PRESOL | X | Army Family Conferences and Meetings

FBO DAILY ISSUE OF OCTOBER 24, 2009 FBO #2891
SOLICITATION NOTICE

X -- Army Family Conferences and Meetings

Notice Date: 10/22/2009
Notice Type: Combined Synopsis/Solicitation
NAICS: 721110 — Hotels (except Casino Hotels) and Motels
Contracting Office: Contracting Center of Excellence, Army Contracting Agency (ACA), ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245, Washington, DC 20310-5200
ZIP Code: 20310-5200
Solicitation Number: W91WAW-10-T-0007
Response Due: 10/30/2009
Archive Date: 12/29/2009
Point of Contact: Mark Yarboro, 703-428-1094
E-Mail Address: Contracting Center of Excellence, Army Contracting Agency (ACA)
(mark.j.yarboro@us.army.mil)
Small Business Set-Aside: N/A
Description: This is a combined synopsis/solicitation for a commercial service, prepared in accordance with the format in FAR subpart 12.6,as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and written solicitation will not be issued. The solicitation number for this procurement is W91WAW-10-T-0007 and is issued as a Request for Quotation (RFQ). This solicitation and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular (FAC) 2005-24, Defense Acquisition Circular (DAC) 91.13. The North American Industry Classification System (NAICS) code is 721110. The Small Business Size Standard Industry is $7 Million. The action will be full and open competition. The Period of Performance is: Base year 8 January 2010 30 September 2010; Option Year (one) 1 October 2010 30 September 2011; Option Year (two) 1 October 2011 - 30 September 2012. Provision at FAR 52.212-1, Instruction to Offerors Commercial Items applies to this acquisition. Quotations shall contain the following information: RFQ number; TIME SPECIFIED FOR RECEIPT OF OFFERORS; ANY DISCOUNT TERMS AND ACKNOWLEDGEMENT OF ALL SOLICITATION AMENDMENTS (If applicable). (Action Subject to the Availability of Funds). The Contracting Center of Excellence on behalf of the Department of the Army Family and Morale Welfare and Recreation Command, solicits support for various conferences and meetings to be held during fiscal year 2010. Interested Offerors shall submit a single quote that indicates quantity, unit price and total amount for Contract Line Items (CLIN) shown herein for all of the services required to support the conferences. Quotes for partial services will not be accepted. The following services are required: CLIN 0001. Army Family Action Plan Conference Eight (8) days (Friday to Friday) 8-15 January 2010 Conference begins on a Friday and ends the following Friday. Each day there are several events that may run concurrently Plenary session on the Tuesday of the conference is held at the same time eight (8) Break Out groups meet, requiring a separate room for breaks outs and plenary sessions. A. Administrative: 1.Operations Center Room - 3800 sq. ft. - Friday to Friday - Room must allow 24-hour access for conference staff. Room must be locked for security of equipment. 2.Cyber Center Room - 1800 sq. ft. Friday Friday Room must have sufficient space and electrical power to support A/V equipment. Room must be locked overnight. 3.Registration and Exhibit Area 4000 sq. ft. - Sunday to Friday Registration area Four (4) six-foot skirted tables, each with one (1) chair, adjacent to plenary session area. Exhibit area must be outside and adjacent to plenary session room with space for approximately 30 35 exhibitors. B.Small Meeting Rooms: Dates and times TBD 1.FRTI Reception 1500 sq. ft. - Room for 50 people with eight (8) round tables, seven (7) chairs at each table and one (1) six-foot skirted table at rear of room. 2.FRTI Training 1200 1400 sq. ft. - Room for 40 people with six (6) round tables, seven (7) chairs at each table, podium with microphone, eight-foot front projection screen, and 24 additional chairs along the wall. Small skirted table in front for computer and LCD projector. 3.Transcriber Training 500 600 sq. ft. - Room for ten (10) people, classroom-style tables that can support nine (9) laptop computers. Sufficient electrical outlets for laptops to plug into are required. 4.Issue Support Person Training 500 - 600 sq. ft. - One (1) skirted table with seating for ten (10) people; no electrical requirements. 5.Program Manager Meeting and Protocol Meeting 1200 1400 sq. ft. - Rounds of eight (8) with eight (8) chairs per table, podium with microphone and one (1) six-foot skirted table at rear of room. 6.FRTI Meeting 500 600 sq. ft. - Theater seating for 40 with ten (10) additional chairs in a semicircle facing theater seating. 