SOLICITATION NOTICE
X -- Conference Facilities
- Notice Date
- 6/23/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Justice, Justice Management Division, Procurement Services Staff (PSS), 1331 Pennsylvania Avenue, N.W., National Place Building, 10th Floor, Washington, District of Columbia, 20530
- ZIP Code
- 20530
- Solicitation Number
- DJJ-CRM-9-T-051
- Archive Date
- 7/11/2009
- Point of Contact
- Pat A Belcher, Phone: (202) 307-1946
- E-Mail Address
-
Pat.A.Raines@usdoj.gov
(Pat.A.Raines@usdoj.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price contract for hotel accommodations, conference space, audiovisual and catering for a conference to be held in Chicago, Illinois. The Department of Justice, Criminal Division, intends to procure a venue in which to hold the Seventh Circuit Asset Forfeiture Component Conference. The conference is to be held in Chicago, Illinois from July 6, 2009 thru July 8, 2009 with check-out on July 9, 2009. The conference will have up to 140 attendees. The venue must be located in Chicago, Illinois, within walking distance to the United States Attorneys Office located at 219 South Dearborn Street, Suite 500, Chicago, Illinois 60604. The venue must also be within walking distance to restaurants (attendees will not have cars) and to the "L" above ground subway and other public transportation. Request for proposal DJJ-CRM-9- T-051 is issued in accordance with FAR Subpart 12.6 titled "Streamlined Procedures for Evaluation and Solicitation for Commercial Items". This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. DOJ will only consider proposals submitted directly from hotels. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-33. The applicable NAICS Code is 721110 and the small business size standard is $7 million. The hotel must accommodate approximately 120 sleeping rooms on 7/6/09, 7/7/09 and 7/8/09 with check out the morning of 7/9/09. The contractor must be able to provide all requirements specified for conference needs below. The hotel must provide lodging rates within the Government per diem rate or lower for the area. Each conference attendee will be responsible for calling the hotel and making their own reservations and securing the reservation on their own credit card. The hotel should provide a cut off date by which the reservations must be made to avoid paying for rooms not reserved for the conference dates. To be eligible for award under this solicitation, the hotel facility shall be listed with its current status on the Central Contractor Register (www.ccr.gov), be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Offers proposing facilities that are not listed will be rejected as technically unacceptable. In addition, the offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). The hotel facility must accommodate attendees with the following needs: Part A: Hotel Lodging - The hotel must have 120 sleeping room on 7/6/2009, 7/7/2009 and 7/8/2009. Rooms must be individual/private sleeping rooms at or below the government per diem rate for Chicago, Illinois (currently at $177.00 excluding taxes). Payment for the room shall be the sole responsibility of each participant to include no-show fees and any incidental charges to the room. The 120 attendees will check into the hotel starting at 4:00 p.m. on July 6, 2009. Part B: Meeting Space Set-Up - Monday- July 6, 2009 - The hotel will have the General Session meeting room set for 140 people seated at round tables of 8 people per table and provide pens and note paper on the table. Starting at 6:00 p.m. on Monday, July 6, 2009, the General Session room shall be set up and available for DOJ personnel to place conference manuals and publications on the tables. The General Session room shall remain exclusively available to DOJ until the meeting concludes at 5:00 p.m. on Wednesday, July 8, 2009. In the front of the General Session room, a riser should be set-up and provide seating for 4 people. A podium should be on the riser with stage lighting for the riser. The General Session room should be private space and not share an air wall with another group. A registration table providing seating for 3 people should be set-up outside the General Session room by 6:00 p.m. on July 6, 2009, and remain there throughout the conference. See below paragraphs for daily break-out room requirements. Tuesday - July 7, 2009 - Coffee, tea, fruit and pastries for 140 people should be set up by 7:30 a.m. outside of the General Session room near the registration table. Registration will take place from 8:00 a.m. to 8:30 a.m. and the meetings will run from 8:30 a.m. to 5:00 p.m. Water should be on the round tables in the General Session room all day on Tuesday. The coffee and tea should be refreshed for a 10:00 a.m. to 10:15 a.m. coffee break. The afternoon break should be ready from 2:30 p.m. to 2:45 p.m. and should include carbonated beverages (soda) and cookies. Tuesday - July 7, 2009 - In addition to the General Session room - Break-Out Rooms are required as follows: From 11:15 a.m. to 12:15 p.m., DOJ requires a total of nine (9) breakout rooms set-up conference style as follows: Three (3) rooms will be set up to seat sixty (60) people comfortably. Four (4) rooms set-up to seat twenty-five (25) people comfortably. Two (2) rooms set-up to seat eighteen (18) people comfortably. From 2:45 p.m. to 3:30 p.m., DOJ requires two (2) large break-out rooms to seat sixty (60) people comfortably. Wednesday - July 8, 2009 - Coffee, tea, fruit and pastries for 140 people should be set up