SOLICITATION NOTICE
99 -- Army Family Readiness Advisory Council
- Notice Date
- 8/31/2006
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Contracting Center of Excellence, Army Contracting Agency (ACA), ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245, Washington, DC 20310-5200
- ZIP Code
- 20310-5200
- Solicitation Number
- W74V8H-06-T-0160
- Response Due
- 9/5/2006
- Archive Date
- 11/4/2006
- Small Business Set-Aside
- N/A
- Description
- Army Family Readiness Advisory Council (AFRAC) Meeting This is a synopsis for commercial items/services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Please send all proposals to Tara-Shea Newsome at tara-shea.newsome@hqda.army.mil by the closing date 5 September 2006 1:00PM EST. Please direct any questions to Ms. Newsome at tara-shea.newsome@hqda.army.mil or 703-692-9425. The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services nece ssary to provide meeting space, food services, and sleeping rooms, as outlined in the Performance Work Statement, for the Army Family Readiness Advisory Council (AFRAC) Meeting. The Period of Performance is 11 through 14 September 2006. Place of performa nce will be within a 10 mile radius of the Pentagon, Washington, DC. Performance Work Statement PART I. GENERAL INFORMATION I.A. Introduction Army Family Readiness Advisory Council (AFRAC) Meeting for 13-14 September 2006. I.B. Background The purchase is for the Army Family Readiness Advisory Council to meet and discuss family programs and readiness issues for the Army. I.C. Scope The objective of this project is to provide non-personal services to the U.S. Army Community and Family Support Center, Family Programs (CFSC-FP) for short-term use of space for housing participants, meeting room space, audiovisual and office equipment and meals for AFRAC. I.D. Period of Performance The period of performance for this requirement shall be 11 through 14 September 2006, will pack-out evening of 14 September or morning of 15 September 06. PART II. SPECIFIC REQUIREMENTS II.A. Meeting Rooms All meeting room space must adequately hold the required number of persons without any adverse restrictions on conference attendees, or interference in the meeting process. Important requirement: All set ups must be completed and ready to go no later tha n 0600 each day. II.A.1. Administrative Room Provide one (1) conference room for administrative purposes. The room shall be held on a 24-hour hold for the period of Monday 11 September until 2000 to pack out on Thursday 14 September 2006. Further, the room should accommodate 5 persons in a conferenc e style setting. The room must be large enough to hold approximately 30 boxes, a flip chart easel w/pad, large copier, a computer with Internet access and printer, a phone with long distance access, and a large trash can. This room must be available from 0800 on Monday 11 September until 2000 on Thursday 14 September, for packing out at the end of the training. Quantity required: 1 II.A.2 Meeting Room Wednesday and Thursday 13-14 Sep 2006, provide one (1) meeting room in a U-shaped style, setup for 35 people. Provide a table for a lap top computer and LCD projector, 10x10 screen dressed with skirt, one (1) podium with hard-wired microphone, twelve (12) tabletop microphones and mixer, three (3) wireless Lavaliere microphones, one wireless air mouse, two (2) flip chart easels with pads, one (1) table in front of the room, one (1) table in back for training supplies, and 1 large trash can. Room should be available on 24-hours hold. Quantity required: 1 II.A.3 Course Registration Area Provide an area for meeting registration from 1300 to 1700 on Tuesday 12 September. Provide two 8 long tables w/4 chairs. Quantity required: 1 II.B. Conference Services " Conference facility will provide parking for guests. " Facility must have audio-visual, copier and computer maintenance representative on-call throughout the meeting period. " Meeting room space must adequately hold the required number of persons without any adverse restrictions on meeting attendees. " Breakfast and lunchrooms must be d ifferent from the meeting room. " Facility must be within close proximity to all public transportation and restaurants. " All guest rooms must be provided at or below the government per diem rate (we are tax exempt). II.C. Meals All meals coordinated by contract/purchase order must be within the government per diem rate government per diem rate; include all charges in the quotes. II.C.1. Working Reception Provide working reception for thirty (30) people on Tuesday, 12 September 