Department of Defense, OSD/WHS, Real Estate and Facilities Directorate, Facilities Contract Office, Room 5A523 Pentagon, Washington, DC 20301-1155

X -- RENTAL OF HOTEL SOL MDA94699T0588 DUE 082399 POC Diane Bethea, Contract Specialist, 703-695-5184 or Donna Truesdel, Contracting Officer, 703-695-4905 FAX 703-693-6807 (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and written solicitation will not be issued. (ii) This solicitation MDA94699T0588 is issued as a Request for Quote (RFQ). (iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-13 dated 07/2/99. (iv) This acquisition is unrestricted. The applicable Standard Industrial Classification is 7011, with annual receipts of 5million. This procurement is not covered by the Small Business Competitiveness Demonstration Program. (v) Provide a quote for the following contract line item numbers (CLIN) as follows: CLIN 0001: 461 sleeping rooms during the period Monday April 23, 2001 through Saturday April 28, 2001. CLIN: 0002 Conference Facilities to include Breakout rooms, General Session Rooms, Social Rooms and Administrative Rooms. (vi) Description of Requirement: Provide lodging and conference facilities in the Washington DC area in support of the Defense Advisory Committee on Women in the Services (DACOWITS), annual spring conference, scheduled for April 23-28 2001. SUPPLIER REQUIREMENTS: 1. 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/shoe shine, room service and 24-hour fax capability. d. If check-out time is prior to 2:00 p.m., late check-out (2:00 p.m.) 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. Monday, April 23, 2001, 36 rooms, Tuesday April 24, 2001, 45 rooms, Wednesday April 25, 2001, 95 rooms, Thursday April 26, 2001, 95 rooms, Friday April 27, 2001, 95 rooms, Saturday April 28, 2001, 95 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. 2. 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 a.m. Monday, April 23, 2001 through 8:00 p.m. Sunday, April 29, 2001. 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 NOTE: These items are not being contracted for with this document) storage. (2) Operations Center II: Room must be continually available from 8:00 a.m. Monday, April 23, 2001 through 8:00 p.m. Sunday, April 29, 2001. 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 tables, 1 phone line, 4 personal computer monitors, 1 laser printer, and administrative supplies, NOTE: These items are not being contracted for with this document) storage. b. Registration Space. Registration space, in the main lobby or other central, highly visible, easily accessible area, must be available 3:00 p.m. -- 6:00 p.m. Monday, April 23, 2001, 7:00 a.m. -- 5:00 p.m. Tuesday, April 24, 2001, and again 8:00 a.m. -- 5:30 p.m., Wednesday, April 25, 2001. Space must accommodate three, 6-foot skirted tables and a military exhibit (approximately two table lengths) with electrical outlet for computer use. c. Orientation/Training Room. Room toaccommodate an orientation/training session for 25 people from 7:30 a.m. -- 7:00 p.m. Tuesday, April 24, 2001, and again on Wednesday, from 8:00 a.m. to 7:00 p.m. on April 25, 2001. Room to be set classroom style with podium and (microphone -- amplification capability NOTE: That this item is not being contracted for with this document). d. No-host Get Acquainted Social Room. Room to accommodate an introductory social event for approximately 200 conference participants, including (heavy hors d'oeuvres or light buffet style meal and a cash bar, (NOTE: That these items are not being contracted for with this document.)) 7:00 p.m. -- 10:00 p.m., Wednesday, April 25, 2001. e. Meeting Room. Room to accommodate approximately 50 people theater style on Wednesday, April 25, 2001 from 4:30 p.m. -- 6:30 p.m. f. No-host Working Breakfast Rooms for (sit-down breakfast service, NOTE: That this item is not being contracted for with this document) for 40 to 50 conference participants in each subcommittee room setup in rounds of eight or buffet from 7:00 a.m. to 8:30 a.m., Thursday, April 26, 2001, and again at 7:00 a.m. to 8:00 a.m., Friday, April 27, 2001 but for 16 participants. Rooms for Thursday breakfast must accommodate seating in 3 groups of 20 to 30 conference participants each. Rooms must have a podium (with water shelf; or a separate water table) and (sound system, NOTE: That this item is not being contracted for with this document). These rooms can be the same rooms as designated for Subcommittee breakout rooms. g. General Session Room for Opening Session, General Session, 8:30 a.m. -- 12 noon, Thursday, April 26, 2001, Briefings on Saturday 9:30 a.m. -- 11:45 a.m., and finally for Closing General Session, 8:00 a.m. -- 12 noon, Sunday, April 29, 2001. Room must be available to military staff personnel by 6:00 a.m., Thursday, April 26, 2001, and Sunday, April 29, 2001, (for program placement, Color guard practice, etc.). Room must have, as a minimum, 12-foot ceilings (to accommodate Colors). Room must accommodate theater-style seating for 300 persons. Room must have a skirted, raised dais with sufficient room for 4 chairs (padded, with arms), a table for the panel discussion during the General Session, a podium (with water shelf; or a separate water table), and high quality (sound system with wireless microphone NOTE: That this item is not being contracted for with this document). Room must accommodate 2, 6-foot skirted tables for use as press tables and 2, 6-foot skirted tables for (beverage service NOTE: That this item is not being contracted for with this document). Room must have 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 audiovisual equipment to include a VCR and large screen monitor, an overhead projector and 12 foot (or comparable large) screen, and/or a 35mm slide projector with 12-foor (or comparable large) screen Note that these items are not being contracted for with this document). h.Official Luncheon Room for (sit-down luncheon service NOTE: That this item is not being contracted for with this document) for 250 conference participants, 12 noon -1:30p.m., Thursday, April 26, 2001. Seating at rounds of 8 (preferably) or 10. Numerical table markers will be required. Room must have a podium (with water shelf; or separate water table) and (sound system NOTE: That this item is not being contracted for with this document). Room must be available to military staff personnel, with