Department of Defense, OSD/WHS, Real Estate and Facilities Directorate, Support Service Division, Procurement Branch, Room 3C345 Pentagon, Washington, DC 20301-1155

X -- PROVIDE RENTAL OF HOTEL AND CONFERENCE FACILITIES SOL MDA94698Q0237 DUE 033098 POC Alisa Seawright, Contract Specialist, Donna Truesdel, Contracting 703.695-4905 (i)This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quoters are being requested and a written solicitation will not be issued. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular Vol 60, No. 180., dated 9/18/95. (vi) Provide lodging and conference facilities in Austin, Texas, in support of the Defense Advisory Committee on Women in the Services (DACOWITS), annual fall conference, scheduled for October 19-25, 1998. REQUIREMENTS:(a) Hotel is preferred to be within a 15-mile radius of an Internationa airport. (b) Hotel must be able to provide transporation, if required, for individual conference participants to and from respective airports. (c) Hotel must have concierge services and personal services to include overnight laundry/dry-cleaning/shoe shine, 24 hour room service and 24-hour fax capability. (d) If check-out time is prior to 2:00pm late check-out (2:00 pm) must be available. (e) Hotel must be able to support a rooming requirement as follows. All rooms must be non-smoking, single accomodation rooms with full size to king size beds. All rooms must be available at Government per diem rates. (1) Monday, October 19, 1998 7 rooms (b) Tuesday, October 20, 1998 60 rooms, (c) Wednesday October 21, 1998 85 rooms, (d) Thursday October 22, 1998 85 rooms, (e) Friday October 23, 1998 85 rooms, (f) Saturday, October 24, 1998 80 rooms, (g) Sunday, October 25, 1998 5 rooms. (f) Hotel must be able to support administrative/general session/breakout rooms as follows> (Requirements are representative only, based on previous conferences. Specific times/dates/usage requirements will be modified prior to the beginning of the conference. Due to the evolutionary nature of the military women's issues that are the focus of the conference, exact requirements cannot be determined at this time). Beverages and food must be allowed in all administrative/general session//breakout rooms. As conference participants may work all night, all breakout rooms must be available for use on a 24 hour basis. For breakout rooms designated for "Subcommittee Working Sessions," permanent assignments must be made; for example, the same room must be reserved for Quality of Life Subcommittee Working Sessions Friday and Saturday. Additionally, rooms designated for Subcommittee Working Sessions must be convenient to each other, preferably on the same floor (ideally, adjacent), and must be convenient to the room designated for the Operations Center, preferably on the same floor. An easel will be required for placement outside of each function space. CONFERENCE/BANQUET FACILITIES: (a) Operations Centers: Two operations centers must be located conveniently to Subcommittee Working Session rooms. (1) Operations Center I: Room must be continually available from 8:00am Monday, October 19, 1998 through 8:00pm Sunday, October 25, 1998. Minimum size 600 square feet. Room should have a small (hotel room size) refrigerator. Structural, engineering and electrical capacity must be able to accommodate [2 high speed copy machines, 6, 6 foot conference tables, 2 phone lines (one for voice, one for fax), 4 personal computer monitors, 2 laser printers, 1 fax machine, and administrative supplies storage] Note that the bracket items are not being contracted for with this document. (2) Operations Center II: Room must be continually available from 8:00am Monday, October 19, 1998, through 8:00pm., Sunday, October 25, 1998. Minimum size 400 square feet. Room should have a small (hotel room size) refrigerator. Structural, engineering and electrical capacity must be able to accommodate [2, 6-foot conference tablel, 1 phone line, 4 personal computer monitors, 1 laser printer, and administrative supplies storage.] Note that the bracket items are not being contracted for with this document. (b) Registration Space: 8:00am -- 6:00pm Tuesday, October 20, 1998 and 8:00am -- 6:00pm Wednesday, October 21, 1998. Registration space located in the main lobby or other central, highly visible, easily accessible area. Space must accommodate four, 6-foot skirted tables. (c) Meeting Room: 4:30pm -- 6:30 pm Wednesday, October 21, 1998 Room to accommodate conference table seating for approximately 40 people. (d) No-host Get Acquainted Social room: 7:00 pm -- 9:00 pm Wednesday, October 21, 1998. room to accommodate and introductory social event for approximately 150 conference participants, including [heavy hors d-oeuvres and a cash bar]. Note that the bracket items are not being contracted for in this document. (e) No-host Working Breakfast Room:*7:15am -- 8:30am, Thursday, October 22, 1998. [Sit-down breakfast service] for 60 to 100 conference participants. Rooms must have a podium (with water shelf; or a separte water table and [sound system]. Note that bracket items are not being contracted for with this document. (f) General Session Room: Opening and General Session, 9:00am -- 12:00 noon, Thursday, October 22, 1998(theater style for 250 people). Briefings 2:00pm -- 4:30pm Thursday, October 22, 1998 (theater style for 250 people). Briefiings 8:00am -- 9:00am, Friday, October 23, 1998 (theater style for 250 people). Tri-committe Review 8:30am -- 11:30am, Saturday, October 24, 1998. (classroom style for 50 & theater style for 150). Closing General Session, 8:00am -- 12:00 noon, Sunday, October 25, 1998. (classroom style for 50 & theater style for 150). Room must be available to military staff personnel by 6:00am, Thursday, October 22, 1998, and Sunday, October 25, 1998, (for program placement, Color guard practice). Room must have, as a minimum, 12 foot ceilings (to accommodate the Color guard). Room must accommodate theater-style seating for 250 people and classroom/theater style seating for 200) Room must have a skirted, raised dais with sufficient room for 4 chairs (padded, with arms), a table for thepanel discussion during the General Session, a