2006. II.C.2. Refreshments Provide refreshments during morning breaks for forty (40) people on Wednesday 13 September through Thursday 14 September 2006. The morning breaks will consist of coffee and tea, pastries, fruit, yogurt, etc. Provide refreshments during afternoon breaks for forty (40) people on Wednesday 13 September through Thursday 14 September 2006. The afternoon breaks will consist of coffee, tea, sodas, brownies, chips and/or cookies, etc. II.C.3. Working Lunch Provide working lunches for forty (40) people on Wednesday 13 September and Thursday 14 September 2006. II.D. Sleeping Rooms Provide sleeping rooms for the period Monday 11 September through Thursday 14 September 2006. Check out will be 15 September 2006 for attendees. OCONUS attendees arrive on 11 Sep. CONUS attendees arrive on 12 Sep. Rooms will be required as follows; ROOM TYPE MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY DATE 11 Sep 06 12 Sep 06 13 Sep 06 14 Sep 06 15 Sep 06 REGULAR 10 27 27 27 0 II.E. Audio Visual Equipment EQUIPMENT LOCATION DATES REQUIRED QTY FLIP CHART EASEL/PAD Admin Room 11-14 Sep (4 days) 1 Meeting Room 13-14 Sep (2 days) 1 SCREENS 10X10 Meeting Room 13 Sep and 14 Sep 1 MICROPHONES PODIUM W/ HARD-WIRED MICROPHONE Meeting Room 13 Sep and 14 Sep 1 TABLE TOP MICROPHONES Meeting Room 13 Sep and14 Sep 12 WIRELESS/AIR MOUSE Meeting Room 13 Sep and 14 Sep 3 TRANSMITTER/MIXER Meeting Room 13 Sep and 14 Sep 1 II.F. Office Equipment EQUIPMENT LOCATION DATES REQUIRED QTY Heavy Duty High Speed Copy Machine with Collator, enlarger, stapler, duplex printing, etc. Admin room 11-14 September 2006 1 Copier Paper Admin room 11-14 September 2006 1 box Desk Top Computer w/Windows/Word 2000 and virus protector and internet access Admin room 11-14 September 2006 1 Laser printer Admin room 11-14 September 2006 1 Lap Top Computer w/Windows/Word and virus protector Meeting room 13-14 September 2006 1 LCD projector Meeting Room 13 -14 September 2006 1 Phone w/long distance access Admin room 13-14 September 2006 1 Meals The cost of the contracted meals and refreshments/breaks are fair and reasonable and within the prices of the government per diem. (1) 12 Sep 06: Working reception for 30 people. @ $________ per person (all inclusive). Total cost: $859.80 (2) 13 and 14 Sep 06: Provide working morning breaks for 40 people each day at a conference rate of $_________ per person (all inclusive) x two days x 40 people = Total cost: $__________. (3) 13 and 14 Sep 06: Provide working afternoon break for 40 people each day at a conference rate of $_________ per person (all inclusive) x two days x 40 people = Total cost: $__________ (4) 13 and 14 Sep 06: Provide working Luncheon for 40 people each day at a conference rate of $_________ per person = Total cost: $_____ Total Meals/breaks/refreshments cost: $__________________ Sleeping Rooms Sleeping rooms for the period 11 September through 14 September 2006 are fair and reasonable and at or below the government per diem cost. (1) 11 Sep 06 10 sleeping rooms; 12, 13, 14 Sep 2006 - 27 sleeping rooms. Rate per room night $___________. (2) 91 room nights @ $___________ (prevailing per diem) each for a total of $________________. Meeting Room Meeting room costs for the period 11 September through 14 September are fair and reasonable. (1) 11 Sep 14 Sep 06: Admin Room $___________ per day All Inclusive. Total for Admin Room $______________. (2) 13 Sep 14 Sep 06: Meeting Room @ $___________ per day (all inclusive) = Total cost: $_______________. Audio-Visual Equipment is at a reasonable cost. EQUIPMENT LOCATION DATES REQUIRED QTY Unit Cost Total Cost FLIP CHART EASEL/PAD Admin Room 11-14 Sep (4 days) 1 $_______ $_____ Meeting Room 13-14 Sep (2 days) 2 $______ $_______ SCREENS 10X10 Meeting Room 13-14 Sep 06 (2 days) 1 $______ $________ DRAPED Meeting Room 13- 14 Sep 06 (2 days) 1 $______ $______ MICROPHONES PODIUM WITH HARD-WIRED MICROPHONE Meeting Room 13-14 Sep 06 (2 days) 1 $_______ $________ WIRELESS LAVALIERE MICROPHONES Meeting Room 13-14 Sep 06 (2 days) 3 $______ $________ TABLE TOP MICROPHONES Meeting Room 13-14 Sep 06 (2 days) 12 $________ $_______ TRANSMITTER/MIXER Meeting Room 13-14 Sep 06 (2 days) 1 $________ $_______ II.F. Office Equipment - is at a reasonable cost. EQUIPMENT LOCATION DATES REQUIRED QTY Unit Cost Total Cost Heavy Duty High Speed Copy Machine with Collator, enlarger, stapler, duplex printing, etc. Admin room 11-14 Sep 06 1 $ $ Desk Top Computer w/Windows/Word 2000 and virus protector and internet access Admin room 11-14 Sep 06 1 $ $ Laser printer and 1 case Paper Admin room 11-14 