Loren Data's SAM Daily™

FBO DAILY ISSUE OF DECEMBER 05, 2008 FBO #2566
SOLICITATION NOTICE

X -- Lodging and Conference services in support of BTH09CENTAM Workshop in San Antonio, Texas, 7 -12 December, 2008

Notice Date

12/3/2008
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of the Army, ACA, The Americas, ACA Southern Hemisphere Mission Support, ACA Southern Hemisphere Mission Support, 2450 Stanley Road Suite 320, Building 1000 2nd Floor, Fort Sam Houston, TX 78234-7517
 

ZIP Code

78234-7517
 

Solicitation Number

W912CL09T0018
 

Response Due

12/5/2008
 

Archive Date

2/3/2009
 

Point of Contact

Premilla Nored`, 1-210-295-6148<br />
 

Small Business Set-Aside

Total Small Business
 

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 is set aside for small business and quotations will only be accepted directly from hotel businesses. 1.INTRODUCTION/OVERALL REQUIREMENTS: This Statement of Work details the lodging, meals, meeting facilities, and other services to be provided to United States Army South (USARSO, also referred to herein as the Government) in support of the US ARMY SOUTH, Beyond the Horizons El Salvador Leader Workshop, San Antonio, TX. Attendees will generally arrive the day before the first day of the conference, attend the conference, and depart the day after the conclusion of the conference or the day before. All prices and costs contained in this agreement shall be stated in U. S. Dollars, and all proposal submissions including meal menu options by vendors shall be provided in English. 1.1Beyond the Horizons 09 El Salvador Leaders Workshop shall be held on 8-10 December 2008. 2.DESCRIPTION OF SERVICE NOTE: The Government is responsible for payment of only those rooms indicated in the below schedule, NOT SELF PAY. Selfpay reservations will be made directly by personnel who will charge services to their individual credit cards and is not ordered under this contract. Anticipated Lodging Schedule for Leaders Workshop follows: Number of Persons Arrival DateDeparture DateNumber of Nights Total Nights 12 7-Dec 12 Dec 5 60 3.CONFERENCE FACILITIES REQUIRED: Operations Room/Administration Room (12:00 PM, 7 Dec through 5:00 PM, 10 Dec 2008 Main Conference Room (7:00 AM, 8 Dec through 5:00 PM, 10 Dec 2008) Break-out Rooms(7:00 AM, 8 Dec through 5:00 PM, 10 Dec 2008) 4.GENERAL REQUIREMENTS: 4.1All hotel guest facilities and amenities shall be made available for room occupants free of charge as long as they are registered with the hotel. 4.2 Check-in and Checkout: In the rare case, and if availability allows, check-in shall be anytime after 9:00AM for possible early arrivals. The hotel shall additionally allow guests with late flight departures to check out as late as 4:00PM. 4.3 Room rates include local, regional, and national taxes and charges if applicable. 4.4 Quality Standards for Rooms. All rooms shall include: A high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, clean linen on a daily basis, working: electricity, color television with cable, clock, and telephone. The room shall also be appropriately furnished. All regular hotel guest facilities and amenities, to include the hotel business center and the spa/exercise facilities, shall be made available for conference participants free of charge as long as they are registered in the hotel. All attendees shall be placed on the same floor, if possible. 4.5Business Center: The vendor shall provide access to the business center for non-US participants that are guests of the hotel. Access includes Internet capability charged to the individual and not the U.S. Government in the case that it is not included in the lodging package. 4.6 Subject to room availability, the US Government may request additional rooms at the same quoted rate. 4.7 The Government Representative will identify those individuals on the guest list whose rooms will be paid by the government, under this contract. All other rooms and services shall be the responsibility of the individual and the government will not be held liable. The US Government will not pay for telephone calls, mini-bar, room service, cell phones, and hotel charges other than those specifically provided for in this contract. 4.8 The US Government will only pay for rooms actually used and any applicable penalties due to late cancellations. 4.9 Cover fees and parking charges will not be charged to conference participants. 4.10 The hotel shall provide the Government conference security director an orientation. The hotel security manager shall meet with the Government security director to establish a direct point of contact within the hotel staff to solve security issues. 