SOLICITATION NOTICE
X -- GSA Child Care Conference
- Notice Date
- 9/10/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- General Services Administration, Public Buildings Service (PBS), Center for Management Support and Administrative Services (PH), General Services Administation, P.O. Box 821635, North Richland Hills, Texas, 76182-1635
- ZIP Code
- 76182-1635
- Solicitation Number
- GS-00P-09-0001
- Response Due
- 9/24/2008
- Archive Date
- 10/9/2008
- Point of Contact
- Lisa M. Daniels, Phone: (817) 281-1501
- E-Mail Address
-
lisa.daniels@gsa.gov
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will NOT be issued. This solicitation document incorporates provisions and clauses which are in effect through Federal Acquisition Circular (FAC) 2001-01. The NAICS is 72110 and the Small Business Size Standard is $5 million. The General Services Administration intends to block single occupancy sleeping rooms, procure meeting space and meals for their 20th Annual GSA Child Care Training Conference. DATES: Weeks of July 6th, July 13th, July 20th, Or July 27th (not in order of date preference we will consider ANY of these dates). Preferably Tuesday-Thursday for conference space, registration area, storage and meeting space for 10 people on Monday MEETING ROOM/FOOD AND BEVERAGE REQUIREMENTS: Sunday-MondayPre-conf Meetings (FAA/SSA/VA) 3 Meeting rooms for 50 people classroom MondayPre-conf meeting Office of Child Care (10 ppl u shape) Sunday-Friday Staff Office (very spacious) for 10ppl Conference style Tuesday 8am-5pmRegistration Area 4 staff 8am-12pmCoordinators Meeting25 ppl u-shape 8 am - 5 pmDisplay area (foyer)10-15 tables (6 ft) 8am 12pmSSA Meeting50 ppl classroom 8am 12pmFAA Meeting50 ppl classroom 8am 12pmVA Meeting50 ppl classroom 12pm 2pmOpening Luncheon375-425 ppl rounds 2pm-5pmConcurrent Sessions6 each 50-150 ppl 4pm 5pmRegional Meetings8 each 30-50 ppl theatre 5:30- 7pmOpening Awards Reception350-400 ppl rounds Wednesday 7:30 am - 5 pm Registration Area 4 staff 7:30 8:30 am Continental Breakfast 350-400 ppl rounds of 10 8 am - 5 pmDisplay area (foyer)10-15 tables (6 ft) 8am-5pmGeneral Session350-400 ppl theatre (Time TBD) 8am-5pmConcurrent Sessions6 each 50-150 ppl 12:00 - 2:00 pmLuncheon300-350 ppl rounds of 10 2pm-5pmConcurrent Sessions6 each 50-150 ppl Thursday 7:30 am - 5 pm Registration Area for 4 staff 7:30 8:30 am Continental Breakfast 350-400 ppl rounds of 10 8 am 12pmDisplay area (foyer)10-15 tables (6 ft) 8am -12pmGeneral Session 350-400 ppl theatre (Time TBD) 8 am 12pmConcurrent Sessions6 each 50-150 ppl 12:00 - 2:00 pmLuncheon300-350 ppl rounds 2:00 pmEvent Ends Prefer meeting space on one-two floors only. Registration area should be located within close proximity to General Session & CB/Luncheon Room. Breakout rooms should be easily accessible to registration area, GS, CB/luncheon room, but most importantly they should be located together. Although we prefer classroom style setup, if you can only do a portion of the rooms in classroom, we will consider theatre style (please be specific in your proposal listing all meeting room names, sizes, capacities and setup proposed). Mid morning and afternoon breaks will be provided daily for events held at hotel, time not established. Provide catering menu price list for reception, breakfasts, lunches, and refreshment breaks. Indicate discount off menu prices, if applicable. The following event specifications for hotels considered must meet the following criteria: HOTEL LOCATION AND ACCOMMODATIONS: 1. Cities considered: Orlando, FL; Minneapolis, MN; Las Vegas, NV; Nashville, TN; Salt Lake City, UT; San Antonio, TX 2. Downtown 2. Accommodate both meeting and lodging needs in the same establishment. 3. Single occupancy rate to be within or less than Government per diem allowance per for your city is: Orlando $109/per night Minneapolis $130/per night Las Vegas $105/per night Nashville $117/per night Salt Lake City $102/per night San Antonio $117/per night 4. Hotel located in safe, well-lighted area. 5. Rate must be offered three (3) days pre and post the proposed conference dates. LODGING REQUIREMENTS: Saturday25 rooms Sunday50 rooms Monday 125 rooms Tuesday 350 rooms Wednesday 350 rooms Thursday 200 rooms Friday 25 rooms Saturday25 rooms 1.Cutoff date 3 weeks prior to arrival. 