X -- HOTEL ROOMS, MEETING ROOMS AND CATERING SERVICES

Notice Date

October 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

01-AT-01

Response Due

November 18, 2000

Point of Contact

Damon Bolden (202)606-5000 Ext 581

E-Mail Address

click here to contact the Program & Training Officer (dbolden@cns.gov)

Description

The Corporation for National Service, a wholly-owned government corporation intends to award a contract to a qualified vendor who can provide lodging, catering and meeting space for an AmeriCorps*VISTA training. AmeriCorps*VISTA is a federal program which places members in low-income communities to mobilize 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 January 29-31, 2001; July 16-18, 2001; August 20-22, 2001; and August 27-29, 2001. The group will check in on Monday and check out on Wednesday. We will need 50-100 sleeping rooms for two nights with 2 double beds to accommodate double-occupancy. The EST will occur January 30-February 1, 2001; July 17-19, 2001; August 21-23, 2001; and August 28-30, 2001. This group will check in on Tuesday and check out on Thursday. We will need 50-100 sleeping rooms for 2 nights with 2 double beds to accommodate double-occupancy. 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 up to 400 people (EST and PSO) for a group meal. The chosen vendor must be prepared to provide vegetarian, vegan and kosher meals. Approximately 25% of all meals will be vetetarian/vegan; up to 1% will be Kosher. For each group, the catering needs will break down as lunch/dinner with an afternoon break on Day 1; breakfast/lunch/dinner with morning and afternoon breaks on Day 2; and breakfast/lunch with mid-morning break on Day 3. Based on these catering needs, proposals should include a Per Person cost per meal and be all inclusive (gratuity must be included as part of the unit cost and not added to the bottom line). Additionally, the facility should be able to hold up to 250 people classroom style for general sessions and have at least 5 breakout rooms for PSO and 5 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 Breakout rooms) should be set with #2 lead pencils and water service. The site selected must not be more than a 45 minute commute away from the nearest Amtrak train station and airport and should be able to provide transportation to/from airport, train station and hotel. All proposals received must include an explanation of shuttle transportation available and indicate additional cost. Proposals must also include cost for parking at the hotel, if any. The specific meeting requirements are as follows: PSO DAY 1: A registration area with a telephone, and five(5) 6 foot skirted tables and chairs; lunch to accommodate a flow of registrants from 11:30 a.m. until 2:00 p.m. for up to 200 people. A General Session room set classroom style for up to 200 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; also that afternoon, up to five (5) breakout rooms set to accommodate up to 40 people each. Each room should be available until 8:00 p.m. and have two (2) flipcharts. Dinner for up to 200 people. For partcipants arriving before check-in an area should be designated for luggage storage. PSO DAY 2: Hot breakfast for up to 200 people. A general session room in the morning, set classroom style for up to 200 people. Audio-visual needs will be the same as PSO DAY 1; a mid-morning break, with beverage and light snack; lunch available to accommodate a flow of registrants from 11:30 a.m until 2:00 p.m. for up to 400 people (this includes the EST participants). In the afternoon, up to five (5) breakout rooms set to accommodate up to 40 people each. Each room should be avalable until 8:00 p.m. and have two (2) flipcharts. An afternoon break with beverage and light snack; dinner for up to 400 people (this includes the EST participants) with a podium and two (2) microphones. PSO DAY 3 Hot breakfast for up to 400 people (this includes EST participants); up to five (5) breakout rooms set in the same style as the previous day; a mid-morning break with beverage and light snack; lunch for up to 400 people, with a podium and microphone. EST DAY 1: A registration area with a telephone and five (5) six-foot skirted tables and chairs; lunch available to accommodate a flow of registrants from 11:30 a.m. until 2:00 p.m. for up to 400 people (this includes PSO participants). A General Session room set classroom style for up to 200 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 a beverage and light