SOLICITATION NOTICE
X -- HOTEL AND EXHIBIT AREA FACILITIES FOR THE DEFENSE AMMUNITION CENTER'S 17TH ANNUAL GLOBAL DEMIL SYMPOSIUM
- Notice Date
- 8/5/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Army, U. S. Army Materiel Command, McAlester Army Ammunition Plant, McAlester Army Ammunition Plant, Attn: SOSMC-PC, 1 C Tree Road, McAlester, OK 74501-9002
- ZIP Code
- 74501-9002
- Solicitation Number
- W44W9M08T0274
- Response Due
- 8/25/2008
- Archive Date
- 10/24/2008
- Point of Contact
- Kent Hackett, 9184206177
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial requirements prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. Proposals are being requested and a written solicitation has been issued, and is also available on the Army Single Face to Industry website. https://acquisition.army.mil/asfi/default.cfm This solicitation number, W44W9M-08-T-0274 is issued as a request for quotation (RFQ) and incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-09. This Request for Quotations is issued, as an UN-RESTRICTED procurement. Responses will be accepted from any responsible source. The associated SIC code is X191, NAICS code is 721110. Requirements: McAlester Army Ammunition Plant, McAlester, Oklahoma, has a requirement for the following: SCOPE OF WORK Facility for 17th Global Demilitarization Symposium and Exhibition May 2009 The following information is provided as basic requirements to support and conduct the 17th Global Demilitarization Symposium and Exhibition sponsored by the Joint Ordnance Commanders Group (JOCG) Munitions Demilitarization/Disposal (Demil/Disposal) Subgroup and hosted by the Technology Directorate (SJMAC-TD), U.S. Army Defense Ammunition Center (DAC), McAlester, OK. Location: Proximity of San Diego California, accommodating a tour of General Atomics. General Atomics, 3550 General Atomics Court. San Diego, CA 92121-1122 Hotel Parking costs should be a consideration. Hotel Event Dates (Preferred):Monday 11 May 2009 Friday 8 May 2009 Alternate Date: Monday 11 May 2009 Friday 15 May 2009 The hotel should have the capability / availability to accommodate 1,170 persons / rooms total, from Sunday through Friday night. Room rates are required to meet the Government Per Diem Room Rate for the area for all government employees attending the symposium. The government room rate should be expended to all symposium attendees. Sunday 20 Rooms Monday 350 Rooms Tuesday 300 Rooms Wednesday 250 Rooms Thursday 150 Rooms Friday 100 Rooms Saturday final checkout MEETING SPACE REQUIREMENTS WITHIN HOTEL: Monday 6:00 AM 9:00 PM 7 Meeting rooms: 6:00 AM 9:00 PM, U-shaped or hollow square seating. Appropriate sized screen, cart with extension cords. Coffee and water will be supplied & refreshed throughout the day. The following are details of the 7 required meeting rooms 1 room with projector. Room to accommodate up to 40 people with chairs lined against the wall for additional seating. 1 room with projector. Room to accommodate up to 25 people. 2 rooms that will accommodate up to 25 people. 1 room with projector that will accommodate up to 15 people. 2 rooms that will accommodate up to 15 people. Exhibitor Area: Setup 10:00 AM 5:00 PM; there should be space for at least 45 exhibitors with a 10x10 space for each. Exhibitor floor should be open for display from 5:00 PM 7:00 PM. There will be a sponsored Banquet and Event order this evening. Tuesday 1 General Session Meeting Room: 7:00 AM 7:00 PM, to accommodate up to 500 people, Classroom seating, dressed tables, 3 people per 6 feet minimum, with centrally located raised podium and arranged to view 2 large angled projection screens, and seating for panel at podium. Audio (clear sound) capability, built in system. Coffee and water to be provided and setup in back of the room. Coffee and water to be provided and refreshed throughout the day. 7 Meeting rooms: 6:00 AM 9:00 PM, U-shaped or hollow square seating. Appropriate sized screen, cart with extension cords. Coffee and water will be provided and refreshed throughout the day. The following are details of the 7 required meeting rooms 1 room with projector. Room to accommodate up to 40 people with chairs lined against the wall for additional seating. 1 room with projector. Room to accommodate up to 25 people. 2 rooms that will accommodate up to 25 people. 1 room with projector that will accommodate up to 15 people. 2 rooms that will accommodate up to 15 people. Morning Break: 7:00 AM 8:30 AM, for 350 people to include an assortment of breakfast pastries/muffins, various fruits, various juices, coffee, water, tea. Afternoon Break: 2:30 PM 3:30 PM, for 350 people to include an assortment of baked cookies, assorted soft drinks, milk, coffee, water, tea. Held in exhibit area. Exhibitor Area: 8:00 AM 7:00 PM, There should be space for at least 45 exhibitors 10x10 space each. From 5:00 PM 7:00 PM there will be a sponsored Banquet and Event order this evening. Wednesday 1 General Session Meeting Room: 7:00 AM 7:00 PM, to accommodate up to 500 people, classroom seating, dressed tables, 3 people per 6 feet minimum, with centrally located raised podium and arranged to view 2 large angled projection screens, and seating for a six member panel at the podium. Audio (clear sound) capability, built in system. At a designated time, to be determined, the room will break out into two rooms for an A and B Session with 250 seats in each. Coffee and water to be provided and setup in the back of the meeting room. Coffee and water to be refreshed throughout the day. 7 Meeting rooms: 6:00 AM 9:00 PM, U-shaped or hollow square seating. Appropriate sized screen, cart with extension cords. Coffee and water to be provided and refreshed throughout the day. The following are details of the 7 required meeting rooms 1 room with projector. Room to accommodate up to 40 people with chairs lined against the wall for additional seating. 