4.11Hotel Representative. The hotel shall provide a representative as a liaison with the conference Government. The hotel representative (HR) must be vested with the authority to resolve issues involving conference execution and payment as they arise. The HR shall be available throughout the time period the hotel is in use by the Government. The hotel shall provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support, (for example, room maintenance, security, payment, etc). 4.12Service Breakdowns. The hotel shall ensure required maintenance or repairs for hotel equipment, to include; guest rooms, conference rooms, breakout rooms, elevators, kitchen equipment, etc., is addressed in order to ensure conference success. 4.13Parking. The hotel shall provide the parking for local conference participants and coordinators in the hotel parking lot throughout the conference. These reserved parking places must be clearly designated for conference participants. Parking must be in a safe environment with adequate lighting and security. Hotel staff must be aware of reserved conference parking spaces. 4.14Extended Stays. Conference guests wishing to extend their stay in the hotel must check out within the designated checkout time on the specified end date. Guests who wish to extend their stay at the hotel may do so at the hotels discretion and the guests financial resources. It is highly recommended the hotel request a credit card from guests upon check-in to secure potential unauthorized charges such as dry cleaning, room service, movies, mini-bar, etc. Charges not covered by the conference are to be resolved between the guests and the hotel. Lodging, service charges, taxes, etc. must be itemized separately on room bills. 5.MEALS. 5.1General. Scheduled meals are prepared according to predetermined menus. The Government Representative will identify individuals with dietary restrictions. The hotel will strive to accommodate special diets where feasible and within contracted meal rates. Food served in Buffet style should be labeled. One non-alcoholic juice, coffee, tea or beverage is included with meals. 5.2Hotel Meal Program. The hotel shall provide a breakfast meal included in the rate of the room. Meal Coupons/Vouchers will be provided to the hotel by each guest to the hotel staff for any breakfast, lunch and dinner meals they receive which are to be paid by the Government. All hotel receipts and vouchers associated with this conference must be submitted at least once daily to the identified/authorized Government Representative, with an invoice showing actual charges for each meal. The hotel shall submit vouchers it receives to substantiate payment due until at least five (5) business days after the conclusion of the conference. Hotel shall submit receipts and other billing information as requested by the Government. NOTE: Payment for any drink containing alcohol is the responsibility of and must be paid for separately by guest requesting such beverage. Payment in excess of the per meal voucher amount authorized under the contract is also the responsibility of and must be paid for separately by guest requestinq such meal. 5.3 Schedule of Contracted Meals. (1)Breakfasts. The hotel shall provide a breakfast buffet from 6:00 a.m. until 8:00 a.m. or as agreed by the Government, at an appropriate facility on site as agreed to by the vendor and the Government, and at no additional charge to the attendee. (2)Luncheons. The hotel shall provide lunch at an appropriate facility on site as agreed to by the vendor and the Government. Lunch shall, as a minimum, consist of non-alcoholic drinks, sandwich choice and dessert, and be consistent with a value sufficient to provide a complete luncheon meal. The hotel shall provide a minimum of four choices for its buffet selection(s). (3)Dinners shall be provided per previously arranged menus at an appropriate facility on or off site as agreed to by the vendor and the Government. Dinner shall be of sufficient value to provide a complete evening dinner meal, including non alcoholic beverages, to registered conference participants. (4)Coffee Breaks. The hotel shall provide buffet style refreshment breaks in close proximity to the main conference room and conference breakout rooms. The Coffee breaks should include as a minimum; Coffee, tea, milk, mineral water, and possibly soda and juice. Hotel shall provide menu listing fruits, typical pastries, or other suitable pastries available and approved by the U.S Government representative. Setup should be complete by the scheduled time and removed no later than 1 hours later. 