SOLICITATION NOTICE
X -- U.S. COAST GUARD CONFERENCE 2009 - CONFERENCE ROOM LAYOUT
- Notice Date
- 3/3/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Homeland Security, United States Coast Guard (USCG), Commanding Officer (a-3), Headquarters Support Command, U.S. Coast Guard Headquarters, 2100 Second Street, SW, Room B411, Washington, District of Columbia, 20593-0001
- ZIP Code
- 20593-0001
- Solicitation Number
- HSCGG8-09-Q-VFP026
- Point of Contact
- Mary E. Price,, Phone: 2023724068
- E-Mail Address
-
mary.e.price@uscg.mil
- Small Business Set-Aside
- N/A
- Description
- SUGGESTED SET UP OF CONFERENCE ROOM U.S. COAST GUARD CONFERENCE 2009 MODIFIED STATEMENT OF WORK 1.Publish a statement of work in the Federal Business Opportunities (Fed Biz Ops) for standard hotel sleeping rooms and conference space and audio visual support in the downtown San Antonio, TX, within a radius of one half mile in Zip Code 78205. 2. Primary Date: 27 -30 Jul 09, Depart 7/31/09 (Four Nights) oBlock 30 Standard Rooms at the prevailing Government per diem rate for the period 27-30 Jul 09 (Four Nights) Departing 31 Jul 09. *One room of the 30 will be for arrival on 26 Jul 09. o26 Jul 09 – 1 room * 27 Jul 09 – 30 room nights 28 Jul 09 - 30 room nights 29 Jul 09 - 30 room nights 30 Jul 09 – 30 room nights Total room nights 121 oRooms and all incidental charges will be paid for using members own Government Credit Card. oGovernment reserves the right to negotiate +/- five rooms upon acceptance of contract oRoom cancellation policy will be the same as offered to the General Public. 3. ALTERNATE DATE : In the event the primary date is not available, the alternate date will be considered. Block 30 Standard Rooms at the prevailing Government per diem rate for the period 20 – 23 Jul 09 (Four Nights) Departing 24 Jul 09. *Block one room on 19 Jul at the prevailing Government Per Diem Rate. o19 Jul 09 – 1 room * 20 Jul 09 – 30 room nights 21 Jul 09 - 30 room nights 22 Jul 09 - 30 room nights 23 Jul 09 – 30 room nights Total room nights 121 oRooms and all incidentals will be paid for using members own Government Charge Card. oGovernment reserves the right to negotiate +/- five rooms upon acceptance of contract. oRoom cancellation policy will be the same as offered to the General Public. 4. Excess sleeping rooms will expire 10 days prior to convening date of Conference or a date agreed upon by the government and hotel management. 5.Government will guarantee payment of damages upon cancellation of contract within two weeks of conference date as allowed by the FAR. 6.Rooms must be located on the second floor minimum and be non-smoking. 7.Sleeping rooms, conference room and IT Services/Package must be exempt from all applicable taxes allowed by law and any governing regulations using the Coast Guard Federal Tax Exempt number. 8.Free High Speed Internet service inclusive in each sleeping room. 9.Primary Date: rental of one conference room for the period 28 - 30 Jul 09 (Three days) with the following requirements: oConference room must be available Mon, 27 Jul 09 (1800-2000) to administratively set up conference room. oConference Room must be available 28-30 Jul from 7:00am to 6:00pm with a conference start time of 8:00am. oProvide Ice water and glasses daily throughout the conference (minimum twice daily during conference) complete the initial set up prior to 8:00am. oGovernment planner will coordinate any breaks with the Banquet Manger oOne working lunch (off the menu) for approx 15 attendees, (exact date and number of attendees to be determined at a later date, but the total not expected to exceed 15 people.) (Note: working lunch will be in conference room, meal ordered off the menu, delivered between 11-1130am. Lunch, gratuity and associated fees will be charged to each member’s room or paid for by cash or credit card. Work with Gov't Planner for details and exact date and number of attendees.) oConference room must be large enough to comfortably accommodate 40 attendees using a Modified U Shaped set up. (Note: Work with Gov't Planner for max attendees around table and actual set-up) 10. Alternate Conference Room Date: Rental of one conference room for the period 21 -23 Jul 09 (Three days) with the following requirements: oConference room must be available Mon, 20 Jul 09 (1800-2000) to administratively set up conference room. oConference Room must be available 21-23 Jul 09 from 7:00am to 6:00pm with a conference start time of 8:00am. oProvide Ice water and glasses daily throughout the conference (minimum twice daily during conference) complete the initial set up prior to 8:00am. oGovernment planner will coordinate any breaks with the Banquet Manger oOne working lunch (off the menu) for 15 attendees, (date and final number of attendees to be determined at a later date, but not expected to exceed 15 people.) oNote: working lunch will be in conference room, meal ordered off the menu, delivered between 11-1130am. Lunch, gratuity and associated fees will be charged to each member’s room or paid for by cash or credit card. Work with Gov't Planner for details and exact date and number of attendees.) Conference room must be large enough to comfortably accommodate 40 attendees using a Modified U Shaped set up. (Note: Work with Gov't Planner for max attendees around table and actual set-up) 11. The conference dates must coincide with sleeping room availability for Primary or alternate date within the same hotel, which ever date is available and contracted for. 12. The hotel shall provide Audio Visual Service Package to include large Tripod Screen, LCD projector and extension cords, cables and IT service as required. (Offer as package). oAudio visual package must be set up, in place and working properly each day prior to 7:30am (Tues-Thurs, 28-30 Jul 09) or alternate date (21-23 Jul 09). oThe Government will provide own laptop. 13.The hotel shall accept and provide secure storage for delivery of conference material three days prior to convening conference (Currently estimated at Five Boxes). 14.The hotel shall accept conference material (approx five boxes) for pickup by the Shipping Agent on the last day of the conference. If the Shipping Agent cannot pick up the material on the last day of the conference, the hotel will accept and secure the material until the scheduled date for pick up. 15.Hotel must be a full service hotel with a full service restaurant and menu available for Breakfast, lunch and dinner. 16.Direct Access from the hotel to River Walk Preferred. 17.Conference room Set up fee for all three days Primary or Alternate Dates, will be billed as an independent line item. 18.Use of Third Party conference planners will not be accepted. 19.IDIQ: Administrative cost estimated maximum value of $250.00 for items e.g. copy service, duplicating service, official telephone calls as required.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=82fdea21e05da0649d8efcfa9e38f5ef&tab=core&_cview=1)
- Place of Performance
- Address: SAN ANTONIO, Texas, 78205, United States
- Zip Code: 78205
- Zip Code: 78205
- Record
- SN01760995-W 20090305/090303221217-82fdea21e05da0649d8efcfa9e38f5ef (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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