1 room with projector. Room to accommodate up to 25 people. 2 rooms that will accommodate up to 25 people. 1 room with projector that will accommodate up to 15 people. 2 rooms that will accommodate up to 15 people. Morning Break: 7:00 AM 8:30 AM, for 300 people to include an assortment of breakfast pastries/muffins, various fruits, various juices, coffee, water, tea. Afternoon Break: 2:30 PM 3:30 PM, for 300 people to include an assortment of baked cookies, assorted soft drinks, milk, coffee, water, tea. Held in exhibit area. Exhibitor Area: 8:00 AM 5:00 PM (breakdown), there should be space for at least 45 exhibitors 10x10 space each. Thursday 2 A and B Session Meeting Rooms: 7:00 AM 7:00 PM, to accommodate up to 250 people each, classroom seating, dressed tables, 3 people per 6 feet minimum, with centrally located raised podium and arranged to view 2 large angled projection screens. Audio (clear sound) capability, built in system. 7 Meeting rooms: 6:00 AM 9:00 PM, U-shaped or hollow square seating. Appropriate sized screen, cart with extension cords. Coffee and water will be provided and refreshed throughout the day. The following are details of the 7 required meeting rooms 1 room with projector. Room to accommodate up to 40 people with chairs lined against the wall for additional seating. 1 room with projector. Room to accommodate up to 25 people. 2 rooms that will accommodate up to 25 people. 1 room with projector that will accommodate up to 15 people. 2 rooms that will accommodate up to 15 people. Morning Break: 7:00 AM 8:30 AM, for 200 people to include an assortment of breakfast pastries/muffins, various fruits, various juices, coffee, water, tea. Afternoon Break: 2:30 PM 3:30 PM, for 200 people to include an assortment of baked cookies, assorted soft drinks, milk, coffee, water, tea. NOTE: All of the meeting rooms must be free of obstructions (including columns) to allow a full view of the speakers and projection screens at all times. REGISTRATION AREA WITHIN HOTEL: Area to set up a registration desk to accommodate 3 tables and 4 people. 2 Internet connections preferable. Storage room available nearby to store equipment. AUDIO/VISUAL EQUIPMENT REQUIREMENTS: Meeting rooms:1 each collapsible screen approx 6 x 6 no trim 1 each electrical extension cord with cart. 1 each projector (as required per room) General Session room: 2 each Ballroom Projectors 3000 Lumens each or bright enough to accommodate the room size 2 each Screens approx 9 x 12 with trim kit 1 stage / riser to accommodate speaker podium 1 each podium microphone system 2 each wireless microphone systems (stands) 1 each wireless lapel microphone system Other required equipment to connect system to 1 laptop computer, which will run power point presentations, audio and video movies. Audio capability for projecting video clips with sound. No technicians will be required to operate equipment EXHIBIT REQUIREMENTS: Must have space for at least 45 exhibitor booths, with 10x 10 dimensions each. All exhibitor displays must be in a central location in one controlled area. No exhibitor displays permitted in foyer or hallways. Setup time will be available by Monday at 10:00 AM. Breakdown will be from 5-7 PM on Wednesday. Hotel will provide room setup to include pipe and drape and all other requirements to host an exhibitor function. Hotel will accept incoming and outgoing shipments at no additional cost to the exhibitor or to the government. EXHIBIT SECURITY GUARD REQUIREMENTS: Two security guards will be required during the Demil Symposium to check badges and walk the exhibitor premises during the exhibitor booth hours. Guards will be briefed on what badges look like upon their arrival. Times needed: Monday, from 9:00 AM until 7:00 PM. Tuesday, from 7:00 AM until 7:00 PM. Wednesday, from 7:00 AM until 5:00 PM. Job details: Both guards will check badges at the front entrance to the exhibitor area. On Monday, from 9:00 AM to 5:00 PM, only permit people to enter the exhibitor area who have an exhibitor access badge, from 5:00 PM to 7:00 PM anyone with a Demil Symposium badge will be permitted to enter the exhibitor area. On Tuesday, from 7:00 AM to 9:00 AM, only permit people to enter the exhibitor area who have an exhibitor access badge, from 9:00 AM to 7:00 PM anyone with a Demil Symposium badge will be permitted to enter the exhibitor area. On Wednesday, from 8:00 AM to 9:00 AM, only permit people to enter the exhibitor area who have an exhibitor access badge, from 9:00 AM to 5:00 