Loren Data's SAM Daily™

FBO DAILY ISSUE OF JANUARY 11, 2006 FBO #1507
SOLICITATION NOTICE

X -- US Army South, Conference of American ArmiesConference, San Antonio, Texas - Lodging, Meals, and Conference Services.

Notice Date

1/9/2006
 

Notice Type

Solicitation Notice
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

ACA Southern Hemisphere Mission Support, 2450 Stanley Road Suite 320, Building 1000 2nd Floor, Fort Sam Houston, TX 78234-7517
 

ZIP Code

78234-7517
 

Solicitation Number

W912CL-06-Q-UCAA
 

Response Due

1/19/2006
 

Archive Date

3/20/2006
 

Small Business Set-Aside

N/A
 

Description

Army Contracting Agency, The Americas intends on procuring services for hotel lodging and conference services during 25 April 2006  5 May 2006 in San Antonio, Texas for Conference of American Armies. This requirement is unrestricted. Requirement i ncludes Statements of Work: (a) Conference Lodging, Meals, and Related Services. Award will be conducted under the provisions of FAR Part 12 Commercial Item and FAR Part 13 Simplified Acquisition Procedures. The prospective contractor must be registered in the Central Contractor Registration (CCR). This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Request for Quotation number W912CL-06-Q-UCAA applies.???? Information required from Hotel for evaluation: (1) Sample menus for meals, ice breaker, breaks & formal dinner, layout of conference rooms. (2) Offeror will submit completed Representations and Certifications FAR 52.212-3 and DFAR 252.212-7000. For co pies of these provisions email anthony.elmore@samhouston.army.mil or phone 210-295-5903; and (3) Provide pricing for all items in statement of work including rooms, meals, conference facilities. Identify any item that is No Cost or Complimentary. Room ra tes and total meal cost (reimbursable based on voucher system) should be within government per diem rates for the local area (San Antonio is $147=$96room+$51meals). The provisions at FAR 52.212-1, Instructions to Offeror Commercial; FAR 52.212-3 and DFAR clause 252.212-7000 apply to this requirement. The following FAR clauses apply to the requirement: FAR 52.212-4, Contract Terms and Conditions/Commercial Item s; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order Commercial Items and DFARS clause 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisit ion of Commercial Items. The appropriate clauses will be selected, including FAR 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration and FAR 52.222-41 Service Contract Act of 1965 as Amended. The Government plans to make one o r two awards from this solicitation. Proposals shall be emailed to anthony.elmore@samhouston.army.mil no later than 4:00 p.m. CST, 19 January 2006. Facsimile proposals will be accepted via fax (210) 295-6834. Evaluation: Selection will be based on best value to the government based on price and other non cost factors. Non cost factors include: (1) Hotel ratings, multi-cultural location, including bilingual /Spanish speaking staff, (2) How well the meeting an d administrative rooms facilitate objectives. (3) Flexibility, convenience and menu selection of restaurants within the hotel; and (4) Hotel security for the safety of guests and distinguished visitors. Non-cost factors are considered slightly more impor tant than price. In the event numerous offers are received in response to this solicitation, the government reserves the right to down select to a manageable number (3 or 4) based on initial screening of the quotes received. Wage Determination No. 94-2522, Revision No. 27, dated 07/16/2004, for Bexar County is applicable. STATEMENT OF WORK 1. OVERALL REQUIREMENTS: This Statement of Work details the lodging, conference facilities, meals and miscellaneous services required for the U.S. Army South sponsored, Conference of American Armies, First PKO Procedures Conference, 1-5 May 2006 in San An tonio, TX 2. DESCRIPTION OF SERVICE 2.1.1 Lodging for U.S. Personnel paid by the Individual: Number of Personnel Arrival Date Departure Date Number of Nights Total Nights 8 01 May 05 May 4 32 TOTAL 32 2.1.2 Lodging for U.S. Personnel paid by the Contract: Number of Personnel Arrival Date Departure Date Number of Nights Total Nights 6 30 Apr 05 May 5 30 7 01 May 05 May 4 28 TOTAL 58 2.1.3 Lodging for non-U.S. Personnel paid by the Individual: Number of Personnel Arrival Date Departure Date Number of Nights Total Nights 5 25 Apr 05 May 10 50 40 01 May 05 May 4 160 TOTAL 210 2.1.4 Lodging for non-U.S. Personnel paid by Government contract: No. of Personnel Arrival Date Departure Date Number of Nights Total Nights 4 30 Apr 05 May 5 20 TOTAL 20 Note for 2.1.1, 2.1.2 and 2.1.3: The Government will not pay rooms at a rate in excess of the Joint Federal Travel Regulation rate. Room rates are exempt from state and federal taxes as this is a Government hosted event. 3. ADDITIONAL LODGING REQUIREMENTS: 3.1 This contract will not pay for phone charges incurred by guests from their rooms. International and long distance calls should be blocked until the guest presents a personal credit card or other means of payment acceptable to the hotel. 