by 7:30 a.m. outside of the General Session room. The meetings will run from 8:30 a.m. to 5:00 p.m. Water should be on the round tables in the General Session room all day on Wednesday. The coffee and tea should be refreshed for a 10:15 a.m. to 10:30 a.m. coffee break. The afternoon break should be ready from 2:15 p.m. to 2:30 p.m. and include carbonated beverages (soda) and brownies. Wednesday - July 8, 2009 - In addition to the General Session room - Break-Out Rooms are required as follows: From 1:15 p.m. to 2:15 p.m., DOJ requires three (3) large breakout rooms to seat 60 people comfortably. Part C: Audio Visual Requirements - The vendor will be responsible for providing all required audio visual equipment as well as the labor/technical personnel to operate the equipment throughout this conference. Conference set up and audio visual requirements begin on the evening of Monday, July 6, 2009. General Session Room - Monday, July 6, 2009, a podium should be set up on the riser and remain exclusively available to DOJ throughout the conference which ends on Wednesday at 5:00 p.m. On Tuesday, July 7, 2009 and Wednesday, July 8, 2009, five (5) wired handheld mikes, five (5) mike table stands, one (1) wireless mike, four (4) microphone floor stands, one (1) twelve channel mixer, one (1) lighting package, one (1) ballroom LCD package, one (1) projection screen, and one (1) LCD projector/screen. Tuesday, July 7, 2009, 2:45 p.m. to 3:30 p.m. for the two (2) large Break-Out rooms, one (1) LCD Projector/screen in each room is needed. Wednesday, July 8, 2009, 1:15 p.m. to 2:15 p.m. for the three (3) large Break-Out rooms one (1) LCD Projector/screen in each room is needed. A technician needs to remain in the General Session room from 8:30 a.m. to 5:00 p.m. on Tuesday. July 7, 2009 and Wednesday, July 8, 2009 and also be available to assist with the Power Point presentations on laptops in the Break-Out rooms. The rate for this person should be included with the proposal and shown as a separate cost. The vendor shall provide access to a Business Center providing the ability to copy, ship, fax, use of a computer, use of a printer and other business related services. Part D: Location Requirements: Facilities that are located in the downtown Chicago area will receive the highest consideration as this is the most desirable location/area for this event. Walking distance in safe area to nearby eating facilities (preferably in a 3 block radius). Prospective offerors are to submit a quote that includes a written proposal addressing all of the services, types of accommodations and equipment to be provided (to include location and amenities). Proposals are to include total and itemized rates/prices on ability to accommodate conference, meeting space, catering (menus), and audiovisual. Any separate services fees must be indicated when applicable. Part E. Evaluation Factors: A purchase order will be awarded to the offeror that poses the overall best value to the government price and other factors considered. Proposals will be evaluated based on 1) Technical Merit (hotel must meet or exceed the technical requirements listed within the combined synopsis/solicitation), 2) Past Performance (the contractor shall submit information on three similar conferences held at the facility within the past two years to include the number of attendees, length of conference, contract value and a point of contact from the company who can respond to questions concerning conference); and, 3) Cost. Cost will be given more weight in the evaluation as technical proposal evaluations become closer. The Government reserves the right to perform a site visit that may be considered as part of the evaluation process. This requirement will be procured under FAR Subpart 12.6, Subpart 13.106 and Subpart 13.5 as supplemented with additional information included in this notice. FAR 52.212-3, Offeror Representations and Certifications - Commercial Items, must be completed and included with any and all quotes submitted in response to this solicitation. FAR Clauses 52.212-4, Contract Terms and Conditions-Commercial Items are hereby incorporated by reference. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items is hereby incorporated by reference. All referenced FAR clauses may be copied at www.arnet.gov/far. Federal Regulations require that any hotel/conference space contracted shall comply with the American with Disabilities Act (ADA) requirements and the FEMA, Fire prevention and Control Guidelines. The vendor select for award under this requirement must be registered in the Central Contractor Registration at www.ccr.gov, prior to award in accordance with FAR 52.204-7 Central Contractor Registration (Oct. 2003). Any commercial hotel agreement requires the Government's legal review, negotiations and approval and thus will cause undue administrative delay. Proposal including menus and promotional materials should be faxed to Patricia A. Raines-Belcher on 202-307-1931 or emailed to pat.a.raines@usdoj.gov. All questions must be submitted in writing. No telephonic responses will be accepted. Quotations are due on June 26, 2009 by 4:30 p.m. EST. Oral quotations will not be accepted.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOJ/JMD/PSS/DJJ-CRM-9-T-051/listing.html)
- Place of Performance
- Address: Chicago, Illinois, United States
- Record
- SN01854203-W 20090625/090624001131-b1e837ab9795f6a7f06b5fb3d54f86fe (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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