SOLICITATION NOTICE
99 -- ARIZONA NATIONAL GUARD 2008 STATE FAMILY PROGRAMS WORKSHOP - PHOENIX, AZ
- Notice Date
- 7/16/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 722320
— Caterers
- Contracting Office
- Department of the Army, National Guard Bureau, USPFO for Arizona, USPFO for Arizona, 5645 East McDowell Road, Phoenix, AZ 85008-3442
- ZIP Code
- 85008-3442
- Solicitation Number
- W912L2-08-T-0021
- Response Due
- 7/24/2008
- Archive Date
- 9/22/2008
- Point of Contact
- Emily C. Guchereau, 602-267-2307
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items 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. This requirement is to host a State Family Workshop in Phoenix, Arizona, for the Arizona National Guard. LINE ITEM 1. Ten (10) Double Occupancy Rooms - at the per diem rate plus resort fees, if applicable, for volunteers from the Tucson and Flagstaff areas, to be paid by the Government Checking in Thursday, August 21, 2008 (early check-in requested) and Checking Out Sunday, August 24, 2008 (late check out requested). The Family Programs Office staff and volunteers will arrive at the resort to begin setting up the MAIN conference room on Thursday, 21 August 08, around 11:00 am and will leave on Thursday around 4:00 p.m., with the exception of those volunteers who reside in the Tucson/Flagstaff area. Those volunteers will remain at the hotel for the duration of the workshop. Please note: Only these 10 rooms are to be billed directly to the Government. Guests staying in the room will be responsible for any incidental expenses charged to the room, such as telephone usage, movies, mini bar usage, room service, and alcohol. The volunteers personal credit card should be submitted upon reservation of the room, to cover incidentals. Incidental expenses can not be billed to the government. Rooms may be cancelled at no cost to the government no later than 12:00 pm (noon) on 19 August 08 due to unforeseen emergencies. $ _________ per room x 10 rooms = $______________ (Resort to fill in)Early Check-In granted for volunteers_________ (a.m./p.m) Thursday, August 21, 2008. Late Check-Out granted for volunteers __________ (p.m.) Sunday, August 24, 2008. LINE ITEM 2. A BLOCK of Two Hundred (200) Double occupancy rooms for 2 nights (22 & 23 August 2008) at the per diem rate plus resort fees, if applicable. Guests will arrive on Friday, 22 August 08, not earlier than (hotel to fill-in time) ________and check out on the morning of Sunday, 24 August 08, unless late check out is requested by the attendee, and granted by the resort. A personal credit card number will be provided to the resort, not later than 3 pm., Friday, 15 August 2008, from each registered guest. Registered participants will be notified by the State Family Programs Office via confirmation email and/or phone call that if they do not confirm with a personal credit card by 15 August 08, they will be unable to attend the workshop. Cancellations will be handled based upon the resorts normal cancellation policy (usually within 72 hours). Those who cancel or are no-shows at the resort, will have their credit cards charged by the resort, for one night stay plus any applicable resort fees and taxes. The government contract will not be charged for any last minute cancellations and/or no-shows. Incidental expenses charged to the room such as telephone usage, movies, mini bar usage, room service, and alcohol, is the responsibility of the guest, and will not be covered under this contract. The block of 200 double occupancy rooms shall be set-aside until approximately one week prior to the workshop, (i.e. rooms shall be held until 3:00 pm on 15 August 08 for the nights of 22-24 August workshop). Reservations will be placed and a room list will be provided by the State Family Programs Director not later than 3:00 pm on 15 August 08. Rooms may be cancelled at no cost to the government no later than 12:00 pm (noon) on 19 August 2008 due to unforeseen emergencies. LINE ITEM 3. MEALS BUFFET STYLE FOR ALL of the following meals: LINE ITEM 3A. Friday Evening from 6:00 8:00 pm - In the main conference room. Buffet style - Cold cuts (sandwiches), vegetables, potato salad, chips, dip, fruit, iced tea, water, etc. Participants will not pay for their meals as they will be under this contract. Please provide