SOLICITATION NOTICE
X -- U.S. ARMY TRAINING AND DOCTRINE COMMAND (TRADOC) FAMILY READINESS GROUP LEADER TRAINING CONFERENCE (FRGLTC) - 03 THRU 08 OCTOBER 2009
- Notice Date
- 8/20/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- ACA, NRCC, General Support Division, Building 2798, Fort Eustis, VA 23604-5538
- ZIP Code
- 23604-5538
- Solicitation Number
- W911S009T0089
- Response Due
- 8/31/2009
- Archive Date
- 10/30/2009
- Point of Contact
- Sharon Regina Hilliard, 757 878-3166
- E-Mail Address
-
ACA, NRCC, General Support Division
(sharon.r.hilliard@us.army.mil)
- 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 announcement/solicitation is unrestricted to both large and small business. This announcement constitutes the only solicitation; offers are being requested, and a separate written solicitation will not be issued. This solicitation incorporates FAR provisions and clauses in effect through Federal Acquisition Circular 2005-8. The NAICS code is 721110, and the small business size standard is $7.0 million. The following provisions and clauses shall apply to this solicitation: 52.252-2, Clauses Incorporated by Reference. This contract incorporated one or more clauses by reference, with the same force and effect as if they were given full text. Upon request the Contracting Officer will make their full text available. Also, the full text of a clause may be accesses electronically at this/these addresses http://www.arnet.gov/far (FAR) and http://farsite.hill.af.mil/VFAFAR1.HTM. FAR 52.212-1, Instructions to Offerors - Commercial. FAR 52.212-2 Evaluation of Commercial Items (factors listed in descending order of importance: 1). Number of rooms required for specified dates; 2). the number (and size) of breakout rooms required; 3). Location and 4). Price The Government will award a fixed-price purchase order resulting from this solicitation to the responsible offeror whose technically acceptable offer conforming to the solicitation is the lowest price for meeting space, lodging, audio visual equipment rental, laptop rental, meal service, and other support activities. Offerors must include a completed copy of FAR 12.212-3, Offeror Representations and Certifications - Commercial Items with their offer/proposal; This provision may be viewed at: http://orca.bpn.gov. Incorporated by reference is FAR 52.212-4, FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items is incorporated at the end of this solicitation. Full text of clauses may be downloaded from www.arnet.gov/far at Part 52. FAR Clause 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration. Performance Work Statement C.1.1 VENUE LOCATION: Require hotel to be within mile from a Metro Station, located within Alexandria (Crystal City). Hotel must have meeting/training space located within Hotel. The Hotel must be within a 15 minute drive of Washington Convention Center, Washington D.C. C.1.2 REQUIREMENTS: The contract will cover the following charges for DoD attendees: guest rooms, Dinner/Social, meeting space rental, laptop rental, and audio/visual support. Any additional charges not authorized by the contract will not be charged to the master account. Government representative (Integration Directorate point of contact) will review the hotel receiving report prior to submission to contracting to ensure appropriate billing. Government will provide final count for each meal 72 hours in advance. This contract will only cover the person on travel orders under the per diem rate. Hotel shall provide the cost per person for individuals not covered in this contract. Include all gratuities, miscellaneous, and other associated costs. C.2 GUEST ROOMS: All number of hotel guest rooms is an estimate and the Government will inform the hotel of changes in numbers as they occur. Total number of rooms will be standard guest rooms. Hotel will release the Government of the attrition fee obligation with the understanding that changes will occur as close as the day prior to the start of the conference. Government will provide the hotel with as much advanced notice as possible. Sat, 3 Oct 09 4 rooms Support Staff Arrival Sun, 4 Oct 0957 rooms (Ops Center/Dinner Social) Mon, 5 Oct 0957 rooms (Ops Center) Tues, 6 Oct 09 57rooms (Meeting Room & Ops Center) Wed, 7 Oct 09 57 rooms (Meeting Room & Ops Center) Thurs, 8 Oct 09 57 rooms (Meeting Room & Ops Center) C.3 CONFERENCE / MEETING SPACE One meeting room must be set up classroom style, to accommodate 60 people, with tables and audio/visual equipment to include: one laptop, one projector, and one screen. Tables will have skirting on Tuesday, 6 Oct 09, Wednesday, 7 Oct 09, and Thursday, 8 Oct 09. A diagram of the room set-up is at Attachment 1.. Equipment, room size and set up are estimates and the hotel may recommend alternatives that best fit their establishment with Contracting Officers Representative (COR) approval/concurrence. All meeting space will be collocated with guest rooms. Meeting Space packages are inclusive of break service. Details of specific events beginning and ending will be provided once the contract is awarded. A draft Agenda is provided at Attachment 2. C.4 Support Center - Attendee registration: 1 area with space for registration tables (two 6-ft tables and 4 chairs), is required for 4 Oct 09, 1400-1730. C.5 Dinner/Social Room to accommodate 60. This room requires cocktail style seating. This will be required for Sunday evening (4 Oct 09), 1800-2000. The social/dinner room requires a podium with microphone. C.5.1 Social/Dinner Room This room requires cocktail seating, up to 60 people. Heavy hors doeuvres will be served and cash bar will be provided for guests to pay for their own individual drinks. Cost of the meal shall not exceed $25 inclusive per person of any service charges and gratuity. C.6 Meeting Room and Audio Visual Support Meeting room requires classroom style set-up