SOLICITATION NOTICE
U -- AFROTC Commandant-of-Cadets (COC) Conference
- Notice Date
- 8/8/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Air Force, Air Education and Training Command, Maxwell AFB Contracting Squadron, 50 LeMay Plaza South Bldg 804, Maxwell AFB, AL, 36112-6334, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- Reference-Number-F2XJA27193A001
- Response Due
- 8/13/2007
- Archive Date
- 8/28/2007
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number F2XJA27193A001 is being issued as a Request for Quotation (RFQ) using Simplified Acquisition Procedures under FAR 13. The solicitation document incorporates provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-18 (30 Jun 2007) and Defense Federal Acquisition Regulation Supplement (DFARS) change notice 20070531. It is the offeror?s responsibility to be familiar with applicable clauses and provisions. The North American Industry Classification System code is 721110 with a small business size standard of $6,000,000.00. The AFROTC Commandant-of-Cadets (COC) Conference will be hled in Atlanta, Georgia, from 30 September 2007 to 4 October 2007. Accomodations and services are required by HQ AFROTC, Maxwell AFB, AL in accordance with the attached statement of work. Interested vendors must quote on all items. Partial quotes will not be accepted. Only one (1) award will be made as a result of this combined synopsis/solicitation. Offerors responding to this requirement must include a completed copy of the provisions at FAR 52.212-3, Offeror Representation and Certifications Commercial Items (June 2006), DFARS 252.212-7000, Offeror Representation and Certifications Commercial Items (June 2005), and DFARS 252.225-7000. Clauses and provisions may be accessed via the Internet, https://farsite.hill.af.mil. The following clauses and provisions are incorporated by reference IAW FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998) and remain in full force in any resultant purchase order. FAR 52.212-1, Instruction to Offerors Commercial Items (Jan 2006), applies to this acquisition. The clause at FAR 52.212-4 Contract Terms and Conditions Commercial Items (Sep 2005), is incorporated into this RFQ and is an addendum to add the following clause: FAR 52.204-7 Central Contractor Registration. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order Commercial Items (April 2006) is incorporated in to this RFQ and the following FAR clauses under paragraph (b) are applicable: 52.219-6, Convict Labor (June 2003), 52.222-19, Child Labor- Cooperation with Authorities and Remedies (Jan 2006) (E.O. 13126), 52.222-21, Prohibition of Segregated Facilities (Feb 1999), 52.222-26, Equal Opportunity (Apr 2002) (E.O. 11246), 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001) (38 U.S.C. 4212), 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793), 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001) (38 U.S.C. 4212);52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration (Oct 2003)(31 U.S.C. 3332); The following DFARS: 252.212-7001, Contract Terms and Conditions Required to Implement Statues or Executive Orders Applicable to Defense Acquisition of Commercial Items (May 2006) applies to this RFQ and the following clauses are applicable under sub-paragraph (a) and (b): 252.225-7001, Buy American Act and Balance of Payments Programs (Jun 2005) (41 U.S.C. 10a-10d, E.O. 10582).; 252.232-7003, Electronic Submission of Payment Request (MAY 2006) (10 U.S.C. 2227). DFARS 252.204-7004 Alternate A (Nov 2003) are also applicable. In addition, vendors not registered with Central Contractor Registration are ineligible for award. Vendors may register at http://www.ccr.gov/. Vendors doing business with the Government must also register in the Wide Area Work Flow (WAWF) database. Registration can be completed at https://wawf.eb.mil/. Interested vendors must also register in the Online Representations and Certifications Application (ORCA) database. Vendors can complete their information at http://orca.bpn.gov/. All offers must be received no later than 13 April 2007, 2:00 pm Central Standard Time and must be able to respond to the information contained herein. Offers may be mailed to 42d Contracting Squadron, Acquisition Flight B-1, Building 804, Maxwell AFB AL 36112-6334, ATTN: Nannie R. Young fax number (334) 953-5755, and/or email to nannie.young@maxwell.af.mil. Quotations should meet all instructions put forth in this combined synopsis/solicitation. Award will be made to a single source. Reference the solicitation number and provide a delivery date on the quotation. Please email Nannie Young, Contract Specialist, for any questions concerning this requirement. STATEMENT OF WORK FOR 2007 COMMANDANT OF CADETS NATIONAL CONFERENCE 1.0. Accommodations. Hotel shall reserve a total of 172 for the 2007 AFROTC Commandant of Cadets (CoC) Conference in Atlanta, GA. 1.1. 