SOLICITATION NOTICE
A -- Rental of conference rooms for the Pacific Area Special Operations Conference from 10 April 2007 thru 13 April 2007
- Notice Date
- 11/27/2006
- Notice Type
- Solicitation Notice
- Contracting Office
- N00604 1942 Gaffney Street, Ste 100 Bldg. 475-2, Code 200 Pearl Harbor, HI
- ZIP Code
- 00000
- Solicitation Number
- N0060407T0079
- Response Due
- 12/8/2006
- Archive Date
- 1/7/2007
- Description
- Statement of Work Pacific Area Special Operations Conference (PASOC 2007) 1.0 Background: 1.1 Purpose of the Conference: Special Operations Command, Pacific (SOCPAC) hosts the Pacific Area Special Operations Conference, which serves as an annual forum for discussions of special operations issues; and brings together senior military leaders of Pacific Area nations to exchange ideas and build lasting relationships. 1.2 Conference Period: The conference runs from 10 APR 07 (Tuesday) to 13 APR 07 (Friday), with attendees arriving as early as 6 APR 07 (Friday) and departing as late as 15 APR 07 (Sunday). 1.3 Cost Proposals: All requirements will be priced separately down to the #.#.# level (e.g. 2.1.1, 2.1.2, etc.) to facilitate changes in the contract that may occur as SOCPAC refines the conference agenda and plan. 2.0 Room Requirements: Individual meeting rooms may be separated by wall panels (except where annotated). The final room configurations will be coordinated between the Conference Center Event Coordinator and the SOCPAC Lead Planner and/or Logistics Lead Planner. The following items are required for PASOC 07 execution: 2.1 Main Conference Room (MCR): This room will be used as the primary meeting area. 2.1.1 Room Requirements: ? Minimum room size is 6,500 square feet to accommodate approximately 300 people ? The room must be in close proximity to the Conference Support Center (CSC), U.S.-only Communications Center (UCC), and Media Room (MR) ? Exclusive use is required from 1200, 9 APR 07 (Monday) through 14 APR 07 (Saturday), on a 24-hour basis ? The height of the room will allow adequate vertical space for two (2) to three (3) screens of medium size (identified in 2.1.2 below) ? The view from the seating areas will not be compromised or altered by structural support columns or partial walls ? Light intensity and climate controls must be adjustable from inside the room ? Provide a raised stage (approx 16?x 12?) with podium and one (1) 3?x 8? table plus 4 chairs ? Seating will be arranged to accommodate approximately 200 attendees at tables with the remaining 100 in theater style seating. Additional seating may be required ? All major items (tables, chairs, wall panels) will be set up by 1200, 9 APR 07 (Monday). Configuration will be determined based on room design and attendee count ? Provide one (1) 3?x 3? table in front of each of the screens to support a projector with power outlets located in proximity or provide extension cord(s) ? The Center can assume control of the room after 0800, 15 APR 07 (Sunday) 2.2 U.S.-Only Communications Center (UCC): This room will be used by SOCPAC and U.S. members for official business communications. SOCPAC will provide equipment required for secure connectivity. 2.2.1 Room Requirements: ? This room must be stand-alone (no wall panel partition) and in close proximity to the MCR and CSC. If possible, a single point of entry and no windows is preferred. ? The minimum room size is 250 square feet ? Exclusive use is required from 0800, 7 APR 07 (Saturday) through 15 APR 07 (Sunday), on a 24-hour basis ? The Center will have all major items (tables, chairs, extension cords) set up by 1800, 6 APR 07 (Monday), in accordance with the final configuration ? Provide one (1) 3?x 8?table, one (1) 3?x 3? table, and 4 chairs ? Provide four (4) phone lines with phones: two (2) long distance with overseas access, two (2) with local access only ? Power outlets to service three (3) computers, one (1) printer, one (1) fax machine, and one (1) scanner ? Provide DSL connectivity for up to three (3) laptop computers ? The Center can assume control of the room after 1800, 15 APR 07 (Sunday) 2.3 Business Service Center (BSC): This room will be used by all attendees for internet access. 