SOLICITATION NOTICE
X -- This is a combined solicitation/synopsis for a Yellow Ribbon Event to be held on SATURDAY - May 7th 2011 in Reintegration Activity 1 in Tucson, Arizona.
- Notice Date
- 3/2/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- USPFO for Arizona, 5645 East McDowell Road, Phoenix, AZ 85008-3442
- ZIP Code
- 85008-3442
- Solicitation Number
- W912L2-11-T-0008
- Response Due
- 3/31/2011
- Archive Date
- 5/30/2011
- Point of Contact
- Leslie A. Sanchez, 6022672841
- E-Mail Address
-
USPFO for Arizona
(leslie.a.sanchez@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. Statement of Work SATURDAY - May 7th 2011 Yellow Ribbon Program Reintegration Activity 1 Tucson, Arizona The Arizona Army and Air National Guard is in need of a conference center that can provide indoor meeting rooms for 400 people in support of the Yellow Ribbon Reintegration Program. Childcare and youth activities will be provided by the Yellow Ribbon Program during the conference. There will be 140 children and youth in attendance. Breakfast and lunch will be provided for all attendees. Registration for all in attendance will be conducted as breakfast is being served. Parking will need to be free of cost for 200 vehicles. The following statement of work will outline exactly what is needed to perform the Reintegration Activity. Proposal shall include a detailed description, map or layout of the facility's conference rooms including dimensions and illustrate how they conform to the statement of work. (Line item #0001) Registration: Needed on Saturday 6:00am until 9:00am are 6 six-foot tables with two chairs at each table that will easily accommodate the registering of all 400 adult attendees in a timely manner. Surrounding areas (indoors and outdoors) and all areas leading to the registration area will need to have appropriate signage so that attendees will be able to easily locate the Yellow Ribbon's registration area. Three easels will be needed for registration signs. Cost will be inclusive of ALL Taxes and Service Charges Registration cost: ____________ (Line item #0002) General Session Conference Room: Needed on Saturday from 6:00am until 5:00pm is one on-site conference room to accommodate the 400 adults seated in crescent round setting allowing all attendees to see and hear the presentations clearly, take notes, and enjoy breakfast and lunch at their seats. The attendees will be returning to this room throughout the day, therefore this room must remain set in this way from 6:00am to 5:00pm. This room will need a podium on a raised stage in the front of the room. Two wireless lavaliere microphones and one hand held microphone are needed. 1 projector and a large screen of adequate size is needed in this room. The sound from the computer programs and the microphones need to be heard clearly throughout the whole general session room. The attendees should be able to see the projected image well from wherever they are seated. All audio and visual components must be adaptable to standard laptop outputs (sound to the integrated speakers from the computer is necessary). An in house AV staff member is required to be available throughout the event to troubleshoot any unexpected technical issues. One wireless high-speed internet connection is needed in this room. A flip chart easel with pad and markers or a dry erase board and markers in this room. Adequate staff is required to assist throughout the day in room conversions and meal setup and cleanup. Cost will be inclusive of ALL Taxes and Service Charges. General Session Room cost: _____________ (Line item #0003) Regular Breakout Rooms: Needed on Saturday 6:00am until 5:00pm, 6 breakout rooms with soundproof walls set in classroom seating to accommodate approximately 70 adult attendees in each room. One wireless microphone will be needed in each breakout room. These 5 breakout rooms need to be in the same general area as the 'general session room' to allow for easy transition to and from each breakout. The conference center will provide audio visual (projector, screens and an integrated speaker system) that is adequate for size of room, a table in the front of the room, and flip chart easel with pad and markers or a dry erase board and markers in each room. All audio and visual components must be adaptable to standard laptop outputs (sound to the integrated speakers from the computer is necessary). Cost will be inclusive of ALL Taxes and Service Charges. Room cost per room: ______________ Total cost: ______________ (Line item #0004) Counseling Rooms: Needed on Saturday from 6:00am until 5:00pm, the conference center will provide 2 small rooms to be used for counseling. This room will need one table and five chairs or places for up to five to be seated. For example: couches in a lounge area or board room/office will be sufficient. These counseling rooms need to be located in the same area as the breakout rooms. Cost will be inclusive of ALL Taxes and Service Charges. Room cost per room: ______________ Total cost: ______________ (Line item #0005) Vendor Support Room: Needed on Saturday from 6:00am until 5:00pm are 25 tables (standard 6-foot rectangles) with two chairs per table in a room, 3,000 sq. ft. in size. This room must be indoors and within close proximity to the general session room. This room will need to have outlets to electricity every twenty feet along at least two walls. Three wireless internet connections are needed in this room or area. Cost will be inclusive of ALL Taxes and Service Charges Vendor Support Room cost: ___________ (Line item #0006) Childcare/Youth Activities Rooms: Needed on Saturday 6:00am until 5:00pm, 2 conference rooms no smaller than 1,000 sq.ft., and 2 conference rooms no smaller than 1,500 sq. ft. in size are needed. 1 animal exploration room is needed as well. Rooms must have soundproof walls. In each room there will need to be 5 round tables and 7 chairs at each table. At least 2 waste paper baskets sufficient for the size of the rooms are also needed in each room. In each of these 4 rooms the conference center will provide audio and visual (projector, screen and an integrated speaker system) that is adequate for size of room. All audio and visual components must be adaptable to standard laptop outputs (sound to the integrated speakers from the computer is necessary). 