SOURCES SOUGHT
X -- Sources Sought for Hotels to be used for the Louisiana National Guard Yellow Ribbon events on a Blanket Purchase Agreement
- Notice Date
- 2/27/2013
- Notice Type
- Sources Sought
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- USPFO for Louisiana, 495 3rd Street, Camp Beauregard, Pineville, LA 71360
- ZIP Code
- 71360
- Solicitation Number
- W912NR-13-R-0008
- Response Due
- 3/15/2013
- Archive Date
- 4/28/2013
- Point of Contact
- DAVID BOURGEOIS, 3182905933
- E-Mail Address
-
USPFO for Louisiana
(david.bourgeois@ng.army.mil)
- Small Business Set-Aside
- N/A
- Description
- SOURCES SOUGHT SYNOPSIS The Louisiana National Guard is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for providing lodging and meeting spaces for large military functions. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 721110 and size standard is $30 million. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Prospective contractors must be registered in the System for Award Management (SAM). If you are not registered you may request an application through the SAM website at http:// www.sam.gov. Small businesses are encouraged to participate. If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The Government does not intend to award a contract on the basis of this sources sought announcement alone or otherwise pay for the information solicited. This sources sought notice does not obligate the Government. Vendor information will be kept on file for possible use to create a Blanket Purchase Agreement. The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with tight program schedules; cost containment; meeting and tracking performance; and 4) provide services under a non- performance based service acquisition contract. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION, in order to create a Blanket Purchase Agreement (BPA). Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Submission Instructions: Interested parties who consider themselves qualified to perform the below-listed services are invited to submit a response to this Sources Sought Notice by 15 March 2013 5:00 pm CST. All responses under this Sources Sought Notice must be emailed to crystal.l.stiles2.mil@mail.mil. If you have any questions concerning this opportunity please contact: crystal.l.stiles2.mil@mail.mil 318-290-5982. STATEMENT OF WORK (SOW) Statement of Work for Friday - Sunday to conduct a Deployment Cycle Support-Yellow Ribbon Event. This requirement is for a Yellow Ribbon Event (which requires lodging, meals and meeting rooms for briefings) with an anticipated participation of 400 guests on Friday - Sunday. Guests will arrive on Friday, with events to commence Saturday from 7:00 am and continue until 5:00 pm. Events will resume on Sunday from 8:00 am and continue until 4:30 pm. All conference space must be available for exclusive use Friday and Saturday from 6:00 am -11:59 pm through Sunday from 8:00 am to 4:30 pm. Qualified establishments shall be located within a 10 mile radius of BATON ROUGE, LOUISIANA. Establishments who do not provide a proposal based on receipt and review of this statement of work will be deemed non-responsive. The Statement of Work is as follows: I. BACKGROUND A. The contractor shall, except as specified in this Statement of Work (SOW) as government furnished property or services, provide all personnel, supervision, and any items and services necessary to provide 250 sleeping rooms from Friday until Sunday; meeting space and catered meals starting Friday, to the Louisiana Army National Guard, as defined in this SOW. B. The number of Post Deployment Yellow Ribbon Events during this allotted time frame, the number of attendees, rooms and meals needed, dates and locations are subject to change. Expected months/days for events at this time are as follows: May 10-11, 2013 October 18-20, 2013 December 13-15, 2013 March TBD 2014 April 4 - 5, 2014 May 2 - 4, 2014 Aug TBD 2014 October TBD 2014 November TBD 2014 II. SCOPE OF WORK CLIN 0001. CONFERENCE SPACE REQUIREMENTS: Contractor shall provide the following Conference Space Requirements: Need a 15,000 square foot of Ballroom space. Rooms shall include tables (rounds - for General Sessions; round style for Lunch Sessions) and chairs (cushioned) with adequate trash receptacles to accommodate number of persons estimated for each type of room required, rooms will be adjoin to allow for an uninterrupted transition between activities; Price for rooms shall be inclusive of all applicable service charges. Rooms utilized for General Session/Dining, Awards Ceremony, DTS, Office Space, and counseling CAN NOT be flipped at any time during event. Required room sizes are as follows: 1. One (1) Ballroom style room (General session/Lunch session), set up round style tables, and cushioned chairs to accommodate 400 people. 2. Six (6) Briefing rooms (Break Out sessions), set up with theatre style with one table in front of room, and cushioned chairs to accommodate 50-75 people each. 3. One (1) Large room (or area) set up as Information Fair for Resource Providers, set up with 55 six-foot (6ft) long rectangular tables (classroom), skirting, minimum of two (2) cushioned chairs. 5. Four (4) Youth and Child Care rooms each able to accommodate 20 children with the following age groups: (0-9), (10-18). Rooms must be located within easy access distance to restrooms for child care supervision/escort. Set up with round tables and cushioned chairs to accommodate number of children and supervisors/escorts. Rooms to be utilized for activities related to each group; specific numbers within each age group will be coordinated prior to event by the government point of contact and hotel management event planner. 6. Two (2) Private Consultation type rooms able to accommodate 3- 5 people. Set up should be in a private setting, comfortable set-up with table and 5 chairs and/or couch or similar set up. (Internet access is needed (wireless preferred)). 7. One (1) office space set up in boardroom style to accommodate ten (10) people. Internet access is needed (wireless preferred)). 8. One (1) 15' X 20' room utilized for storage set up with two (2) six foot (6') tables and four (4) chairs. Water Station needs to be provided. 9. One (1) Ballroom Style room (Awards Ceremony) set up theatre style with cushion chairs for 500 people, two (2) six foot (6') tables set in front of room, podium and microphone, and six foot (6') table in back of room. 10. One (1) small room (VIP) set up boardroom style for ten (10) people, need small buffet line available, comfortable setup with chairs and furniture. 