2.3.1 Room Requirements: ? The minimum room size is 250 square feet ? The room must be close to the MCR, UCC, and CSC ? Exclusive use is required from 1200, 9 APR 07 (Monday) through 1200, 14 APR 07 (Saturday), on a 24-hour basis ? The Center will have all major items (tables, chairs, wall panels) set up by 1800, 8 APR 07 (Sunday), in accordance with the final configuration ? Provide six (6) 3?x 3? tables (or equivalent overall size) with twelve (12) chairs ? Provide six (6) phones with local access capability ? Provide three (3) high-speed DSL lines ? Provide sufficient power outlets for six computers and two (2) printers in proximity to the tables or provide extension cords as required ? The Center can assume control of the room after 1600 on 14 APR 07 (Saturday) . 2.4 Conference Support Center (CSC): This room will be used to in- and out-process attendees as well as perform other administrative functions. 2.4.1 Room Requirements: ? The minimum room size is 700 square feet ? The room must be close to the MCR and UCC ? Exclusive use is required from 1400, 6 APR 07 (Friday) through 1600 15 APR 07 (Sunday), on a 24-hour basis ? The Center will have all major items (tables, chairs, wall panels) set up by 1200, 6 APR 07 (Friday), in accordance with final configurations ? The room should include a separate storage area (approximately 10?x10?) for administrative supplies ? Provide twelve (12) cushioned chairs as guest seating. Configuration details will be worked with CSC representative, Lead Planners, and hotel staff ? Provide six (6) 3?x8? tables with sixteen (16) chairs ? Provide one (1) two-drawer safe ? Provide five (5) phones: one (1) with international long distance, three (3) with local and U.S.-only long distance, and one (1) with local access only ? Provide power outlets to service seven (7) computers, two (2) printers, one (1) high-speed/large capacity copier, and one (1) fax machine ? Provide three (3) high-speed DSL lines with routers for computers listed below ? The Center can assume control of the room after 1600 on 15 APR 07 (Sunday) 2.5 Small Group Meeting Rooms: These rooms will be used for small group discussions. 2.5.1 Room Requirements: ? Center will provide five (5) rooms, each measuring 400 square feet ? The rooms should be close to the MCR and within proximity to each other ? Exclusive use is required from 0800, 10 APR 07 (Tuesday) through 1600, 13 APR 07 (Friday), on a 24-hour basis ? The Center will have all major items (tables, chairs, A/V, etc.) set up by 1800, 9 APR 07 (Monday), in accordance with the final configuration design ? Each room will require twenty (20) chairs and enough 3? x 8? tables to accommodate comfortable seating arrangement ? The Center can assume control of the rooms after 1600, 13 APR 07 (Friday) 2.6 Hospitality Suite: This room will be used as a guest staging area before scheduled meetings as well as other venues 2.6.1 Room Requirements: ? The minimum room size is 500 square feet ? Room must be on the same floor as the upgraded / suite rooms (see 6.0?Attendee Center Rooms) ? Exclusive use is required from 0800, 8 APR 07 (Sunday) through 1200, 14 APR 07 (Saturday), on a 24-hour basis ? The Center will have all major items (tables, chairs, sofa, etc.) set up by 1800, 7 APR 07 (Saturday), in accordance with the final configuration design ? Room will provide an area for the placement and serving of refreshments ? Provide two (2) living room style sofas, four (4) living room style chairs, and a coffee table in the main area ? The Center may assume control of the room after 1200 on 14 APR 07 (Saturday) 2.7 Military Working Dog Rooms: These rooms will be used to house the Military Working Dogs and their handlers. 2.7.1 Room Requirements: ? Center will provide two (2) standard accommodation rooms ? Rooms should be located in close proximity to conference rooms and at a minimum, in the same tower/building as majority of guests (if applicable) ? Exclusive use is required from 0800, 7 APR 07 (Saturday) through 1200, 14 APR 07 (Saturday), on a 24-hour basis ? Rooms should be standard configuration; two (2) double or queen-size beds ? Military Working Dogs will be staying in each of these rooms 2.8 Escort Officer Rooms: These rooms will be used as changing, break and sleeping rooms for SOCPAC personnel serving as Escort Officers or other duties as assigned. 