SOLICITATION NOTICE
X -- This is a combined synopsis/solicitation of an event for Yellow Ribbon Program Family Preparation Program in Phoenix, Arizona February 5-6, 2011.
- Notice Date
- 12/22/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- USPFO for Arizona, 5645 East McDowell Road, Phoenix, AZ 85008-3442
- ZIP Code
- 85008-3442
- Solicitation Number
- W912L2-11-T-0004
- Response Due
- 1/3/2011
- Archive Date
- 3/4/2011
- Point of Contact
- Leslie A. Sanchez, 6022672841
- E-Mail Address
-
USPFO for Arizona
(leslie.a.sanchez@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 is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 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. Solicitation W912L2-11-T-0004 is being issued as a Request for Quotation. This solicitation incorporates provisions and clauses for commercial items in effect through Federal Acquisition Circular 2005-42. The associated NAICS code is 721110, unrestricted. COMMERCIAL ITEM DESCRIPTION: The USPFO for Arizona has a requirement for multiple conference rooms, meals, wireless internet, and audio video equipment for a Yellow Ribbon event. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (i) technical capability of the item offered to meet the Government requirement; (ii) price; (iii) past performance Also "Best Value" factors will be considered: (a) special features (b) past performance Statement of Work SATURDAY February 5th and SUNDAY February 6th 2011 Yellow Ribbon Program Family Preparation Program Phoenix, Arizona The Arizona Army National Guard is in need of hotel and conference space that can provide indoor meeting rooms for a conference in which 200 people will be gathering in support of the Yellow Ribbon and Reintegration Program. Needed are 56 sleeping rooms for Saturday night as well as planned and facilitated activities for the families to engage in after the conference concludes on Saturday. Choices of dining facilities within the hotel will be required. Childcare and youth activities will be provided by the Yellow Ribbon Program during the day Saturday and Sunday while the adults are in the conference. There will be 50 children and youth in attendance. Breakfast and lunch will be provided for all attendees. Registration for all in attendance will be conducted as breakfast is being served. Parking will need to be free of cost for 100 vehicles. The following statement of work will outline what is needed to perform the Family Preparation Activity. (Line item #0001) Registration: Needed on Saturday and Sunday from 6:00am until 4:00pm are 5 six-foot tables with two chairs at each table that will easily accommodate the registering of all 150 adult attendees in a timely manner. Surrounding areas (indoors and outdoors) and all areas leading to the registration area will need to have appropriate signage so that attendees will be able to easily locate the Yellow Ribbon's registration area. Three easels will be needed for registration signs. Cost will be inclusive of ALL Taxes and Service Charges Registration cost: ____________ (Line item #0002) General Session Conference Room: Needed on Saturday and Sunday from 6:00am until 4:00pm is one on-site conference room to accommodate the 150 adults seated in crescent round setting allowing all attendees to see and hear the presentations clearly, take notes, and enjoy breakfast and lunch at their seats. The attendees will be returning to this room throughout the day, therefore this room must remain set in this way from 6:00am to 4:00pm. This room will need a podium on a raised stage in the front of the room. Two wireless lavaliere microphones and one hand held microphones are needed. 1 projector and a large screen of adequate size is needed in this room. The sound from the computer programs and the wireless microphones need to be heard clearly throughout the whole general session room. The attendees should be able to see the projected image well from wherever they are seated. All audio and visual components must be adaptable to standard laptop outputs. One wireless high-speed internet connection is needed in this room. A flip chart easel with pad and markers or a dry erase board and markers in each room. Cost will be inclusive of ALL Taxes and Service Charges. General Session Room cost: _____________ (Line item #0003) Regular Breakout Rooms: Needed on Sunday from 6:00am until 4:00pm, 2 breakout rooms set in crescent rounds to accommodate approximately 50 adult attendees in each room. One wireless microphone will be needed in each breakout room. These 2 breakout rooms must be in the same general area as the 'conference room 1' to allow for easy transition to and from each breakout. The conference center will provide audio visual (projector, screens and an integrated speaker system) that is adequate for size of room, a table in the front of the room, and flip chart easel with pad and markers or a dry erase board and markers in each room. All audio and visual components must be adaptable to standard laptop outputs. Cost will be inclusive of ALL Taxes and Service Charges. Room cost per room: ______________ Total cost: ______________ (Line item #0004) Counseling Room: Needed on Saturday and Sunday from 6:00am until 4:00pm, the conference center will provide 1 small on-site room to be used for counseling. This room will need just one table and five chairs or places for up to five to be seated. For example: couches in a lounge