X -- LEASE OR RENTAL OF FACILITIES

Notice Date

September 15, 2000

Contracting Office

Corporation for National Service, Office of Procurement, 1201 New York Ave. N.W., Washington, DC 20525

ZIP Code

20525

Solicitation Number

N/A

Response Due

October 3, 2000

Point of Contact

Bettye Hammond, 214-880-7069, FAX 214-880-7077

Description

The Corporation for National and Community Service, a wholly-owned Federal Government Corporation, intends to award a contract to a qualified vendor who can provide lodging, meals, and meeting space for one (1) 2&1 2 day AmeriCorps*VISTA Pre-Service Orientations (PSO) and one (1) 2&1/2 day Early Service Training (EST) during the week of October 23-27, 2000 in Tulsa, Oklahoma. This will be a full week of training, and the two events will overlap on the third day of the PSO and the first day of the EST. Facility must have general session room to accommodate up to 130 persons, classroom style, and up to four (4) breakout rooms which can accommodate 25 to 30 people. Audio/visual needs are flip charts and overhead projector for general and breakout sessions. Water and glasses must be provided at all times in all meeting areas. During the weeklong training events, the first group will check in on Monday and check out on Wednesday. The second group will check in on Wednesday and check out on Friday. Events will require sleeping space for approximate 60 double occupancy per night with access to individual beds or equivalent except where indicated. Also space for up to 7 single occupancy rooms per night. The specific meeting requirements for each event are as follows: DAY 1 -- A registration space with four (4) six-foot skirted tables to accommodate a flow of registrants from 8:00 a.m. until 12:00 noon. A general session room set classroom style for up to 130 people with table at front to accommodate speaker's needs, including podium. Audio-visual needs include a large projection screen (10 ft.), an audio-visual cart with overhead projector, an extension cord, wireless lapel microphone, and TV/VCR Cart. Afternoon beverage break. Dinner served in the evening. DAY 2 -- Hot breakfast, lunch, and dinner. A registration table set outside the general session room. A general session room set classroom style for up to 130 people in the morning. Audio-visual will be the same as Day 1, except TV/VCR not needed. Morning and afternoon beverage breaks. DAY 3 -- Hot breakfast, morning break and brown bag lunch by 11:00 a.m. for those checking out. Dinner and afternoon break for new group checking in. For the afternoon, two (2) six-foot tables for registration. An area should be designated for luggage until sleeping rooms are available. Audio/visual needs will be the same as Day 2. DAY 4 -- Hot breakfast, lunch and dinner. Four (4) breakout rooms set in round style for up to 30 people each. Audio/visual needs will require overhead projector and 6 ft. screens in each of the breakout rooms. Morning and afternoon beverage breaks. DAY 5 -- Hot breakfast, break and brown bag lunch by 11:00 a.m. Audio/visual needs will be the same as Day 3. All activities will conclude by 12:30 p.m. To be considered, bids need to include the following information: (1) Per night sleeping room rate for single and double occupancy; (2) Per person meal charges for the following: dinner with an afternoon beverage break on Day 1 & 3, breakfast/lunch/dinner with morning and afternoon beverage breaks on Day 2 & 4, and breakfast/brown bag lunch with a mid-morning beverage break on Day 3 & 5. The selected vendor must be prepared to provide vegetarian and kosher meals. Approximately 25% of all meals will be vegetarian; (3) If bid is made on a per person cost inclusive of all costs, a single night cost must be provided for guests staying for less than full event and food costs for participants not staying at hotel; (4) Charges for meeting space and individual items of audio-visual equipment; (5) Parking for participants and at what cost; (6) A description of the shuttle service available to and from the airport and any costs associated with shuttle transportation; (7) reduced costs for staff requiring lodging on-site, based upon number of overnight quests; (8) Vendor must provide on-site representation during all dates of the event for coordination, problem solving and decision making. Federal regulations require that any hotel/conference space contracted shall meet and comply with American Disabilities Act (ADA) requirements, and FEMA certified for fire safety. Food, lodging and audio quotes need to include any gratuity and service charges. Price quotes due by close of business October 3, 2000, to Bettye Hammond, 1999 Bryan Street, Room 2050, Dallas, TX 75201. Only facilities within the Tulsa, Oklahoma commuting area need apply.

Record

Loren Data Corp. 20000919/XSOL002.HTM (W-259 SN497375)