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 HOTLE AND CONFERENCE FACILITIES SOL MDA94699T0162 DUE 011099 POC Alvina Woodson-Contract Specialist 703-695-4905 ; Donna Truesdel-Contracting Officer 703-695-5184 [i] This is a combined synopsis/solicitation for commercial services prepared in accordance with Federal Acquisition Regulations (FAR)Subpart 12.6, as supplemented with additional information included in this notice. This announce constitutes the only solicitation, a written solicitation will not be issued. [ii] This announcement is a Request for Quote (RFQ) for hotel and conference facilities for the Defense Advisory Committee on Women in the Sevices Fall Conference 1999 in San Diego, California. [iii] This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular vol. 60, No. 180 dated 09/18/97. [iv] The applicable Standard Industrial Code (SIC) is 7041, the corresponding size standard is $5.0M. This procurement is not covered by the Small Business Competitiveness Demonstrative Program. [v] & [vi] DESCRIPTION OF THE REQUIREMENT: BACKGROUND INFORMATION: The Defense Advisory Committee on Women in the services (DACOWITS) holds two general conferences which are required each year by charter. The Spring Conference is always conducted in the Washington DC area, while the fall conference is conducted at a location chosen by the supporting service. The supporting service for the Fall Conference 1999 is the U.S. Navy, who chose San Diego, CA as the location for the conference. The conference will be held from Monday 10/25/99 thru Sunday, 10/31/99 or aternatively Monday 10/18/99 thru Sunday 10/24/99. PURPOSE: During these conferences, committee members receive oral and written responses to issues and concerns, formulate new requests for information, and generate policy recommendations for the Secretary of Defense. This conference is a working conference and requires sleeping rooms as well as conference and banquet facilities. SUPPLIER REQUIREMENTS: General -- {a} Hotel is preferred to be within a 15-mile radius of an International airport. {b} Hotel must be able to provide transportation, 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/she shine, 24-hour room service and 24-hour fax capability. {d} If check-out time is prior to 2:00 pm, 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 accommodation rooms with full size to king size beds. All rooms must be available at Government per diem rates. <Day 1 Monday 10/25/99 = 10 rooms <Day 2 Tuesday 10/26/99 = 45 rooms <Day 3 Wednesday 10/27/99 = 90 rooms <Day 4 Thursday 10/28/99 = 90 rooms <Day 5 Friday 10/29/99 = 90 rooms <Day 6 Saturday 10/30/99 = 82 rooms <Day 7 Sunday 10/31/99 = 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; (i.e.) the same room must be reserved for Quality of Life Subcommittee Working Sessions on 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 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 8:00 am Monday 10/25/99 thru 8:00 pm Sunday 10/31/99. Minimum size 600 square feet. Room shold have a small (hotel rm size) refrigerator. Structural, engineering and electrical capability must be able to accommodate 2ea hi-speed copy machines, 6ea 6' conference tables, 2ea phone lines /1-voice, 1-fax/, 4ea personal computer monitors, 2ea laser printers, 1ea fax machine and administrative supplies storage. Note that the aforementioned equipment is not being contracted for with this requirement. (2) Operations Center II: Room must be continually available from 8:00 am Monday 10/25/99 thru 8:00 pm Sunday 10/31/99. Minimum size 400 square feet. Room shold have a small (hotel rm size) refrigerator. Structural, engineering and electrical capability must be able to accommodate 2ea 6' conference tables, 1ea phone line, 4ea personal computer monitors, 1ea laser printers, and administrative supplies storage. Note that the aforementioned equipment is not being contracted for with this requirement. {b} Registration Space: 8:00 am -- 6:00 pm Tuesday 10/26/99 and 8:00am -- 6:00 pm Wednesday 10/27/99. 