area or board room/office will be sufficient. Cost will be inclusive of ALL Taxes and Service Charges. Room cost per room: ______________ Total cost: ______________ (Line item #0005) Vendor Support: Needed on Saturday only from 6:00am until 4:00pm are 30 tables (preferably 6-foot rectangles) with two chairs per table in a room or distinct area at least 2,000 sq. ft. This room must be indoors and within close proximity to the conference room 1 and the breakout rooms this area may be in a foyer area if there is enough space for all events going on at the same time. 5 of the tables will need accessible outlets. Three wireless internet connections are needed in this room or area. Cost will be inclusive of ALL Taxes and Service Charges Vendor Support Room cost: ___________ (Line item #0006) Childcare/Youth Activities Rooms: Needed on Saturday and Sunday from 6:00am until 4:00pm, 2 conference rooms no smaller than 600 sq.ft. and two conference rooms no smaller than 1,000 sq. ft. in size are needed. In each room there will need to be 3 round tables and 7 chairs at each table. At least 2 waste paper baskets sufficient for the size of the rooms are also needed in each room. In each of these 4 rooms the conference center will provide audio and visual (projector, screen and an integrated speaker system) that is adequate for size of room. All audio and visual components must be adaptable to standard laptop outputs. 3 total 6-foot registration tables located just outside of these rooms are needed. These 4 rooms must be located together, near a bathroom and in a secure location; these rooms will be used for child care and youth activities. Cost will be inclusive of ALL Taxes and Service Charges. Room cost per room: ______________ Total cost: _____________ (Line items #0007 and #0008) Meals and Beverages: Sufficient number of buffet lines must be provided to allow all attendees to access the breakfast and lunch in a timely manner. Adult Breakfast On Saturday and Sunday from 8:00am until 10:00am, the conference center will provide a continuous and refreshed continental-style breakfast (such items as muffins, fruit, pastries, yogurt, bagels with cream cheese, juices and coffee etc...) for the 150 adult attendees to enjoy at their crescent round tables. There will need to be a minimum of five breakfast items to choose from. This breakfast assortment will need to be refreshed tableside in the general session until 10:00am. Child and Youth Breakfast The 50 children (0-5) and youth (6-17) will be delivered an assortment of this same continental breakfast in the designated child care and youth rooms at 8:00am and cleared promptly at 10:00am. Adult Lunch A two-entr e hot lunch buffet with a variety of sides, salad, soup and bread and two choices of dessert for a total of 150 adult attendees will be provided at approximately 11:30am. Child Lunch 20 box lunches will be delivered to the children's (0-5 years of age) rooms at 11:00am. Venue must consider the various ages of the children and their abilities when preparing the boxed lunches. For example peanut butter and jelly, applesauce, cheese, crackers and a brownie or cookie. The children will be provided juice, water and milk. The boxed lunch needs to provide a second dessert to enjoy in the afternoon session, such as a bag of animal crackers, pudding snack or a cookie. Youth Lunch At 11:00am a hot lunch buffet for the youth (ages 6-17) will be provided with a choice of two-entr es, a variety of sides, salad, bread and two choices of dessert for 30 youth will be provided. This buffet must include a menu that will cater to this age group, such as chicken tenders, french fries, macaroni and cheese, pizza, prepared fruits, and fresh vegetables with ranch, and two dessert options. Beverages Twice throughout the day the conference center will provide beverages (soda, iced tea, coffee, and water) accessible for 150 adult attendees to enjoy as they walk to their breakout sessions. The children and youth will be provided milk, water and juice twice throughout the day. This will eliminate the need for pitchers of water and glasses in each breakout room. Contractors must attempt to bid this line item keeping in mind the Government Per Diem rate (per meal) in your area. Invoices shall reflect a breakdown for the per meal charges. (Line item #0009) Hotel Rooms: Needed on Saturday are 56 Double Occupancy hotel rooms (18 with king size beds & 38 with 2 queen size beds) for 1 night. These rooms must be within government per diem rates. Guests will arrive on February 5, 2011 and check out on February 6, 2011 (1:00 pm late checkout requested). Any costs charged to the room such as telephone usage, movies, mini bar usage, room service or any other charge above and beyond the daily room rate will be at the occupants expense and will not be allowable under this contract. A block of 56 double occupancy rooms shall be set aside until two weeks prior to the Family Preparation Activity (i.e. rooms shall be held until 7:00 am on January 22, 2011). Reservations will be placed and a room list will be provided by the Yellow Ribbon Office no later than 7:00 am on January 22, 2011. Rooms may be cancelled at no cost to the government no later than 72 hours before checking in on February 5, 2011. ALL TAXES will be INCLUDED in your room costs. Cost will be inclusive of ALL Taxes and Service Charges Meal and beverage cost per adult: _____________ Meal and