Sep 06 1 $ $ Lap Top Computer w/Windows/Word and virus protector Meeting room 13-14 Sep 06 (2 days) 1 $ $ LCD projector Meeting Room 13-14 Sep 06 (2 days) 1 $ $ WIRELESS/AIR MOUSE Meeting Room 13-14 Sep 06 (2 days) 1 $ $ Phone w/long distance access Admin room 11-14 Sep 06 1 $ $ Labor: Video Tech Meeting Room 13-14 Sep 06 (2 days) 1 $ $ Total $ Total Cost for Services 13-14 September 2006 Total Meals/Breaks Cost: $_______________ Total sleeping room nights (91): $_____________ Total Meeting Room Cost: $_________________ Total Office Equipment and Audio Visual Equipment: $__________________ Total Meeting Cost, 13-14 Sep 2006: $_________________ Evaluation and Evaluation Factors for Award 1.0 Evaluation This is a Best Value requirement and issued in accordance with FAR Part 12 Acquisition of Commercial Items, and the evaluation will be in accordance with 52.212-4 EvaluationCommercial Items. Unless all offerors are rejected, award of this Firm Fixed Pr ice (FFP) Commercial Items contract shall be made to that responsible offeror whose offer, conforming to the requirement, is determined to be the best overall response, price and other factors considered. It is the intention to award a single FFP contract . The contractor must address the evaluation factors in writing, and each of the subfactors must not exceed ? page each of 8.5 x 11 hard paper or electronic writing. All offers must be sent by electronic means to: tara-shea.newsome@hqda.army.mil on/before closing date and time as identified in block 8. Offer Due Date/Local Time of the SF 1449. Evaluation Factors: a. Technical 1) distance from hotel to commercial/business district/Pentagon no greater than 10 miles 2) size and configuration of meeting rooms 3) compliance with Department of Defense security requirements, and hotel security requirements 4) access to on-site parking b. Past Performance 1) Past performance, reference a minimum of three (3) conferences held by Name, POC, Telephone numbers, and magnitude of the conference c. Price/Cost Price is less important than the rated factors a. and b., but remains a substantial factor in the evaluation process. Each proposal will be rated based on evaluation of each factor using the below Adjectival Scale: OUTSTANDING - Very comprehensive, in-depth, clear response. Proposal consistently meets this standard with no omissions. Consistently high quality performance can be expected. EXCELLENT - Extensive, detai led response to all requirements similar to outstanding in quality, but with minor areas of unevenness or spottiness. High quality performance is likely but not assured due to minor omissions or areas where less than excellent performance might be expecte d. GOOD - No deficiencies in the response. Better than acceptable performance can be expected, but in some significant areas, there is an unevenness or spottiness that might impact performance. FAIR - The response generally meets requirements but there is no expectation of better than acceptable performance. Deficiencies are confined to areas with minor impact on performance and can be corrected during negotiation without major revisions to the proposal. POOR - The response fails to meet one or more requirements. Deficiencies exist in significant areas but can be corrected during negotiations without major revisions to the proposal or serious deficiencies exist in areas with minor impact. UNACCEPTABLE - Serious deficiencies exist in significant areas. The proposal cannot be expected to meet the stated requirements without major revisions. The proposal only indicates a willingness to perform in accordance with the requirements document wit hout specifying how or demonstrating the capability to do so. Only vague indications of the required capability are present. 2.0 Site Visit Prior to award of this contract, site visits may be made by the point of contact to determine suitability and compliance with the requirements of the PWS, and evaluation factors listed herein, and/or by the US Army security personnel to determine security weaknesses. Contractor may or may not be notified in advance of these visits. AMERICANS W/ DISABILITIES ACT The successful offeror must be in compliance with the Americans with Disabilities Act.
- Place of Performance
- Address: Contracting Center of Excellence, Army Contracting Agency (ACA) ATTN: Policy and Compliance, 5200 Army Pentagon, Room 1D245 Washington DC
- Zip Code: 20310-5200
- Country: US
- Zip Code: 20310-5200
- Record
- SN01131567-W 20060902/060831221454 (fbodaily.com)
- Source
-
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