AWARD
X -- BIS WRO Export Control Forum
- Notice Date
- 8/10/2009
- Notice Type
- Award Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), AGO, External Clients, SSMC4 Room 7545, 1325 East West Highway, Silver Spring, Maryland, 20910, United States
- ZIP Code
- 20910
- Solicitation Number
- DG1350-09-RQ-0756
- Archive Date
- 8/22/2009
- Point of Contact
- Ronald Banzon, Phone: 301-713-0838 x138, Ronald Banzon, Phone: 301-713-0838 x138
- E-Mail Address
-
Ronald.Banzon@noaa.gov, Ronald.Banzon@noaa.gov
(Ronald.Banzon@noaa.gov, Ronald.Banzon@noaa.gov)
- Small Business Set-Aside
- N/A
- Award Number
- DG1351-09-SE-3235
- Award Date
- 8/7/2009
- Awardee
- Hyatt Corporation, 17900 Jamboree Blvd.<br />, Irvine, California 92614, United States
- Award Amount
- $50,187.92
- Description
- STATEMENT OF WORK BIS WRO Annual Export Control Forum SECTION I: BACKGROUND and Justification for multi-year procurement. The Export Control Forum is our flagship event on the West Coast, a 1.5 day event, where exporters can meet and discuss export policy and regulatory impacts. It provides an opportunity for west coast exporting companies to interact with U.S. Government officials who implement export control regulations, practices and policies intended to advance U.S. national security and foreign policy, and economic interests. This event is a natural follow-on of our main flagship event: the BIS Annual Update Conference on Export Controls and Policy held in Washington DC each year. We like to keep them about six months apart each year. Presenters and attendees include high level U.S. Government officials, foreign government and business representatives, export managers, corporate attorneys and consultants. In addition, both government and private sector vendors participate in offering information and services related to export controls and compliance activities. The annual Update Conference has been held in Washington, DC for the past twenty-one years with well over 1,000 attendees. The West Coast version: Export Control Forum has been held annually the past four years and draws 350 attendees and five-ten vendors with exhibit space. SECTION II: SCOPE OF WORK The Contractor shall provide meeting space, including ballroom facilities, breakout rooms, registration area, storage area, food and beverage, audio-visual and technicians, wireless internet access, vendor exhibit area, separate lunch and reception area, and guest rooms. The Forum is a 1-1/2 day event to be held Monday-Tuesday February 22-23, 2010. This allows for hotel guests to arrive the Friday, Saturday, and Sunday before the event and stay the day after. This weekend prelude would keep the event rate in place during that time: Friday through Wednesday (February 19-24, 2010) on a Run of the House (ROH) basis with no guarantee or deposit required by the government. The contractor shall honor the prevailing Government GSA Per Diem rate for up to 20 agency speakers each event. The contractor shall provide one complimentary room for every fifty cumulative revenue producing room nights utilized. All attendees shall be responsible for making their own arrangements with the conference facilities. The government shall not be held liable for payments for quest rooms and or related costs. The majority of the attendees will be non-government. SECTION III: MEETING SPACE REQUIREMENTS The combined total seating for the Forum ballroom is a 350 classroom style with only two chairs per table. Continental breakfast, morning and afternoon breaks will be located in the rear of the ballroom on day-one. The ballroom shall be able to accommodate two large a/v screens and a head table with six chairs and a lectern. The ballroom will be divided in half for day-two's concurrent breakouts with 175 classroom style with only two chairs per table, or alternate rooms with the same capability. Continental breakfast and a mid morning lite bite finger sandwich break placed equally in the rear of each breakout divide. There will be no need for the head table, just a lectern and one a/v screen in each. Lunch on day-one will be located in a separate room consisting of a three course plated sit down style meal. A reception will be held in a separate room in the afternoon of day-one for two hours. The reception will consist of six to eight food/snack stations, 10 round sit down tables and 20 tall stand up tables; two no-host bars at each end of the room, and live light background music akin to a steel drummer. The contractor will provide 5-10 skirted six foot table top exhibit spaces with two chairs each and a power strip, located near the ingress-egress entrance of the main ballroom for vendor exhibits. The contractor will provide storage space near the main ballroom two days before and after the event. Specific requirements will be stated in the meeting space requirements table. Table 1: Meeting Space Requirements Ballroom: 350 seated classroom style first day of Forum. Ballroom: Divided in half for175 seated classroom style, in each concurrent session, second half day of Forum. Ballroom: Lecterns only in front of divided Ballroom on second day (no riser). Ballroom: Riser and three tables and six chairs with lectern first day of Forum. Ballroom Foyer or Equivalent: Five to Ten vendor exhibit tables with two chairs each both days. Adjacent of Ballroom: Storage space available three days prior and one day after the Forum with two sets of keys. Separate lunch area from Ballroom: To seat 400 for a sit down three course meal. Continental breakfast, morning and afternoon breaks served on tables located in back of Ballroom on day one; Day two the breakfast and breaks will be served on tables in the back of the divided Ballroom to serve 175 in each division (no lunch on day two). Separate room for evening reception from Ballroom: Ten rounds for seating and twenty high tables for standing to serve 200 guests; two carving stations, eight specialty stations; two no host bars, and an area for entertainment (steel drummer). We are tax exempt. Meeting space charges should be waived. Contractor shall furnish back-up plan for lunch and reception in case of rainy weather. SECTION IV: AUDIO VISUAL and TELECOMMUNICATONS The contractor shall provide audio/visual, and telecommunications equipment and operators