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FBO DAILY ISSUE OF APRIL 11, 2012 FBO #3791
MODIFICATION

V -- Yellow Ribbon Pre-deployment Event

Notice Date
4/9/2012
 
Notice Type
Modification/Amendment
 
NAICS
721110 — Hotels (except Casino Hotels) and Motels
 
Contracting Office
USPFO for Florida, 189 Marine Street, St. Augustine, FL 32085-1008
 
ZIP Code
32085-1008
 
Solicitation Number
W911YN12T0008
 
Response Due
4/13/2012
 
Archive Date
6/12/2012
 
Point of Contact
Marcos A. Torres, 904-823-0550
 
E-Mail Address
USPFO for Florida
(marcos.a.torres@us.army.mil)
 
Small Business Set-Aside
N/A
 
Description
Yellow Ribbon Pre-deployment Event Location: Sarasota/Clearwater, FL Date: 5 May 12 Conference/room requirements for Yellow Ribbon Program Event with an anticipated 600 adult guests and 140 children in attendance (total guests 740). Guests will be arriving on Saturday morning at approximately 7:30am and should conclude at approximately at 6:00pm that afternoon. All meeting space must be available for exclusive use from 6:00am - 6:00pm Saturday. A site visit of offered hotel/conference facilities is required prior to award of contract. CLIN 0001 Lodging Requirements: Must not exceed government per diem rate and will be inclusive of any surcharges. 1. Approximately 20 rooms for Friday, 4 May 2012 (Staff) Approximately 75 rooms for Saturday, 5 May 2012 (Staff and attendees) 2. Lodging Location needs to have a Family friendly environment that will allow our service members and their Families to relax after the rigors of an overseas deployment: a. An all-inclusive recreational resort setting. b. A minimum of 5 affordable Family Friendly Restaurants within 1-3 miles. c. Pool d. Daily fitness center e. Available self Parking for all attendees within walking distance from hotel registration. 3. All rooms to have basic amenities a. Iron b. Ironing Board c. Hairdryer 4. Rooms must be double occupancy, individual/private sleeping rooms with toilet and shower/tub facilities, per room. 5. The deadline for reserving rooms under the reservation code is seventy-two (72) hours prior to scheduled arrival date. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public. 6. Cancellation of a reservation must be made twenty-four (24) hours prior to scheduled arrival date. The contractor shall attempt to "sell" any rooms not properly cancelled. 7. The federal government will pay for the rooms used by authorized personnel. All incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices, etc., are the responsibility of the individual attendee, and shall be billed to the individual's personal credit card account or deducted from cash provided during check-in. NOTE: If cash or credit card is not available, incidental services shall be blocked for use in the room. CLIN 0002 Conference Space Fees Requirements: The location of the General Session, Break Out's and Resource Provider's space will be adjoining to allow for an uninterrupted transition between activities. 1. 1 meeting room for General Session to hold 600 people classroom (seating on both sides) style seating; Water Stations included. (Lunch to be served here). 2. 2 separate breakout rooms to hold 150 people (General session can be broken into these breakouts by pulling airwalls). 3. 3 rooms to be used as childcare space, to include water stations - 1 room at 1,000 sq. feet, 2 rooms at 2,000 sq feet (number of rooms or space size may be negotiated to accommodate capacity of 140 children). Children's meals to be served in this location. 4. 1 Large room set up as "Information Fair" for resource providers; to include water stations; 20-25 Six (6) foot tables; include skirting and table cloths; two (2) chairs at each table & small trash can. 5. Each meeting space room shall have the ability for individual PA system. 6. Registration/check-in area - counter space or two (2) six (6) foot tables with 4 chairs & 2 trash cans with rope stanchions - Available all day Saturday. 7. (8) round tall cocktail type tables - draped; located in registration/check-in area.(no chairs). 8. 2 small rooms used for private counseling suites - box of tissues, pitcher of water w/ glasses, napkins, pads w/ pens, trash can 9. ALL linens, table cloths, skirting, draping, waters stations, trash cans, tables, chairs are to be inclusive Daycare Space Requirements: Must be located within easy access distance to restrooms for child care supervision/escort. 1. 6-8 six Foot Tables in each room 2 4-6 round tables with 10 chairs in each room 3. 5-10 complete cribs for infant room 4. Boxes of Tissues, and trash cans in each room CLIN 0003 Audio/Visual Requirements: 1. 1 Podium 2. 1 stage - 8X8 in General Session; access on and off stage on two sides. 3. Individual house sound in each meeting room space for presentations. 4. FLARNG may use its own audio visual equipment and have the ability to patch into House Sound System and existing electrical outlets with no hotel usage or patch fees. CLIN 0004 AM Break Requirements (Saturday only): (Break must be within the Local Government Per-diem rate of $8.00 for Sarasota. Price shall be inclusive of all applicable service charges) AM Beverage Break for 740 people- to include coffee, teas (regular and decaf); assorted fruit juices, assorted pastries / bakery breads, fresh fruits and will remain available until consumed. Clearly specify serving quantities; no plastic CLIN 0005 Lunch Requirements (Saturday only): (Lunch must be within the Local Government Per-diem rate of $12.00 for Sarasota. Price shall be inclusive of all applicable service charges) 1. Adult Lunch - 625 buffet lunches of either: a) hot meal to include two meat selections; salad; potato or rice; assortment of desserts; sodas; bottled water and iced tea - No plastic or b) assortment of deli meats; assortment of cheeses; assorted buns/breads; assortment of sandwich condiments; potato chips; pasta salad; assortment of desserts; sodas; bottled water and iced tea 2. Children's Lunch - 150 boxed lunches finger sandwiches to include peanut butter & jelly and deli meats; vegetable tray (carrots & celery); potato chips; fruit, cookies (no nuts); 2% milk and fruit punch. Total boxed lunches (Adult + Children): 775 CLIN 0006 Additional Requirements: 1. Staff office available for the arrival of staff on Friday at 1pm, with house phone with external line connectivity and one (1) high speed internet connection - secure storage space with 3 keys. 2. Convention space pre-function set up 12 hrs prior to event; FLARNG POC / Staff walk through (review) with convention staff to allow for changes if necessary. 3. A pre-con meeting the day before event w/ Venue Directors (Sales, Banquet, Parking, Conference POC, Security, etc.) 4. Daily parking fee will be waived for attendees, providers, and staff. 5. All tables i.e. registration and display tables shall be inclusive. Other: Contractor shall provide the following miscellaneous items throughout the entire conference period: 1. The contractor agrees to allow the government to provide child care services for the Soldiers' families by separate contract in the child care areas. 2. Contractor shall provide a single point of contact prior to each event for obtaining menus, finalizing meal counts, etc. In addition, contractor shall provide an on-site point of contact during each event. This individual shall have the authority to bind the contractor should changes be required by the contracting officer.
 
Web Link
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/NGB/DAHA08/W911YN12T0008/listing.html)
 
Place of Performance
Address: USPFO for Florida 189 Marine Street, St. Augustine FL
Zip Code: 32085-1008
 
Record
SN02717239-W 20120411/120409235030-986ade092dfffe7db8811bdd11d18e8a (fbodaily.com)
 
Source
FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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