SOLICITATION NOTICE
X -- CONFERENCE ROOM FACILITIES/SLEEPING ACCOMMODATIONS FOR NOAA DIVERSITY CONFERENCE
- Notice Date
- 10/21/2004
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Acquisition and Grants Office, SSMC4 - Room 7601/OFA61 1305 East West Highway, 7th Floor, Silver Spring, MD, 20910
- ZIP Code
- 20910
- Solicitation Number
- RQ-NTIA4100-5-00011
- Response Due
- 11/1/2004
- Archive Date
- 11/19/2004
- Description
- DESCRIPTION: The U.S. Department of Commerce (DOC) National Oceanic and Atmospheric Administration (NOAA) Office of Diversity has a requirement for Hotel and Conference Room Support. This is a combined synopsis/solicitation to negotiate a Firm Fixed Price for Hotel Accommodations, Conference Space and hotel services located in the Northern Virginia area. This announcement constitutes the only solicitation; quotations are being requested upon issuance of this solicitation. A WRITTEN solicitation will not be issued. ALL RESPONSIBLE SOURCES MUST SUBMIT A QUOTATION FOR CONSIDERATION. This Request for Quote (RFQ) NAAJ4100-RQ-5-00011 for services is being issued in accordance with Federal Acquisition Regulations (FAR) Subpart 12.6 as supplemented with additional information included in this notice. The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated By Reference. Prompt Payment- FAR 249-1 (4/84); Instruction to Offerors-Commercial Items 52.212-1 (10/00); Evaluation ? commercial items (factors listed below in descending order of importance); 52.212-2 (10/97); Offeror Representations and Certifications 52.212-3 (10/98); Contract Terms and Conditions- Commercial Items 52.212-4 (4/98); Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items 52.212-5 (10/98); 52.204-7 Central Contractor Registration (Oct 2003)and FAR 52.232-18 Availability of Funds. The solicitation documents and incorporated clauses are those in effect through Federal Acquisition Circular 24. The NAICS Code is 72111 and size standard is $6M. The Contractor shall furnish all labor, materials, supplies, equipment, services and processes (except as specified herein) to provide the required services outlined in the statement of work below: GENERAL FACILITY REQUIREMENTS: The DOC/NOAA requires a conference facility in Northern Virginia to accommodate a four-day, three night residential Diversity retreat for the NOAA Diversity Committee, consisting of approximately 40 meeting participants. The meeting will be held November 15-18, 2004. It is anticipated that all of the participants will need accessible sleeping rooms and all meeting space must accommodate people with disabilities. The facility must provide all meals for meeting participants who will be in travel status. These meals should include daily breakfast, lunch and dinner for the duration of the retreat (detailed on page 2). We also require that the facility provide specific break food and beverages for conference participant three times a day (morning, afternoon and evening). The facility shall provide adequate on site parking for conference participants free of charge. We request interested vendors to put together a package of offerings with prices for purposes of proposal submission to meet the minimum requirements as stated below. RETREAT OVERVIEW: The NOAA Diversity Retreat is a four-day residential Diversity Training event planned for approximately 40 NOAA employees. The meeting begins on Monday evening and concludes on Thursday afternoon. Participants will be engaged in a variety of experiential learning forums to include but not limited to plenary sessions, breakout sessions, evening and early morning learning communities, etc. Participants represent all of NOAA?s business units, from diverse occupations, grade levels and backgrounds. Meeting attendees will be traveling from across the country, including the Pacific Islands. MEETING SPACE AND AUDIO VISUAL NEEDS: Meeting rooms shall be provided for 24 hour access, Monday November 15-Thursday November 18. Every room shall be large enough for wheelchairs to have access in and around every part of the room. Registration area to be used Monday-Thursday. Two skirted tables with chairs and two narrow tables placed behind for materials. One large plenary room to accommodate 40 people in crescent rounds. Room shall include space for audio visual equipment and sufficient space for participants to move around the room. - Room shall have (4) narrow tables for handouts, etc. - (1) overhead projector and screen - (4) flip chart easels, paper and markers Two break out rooms each to accommodate 20 people with chairs in a round circle with no tables. Rooms shall include space for audio visual equipment and sufficient space for participants to move around the room. - Room shall have (4) narrow tables for handouts, etc. - (1) overhead projector and screen - (4) flip chart easels, paper and markers One room to be used as a meeting/room or office with a board room table to accommodate 10-12 people. MEALS/FOOD AND BEVERAGE: 40 People This is a residential training retreat. All meeting participants will be on-site and the group shall eat all meals together. NOAA requires three meals per day, starting with dinner on the day of arrival, Monday November 15, and ending with lunch on Thursday November 18. NOAA requires flexibility of selecting specific meal offerings prior to the meeting date. We request interested vendors to put together a package of offerings. All meeting participants will be in travel status and the meetings will be working meetings. The contractor shall provide the following: Monday November 15: Afternoon snack, dinner and an evening break Tuesday and Wednesday November 16-17: Breakfast, lunch, dinner and morning, afternoon and evening breaks. Thursday November 18: Breakfast, morning break and lunch SLEEPING ROOMS: 40 People NOAA requires a block of 40 sleeping rooms to be reserved November 15-17. NOAA also requires some rooms to be accessible for people with disabilities. All rooms and meals will be charged to the master account. Individual meeting participants are responsible for incidental room expenses. PROPOSAL INSTRUCTIONS A single copy of proposals may be submitted electronically or in hard copy and the vendor must be registered in the Central Contractor Registration, http//www.ccr.gov. All questions must be sent via email and received no later than 4:00pm on October 25, 2004. Offerors are requested to submit a quote in accordance with the following instructions and attachments: I. Quotes must be prepared in two parts: technical and price Each of the parts shall be separate and complete in itself so that evaluation of one may be accomplished independently from evaluation of the other. The technical proposal shall be limited to 5 pages. Technical proposals will be evaluated using the following evaluation criteria: a. Size, quality of services and accommodations, location. b. Offeror?s past experience in performing similar or related services. c. Site selection may be based on the proposal plus a site visit to be conducted by staff of the program and/or contracting office. B. Price This section shall consist of the quoter(s) total fixed price for providing these services. The total price should be broken down to show the individual pricing elements that go into the total fixed price proposed. C. Award Determination Award will be made to the offeror determined to be the Best Value to the Government, price and other factors considered. Evaluation may be made with or without discussions with the offerors. Quotes are due by: 4:00pm,EST, November 1, 2004. Quotes may be submitted electronically to cheryl.coxen@noaa.gov or faxed to Ms. Coxen at 301-713-0809. All quotes must be signed and include the business name, address, telephone number, taxpayer identification number (TIN), DUNS number and business size.
- Place of Performance
- Address: NORTHERN VIRGINIA
- Zip Code: 22033
- Country: USA
- Zip Code: 22033
- Record
- SN00697208-W 20041023/041021211634 (fbodaily.com)
- Source
-
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