MODIFICATION
G -- 6th U.S. - China Transportation Forum in Chicago
- Notice Date
- 5/2/2013
- Notice Type
- Modification/Amendment
- NAICS
- 561599
— All Other Travel Arrangement and Reservation Services
- Contracting Office
- Department of Transportation, Office of the Secretary of Tranportation (OST) Procurement Operations, OST Acquisition Services Division, 1200 New Jersey Ave, Washington, District of Columbia, 20590
- ZIP Code
- 20590
- Solicitation Number
- DTOS59-13-R-00304
- Archive Date
- 4/18/2014
- Point of Contact
- James H Mowery III, Phone: 202-366-4959
- E-Mail Address
-
james.mowery@dot.gov
(james.mowery@dot.gov)
- Small Business Set-Aside
- N/A
- Description
- This is Amendment No. 2 to the COMBINED COMMERCIAL-SERVICES SOLICITATION AND PRE-SOLICITATION NOTICE No. DTOS59-13-R-00304 previously published in FedBizOpps. This Amendment No. 2 extends the response-deadline to 11:59 PM Central Daylight Time May 8th, 2013. All interested parties, please e-mail an initial expression of interest and a Statement of Qualifications to james.mowery@dot.gov and to Ronale.hoes@dot.gov by 11:59 PM Central Daylight Time May 8, 2013. All interested parties, please e-mail an initial expression of interest and a Statement of Qualifications to james.mowery@dot.gov and to Ronale.hoes@dot.gov by 11:59 PM Central Daylight Time May 8 th, 2013. This commercial-services Solicitation is for a Chicago hotel to provide sleeping-rooms, conference space and audio visual support services in downtown Chicago, Illinois, and to thereby serve as host hotel for the U. S. Department of Transportation's (USDOT) 6th U.S. - China Transportation Forum (TF) to be held from October 28 th through October 30 th, 2013. The host hotel will need to provide: 200 sleeping-rooms (guest-rooms) over a four-day period; a main conference room big enough to accommodate up to 300 people (configured classroom style) over a three-day period; one conference room to accommodate up to 300 people (configured rounds style) over a three day period; two conference rooms, each of which can accommodate up to 10 people (configured boardroom style) over a three-day period; two break-out conference rooms, each of which can accommodate up to 150 people (configured theatre style) over a two-day period; three break-out conference rooms, each of which can accommodate up to 75 people (configured theatre style) over a three-day period and audio-visual services in the main conference-room and in each of the break-out conference rooms over a three day period. This year's Transportation Forum (hosted by USDOT) will take place in conjunction with two other events: the Yangtze Mississippi Rivers Forum and Sino-American Logistics Conference and Exhibition (hosted by the American Society of Transportation and Logistics, Inc. - ASTL), and will begin on Monday, October 28, 2013 with General Sessions, Working Group Workshops, site visits/technical tours; followed by a Welcome Reception the evening of Tuesday, October 29. The following day will begin with the TF Opening Session, Lunch Buffet and Dinner Banquet. In preparation for these events, USDOT is charged with coordinating efforts, such as securing a venue capable of accommodating participants attending both the TF and ASTL events including, reserving conference space, and blocking hotel guestrooms for the conference attendees. USDOT, however, will not be responsible for paying for the guest rooms or catering services wherever food and beverage services are needed. Instead, each participant will be responsible for making their own guestroom reservations and paying for the expenses. We do, however, request the government per diem rate for U.S. and Chinese government officials only, which will be 80 guest rooms out of the total 200 guest rooms requested. DOT is not authorized to pay for food and beverage (F&B) needs directly and will rely on sponsorship support. Therefore, F&B contracts will be procured separately. It is anticipated that USDOT's Contracting Officer and the hotel selected by USDOT to host the Forum would both sign: (a) contract for USDOT's rental of the hotel's conference rooms and the hotel's audio-visual services; and (b) a Letter of Intent, pledging that USDOT's cognizant personnel will encourage USDOT's Forum-attendees to book their hotel guest rooms (sleeping-rooms) at the selected hotel. Although USDOT has included parameters for both the TF and the events organized by ASTL, USDOT will not be responsible for the use of conference rooms and audio visual services used by ASTL. USDOT will only cover the cost of the conference meeting rooms and audio visual support associated with the TF. Representatives from ASTL will work directly with the selected hotel to make separate arrangements. USDOT's detailed parameters and government requirements for the TF are as follows: Hotel must be located in the downtown Chicago area Capacity to accommodate a block of 200 guestrooms (sleeping-rooms) over a four day period Guestrooms for U.S. and Chinese Government must be provided at or below the Government Per Diem rate (total of 80 