PM, anyone with a Demil Symposium badge may enter the exhibitor area. From 5:00 PM to 7:00 PM only people with exhibitor access badges may enter for tear down. On all three days, one guard needs to walk the premises of the exhibitor area every hour to ensure security. The other guard will remain at the entrance to check badges. Lunch and other breaks may be alternated between the two guards. One guard must be at the entrance checking badges at all times. When guards are not on duty, the exhibit area will be locked and limited access permitted. The Hotel Event Manager will brief the security guards at the start of the symposium. TRANSPORTATION: Four each, deluxe motor coach buses with drivers on Friday, 7:00 AM 5:00 PM Buses must have operable PA systems for tour of General Atomics facility. The drivers must have proof of United States Citizenship (Valid Picture ID, Drivers License or Valid Immigration document). Proof of insurance and vehicle registration is also required. WIFI CONNECTION: It is preferred that the conference area have a WiFi connection code available for all attendees. CONCESSIONS/COMPLIMENTARY UPGRADES: Eight or more suites (complimentary) with at least one hospitality suite for VIPs, and/or concierge level rooms to be available Sunday night through Saturday morning checkout. Other complimentary upgrades based on rooms reserved. FAR provisions and clauses cited in this solicitation may be accessed through the Internet at http://www.arnet.gov/far/. Offerors are directed to the solicitation provision at FAR 52.212-1, Instructions to Offerors--Commercial Items (JAN 2006), which applies to this acquisition and is hereby incorporated by reference. Offerors are reminded to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications--Commercial Items (MAR 2005) with their offer. Applying the provision at FAR 52.212-2 Evaluation-Commercial Items, the Government will award a contract resulting from this solicitation to the responsible offeror whose offer, conforming to the solicitation, will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Price and the ability of the facility to meet the salient characteristics as noted in the Scope of Work. Evaluation will be in accordance with FAR Part 13.106-2 and will incorporate a determination as to the best value to the government. The government reserves the right to a site visit of the facility prior to any award. Technical and past performance, when combined, will be factors considered for this award. The respondants are required to provide three (3) references that can attest to the facilities successful completion of similar events. The following clauses are incorporated by reference and will be included in any resultant contract. The clauses 52.212-4, Contract Terms and Conditions--Commercial Items (SEP 2005). The clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (FEB 2006), is hereby incorporated by reference. The following paragraphs under this clause apply to this solicitation and any resultant contract:(b)(1) 52.203-6, (b)(7) 52.219-8, (b)(9) 52.219-14, (b)(13) 52.222-3, (b)(14) 52.222-19, (b)(15) 52.222-21, (b)(16) 52.222-26, (b)(17) 52.222-35, (b)(18) 52.222-36, (b)(19) 52.222-37, (b)(21) 52.225-1 (b)(24) 52.225-13, (b)(29) 52.232-33, (b)(32) 52.239-1, Signed and dated quotes shall be submitted to McAlester Army Ammunition Plant, Bldg 8, 1 C Tree Road, McAlester OK, 74501, Attn: Mr. Kent W. Hackett, on or before 5:00 p.m. (CST), August, 25, 2008. Email quotes may be sent to kent.w.hackett@us.army.mil and facsimile quotations may be submitted to 918-420-6536. Payment for the award will be through Wide Area Work Flow (WAWF) unless otherwise negotiated prior to award. NOTE: Unless the offeror notifies the contracting officer, at time of submission of its initial quote, of an objection to disclosure of its unit price, the Government reserves the right to publicly release (which would include, but is not limited to, a public award synopsis, contractor debrief, procurement history posting, or Freedom of Information Act (FOIA) requesting the unit price(s) stated in the award under this solicitation. Any objection must be submitted in writing, providing a detailed explanation of how release of the awarded unit price would result in a substantial competitive harm. Objections will be reviewed to determine whether harm has been substantiated. Failure to notify the contracting officer by the close of this solicitation waives any objection to disclosure of the unit price. A unit price is defined as the specified amount to be paid by the Government for the goods or services stated per unit, contract line item, or separately identified contract deliverable. The term unit price does not include any information on how the unit price was determined. This constitutes notification pursuant to Executive Order 12600.
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- Place of Performance
- Address: McAlester Army Ammunition Plant Attn: SOSMC-PC, 1 C Tree Road McAlester OK
- Zip Code: 74501-9002
- Zip Code: 74501-9002
- Record
- SN01632038-W 20080807/080805223915-8116914319e9d72e38bc9e89235cbfc2 (fbodaily.com)
- Source
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