SOLICITATION NOTICE
X -- Conference Facilities for the Pacific Surface Movement Conference from 26-28 April 2011 in Waikiki, Oahu, Hawaii.
- Notice Date
- 11/30/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Surface Deployment and Distribution Command (SDDC), ATTN: SDAQ, 200 Stovall Street, Alexandra, VA 22332-5000
- ZIP Code
- 22332-5000
- Solicitation Number
- W911YZ-0306-2000
- Response Due
- 12/7/2010
- Archive Date
- 2/5/2011
- Point of Contact
- Carol Sinnard, 618-220-5066
- E-Mail Address
-
Surface Deployment and Distribution Command (SDDC)
(carol.sinnard@us.army.mil)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Part 12 Acquisition of Commercial Items and Part 13 Simplified Acquisition Procedures for Certain Commercial Items as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and a written solicitation will not be issued. The solicitation number for the Request For Quotation is W911YZ -0306-2000. This requirement is being issued under the Simplified Acquisition Procedures. The Request for Quotations (RFQ) is for conference facilities located in at Waikiki, Oahu Hawaii during the period 26 - 28 April 2011. The Statement Of Objectives is located at the end of this announcement. Quotes shall be clearly marked W911YZ-0306-2000 Hawaii and emailed to Ms. Carol Sinnard at carol.sinnard@us.army.mil or via facsimile (618) 220-5740 no later than 7 December 2010 at 3:00 PM CST. The provisions and clauses in the RFQ are those in effect through FAC 2005-46. This procurement is unrestricted. The NAICS Code for this procurement is 721110. All responsible sources may submit an offer which shall be considered by the agency. Delivery shall be FOB Origin at Waikiki, Oahu Hawaii to the 599th Transportation Group Wheeler Army Airfield, Schofield Barracks, HI 96857. The awarded contract will be a firm fixed price contract. All prospective offerors must be actively registered in the Central Contractor Registration. Offerors may register online at https://www.bpn.gov/CCR/scripts/index.html. FAR 52.212-3 Offeror Representations and Certifications Commercial Items (AUG 2009). In order to complete the Representations and Certifications for the referenced provisions you must go to the Air Force Web Site at http://farsite.hill.af.mil/Vffar1.htm; an alternate web site is www.arnet.gov/far/ use Current FAR 52.212-3 in HTML or PDF format. Locate the referenced provision, copy and paste it to a Word Document and complete the document with all pertinent company information prior to submission. An offeror shall complete only paragraph (k) of FAR 52.212-3 if the offeror has completed the annual representations and certifications electronically at the (ORCA) web site at http://orca.bpn.gov. Offerors who fail to furnish the required representations or information as required by FAR 52.212-1, 52.212-3, and 52.212-7001 cited below, or reject terms and conditions may be excluded from consideration. Pursuant to FAR 52.212-2 Evaluation Commercial Items (JAN 1999), the Government intends to award a contract to the lowest priced technically acceptable offer. The following FAR Clauses and Provisions are incorporated by reference and apply to this acquisition: FAR 52.204-7, Central Contractor Registration (APR 2008), FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUL 2010), FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment, (SEP 2006), FAR 52.212-1, Instructions to Offerors Commercial Items (JUN 2008), FAR 52.212-4 Contract Terms and Conditions Commercial Items ( JUN 2010), FAR 52.212-5 Contract Terms and Conditions required to Implement Statutes or Executive Order Commercial Items (JUL 2010). Specific clauses cited in FAR 52.212-5 that are applicable to this acquisition are, FAR 52.219-28 Post Award Small Business Program Representation (APR 2009), FAR 52.222-3 Convict Labor (JUN 2003), FAR 52.222-19, Child Labor- Cooperation with Authorities and Remedies (JUL 2010), FAR 52.222-21 Prohibition of Segregated Facilities (FEB 1999), FAR 52.222-26 Equal Opportunity (MAR 2007), FAR 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (SEP 2006), FAR 52.222-36, Affirmative Action for Workers with Disabilities (JUN 1998), FAR 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (SEP 2006), FAR 52.222-50 Combating Trafficking in Persons (FEB 2009), FAR 52.225-13 Restrictions on certain Foreign Purchases (JUN 2008), FAR 52-232-36, Payment by Third Party (FEB 2010), DFARS 252.203-7000, Requirements Relating to Compensation of Former DoD Officials (JAN 2009), DFARS 252.204-7003, Control of Government Personnel Work Product (APR 1992), DFARS 252.204-7004, Alternate A, Central Contractor Registration (SEP 2007), DFARS 252.232-7003 Electronic Submission of Payment Requests (MAR 2008), DFARS 252.232-7010, Levies on Contract Payments (DEC 2006), DFARS 252.247-7023 Transportation of Supplies by Sea (MAY 2002). Alternate III (MAY 2002) Pursuant to FAR Part 12.205 (c) the time period exception for receipt of proposals for consideration is 7 duty days instead of 30 days. Potential offerors will be responsible for downloading their own copy of this combined synopsis/solicitation and amendments. For questions contact Carol Sinnard at carol.sinnard@us.army.mil or (618) 220-5066. Estimated Performance Period is from 26-28 April 2011. Item No. Supplies/Services Quantity Unit Unit Price Total Amount. 