8 of the 172 rooms shall be reserved for check-in on Sunday, 30 Sep 2007 and checkout on Thursday, 4 October 2007 1.2. 162 of the 172 rooms shall be reserved for check-in on Monday, 1 Oct 2007 and checkout on Thursday, 4 October 2007. 1.3. 2 of the 172 rooms shall be reserved for check-in on Monday, 1 Oct 2007 and checkout on Tuesday, 2 Oct 2007. 1.4. HQ AFROTC/DOT () will provide projected attendee names and their arrival dates of conference attendees to hotel. 1.4.1 Attendees will be directed to contact hotel to confirm reservation by 17 Sep 2007. 1.4.2. Conference attendees will confirm reservation using a personal or government credit card. Upon check-in, attendees will arrange payment for their own room and potential incidental charges. Nightly rates need to be included in the bid, but overall cost of rooms does not since each attendee will be paying this expense individually. 1.4.3. Hotel will provide HQ AFROTC/DOT with list of confirmed conference attendees upon request. 1.5. Room reservations not claimed by conference attendees by 18 Sep 2007 will be released to other hotel guests. Attendees who contact hotel after that date will be subject to room availability and charged normal military rate for their room. 2.0. Snack Breaks. 2.1. Snacks shall be provided by the hotel two times each day ? one in the morning and one in the afternoon, Tuesday through Wednesday (2 through 3 October 2007). 2.1.1. The morning snack shall consist of coffee, tea, juice, milk, pastries and fresh fruit (Coffee will be available 0700 ? 1030). 2.1.2. The afternoon snack shall consist of coffee, tea, juice/soda, cookies, and fresh fruit. 3.0. Rooms, Spaces, and Audio Visual (A/V) 3.1. Registration: Registration shall be held beginning at 8:00 AM and concluding at 8:00 PM on Monday, 1 October 2007. The hotel shall arrange 3 each ? registration ?L-shaped? tables, 4 each ? chairs, 1 each ? wastebasket, clean buntings (not used since cleaning), and access to a power source. The registration area must be located within unobstructed, visual sight of the hotel front desk. 3.2. Command Post. A command post must be set up by Sunday (30 September 2007), from 6:00 PM through Thursday (4 October 2007) at 12:00 Noon. The hotel shall set up the command post area as described to include AV support: 4 each ? distinct workstations to include 1 ? each table, 2 ? each chairs and 1 ? each laptop satisfying requirements listed in AV support at each workstation. 2 ? each tables along one wall, 1 ? each table near door with coffee maker (a coffee station shall be in room or nearby), 1 ? each table near workstations with fax machine and printer(s) satisfying AV requirements. All tables will have clean buntings (not used since cleaning). 1 ?each, multi-level easel shall be provided. 3.3. Audio-Visual (AV) Support. The following AV support shall be provided by the hotel and set up in the Command Post: 3 ? each DSL/Cable Internet access points, 3 - each laptop computers (Pentium4 with Microsoft Office to include Word, Excel, PowerPoint, Outlook and Explorer), connected to the internet access points, 1- each laptop computer (Pentium4 with Microsoft Office to include Word, Excel, PowerPoint, Outlook and Explorer with DVD player) for main auditorium use , 1 ? each printer (must be a colored printer with flatbed copier/scanner combo capability), 2 ? each telephone lines with 2 telephones, 1 ? each fax line and 1 fax machine, and 1 ? each television with a VCR and DVD player (or combo) on a cart. 3.3.1. At least one of these three computers must hook up to the color printer/copier/scanner combo. 3.3.2. The fax machine and the printer shall be on a table at a centralized location in or near the 4 workstations. 3.3.3. Eight (8) chairs ? two at each of the four workstations. 3.3.4. The television with VCR and DVD player (or combo) will be on a cart that can be moved into any of the other rooms. 3.3.5. A laptop computer shall be used to interface with the projectors in the Main Conference Room. 3.3.6. The fax number and telephone numbers of the Command Post needs to be provided to the Conference Staff no later than 6:00PM Sunday, 30 September 2007. 