with seating for approximately 60 people. Meeting room must be set with tables and AV equipment on: Tuesday, 6 Oct 2009 by 1200, Wednesday, 7 Oct 2009 by 1200, and Thursday, 8 Oct 2009 by 0700 through 1700 hours each day. The hotel shall provide a laptop, projector stand, a large front projection screen, audio connection to the room sound system and three 6 foot tables with seating for three to four in the back of the meeting room (6-8 Oct 09). C.7 Operation Center and Audio Visual Support Operation Center will require 1 rectangular table to seat 6 people, a total of 6 chairs. The hotel will provide, phone line, 4-8 Oct 09 for the operation center and one hotel phone line with phone at no charge for local or 1-800 phone numbers. All tables will have tablecloths. Pitchers of ice water and glasses will be available for the duration of the meeting. Operation Center must be securable by a key and located in same area as meeting room. TRADOC point of contact (POC) must have the key(s) on Sunday (4 Oct 09) no later than noon. Phone must be activated on Sunday 12:00 pm and remain activate through Thursday 1600 hours, or after participants have left the area which ever comes first. C.8 CATERING REQUIREMENTS C.8.1 Refreshments Light afternoon refreshments, composed of soft drinks, coffee, decaf, tea (hot and cold), water, fruit, veggie tray with dip, fresh baked cookies, chips, pretzels, mini-candies, granola bars in a central location near the conference rooms for approximately 60 people. Schedule and personnel counts are approximate. Final requirements will be negotiated with the hotel once the contract is awarded. C.9 OTHER REQUIREMENTS The Government reserves the right to provide entertainment. Government will notify the hotel of the type of entertainment at a minimum, 24 hours in advance. The entertainment will not require any additional arrangements by the hotel. Individual occupants/attendees are responsible for any room service charges from their guest room and individual parking fees. Charges incurred by the individual beyond the scope of this performance work statement are the responsibility of the individual. Any charges for meals or social will not include charges for alcoholic beverages. Participants will pay all charges for alcoholic beverages separately. Proposals submitted under this Performance Work Statement will be evaluated, and a contractor selected, based on both technical and cost considerations. Please provide cost proposal information separately from the technical proposal. Please include a daily breakdown, as well as a total cost. The contractor shall provide a fixed-price for each contract line item as well a total cost for the contract. Proposals not containing a total cost will be rejected as non-responsive. An offer that does not meet all of the solicitation requirements may be rejected as non-responsive. The technical proposals will be evaluated for the number of rooms available for the specified dates, the number and size of breakout rooms required, location and price. Price will be evaluated in terms of cost for meals, accommodations and services, Cancellation fees, Attrition costs, and refreshments. All responsible sources that can meet the requirements and provide items as listed below may respond to this solicitation by submitting cost and technical proposals, hotel contract and descriptive literature. The government reserves the right to conduct an on-site inspection of offered facilities. The contractor shall provide information (availability/cost) on other amenities of hotel i.e., guest parking policy, workout facilities, menus and cancellation policy. The technical proposal should include details describing contractors ability to provide the service requirements listed above. Descriptive literature regarding your facility shall be submitted with your proposal including sleeping rooms, eating/restaurant spaces, menus, hotel parking fees, laundry services, meeting room space, diagrams and square footage. The Contractors facility must be Federal Emergency Management Agency approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. The Contractor's facility must be compliant with the requirements of the American with Disabilities Act (Public Law 101-336) 42 U.S.C. 12101 et. seq.). The U.S. Army Training and Doctrine Command is a tax exempt entity; please do not include taxes in proposal. CENTRAL CONTRACTOR REGISTRATION (CCR) IS REQUIRED TO APPLY TO THIS ACQUISITION. REGISTRATION CAN BE ACCOMPLISHED AT www.ccr.gov. Proposals should be sent to the point of contact in this announcement ONLY. Proposals must be submitted to the attention of Sharon Hilliard. Mailing address: MICCC-EU, Bldg 2746 Harrison Loop, ATTN: Sharon Hilliard, Fort Eustis, VA 23604. The preferred method of proposal submission is by email to sharon.regina.hilliard@us.army.mil It is the contractors responsibility to ensure receipt of proposals delivered through email. Due to delays associated with mail delivery and irradiation at Government buildings, it is recommended that commercial delivery services be used if your proposal is not emailed. Inquiries concerning this acquisition should be directed to Sharon Hilliard at sharon.regina.hilliard@us.army.mil. Closing date for receipt of offers is Monday, August 31, 2009. Proposals must be received at MICCC-EU not later than 5:00 p.m. EST. on the closing date. Award will be made on or about September 3, 2009. TELEPHONE INQUIRIES WILL NOT BE HONORED.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/DABJ/DABJ01/W911S009T0089/listing.html)
- Place of Performance
- Address: ACA, NRCC, General Support Division Building 2798, Fort Eustis VA
- Zip Code: 23604-5538
- Zip Code: 23604-5538
- Record
- SN01919195-W 20090822/090820235812-3d78d6958fe0c63cb71173cab316b724 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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