2.Rooms equipped with sprinkler system in each sleeping room. 3. Individual sleeping rooms to be equipped with telephone data ports. 3.No additional charge for double occupancy or children 4.Hotel to agree to a DO NOT WALK policy for all attendees MEETING SPACE: 1. Ample adjustable room lighting conducive for training environment. 2.General session room setup by 7:00 am each day 3.General session room shall include adequate space to accommodate a centered stage, panel/head table (seating up to 8 people), training equipment; VCR, overhead projector, 2 projection screens, LCD projector, and laptop computer. 4. Break out rooms shall include adequate space to accommodate a screen, LCD projector and laptop computer. 5. NOTE: AV Equipment to be provided by either the Government and/or an A/V company that may or may not be the hotel on-site A/Vcompany (this will be procured separately after requirements are determined). 6. Registration table set up outside general session room to accommodate 4 people in L shape with office and/or storage space located nearby. MANDATORY REQUIREMENTS: 1. Hotel must be compliant with Hotel/Motel Fire Safety Act of 1990, 15 U.S.C. 2201 et. seq (Public Law 101-391) and must hold a FEMA Certification Number (See FEMA-http://www.usfa.fema/gov/hotel). (2) Hotel must be compliant with American with Disabilities Act (ADA), 42 U.S.C. Section 12101 et. seq. (3) Hotel must be registered in Central Contracting Registry (CCR) (www.ccr.gov). PROCUREMENT HISTORY: 2008 San Francisco, CA Parc55 2007 Washington, DC Omni Shoreham Hotel 2006 Chicago Hyatt McCormick Place 2005 Seattle - Westin 2004 Boston Seaport Boston 2003 Denver Adams Mark 2002 Philadelphia Marriott 2001 - Las Vegas Ballys 2000 New York Marriott Marquis 1999 San Diego - Marriott Marina CLAUSES/PROVISIONS: The provisions at FAR 52.212-1, Instructions to Offers-Commercial; FAR 52.212-2, Evaluation-Commercial Items; FAR 52.212-3, Offeror Representations and Certifications-Commercial, Offer Representations and Certifications - Commercial Items, (NOTE - offers are to submit completed copy with their offer, clause is attached to this combined synopsis/solicitation); FAR 52.212-4, Contract Terms and Conditions, Commercial Items; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items. EVALUATION: FAR 52.212-2 -- EVALUATION -COMMERCIAL ITEMS (JAN 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers and are listed in descending order of importance: 1 - Meeting Space (i.e., Appropriate size/location of General Session meeting space; Layout and location of Breakout Rooms, office, Adjacent ballroom space for reception, meals; Adjacent space for exhibit display area. ) 2 - Conference Charges A - Lodging Rate - $___________/night B - Meeting Rooms (based on 80% pickup of room block) General Session Room - $_____________/day Breakout Room - $_______________/room/day Reception Room - $______________ (Note: Appropriately sized and location of meeting space may be further evaluated.) C - Catering Menu Prices - Please submit as separate attachment. Comparable meal selections will be further evaluated. If any discount off catering prices will be offered, please indicate the discount percentage here - ______%. D - Indicate any additional special considerations provided. _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ (As proposals become more equal in the meeting space and lodging rates provided, the special considerations become more important.) QUOTATIONS: DUE by NOON, Wednesday, September 24th, local time. Submit e-mail quotations to lisa.daniels@gsa.gov or fax quotations to (817) 281-9143. The contract shall require that tax exempt forms be accepted, if applicable. TO SUBMIT OFFER, YOU MUST FILL OUT REPRESENTATIONS & CERTIFICATIONS. IF YOU NEED THIS FORM, EMAIL lisa.daniels@gsa.gov FOR A COPY.
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