2.8.1 Room Requirements: ? Center will provide five (5) standard accommodation rooms ? Rooms should be in close proximity to one another; at a minimum on the same floor as one another and the Duty Driver Rooms noted below ? Exclusive use is required from 0800, 7 APR 07 (Saturday) through 1200, 14 APR 07 (Saturday) on a 24-hour basis ? Rooms should be standard configuration; two (2) double or queen-size beds 2.9 Duty Driver Rooms: These rooms will be used as a changing, break and sleeping area for duty drivers 2.9.1 Room Requirements: ? Center will provide two (2) standard accommodation rooms ? Rooms should be in close proximity to one another; at a minimum on the same floor as one another and the Escort Officer Rooms noted above ? Exclusive use is required from 1200, 7 APR 07 (Saturday) through 1200, 15 APR 07 (Sunday), on a 24-hour basis ? Rooms should be standard configuration; two (2) double or queen-size beds 2.10 Security OIC/NCOIC Room: Room will be used to billet the Security Officer or Noncommissioned Officer in Charge during 24/7 security operations for the conference 2.10.1 Room Requirement: ? Center will provide one (1) standard accommodation room ? Room should be in close proximity to the Escort Officer Rooms noted above ? Exclusive use is required from 1200, 7 APR 07 (Saturday) through 1200, 15 APR 07 (Sunday), on a 24-hour basis ? Room should be standard configuration; two (2) double or queen-size beds 2.11 Media Room: This room will be used by Public Affairs and visiting media personnel 2.11.1 Room Requirements: ? The minimum room size is 500 square feet ? Room should be in proximity to the MCR ? Exclusive use is required from 0600, 8 APR 07 (Sunday) through 1800, 13 APR 07 (Friday), on a 24-hour basis ? The Center will have all major items (tables, chairs, A/V, etc.) set up by 1200, 7 APR 07 (Saturday), in accordance with the final configuration design ? Provide three (3) 3? x 8? tables with sixteen (16) chairs, one (1) round table that seats 8-10, one (1) mobile A/V unit/cart to support equipment (TV and VHS/DVD player/recorders) ? Provide one (1) living room style sofa and two (2) matching arm chairs ? Provide four (4) phones: two (2) with international long distance and two (2) with local access only ? Provide two (2) high-speed DSL lines ? Provide power outlets to support four (4) laptop computers, one (1) printer, one (1) facsimile machine, one (1) television and one (1) each VHS/DVD player/recorder ? Provide cable television service to one outlet (at a minimum, channels should include local news stations as well as CNN, CNN International and Fox News) ? The Center may assume control of the room after 1800 on 13 APR 07 (Friday) 2.12 Video Conference Service: ? Center will provide one (1) room capable of supporting video-teleconference sessions (can be the same room as the Center?s normal Business Center, if applicable) ? Provide dedicated 2-hour time slot each day (approx 3:30-5:30 pm) beginning 10 APR 07 (Tuesday) and ending on 13 APR 07 (Friday) ? VTC provider will agree to initial charge for two (2) hours and then by the quarter hour thereafter ? Provide VTC taping service for each event (VHS or DVD is acceptable) 2.13 Break Room: This room will be used for refreshments provided during conference breaks, the Ship?s Store and SOF Heritage Wall. This room may not be required if ample covered space is available outside the MCR. 2.13.1 Room Requirements: ? The minimum room size is 700 square feet ? Room must be in proximity to the MCR and CSC ? Exclusive use is required from 0700, 10 APR 07 (Tuesday) through 1400, 13 APR 07 (Friday), on a 24-hour basis ? The Center will have all major items (tables, chairs, etc.) set up by 1800, 9 APR 07 (Monday), in accordance with the final configuration design ? Provide sufficient tables to accommodate refreshments identified in section 8.0 below ? The Center may assume control of the room after 1600 on 13 APR 07 (Friday) 3.0 Security Requirements: Due to the nature of the conference and diversity of the attendees, security concerns are paramount. A breach in security would cause not only embarrassment for SOCPAC, but could possibly evolve into an international incident embarrassing to the U.S.A. 3.1 Center Security System: ? The Center shall have an internal and external camera system that is continuously monitored on site by a dedicated security guard ? The Center shall have its own unarmed security guards that perform roving checks of all facilities, 24 hours a day during the entire contract period ? The Center security guards (including roving guards) will have a communication system back to the guard room, who will in turn have a means