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: 5:00 pm -- 6:30 pm Wednesday 10/27/99. Room to accommodate conference table seating for approximatel 40 people. {d} No-host Get Acquested Social Room: 7:00 pm -- 9:00 pm Wednesday 10/27/99. Room to accommodate an introductory social event for approximately 150 conference participants, include (not being contracted for with this requirement) heavy hors d-oeuvres and a cash bar. {e} No-host Working Breakfast Room* 7:00 am -- 8:30am Thursday 10/28/99. Sit-down breakfast service (not be contracted for with this requirement) for 60 -- 90 conference participants. room must hae a podium w/water shelf or separate water table, and sound system (not contracted for with this requirement). {f} General Session Room: Opening and General Session, 8:30a -- 12n Thursday 10/28/99 (theater style for 250 people) // Tri-committee Review 8:30am -- 11:30am Saturday 10/30/99 (classroom style for 50 & theater style for 150) // Closing General Session 8:00am -- 12n Sunday 10/31/99 (classroom style for 50 & theater for 150). Room must be available to military staff personnell by 6:00am, Thurday 10/28/99 and sunday 10/31/99, (for program placement, Color Guard practice). Room must have, as a mimimum, 12-foot ceilings (to accommodate the Color Guard). Room must accommodate theater-style seating for 250 people and classroom style seating for 200). Room must have a skirted, raised dais w/sufficient room for 4-padded w/arms charis, a table for the panel discussion during the General Session, a podium w/water shelf or separate water table, and high quality **sound system w/wireless micorphone. Room must have a skirted, raised dais w/sufficent room for tables to accommodate 9-padded w/arms charis during the Tri-committee review on Sat. 10/30/99 and the Closing General Session on Sun 10/31/99, two podiums w/water shels or 2 separate separate water tables, and high quality **sound systemw/wireless microphones. Room must accommodate 2ea 6-foot skirted tables for use as press tables and 2ea 6-foot skirted table for **beverage service. Room must habe for the General Session a table in place at the front of the room for panel discussion and six chairs. Room must be able to accommodate a **variety of A/V equipment to include a VCR and large screen monitor, an overhead projector and 12-foot (or comparably large) screen, and/or a 33 mm slide projector w/12-foot (or comparably large) screen. **This equipment not being contracted for with this requirement. {g} 3 Subcommittee Working Session Rooms: *Must be available from 5:00 pm Wed 10/27/99 thru 6:00 pm Sat 10/30/99. Three rooms required for Subcommittee Working Sessions -- Quality of Life Subcommittee, Forces Development & Utilization Subcommittee and Equality Management Submittee. Each rm must be 900 sq. ft. minimum. Each rm must be convenient to the two Operations Centers and to each other. Each rm must be able to accommodate conference table seating for 25 conference participants. Conference table must have **sound system capability (built-in, or pre-positioned). In addition, each rm must be able to accommodate 1ea table w/6 charis for committee's secondary working area, 2ea 6-foot skirted tables w/4 charis, accessible to sufficient power for **2ea lap-top computers and a print. Each rm must have a podium w/water shelf or separate water table and **sound system. Each rm must be able to accommodate a **variety of A/V equipment to include VCR w/monitor, overhead projector w/screen, and/or 35 mm slide projector w/screen. **This equipment is not being contracted for with this requirement. {h} Speaker Luncheon Room: 11:30am -- 1:30pm Thur 10/28/98 and 11:30a -- 1:30p Fri 10/29/99. **Sit down luncheon service for 90 -- 150 conference participants. Seating in rounds of 8 (preferably) or 10. Rm must have a podium w/water shelf or separate shelf and **sound system. **This equipment not being contracted for with this requirement. {i} Official Reception Space and Dinner Room: Reception 7:00pm -- 8:00pm Fri 10/29/99. Dinner 8pm -- 11pm Fri 10/29/99. Information **sit-down dinner service for up to 300 conference participants. Reception space shold be separate from, but immediately adjacent to, Dinner Room. receiption space should accommodate a **cash bar