3.2 Check-in and Check-out: If availability allows, check-in will be anytime after 9:00 a.m. for possible early arrivals. The hotel will additionally allow guests with late flight departures to check out as late as 7:00 p.m. 3.3 Business Center: A fully functional business center (Internet, printer and fax machine) free of charge must be available for use between 6:00 a.m. and 10:00 p.m. The hotel will provide conference attendees access to the business center. 3.4 The Government may change the names of guests occupying rooms up to the day of occupancy. Only the Contracting Officer (KO) or Contracting Officers Representative (COR) is authorized to change names. The Government may change or cancel room requirem ents up to 24 hours prior to occupancy without penalty. The Government may request additional rooms at any time at the same quoted rate, subject to room availability. 3.5 The KO or COR will identify those individuals on the guest list whose rooms will be paid by the Government. The cost of the room includes double occupancy charges in the rare occurrence that it is required. All other rooms and services shall be the r esponsibility of the individual and the Government will not be held liable. 3.6 The Government will only pay for rooms actually used and any applicable penalties due to late cancellations. 3.7 All charges (lodging, service charges, food consumed, etc.) must be itemized separately by room on final billing statement. 4. GENERAL REQUIREMENTS 4.1 Security. The hotel shall have a security plan. The hotel shall provide the COR with a copy of its security plan seven days prior to the conference. The plan will include a security orientation and meeting with the hotel security manager and a hotel point of contact to resolve any security issues that may arise during the conference. 4.2 Hotel Representative. The hotel shall provide a representative to act as a liaison with the KO or COR. The hotel representative must be vested with the authority to resolve issues involving conference execution, billing issue and payment of charges a s they arise. The hotel representative will be available throughout the duration of the conference. The hotel will provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support such as room ma intenance, security, conference room setup, payments and restaurant service. 4.3 Service Breakdowns. The hotel shall ensure that any maintenance or repairs for hotel equipment, to include guest rooms, conference rooms, elevators, audio visual, etc., will be correcte d immediately (at the hotels expense) to ensure the success of the conference and the meals served therein. 4.4 Parking. The hotel shall provide four parking spaces for conference coordinators in the hotel parking lot. Parking must be in a secure area with adequate lighting and security. 4.5 Baggage. The hotel shall provide baggage handling for conference hotel guests. This includes unloading baggage from arriving vehicles, accompanying participants and their baggage to the conference reception area and then on to their assigned rooms. Upon checkout, the hotel will provide baggage pick-up at each guests room, taking the baggage to the conference checkout area, and then to the departing vehicle area where hotel staff will load baggage into departing vehicles. 4.6 Excluded from Contract. The Government will not pay for movies, items consumed from a mini-bar, laundry, room service or any telephone calls made from or charged to guest rooms or other hotel rooms. Lodging, personal telephone calls, movies, mini-bar s, room service charges, etc. must be itemized separately on each guests bills. Hotel staff will inform guests during check-in which services will not be covered by the conference. The hotel staff should request a credit card from guests upon check in t o secure potential unauthorized charges. The hotel will ensure that guests pay for all charges appearing on their room statements that have not previously been approved in the Contract. Charges not covered by the conference are to be resolved between the guests and the hotel. 5. LODGING: 5.1 Rooms Required. The contractor shall provide the required rooms on the dates and in the quantities specified in the tables in paragraphs 2.1.1, 2.1.2, 2.1.3 and 2.1.4. Dates and quantities are estimates and shall be confirmed in writing prior to the event. 5.2 Additional Room Information. The Government will only pay for rooms occupied. Rooms will be held for late check-in until 9:00 p.m. The Government may change or cancel room requirements to include the person designated for any room up to 24 hours pri or to occupancy without penalty. Rooms that are occupied by government-designated personnel within 24 hours of the original check-in time will not assess any penalty. 5.3 Late Check-out. Due to late afternoon flights to South America, some guests need to check-out as late as 6:00 p.m. on the last day at no extra charge. A list of those guests will be provided when the final guest list is given to the hotel. 5.4 Extended Stays. Conference guests wishing to extend their stay in the hotel must check out within the designated checkout time on the specified end date. The guests are totally responsible for any incurred expenses during their extended stay. 6. FOOD SERVICE. 