SOLICITATION NOTICE
X -- Venue Rental in Helena, MT
- Notice Date
- 9/9/2011
- Notice Type
- Presolicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- N00189 NAVSUP Fleet Logistics Center Norfolk 1968 Gilbert Street,Suite 600 NORFOLK, VA
- ZIP Code
- 00000
- Solicitation Number
- N0018911T0478
- Response Due
- 9/14/2011
- Archive Date
- 10/14/2011
- Point of Contact
- Belinda Griffin 757 443 1458
- Small Business Set-Aside
- N/A
- Description
- US Naval Academy Admissions Forum 2011-2012 Admissions Department “ Strategic Outreach U.S. Naval Academy Statement of Work N00189-11-P-0580 Background Since 2008, the Naval Academy has hosted twenty seven Admissions forums across the United States in facilities ranging from convention centers to museums. Forum attendance has risen from an average of 200 attendees to a current average of 500. Summary The Admissions forums are vital to Naval Academy Office of Admissions outreach efforts, because they increase awareness of students in those areas of the United States that have minimal exposure to the opportunities available at the Naval Academy. The forums represent a unique opportunity for candidates, parents and prospective candidates to interact with current midshipmen, Admissions counselors, Congressional Staff members and local Blue and Gold Officers. The admissions forums are located in cities that are carefully chosen in relationship to the strategic plan of the Office of Admissions. The event being considered under this statement of work will be held on 1 October 2011 in the downtown area of Helena, MT from 0900-1200 and is expected to draw a minimum of 300 attendees. Space Requirements 1.Space A “ Formal USNA presentation area for 300 guests will need to adhere to the following specifications: a.Accommodate 300 people in easily accessible, theatre style seating oriented towards a stage b.Staging specifications i.Size must be at least 28 feet wide by 24 feet deep ii.Must consist of solid structure capable of sustaining five tons of equipment and personnel without swaying 1.sheets of unsecured plywood or other covering material on the ground or propped on cinderblocks or other similar materials does not meet these requirements 2.If a multi-piece stage is erected, panels must be secured underneath via C-clamps or comparable devices to prevent separation, sliding, and/or shifting during the band performance 3.If venue is proposing an outside venue a.stage must be shaded from direct sunlight to protect sensitive electronic equipment when performing b.Methods of acceptable protection are either a canopy covering the stage, or complete shade provided from buildings, trees, or other structures for the duration of the admissions forum c.Accessible for use for 6 hours 1.1.5 hours for setup, from 0730-0900 on 1 October 2011, however, access to setup the night prior is the preferred 2.3 hours for the actual event is required from 0900-1200 on 1 October 2011 3.1.5 hours for tear-down, from 1200-1330 on 1 October 2011 ii.Private area, closed to public access while event is in session d.Equipment 1.1 speaker podium 2.4 microphones (wireless/lavaliere preferred) 3.6 full-sized display easels to hold USNA advertising posters 4.1 LCD Projector ii.At least one 8 foot screen, or two 6 foot screens e.Power Requirements i.electrical system must support power requirements of the United States Naval Academy Band to include: 1.Three dedicated 110-volt, properly grounded 20-amp circuits a.Public power source required, no more than fifty feet from the stage. b.If electrical power cord must be laid out by the sponsor, 8 or 10 gauge, 3-conductor, insulated cable is required c.Circuits must not contain a śground fault circuit interrupt ť (GFCI) system d.If generator must be used, professional grade is required, capable of providing 110-volt at 60Hz service and provide 80+ amps of current (Home Depot or Lowes type products are unacceptable) 2.Space B “ Registration and promotional items area will need to adhere to the following specifications: a.Co-located with space A (audience seating and stage) and space C (post-event reception) i.Large enough to accommodate a free flow of 300 people over a 90 minute period ii.Accessible for use for 6 hours to include set-up and tear-down and 3 hours for the actual event, in parallel with Space A.c.1-3 timeframes b.Equipment i.Six (6), six-foot long tables with 2 chairs per table (12 chairs) 3.Space C - Post-Event Reception area will need to adhere to the following specifications: a.Co-located with space A (audience seating and stage) and space B (registration and promotional items area) i.Large enough to accommodate a free flow of 300 people over a 90 minute period 1.Space must allow for enough 6 foot tables (6 to 10) for staging catered finger food, non-alcoholic beverages and light desserts for 300 people without restricting traffic flow ii.Accessible for use for 6 hours to include set-up and tear-down and 3 hours for the actual event, in parallel with Space A.c.1-3 timeframes b.May share floor space with Space B if large enough accommodate all table and chair requirements without impacting free flow of foot traffic Accessibility Requirements 1.Vehicle Parking a.Ample parking to accommodate all guests i.Minimum of 110 parking spots 1.1 parking spot for every 3 guests 2.10 parking spots for USNA Admissions staff and speakers 3.Ensure all parking costs are clearly annotated in proposal 4.Available from 0900-1300 on 1 October 2011 a.From start of Admissions Forum through 1 hour after the conclusion of the admissions forum. 2.Easy accessibility for all guests to enter venue and arrive at spaces A, B and C 3.Easy accessibility for the United States Naval Academy Band to offload/load musical equipment in/out of the venue. b.10-member contemporary band with equipment ranging from drums, guitars and keyboards to soundboards, speakers and amplifiers Food Requirements 1.Provide food for event reception in Space C a.Include, at a minimum, drinks and lights snacks (such as chips, dips/salsa, cheeses, sliced vegetables, cookies, iced tea, lemonade and water) to accommodate approximately 300 guests b.Venue to provide sample menu with their quote i.Venue will provide a fixed price for the reception ii.No cost overages will be allowed for upgrades or increases to reception fare or quantities, despite changes in consumption by conference participants or emergent requirements c.If venue does not have in-house catering available, must provide full access to separately contracted independent caterer retained by USNA Admissions to support the food requirements of the event Qualifications The venue must be at a location to ease the time and logistical constraints of travel for the invited students and their family members. The Venue must provide adequate parking. Most importantly, the venue must be able to provide a total experience for the guests of the Naval Academy, commensurate with the Naval Academy ™s reputation as one of the nation ™s premier undergraduate institutions. The following list shows the types of venues that we ™ve used in the past. We feel these venues best represent what is expected of a Naval Academy event. In order of precedence: 1. Science or Historical Museums 2. Military/Civic sites 3. Convention Centers 4. Performing Arts Centers 5. Similar Centers on other colleges or universities 6. Hotels
- Web Link
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- Record
- SN02570248-W 20110911/110910000709-9f0234445b0617b091d59a0bb992ea4b (fbodaily.com)
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