5.4Estimate of Number of Contracted Meals for 12 partner nation participants. US personnel are responsible to buy their own meals if they choose to eat. DateLunchDinnerTOTAL 7 Dec01212 8-Dec121224 9-Dec121224 10 Dec121224 11 Dec121224 TOTAL 48 60108 5.4.1Coffee Break Schedule: Date9:30 AM2:30 PMTOTAL 7 Dec000 8-Dec100100200 9-Dec100100200 10-Dec1000100 11 Dec000 TOTAL300 200500 6. AUTOMATION EQUIPMENT: See Attachment 1 & 2 below 7. CONFERENCE FACILITIES. 7.1Telephone Lines: RESERVED 7.2Hotel shall clean suites and conference facilities daily in the evenings or early morning before the start of the workday, (7:30 AM). Work Rooms shall be well lighted, and air-conditioned. The room may be used continuously twenty-four hours a day. Tables shall be set up as detailed in instructions/figures provided by the Government (above). The Government Representative will advise where they shall be placed during the initial phase of the FPC. 7.3The hotel shall provide grounded electrical connections with extension cords and surge protectors to support office equipment that the conference may require. 7.4The rooms must be able to be secured with two keys available to be provided. 7.5(Main Conference Room): The Conference Room must be fully setup and available by 7:00 AM 10 Dec through 5:00 PM, 12 Dec 2008. The hotel shall provide conference facilities in which sessions can be conducted in comfort and with minimum distractions (low level of noise from other functions). The conference room must have dimmer switches and black out curtains (or similar) to allow for slide / audiovisual presentations. The following furnishings and accessories are required: required long tables to seat one hundred people, two (2) large projector screens, (2) podiums with Microphone holder, one (1) long table and two (2) small tables to set up projectors. The conference room configurations and usage times can be changed at any time prior to the conference to accommodate last minute directives and fluctuating requirements. The room must be able to be secured and two keys provided. Water shall be provided, (one pitcher for every four seats, and individual glasses refreshed morning and afternoon). REQUIREMENTS: TABLES: (REQUIRED FOR 125 PERSONNEL) CHAIRS: 125 SPEAKERS: 4 SOUND SYSTEM: 1 PROJECTOR SCREENS: 2 PODIUM: 2 PODIUM MICROPHONE: 2 WIRELESS MICROPHONES: 4 PROJECTOR TABLE: 2 PROJECTORS: 2 7.6 Breakout Rooms Four (4):, must be completely setup with required tables, chairs, lights, A/C, by 7:00 AM beginning 8 December 2008, this set up will be used until 5:00 PM, 10 December 08. The rooms must be a minimum of 400 square feet. Each breakout room must seat twenty five people. The room must be cleaned every evening, well lighted, and air-conditioned. The following furnishings and accessories are required per breakout room: Total equipment for two (2) breakout rooms: Two (2) projector screens. The room must have the capability to support computer equipment. Provide two keys to the Contracting Officer to secure the room. Request one tripod stand to be placed outside the entryway identifying the room as Breakout Room. REQUIREMENTS for Four (2) Breakout Rooms: TABLES: (REQUIRED FOR 25 PERSONNEL) CHAIRS: 25 PROJECTOR SCREEN: 1 PROJECTOR: 0 8TRANSPORTATION: The lodging package shall include airport transfers and shuttle to downtown areas. 9 CHANGES TO CONTRACT: The only person authorized to make changes to the contract is the Contracting Officer. Failure to clear changes in contract with the Contracting Officer in advance of providing service will result in the Government not being responsible for the charges, and non-payment to the Contractor. Attachment 1:LEASE/RENTAL AUTOMATION EQUIPMENT AND SERVICES 1 The vendor shall deliver, set-up and demonstrate the performance, serviceability, and functionality of the equipment specified below. Services shall be provided during the days specified herein. 2. DESCRIPTION. C.2.1. VENDOR FURNISHED EQUIPMENT: a. One (1) color printer (HP Business Ink Jet 1200 series or equal) with new black and color cartridges and one (1) spare set cartridge. "Black: 28 ppm "Color: 24 ppm "Resolution: 4800 x 1200 optimized dpi color "Paper trays: 2 input trays "Paper input capacity: 400 sheets "Duplex printing: automatic b. One (1) Photo-copying machine, double sided capacity, sort, and auto document feeder, with new toner and one (1) spare toner cartridge. "Copy machine. 2,500 paper capacity; copies at 50 ppm with 10 sort trays. 3. PERFORMANCE REQUIREMENTS. Vendor shall be responsible for the cabling and installation/configuration of the equipment at La Quinta Hotel. 