SOLICITATION NOTICE
X -- Conference Services
- Notice Date
- 6/7/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Agriculture, Food Safety and Inspection Service, Procurement Management Branch, 5601 Sunnyside Avenue, Mail drop 5230, Beltsville, Maryland, 20705
- ZIP Code
- 20705
- Solicitation Number
- FSIS-052710
- Archive Date
- 7/2/2010
- Point of Contact
- Megan Robey, Phone: 301-504-3989
- E-Mail Address
-
megan.robey@fsis.usda.gov
(megan.robey@fsis.usda.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price contract for Conference/Meeting Spaces, Audiovisual Services, Catering and for blocking sleeping rooms for a conference to be held in the Washington DC Metropolitan Area (surrounding areas will also be considered). The U.S. Department of Agriculture, Food Safety and Inspection Service, (USDA/FSIS), intends to procure a venue for its 2010 Diversity Training Conference that will include up to 300 participants. The conference is to be held from August 30, 2010 through September 2, 2010, with check-out on September 2, 2010 or September 3, 2010. The training conference will begin the afternoon of Monday, August 30, 2010 and conclude the afternoon of Thursday September 2, 2010. Alternate dates are not acceptable. The venue must be in a safe area within a three block walking radius to restaurants and shopping and offer on site parking (free or at a reduced rate); a full service restaurant with available breakfast; fitness center; and transportation service to and from the airport (complimentary service is preferred). Request for proposal FSIS-052710 is issued in accordance with FAR subpart 12.6 entitled Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. USDA will only consider proposals submitted directly from hotels. NAICS Code 721110 and the small business size standard is $7 million. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-41. The contractor must be able to provide all requirements specified for conference needs in Parts A, B and C below. To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Register (www.ccr.gov) and be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Proposed facilities not listed in the CCR and FEMA lists, will be rejected as technically unacceptable. In addition, the offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). Please include your FEMA number with your proposal submission. The hotel facility must accommodate the following attendee numbers: PART A: Hotel Lodging Day 1 (Monday) - 260 sleeping rooms blocked Day 2 (Tuesday) - 260 sleeping rooms blocked Day 3 (Wednesday) - 260 sleeping rooms blocked Day 4 (Thursday) - 260 sleeping rooms blocked Rooms must be individual/private sleeping rooms at or below the government per diem rate for Washington DC. The in-room amenities should include, but are not limited to: TV with remote; coffee maker; refrigerator; telephone; iron and ironing board; hair dryer and available wireless internet services. The government would also like these rates available for 2 days before and after the conference. Payments for sleeping rooms will be made by individual participants. Please provide the cut-off date by which room reservations must be made. (The agency prefers that the rooms remain blocked until two (2) weeks prior to the start of the conference.) In addition, FSIS should be provided with weekly (or upon request) room block updates until the reservation cut-off dates. PART B: Meeting Space All meeting space (inc. Ballroom, breakout rooms, registration area, exhibit space) should be within close proximity of each other and within in the same venue. Monday (Prior to the beginning of conference) Friday (following the end of the Conference) Provide a secured room to store our conference materials and for FSIS to have a room for preparation of workshop materials. This room must accommodate 15 staff and must have Wi-FI internet access, and desks/ tables to accommodate laptops. This room must be accessible 24 hours per day for the duration of the conference. Exhibitor Space Space needed for 15-20 exhibitors on Tuesday, Wednesday, and Thursday from 7:00am to 5:00pm. Each exhibitor space shall include (1) 6 Table, (2) Chairs and (1) Electrical Outlet. Signage The hotel shall provide signs directing participants to breakout rooms, general sessions, etc. All verbiage for the signage will be provided by FSIS. Monday Registration area from 3:00 pm 7:00 pm. Registration will include 4 skirted tables with at least six (6) chairs plus two skirted against wall behind registration table for conference materials, 2 waste receptacles, water service, electrical outlet and internet. Hotel shall provide two (2) telephones for local calls, along with a black and white printer and a color printer for use at the registration table. Registration area must be in close proximity to general session room and spacious enough to register 300 guests simultaneously. Tuesday Registration area from 7:00 a.m. 3:00 p.m. outside the General Session meeting space. Registration will include 4 skirted tables with at least six (6) chairs plus two skirted against wall behind registration table for conference materials, 2 waste receptacles, water service, electrical outlet and internet. Hotel