X -- LEASE OR RENTAL OF FACILITIES

Notice Date

July 5, 2001

Contracting Office

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

ZIP Code

20525

Solicitation Number

HQMWS0103

Point of Contact

Simon G. Woodard, 202-606-5000 ext.114, Fax 202-565-2804

E-Mail Address

Office of Procurement Services (swoodard@cns.gov)

Description

The Corporation for National and Community Service, a wholly owned Government Corporation, intends to award a contract to a qualified vendor who can provide lodging, food, meeting space and audio visual equipment rental for the 2002 National Senior Service Corps National Conference. This event will take place in the Greater Metropolitan area of Salt Lake City, Utah, and the expected number of participants is 2,100. There are two proposed options for this event. Option 1 (preferred): June 6, 2002 beginning at 1:00pm and ending on June 8, 2002 at 9:30pm, Option 2: June 6, 2002 beginning at 7:00am and ending on June 8, 2002 at 2:00pm. Qualified vendors are invited to submit proposals for both options. Qualified vendors may also submit separate proposals for meeting space and lodging requirements. The requirements for this event are as follows: Lodging requirements: We estimate the following lodging requirements: Option 1(preferred): one thousand (1000) single rooms and three hundred fifty (350) double rooms for June 6-8 (three nights) Option 2: thirty (30) single rooms for June 5, 2002 (one night), one thousand (1000) single rooms and three hundred fifty (350) double rooms for June 6-7, 2002 (two nights). All reservations will be made on a call-in basis. Rooms and incidentals are to be paid for individually by each guest. Lodging History: For last year's national conference at the Orlando Marriott World Center, the night before the conference, we used 991 rooms (624 singles, 276 doubles and 91 multi/other rooms). The first full day of the conference, we used 1005 rooms (626 singles, 293 doubles and 76 multi/other rooms). The second full day of the conference we used 835 rooms (518 singles, 244 doubles, and 73 multi/other rooms). Note that these numbers do not reflect the actual number of conference attendees (equal to approximately 1,700 last year). Due to the number of hotels nearby to the conference facility, some attendees stayed at other hotels for the duration of the conference. For this proposal, we would like to house all participants at the same location if possible. Conference History: June 22-23, 2000, Orlando, Florida, Orlando Marriott World Center; July 14-17, 1996, Washington, DC, Sheraton Washington. Meeting space requirements: The following rooms/space will be needed for the duration of the conference, twenty-four (24) hours per day: Staff Room: approximately 800 square foot secure room able to fit five 6' tables and chairs on perimeter, outside phone line needed, space should be dedicated for duration of conference. Dispatch/Volunteer Room: approximately 1,000 square feet room able to fit five 6' tables and chairs on perimeter and three rounds of 10. Storage Room: approximately 700 square foot secure room.Registration: dedicated open area or foyer with space for twelve 6' tables or permanent registration desk area sufficient to register 2,100 people. Space will also need electrical power for staff computer. In addition, extra space will be needed for six 6' tables in the registration area. Exhibit Hall/Resource Room: secure room able to fit twenty-six (26) 6' tables and chairs for displaying materials. On day 1 of the conference, there will be a welcome reception requiring hors d' oeurves and a cash bar. Box lunches and mid-morning and PM breaks required for each day. In addition, there will audio-visual requirements for each day of the conference. Special Requirements: At least 25% of sleeping rooms must be accessible to physically challenged individuals. Federal regulations require that any hotel/conference space contracted shall comply with the American Disabilities Act (ADA) requirements and the FEMA Fire Prevention and Control guidelines. For a detailed description of this requirement, contact the person listed as the POC and a copy will be made available to you. You may request a copy by mail, e-mail or by fax. Request for the detailed description must be submitted no later than COB July 16, 2001.

Record

Loren Data Corp. 20010709/XSOL003.HTM (W-186 SN50Q9E0)