4 Delivery/Pick-up. The vendor will deliver all equipment mentioned above no earlier than 9:00 a.m. on 7 DEC 08, and pick up the equipment no earlier than 4:00 p.m. on 10 DEC 08 unless requested otherwise by an authorized government agent. The delivery and pick location will be coordinated with the hotel manager. 5. The vendor shall inventory the equipment upon initiation of the Contracting Officer Representative (COR) and thereafter, as necessary. COR will verify all equipment is accounted for IAW this PWS and that all equipment complies with the minimum requirements. 6. The vendor shall provide a point of contact and phone number for reachback technical support, if needed. Support will be an on-call basis from 7:00 a.m. to 7:30 p.m. daily during the contract period. 7. The vendor shall respond to equipment malfunction within one (1) hour of notification. Repairs or replacement of malfunctioning equipment shall be accomplished within four (4) hours. The vendor shall provide a 24/7 contact number for reporting malfunctioning equipment. 8. The Government will designate a representative to coordinate administrative, logistical and miscellaneous issues with the contractor. Authority to change terms, conditions, standards, or contract cost, remains with the Contracting Officer (KO). The KO will provide notification of changes to the vendor. 9. The vendor shall be responsible for all equipment maintenance and supplies for operation and maintenance of the service required under the terms of this contract, as well as coordination with the hotel manager to set up the equipment in the designated room. 10. LOSS OR DAMAGE BEYOND FAIR WEAR AND TEAR: Whenever equipment provided under the terms of this contract is returned to the vendor with damages considered over and beyond fair wear and tear and it is the vendors intent to invoice the U.S. Government for such damage or loss, the vendor shall prepare and submit in writing a detailed estimate to the KO for the cost and labor and parts necessary to repair the equipment to its original condition when the U.S. Government accepted it. Repairs to the damaged equipment will not be performed until the KO authorizes it in writing. The vendor is on notice and cautioned that any repairs accomplished without the KOs authorization is done at the vendors risk and expense and will not be reimbursed by the U.S. Government. All parts replaced shall be provided to the KO at no additional cost to the U.S. Government. In the event of a lost of the vendors equipment by the U.S. Government, the KO will determine whether to settle the claim or take action specified within the claims clause of this contract. ATTACHMENT 2:LAPTOP COMPUTERS 1. The vendor shall furnish all management supervision personnel, training, equipment, material, supplies, and any other equipment and personnel to accomplish the task of providing laptop computers in support of BTH 09 CENTAM, specified herein except as specified as Government furnished. Services shall be provided during the days specified herein. 2. PERFORMANCE REQUIREMENTS. The vendor shall provide six (6) laptop computers to service the US Army at La Quinta Inn and Suites Medical Center in San Antonio, Texas. 3. The vendor shall provide either written or oral instructions regarding the availability, performance, serviceability and function of the equipment and services at all the locations where the computers are activated. 4. The vendor shall be responsible for all maintenance and supplies to ensure continuous operation of the equipment. The vendor shall respond to equipment malfunctions within 2 hours of notification and repair or replace the malfunctioning equipment within 24 hours. The vendor shall provide a telephone number that is available to the conference personnel 24 hours, 7 days a week to report equipment failure or service impediments. 5. The vendor and the designated US Government representative will jointly inventory and document the condition of all equipment before acceptance of the equipment by the US Government. The Contracting Officer Representative (COR) will verify that all equipment is accounted for in accordance with the terms of this contract. 6. The Government will designate a representative to coordinate administrative, logistical and miscellaneous issues with the vendor. Authority to change terms, conditions, standards, or contract cost, remains with the Contracting Officer (KO). The KO will provide notification of changes to the vendor. 7. The vendor shall be responsible for all equipment maintenance and supplies for operation and maintenance of the service required under the terms of this contract. 8. The computers must provide: Software. "Spanish version of Windows XP Professional with Service Pack 2 "MS Office 2003 or later version "Latest Norton Anti-Virus program or similar "Adobe Acrobat Reader 8.0 or better "Adobe Photo Shop "Nero burner or similar "English and Spanish dictionaries "The site licenses for all the software shall be provided. 