shall provide two (2) telephones for local calls, along with a black and white printer and a color printer for use at the registration table. Provide General Session meeting space (arranged without viewing obstructions) to accommodate 350 people set banquet style of 10 per table. Standing podium on riser with microphone. Panel table with seating for twelve (12) on riser in the front of the room to include full AV equipment, two table microphones and internet. Provide two (2) LCD packages and two (2) screens that must be projected in the front of the room, as well as four (4) lavaliere microphones, two (2) floor mics and stands, two (2) handheld wireless mics, a mixer, speakers and stands, equalizer/compressor, and AMP Rack. In addition, we need five (5) uni-directional mics for panel table. AV services must be set-up by 7:00 a.m. and provided through 5:00 p.m. General Session tables must include proper linens, ice water, glasses, writing pads and pens. Provide 10:00 am break for approximately 300 (Outside Conference Area). Break to include coffee, tea, soda, water, granola bars/Nutri-grain bars. Provide 3:00 pm afternoon break for approximately 300 (Outside Conference Area). Catering package should include items such as coffee, tea, soda, water, brownies/cookies. General Session lunch will be provided buffet-style on Tuesday, August 31st to accommodate 350 people. Hotel must be able to accommodate special dietary needs- (i.e. Kosher, vegan, vegetarian, diabetic and other dietary needs related to cultural and/or medical reasons). Catering menus with options must be provided. Room should be arranged with round tables, 10 per table. Wednesday and Thursday Provide a total of twelve (12) breakout rooms for 20-35 people arranged in a classroom style. For each breakout room provide: one LCD projector with screen, one podium with Lavaliere Microphone, one small table with 2 chairs in the front of the room, flip chart easels, and pads with markers. Note: One breakout room will be needed on Monday (August 30) prior to early registration. Provide 10:00 am break for approximately 300 (Outside Conference Area). Break to include coffee, tea, soda, water, granola bars/Nutri-grain bars (Wednesday and Thursday) Provide 3:00 pm afternoon break for approximately 300 (Outside Conference Area). Catering package should include items such as coffee, tea, soda, water, brownies/cookies. (Wednesday only) PART C: On-site support The hotel must provide the following support: At least one point of contact for logistics. This POC must be available to communicate with Agency staff in the weeks prior to the event (in person or by telephone) regarding all aspects of the conference except AV Equipment needs. The POC must also be available during the conference. In addition, at least one point of contact for Audio Visual Equipment needs. This POC must be available to communicate with Agency staff in the weeks prior to the event (in person or by telephone) regarding AV Equipment needs. The POC must also be available during the conference. PART D: Prospective offerors are to submit a quote that includes a written proposal addressing all of the services, types of accommodations and equipment to be provided. Proposals are to include total and itemized rates/prices on ability to accommodate conference (to include location and amenities), meeting space, catering and audiovisual. A purchase order will be awarded to the offeror that poses the overall best value to the government price and other factors considered. Proposals will be evaluated based on 1) Technical merit (hotel must meet or exceed the technical requirements listed within the combined synopsis/solicitation), 2) past Performance (the contractor shall submit information on three similar conferences held at the facility within the past two years to include the number of attendees, length of conference, contract value and point of contact from the company who can respond to questions concerning the conferences), and 3) Cost will be given more weight in the evaluation as technical proposal evaluations become closer. The government will perform a site visit that may be considered as part of the technical evaluation process. This requirement will be procured under FAR Subpart 12.6, Subpart 13.106 and Subpart 13.5 as supplemented with additional information included in this notice. FAR 52.212-3, Offeror Representations and Certifications- Commercial Items, must be completed and included with any and all quotes submitted in response to this solicitation. FAR Clauses 52-212-4, Contract Terms and Conditions-Commercial Items are hereby incorporated by reference. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, is hereby incorporated by reference. All referenced FAR clauses may be copied at www.arnet.gov/far. Proposal should be emailed to the attention of Ms. Megan Robey on megan.robey@fsis.usda.gov. All questions must be submitted in writing to megan.robey@fsis.usda.gov. No telephonic responses will be accepted. Questions are due by 10:00am EST on June 10, 2010. Proposals are due by 10am EST June 17, 2010. Oral quotations will not be accepted. DO NOT MAIL QUOTATIONS.
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