0001 Conference Facilities 1 Lot __________ ___________ IAW the attached Performance Work Statement. Pricing shall include all applicable service charges. The Tax Exemption Number is 011644858 0002 Copier price per 2500 (Est.) Ea ___________ __________Est page for color copies. Conference Services Performance Work Statement 1.0 General. 1.1. Organizations to be supported: U.S. Department of Defense 599th Transportation Brigade 352 Santos Dumont Ave., Bldg 204 Wheeler Army Air Field, HI 96857 Work is to be accomplished for the 599th Transportation Brigade, Wheeler Army Air Field, HI. The contractor shall be responsible for complying with all applicable Federal Acquisition Regulations (FAR) and Defense Acquisition Regulations (DFARS). 1.2Background and Scope: The 599th Transportation Brigade's mission is to host the Pacific Surface Movement Conference 2011, which serves as an annual forum for discussion of surface movement issues; and brings together military and civilian leaders from all over the Pacific region. The purpose of this conference is to learn about new trends and challenges in surface movement, exchange ideas and build lasting relationships. This will be a Firm Fixed Price Contract and will include all resources necessary to accomplish the general requirements described in this Performance Work Statement (PWS). The Contractor shall provide assistance for hosting the Pacific Surface Movement Conference, which includes the deliverables for the 599th Transportation Brigade, in accordance with the requirements in paragraph 3 of this PWS. 1.2.2Security Clearance Security Clearance is not required for the performance of these services. However, Contractor personnel directly coordinating conference requirements with the 599th conference planners must be U.S. Citizens. In addition, Contractor personnel working on this task order shall be fluent in the English language. 2.0 Work Requirement. The Contractor Services shall include coordinating and making all necessary arrangements for obtaining the required conference rooms, set-up, staging and coordination of scheduled events in the proper setting and with adequate audio visual aids; lodging accommodation facilities, equipment support and morning "light" refreshments (not meals). Anticipate for (1) arrival day prior to the conference, Monday; (3) calendar days for the conference events, i.e. Tuesday through Thursday, with same day departure on Thursday. Contractor personnel are expected to coordinate working hours for all on-site work with the Contracting Officer's Representative. 2.1Period of Performance: The conference runs for (3) calendar days from Tuesday, 26 April through Thursday, 28 April 2011. It is anticipated that attendees may arrive as early as Friday, 23 April 2011 and depart as late as Sunday, 1 May 2011. 2.2Location of Conference and Equipment Serviced: The A/V equipment to be provided and serviced (if necessary) will be determined when contract is awarded to the selected vendor for the conference to be held in Honolulu, Hawaii. 3.0 Specific Tasks and Deliverables. This contract will support all specific tasks and deliverables for this requirement as follows: * Conference Center Rooms, lodging facilities accommodations and Equipment Support * Audio and Visual (A/V) Equipment Support * Automation Support 3.1Room Requirements: Individual meeting rooms may be separated by wall panels (except where annotated). Although A/V and Automation Support requirements are listed in multiple sections below, the 599th Transportation Brigade reserves the right to provide its own equipment or contract through a third party to reduce overall costs. This includes, but is not limited to: microphones, speakers, projectors, screens, VCRs, fax machines, copiers, and computers. All computer devices must have current software to include but not limited to, service packs, patches and updated anti-virus software current within seven days prior to the conference start date. All devices must be compatible with Microsoft Office Version 2003. Additional printer/copier supplies (paper, toner cartridges, etc...) must also be readily available to prevent service disruptions. The final room configurations will be coordinated between the Conference Center Event Coordinator and the 599th Transportation Brigade Lead Planner and/or Logistics Lead Planner. The following items are required for the 599th Transportation Brigade, 2011 Pacific Surface Movement Conference execution: 3.1.1.Main Conference Room (MCR): This room will be used as the primary meeting area. Room Requirements: * Minimum room size is 6,500 square feet to accommodate approximately 300 people. * The room must be in close proximity to the Conference Support Center (CSC), VIP Communications Center (VCC), and Media Room (MR). * Exclusive use is required from 8:00 a.m. Monday, 25 April 2011 through Thursday, 28 April 2011, 10:00 p.m., on a 24-hour basis. * The height of the room will allow adequate