cost per person. Plan to accommodate 300 people. The total price for meals will be further calculated, to obtain the total, based on the final count of registered participants. Contract will be written as a Not to Exceed (NTE) amount. $ ________________ per individual (Hotel, please note if there is an expected minimum.) LINE ITEM 3B. Breakfast on Saturday - from 6:457:45am - Buffet style set up with breakfast burritos, sausage biscuit/English muffin style sandwiches, cold cereal, bagels, milk, orange juice, coffee, hot tea, etc. preferably in a separate location, not in the main conference room, and where the adults and their children can eat together. Participants will not pay for their meals as they will be under this contract. Please provide cost per person. Plan to accommodate 300 people. The total price for meals will be further calculated, to obtain the total, based on the final count of registered participants. Contract will be written as a Not to Exceed (NTE) amount. $_______________ per individual (Hotel, please note if there is an expected minimum.) LINE ITEM 3C.Lunch on Saturday - 11:30 12:45pm - Buffet style set up with pizza, hot dogs, hamburgers, chips, iced tea, water, etc. preferably in a separate location, not in the main conference room, and where the adults and their children can eat together. Participants will not pay for their meals as they will be under this contract. Please provide cost per person. Plan to accommodate 300 people. The total price for meals will be further calculated, to obtain the total, based on the final count of registered participants. Contract will be written as a Not to Exceed (NTE) amount. $__________________ per individual. (Hotel, please note if there is an expected minimum.) LINE ITEM 3D.Breakfast on Sunday-from 6:457:45am - Buffet style set up with breakfast burritos, sausage biscuit/English muffin style sandwiches, cold cereal, bagels, milk, orange juice, coffee, hot tea, etc. preferably in a separate location, not in the main conference room and where the adults and their children can eat together. Participants will not pay for their meals as they will be under this contract. Please provide cost per person. Plan to accommodate 300 people. The total price for meals will be further calculated, to obtain the total, based on the final count of registered participants. Contract will be written as a Not to Exceed (NTE) amount. $_________________ per individual. (Hotel, please note if there is an expected minimum.) LINE ITEM 4.FOUR (4) ON SITE CONFERENCE ROOMS - The resort will provide the main conference room beginning at 11:00am on Thursday 21 August 2008. The State Family Programs Office staff and volunteers will begin setting up for the workshop at this time. LINE ITEM 4A. Friday, 22 August 08 from 11:00 am 9:00 pm; the main conference room will have long rectangle tables and chairs in a classroom setting large enough to accommodate 300 people. The three remaining conference rooms must be next to each other for the Youth Symposium (request that they are not too close to the main conference room with the adults) which will be broken up into three age groups (one age group for each conference room). Request that there be a wall in between each room and not a partition due to the noise, and that the three conference rooms are close to restrooms. LINE ITEM 4B. Saturday, 23 August 08 from 6:00 am 6:00 pm; the main conference room will have long rectangle tables and chairs in a classroom setting large enough to accommodate 300 people. The three remaining conference rooms must be next to each other for the Youth Symposium (request that they are not too close to the main conference room with the adults) which will be broken up into three age groups (one age group for each conference room). Request that there be a wall in between each room and not a partition due to the noise, and that the three conference rooms are close to restrooms. LINE ITEM 4C. Sunday, 24 August 08 from 6:00 am 2:00 pm; the main conference room will have long rectangle tables and chairs in a classroom setting large enough to accommodate 300 people. The three remaining conference rooms must be next to each other for the Youth Symposium (request that they are not too close to the main conference room with the adults) which will be broken up