of contacting Police / Fire / Medical assistance ? The parking garage will have a dedicated guard from 0600 to 1700, 10 APR 07 (Tuesday) through 13 APR 07 (Friday). On the day of the Icebreaker, 9 APR 07 (Monday), and Banquet, 13 APR 07 (Friday), parking garage security will be provided until one (1) hour after conclusion of event (approximately 2200) ? The Center will change fire escape door locks on Distinguished Visitor floors to allow exit only operation during the conference [locks will be changed prior to 1200, 8 APR 07 (Sunday) and may be removed after 1600, 14 APR 07 (Saturday)] 3.2 Honolulu Police Department, Contracted off Duty Police Officers: ? The Center will contract ten (10) armed off-duty Honolulu Police Department Officers from 0600 to 1700, 10 APR 07 (Tuesday) through 13 APR 07 (Friday) ? On the day of the Icebreaker and Banquet, the Officers will be required to remain on duty until the conclusion of the events (approximately 2200) 3.3 Additional Security Personnel: If required, these personnel will be hired to augment normal Center security personnel to provide the level of coverage identified below. ? Center will provide sufficient security personnel for both fixed and roaming posts during conference execution (normally 0700 to 1700 daily) ? Guards will be posted at fixed sites near the entry to each major venue (MCR, CSC, BSC, Small Working Group Area, Banquet, Ice Breaker, etc.) ? Additional Guards, if unable to augment from the existing Center Security Staff, will be sourced from an established and bonded security company ? Additional bonded guards, if required, will have served at least one (1) 8 hour familiarization watch with the Center Security Staff before 6 APR 07 (Friday) ? SOCPAC requests that additional bonded guards be provided similar clothing as that of the permanent security staff. Dependent on cost, this requirement may be negotiated by the Lead Planner and Lead Security Officer with the Center?s Security Manager. However, at a minimum, all additional guards will be required to present a professional image and wear the same clothing as that of their bonded company. ? Additional Guards will have the same communications equipment and be on the same communications network as regular Center security personnel 4.0 Parking Requirements: ? Center will provide parking passes to accommodate eight (8) escort and four (4) command vehicles to allow unimpeded 24-hour entry and exit from the parking garage and/or valet areas (whichever is designated for parking of the vehicles while not in use) [Cost will be charged to the contract for ten (10) days of access beginning on 6 APR 07 (Friday) for the seven escort vehicles and 8 APR 07 (Sunday) for the four command vehicles. All passes will expire on 16 APR 07 (Monday)] ? Provide parking / waiting areas for two (2) VIP/CSC vehicles situated in proximity to the Center / facility entrance ? Provide validated parking discounts for the remainder of attendees. Daily fees, if any, may not exceed the normally charged rate, and will not exceed $10 per 24-hour period ? Center will provide a parking validation machine to the lead transportation control officer. This machine will be used to validate parking passes for SOCPAC members performing official duty at the conference site. The transportation officer will keep an accurate count of tickets validated and provide these numbers to the Center on a daily basis 5.0 Photo Shoot: There will be a photo shoot on the first day of the conference for approximately 50 people. The primary location is to be outside with an inclement weather area dedicated as a secondary location. The photo shoot is scheduled for 10 APR 07 (Tuesday). ? Area specifications: Outdoor location (poolside, garden, terrace, etc.) with inclement weather back-up that provides similar indoor setting ? Provide up to fifteen (15) chairs for first row of VIPs ? Provide a raised platform for second and third rows (approximately 12? higher than row in front) 6.0 Attendee Room Accommodation: Room charges will be borne by the personnel attending the conference, with the one exception of those countries on invitational orders funded by the United States. The total number of rooms required for invitational orders will be provided to the Center Event Manager by the SOCPAC Lead Planner. The nightly charge for these rooms will be paid with special funding through SOCPAC, and will