FISC Norfolk Acq Group, Hampton Roads Detachment, 1968 Gilbert St., Suite 600, Norfolk, VA 23511-3392

X -- ANNUAL NAVAL OCCUPATIONAL SAFETY & HEALTH PROF. DEVLPT. CONFERENCES SOL N00189-00-Q-0001 DUE 110599 POC Nicole Wohl, Contract Specialist, phone: 757.443.1450; fax: 757.443.1424 This is a combined synopsis/solicitation for a commercial item prepared in accordance with the format prescribed in Subpart 12.6 of the FAR, as supplemented with information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Quotations are hereby received under RFQ N00189-00-Q-0001. FISC Acquisition Group Norfolk intends to purchase on a full and open competitive, firm-fixed price basis for the following item/services: Hotel Requirements/Services for the Ninth, Eleventh, and Thirteenth Annual Naval Occupational Safety and Health (NAVOSH) Professional Development Conference (PDC) to be held Lot 1/Base Year 9-13 APR 2001, Lot II/First Option Year 14-18 APR 2003 (tentative), and Lot III/Second Option Year 21-25 APR 2005 (tentative). The contractor shall propose for one base year and two option years. The PDC will be held in San Diego, California for all years. Contract Line Items include: Line Item 1001Conference Center Services in accordance with Statement of Work; Line Item 1002 Miscellaneous Expenses, not covered in 1001, in accordance with the Statement of Work. The same description will apply for all out years. The Statement of Work in its entirety reads as follows: 1. Must be located in metropolitan San Diego, CA and have a modern, high quality conference facility with centrally located conference rooms co-located on one floor. Must reserve a block of 225 sleeping rooms at the prevailing government per diem rate for our attendees (paid by attendees) from Sunday night through Thursday night of the conference week. The sleeping rooms must be in the same building as the conference facilities. This block must be held open until 15 days prior to the conference. Prior to the release for sale of uncommitted rooms, the hotel must advise the Naval Occupational Safety and Health, and Environmental Training Center (NAVOSHENVTRACEN) point of contact. Require two (2) upgraded suites (e.g. parlor and sleeping area) at the prevailing government per diem rate to be paid for by designated keynote speakers. Also must provide four (4) guestrooms for three (3) nights to be used by NAVOSHENVTRACEN staff during this conference within the contract price. The hotel must honor the prevailing government per diem rate three days prior to and three days after the conference for attendees arriving early or staying late. The proposal will not include, and NAVOSHENVTRACEN will not pay for, these sleeping rooms except as noted above. Sleeping room expenses are the responsibility of the attendee. 2. Must have adequate free parking in, or adjacent to, the hotel. The hotel must be located within easy walking distance of public transportation that services 32nd Street Naval Station and overflow hotels to accommodate those attendees not authorized rental cars. 3. The hotel must have at least seven (7) restaurants within easy walking distance. 4. Conference attendees and NAVOSHENVTRACEN staff must have use of an on-site business center equipped with, but not limited to, photocopiers, facsimile transmission and receiving, etc. 5. Must provide one person throughout the conference (Monday Friday) for continuous on-site audiovisual technical support. 6. All meeting rooms described in the following paragraphs must be in the same facility and on the same floor for ease of networking opportunities. Other organizations should not be located within the area designated for this conference. 7. The hotel may include in the proposal a description of incidental items that it routinely and customarily offers to Government or Private Sector customers at no additional charge and as part of the room rental/registration fee. Examples of such traditional hospitality may include refreshment items in the morning and snack items in the afternoon. Any such food and beverage items must be wholly incidental to the fees charged for the use of the meeting rooms and facility. The proposal will not include, and NAVOSHENVTRACEN will not pay for, any refreshments listed as separate line items. 8. A site visit and facility evaluation by NAVOSHENVTRACEN staff and representatives will be made prior to award of a contract. The attached Site Visit Worksheet will be utilized in reviewing the adequacy and quality of the hotel to meet stated requirements. 9. Require a centrally located, registration area, approximately 3000 square feet, starting Sunday at 5:00pm through Friday at 5:00pm. a. Setup (1) Six 6' tables (2) Ten chairs (3) Two wastebaskets (4) Two bulletin board w/stands for messages (5) Must have electricity for computers and peripherals (6) One flipchart easel w/pad and markers. 10. Require an office area for NAVOSHENVTRACEN staff, approximately 400 square feet, from Sunday, 12:00pm, through Friday, 5:00pm continuously. This room must be able to be locked via deadbolt or padlock. a. Setup (1) Four 6' tables (2) Twelve chairs (3) Two wastebaskets (4) Must have electricity for computers and peripherals. 