guest rooms) Handicap accessible Complimentary business center (24 hour access) Complimentary internet (Wi-Fi) Complimentary breakfast Free/Reduced parking for attendees Safe drive-way or pull-up area for bus loading/off-loading (transportation for site visits) Ample conference space/meeting rooms for the following USDOT needs: •1) Control Room (8 people) over a three day period •2) Foyer Area for coffee breaks over a three day period •3) Registration Area with two skirted tables over a three day period •4) Foyer Area or Conference Space for Welcome Reception (up to 300 people configured rounds style) on Tuesday, Oct 29 th with podium and microphone •5) Boardroom (10 people) on Wednesday, October 30 th •6) General Forum Ballroom with skirted head table for six (up to 300 people classroom style) on Wednesday, October 30 th with the following audio-visual needs: § Podium/Microphone § Four (4) Table-top Microphones § Back drape (black) § Raiser w/ stairs § Blue Up-lights § International Flags (US & China) •7) One (1) Ballroom to accommodate Luncheon and Dinner Banquet (up to 300 people each event rounds style) on Wednesday, October 30 th •8) Five (5) Break-out Conference Rooms (as specified above) over the course of three days Other Audio-Visual Support Needs: § Computer System and high volume multi-color printer § PowerPoint Screen & Projector Because of the need for a hotel whose accommodations are commensurate with the international importance of the TF, it is unlikely that the hotel ultimately selected by USDOT would have a rating any lower than four stars; and, in fact, a five-star hotel would be desirable. The U.S. Department of Transportation, Office of the Assistant Secretary for Aviation and International Affairs, Office of International Transportation and Trade, hereby asks all interested Chicago hotels to make themselves known by e-mailing an initial expression of interest and a Statement of Qualifications to james.mowery@dot.gov and to Ronale.hoes@dot.gov not later than 11:59 PM Central Daylight Time April 25 th, 2013. It is not necessary that any such initial expression of interest contain a firm price-quotation, but an estimated price-range for the use of conference rooms and audio-visual support would certainly be helpful. USDOT will review each such initial expression of interest and will determine whether or not the hotel which submitted it is fully qualified and capable of hosting the 6 th U.S. - China Transportation Forum at the high level of quality indispensable to USDOT. USDOT reserves the right to then negotiate precise pricing-terms and other terms with either: (a) the one hotel which DOT determines is best qualified to host the Forum; or (b) the set of hotels which DOT's Contracting Officer determines are within the competitive range with respect to qualifications to host the TF. The TF is a by-product of the U.S. - China Strategic and Economic Dialogue (S&ED) with the first TF initiated in 2008. Today, the TF serves as the key private-public forum for the advancement of high-level, multi-modal transportation issues of concern to both countries through collaborative dialogue between government officials and industry experts representatives from both the U.S. and China. Through the TF, U.S. and Chinese counterparts work to develop productive, proactive, and mutually beneficial solutions to common transportation challenges. The annual high-level meeting also serves as the mechanism to review the progress achieved by the TF Working Groups: 1) Disaster Assistance and Coordination; 2) Urban Congestion; 3) Hazardous Materials; 4) New Technologies in Transport (Rail); and 5) the Ports and Inland Waterways Initiative. The U.S. delegation will be led by U.S. Deputy Secretary of Transportation and the Chinese delegation will be led by the Ministry of Transport at the Vice Minister level. Other participants will include USG officials from USDOT, U.S. Trade and Development Agency, and the Departments of State and Commerce. It should be noted that no Procurement Request (PR), to fund this Forum, has yet been provided to USDOT's Contracting Officer; but it is anticipated that such a PR will be provided to the Contracting Officer in the near future. Any hotel located in downtown Chicago, Illinois which believes that it can meet all of the government's requirements and parameters in providing hotel accommodations, conference space and audio visual service to serve as host hotel for the October 28-30, 2013 6th U.S. - China Transportation Forum described above, and at the very HIGH level of QUALITY which is indispensable to USDOT, may, not later than 11:59 PM Central Time on May 8 th, 2013, e-mail, to ronale.hoes@dot.gov and james.mowery@dot.gov an initial expression of interest and a Statement of Qualifications attempting to prove the submitter's capabilities.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOT/TASC/TASCASD/DTOS59-13-R-00304/listing.html)
- Record
- SN03051844-W 20130504/130502235321-ec4725d94ac4e484ccd502f5779c9f68 (fbodaily.com)
- Source
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