to meet the requirements of the Forum. Specific requirements will be stated in the audio/visual and telecommunications table. Table 2: Audio Visual and Telecommunications Requirements Ballroom will have two 10x10 screens, two projectors, two laptops, two lavaliere wireless microphones, two standing wireless microphones in rear, and six wired microphones at the head table, mixer, additional loud speakers, and any other components needed with a technical operator on day one. Ballroom will be divided in half to seat 175 each and will have a 10x10 screen in each section, two lavaliere wireless microphones, a standing wireless microphone in the rear, laptop, projector, and a mixer and any other components needed in each section with a technical operator on day two. Vendor exhibit area will need power strips to each table. Reception will need entertainment, preferably a steel drummer for two hours on day one. SECTION V: FOOD and BEVERAGE REQUIREMENTS The contractor shall be required to provide food and beverage each day during the Forum. The specific requirements will be stated in the Food and Beverage table. Table 3: Food and Beverage Requirements Day-one Deluxe Continental Breakfast for 400. Day-one Morning Break consisting of coffee, water, and soft drink refresh for 400. Day-one Lunch consisting of salad, entrée, and dessert for 400. Day-one Afternoon Break consisting of baked snacks, water, soft drinks for 400. Day-one Reception consisting of a turkey carving station for 200, and a carver. Day-one Reception fajitas station for 200. Day-one Reception international cheese station for 200. Day-one Reception pasta station for 200. Day-one Reception shrimp station for 200. Day-one Reception sushi station for 200. Day-one Reception chocolate fondue station for 100. Day-one Reception no host bar (2) tickets per attendee/ two bars and two bartenders. Day-two Deluxe Continental breakfast in both breakout sections for 175. Day-two Lite bite morning break consisting of finger sandwiches, cheese, crackers, granola bars and pastries in both breakout sections for 175. Day-one and two beverages will be sodas, bottled water, tea, assorted fruit juices, coffee, Milk, and two no host bar drink tickets for each attendee. SECTION VI: NOTIONAL EVENT SCHEDULE The Forum will be held on a Monday-Tuesday format. Full-day on Monday - February 22, 2010 and a Half- day on Tuesday - February 23. 2010. Some activities may vary from year to year. Attendees begin to arrive Friday-Sunday. Pre-Forum set up: Starting the Friday prior and continuing until Monday morning, BIS staff will be delivering supplies, staging handouts and badges into the storage room. 8am-12 pm. Starting Sunday evening vendors will be setting up their displays. 6 pm-10 pm. Forum Day-One: (February 22, 2010) Registration will begin on Monday morning in the foyer. 7 am-8:30 am. Vendor exhibits open. 7 am-5 pm. Continental Breakfast. 7 am-8:30 am. Forum session. 8:30 am-10:15 am. Morning break. 10:15 am-10:30 am. Forum session. 10:30 am-12: noon. Forum lunch. 12-1:30 pm. Forum session. 1:30-3:00 pm. Afternoon break. 3:00-3:15 pm Forum session. 3:15 pm-5:00 pm Reception. 5:00 pm-7:00 pm. Forum Day-Two: (February 23, 2010) Registration will begin for the two concurrent sessions. 7 am-8:30 am. Continental Breakfast. 7:00 am- 8:30 am both breakouts. Forum concurrent sessions. 8:30 am-10:15 am. Forum concurrent sessions. Morning break. 10:15 am-10:30 am. Forum concurrent sessions conclude. 10:30 am-12:00 noon. Post Forum tear-down. Tuesday afternoon Forum concludes. 12:00 noon. Vendor exhibits dismantled. 12:00 noon. BIS staff will remove all storage. 12:00 noon-5:00 pm SECTION VII: DELIVERABLES UNDER THE CONTRACT The contractor shall provide the following deliverables: Keys to storage room upon arrival at pre-con delivered to COTR. Banquet Event Orders/Menus 90 days prior to Forum delivered to COTR. Audio/Visual Orders 90 days prior to Forum delivered to COTR. Forum floor plan 90 days prior to Forum delivered to COTR. Vendor/Exhibit floor plan 90 days prior to Forum delivered to COTR. Hotel Emergency Procedures 90 days prior to Forum delivered to COTR. Final count of actual persons served at the end of each day delivered to COTR. Final A/V Event Order at the end of the Forum sessions delivered to COTR. Final hotel billing of persons served during entire Forum two days after last Forum session delivered to COTR. SECTION VIII: MANDATORY REQUIREMENTS AND EVALUATION CRITERIA: The contractor shall consider, and will be evaluated on, the following mandatory requirements: Location: The contractor's Facility (Hotel) must be located within the city limits of Newport Beach, California, or Huntington Beach, California or Costa Mesa, California, or Irvine, California, (south of Barranca Parkway, and west of Culver Drive) or along Pacific Coast Highway between Newport Beach, California, and Huntington Beach, California. The Bureau of Industry and Security's Western Regional Office is located at 3300 Irvine Avenue, suite 345, Newport Beach, California, 92660. It is mandatory that the contractor's facility (Hotel) be located as outlined for continuous access prior to, during, and after the Forum between the contractor's hotel and the Western Regional Office for deliveries and set-up. Past Performance: The contractor's past performance related to the demonstrated ability to offer hotel facilities that meet the needs of the Forum is mandatory. Quality: The quality of the contractor's management capability, prior experience, and demonstrated understanding of the requirements of this particular Forum as it involves hotel staff, sleeping rooms, audio visual equipment and operation, catering and banquet food and beverage, as evidenced by the quotation submitted is mandatory. Airport Access: The contractor's facility (Hotel) must be located in close proximity to Orange County, California Airport (John Wayne) and is mandatory. Price: The price of this particular Forum should not exceed the government estimate for FY 10, and normal 10% increases each option year through FY 12 as evidenced by the parameters outlined in this solicitation is mandatory. Funding will be through the BIS Seminar Trust Fund and not appropriated funding.
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