SOLICITATION NOTICE
X -- C4S Conference
- Notice Date
- 3/2/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Navy, Military Sealift Command, MSC HQ - Washington, 914 Charles Morris Court, SE, Washington Navy Yard, Washington, District of Columbia, 20398-5540
- ZIP Code
- 20398-5540
- Solicitation Number
- N00033-09-T-6007
- Archive Date
- 3/21/2009
- Point of Contact
- Nathan M. Chenenko, Phone: 2026855960
- E-Mail Address
-
nathan.chenenko@navy.mil
- Small Business Set-Aside
- N/A
- Description
- C4S Conference Combined Synopsis/Solicitation (i) 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 solicitation is set aside for small business and quotations will only be accepted directly from hotel businesses. (ii) Solicitation number N00033-09-T-6007 is issued as a request for quotation (RFQ). (iii) This solicitation includes the provisions and clauses of the FAR through FAC 05-26 dated 6/2/08. (iv) The NAICS code is 721110 for Hotels (Except Casino Hotels) and Motels. (v) Responses should include a price broken into the following contract line item numbers. The totals for each category are included later in the proposal. Line ItemCategoryUnit CLIN 0001Lodging for up to 25 PersonsPer room per night (paid by Guest) (5 nights, arriving May 31- checking out June 5) CLIN 0002Conference Facility Per day (June 1-4) CLIN 0003Breakout Room Per day (June 1-4) CLIN 0004Breakfast Per person per day (June 1-4) CLIN 0005Lunch Per person per day (June 1-4) CLIN 0006Cancellation Fee Per room per night CLIN 0007Late Checkout Fee Per room per night CLIN 0008Parking Fee Per car per day CLIN 0009Conference Equipment Fee Per day (June 1-4) Any other proposed fees (vi-ii) 1. INTRODUCTION/OVERALL REQUIREMENTS: Military Sealift Command seeks hotel and conference facilities in either: Richmond, VA, Charlottesville, VA, or Hagerstown, MD. A block of 25 rooms will be required for guest arrival on 31 May through 4 June 2009 (5 nights). Meetings in the conference facility will begin on 1 June and end 4 June (4 days). Facilities must be available for site visits in March of 2009. 2. DESCRIPTION OF SERVICE Lodging and amenity requirements: Please advise the deadline for guests to make reservations to receive the quoted room rate per night and to ensure availability. A quotation for the cost of lodging per night and parking, as well as cancellation costs and policy, is required as the selection of the site will consider the overall cost to the government. Quotes over the Government per diem rate will not be considered. Guests will be responsible for paying for lodging. Internet must be available within rooms, with preference given to wired Ethernet connections. All attendees shall be placed on the same floor, if possible. A response should include a description of dining facilities within walking distance of the hotel or conference facility. 3. CONFERENCE FACILITIES REQUIRED: Conference and meal requirements: The conference will be held June 1, 2, 3 and 4. The hotel shall provide a continental breakfast meal to all conference attendees. The hotel shall also provide a lunch, to be made available in the conference facility. All hotel receipts and vouchers associated with this conference must be submitted at least once daily to the identified/authorized Government Representative, with an invoice showing actual charges for each meal. Hotel shall submit receipts and other billing information as requested by the Government. NOTE: Payment for any drink containing alcohol is the responsibility of and must be paid for separately by guest requesting such beverage. Payment in excess of the per-meal voucher amount authorized under the contract is also the responsibility of and must be paid for separately by guest requesting such meal. Proposals should include line items for breakfast and lunch. Dinner is not required. The Conference Room must be fully set up and available by 7:00 AM 1 Jun through 5:00 PM, 4 Jun 2009. The main conference room must be a minimum of 1400 square feet. The hotel shall provide conference facilities in which sessions can be conducted in comfort and with minimum distractions (low level of noise from other functions). The conference room must have dimmer switches and black out curtains (or similar) to allow for slide / audiovisual presentations. The following furnishings and accessories are required: required long tables to seat 80 people, two (2) large projector screens, (2) podiums with Microphone holder, one (1) long table and two (2) small tables to set up projectors. The conference room configurations and usage times can be changed at any time prior to the conference to accommodate last minute directives and fluctuating requirements. The room must be able to be secured and two keys provided. Water shall be provided, (one pitcher for every four seats, and individual glasses refreshed morning and afternoon). All systems requested below must be modern and fully compatible with a standard PC. Space must be set so that presentations are able to be viewed and heard by the entire audience. REQUIREMENTS: TABLES: (REQUIRED FOR 80 PERSONNEL) CHAIRS: 80 SPEAKERS SOUND SYSTEM: 1 PROJECTOR SCREENS: 2 PODIUM: 