7.Eight (8) Break Out Rooms - Sunday Friday - Each room 38 feet x 20 feet, and/or 600 to 780 sq. feet. All rooms must be located in same facility within close proximity to Operations Center. U-shaped table formation that seats 16 people, a small table for a laptop computer and LCD projector, and two (2) additional cocktail size tables at rear of room, and 25 additional chairs around the wall or behind the tables. Tables must face away from entry door. Each room must have a trash receptacle. Keys for rooms shall be provided so rooms may be locked at night. Each room must have two (2) water pitchers per table with drinking glasses; water must be replenished throughout the day. 8.Color Guard Prep Room 300 400 sq. ft. - Adjacent to the plenary session with six (6) chairs, one (1) six-foot table, and a coat rack for hanging uniforms. 9.Conference Recognition Reception 2350 sq. ft. - Small skirted round cocktail tables and chairs to seat 75 people, and podium with microphone. Small rectangular skirted table for materials. 10.Evening Meetings (Sunday, Tuesday and Wednesday) Five (5) rooms, minimum of 600 sq. feet each, set conference table for 35 people. C. Large Meeting Rooms: 1.Conference Orientation - 5000 to 6800 sq. feet. Seating for 165 people classroom style. Podium on skirted riser. Small skirted table for computer and LCD projector. 2.Opening Session - 5000 to 6800 sq. feet. Theater seating for 250 people with a minimum of five (5) inches between chairs side to side, podium on skirted riser, eight-foot wide center aisle, two (2) six-foot tables at rear of room, two (2) square and skirted tables outside main entrance door, one (1) small table in front of room near projector, pitcher of water and drinking glasses on rear table. One (1) audio technician on site throughout this event. 3.Reception - 5000 to 6800 sq. feet - Reception area for 250 people, food stations, scattered small round tables to maximize seating for 200 people. Room must have sufficient electrical power to support data projector and musical instrument amplification. Room must include podium with microphone on skirted riser, a small table for a LCD projector, and a small table in front of room near podium. Pay-As You Go beverage service. Provide water service. (A separate contract for food and beverage will be prepared). 4.General Officer Steering Committee (GOSC) - 5000 to 6800 sq. feet - Plenary session for 250 people, U-shaped table as follows: Five (5) six-foot tables across the top, six (6) six-foot tables forming each side. Thirty-six (36) push-to-talk microphones evenly distributed around the U-shaped table. Ten (10) chairs are to be placed at the top of the U and 16-18 chairs along each side. Theater seating for 125 people on each side; set in rows of 20-25 chairs, five (5) inches apart side to side with center aisle; chairs must be placed with an unobstructed view of the U-shaped table. The first row of chairs is to be placed approximately three feet behind each chair at the U-shaped table. On the right side of the U the first row set up classroom style (small thin tables) with sufficient pitchers of water and glasses. The remaining chairs are to be placed on each side behind the first row of seats. Two (2) small skirted tables with chair are to be placed in the front center of the U for placement of projection device. Each table must align with projection screens. One (1) 6-foot table with three (3) chairs is to be placed to the right of the projection screen with hook-up to audio system for seating of the court reporter. All tables in U-shaped formation must have sufficient pitchers of water and glasses to be within easy reach of committee members. Skirted tables with pitchers of water and glasses placed at the far side of the ballroom or near the doors. One (1) audio technician must be on site during the entire event. 