beverage cost per child and youth (0-17): _____________ Total meal and beverage cost: ______________ Proposal shall include a detailed description, map or layout of the facility's conference rooms including dimensions and illustrate how they conform to the statement of work. ------------------------------------------------------------------------------------------------------------ TOTAL COST ____________________ All offerors must be central contractor registered prior to award to be considered responsive for this proposal. Awardee will submit ALL INVOICING through Wide Area Work Flow (WAWF). Awardee will be provided instructions upon award of how to submit these electronic invoices and receiving documents. At the time of invoicing if Visa payment is acceptable this must be documented on your electronic submission. Proposals are due 10:00 A. M. January 3, 2011. Fax to (602)267-2429 to the attention of Leslie A. Sanchez or e-mail your response to leslie.a.sanchez@us.army.mil. All questions must be submitted in writing by fax or e-mail listed above no later than 12/27/10 3:00 P. M. The Government will award a contract resulting from this solicitation to the responsible offer0r whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Offerors are required to submit with their proposal enough information for the Government to evaluate the minimum requirements required in this synopsis. A description of the equipment quoted is required. CONTRACTORS MUST COMPLY WITH DFARS 252.204-7004, REQUIRED CENTRAL CONTRACTOR REGISTRATION (MAR 2000). CONTRACTOR CAN ACCESS THIS CLAUSE BY INTERNET URL: http://farsite.hill.af.mil/ TO REGISTER, GO TO URL: http://www.ccr.gov/. Upon request, the Contracting Officer will make the full text available of the following provisions and clauses that apply: 52.252-1 Solicitation Provisions Incorporated by Reference. This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text and will be incorporated into the resulting contract. FAR 52.204-4, Printed or Copied-Double Sided on Recycled Paper; FAR 52.204-7, Central Contractor Registration; FAR 52.219-8, Utilization of Small Business Concerns; FAR 52.219-14, Limitations of Subcontracting; FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies; FAR 52.212-1, Instructions to Offerors,. FAR 52.212-3 (Alt 1), Offerers Representations and Certifications, Commercial Items (offerors shall include a completed copy as part of their quote). A copy of the Offerors Representations and Certifications may be obtained from the plans section of (www.nationalguardcontracting.org). FAR 52.212-4, Contract Terms and Conditions is incorporated by reference and applies to this acquisition with the following addendum: DFARS 252.204-7004 ALT A, Required Central Contract Registration, Commercial Items. (XII) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (DEVIATION) (Full text available at (http://farsite.hill.af.mil); Additional FAR clauses cited within the above clauses, which are applicable, will be incorporated into the solicitation and the resulting contract. The following clauses are incorporated by reference: 52.203-3, Gratuities, 52.203-6 (Alt I), Restrictions on Subcontractor Sales to the Government; 52.219.1 (Alt II), Small Business Program Representation; 52.222-21, Prohibition of Segregated Facilities (Feb 1999); 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and other Eligible Veterans; 52.222-26, Equal Opportunity; 52.222-36, Affirmative Action for Workers with Disabilities; 52.233-3 Protest After Award; 52.222-37, Employment Reports On Special Disabled Veterans; 52.222-3, Convict Labor; 52.225-13, Restrictions on Certain Foreign Purchases; 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration (31 U.S.C. 3332); 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. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: (http://farsite.hill.af.mil); 52.252-6, Authorized Deviations in Clauses; 252.225-7001, Buy American Act Balance of Payment; 252.225-7000, Buy American Act Balance of Payment; 252.225-7036, Buy American Act-NAFTA; 252.232-7003, Requests for Equitable Adjustments; 252.212-7000, Offer representations and Certifications-Commercial Items (Posted at website); 252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (DEVIATION) (full text available at http://farsite.hill.af.mil); 252.225-7012, Preference for Certain Domestic Commodities; 252.243-7002, Request for Equitable Adjustment; 252.247-7022, Representation of extent of transportation by sea; 252.247-7023, Transportation of Supplies by Sea; 252.247-7024, Notification of Transportation of Supplies by Sea. Award can only be made to contractors registered in Central Contractor Registration (http://www.ccr.gov). Quotes will be due by 10:00 A. M. mountain standard time, 3 January 2011. Email quotes will be accepted at leslie.a.sanchez@us.army.mil, reference RFQ# W912L2-11-T-0004 in the subject line. FAX quotes will be accepted AT (602)267-2804. Please contact Leslie A. Sanchez at (602)267-2841 with any questions.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/NGB/DAHA02/W912L2-11-T-0004/listing.html)
- Place of Performance
- Address: USPFO for Arizona 5645 East McDowell Road, Phoenix AZ
- Zip Code: 85008-3442
- Zip Code: 85008-3442
- Record
- SN02349024-W 20101224/101222234121-75dbd016a1c4c11e915aaef0abcdf860 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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