2 total 6-foot registration tables located just outside of these rooms are needed. These 4 rooms must be located together, near a bathroom and in a secure location; these rooms will be used for childcare and youth activities. A room allowing for a youth animal exploration presentation is required. A local animal expert group will be bringing in small animals to educate our 6-17 year old attendees. The area must be inside and may be one of the 1,500 sq. ft. youth activity rooms or an additional room of equal or greater size. 3 six-foot tables with two chairs at each table will be needed. The area must be able to accommodate small animals, their cages, 3 six-foot tables with two chairs at each table, and 70 youth (ages 6-17). Cost will be inclusive of ALL Taxes and Service Charges. Room cost per room: ______________ Total cost: _____________ (Line item #0007) Child and Youth Food and Beverage (Line item #0008) Adult Food and Beverage Sufficient number of buffet lines must be provided to allow all attendees to access the breakfast and lunch in a timely manner. Adult Breakfast On Saturday from 7:00am until 9:00am, the conference center will provide a continuous and refreshed continental-style breakfast (such items as muffins, cheese, prepared fruit, pastries, yogurt, cereals, bagels with cream cheese, juices and coffee etc...) for the 400 adult attendees to enjoy. There will need to be a minimum of five breakfast items to choose from. This breakfast buffet will need to be refreshed throughout the breakfast time period. Silverware, napkins, and appropriate dishes will be provided during the meal. Child and Youth Breakfast The 140 children (0-5) and youth (6-17) will be delivered an assortment of this same continental breakfast in the designated childcare and youth activities rooms at 7:00am, to be cleared promptly at 9:00am. Adult Lunch Attendees will be served lunch during two separate lunch hours; one from 11:30am to 12:30pm serving approximately 200 adults, and one from 12:30pm to 1:30pm serving approximately 200 adults. In total, 400 adult lunches will be provided on Saturday. A two-entr e hot lunch buffet with a variety of sides, salad, soup and bread and two choices of dessert for all 400 adult attendees. This buffet must be refreshed throughout the lunch period to accommodate the Service Members and their families returning to the buffet line again if they wish. Silverware, napkins, and appropriate dishes will be provided during the meal. Child Lunch 70 box lunches will be delivered to the children's (0-5 years of age) rooms at 11:00am. Venue must consider the various ages of the children and their abilities when preparing the boxed lunches. For example peanut butter and jelly, applesauce, cheese, crackers and a brownie or cookie. The children will be provided juice, water and milk. The boxed lunch needs to provide a second dessert to enjoy in the afternoon session, such as a bag of animal crackers, pudding snack or prepared fruit. Child lunches must be cleared promptly at 12:30pm. Youth Lunch At 11:00am a hot lunch buffet for the 70 youth (ages 6-17) will be provided for one hour in a separate Youth Lunch area with a choice of two-entr es, a variety of sides, salad, bread and two choices of dessert for 70 youth will be provided. This buffet must include a menu that will cater to this age group, such as chicken tenders, french fries, macaroni and cheese, pizza, prepared fruits, fresh vegetables with ranch, and two dessert options (including one healthy option). Beverages Twice throughout the day the conference center will provide beverages (soda, iced tea, coffee, and water) accessible for 400 adult attendees to enjoy as they walk to their breakout sessions. The children and youth will be provided milk, water and juice twice throughout the day. This will eliminate the need for pitchers of water and glasses in each breakout room. Contractors must attempt to bid this line item keeping in mind the Government Per Diem rate (per meal) in your area. Invoices shall reflect a breakdown for the per meal charges. Cost will be inclusive of ALL Taxes and Service Charges Meal and beverage cost per adult: _____________ Meal and beverage cost per child and youth (0-17): _____________ Total meal and beverage cost: ______________ Proposal shall include a detailed description, map or layout of the facility's conference rooms including dimensions and illustrate how they conform to the statement of work. ------------------------------------------------------------------------------------------------------------ TOTAL COST ____________________ ******Proposal shall include a detailed description, map or layout of the facility's conference rooms including dimensions and illustrate how they conform to the statement of work. ************ All offerors must be central contractor registered prior to award to be considered responsive for this proposal. Awardee will submit ALL INVOICING through Wide Area Work Flow (WAWF). Awardee will be provided instructions upon award of how to submit these electronic invoices and receiving documents. At the time of invoicing if Visa payment is acceptable this must be documented on your electronic submission. Proposals are due 10:00 A. M. 3/31/11. Fax to (602)267-2429 to the attention of Leslie A. Sanchez or e-mail your response to leslie.a.sanchez@us.army.mil. All questions must be submitted in writing by fax or e-mail listed above no later than 3/25/11 3:00 P. M.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/NGB/DAHA02/W912L2-11-T-0008/listing.html)
- Place of Performance
- Address: USPFO for Arizona 5645 East McDowell Road, Phoenix AZ
- Zip Code: 85008-3442
- Zip Code: 85008-3442
- Record
- SN02391181-W 20110304/110302234222-5d6844ace6e8f1fe21e4208c1a8cab04 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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