SOLICITATION NOTICE
X -- FLAG CONFERENCE
- Notice Date
- 7/17/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 531120
— Lessors of Nonresidential Buildings (except Miniwarehouses)
- Contracting Office
- Department of Homeland Security, United States Coast Guard (USCG), Commanding Officer (a-3), Headquarters Support Command, U.S. Coast Guard Headquarters, 2100 Second Street, SW, Room B411, Washington, District of Columbia, 20593-0001
- ZIP Code
- 20593-0001
- Solicitation Number
- HSCGG8-08-Q-HCF001VA
- Response Due
- 8/4/2008
- Archive Date
- 8/19/2008
- Point of Contact
- Emmanuel J Jones,, Phone: 202-372-4070
- E-Mail Address
-
emmanuel.j.jones@uscg.mil
- Small Business Set-Aside
- N/A
- Description
- DESCRIPTION: The U.S. Coast Guard is conducting a market survey to procure (1) complete conference package in the Richmond, VA area (Restricted to a radius of postal code 23219). This notice is a combined synopsis/solicitation for a commercial item in accordance with Federal Acquisition Regulation 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. Therefore, please read this entire notice, the instructions herein, and the attachment documents carefully. This acquisition is on a(n) Unrestricted basis. Type of Conference: Organizational Strategy and Development Dates of Service: Friday 5/1/2009 – Thursday 5/7/2009 Audience: VIPS Conference Package Description: 1. Lodging/Sleeping Rooms - Non-Smoking King Rooms Preferred. Characteristics of Suites *1 Presidential(VIP) Suite w/adjacent guestroom and 1-2 adjoining rooms (5/3/2009-5/7/2009) Occupancy in all rooms surrounding Suite for security and aides (5/3/2009-5/7/2009) 7 Standard suite upgrades (VIPS) (5/3 - 5/7/2009) Located in vicinity of Meeting Spaces Master Bill Rooms – All at Government Per Diem (current lodging $115.00/night)/ TAX EXEMPT (A rooming list will be provided, with the majority of rooms paid using individual Government credit cards. Individual Credit Cards should also be taken for incidentals/Meals.) *Tax Identification Number (TIN): 54-6010204 If included meals and/or break service – Within Government Per Diem (current meals and incidental expense $54.00/per day) Note: Centrally Billed - Credit card purchases are billed directly to and paid directly by the federal government. Lodging purchases made with the following federal government credit cards are exempt: Visa & MasterCard that contains an account number that begins with 4486, 4716 or 5568 and the sixth digit from the beginning of the account number is 0, 6, 7, 8, or 9. Centrally billed credit cards utilize the account numbers listed above. Purchases made with this type of card are exempt. It is not necessary that an exemption certificate be issued in conjunction with the above referenced credit cards. For audit purposes, a copy of the credit card and billing statement are adequate documentation to verify the exemption. Number of Rooms: 5/1/09 Friday8 Rooms (King Preferred) 5/2/09 Saturday15 Rooms (King Preferred) 5/3/09 Sunday100 Rooms (King Preferred + suites) 5/4/09 Monday100 Rooms (King Preferred + suites) 5/5/09 Tuesday100 Rooms (King Perferred + suites) 5/6/09 Wednesday100 Rooms (King Preferred + suites) 5/7/09 Thursday20 Rooms (King Preferred + suites) Check out on 5/8/09 Room Nights: 443 (Numbers subject to change) 2. Meeting Space (Group must have 24 hr access) 5/1/09 – 5/7/09 Conference Registration Area: in the Lobby and outside General Session 1 for check in (two tables w/4 chairs in each area) 5/4/09 – 5/7/09 (Mid day) General Session 1: Hard Walled/Ceiling and seats 125 - Crescent Rounds 2 Tables/4 Chairs for Scribe/ Facilitator Audio Visual Requirements: oPower Cart/ A/V table oPodium/riser 8x12 o2 riser steps oLectern oInhouse Sound for mics oSurcharge on A/V General Session room will require Re-key for security purposes Ceiling height to accommodate (2) 10x13 HD projection screen (CG provides) General Session 2: Hard Walled/Ceiling and seats 50 – Crescent Rounds 1 Table/2 Chairs for Scribe/ Facilitator Audio Visual Requirements: oPower Cart/ A/V table oLectern oInhouse Sound for mics o10x10 projection screen oSurcharge on A/V Break Out Room #1 Seats 30- Crescent Rounds Audio Visual Requirements oPower Cart oLectern Break Out Room #2 Seats 30- Crescent Rounds Audio Visual Requirements oPower Cart oLectern Meals/Break Room Seats 100 can accommodate group for breaks and daily group lunch (if required- subject to change) May also be used for fitness if wellness facilities are inadequate based on size of the group. If used for fitness, required time is 0600-0700 each morning: 20 chairs along perimeter of room; If Group Lunch required: A/V: 12’ X 12’ Screen, lectern, power cart, A/V cart, in-house sound system, and table in back for scribes. Surcharge on A/V 5/1/09 – 5/7/09 Staff Office: Seats 20 with space for computers, supplies, and workspace area Duplex High Speed Color Copier (Rental includes toner and copies). PAPER will be provided by the US Coast Guard - (24 hr access) 1 Dedicated T1 Cable lines (for our CG network, we will provide router) 1 Telephone line for fax/scanner machine Tables lined around room, 2 long tables in center for seating and administrative functions Staff Office must be adjacent to General Session room and break out