therefore require a separate billing statement / account. Each attendee will place either a $75 deposit or secure their expenses with a major credit card. The following items identify lodging requirements in support of the PASOC conference: ? The nightly room rate may not exceed the current per diem rate established by the Department of State for the geographic region (Honolulu, Hawaii) ? A minimum of 200 rooms will be blocked for individual attendees to make reservations on 26 MAR 07, fourteen (14) days prior to the conference, the Center may reduce our block to 40 ?unbooked? rooms. On 2 APR 07, seven (7) days prior to the conference, the Center may reduce our block to 20 ?unbooked? rooms. On 7 APR 07, two (2) days prior to the conference, the Center may release all remaining rooms to the general public ? At least 20 rooms will be upgraded and/or suites. Names of individuals to be booked in these rooms will provided by the SOCPAC Lead Planner, and will not be charged at higher than the government per diem rate ? SOCPAC requires exclusive use of the top two floors where upgraded / suite rooms are located ? Arrivals will start 7 APR 07 (Saturday) with departures ending on 15 APR 07 (Sunday) Estimated Arrival Flow: 10% on 7 APR 07 (Satuday), 55% on 8 APR 07 (Sunday), and the remaining 35% on 9 APR 07 (Monday) 7.0 Social and Working Lunch Events: The contract should include costs for any facility use as specified below. However, all meals and service charges for social events will be paid for outside of the contract as negotiated by the Center and the SOCPAC Lead Planner or representative. The Center must be prepared to support the following events with appropriately sized rooms. 7.1. Ice Breaker: Approximately 200 attendees. No host evening social on 10 APR 07 (Tuesday). Ice Breaker may be held outside in courtyard or poolside with alternate site for inclement weather. Appropriate serving tables and cash bar will be provided. A final headcount will be provided to the Center Event Manager 24 hours before event. 7.2 Keynote Address Luncheon: Approximately 250 attendees. Luncheon will be held on 11 APR 07 (Wednesday). The room to host this event will be in proximity to the Main Conference Room. A final headcount will be provided to the Center Event Manager 24 hours before event. ? Provide a 3?x3? table to accommodate A/V equipment ? Provide power outlet connections to all equipment or extension cords as required ? Provide two (2) easels at entrance for display of seating charts ? Provide one (1) 3?x6? table at entrance with 3 chairs 7.3 Dinner Banquet: Approximately 250 attendees. Banquet will be held on 13 APR 07 (Friday) beginning at approximately 1800. A final headcount will be provided to the Center Event Manager 24 hours before event. Room should include a Cash Bar area. ? Provide a 3?x 3? table to accommodate A/V equipment ? Provide power outlet connections to all equipment or extension cords as required ? Provide two (2) easels at entrance for display of seating charts ? Provide one (1) 3? x 6? table at entrance with 3 chairs 7.4 U.S. Country Team Luncheon: Approximately 60 attendees. The luncheon will be held 12 APR 07 (Thursday). The room to host this event will be in proximity to the Main Conference Room. A final headcount will be provided to the Center Event Manager 24 hours before the event. ? Provide a 3?x 3? table to accommodate A/V equipment ? Provide power outlet connections to all equipment or extension cords as required ? Provide one (1) easel at entrance for display of seating charts 7.5 Executive Luncheon: Approximately 40 attendees. The luncheon will be held 13 APR 07 (Friday). The room to host this event will be in proximity to the Main Conference Room. A final headcount will be provided to the Center Event Manager 24 hours before the event. 8.0 Refreshment Service: Morning refreshments (coffee, orange juice, water, and pastries) and afternoon refreshments (cookies, coffee, assorted juices, water) will be provided each day of the conference (Tuesday-Friday) from 0700 until 1700. Refreshments will be required after each break (plan on 1 break in the morning and 1 break in the afternoon). Refreshments (approximately 30 servings) will also be available in the hospitality room suite on the days designated by the Conference Lead Planner or his designated representative.
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