11. One (1) Large room (DTS) set up with eight (8) six foot (6') tables and two cushion chairs, internet will be needed in this room (hard-line and secure). CLIN 0002. AUDIO/VISUAL REQUIREMENTS: Contractor shall provide the following additional Room requirements/services: 1. Ballroom (CLIN 0001 (One (1) -General Session): One (1) Podium, (1) size appropriate riser, One (1) 10' X 10' screen{or 1 size appropriate to ballroom} to include projectors, sound system, and required electrical items including a microphone. CLIN 0003. SUBSISTANCE REQUIREMENTS: Contractor shall provide the following Meals and service: **Numbers will change according to each individual event and will be provided 30 days prior to event** Breakfast meal (Saturday and Sunday): will be provided in an appropriate area conducive to the number of attendees Lunch meal (Saturday and Sunday): will be provided in an appropriate area conducive to the number of attendees Dinner meal (Saturday) will be provided in an appropriate area conducive to the number of attendees. 1. Breakfast Requirements for Saturday and Sunday: Menu should resemble the following content: eggs, waffles, bacon, pastries / danish, bagels, fresh fruit, coffee, and milk, include amenities such as: cream cheese, jams and jellies, etc., food items will remain available until consumed. Clearly specify serving quantities). Price shall be inclusive of all applicable service charges. NOTE: Price of brunch meal must not exceed the Difference of the Local Government Per Diem Rate and the Proportional Meal rate for event location. Serving timeframe shall be determined by government and hotel catering event point of contacts. 2. Dinner Requirements/NOTE: Price of dinner meal must not exceed the Difference of the Local Government Per Diem Rate and the Proportional Meal rate for event location. Price shall be inclusive of all applicable service charges. a. Specific menu (Chef suggested menu), based on proposed choices, will be determined within seventy-two (72) hours of event by government and hotel event point of contacts. Menus agreed upon will not exceed the proposed pricing. b. Serving time(s) is to be determined will be determined by government and hotel catering event point of contacts. 3. Lunch Requirements/NOTE for Saturday and Sunday: Price of lunch meal must not exceed the Difference of the Local Government Per Diem Rate and the Proportional Meal rate for event location. Price shall be inclusive of all applicable service charges. a. Buffet style menu shall be served; Chef suggested menu but must be agreed upon with government event coordinator; children's lunch menu will be served separately in location of Child and Youth meeting rooms and should be agree upon between government event coordinator, Chef, and hotel catering event point of contact. Specific menu, based on proposed choices, will be determined within seventy-two (72) hours of event by government and hotel event point of contacts. Menus agreed upon will not exceed the proposed pricing. b. Serving time(s) is to be determined will be determined by government and hotel catering event point of contacts. 4. Hotel Contractor will furnish all food items, cooked, and delivered to the areas and designated times as identified by catering manager and government event point of contact in accordance with this SOW. 5. Hotel Contractor shall provide full service catering to include setting up, plates, napkins, silverware, glasses / cups, clean up equipment to keep food hot/cold and removal of all trash. 6. Contractor shall provide water stations in each room and will be available all day and replenished (up to 8 hours) as necessary. 7. NOTE: Children will eat meals (lunch) in specified area. CLIN 0004. GUEST ROOMS: Contractor shall provide a total of 250 sleeping rooms for Friday and Saturday. ** Sleeping room totals are subject to change based on each individual attendance per event ** A rooming list will be provided to hotel by the government event coordinator. CLIN 0005. MISCELLANEOUS EVENT ADMINISTRATIVE COSTS otherwise not identified in the above CLINS for event space, technical and other requirements. Additional Contractor Requirements: 1. No Contractual Changes can be made without the acknowledgement of a Contracting Officer. 2. Hotel will not be undergoing renovations during conference dates. 3. Hotel Contractor agrees to allow the government to provide child care services for the Service Members family by separate contract in the child care areas. 4. Hotel Contractor shall provide a single point of contact prior to each event for obtaining menus, finalizing meal counts, etc. In addition, contract shall provide and 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. 5. Hotel Contractor will allow conference pre-function set up twelve (12) hours before the event. Government point of contact / Contractor staff will conduct a walk through (review) with the convention staff to allow for non-cost changes as necessary. 6. Hotel Contractors facilities must meet minimum standards for federal (FEMA-approved as found on website http://www.usfa.dhs.gov/applications/hotel/), state (Louisiana) and local governments as well as industry standards for health, safety, and welfare occupants. Government officials will personally visit establishments being considered for contract. 7. Hotel Contractor must be registered with The Defense Logistics Agency Commercial and Government Entity (CAGE) found on website http://www.dlis.dla.mil/cage_welcome.asp. Hotel Contractor must supply government event coordinator the hotel's CAGE number. 8. Hotel needs to provide free (no cost) parking for entire event weekend for ALL attendees, staff, and participates associated with the Yellow Ribbon Program. 9. Hotel needs to have at least two (2) overflow hotels with.80 miles of property and be able to coordinate with said hotels to allow only one final invoice. 10. Hotel CANNOT be with one (1) mile of any casino establishment. III. Additional Information Contracting Office Address: USPFO for Louisiana, 420 F Street Camp Beauregard, Pineville, LA, 71405 Point of Contact(s): Mrs. Cindy Goulart (318) 290-7297 CPT Rebekah Andersen (318) 290-5389
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/NGB/DAHA16/W912NR-13-R-0008/listing.html)
- Place of Performance
- Address: USPFO for Louisiana 495 3rd Street, Camp Beauregard Pineville LA
- Zip Code: 71360
- Record
- SN02997196-W 20130301/130227234438-bac147ad84cb15311a12ce6014fd4f0c (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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