5.Report-Out - 5000 to 6800 sq. feet. Theater seating for 250 people with a minimum of five (5) inches apart side to side with eight (8) foot center aisle, podium with microphone on skirted riser, two (2) six-foot tables at rear of room, two (2) square and skirted tables outside main entrance door, one (1) small table in front of room near projector, and perimeter seating for 50 people, pitchers of water and glasses on table at rear of room. One (1) audio technician must be on site during the entire event. D. Rooms: Sleeping rooms will be required as follows: First Night: 15 Second Night: 55 Third Night: 105 Fourth Night: 195 Fifth Night: 200 Sixth Night: 210 Seventh Night: 210 Eighth Night: 195 Ninth Night: 25 Tenth Night: 1 E. Meals/Food: 1.Continental breakfast Saturday for 50 people not to exceed $20 per person 2.Continental breakfast Monday, Wednesday, Thursday and Friday for 200 people - not to exceed $20 per person 3.Continental breakfast Tuesday for 400 people not to exceed $19 per person 4.FRTI Working Lunch Saturday for 50 people. Plated sandwich, dessert, drinks and round tables of eight - not to exceed $20 per person 5.Staff Working Lunch last Friday of conference for 35 people round tables- not to exceed $20 per person 6.Buffet Lunches soup/sandwich/pasta and salad; hamburgers/hotdogs, etc. daily from Monday Thursday for 200 people not to exceed $20 per person. 7.Mid-morning break with beverage service Monday Thursday for 200 people price included in breakfast charges 8.Mid-afternoon break with snack and beverage service Monday Thursday for 200 people price included in lunch charges F. Additional supplies: 1.Thirty (30) easels for the signage 2.Coat rack outside plenary session rooms 3.Individual trash receptacles in Operations Center 4.One large portable cork display/bulletin board outside the Operations Center 5.One large portable cork display/bulletin board inside the Operations Center G. Audio/Visual/Computer Equipment: 1.Operations Center: a)Twenty (20) computers with monitors, keyboards and one mouse per computer b)Seven (7) black and white printers c)Four (4) color printers d)Two (2) high speed black and white copiers e)Microsoft Office Suite compatible software 2.Cyber Center: a)Five (5) laptop computers with one mouse per computer b)One (1) black/white printer c)Internet access (per computer) 3.FRTI training: a)One (1) Laptop computer b)One (1) LCD projector and screen c)One (1) Podium and microphone d)One (1) handheld microphone e)Two (2) flip charts with paper and markers 4.Transcriber Training: a)Nine (9) laptop computers with one mouse per computer b)One (1) LCD projector and screen c)Two (2) flip charts with paper and markers 5.Conference Recognition Reception: a)One (1) Podium with microphone b)One (1) hand-held wireless microphone 6.Conference Orientation: b)One (1) Podium with microphone c)One (1) laptop computer and LCD projector d)Dual ten-foot projection screens e)Three (3) hand-held wireless microphones 7.Opening Session: a)One (1) laptop computer and LCD projector b)Dual 10-foot projection screens c)Two (2) lavaliere microphones d)Four (4) hand-held wireless microphones e)One (1) audio technician must be on site during the entire event 8.Reception a)One (1) podium with microphone b)One (1) laptop computer with LCD projector and screen 9.General Officer Steering Committee: a)Two (2) laptop computers with two (2) LCD projectors b)Two (2) 10-foot front projection screens on tripods c)One (1) laser pointer d)One (1) podium with microphone e)Five (5) hand-held wireless microphones f)Thirty-six (36) push-to-talk microphones g)One (1) audio control console plus any equalization/processing effects necessary to ensure high quality sound with no feedback. h)One (1) audio technician must be on site during the entire event 10.Break Out Rooms: a)Two (2) laptop computers with one mouse per computer (per room) b)One (1) LCD projector and screen (per room) c)Two (2) flip charts with paper and markers (per room) d)Internet access (per room) 11.Report Out Session: a)One (1) laptop computer b)Two (2) LCD projectors c)Two (2) - 10-foot front projection screen d)Six (6) hand-held wireless microphones e)One (1) audio technician must be on site during the entire event H. Security: Both armed and unarmed security officers are required during each meeting. Specific requirements for day of the meetings will be provided prior to the start of each meeting at a cost of approximately $40.00 per hour. CLIN 0002. - Exceptional Family Member Program (EFMP) Meeting Dates to be held February, May and August 2010 A. Rooms: 1.Plenary session room should be a minimum of 4500 square feet set with thirteen (13) round tables of eight (8). 2.Meeting Room Set-up: Eight (8) Break Out meeting rooms, minimum of 600 sq. ft. each, with three (3) round tables, ten (10) chairs each and perimeter seating for 20 25. Specific information will be provided prior to meeting dates. 