9. Laptop computers must have as a minimum: "2.8 GHz Intel or AMD processor "1 GB RAM "80GB hard drive "50X CD ROM, DVD R/W capability. 10. All laptops shall include: "Optical Mouse "Mouse pad "128MB Video card or better "Uninterrupted Power Supply (UPS) "Sound card 16 BIT "USB ports: Two "NIC card for 10 / 100 MB Ethernet cable. Printer drivers, parallel, and serial ports. 11. LOSS OR DAMAGE BEYOND FAIR WEAR AND TEAR: Whenever equipment provided under the terms of this contract is returned to the vendor with damages considered over and beyond fair wear and tear and it is the vendors intent to invoice the U.S. Government for such damage or loss, the vendor shall prepare and submit in writing a detailed estimate to the KO for the cost and labor and parts necessary to repair the equipment to its original condition when the U.S. Government accepted it. Repairs to the damaged equipment will not be performed until the KO authorizes it in writing. The vendor is on notice and cautioned that any repairs accomplished without the KOs authorization is done at the ISPs risk and expense and will not be reimbursed by the U.S. Government. All parts replaced shall be provided to the KO at no additional cost to the U.S. Government. In the event of a lost of the vendors equipment by the U.S. Government, the KO will determine whether to settle the claim or take action specified within the claims clause of this contract. ITEM NO SUPPLIES/SERVICES QTY UNIT UNIT PRICE AMOUNT 0001 Lodging Rooms 60 Days FFP The contractor shall provide single occupancy lodging rooms in accordance with the statement of work for 12 personnel for 5 nights= 60 room nights. Rooms: 7-11 Dec 08 0002 Conference facilities 3 Days FFP The contractor shall provide conference facilities including audio visual equipment on 8-10 Dec 08 in accordance with the performance work statement. 0003 Coffee Breaks 500 Pax FFP The contractor shall provide coffee breaks in accordance with the performance work statement. The coffee breaks shall be provided twice on 8-9 Dec during the morning: 0930 (2) and afternoon breaks: 1430 (2). Additionally, a morning coffee break shall be provided on 10 Dec 08. Each coffee break shall be for 100 people. 0004 Contracted Lunch Meals 48 Each FFP The contractor shall provide contracted lunch and dinners meals on 7-11 Dec 08 in accordance with the performance work statement. The lunch meal with be provided by 1200 on 8-11 Dec Each contracted meal shall be for 12 people. 0005 Contracted Dinner Meals 60 Each FFP The contractor shall provide contracted lunch and dinners meals on 7-11 Dec 08 in accordance with the performance work statement. The dinner meal will be provided by 1800 hours from the 7-11 Dec 08. Each contracted meal shall be for 12 people. 0006 Automation Equipment & Support 4 Days FFP The contractor shall provide an automation data equipment package in the operations/admin board room from 7-10 Dec 08 in accordance with attachment 1 in the performance work statement. The contractor shall provide one color printer and one copier to include technical support from 7-10 Dec 08. 0007 Laptop Computer 4 Days FFP The contractor shall provide four (4) laptop computers in the operations/admin room from 8-10 Dec 08 in accordance with attachment 2 in the performance work statement. The Computers will have the specifications listed above in attachment 2. Provisions and Clauses: 52.212-2 Evaluation - Commercial Items JAN 1999 52.212-5 (Dev) Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (Deviation) OCT 2008 252.232-7010 Levies on Contract Payments DEC 2006 252.243-7001 Pricing Of Contract Modifications DEC 1991 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (JUN 2008) 52.212-4 CONTRACT TERMS AND CONDITIONS-- COMMERCIAL ITEMS (OCT 2008) 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (OCT 2008) 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 252.212-7001 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS APPLICABLE TO DEFENSE ACQUISITIONS OF COMMERCIAL ITEMS (SEP 2008)
 

Web Link

FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=527a1e9b965040f8c806d6c581fedaef&tab=core&_cview=1)
 

Place of Performance

Address: ACA Southern Hemisphere Mission Support 2450 Stanley Road Suite 320, Building 1000 2nd Floor Fort Sam Houston TX<br />

Zip Code: 78234-7517<br />
 

Record

SN01713008-W 20081205/081203220645-527a1e9b965040f8c806d6c581fedaef (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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