SOLICITATION NOTICE
G -- 6th U.S. - China Transportation Forum in Chicago
- Notice Date
- 4/17/2013
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561599
— All Other Travel Arrangement and Reservation Services
- Contracting Office
- Department of Transportation, Office of the Secretary of Tranportation (OST) Procurement Operations, OST Acquisition Services Division, 1200 New Jersey Ave, Washington, District of Columbia, 20590
- ZIP Code
- 20590
- Solicitation Number
- DTOS59-13-R-00304
- Archive Date
- 4/18/2014
- Point of Contact
- James H Mowery III, Phone: 202-366-4959
- E-Mail Address
-
james.mowery@dot.gov
(james.mowery@dot.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a COMBINED COMMERCIAL-SERVICES SOLICITATION AND PRE-SOLICITATION NOTICE. All interested parties, please e-mail an initial expression of interest and a Statement of Qualifications to james.mowery@dot.gov and to Ronale.hoes@dot.gov by 11:59 PM Central Daylight Time April 21 st, 2013. This is a commercial-services Solicitation for a Chicago hotel to provide sleeping-rooms (guest rooms), conference space and audio visual support services in downtown Chicago, Illinois, and to thereby serve as the host hotel for the U. S. Department of Transportation's (DOT's) 6th U.S. - China Transportation Forum (TF) to be held from October 28 th through October 30th, 2013. The host hotel will need to provide: up to 200 sleeping-rooms (guest-rooms) over a four-day period; a main conference-room big enough to accommodate up to 300 people over a three-day period; five break-out conference-rooms, each of which can accommodate up to 100 people over a three-day period; and audio-visual services in the main conference-room and in each of the break-out conference rooms. Because of the need for a hotel whose accommodations are commensurate with the international importance of the Forum, it is unlikely that the hotel ultimately selected by DOT would have a rating any lower than four stars; and, in fact, a five-star hotel would be desirable. The U.S. Department of Transportation ("DOT"), Office of the Assistant Secretary for Aviation and International Affairs, Office of International Transportation and Trade, hereby asks all interested Chicago hotels to make themselves known by e-mailing an initial expression of interest and a Statement of Qualifications to james.mowery@dot.gov and to Ronale.hoes@dot.gov not later than 11:59 PM Central Daylight Time April 21 st, 2013. It is not necessary that any such initial expression of interest contain a firm price-quotation, but an estimated price-range would certainly be helpful. DOT will review each such initial expression of interest and will determine whether or not the hotel which submitted it is fully qualified and capable of hosting the 6 th U.S. - China Transportation Forum at the high level of quality indispensable to DOT. DOT reserves the right to then negotiate precise pricing-terms and other terms with either: (a) the one hotel which DOT determines is best qualified to host the Forum; or (b) the set of hotels which DOT's Contracting Officer determines are within the competitive range with respect to qualifications to host the Forum. The TF is a by-product of the U.S. - China Strategic and Economic Dialogue (S&ED) with the first TF initiated in 2008. Today, the TF serves as the key private-public Forum for the advancement of high-level, multi-modal transportation issues of concern to both countries through collaborative dialogue between government officials and industry experts representatives from both the U.S. and China. Through the TF, U.S. and Chinese counterparts work to develop productive, proactive, and mutually beneficial solutions to common transportation challenges. The annual high-level meeting also serves as the mechanism to review the progress achieved by the TF Working Groups: 1) Disaster Assistance and Coordination; 2) Urban Congestion; 3) Hazardous Materials; 4) New Technologies in Transport (Rail); and 5) the Ports and Inland Waterways Initiative. The U.S. delegation will be led by U.S. Deputy Secretary of Transportation John Porcari and the Chinese delegation will be led by the Ministry of Transport at the Vice Minister level. Other participants will include USG officials from DOT, U.S. Trade and Development Agency, and the Departments of State and Commerce. This year's Forum will take place in downtown Chicago in conjunction with the Yangtze Mississippi Rivers Forum and Sino-American Logistics Conference and Exhibition (hosted by the American Society of Transportation and Logistics), and will begin on Monday, October 28, 2013 with General Sessions, Working Group Workshops, site visits/technical tours; followed by a Welcome Reception the evening of Tuesday, October 29. The following day will begin with the Transportation Forum Opening Session, Lunch Buffet and Dinner Banquet. In preparation for this event, DOT is charged with coordinating efforts, such as securing a venue for the Transportation Forum, reserving conference space, and blocking hotel guestrooms for the conference attendees. DOT, however, will not be responsible for paying for the guest rooms (sleeping rooms). Instead, each participant will be responsible for making his or her own guestroom reservations and paying for his or her own guest room. DOT does, however, request the government per diem rate for U.S. and Chinese government officials only. It is anticipated that DOT's Contracting Officer and the hotel selected by DOT to host the Forum would both sign: (a) contract for DOT's rental of the hotel's conference rooms and the hotel's audio-visual services; and (b) a Letter of Intent, pledging that DOT's cognizant personnel will encourage DOT's Forum-attendees to book their hotel-guest-rooms (sleeping-rooms) at the selected hotel. (A separate Forum Support Contractor, to be chosen and paid separately by DOT, will provide transportation, photography and graphics services in conjunction with the Forum, will secure tour sites, and will manage registration and develop a conference website. Another separate contractor, to be paid separately by DOT, will provide foreign language translation services.) Additional parameters and government requirements for the host hotel are as follows: Hotel must be located in the downtown Chicago area Guestrooms must be provided at or below the Government Per Diem rate Capacity to accommodate a block of 200 guestrooms (sleeping-rooms) over a four day period Complimentary airport transfers Handicap accessible Complimentary business center (24 hour service) Complimentary internet in guest room (Wi-Fi) Complimentary breakfast No package receiving charges Free upgrade for VIPs (U.S. Deputy Secretary of Transportation and China Vice Minister of Transport) Free/Reduced parking for attendees Safe drive-way or pull-up area for bus loading/off-loading (transportation for site visits) Ample conference space/meeting rooms for the following: Control Room w/ computer and printer Boardroom for Principal's Meeting (10 people max) Foyer Area for coffee breaks and Welcome Reception (approx. 300 people) Ballroom for General Forum (approx. 300 people) Luncheon (300 people max) Break-out Rooms for Working Group Workshops (30 people) Audio Visual Support Needs Podium/Microphones (Table-top & Wireless) Back drape Raiser w/ stairs Blue Up-lights International Flags (US & China) PowerPoint Screen & Projector It should be noted that no Procurement Request (PR), to fund this Forum, has yet been provided to DOT's Contracting Officer; but it is anticipated that such a PR will be provided to the Contracting Officer in the near future. Any hotel located in downtown Chicago, Illinois which believes that it can meet all of the government's requirements and parameters in providing hotel accommodations, conference space and audio visual service to serve as host hotel for the October 28-30, 2013 6th U.S. - China Transportation Forum described above, and at the very HIGH level of QUALITY which is indispensable to DOT, may, not later than 11:59 PM Central Time on April 21 st, 2013, e-mail, to ronale.hoes@dot.gov and james.mowery@dot.gov, an initial expression of interest and a Statement of Qualifications attempting to prove the submitter's capabilities.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOT/TASC/TASCASD/DTOS59-13-R-00304/listing.html)
- Record
- SN03038750-W 20130419/130417234459-c6296fb0e4c117c8abb541f7fe080688 (fbodaily.com)
- Source
-
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