and a group of **4-8 instrumentalists. Dinner rm must be able to be secured until a call to dinner is sounded; chimes or a bell with be required for the call to dinner. Seating in rounds of 8 or 10. Numberical table makers will be required. Rm must be available to military staff personnel, w/places laid down by 5pm for Color guard pratice, place-card placement, etc. Rm must have a podium w/water sheld or separate water table and **sound system. Rm must have 1ea skirted 6' or 8' table reasonably close to the podium (to pre-position award certificates). Rm must be able to accommodate an **upright piano and a raised dais for entertainment, sufficient for a **30-voice vocal or 10-20 piece instrumental group. Rm must have as a minimum, 12-foot ceilings (to accommodate Color Guard). **This equipment is not being contracted for with this requirment. {j} Executive Committee Rules and Procedures room: 1:00pm -- 5:00 pm Tues 10/26/99, 4:30pm -- 7:00pm Wed 10/27/99, 4:00pm -- 7:00pm Fri 10/29/99, 11:00am, -- 6:00pm Sat 10/30/99. Conference table style seating for 12 conference participants. Conference table must have **sound system capability (built-in or pre-positioned). Rm must accommodate three 4-foot tables for secretaries w/lap-top computers and printers. Rm must accommodate in-room beverage service set-up. {k} Strategic Planning Meeting: 2:45pm -- 4:15pm Sat 10/30/99. Rm large enough to accommodate 4 groups of ten chairs each w/flipcharts. Rm must accommodate in-room beverage service set-up. (l) Media Session Room: 2:00pm -- 2:30pm Thur 10/27/99, 2:00pm -- 2:30pm Fri 10/28/99 and 11:30a to 12:30p Sun 10/31/99. Quiet rm that will seat at least eight conference paticipants w/room for camera and other media equipment. GOVERNMENT RESPONSIBILITIES: {a} It is the responsibility of the supporting service to provide the A/V and computer equipment and personnel as specified. {b} DACOWITS will provide a rooming list for sleeping rooms by date agreed upon with hotel. REPORTING REQUIREMENTS/DELIVERABLES: Request contract be awarded by 15 Jan 99. CONTROL PROCEDURES: A pre-conference meeting will be conducted between 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 service requirements as well as a high standard of appearance, cleanliness, and efficient, friendly service. [vii] The conference will be held Monday October 25, 1999 thru Sunday October 31, 1999 or alternate Monday October 18, 1999 thru Sunday October 24, 1999. [viii] The following provision is applicable to this acquisition, FAR 52.212-1 Instructions to Offerors -- Commercial Items/Service. [ix] The folllowing provision is not applicable to this acquisition, FAR 52.212-2 Evaluation -- Commercial Items/Service. The Government intends to consider quote and award an order/contract without discussions. However, the Government reserves the right to conduct discussions if later determined by the Contracting Offier 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. [x] The following provision is applicable, FAR 52.212-3 Offeror Representations and Certifications -- Commercial Items/Service. A completed copy of this provision must be submitted with your quote.[xi] The following clause is applicable to this acquisition FAR 52.212-4 Contract Terms and Conditions -- Commercial Items/Services. [xii] The following clause is applciable to this acquisition FAR 52.212-5 Contract Terms and Conditins Required To Implement Statutes Or Executive Orders -- Commercial Items/Services. The following clauses are also applicable: 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. [xiii] N/A. [xiv] There is not an applicable Defense Priorities and Allocations Systems (DPAS) rating assigned. [xv] N/A. [xvi] Date, time and place offers are due: January 11, 1999, 4:30 p.m., Pentagon South Parking/Corridor 3 Entrance or Pentagon Metro Entrance or Pentagon North Parking Entrance, Pentagon Building, Arlington, Virginia 22202. Responses to this notice may be sent to facsimile number 703-693-6807. NO TELEPHONE REQUESTS/INQUIRIES WILL BE ACCEPTED. [xvii] P.O.C.s are listed above. Posted 12/31/98 (W-SN284543). (0365)

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