6.1 General. Scheduled meals are prepared according to predetermined menus. The COR will identify individuals with dietary restrictions. The hotel will strive to accommodate special diets where feasible and within contract meal rates. One non-alcohol ic juice, coffee, tea or beverage is included with meals. Menus must be approved by the KO or COR. 6.2 Meal Coupons / Vouchers. The hotel will provided vouchers or coupons for the meals on the days designated below. The hotel representative and the COR will provide a daily count of meals consumed. Coupons or Vouchers will be used on a limited basis a nd will be paid on an actual use basis. The table below is an estimated number of meals required. The actual count will be provided to the hotel NLT than 21 April 2006. 6.3 General Meal Schedule: Date Breakfast Lunch Dinner Voucher B / L / D Total Vouchers Dates B / L / D Total 4 / 25 0 5 5 0 / 5 / 5 10 4 / 26 5 5 5 5 / 5 / 5 15 4 / 27 5 5 5 5 / 5 / 5 15 4 / 28 5 5 5 5 / 5 / 5 15 4 / 29 5 5 5 5 / 5 / 5 15 4 / 30 5 5 15 5 / 5 / 14 25 5 / 01 15 55 0 14 / 51 / 0 70 5 / 02 55 55 55 55 / 55 / 5 5 165 5 / 03 55 55 0 55 / 55 / 0 110 5 / 04 55 55 0 55 / 55 / 0 110 5 / 05 55 0 0 55 / 0 / 0 55 Total 260 / 250 / 95 605 Breakfast: 7:00 a.m. - 8:00 a.m. Lunch: 12:00 p.m. - 1:00 p.m. 6.4 Coffee Breaks. The hotel will provide buffet style refreshment breaks in close proximity to the conference room. The morning coffee breaks will include: coffee, tea, bottled water and a selection of pastries to be approved by the KO or COR prior to s et up. The afternoon coffee breaks will include: coffee, tea, assorted sodas, bottled water and a selection of cookies, brownies or other appropriate snacks approved by the KO or COR prior to set up. 6.4.1 Coffee Break Schedule: Date Coffee Served Morning Coffee Served Afternoon Location Total # Setup 9:45 a.m. Setup 2:45 p.m. Dates02 May 75 75 Vicinity of the Conference Room 150 03 May 75 Vicinity of the Conference Room 75 04 May 75 Vicinity of the Conference Room 75 7. CONFERENCE FACILITIES. 7.1 Plenary Meeting Room. The hotel will provide one meeting room large enough to accommodate seventy-five conference participants and four interpreters working out of two booths approximately 6 x 10 in size. The facility shall be fully set up and avail able by 1300 hours on 01 May 2006 through 1500 on 05 May 2006. Setup will include tables and chairs, podium and public address system and coffee station area. The facilities must be climate controlled at 65-70 degrees and should be comfortable at least o ne hour prior to use. The room shall have minimum distractions (low level of noise from other functions). The conference room configuration and usage times may be changed at any time prior to the conference to accommodate last minute directives and fluct uating requirements. 7.1.1 Plenary Room Configuration. A head table will be set up in a U-Shaped configuration with chairs for thirty conference participants. Seating in chairs only will be set up behind the head tables for forty persons. Specific guidance will be provided on site prior to the conference. Padded chairs shall be utilized and tables will be equipped with tablecloths. A separate table with 4 chairs will be placed at the back of the room for use by the interpreters. 7.2 Break-out Session Rooms: Two additional rooms are required for break-out sessions to be held on 02 and 03 May 2006. Each room must accommodate up to twenty persons seated at a conference table. These rooms must be available all day from 02 through 03 May 2006. 7.3 Operations and Administrative Center. One medium-sized meeting room is required for an Operations and Administrative Center from 29 April through 5 May 2006. The room must be equipped with four tables and 16 chairs, the placement of which will be appr oved by the COR. Space must also be available for office equipment to include 4 computers, two printers, a copying machine and a fax machine. 7.4 Translation Center: One small-sized meeting room is required for a Translation Center from 01 through 05 May 2006. The room must be equipped with two tables and 10 chairs, the placement of which will be approved by the COR. 7.5 Delegate Business Center: One small-sized meeting room is required for a Delegate Business Center from 01 through 05 May 2006. The room must be equipped with two tables and 10 chairs, the placement of which will be approved by the COR. 7.6 Conference Room Service: Hotel staff shall correct any hotel equipment breakdown immediately. The rooms must be able to be secured and two keys provided. Water will be provided on the head table (one pitcher for every four seats and individual glass es) throughout each day. Required Pricing Information: Lodging, Meals, and Related Servi ces Room Nights 320 Meals Breakfast Vouchers 260 Lunch Vouchers 250 Dinner Vouchers 95 Refreshment Breaks (3 - Morning 1 - Afternoon) Baggage Handling Parking (10 Reserved Spaces) Submit Certification & Representations or filled out on line (ORCA).
 

Place of Performance

Address: ACA Southern Hemisphere Mission Support 2450 Stanley Road Suite 320, Building 1000 2nd Floor Fort Sam Houston TX

Zip Code: 78234-7517

Country: US
 

Record

SN00963418-W 20060111/060109212013 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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