into three age groups (one age group for each conference room). Request that there be a hard wall in between each room and not a partition due to noise considerations, and that these three conference rooms are close to restrooms. GRAND TOTAL FOR ALL CONFERENCE ROOMS (Line Items 4A, 4B, and 4C): $_________________________. LINE ITEM 5. AUDIO VISUAL: The resort will provide the audio visual equipment to include screen, speakers, proxima, microphones, lighting, headsets and any controls necessary to run this equipment. Audio Visual equipment will be used on the following dates and times: 1. Friday, 22 August 08 from 11:00 am 9:00 pm; Saturday, 23 August 08 from 6:00am 6:00 pm; and Sunday, 24 August 08 from 6:00 am 2:00 pm $ _______________ per day x 3 days = $__________________. LINE ITEM 6. REFRESHMENTS: 6A. Saturday, 23 August 2008 - The resort will provide refreshments for two 15 minute breaks in two separate areas, one in the adult conference area and one in the youth symposium area. Service for approximately 300 people. The first break will be 10:15 10:30 (for both groups) with pastries, coffee, hot tea, juice, and water, and appropriate snack food for the youth. The second break will be at 2:00 to 2:15 (for both groups) with cookies, iced tea, juice, and water, and appropriate snack food for the youth. $ ________________ (please show calculations) 6B. Sunday, 24 August 2008 - The resort will provide refreshments ONLY ONE (1) 15 minute break in two separate areas, one in the adult conference area and one in the youth symposium area. Service for approximately 300 people. 1. The break will be 9:15 9:30 (for both groups) with pastries, coffee, hot tea, juice, and water, and appropriate snack food for the youth. $___________________________ (please show calculations). GRAND TOTAL FOR ALL REFRESHMENTS:$___________________ LINE ITEM 7. STAFFING ROOM: The State Family Program Office (SFPO) staff is requesting a small Staffing room beginning at 11:00am, Thursday, 21 August and continuing throughout the workshop, until approximately 2 p.m. Sunday, 24 August 2008. It will be maintained and utilized as a working administrative office, and should have internet access. The room should accommodate approximately 5 people, and when not used as an administrative office, will be used to safely store equipment during the night. At a minimum, access to the staffing room, should be granted as follows: 11:00am 4:00pm on Thursday, 21 August 2008, 11:00am 9:00pm on Friday, 22 August 2008; 6:00am 6:00 pm on Saturday, 23 August 2008; and 6:00am 2:00pm on Sunday, 24 August 2008. Cost for STAFFING ROOM $________________. All Commercial Clauses applying to this requirement, will be included upon contract award. 52.212-1 Instruction to Offerors - Commercial Items Sept 2006; 52.212-2 Evaluation- Commercial Items Jan 1999; 52.212-4 Contract Terms and Conditions--Commercial Items FEB 2007, 52.212-5 (Dev) Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (Deviation); 52.123-3 Notice to Suppliers, Apr 1984; 52.222-21 Prohibition of Segregated Facilities Feb 1999; 52.222-26 Equal Opportunity, Mar 2007; 52.232-36 Payment by Third Party; May 1999; 52.249-1 Termination for Convenience of the government (Fixed Price) (Short Form) Apr 1984; 252,21,7001 (Dev) Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (Deviation) Apr 2007; 252.232-7003 Electronic Submission of Payment Requests MAR 2007; 252.243-7001 Pricing Of Contract Modifications Dec 1991; 52.252-2; Clauses Incorporate by Reference Feb 1998, full text of a clause may be accessed electronically at this address: http://farsite.hill.af.mil Questions presented in writing to the contracting office, regarding this requirement will be accepted until July 24, 2008, and a modification to the announcement, answering all questions, will be available for review on July 25, 2008. Please submit questions to Emily C. Guchereau, Contract Specialist, at emily.guchereau@us.army or via fax at 602-267-2429.
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- Place of Performance
- Address: USPFO for Arizona 5645 East McDowell Road, Phoenix AZ
- Zip Code: 85008-3442
- Zip Code: 85008-3442
- Record
- SN01615024-W 20080718/080716220052-d94a45343d94f0deb8370cfba662cd37 (fbodaily.com)
- Source
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