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FBO DAILY ISSUE OF JUNE 07, 2009 FBO #2750
SOURCES SOUGHT

X -- Conference space sought

Notice Date
6/5/2009
 
Notice Type
Sources Sought
 
NAICS
721110 — Hotels (except Casino Hotels) and Motels
 
Contracting Office
Other Defense Agencies, National Geospatial-Intelligence Agency, Washington Contracting Center (ACW), Attn: ACW Mail Stop D-6, 4600 Sangamore Road, Bethesda, Maryland, 20816-5003
 
ZIP Code
20816-5003
 
Solicitation Number
HM017709T0028
 
Archive Date
7/4/2009
 
Point of Contact
Harriet Saulsbury, Phone: (301) 227-6644, Aundra M. Rohne-Jones, Phone: 301 227-7845
 
E-Mail Address
Harriet.Saulsbury@nga.mil, Aundra.M.RhoneJones@nga.mil
(Harriet.Saulsbury@nga.mil, Aundra.M.RhoneJones@nga.mil)
 
Small Business Set-Aside
N/A
 
Description
This is a combined synopsis to negotiate a Firm Fixed Price type of contract for Conference Space located in the Washington Metropolitan Area. Facility should have easy / close accessibility to metro / local transportation. The National Geospatial Intelligence agency (NGA) is soliciting for a location to hold an off-site September 21 - 24, 2009 to accommodate 100 attendees. These dates are definite; no changes will be accepted for these dates. Only establishments that can honor these dates will be considered. Request for proposal HM017709T0028 is in accordance with FAR Subpart 12.6- Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is not a solicitation for Event Planning services or 3rd Party Event Planning services. This announcement incorporates FAR Provision and Clauses in effect through FAR FAC 2005-32, Technical Amendment, effective May 14, 2009. NAICS Code 721110 and the small business size standard is $7 million, respectively. This announcement is solicited unrestricted, and constitutes the only bid document that will be issued. Major Criteria: • MUST BE COMPLIANT AND ABLE TO ACCOMMODATE AMERICANS WITH DISAILITIES FOR PARTICIPANTS WHO ARE PHYSICALLY CHALLANGED ACCESSABLE TO METRO / LOCAL TRANSPORTATION. • Location must have an all inclusive meeting package to include but not limited to the following: • Complete access to amenities, such as complimentary parking. • Washington, DC Metropolitan Area to include Maryland and Virginia. • Convenient to hotels and transportation Metro / Airport with complimentary shuttle service. Pre-Meeting Room 21st September 2009: • Room to accommodate 40 attendees for (1) full day. • Projection screen. Facility: • Registration desk for participants to collect conference materials and message center. • Access to business center at no cost (must be included and available for faxing, printing, coping and receiving shipment of pelican cases and conference material an on-site internet access). • Full service dining on site. Office Space: • (21 September by 10:00 am), all day up to 6:00pm on 21st, 22nd, 23rd and 24th September 2009). • Store and lock computer equipment. • Set up conference packets and test conference AIS equipment. General Session Room: • Three days: 22, 23 and 24 September 2009 from 8:00 am - 6:00 pm). Accommodation for 100 -125 attendee each day set up in a U-shape for approximately 25 attendees with the rest of the room in a classroom style seating. • Complete A/V package to include 3 microphones (1) wired and (2 portable). • Internet Broadband access (Ethernet or wireless). • 3 tables with seating for stenographer / note taker, Adobe Connect Web conferencing, and laptop / video projection center. • Stage with a podium. • Projection screen kit for general session / ballroom. Breakout Rooms: • (22 September 2009) four (4) breakout rooms to accommodate 40 attendees in each room for (1) full day (not including general session room). • Four (4) projection screens, one (1) in each breakout room. Parking: • Free or reduced parking rate for conference attendees. Conference Support: • Dedicated conference planner to attend to details throughout event. • Dedicated technical support to assist in AV equipment and computer / projectors. Lodging: • Each attendee will be responsible for their lodging. • Hotel to be located in the Washington Metropolitan Area accessible within one mile of metro. • Overnight attendees will stay a minimum of 3 nights. • Reserve a block of 50 - 100 rooms at government per-deim rate. Release unreserved rooms by negotiated cut-of date. • Late checkout. Food: • Meals must be provided in private dining area. • All meals must be in accordance with government M&IE rates. • Meals must be provided at time specified by organization. • Morning break will include coffee, tea, juice and bottle water, breakfast breads and seasonal fruit. • Lunch break will include soup, salad, entrée, dessert, tea and sodas, bottle water. • Afternoon break will include coffee, sodas, bottle water, brownies and cookies. • 21st September, 2009 - Morning break and lunch for 40 attendees. • 22nd - 23rd September, 2009 - Morning break, lunch and afternoon break for 100+ attendees. • 24th September, 2009 - morning break, lunch and afternoon break for 100+ attendees. • Attendees number will be finalized as we get closer to conference date. Equipment: • Laptops computers four (4) (1) in general session room and (1 in each breakout room). • Flip charts with paper and markers in each room. Set up classroom style. • Ability to post / tape easel charts on the walls and lave overnight.. The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. The Contracting Officer will not make full text available also full text clause may be accessed electronically at this address: http://www.arnet.gov/far (FAR);52.212-1 Instructions to Offerors Commercial items; 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: 1. Size and quality of service and accommodations; 2. Location (distance from Reston, VA and Bethesda, MD); 3. Experience with large conferences and; 4. Price (Cost of Accommodations, Services, Cancellation Fee, Attrition and Refreshments). Size and quality of service and accommodations, location and experience with large conferences, when combined are more important than price); 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a complete copy of the FAR 52.212-3 Offeror representation and Certification along with his / her offer / proposal; FAR 52.212-4 Contract Terms and Conditions Commercial Items. Proposals shall include all information required in FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52.212-3. Submit all descriptive literature, technical proposal, and complete Hotel contract to: Harriet Saulsbury, Contract Specialist, 301 227-6644, email Harriet.Saulsbury@nga.mil. Contracting Officer, Aundra Rhone-Jones, Aundra.M.RonesJones@nga.mil.
 
Web Link
FBO.gov Permalink
(https://www.fbo.gov/spg/ODA/NIMA/PCWD-6/HM017709T0028/listing.html)
 
Place of Performance
Address: 4600 Sangamore Road, Bethesda, Maryland, 20816, United States
Zip Code: 20816
 
Record
SN01837622-W 20090607/090605235533-748e92918a2977c655c64b2e5babd2c4 (fbodaily.com)
 
Source
FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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