X -- HOTEL ROOMS AND CATERING

Notice Date

September 18, 2000

Contracting Office

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

ZIP Code

20525

Solicitation Number

AT-2000-01

Response Due

October 18, 2000

Point of Contact

Edward Grossman (215) 597-2916

E-Mail Address

Contracting Officer's e-mail address (egrossma@cns.gov)

Description

The Corporation for National Service, a wholly-owned government corporation intends to award a contract to a qualified vendor in the Albany, NY commuting area who can provide lodging, catering and meeting space for an AmericCorps*VISTA training. AmeriCorps*VISTA is a federal program which places members in low-income communities to moblize resources and increase the capacity of those communities to solve their own problems. There will be two parts to the training: 1)Pre-Service Orientation (PSO) and 2) Early-Service Training (EST). The PSO is for members who will be beginning a year of community service. The PSO will occur November 13 -- 15, 2000. The group will check in on Monday and check out on Wednesday. We will need 55-65 sleeping rooms for two nights with 2 double beds to accommodate double occupancy. The EST will occur November 14 -- 16, 2000. This group will check in on Tuesday and check out on Thursday. We will need 55-65 sleeping rooms for 2 nights with 2 double beds to accommodate double occupancy. SUMMARY: Sleeping rooms by day November 13, 55-65 sleeping rooms; November 14, 110-130 sleeping rooms; November 15, 55-65 sleeping rooms. Please make note of the overlapping need for sleeping rooms on November 14, 2000. The facility must comply with the American Disabilities Act and should be on the Hotel-Motel national Master List of FEMA/United States Fire Administration. The facility selected should be able to accommodate 250 people for a group meal. The chosen vendor must be prepared to provide vegetarian, vegan and kosher meals. Approximately 25% of all meals will be vegeterain/vegan; up to 1% will be kosher. For each group, the catering needs will break down as lunch and dinner with an afternoon break on Day 1; breakfast, lunch and dinner with morning and afternoon breaks on Day 2; and breakfast, lunch with the mid-morning break on Day 3. Breaks should include tea, coffee, sodas and assorted pastries/cookies. Based on these catering needs, proposals should include a Per Person cost per meal. Additionally, the facility should be able to hold up to 250 people classroom style for general sessions and have at least 4 breakout rooms for PSO and 4 breakout rooms for EST. The breakout rooms must be able to accommodate up to 40 people each (set in rounds) All rooms (general session and breakouts) should be set with #2 penciles and water service. The site selected should not be more than a 45 minute commute away from the nearest Amtrak station and airport and should the vendor should be able to provide transporation to/from airport, train station and the hotel. All proposals received must include an explantion of shuttle transportation available and indicate additional cost. Proposals must also include the cost for parking at the hotel, if any. The specific meeting requirements are as follows: PSO Day 1 (November 13, 2000) A registration area with a telephone and 5 (5) six foot skirted talbes and chairs. Lunch to accommodate a flow of registrants from 11:30 a.m. until 2:00 p.m. for upt to 125 people. A General session room set classroom style for up to 125 people.; audio-visual needs may include a large projection screen, a two shelf audio-visual cart, a podium, a microphone, a VCR, a slide projector and five (5) flipcharts. An afternoon break with beverages and light snack. Dinner for up to 125 people. For participants arriving before check-in, a secure area should be designated for luggage storage. PSO Day 2 (November 14, 2000) Hot breakfast for up to 125 people. A general session room in the morning, set classroom style for up to 125 people, audio-visual needs, the same as PSO Day 1; a mid-morning break with beverages and light snack; lunch to accommodate a flow of registrants from 11:30 a.m until 2:00 p.m. for up to 250 people. In the afternoon, up to four (4) breakout rooms set in rounds to accommodate up to 40 people each. Each room should be available until 8:00 p.m. and two flipcharts. An afternoon break with beverages and light snack. Dinner for up to 250 people (this includes the EST participants) with a podium and two (2) microphones. PSO Day 3 Hot breakfast for up to 250 people (this includes EST participants), four (4) breakout rooms set in the same style as the previous day. A mid-morning break with beverage and light snack. Lunch for up to 250 people with a podium and microphone. EST Day 1 (november 14, 2000) A registration area with a telphone and five (5) six foot skirted tables and chairs. Lunch available to accommodate a flow of registrants from 11:30 A.M.to 2:00 p.m. for up to 250 people (this includes the PSO participants). A General Session room set classroom style for up to 125 people, audio-visual needs may include a large projection screen, a two-shelf audio-visual cart, a podium, a microphone, a VCR, a slide projector and five (5) flipcharts. An afternoon break with beverage and light snack, one (1) breakout room with three (3) flipcharts to accommodate 15 people. Dinner in the evening for up to 250 people (this includes PSO participants) with a podium and two (2) microphones. For participants arriving before check-in a secure area should be designated for luggage storage. EST Day 2 (November 15, 2000) hot breakfast for up to 250 people (this includes PSO participants), a General Session room in the morning, set classroom style for up to 125 people. Audio-visual needs will be the same as EST Day 1; a mid-morning break, with beverage and light snack; lunch for up to 250 people with a podium and microphone. In the afternoon, up to four (4) breakout rooms set in rounds to accommodate up to 40 people each. The rooms should be available until 8:00 p.m and have two (2) flipcharts. An afternoon break with beverage and light snack. Dinner for up to 125 people. EST Day 3 (November 16, 2000) Hot breakfast for up to 125 people, General Session room and four (4) breakout rooms set in the same style as the previous day. A mid-morning break with beverages and light snack. Lunch for up to 125 people with a podium and microphone. SUMMARY OF CATERING NEEDS: November 13, 2000 Lunch for up to 125 people, break for up to 125 people an dinner for up to 125 people. November 14, 2000 Breakfast for up to 125 people, mid-morning break for up to 125 people, lunch for up to 250 people, mid-afternoon break for up to 250 people and dinner for up to 250 people. November 15, 2000 Breakfast for up to 250 people, mid-morning break for up to 250 people, lunch for up to 250 people, mid-afternoon break for up to 250 people and dinner for up to 250 people. November 16, 2000 Breakfast for up to 125 people, mid-morning break for up to 125 people and lunch for up to 125 people. Proposals MUST INCLUDE the following information to be considered: 1. Per night sleeping rate for single and double occupancy. 2. Costs PER PERSON, per day for all catering. Due to our status as a federal corporation, we will only consider food charges which fall within the federal per diem for your area. 3. Charges for meeting space and audio-visual equipment 4. A description of the shuttle service available and any costs associated with shuttle transportation and parking. Bids should be submitted to Edward Grossman, Contracting Officer, Corporation for National Service, Atlantic Service Center, 801 Arch Street, Suite 103, Phila., Pa. 19107. Bids are due NO LATER than October 13, 2000. Only facilities with the Albany, NY commuting area need apply. Contract award is subject to the availability of funds.

Record

Loren Data Corp. 20000920/XSOL002.HTM (W-262 SN497677)