11. Require a boardroom for special conferences, approximately 500 square feet, for Monday through Friday, 7:00am 11:00pm daily. 12. Require eleven meeting rooms for claimant meetings on Monday, 7:00am 6:00pm, except as noted below: a. Rooms (1) One room setup for 80 people schoolroom (7:00am-9:00pm) (2) Three rooms setup for 20 people schoolroom (3) Two rooms setup for 40 people schoolroom (7:00am-9:00pm) (4) Three rooms setup for 25 people schoolroom (5) Two rooms setup for 50 people schoolroom. b. Setup (1) One table lectern on 6' table for each room (2) Five computer data/high intensity video projectors w/6'x6' screen and cart (3) Eight overhead projectors w/6'x6' screen and cart for each room not equipped with computer data/high intensity video projector (4) One flipchart easel w/pad and markers for each room c. There will be two breaks at approximately 9:30 am and 2:30 pm for these sessions and one prior to the start at 8:00 am. 13. Require one exhibit hall room, approximately 1700 square feet, from Tuesday, 7:00am through Wednesday, 7:00pm, continuously. This room must be ableto be locked via deadbolt or padlock. Must have access by 8:00 pm Monday evening for exhibit setup. a. Setup (1) Seven exhibitor positions, each position consisting of two 6' tables and four chairs (2) Five positions must have phone lines capable of accessing the Internet via computer (3) All seven positions must have electricity to support computers and peripherals. 14. Require two rooms for claimant meetings on Tuesday, 8:00am-9:00pm. a. Setup (1) One room for 50 people schoolroom (2) One room for 40 people theater (3) One table lectern on 6' table for each room (4) One 6'x6' screen for each room. 15. Require one large ballroom for the general session, approximately 8000 square feet with high ceilings, Tuesday, 8:00am 5:00pm. Must have access Monday evening by 8:00 pm to check operation of audiovisual equipment provided under the contract. a. Setup (1) 500 person theater (2) Standing podium with light, center stage (3) Riser, center stage, so that speakers are above the audience (4) Four 6' skirted tables at the back of the room to lay out presentation materials (5) Pipe and drape across front of room (6) Two sets of scaffolding (7) Two 35mm slide projectors w/stands and remote control (8) Two 9'x12' rear projection screens w/dress kits, one stage right, one stage left (9) One " VHS video cassette player/recorder (10) One video distribution amplifier (11) Two computer data/high intensity video projectors (12) One RGB distribution amplifier (13) Microphones (a) One mixer (b) One podium mic (c) One lavaliere mic (d) One wireless lavaliere mic (e) Four standing mics in audience. b. There will be two breaks at approximately 9:30 am and 2:45 pm for these sessions and prior to the start at 8:00 am. 16. Require a reception area for approximately 225 people, Tuesday, 5:00pm -- 7:00pm. This room shall be for a "no host" social in conjunction with an agency awards ceremony. The hotel's proposal shall include a description of the light refreshments to be provided in conjunction with the awards ceremony. The proposal will also indicate the availability of a cash bar. 17. Require four large rooms with high ceilings, two rooms approximately 2200 square feet and two rooms approximately 1400 square feet, for concurrent sessions, Wednesday, 8:00am 5:00pm. One room will be used through 9:00pm. a. Setup (1) Two larger rooms, 200 people, theater (2) Two smaller rooms, 100 people theater (3) Each of the four rooms must be setup as follows: (a) Standing podium with light, stage right (b) Riser, stage left, set with 2 6' tables and 4 chairs for panel discussion consisting of 4 people (c) Riser, stage right, so that speakers are above the audience (d) Four 6' skirted tables at the back of the room to lay out presentation materials (e) One 35mm slide projector w/stand and wireless remote control (f) One high intensity overhead projector w/stand (g) One 9'x12' front projection screen w/dress kit (h) One " VHS video cassette player/recorder (i) One computer data/high intensity video projector (j) Microphones: (1) One mixer (2) One podiummic (3) One lavaliere mic (4) One wireless lavaliere mic (5) Two standing mics in audience. b. There will be breaks at approximately 9:10 am, 10:30 am, 1:30 pm, and 2:50 pm for these sessions. 18. Require one meeting room on Wednesday, 8:00am-5:00pm. a. Setup: (1) 30 people schoolroom to have two 6' tables in first row of audience with four chairs at tables; remainder of seating setup theater style (2) One table lectern on 6' table (3) One overhead projector w/6'x6' screen and cart. 19. Require nine seminar rooms located together, Thursday, 7:30am-5:00pm. a. Setup: (1) Four rooms, approximately 650 square feet, setup for 30 people schoolroom (2) Two rooms, approximately 800 square feet, setup for 40 people schoolroom (3) Two rooms, approximately 950 square feet, setup for 50 people schoolroom (4) One room, approximately 1000 square feet, setup for 80 people schoolroom (5) Table lectern on 6' table for all rooms. b. Audiovisual equipment to be distributed amongst the nine rooms: (1) 9 flipchart easels w/pads and markers (2) 4 overhead projectors w/cart (3) 9 6'x6' screens (4) 2 35mm slide projectors w/stands