1 PODIUM MICROPHONE: 1 WIRELESS MICROPHONES: 1 PROJECTOR TABLE: 1 WINDOWS LAPTOP COMPATIBLE PROJECTORS: 1 6.6 One (1) Breakout Room:, must be completely setup with required tables, chairs, lights, A/C, by 7:00 AM beginning 1 Jun, this set up will be used until 5:00 PM, 4 Jun 2009. The rooms must be a minimum of 400 square feet. Each breakout room must seat twenty people. The room must be cleaned every evening, well lighted, and air-conditioned. The following furnishings and accessories are required per breakout room: Total equipment for one (1) breakout room: One (1) projector screens and one (1) projector. The room must have the capability to support computer equipment and teleconferencing. Provide two keys to the Contracting Officer’s Representative to secure the room. Request one tripod stand to be placed outside the entryway identifying the room as Breakout Room. REQUIREMENTS for One (1) Breakout Room: TABLES: (REQUIRED FOR 20 PERSONNEL) CHAIRS: 20 PROJECTOR SCREEN: 1 WINDOWS LAPTOP COMPATIBLE PROJECTORS: 1 4 Hotel Meal Program. The hotel shall provide a continental breakfast meal to all conference attendees. The hotel shall also provide a lunch, to be made available in the conference facility. All hotel receipts and vouchers associated with this conference must be submitted at least once daily to the identified/authorized Government Representative, with an invoice showing actual charges for each meal. Hotel shall submit receipts and other billing information as requested by the Government. NOTE: Payment for any drink containing alcohol is the responsibility of and must be paid for separately by guest requesting such beverage. Payment in excess of the per-meal voucher amount authorized under the contract is also the responsibility of and must be paid for separately by guest requesting such meal. Proposals should include line items for breakfast and lunch. Dinner is not required. 4.1 Schedule of Contracted Meals. (1) Breakfasts. The hotel shall provide a continental breakfast from 7:30 a.m. until 9:00 a.m. or as agreed by the Government, at an appropriate facility on site as agreed to by the vendor and the Government, and at no additional charge to the attendee. (2) Luncheons. The hotel shall provide lunch at an appropriate facility on site as agreed to by the vendor and the Government. Lunch shall, as a minimum, consist of non-alcoholic drinks, sandwich choice and dessert, and be consistent with a value sufficient to provide a complete luncheon meal. (3) No dinners will be funded by the Government. However, please indicate whether facilities exist on site for conference participants to purchase dinner at their own personal cost. (4) Coffee Breaks. The hotel shall provide buffet style refreshment breaks in close proximity to the main conference room and conference breakout rooms. The Coffee breaks should include as a minimum; Coffee, tea, milk, mineral water, and possibly soda and juice. Hotel shall provide menu listing fruits, typical pastries, or other suitable pastries available and approved by the U.S Government representative. Setup should be complete by the scheduled time and removed no later than 1 hour later. 5 CHANGES TO CONTRACT: The only person authorized to make changes to the contract is the Contracting Officer. Failure to clear changes in contract with the Contracting Officer in advance of providing service will result in the Government not being responsible for the charges, and non-payment to the Contractor. (viii) FAR 52.212-1 Instructions to Offerors – Commercial, applies to this acquisition. Please provide a quote including prices for all items in the above table. (ix) FAR 52.212-2 Evaluation – Commercial Items Quotes will be evaluated on overall cost to the government, ability to meet the requirements, quality, and location. Costs associated with lodging, although paid for by the guests, will be considered as part of the overall cost to the government. (x) In accordance with FAR 52.212-3, please submit a copy of the provision Offeror Representations and Certifications – Commercial Items (xi-xii) FAR 52.212-4, Contract Terms and Conditions--Commercial Items and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items applies to this acquisition. The following additional FAR clauses cited in paragraph (b) of the clause are applicable to this acquisition: (18), (19), (20), (21), (22), (23), (24)(i), and (36). DFARS 52.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items applies to this acquisition. The following DFARS clause applies to this acquisition: 252.232-7003. (xv) Offers are due via email to Nathan.chenenko@navy.mil or via postal mail to the following address: Nathan Chenenko Military Sealift Command N1022, 914 Charles Morris Ct SE Washington Navy Yard, DC 20398. Offers are due at 12:00pm on 6 March, 2009. (xvi) Please contact Nathan Chenenko at Nathan.chenenko@navy.mil or 202-685-5960 with any questions regarding this solicitation. Contracting Office Address: Military Sealift Command N1022, 914 Charles Morris Ct SE Washington Navy Yard, DC 20398 Point of Contact(s): Nathan Chenenko 202-685-5960
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