vertical space for two (2) to three (3) screens of medium size (identified in the "A/V" and "Automation Requirement" section below of this paragraph). * (2) 42" flat panel monitors on floor in front of stage for speakers to view slideshow they are briefing. * The view from the seating areas will not be compromised or altered by structural support columns or partial walls. * Light intensity and climate controls must be adjustable from inside of the room. * Provide a raised stage (approx 16'x12') with podium and (1) 3'x10' table plus 6 chairs. * Seating will be arranged to accommodate approximately 275 attendees at tables. Additional seating may be required. * All major items (tables, chairs, wall panels) will be set up by 8:00 a.m., Monday, 25 April 2011. Configuration will be determined based on room design and attendee count. * Provide one (1) 3'x3' table in front of each of the screens to support a projector with power outlets located in proximity or provide extension cord(s). * The Center can assume control of the room after Thursday, 28 April 2011 at 10:00 p.m. A/V and Automation Requirements * (3) Projectors and (3) projection screens to include; (2) Front Fabric Screens, 9'x12'; and (1) Front Fabric Screen, 7.5' x10' (sizes are approximate and can be negotiated). * Black Skirting to cover all framing of the screens mentioned above. * (2) 42" flat panel monitors * (1) 1-in-4-out VGA amplifier; (1) 12-channel mixer console; (1) audio patch to house PA system; (8) wireless handheld VHF microphones, (8) microphone stands (5 table and 3 floor stands); and (4) wireless lapel microphones. * (1) Table sufficient to accommodate all A/V equipment listed above. Power outlets should be in close proximity or provide extension cords as required. 3.1.2.VIP Communications Center (VCC): This room will be used by the 599th Transportation Brigade VIPs for business communications. The 599th Transportation Brigade will provide computer equipment for this room. Room Requirements: * This room must be stand-alone (no wall panel partition) and in close proximity to the MCR and CSC. If possible, a single point of entry and no windows are preferred. * The minimum room size is 250 square feet. * Exclusive use is required from 8:00 a.m. Monday, 25 April 2011 through Thursday, 28 April 2011, 10:00 p.m., on a 24-hour basis. * The Center will have all major items (tables, chairs, extension cords) set up by 8:00 a.m. Monday, 25 April 2011, in accordance with the final configuration. * Provide one (1) 3'x8' table, one (1) 3'x3' table, and 4 chairs. * Provide two (2) phone lines with phones: (1) long distance with overseas access, (1) with local access only. * Power outlets to service (2) computers, (1) printer, (1) fax machine, and (1) scanner. * Provide DSL connectivity for up to (2) laptop computers. * The Center can assume control of the room after Thursday, 28 April 2011 at 10:00 p.m. Automation Requirements: * None 3.1.3Conference Support Center (CSC): This room will be used to in- and out-process attendees as well as perform other administrative functions. Room Requirements: * The minimum room size is 700 feet. * The room must be close to the MCR and UCC. * Exclusive use is required from 8:00 a.m. Monday, 25 April 2011 through Thursday, 28 April 2011, 10:00 p.m., on a 24-hour basis. * The Center will have all major items (tables, chairs, extension cords) set up by 8:00 a.m. Monday, 25 April 2011, in accordance with the final configuration. * The room should include a separate storage area (approximately 10'x10') for administrative supplies. * Provide (12) cushioned chairs as guest seat. Configuration details will be worked with CSC representative, Lead Planners, and hotel staff. * Provide (6) 3'x8' tables with (16) chairs. * Provide (2) phones with local calling access only. * Provide power outlets to service (9) computers, (2) printers, (1) high-speed/large capacity copier, and (1) fax machine. * Provide (2) high-speed DSL lines for computers provided by the 599th Transportation Brigade. * The Center can assume control of the room after Thursday, 28 April 2011 at 10:00 p.m. Automation Requirements: * Provide (1) high-speed/large capacity copier with 2,500 copies inclusive. * Provide (1) flat screen television (min 32" / max 42" screen size) * Provide (6) floor standing easels appropriate for displaying large posters. 3.1.4Small Group Meeting Rooms: These rooms will be used for small group discussions. Room Requirements: * Center will provide (6) rooms, each measuring 400 square feet. * The rooms should be close to the MCR and within proximity to each other. * Exclusive use is required from 8:00 a.m. Tuesday, 26 April 2011 through Thursday, 28 April 2011, 10:00 p.m., on a 24-hour basis. * The Center will have all major items (tables, chairs, extension cords) set up by 8:00 a.m. Tuesday, 26 April 2011, in accordance with the final configuration. * Each room will require (20) chairs and enough 3'x8' tables to accommodate comfortable seating arrangement. * The Center can assume control of the room after Thursday, 28 April 2011 at 10:00 p.m. * High speed DSL in each room for computers provided by the 599th Transportation Brigade. * One room will be left as a spare room. No identified requirements. A/V and Automation Requirements: * Provide (1) front projector with cables for a computer provided by the 599th Transportation Brigade and (1) projection screen (minimum size of 6') per room (5 total rooms). * Provide (1) 4'x8' rolling white board / smart board per room (5 totals). 