and wireless remote controls (5) 2 " VHS video players/recorders w/monitors (6) 5 computer data/high intensity video projectors. c. There will be two breaks at approximately 9:30 am and 2:30 pm for these sessions and prior to the opening at 8:00 am. 20. Require nine seminar rooms located together, Friday, 7:30am-5:00pm. a. Setup: (1) Six rooms, approximately 650 square feet, setup for 30 people schoolroom (2) Two rooms, approximately 950 square feet, setup for 50 people schoolroom (3) One room, approximately 1000 square feet, setup for 80 people schoolroom (4) Table lectern on 6' table for all rooms. b. Audiovisual equipment to be distributed amongst the nine rooms: (1) 9 flipchart easels w/pads and markers (2) 4 overhead projectors w/carts (3) 9 6'x6' screens (4) 2 35mm slide projectors w/stands and wireless remote controls (5) 2 " VHS video players/recorders w/monitors (6) 5 computer data/high intensity video projectors c. There will be one break at approximately 9:30 am for these sessions and prior to the opening at 8:00 am. PDC's for all years are to be held at San Diego, California without exception. The following factors shall be used to evaluate offers: (i.) Technical capability of services to be offered to meet the Government's requirement. Selection of an offeror for award will be based on a site visit and facility evaluation by the government prior to award of the contract. (ii) Price. (iii) Past Performance. Technical and past performance, when combined, are approximately equal to cost or price. The government reserves the right to award the contract to other than the lowest price offeror. Interested parties shall request a copy of solicitation Attachment (ii), Performance Risk Assessment Questionaire and Attachment (iii), Site Visit Worksheet. The following FAR provisions and clauses apply to this solicitation and are incorporated by reference: FAR 52.212-1, Instructions to Offerors Commercial Items (June 1999), apply the following: a price proposal on letterhead or a proposal cover sheet signed and dated that contains the requested items with unit prices/extended unit prices, payment terms, remittance address, solicitation number, time specified for receipt of offers, name/address/telephone number of offeror and any other documentation specified herein. Provisions applicable to this solicitation include FAR 52.222-22, Previous Contracts and Compliance Reports (Feb 99)/ FAR 52.222-25, Affirmative Action Compliance (Apr 1984)/FAR 52.232-18, Availability of Funds (Apr 1984). The contractor shall include a complete copy of 52.212-3, Offeror Representations and Certifications Commercial Items and DFAR 252.212-7000, Offeror Representations and Certifications Commercial Items (Nov 1995) with their offer. A copy may be provided by the Contract Specialist if requested. The following clauses apply to this solicitation and are hereby incorporated by reference: FAR 52.212-4, Contract Terms and Conditions Commercial Items and any addenda applies to this acquisition. Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (May 1999), subparagraphs (b)(1)(3)/(5)/(11)/(12)/(13)/(14)/(15)(22); (c) (1)/(3) and any additional FAR clauses cited in the clause that are applicable to this acquisition. Additional clauses are as follows: FAR 52.233-1, Disputes (Dec 98)/FAR 52.233-3, Protest After Award (Aug 96)/FAR 52.232-33, Mandatory Info for Electronic Funds Transfer Payment (May 99)/FAR 52.246-25 Limitation of Liability Services (Feb 97)/FAR 52.217-8, Option to Extend Services (Aug 89)/FAR. 52.217-9, Option to Extend the Term of the Contract (Mar 89). All provisions and clauses incorporated in this solicitation are those in effect through FAC 97-12. The following DFAR provisions and clauses apply to this solicitation and are incorporated by reference: DFAR 252.204-7004, Required Central Registration (Mar 1998)/ DFAR 252.225-7000, Buy American Act Balance of Payments Program Certificate (Dec 1991)/ DFAR 252.225-7001, Buy American Act and Balance of Payments Program (Mar 1998)/ DFAR 252.212-7000, Offeror Representations and Certifications Commercial Items (Nov 1995)/ DFAR 252.212-7001, Contract Terms and Conditions to Defense Acquisitions of Commercial Items (Jan 1999). Offerors and contractors may obtain information on CCR registration and annual CCR confirmation requirements by calling 1-888-227-2423, or via Internet at http://ccr.edi.disa.mil. Offerors shall not be currently debarred, suspended, and must be otherwise eligible to receive contracts from any Federal Agency. Interested parties shall provide their CAGE Code and Duns & Bradstreet identification number with their offer. All responses to this solicitation shall be sent to: Norfolk Acquisition Group, Fleet & Industrial Supply Center, 1968 Gilbert St., Suite 600, Attn: Nicole Wohl, Code 202B5, Norfolk, VA. 23511-3392 or faxed to 1-(757)-443-1424 attn: Nicole Wohl, Contract Specialist, on or before 4:00PM, EST, 05 NOV 1999. Point of contact for this combined synopsis/solicitation is Nicole Wohl at 1-(757)-443-1450. Please reference RFQ N00189-00-Q-0001. This is a synopsis/solicitation in one; no solicitation will be issued. Posted 10/14/99 (W-SN391941). (0287)

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