X -- HOTEL ROOMS & BANQUET/CATERING SERVICES

Notice Date

January 16, 2001

Contracting Office

U.S. Department of Justice, Justice Management Division, Facilities and Administrative Services Staff, National Place Building, 1331 Pennsylvania Avenue, NW, Suite 1060, Washington, DC 20530

ZIP Code

20530

Solicitation Number

SOL-DOJ-FAS-1-01-0113

Response Due

January 24, 2001

Point of Contact

John Schrecengost 202.616.3908 fax 202.307.1874

Description

BACKGROUND: The Department of Justice (DOJ), Office of Community Oriented Policing Services (COPS) is hosting a conference entitled Community Policing Initiatives Cluster Conference in Washington, DC and need hotel/banquet facilities. The hotel must be within a five block radius of the COPS office which is located at 1110 Vermont Ave., NW, Washington DC. The conference will be held on February 26-27, 2001. It begins at 8:30 a.m and concludes each day at 5:00 p.m. The DOJ Multimedia Management Section (MMS) will manage, produce and coordinate the conference. The conference will have approximately 110 participants. We will need meeting space, sleeping rooms, catering and audiovisual support during this two day conference. Please provide the government per diem rate of $118.00 per night for a total of 200 sleeping rooms. We will need 85 sleeping rooms each night for two nights February 25, 26, 2001. We would like to block 30 rooms for the night of February 27, 2001. MMS is only paying for 45 sleeping rooms on February 25, 26, 2001. All other rooms should be blocked for this event and paid for separately by each participant and/or grant money coming directly from COPS. PLEASE INDICATE WHAT DATE THE ROOMS BECOME UNBLOCKED. MMS requires the ballroom from 7:00 a.m. -- 5:00 p.m. on February 26 -- 27, 2001 for meetings. We would like round tables for eight people with legal pads, pens, water and candies on each table. MMS also requires the use of three break out rooms each day from 9:00 a.m. -- 5:00 p.m. for approximately 30 people in each room. Two continental buffet breakfasts are required and should be set-up by 7:45 a.m. each day. The general sessions will begin at 8:30 a.m. and conclude by 5:00 p.m. each day. Two buffet lunches are required and should be set up by 11:45 a.m. and ready for consumption by Noon. Two afternoon snacks are required and should be available either in the back of the room or just outside the room by 3:15 p.m. each day. The same set up will be required each of the two days during the general session. The DOJ MMS is inviting your hotel to submit an itemized price quotation for the rental of meeting space, sleeping rooms, catering, and the set-up/strike/operation of audiovisual equipment. MMS will provide an on-site coordinator who will supervise, plan and coordinate all aspects of the conference; Janiece Smith/Robert Price 202/514-4694. PLEASE NOTE THAT THE U.S. GOVERNMENT WILL NOT BE RESPONSIBLE FOR ROOM INCIDENTALS NOR DAMAGE [BEYOND THE NORMAL WEAR OF THE FACILITY]AS ANY DAMAGE CAUSED BY INDIVIDUALS WILL BE SOLEY THEIR RESPONSIBILITY. STATEMENT OF WORK:MMS requires the services of a hotel to provide and perform the following:1.Ballroom set up in rounds for 110 participants from February 26 -- 27, 2001. 2. three break out rooms set up in a u-shape for 30 people. 3. 200 sleeping rooms, 85 each night on February 25, 26 2001 and 30 on February 27, 2001. 4.one lectern with microphone for amplification. 5.two Wireless handheld microphones on stands for audience questions in the ballroom only. 6.three projection tripod screens in the break out rooms for 2 days. 7. three flip charts with 2 pads of paper and markers in each break out room. 8. six easels. 9. two continental breakfasts, buffet lunches and afternoon snacks will be required each day February 26 -- 27, 2001. The breakfast should be ready by 7:45 a.m. The lunch buffets should be ready by Noon each day. The afternoon snacks should be available at 3:15 p.m. in the back of the ballroom or just out side the rooms. PERSONNEL: 1.Audio operator for set up, operation and strike. 2. Labor for setting up meeting space with tables, water, table clothes, candies, pads and pens. 3.Caterers for preparing, serving and striking all food. DOJ MMS WILL PROVIDE: 1. two On-site producers/Robert Price and Janiece Smith. 2. three LCD projectors, three laptop computers, signs, name tags and tent cards. MMS will also conduct a site survey prior to the event. PRODUCTION TIMETABLE: Deadline for submission of quotations by 1/24/01,Awarding of contract by 1/25/01, Set-up day 2/25/01, Conference/production days -- 2/26/01-2/27/01, Break down after conference -- 2/27/01. PAYMENT:Please indicate what form of payment you prefer; Mastercard or a government purchase order. DOJ MMS is tax exempt. A tax exemption certificate will be provided uon request. SUBMISSION OF BIDS: Please submit an ITEMIZED, FIXED price quotation based on the requested services. Award will be made following the determination of the most advantageous quote to the Government. Please fax [or mail] this information to:Mr. John Schrecengost,Contracting Officer, U.S. Department of Justice,Justice Building Services, National Place Building,1331 Pennsylvania Ave., NW -- suite 1060,Washington, DC, 20530 [TEL # 202.616.3908/FAX # 202.307.1874].*****

Record

Loren Data Corp. 20010118/XSOL001.HTM (W-016 SN50B020)