X -- CONFERENCE SERVICES

Notice Date

December 1, 2000

Contracting Office

USPFO for Washington, Attn: Contracting Office, Bldg 32, Camp Murray, Tacoma, WA 98430-5170

ZIP Code

98430-5170

Solicitation Number

DAHA45-01-Q-0001

Response Due

December 8, 2000

Point of Contact

Denise Sheppard, Purchasing Agent, 253-512-8970

E-Mail Address

click here to contact the Contracting Officer via (Denise.Sheppard@wa.ngb.army.mil)

Description

Denise Sheppard. Purchasing Agent, Phone (253) 512-8970, Fax (253) 512-8009, Email Denise.Sheppard@wa.ngb.army.mil. This is a combined synopsis/solicitation for commercial items in accordance with the format in the Federal Acquisition Regulation (FAR) 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a solicitation package will not be issued. Solicitation Number DAHA45-01-Q-0001 is issued as a request for quotation, is a 100% small business set-aside and incorporates provisions and clauses in effect through Federal Acquisition Circular 97-20. The associated SIC is 7011 and the business size standard is $5.M. This will be an all or none firm-fixed price contract. The Washington National Guard is hosting a Counterdrug Conference during the period of 22-26 January 2001. This event is estimated to require 70 rooms per night for the duration of the Conference. Contractors must be able to meet the required lodging and meeting space to accommodate the symposium participants. The participants shall be required to make their own reservations with facility chosen to host this symposium. These individuals are Federal employees and shall pay the cost quoted in this Request for Quotation for their individual rooms and individual meals with their Federal Government issued travel credit card. The Government shall not be responsible for payment of their individual cost. The contractor agrees to block 70 individual rooms for this symposium until 21 (twenty-one) calendar days prior to the event. Individual room reservations shall be made by each individual not later than 21 (twenty-one) calendar days prior to the start of the symposium. Any blocked rooms not reserved by the cut-off period established shall be freed for the contractors use. The contractor may continue to accept room reservations at the established government rate after the cut-off period if desired. All reservations for individual rooms shall be made directly with the hotel by the individual. Quotes will only be accepted from facilities large enough to accommodate all lodging and functions pertaining to the conference. The conference facility, lodging, and dinning facility must be housed in the same facility. The Contractor's facility must be located in a rural area of Washington State and be accessible without going over any mountain passes. The facility must have an on site fitness center (if additional fee for usage of fitness center, the contractor shall identify such cost separately). Contractor shall provide a separate break out room for 23-26 of January. The breakout room will be located next two the main meeting room. The dinning room will be a separate room designated for the conference attendees and will be located next to the meeting room. All Rooms shall be set-up with tables and chairs for participants. The Contractor must be able to provide lodging for all attendees, on-site meals, a general session room with a classroom set-up (tables and chairs) to accommodate an estimated 70 attendees. The general session meeting room shall have a head table with two tables and a minimum of four chairs. The general session meeting room shall also have a water/cup set-up on all participants table and shall be maintained throughout the symposium. General session room must have availability of VTC and allow Counterdrug to bring their own AV equipment and operator (if usage of this equipment/service is in addition to the room cost, contractor is to provide pricing for each feature available as a separately priced item). The Contractor shall provide an AM coffee break with coffee (caffeinated and decaffeinated) and danish for 70 attendees and a PM refreshment break with soda (mix with diet soda) and fruit for 70 attendees for each day of the conference. There is no requirement for an AM/PM break on 22 nd and 26th of January 2001. Contractor shall indicate with their quote the cost for each break period. The facility shall have a parking facility (contractor to indicate cost of parking per vehicle or state if included with the room cost). In addition, an administrative room, with reception table, chairs (2); the general session room must be isolated from the general public. A hospitality desk or table located on the outside of the general session room is required to provide an added degree of security. The Washington National Guard shall be provided an opportunity to inspect the facility prior to award. The conference facility and lodging must comply with the Hotel/Motel Fire Safety Act of 1990, 15 U.S. C. 2201 (PL 101-391) and must comply with the Americans with Disabilities Act, 42 U.S.C. Section 12101 et. seq. (ADA). The facility must have one of the following quality ratings: First class or higher per the Official Hotel Guide; Three crowns or higher per the OAG Business Travel Planner; or Three diamonds or higher per AAA. All prices provided shall be fixed and shall be broken-down to reflect: the price per room per night; the fees for use of the general session and breakout rooms; daily coffee/refreshment breaks; and VTC/AV equipment and any other applicable charges. Up to 70 rooms must be priced at the Government's rate and specified as such. Interested parties should submit as a part of their quotation _ 1) informational literature on the facility and the services offered; 2) confirmation of its overall quality rating; 3) past performance information; and 4) price. Evaluation of quotations the Washington National Guard will use the following factors to evaluate quotations: Technical Capability -- facility quality rating, , and its ability to accommodate the conference requirements during the required time frame; Past Performance -- How well the facility performed in accommodating conferences of a similar size, its commitment to customer service based on its reputation for demonstrating concern for its customers; and Price -- The total price for the conference. The Washington Army National Guard intends to make an award on a best-value basis. Offerors must also submit with their quotation, in accordance with FAR 52.212-3, a signed Offeror Representations and Certifications -- Commercial Items. This certification can be downloaded from www.arnet.gov/far at Part 52. Additionally, the following FAR provisions are applicable: 52.212-1, Instructions to Offerors _ Commercial; 52.212 -2, Evaluation _ Commercial Items; 52.212-4, Contract Terms and Conditions _ Commercial Items; and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders _ Commercial Items. Any amendments to this solicitation will be provided to all contractors expressing an interest for this acquisition. Quotations are due at the following address by 3:00PM, local time, on Dec 8, 2000. Mail/Delivery to USPFO-PC, Building #32, Camp Murray, Tacoma, WA 98430.

Record

Loren Data Corp. 20001205/XSOL001.HTM (W-336 SN5078I0)