3.2Security Requirements: Due to the nature of the conference and diversity of the attendees, security concerns are paramount. A breach in security would cause not only embarrassment for the 599th Transportation Brigade, but could also possibly involve a greater incident embarrassing the Department of Defense or any one of our commercial industry partners attending the conference. Center Security System: * The center shall have an internal and external camera system that is continuously monitored on site by a dedicated security guard. * The center shall have its own unarmed security guards that perform roving checks of all facilities, 24 hours a day during the entire contract period. * The Center security guards (including roving guards) will have a communication system back to the guard room, who will in turn have a means of contacting Police/Fire/Medical assistance. 3.2.1Parking Requirements * Center will provide parking passes to accommodate (20) conference support personnel to allow unimpeded 24-hour entry and exit from the parking garage and/or valet areas (whichever is designated for the parking of the vehicles while not in use. * Provide parking / waiting areas for (2) VIP/CSC vehicles situated in proximity to the Center / facility entrance. * Provide validated parking discounts for the remainder of all conference attendees. Daily fees, if any, may not exceed the normally charged rate. * Center will provide a parking validation machine to the lead transportation NCOIC. This machine will be used to validate parking passes for 599th Transportation Brigade members performing official duty at the conference site. The transportation officer will keep an accurate count of tickets validated and provide these numbers to the Center on a daily basis. 3.3Photo Shoot: There will be a photo shoot on the first day of the conference for approximately 50 people. The primary location is to be outside with an inclement weather area dedicated as a secondary location. The photo shoot is scheduled for Tuesday 26 April 2011 from 11 a.m. to 12 p.m. * Area specifications: Outdoor location (poolside, garden, terrace, etc.) with inclement weather back-up that provides similar indoor setting * Provide up to (15) chairs for first row of VIPs. * Provide a raised platform for second and third rows (approximately 12" higher than row in front). 3.4Attendee Room Lodging Accommodation: Room charges will be borne by the personnel attending the conference. Attendees will reserve lodging rooms individually and will place either a $75.00 deposit or secure their expenses with a major credit card. The following items identify lodging requirements in support of the Pacific Surface Movement Conference: * The nightly room rate may not exceed the current per diem rate established by the Department of State for the geographic region (Honolulu, Hawaii) * A minimum of 200 rooms will be blocked for individual attendees to make reservations on 4 April 2011, (21) days prior to the conference, the Center may reduce our block to 40 "unbooked" rooms. On 21 April 2011, (7) days prior to the conference, the Center may reduce our block to 20 "unbooked" rooms. On 24 April 2011, (2) days prior to the conference the Center may release all remaining rooms to the general public. * At least (5) rooms will be upgraded and/or suites with high-speed internet access (DSL). Names of the individuals to be booked in these rooms will be provided by the 599th Transportation Brigade Lead Planner, and will not be charged at higher than the Government per diem rate. 4.0Government Furnished Items and Services. 4.1Facilities, Supplies and Services: The government will not be providing any items or services for the Contractor. The 599th Transportation Brigade will only provide necessary computers and printers identified in paragraphs 3.1.1., 3.1.2., 3.1.3., 3.1.4. Additionally, to officially account for the attendees, the Government will conduct all necessary steps to include; obtaining all attendees contact information for registration, preparing and issuing ID badges and assigning an escort when necessary, etc.. 5.0Contractor Furnished Items and Services. 5.1Facilities, Supplies and Services: The Contractor shall provide all services and facilities listed in section 3 above, labor, services support as needed to support the requirements of the contract. The Contractor shall include all costs in their initial FFP proposal.
- Web Link
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- Place of Performance
- Address: Pacific Surface Movement Conference Waikiki Area Honolulu HI
- Zip Code: 96815
- Zip Code: 96815
- Record
- SN02335035-W 20101202/101130233835-7eabb465ba42540a4aef58faae91e7d9 (fbodaily.com)
- Source
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