3.Access to the meeting rooms is required from the 12:00pm on the first day through 3:00pm on the fourth day. 4.Sleeping rooms will be required as follows: Ten (10) first night, forty (40) second night, forty (40) third night, ten (10) fourth night. 5.Meeting will begin at 8:00am and end by 5:00pm pm on the first day, 8:30pm on the second day and 1:00pm on the third day. B. Meals/Food: 1.Lunch: Soup, salad, pre-made sandwich buffet for 100 and/or, 2.Plated meal to include salad, entre, dessert and beverage for 100 daily not to exceed $20 per person 3.Dinner (one night only): buffet for 100 people - not to exceed $25 per person C.Audio/Visual Equipment: Plenary Session: 1.One (1) Laptop computer with Windows/Word 2.One (1) 3,000 lumen projector with XGA resolution and freeze frame 3.One (1) 15-foot wide projection screen 4.One (1) lavaliere microphone 5.One (1) wireless microphone on podium for presenters 6.Four (4) wireless handheld microphones for participants 7.One (1) Mini stereo plug for laptop audio Break Out Rooms: 1. Eight (8) flip charts with paper and markers (one per room) 2.Eight (8) Laptop computers with Windows/Word (one per room) 3.Eight (8) 3,000 lumen projectors with XGA resolution and freeze frame (one per room) 4.Eight (8) 15-foot wide projection screens (one per room) D.Security: Both armed and unarmed security officers are required during each meeting. Specific requirements for day of the meetings will be provided prior to the start of each meeting at a cost of approximately $40.00 per hour. CLIN 0003. Survivor Outreach Services (SOS) Program Meeting Date TBD (250 participants) A.Rooms: 1. Plenary session room should be a minimum of 4500 square feet set with round tables of ten (10) and a six foot rectangular table with two chairs for registration. 2. Meeting Room Set-up: Six (6) Break Out meeting rooms, minimum of 600 sq. ft. each, with five (5) round tables, ten (10) chairs each and perimeter seating for 20 25 people. Specific information will be provided prior to meeting dates. 3. Access to the meeting rooms is required from the morning of the first day through 1:00pm on the fifth day. 4. Sleeping rooms will be required as follows: 225 sleeping rooms per night beginning the night before the first meeting day through the evening of the fourth meeting day. B. Meals/Food: 1. Continental breakfast for 250 daily first through the fifth day for 250 people Not to exceed $20 per person. 2.Mid-morning break with beverage service first through fifth day for 250 people price included in breakfast charges 3.Mid/afternoon break with snack and beverage service first through fourth day for 250 people price included in lunch charges C. Audio/Visual Equipment: 1. Seven (7) Laptop computer with Windows/Word (one per room) 2. Fourteen (14) flip charts with paper and markers (two per room) 3. Seven (7) LCD projectors (one per room) 4.Seven (7) 10 foot projection screens (one per room) 5.Seven (7) lavaliere microphone (one per room) 6.Seven (7) handheld microphones for participants (one per room) D. Security: Both armed and unarmed security officers are required during each meeting. Specific requirements for day of the meetings will be provided prior to the start of each meeting at a cost of approximately $40.00 per hour. CLIN 0004. Focus Meetings - 4 days, date TBD A. Rooms: 1.Plenary meeting room, 1200 1500 sq. ft., should comfortably hold 75 people. 2.Break out rooms with round tables with eight (8) chairs per table. One (1) six-foot long rectangular table with three (3) chairs for participant registration. One (1) six-foot long rectangular table with two (2) chairs and power supply for laptop with electrical access. 3.Sleeping rooms will be required as follows: Ten (10) first night, 65 second and third nights, ten (10) fourth night. 4.Meetings will begin at 7:30 a.m. each day and end at 5:30 p.m. B. Meals/Food: 1.Reception hors doeuvres and soft drinks held on the first night not to exceed $25 per person 2.Lunch: Soup, salad, pre-made sandwich buffet for 75 or plated meal to include salad, entre, dessert and beverage for 75 daily not to exceed $20 per person C. Audio/Visual Equipment: 1.One (1) Laptop computer with Windows/Word 2.One (1) LCD projector 3.One (1) Front projection screen 4.One (1) Power strip 5.One (1) Cart, skirting for cart 6.Six (6) flip charts with markers 7.One (1) podium with removable microphone meeting room, 2 days 8.One (1) transmitter/ mixer meeting room, 2 days 9.Two (2) handheld microphones meeting room, 2 days 10.Internet Access D. Security: Both armed and unarmed security officers are required during each meeting. Specific requirements for day of the meetings will be provided prior to the start of each meeting at a cost of approximately $40.00 per hour. CLIN 0005. Family Programs In-Process Reviews (FP IPRs) to be held April, June and August (4 days, dates TBD): A. Rooms: 1.Meeting rooms, 2300 2500 sq. ft., should comfortably hold 20-40 people. 