SOLICITATION NOTICE
X -- Hotel Rooms and Conference Space in Philadelphia, Pennsylvania
- Notice Date
- 3/31/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Agriculture, Farm Service Agency, Acquisition Management Branch, Recurring Requirements Section, 1400 Independence Avenue SW, Stop 0568, Washington, District of Columbia, 20250-0568
- ZIP Code
- 20250-0568
- Solicitation Number
- AG-3151-S-10-0011
- Archive Date
- 5/5/2010
- Point of Contact
- Reginald J. Barnes, Phone: 2027209463
- E-Mail Address
-
reginald.barnes@wdc.usda.gov
(reginald.barnes@wdc.usda.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/Meeting Spaces, Audiovisual, Informational Technology Services, and Catering for a conference to be held in the City of Philadelphia within the geographic borders of Benjamin Franklin Bridge to the North, Lombard Street to the South, the Delaware River to the East and the Schuylkill River to the West. The U.S. Department of Agriculture, Foreign Agriculture Service, (USDA/FAS), intends to procure a venue for its 2010 International Administrative Training Conference that will include up to 120 international participants. The conference is to be held from June 06, 2010 through June 11, 2010, with check-out on June 12, 2010. Alternate dates are not acceptable. The venue must be in a safe area within a three block walking radius to restaurants and shopping and offer on site parking; a full service restaurant with available breakfast; fitness center; coin operated laundry and dry cleaning services; and transportation service to and from Philadelphia International Airport. Request for proposal AG-3151-S-10-0011 is issued in accordance with FAR subpart 12.6 titles “Streamlined Procedures for Evaluation and Solicitation for Commercial Items”. This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. USDA will only consider proposals submitted directly from hotels. NAICS Code 721110 and the small business size standard is $7 million. The contractor must be able to provide all requirements specified for conference needs in Parts A and B below. To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Register (www.ccr.gov) and 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). Proposed facilities not listed in the CCR and FEMA lists, 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.). Please include your FEMA number with your proposal submission. The hotel facility must accommodate the following attendee numbers: PART A: Hotel Lodging •Friday, June 04, 2010 for 5 sleeping rooms •Saturday, June 05, 2010 for 30 sleeping rooms •Sunday, June 06, 2010 for 130 sleeping rooms •Monday, June 07, 2010 for 120 sleeping rooms •Tuesday, June 08, 2010 for 120 sleeping rooms •Wednesday, June 09, 2010 for 120 sleeping rooms •Thursday, June 10, 2010 for 120 sleeping rooms •Friday, June 11, 2010 for 100 sleeping rooms •Saturday, June 12, 2010 for 20 sleeping rooms •Sunday, June 13, 2010 for 5 sleeping rooms Rooms must be individual/private sleeping rooms at or below the government per diem rate for Philadelphia, PA (currently at $153.00 exc. taxes). The in-room amenities should include, but are not limited to: TV with remote; coffee maker; refrigerator; telephone; iron and ironing board; hair dryer and available wireless internet services. Payments against the government purchase order will be split between the Government Purchase Card and the Government Travel Credit Card. A rooming list will be provided to the hotel after award of the contract. Please provide the cut-off date by which reservations must be made. PART B: Meeting Space All meeting and Reception Space should be in the same venue or within one block walking distance. Saturday June 05, 2010 – Saturday June 12, 2010 •Provide a secured room to store our conference materials and for FAS to have a room for preparation of workshop materials. This room must accommodate 15 staff and must have Wi-FI internet access, and desks/ tables to accommodate laptops. This room must be accessible 24 hours per day for the duration of the conference. Sunday June 06, 2010 •Registration area from 2:00 pm – 4:00 pm. Registration will include 3 skirted tables in an L shape with three chairs plus two skirted against wall behind registration table for conference materials, 2 waste receptacles, water service, electrical outlet and internet. •Provide one (1) large room for welcome reception Sunday evening 5:00 p.m. – 7:00 p.m. Service for this event should include light refreshments (i.e. hors d’oeuvres, appetizers, cash bar, soft drinks, and water) to accommodate approximately 130 people. Catering options should be provided. The set up should include scattered cocktail tables with chairs throughout the reception area. Monday, June 07, 2010 •Registration area from 7:00 a.m. – 3:00 p.m. outside the General Session meeting space. Registration will include 3 skirted tables in an L shape with three chairs plus two skirted tables against wall behind registration table for conference materials, 2 waste receptacles, water service, electrical outlet and internet. •Provide General Session meeting space to accommodate 120 people set banquet style of 10 per table. Standing podium on riser with microphone. Panel table with seating for 5 on riser in the front of the room to include full AV equipment, two table microphones and internet. Provide one LCD projector and screen that must be projected in the front of the room, as well as two wireless microphones. AV services must be set-up by 7:30 a.m. and provided through 5:00 p.m. General Session tables must include proper linens, ice water, glasses, candy, writing pads and pens. General Session lunch will be provided buffet-style to accommodate 120 people. Hotel must be able to accommodate special dietary needs- (i.e. Kosher, vegan, vegetarian, diabetic and other dietary needs related to cultural and/or medical reasons). Catering menus with options should be provided. Tuesday, June 08, 2010 through Friday June 11, 2010 •Provide a total of 4 breakout rooms – for 25 people with a u-shape style setup. For each breakout room provide: one LCD projector with screen, one podium, one small table with 2 chairs in the front of the room, internet access, flip chart easels, pads with markers, ice water, glasses and candy on each table. •Provide 10:00 am beverage break for approximately 120 (Outside Conference Area). Beverage break to include coffee, tea, juice, soda, water, etc. •Provide 3:00 pm afternoon break for approximately 120 (Outside Conference Area). Catering package should include items such as coffee, tea, juice, soda, water, brownies/cookies, cheese, nuts and fruit. PART C: Anticipate light refreshments for morning and afternoon breaks and possibility of lunch on certain days. Please provide catering menus that include options available for the special dietary needs mentioned above. The Federal Government policy does not permit guaranteed amount of food and beverage revenue. PART D: Other requirements: facilities located in the City of Philadelphia within the geographic borders of Benjamin Franklin Bridge to the North, Lombard Street to the South, the Delaware River to the East and the Schuylkill River to the West will receive the highest consideration as these are the most desirable locations for this event. Rental vehicles are not authorized for international participants and therefore, it is imperative that the location must be within walking distance of a variety of restaurants and shops (not to exceed 3 city blocks); and transportation to/from airport. 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. Proposals are to include total and itemized rates/prices on ability to accommodate conference (to include location and amenities), meeting space, catering and audiovisual. An award will be issued 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 point of contact from the company who can respond to questions concerning the conferences), and 3) Cost will be given more weight in the evaluation as technical proposal evaluations become closer. The government will perform a site visit that may be considered as part of the technical 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. Proposal should be faxed to the attention of Mr. Reginald J. Barnes on 202-690-0689 or e-mailed to reginald.barnes@wdc.usda.gov, All questions must be submitted in writing. No telephonic responses will be accepted. Quotations are due on 04/20/2010, by 4:30 pm EST. Oral quotations will not be accepted. DO NOT MAIL QUOTATIONS.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USDA/FSA/MSDRRS/AG-3151-S-10-0011 /listing.html)
- Place of Performance
- Address: The City of Philadelphia within the geographic borders of Benjamin Franklin Bridge to the North, Lombard Street to the South, the Delaware River to the East and the Schuylkill River to the West., United States
- Record
- SN02107968-W 20100402/100331235114-d4046a71883a55701f956c3dcdd92ed1 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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