date of NASA'smeeting, the other party shall have the right to cancel this Agreement without liabilityupon written notice to the other. c) The Hotel shall promptly notify NASA if there is a change in the management companywhich operates the Hotel prior to the meeting, in which event NASA shall have the rightto terminate this Agreement without liability upon written notice to the Hotel. d) In the event of termination by the Hotel under this section, the Hotel shall refundall deposits and/or prepayments made by NASA within five (5) days of the notice. ROOM BLOCK GUARANTEE The group may substitute names, cancel and replace reservations,add names, and change arrival/departure dates of any attendee up to the day of arrival aslong as rooms are available within the contracted block. CUT-OFF DATE NASA will have until 21 days before each event to send in the completedguest list. At this time, hotel will be permitted to release any portions of theguestroom block that is not needed.
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