snack; one (1) breakout room with three (3) flipcharts to accommodate 15 people. Dinner in the evening for up to 400 people (this includes PSO participants) with a podium and two (2) microphones. For participants arriving before check-in an area should be designated for luggage storage. EST DAY 2 Hot breakfast for up to 400 people (this includes PSO participants); a geneeral session room in the morning, set classroom style for up to 125 people; audio-visual needs will be the same as for EST DAY 1. A mid-morning break with beverage and light snack; lunch for up to 400 people (this includes PSO participants), with a podium and microphone. In the afternoon, up to five (5) 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 200 people. EST DAY 3. Hot breakfast for up to 200 people, general session room and five (5) breakout rooms set in the same style as the previous day; a min-morning break with beverage and light snack; lunch for up to 200 people with a podium and microphone. SUMMARY OF CATERING NEEDS: January 29, 2001 lunch for up to 200 people, afternoon break for up to 200 people and dinner for up to 200 people. January 30, 2001 breakfast for up to 200 people, mid-morning break for up to 200 people, lunch for up to 400 people, afternoon break for up to 400 people and dinner for upt to 400 people. January 31, 2001 breakfast for up to 400 people, mid-morning break for up to 400 people, lunch for up to 400 people, afternoon break for up to 200 people and dinner for up to 200 people. February 1, 2001 breakfast for up to 200 people, mid-morning break and dinner for up to 200 people. July 16, 2001 lunch for up to 200 people, afternoon break for up to 200 people, dinner for up to 200 people. July 17, 2001 breakfast for up to 200 people, mid-morning break for up to 200 people, lunch for up to 400 people, afternoon break for up to 400 people and dinner for up to 400 people. July 18, 2001 breakfast for up to 400 people, mid-morning break for up to 400 people, lunch for up to 400 people, afternoon break for up to 200 people and dinner for up to 200 people. July 19, 2001 breakfast for up to 200 people, mid-morning break for up to 200 people and lunch for up to 200 people. August 20, 2001 lunch for up to 200 people, mid-afternoon break for up to 200 people and dinner for up to 200 people. August 21, 2001 breakfast for up to 200 people, mid-morning break for up to 200 people, lunch for up to 400 people, mid-afternoon break for up to 400 people and dinner for up to 400 people. August 22, 2001 breakfast for up to 400 people, mid-morning break for up to 400 people, lunch for up to 400 people, mid-afternoon break for up to 200 people and dinner for up to 200 people. August 23, 2001 breakfast for up to 200 people, mid-morning break for up to 200 people and lunch for up to 200 people. August 27, 2001 lunch for up to 200 people, mid-afternoon break for up to 200 people and dinner for up to 200 people. August 28, 2001 breakfast for up to 200 people, mid-morning break for up to 200 people, lunch for up to 400 people, mid-afternoon break for up to 400 people and dinner for up to 400 people. August 29, 2001 breakfast for up to 400 people, mid-afternoon break for up to 400 people, lunch for up to 400 people, mid-afternoon break for up to 200 people and dinner for up to 200 people. August 30, 2001 breakfast for up to 200 people, mid-morning break for up to 200 people and lunch for 200 people. Bid proposal MUST INCLUDE the following information to be considered: (1) per night sleeping room rate for single and double occupancy (2) costs PER PERSON for all catering. Due to our status as a federal corporation we will only consider food costs which fall with the Federal per diem rate for your area (3) charges for meeting space and audio-visual equipment (including flipcharts) (4) a description of the shuttle service available and any costs associated with shuttle transporation and parking costs for hotel guest who may drive (5) Charges for food, audio-visual equipment, meeting room space must be all inclusive -- i.w. gratuity and other charges must be included as part of the unit cost and not added to the bottom line) Bids should be submitted to Damon Bolden, Corporation for National Service, 1201 New York Avenue, N. W., Washington, D. C. 20525 NO LATER than November 18, 2000. Only facilities within a 40 mile radius of Wilmington, DE need apply. Contract award is subject to availability of funds.

Record

Loren Data Corp. 20001020/XSOL003.HTM (W-292 SN5045O5)