2.One (1) U-shaped table for 30 people with perimeter seating for 20-25 people. Specific information will be provided prior to meeting dates. 3.Sleeping rooms will be required as follows: 20 first night, 22 second night, 22 third night, 20 fourth night. 4.Meetings will begin at 7:30 a.m. each day and end at 6:00 p.m. B. Meals/Food: 1.Lunch: Soup, salad, pre-made sandwich buffet for 50 and/or, 2.Plated meal to include salad, entre, dessert and beverage for 50 daily not to exceed $20 per person C. Audio/Visual Equipment: 1.One (1) Laptop computer with Windows/Word 2.One (1) LCD projector 3.One (1) Front projection screen 4.One (1) Power strip 5.One (1) Cart, skirting for cart 6.Two (2) flip charts with markers (per day) 7.One (1) computer with LCD projector and screen (per day) 8.One (1) podium with removable microphone (per day) 9.Internet Access (per day) D. Security: Both armed and unarmed security officers are required during each meeting. Specific requirements for day of the meetings will be provided prior to the start of each meeting at a cost of approximately $40.00 per hour. CLIN 0006. Army Family Readiness Advisory Council (AFRAC). Meetings to be held March and September (date TBD): A. Rooms: 1.Meeting Room 2500 to 3000 sq. ft Room should comfortably hold 75 people. 2.Break out rooms, 600 780 sq. ft. - will be in various configurations to suit group needs. 3.Plenary session is U-shaped table set up for 40 with microphones at each place and 30 perimeter seating. Additional information will be provided prior to meeting dates. 4.Office administrative space is required with one (1) long table for assembly of materials and two (2) tables for computer set ups. Required two (2) days prior to start of meeting. 5.Sleeping rooms will be required as follows: 10 first night, 30 second night, 30 third night, 25 fourth night. 6.Meetings will begin at 7:30 a.m. each day and end at 5:30 p.m. B. Meals/Food: 1.Lunches for 50 each day buffet or plated meals not to exceed $20 per person 2.Reception of light finger foods to be held first night for 50 people not to exceed $25 per person C. Audio/Visual/Computer Equipment: 1.One (1) LCD projector 2.One (1) Front projection screen 3.Two (2) Desktop computers with Windows/Word 2000, Virus Protector, and Internet access Admin Room, four (4) days 4.One (1) Laptop computer with Windows/Word and Virus Protector Meeting Room, two (2) days 5.One (1) Power strip 6.One (1) Cart, skirting for cart 7.Two (2) Lavalieres 8.One (1) Transmitter/ Mixer 9.Three (3) Wireless/Air Mouse 10.Twelve (12) Table Top Microphones (Dates TBD) 2 days 11.One (1) Podium with Hard-Wired Microphone 2 days D. Additional Supplies/Equipment: Required 2 days prior to start of meeting 1.One (1) Flip Chart with paper and markers - One (1) administrative room, four (4) days and two (2) meeting room, two (2) days. 2.One (1) heavy duty high speed copy machine with collator, enlarger, stapler, duplex printing, etc. Admin Room, four (4) days 3.One (1) box per day copier paper Admin Room, four (4) days 4.Two (2) Laser printers (including one color) Admin Room, four (4) days 5.One (1) Telephone with long distance access Admin Room, four (4) days E. Security: Both armed and unarmed security officers are required during each meeting. Specific requirements for day of the meetings will be provided prior to the start of each meeting at a cost of approximately $40.00 per hour. CLIN 0007: General Officer Steering Committee (GOSC) Meetings to be held January and June dates TBD A. Rooms: 5000 to 6800 sq. feet - Plenary session for 250 people, U-shaped table as follows: Five (5) six-foot tables across the top, six (6) six-foot tables forming each side. Thirty-six (36) push-to-talk microphones evenly distributed around the U-shaped table. Ten (10) chairs are to be placed at the top of the U and 16-18 chairs along each side. Theater seating for 125 people on each side; set in rows of 20-25 chairs, five (5) inches apart side to side with center aisle; chairs must be placed with an unobstructed view of the U-shaped table. The first row of chairs is to be placed approximately three feet behind each chair at the U-shaped table. On the right side of the U the first row set up classroom style (small thin tables) with sufficient pitchers of water and glasses. The remaining chairs are to be placed on each side behind the first row of seats. Two (2) small skirted tables with chair are to be placed in the front center of the U for placement of projection device. Each table must align with projection screens. One (1) 6-foot table with three (3) chairs is to be placed to the right of the projection screen with hook-up to audio system for seating of the court reporter. All tables in U-shaped formation must have sufficient pitchers of water and glasses to be within easy reach of committee members. Skirted tables with pitchers of water and glasses placed at the far side of the ballroom or near the doors. One (1) audio technician must be on site during the entire event B. Audio/Visual/Computer Equipment: 1.Two (2) laptop computers 2.Two (2) LCD projectors 3.Two (2) 10-foot front projection screens on tripods 4.One (1) laser pointer 5.One (1) podium with microphone 6.Five (5) hand-held wireless microphones 7.Thirty-six (36) push-to-talk microphones 8.One (1) audio control console plus any equalization/processing effects necessary to ensure high quality sound with no feedback. 9.One (1) audio technician must be on site during the entire event C. Security: Both armed and unarmed security officers are required during each meeting. Specific requirements for day of the meetings will be provided prior to the start of each meeting at a cost of approximately $40.00 per hour. Quotes shall include a statement specifying the extent of the agreement with all terms, conditions and provisions included in the solicitation. Quotes shall also contain other documentation specified herein including the PERIOD OF ACCEPTANCE the Offeror agrees to hold the prices in its quote firm for thirty (30) calendar days from the date specified for receipt of quotes unless another time period is specified in an amendment to the solicitation. LATE OFFERS: Quotations or modification of quotes received after the exact time specified for receipt of quotes will not be considered. EVALUATION / AWARD; IAW FAR 52.212-2 Evaluation of commercial Items, the government will award a Purchase order to the Offeror whose price is judged to represent the best value to the government considering the Lowest Price Technically Acceptable Source Selection Process in accordance with FAR 15.101-2. All offerors must be registered in the Central Contractor Register (CCR) and Online Representation and Certification Application (ORCA) must be activated (IAW FAR 4.11 and 4.12). ORCA registration for online representation and certification requirements may be viewed via the internet at www.bpn.gov. OFFERORS MAY INCLUDE A COMPLETE COPY OF THE PROVISION AT FAR 52.212-3, OFFEROR REPRESENTATION AND CERTIFICATIONS COMMERCIAL ITEMS WITH THEIR QUOTE which can be downloaded from the internet at http://farsite.hill.af.mil or requested in writing via fax at 229-257-3547. Offerors that fail to furnish the required representation information via submission or ORCA registration or reject the terms and conditions of this solicitation, may be excluded from consideration. The listed Federal Acquisition Regulation (FAR) clause applies to this solicitation and is incorporated by reference. All FAR clauses may be viewed in full text via the internet at http://farsite.hill.af.mil. FAR 52.212-4 Contract Terms and Conditions- Commercial Items; FAR 52.212-5 Commercial Terms and Conditions Required to implement Statues or Executive Orders- Commercial Items. Quotes are due no later than 30 October 2009; 12:00PM EST. Quotes shall be submitted to Mr. Mark J. Yarboro, contract specialist, mark.j.yarboro@conus.army.mil.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/USA/DSS-W/DASW01/W91WAW-10-T-0007/listing.html)
Place of Performance: Address: Contracting Center of Excellence ATTN: Hoffman Building II, Room 11S67, Mr. Mark J. Yarboro Alexandria VA; Zip Code: 22332
Record: SN01990191-W 20091024/091022234801-00331a847bde0e9f96f6cc4e5b0e16b1 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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X -- Army Family Conferences and Meetings