Department of Defense Education Activity, Hqs, Procurement Div, 4040 N. Fairfax Drive, 4th Floor, Arlington, Va 22203

X -- LODGING AND CONFERENCE FACILITIES SOL MDA410-98-Q-0027 DUE 051498 POC Mr. DeLuca, Contracting Officer, 703/696-3843 ext. 1403 This is a combined synopsis/solicitation for commercial items 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; quotes are being requested and A WRITTEN SOLICITATION WILL NOT BE ISSUED. This Solicitation Number MDA410-97-Q-0027 is issued as a request for quote. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular #90-45 final rule effective 1/97. (1) The standard industrial classification (SIC) code for this acquisition is 7011 (2.) This small business size standard is 5 million dollars. This is NOT a Small business set-aside. List of Contract Line Item Numbers: CLIN 0001 Large Conference Room for 5 days, CLIN 0002 11 Break out Rooms large enough for aprox 40 people for 5 days, CLIN 0003 Buffet Breakfast for 200 people at a maximum of $8.00 per person for 5 days, CLIN 0004 Buffet Lunch for 200 people ata maximum of $10.00 per person for 5 Days, CLIN 0005 Audio visual equipment for 5 days: The Department of Defense Education Activity (DoDEA) intends to enter into a firm fixed price contract to provide conference and lodging facilities for the "DoDEA School Improvement Planning V" to be held during the period of June 22-26, 1998. This facility should be located in the Northern Virginia area or Washington DC with easy access to National airport and within 4 blocks of the metro. In addition to the conference facilities, the hotel should agree to hold 200 hotels rooms for conference participants for at least three weeks following the contract completion. Participants will be required to call the hotel and confirm reservations by credit card by a date certain agreed upon by DoDEA and the hotel. The contractor shall agree to hold single occupancy rooms with bathrooms, for six nights beginning June 21 through June 26, 1998, as specified below. The hotel should agree to hold 200 hotel rooms for conference participants for at least three weeks following the contract award. June 20 (Saturday),45 Single occupancy, June 21 (Sunday) 200 Single occupancy rooms, June 22 (Monday) 200 Single occupancy rooms, June 23 (Tuesday) 200 Single occupancy rooms, June 24 (Wednesday) 200 Single occupancy rooms, June 25(Thursday) 200 Single occupancy rooms, June 26 (Friday) 200 Single occupancy rooms. Meal Requirements: The contractor shall provide buffet style breakfast and lunch for June 22-26. The contractor shall provide menus for all meals for approval prior to contract award. All meals will be provided within the per diem rate as listed in the Joint Travel Regulation. There will be a lunch speaker each day, therefore the large conference room will be used for lunch each day. Breakfast should be available outside the large conference room so that participants have easy access to attend each morning's keynote speaker (breakfast speaker). June 22 (Monday)Breakfast and lunch for 200. June 23 (Tuesday) Breakfast and lunch for 200. June 24 (Wednesday) Breakfast and lunch for 200. June 25 (Thursday) Breakfast and lunch for 200. June 26 (Friday) Breakfast and lunch for 200. Conference Room Requirements: The contractor shall provide one large conference room with unobstructed view, (i.e., no columns) to accommodate 200 people. This large conference room will be set up with round tables (approx. 26) to accommodate 7-8 people at each table (crescent style). Additionally, we will require 11 large rooms for daily concurrent sessions to accommodate 40 people, with 6-7 round tables which will seat 6 to 8 people each (crescent style). We will require one average size room with one conference table and 20 chairs to be used for administrative needs; this room will need to be secure and have a high speed photocopier. This room shall also be large enough to accommodate a screen and presenter's table in front of the room. All of these conference rooms will be leased to DoDEA for 24-hour days; they will not be leased for other purposes in the evening hours. There will be no requirement for us to take down any of our training aids at the end of the work day, and set them up again the next morning. The conference rooms leased to DoDEA will be available to us exclusively from Sunday, June 21 through Friday, June 26, 1998. Each of the conference/break out rooms shall have large wastebaskets and each group table should be provided with drinking glasses and ice water. Workshops will begin at 7:30 AM and end at 5:00 PM daily, Monday through Thursday; from 7:30 to 3:30 PM on Friday. The administrative room needs to be available for secure storage starting Friday, June 19. Boxes will be delivered from this office with conference materials. Materials will need to remain in the secure area until Monday, June 29 for pick up. The DoDEA staff will use the administrative room on Sunday, June 21 for setting up for the conference. A public space in the lobby, near the conference site needs to be available with 3 medium tables for registration of conference participants. In addition, if the registration area is not in the main lobby, then a sign describing the registration location for DoDEA is required for the main lobby. Audio-Visual Requirements: 1. The contractor shall provide a copier capable of producing high volume copies. 