places laid down, by 9:00 a.m. (for place-card placement, etc.) i. Subcommittee Working Session Rooms. Three rooms required for Subcommittee Working Sessions (Quality of Life Subcommittee; Forces Development & Utilization Subcommittee; and Equality Management Subcommittee), 5:00 p.m. to 7:00 p.m., Wednesday, April 25, 2001; 1:00 p.m., Thursday, April 26, 2001 -- through 7:00 p.m., Saturday, April 28, 2001. Each room 900 square feet minimum. Rooms must be convenient to the Operations Center and to each other. Each room must be able to accommodate conference table seating for 28 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 2, 6-foot skirted tables with 4 chairs, accessible to sufficient power for (2 lap-top computers NOTE: That this item is not being contracted for with this document). Each room must have a podium (with water shelf; or separate water table) and (sound system NOTE: That this item is not being contracted for with this document). 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 these items are not being contracted for with this document). j. No-host Working Luncheon Room for (sit-down luncheon service NOTE: That this item is not being contracted for with this document) for 250 conference participants, 11:45 a.m. -- 1:30 p.m., Friday, April 27, 2001. Room must accommodate 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 this item is not being contracted for with this document). k. Official Reception Space and Dinner Room for formal (black-tie), (sit-down dinner service NOTE: That this item is not being contracted for with this document) for up to 400 conference participants. Reception space should be separate from, but immediately adjacent to, Dinner Room. Reception space is required 7:00 p.m. -- 8:00 p.m. Friday, April 27, 2001. Reception space should accommodate a (cash bar NOTE: This item is not being contracted for with this document) and a group of (4-8 instrumentalists NOTE: This item is not being contracted for with this document). Dinner room is required 8:00 p.m. -- 11:00 p.m., Friday, April 27, 2001. 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 p.m. (for Color guard practice, place-card placement, etc.). Room must have a podium (with water shelf; or a separate water table) and (sound system NOTE: That this item is not being contracted for with this document). Room must have 1 skirted 6- or 8-foot table reasonably proximate to the podium (to pre-position award certificates). Room must be able to accommodate an (upright piano NOTE: That this item is not being contracted for with this document) and a raised dais for entertainment, sufficient for a (30-voice vocal or 10 -- 20-piece instrumental group NOTE: That this item is not being contracted for with this document). Room must have, as a minimum, 12-foot ceilings (to accommodate Color Guard.) l. Executive Committee Rules and Procedures Room. Room available from 5:00 p.m. to 7:00 p.m. on Wednesday, April 25, 2001, 4:00-6:00 p.m. on Friday, April 27, 2001, and again from 1:00 p.m. -- 3:00 p.m. on Saturday, April 28, 2001. Conference table style seating for 12 conference participants. Conference table must have (sound system capability NOTE: That this item is not being contracted for with this document) (built-in or pre-positioned). Room must accommodate an (overhead projector NOTE: That this item is not being contracted for with this document) with side table for transparencies, and screen. Room must accommodate three, 4-foot tables for secretaries with lap-top computers/printers. Room must accommodate in-room beverage service set-up. GOVERNMENT RESPONSIBILITIES. It is the responsibility of the supporting service to provide the audio-visual and computer equipment and personnel as specified. DACOWITS will provide a rooming list for sleeping rooms by date agreed upon with hotel. 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 service requirements as well as a high standard of appearance, cleanliness, and efficient, friendly service. (vii) See item number (vi). (viii) The following provision applies to this acquisition: Federal Acquisition Regulation (FAR) 52.212-1, Instruction to Offerors -- Commercial. The following clause also applies to this requisition FAR 52.214-31 Facsimile Bid. (ix) The following provision does not apply to this acquisition: FAR 52.212-2 entitled Evaluation -- Commercial Items. However, the Government intends to review quotes and award a contract without discussions. The Government reserves the right to conduct discussions 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. Award will be based upon best value to the Government. (x) A completed copy of the following provision is to be included in quotation submission: FAR 52.212-3 Offeror Representations and Certifications-Commercial Items. Also if your company is a vendor not registered to do business with the Government, Check web address: http://www.dlis.dla.mil/ccr and provide company's CAGE Code with offer. (xi) The following provision applies to this acquisition: Federal Acquisition Regulation (FAR) 52-212-4, Contract Terms and Conditions -- Commercial Items. (xii) The following clauses applies to this acquisition: Federal Acquisition Regulation (FAR) 52.212-5, Contract Terms and Conditions Required To Implement Status Or Executive Orders -- Commercial Items. The following clauses also applies to this requisition. FAR 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-41, 52.222-42, 52.222-44, 52.225-19, 52.232-33, FAR 52.204-6 entitled Data Universal numbering system (DUNS) Number, web address <http://www.dnb.com&;gt; (xiii) N/A. (xiv) There is not a Defense Priorities and Allocations System (DPAS) rating assigned to this acquisition. (xv) N/A. (xvi) The quotations are due Monday, August 23, 1999, 12:00pm. Submission and delivery of quotes from interested sources are to be delivered to one of the following locations; Pentagon Metro Entrance, Pentagon South Parking-Corridor Entrance or Pentagon North Parking Entrance or via facsimile on 703-693-6807. (xvii) Point of Contact, Diane Bethea, Contract Specialist, 703-695-4905, Ms. Donna Truesdel, Contracting Officer 703-695-5184. Any further inquiries are to be forwarded via facsimile on 703-693-6807. NO TELEPHONE INQUIRIES WILL BE ANSWERED REGARDING THIS SOLICITATION. Posted 08/13/99 (W-SN367733). (0225)

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