podium (with water shelf; or a separate water table), and high quality [sound system with wireless microphone] Room must have a skirted, raised dais with sufficient room for tables to accommodate 6 chairs (padded, with arms) during the Tri-committee review (Saturday, October 24, 1998) and the Closing General Session (Sunday, October 25, 1998), two podiums (with water shelves; or 2 separate water tables), and high quality [sound system with wireless microphones. Room must accommodate 2,6-foot skirted tables for use as press tables and 2, 6-foot skirted tables for [beverage service.] Room must have for the General Session a table in place at the front of the room panel discussion and six chairs. Room must be able to accommodate a [variety of audiovisual equipment to include a VCR and large screen monitor, an overhead projector and 12-foot (or comparably lareg) screen, and/or a 35 mm slide project with 12-foot (or comparably large) screen.] Note that italicized items are not being contracted for with this document. Three Subcommittee Working Session Rooms: *Must be available from 1:00pm Thursday, October 22, 1998 -- through 11:00 am, Sunday, October 25, 1998. Three rooms required for Subcommittee Working Sessions: Quality of life Subcommittee, Forces Development & Utilization Subcommittee, Equality Management Subcommittee, Each room must be 900 square feet minimum. Each room must be convenient to the two Operations Centers and to each other. Each room must be able to accommodate conference table seating for 25 conference participants with perimeter seating for 40 additional conference participants. Conference table must have [sound system] capability (built in, or pre-positioned). In addition, each room must be able to accommodate 1 table with 6 chairs for committee's secondary working area, 2 6-foot skirted tables with 4 chairs, accessible to sufficient power for [2 lap-top computers and a printer] Each room must have a podium (with water shelf; or separate water table) and [sound system]. Each room must be able to accommodate a [variety of audio-visual equipment, to include VCR with monitor, overhead projector with screen and/or 35mm slide projector with screen]. Note that bracket items are not being contracted for with this document. (h) Speaker Luncheon Room: 11:30 am -- 1:30pm, Thursday, October 22, 1998 and 11:30am -- 1:30 pm Friday, October 23, 1998. [Sit-down luncheon service] for 90 to 150 conference participants. Seating in rounds of 8 (preferably) or 10. Room must have a podium (with water shelf; or a separate water table) and [sound system]. Note that bracket items are not being contracted for with this document. (i) Official Receiption Space and Dinner Room: Reception: 7:00pm -- 8:00pm Friday, October 23, 1998. Dinner: 8:00pm -- 11:00pm Friday, October, 1998. Informal [sit-down dinner service] for up to 300 conference participants. Receiption space should be separate from, but immediately adjacent to, Dinner Room. Reception space should accommodate a [cash bar] and a group of 4-8 [instrumentalists.] Dinner room must be able to be secured until a call to dinner is sounded; chimes or a bell will be required for the call to dinner. Seating in rounds of 8 (preferably) or 10. Numerical table markers will be required. Room must be available to military staff personnel, with places laid down, by 5:00 pm ( for Color guard practice, place-card placement, etc.). Room must have a podium (with water shelf; or a separate water table) and [sound system]. Room must have 1 skirted 6 or 8 foot table reasonably close to the podium (to pre-position award certificates). Room must be able to accommodate an [upright piano and raised dais for entermainment, sufficient for a 30 voice vocal or 10-20 piece instrumental group]. Room must have, as a minimum, 12 foot ceiling (to accommodate Color Guard). Note that bracket items are not being contracted for with this document. (j) Executive Committee Rules and Procedures Room: 4:30pm -- 7:00 pm Wednesday, October 21, 1998, 4:00 pm -7:00pm Friday, October 23, 1998; 11:00am -- 6:00pm Saturday, October 24, 1998. Conference table styll seating for 12 conference participants. Conference table must have [sound system capability] (built in or pre positioned). Room must accommodate an [overhead projector] with side table for transparencies, and screen. room must accommodate three, 4-foot tables for secretaries with lap-top computers and printers. Room must accodate in room beverage service set-up. Control Procedures: A pre-conference meeting will be conducted between the DACOWITS military staff and the hotel staff NLT 24 hours prior to the start of the conference. Inspection and Acceptance Requirements: Each facility will be inspected by a member of the DACOWITS staff prior to the awarding of the contract to ensure the facility meets the space and services requirements as well as a high standard of appearance, cleanliness, and efficient, friendly service. (v) FAR Clause 52.212-1, Instructions to Offerors-Commercial applies to thisacquisition. (iv) FAR Clause 52.212-2, Evaluation -- Commercial Items is not included. The Government intends to evaluate quotes and award a contract without discussions. However, the Government reserves the right to conduct discussion if later determined by the Contracting Officer to be necessary. The Government may reject any or all quotes if such action is in the public interest; accept other than the lowest quote; and waive informalities and minor irregularities in offers received. (v) Offerors are required to provide a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items with their proposal. (vi) FAR Clause 52.212-4, Contract Terms and Conditions-Commercial Items applies to this acquisition. (viii) FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. Applicable Clauses: FAR 52.222-26, 52.222-35, 52.222-36, 52.222.37, 52.225-19, 52.222-41 52.222-42, 52.222-44 (viii)Offers are due: Date: march 30, 1998 Time: 1400 hours Place: Support Services Division, Room 3C345, Pentagon Building, Washington, DC 20301-1155. (ix) Point of Contact: Alisa Seawright, 703.695-4905, (fax) 703.693-6807. (0078)

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