3.4. Computer Room: A computer room with 10 workstations shall be set-up from 12:00PM on Monday, 1 October 2007 through 10:00PM on Wednesday, 3 October 2007. One chair and one laptop satisfying AV support requirements shall be at each of the 10 workstations. 3.4.1. The following AV support shall be provided by the hotel and set up in the computer room: 10 - each DSL/Cable Internet access points, 10 ?each laptop computers (Pentium4 with Microsoft Office to include Word, Excel, PowerPoint, Outlook and Explorer) connected to each internet access point, and 1 ? each black and white printer with capability to print from all 10 laptops. 3.4.1.1. 10 chairs ? one at each of the 10 workstations. 3.5. Main Conference Room. The hotel shall have a main conference room set up for 172 attendees no later than Sunday, 30 September 2007 at 6:00 PM. Clean buntings (not used since cleaning) shall be used. The conference room shall be available for use all day Tuesday through Wednesday, 2 to 3 October 2007. 3.5.1. A head table consisting of eight seats must be centrally located in front oriented to face the front of the room. A rear table consisting of six seats must be in back or near back door of conference room. 3.5.2. The following AV support shall be set up in the main conference room: 2 ? each 1800 lumen LCD projectors, 2 ? each 6? x 8? (or larger) screens, 2 ? each speakers mounted on poles, 6 ? each UHF wireless microphones (2 lavaliere and 4 hand held), 1 ? each podium microphone, 1 ? each 27? VGA monitor (screen facing the briefer). 3.5.2.1. Hotel will ensure the laptop provided (3.3.5) will operate correctly with all AV support in the Main Conference Room. 3.6. Breakout Rooms. The hotel shall provide four rooms with classroom seating from 1:00 P.M. to 4:00 P.M. from Tuesday 2 October 2007 through Wednesday 3 October 2007. Four rooms must seat at least 40 attendees. The main conference room may be partitioned and used to create separate breakout rooms, but only at the discretion of AFROTC/DOT after capacity briefings have concluded. 3.6.1. Hotel will ensure a screen and projector capable of interfacing with a laptop computer are available in all four breakout rooms. 3.6.2. The hotel shall provide 7 multi level easels ? 1 for each of the 4 breakout rooms and 1 for the Command Post and two for the Main Conference Room. 3.7 Standard meeting sets. The hotel shall provide 1 standard meeting set (pens and paper) for each of the 172 conference attendees. 3.8 Podium. The hotel shall provide a standing podium on a riser with an additional riser connected. Two (2) each additional risers for the projection screens shall also be provided. Water rounds shall be available at the aisles. 4.0 Available Services 4.1 Internet Link. The hotel shall provide an Internet link that can be posted on the HQ AFROTC website no later than 1 September 2007 for attendees to find out more information about the hotel. On 14 September 2007, the hotel shall provide a listing of all conference attendees that have checked in and been assigned room numbers. 4.2. Restaurant. The hotel shall have a minimum of two on-site restaurants that serves at least 3 meals (breakfast, lunch, and dinner) daily; at least one on-site restaurant must serve breakfast daily. 4.3 Fitness Facility. The hotel shall have an on-site fitness center. The fitness center shall be free with 24-hour access for the 172 conference attendees. 4.4 Shuttle Service. The hotel shall provide free shuttle service from and to the airport for all conference attendees until all have arrived and/or departed. 4.5 Calls. The hotel shall provide free local calls for all conference attendees. 4.6 Parking. The hotel shall reserve a minimum of 20 parking spaces from 30 September to 4 October 2007 for conference attendees/staff. 4.7. To prevent numerous and contradictory demands on hotel staff, all requests affecting the conference (i.e. meeting room temperature, types of snacks) must be approved and routed through HQ AFROTC/DOT (Major Carros, Capt Nguyen or Capt Swenson). 5.0 Personal Charges. 5.1. Each conference attendee will be expected to pay for their own room and incidentals. The majority of attendees will provide the hotel with a government travel card (Visa) upon check-in. 5.2. Hotel must notify conference attendees the costs associated with all incidental room charges that may occur, such as room service, mini-bar, long distance/Internet charges, movies, etc.
- Place of Performance
- Address: Maxwell AFB, AL
- Zip Code: 36112
- Country: UNITED STATES
- Zip Code: 36112
- Record
- SN01365837-W 20070810/070808221105 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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