rooms Room will require Re-key for security purposes Impromptu Meeting Space: Accommodates 15 (adjacent to office). Board Room style or large Rounds. Bid Request for Accommodations: Recognize Tax Exempt Status. Venue should include information which describes: Transportation (on site) AM and PM Breaks/ Continuous Exercise/Fitness/Recreational Facilities Special Events Local Area Attractions Displays in Hallway areas adjacent to Meeting Rooms Agenda displays (via screens, podiums, etc.) In house restaurant menus Local Restaurants Green Initiatives (Conservation/Recycling Efforts) 408 Compliance(Disability Access) Experience Dealing with Government Groups/Flexibility w/ changes VERY Basic Agenda: (Detailed agenda will be available as date nears) Fri, 5/1/091200-1700 Staff Arrival and Staff Office setup: Office (until 5/8/08 mid day) On-Site Pre-Conference with the Hotel Staff Sat, 5/2/09 0900-1800Equipment tests/ Staff Office setup - Varying times - Sponsor (VIP) Arrival and OCONUS Arrivals Sun, 5/3/090900 to 1800Equipment test/ Meeting Space setups 1200 to 2000Registration/Check in Mon-Wed, 5/4/09 – 5/6/09 0745-1130General Session meetings /Breakouts/ Office 1130-1230Lunch (billable to individuals) 1230-1700General Session meetings /Breakouts/ Office Thur, 5/7/090800-1230General Session meetings -Conference Wrap up 1230-1900Staff Wrap Up (meeting spaces/offices)/ Departure of East Coast attendees Fri, 5/8/090700-1200Staff Wrap Up (Office) and departure Departure of West Coast and OCONUS attendees *** Break times TBD: Expect AM/ PM Breaks to keep group attentive and energized. NO PM break on 5/7/09. HOW TO RESPOND: In order to compete for this project, interested parties must demonstrate that they are qualified to perform the work by providing a brief (20 pages or less) Technical and Cost Proposal by 3:00 PM, ET, August 4, 2008. Technical proposals must include: (1) Specific approach in meeting requirements outlined in the services and compatibility of system/process with existing agency configuration. (2) Past performance history (current or within the last 18 months) on projects similar in scope and nature, with specific references (including project identifier/contract number and description, period of performance, dollar amount, client name and current telephone number). References will be checked to validate the information provided and to determine reliability/dependability. (3) Key personnel (those who would have the primary responsibility for performing and/or managing the project) with relevant qualifications and specific experience. Cost Proposal: provide Firm Fixed-Price. Offerors must submit an original and two copies of the proposal to Emmanuel Jones, USCG Headquarters Support Command, Code A-3, Room B411, 2100 Second St. SW, Washington, DC 20593. Electronic transmissions to jmaanao@comdt.uscg.mil are acceptable, but must be timely. Proposal Evaluation Criteria: (1) Price and price-related factors. (2) Technical approach. (3) Past performance of your organization, including adherence to schedules and budgets, the acceptability of previous products delivered, effectiveness of program management, and the offeror's willingness to cooperate with the customer in both routine matters and when confronted by unexpected difficulties. This will be a Best-Value award determination. (4) Security Threat Vulnerability assessment of the premises will be conducted as part of the evaluation criteria. Price and Past Performance will be a factor, but technical factors and threat assessment are far more important. The following Federal Acquisition Regulations clauses are incorporated by reference: FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (Mar 2005), 52.212-4 (Sept 2005), 52.212-5, Contract Terms and Conditions Required to Implement Statutes of Executive Orders-Commercial Items(Feb 2006)52.222-3, Convict Labor (June 2003). 52.222-26, Equal Opportunity (April 2002). 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec2001). 52.222.36, Affirmative Action for Workers with Disabilities (June 1998). 52.222-37, Employment Reports on Special Disabled Veterans, Veterans for the Vietnam Era, and Other Eligible Veterans (Dec 2001). 52.225-13, Restrictions on Certain Foreign Purchases (Dec 2003). 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003). Offerors can retrieve these clauses on the INTERNET at www.arnet.gov. Questions about this requirement must be in writing and submitted by fax or e-mail. Telephone inquiries are strongly discouraged. All inquiries must include the solicitation number, your full name, organization name, address, phone and fax numbers, and must be received by 12:00 (noon) ET, August 1, 2008. It is the responsibility of the Offeror to ensure the proposal is received by the date and time shown above. - Interested parties must be registered in Central Contracting Registration http://www.ccr.gov/. Point of Contact Emmanuel Jones, Store Keeper, USCG Phone (202) 372-4070 Fax (202) 372-4905 Email: Emmanuel.j.jones@uscg.mil Mailing Address: USCG Headquarters Support Command Code A-3, Room B411 2100 Second St. SW Washington, DC 20593 Place of Performance Address:Richmond, VA Postal Code:23219 Country:UNITED STATES
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