2. Each conference room/breakout room will be equipped with: One screen for projector/overhead, a large screen/monitor for the large conference room, 4 to 5 flip charts per room or white boards, 3 VCR& monitors should be available each day to move to necessary rooms, an overhead projector, The large conference room will also be equipped with a podium, 8 flip charts, 1 microphone on podium, 1 lapel microphone w/cord and a large screen VCR/monitor. (we will be showing videos in the large conference room) There needs to be a stage area for the speakers, Two infocus machines should be available to move to necessary rooms. Each breakout room will be equiped with a lapel microphone with cord. Round tables (crescent style) as described. Hotel Location: Thehotel should be located in the Northern Virginia area or Washington DC, and be easily accessible from Ronald Regan National Airport by hotel van or metro. A Metro Station shall be within four blocks of the hotel, or the Hotel shall provide shuttle service on a regular basis and at the request of the attendees, to eating facilities, DoDEA Headquarters, and sundry retailers. Free parking shall be available for local staff presenting at the conference. Activities/Deliverables (a) Meal plan (5 breakfasts, 5 lunches), for 200 people, Monday, June 22 through Friday, June 26, 1998. (b) Conference room facilities for 200 participants (Monday, June 22, 7:30 AM through Friday, June 26, 3:30 PM)-24 hours per day . (c) Eleven break out rooms to accommodate 20 participants (but large enough for 40 participants) each, (Monday, June 22, 7:30 am through Friday, June 26) for 24 hours per day. (d) Hotel will provide a list of rooms guarenteed to support the conference (by name of room) requirements at the time of contract completion. (e) Audiovisual equipment as described in Statement of Work-Hotel will supply a list of AV equipment to be supplied and locations. (f) Conference registration area-near or in lobby. (g) Parking spaces for at least 15 local staff-June 21-June 26. (h) Administrative room from Friday, June 19 to Monday, June 30 with high speed photocopier and a phone available. (i) A fax available for local faxing (this does not need to be in the adminstrative room) (j) Walkietalkies (2) available for use during conference. The contractor will appoint a "point of contact" to attend to any/all problems which may arise and provide said name and telephone number to the Project Manager, no later than 48 hours prior to contract commencement. FAR 52.212-1, Evaluation -- Commercial Items, is incorporated by reference and applies to this acquisition. Addendum. 52.212, Par. (a). The following factors shall be used to evaluate offerors, Capablility to meet requirements, Price, Location, and inspection of facilities. Government may award without discussions, and reserves the right to select a facility that does not meet all requirements, but meets the majority of them. (viii) Offerors shall include a complete copy of the provision 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its proposal. FAR 52.212-4. "Contract Terms and Conditions -- Commercial Items" is incorporated by reference and applies to this acquisition and resulting contract. The following terms and conditions are added as an addendum to this clause: Type of Contract: The resulting contract: The resulting contract shall be firm fixed price. FAR 52.212-5, Contract Terms and Conditions Required to Implement Status or Executive Orders -- Commercial Items (Oct. 1995) is incorporated in this contract by reference, however for paragraphs (b) and (c) only following provisions apply to this acquisition: FAR 52.222-26, Equal Opportunity (E.O. 11246) FAR 52.222-35, Affirmative Action for Special Disabled and Vietnam Era Veterans of the Vietnam Era (38 U.S.C. 4212). FAR 52.225-19, European Community Sanctions for Services (E.O. 12849). Additional Contract Requirements: FAR 52.232-18, Electronic Funds Transfer Payment (APR 1984) is incorporated by reference in this RFP. DPAS rating is C9E. One proposal is due 4:30 PM Eastern Standard Time on 05/14/98 at: Attention Mr. DeLuca, Department of Defense Education Activity, 4040 N. Fairfax Dr., fourth floor procurement office, Arlington, VA 22203-1635. All offers must be in writing and no fax copies will be accepted. Offerors must acquaint themselves with the new regulations concerning commercial item acquisition contained in FAR subpart 12 and must ensure that all representations and certifications (these can be found at www.gsa.gov/far), to include your CAGE Code, are executed and returned as called for in this solicitation. For questions regarding this specific acquisition contact Mr. DeLuca 703/696-3843 ext. 1403. (0113)

Loren Data Corp. http://www.ld.com (SYN# 0126 19980427\X-0004.SOL)