Department of Defense, OSD/WHS, Real Estate and Facilities Directorate, Support Service Division, Procurement Branch, Room 3C345 Pentagon, Washington, DC 20301-1155

X -- PROVIDE RENTAL OF HOTEL AND CONFERENCE FACILITIES SOL MDA94698Q0465 DUE 062298 POC Alisa Seawright, Contract Specialist, Donna Truesdel, Contracting Officer 703.695-4905 (i) This is a combined synopsis/solicitation for commercial services 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; quoters are being requested and a written solicitation will not be issued. (ii) The solicitation document and incorparated provisions and clauses are those in effect through Federal Acquisition Circular Vol 60, No. 180., dated 9/18/95. (iii) Provide lodging and conference facilities in Washington, DC in support of the Defense Advisory Committee on Women in the Services (DACOWITS), annual spring conference, scheduled for April 19 -25, 1999. REQUIREMENTS: a. Hotel is preferred to be within a 15-mile radius of an International airport. b. Hotel must be able to provide transportation, if required, for individual conference participants to and from respective airports. c. hotel must have concierge services and personal services to include overnight laundry/dry-cleaning/shoe shine, 24-hour room service and 24 hour fax capability. d. If check-out time is prior to 2:00 pm, late check-out (2:00 pm) must be available. e. Hotel must be able to support a rooming requirement as follows. All rooms must be non-smoking, single accommodation rooms with full size to king size beds. All rooms must be available at Government perdiem rates. Monday, April 19, 1999 36 rooms, tuesday, April 20, 1999, 42 rooms, Wednesday, April 21, 1999, 90 rooms, Thursday, April 22, 1999, 90 rooms, Friday, April 23, 1999, 90 rooms, Saturday, April 24, 1999, 90 rooms. f. Hotel must be able to support administrative/general session/breakout rooms as follows. (REQUIREMENTS ARE REPRESENTATIVE ONLY, BASED ON PREVIOUS CONFERENCE. SPECIFIC TIMES/DATES/USAGE REQUIREMENTS WILL BE MODIFIED PRIOR TO THE BEGINNING OF THE CONFERENCE. DUE TO THE EVOLUTIONARY NATURE OF THE MILITARY WOMEN'S ISSUES THAT ARE THE FOCUS OF THE CONFERENCE, EXACT REQUIREMENTS CANNOT BE DETERMINED AT THIS TIME) Bevages and food must be allowed in all administrative/general session/breakout rooms. As conference participants may work all night, all breakout rooms must be available for use on a 24-hour basis. For breakout rooms designated for "Subcommittee Working Sessions," permanent assignments must be made; for example, the same room must be reserved for Quality of Life Subcommittee Working Sessions Friday and Saturday. Additionally, rooms designated for Subcommittee Wording Sessions must be convenient to each other, preferably on the same floor (ideally,adjacent), and must be convenient to the room designated for the Operations Center, preferably on the same floor. An easel will be required for placement outside of each function space. 2. CONFERENCE/BANQUET FACILITIES: Operations Centers: Two operations center must be located conveniently to Subcommittee Working Session rooms. (1) Operations Center I: Room must be continually available from 8:00 a.m. Monday, April 19, 1999, through 8:00 pm Sunday, April 25, 1999. Minimum size 6000 square feet.Room should have a small (hotel room size) refrigerator. Structural, engineering and electrical capacity must be able to accommodate 2 high-speed copy machines, 6, 6 foot conference table, 2 phon lines (one for voice, one for fax), 4 personal computer monitors, 2 laser printers, 1 fax machine, and administrative supplies storage. Note that the italicized items are not being contracted for with this document. (Alternate dates Monday, April 26, to Sunday May 2, 1999) 2. Operations Center II: Room must be continually available from 8:00 am Monday, April 19, 1999 through 8:00 pm Sunday, April 25, 1999. minimum size 4000 square feet. room should have a small (hotel room size) refrigerator. Structural, engineering and electrical capacity must be able to accommodate 2, 6-foot conference tables, 1 phone line, 4 personal computer monitors, 1 laser printer, and administrative supplies storage. Note that bracket items are not being contracted with this document. (Alternate dates Monday, April 26, 1999 to Sunday, May 2,1999). b. REGISTRATION SPACE: Registration space, in the main lobby or other central, highly visible, easily accessible area, must be available 3:00 pm -- 6:00 pm. Monday, April 19, 1999, 7:00am -- 5:00pm. tuesday, april 20, 1999, and again 8:00am -- 5:30 pm, wednesday, April 21, 1999. Space must accommodate three, 6-foot skirted tables. (alternate dates April 26-28, 1999). c. Orientation/Training Room. Room to accommodate an orientation/training session for 25 people from 7:30am -- 5:00pm April 20, 1999, and again from 8:00 am to 12 noon on April 21, 1999. room to be set classroom style with podium and [microphone (amplification capability]. Note that the bracket items are not being contracted for with this document (Alternate dates Monday, April 26, to Turesay, April 27, 1999). d. No-host Get Acquainted Social Room -- Room to accommodate and introductory social event for approximately 100 conference participants, including [heavy hors d'oeuvres or light buffet style meal and a cash bar, 7:00pm -- 10:00pm] Wednesday, April 21, 1999. Note that the bracket items are not being contracted for with this document. (Alternate dates Wednesday, April 28, 1999). e. Meeting Room. Room to accommodate approximately 50 people theater style on Wednesday, April 21, 1999 from 4:30pm -- 6:30pm (Alternate dates Wednesday, April 28, 1999). f. No host Working Breakfast Rooms for [sit-down breakfast service] for 40 to 50 conference participants in each subcommittee room set up in rounds of eitht or buffet from 7:00 am to 9:00 am, Thursday, April 22, 1999, and again at 7:00am to 8:00am Friday, April 23, 1999 but for only 16 participants. Rooms for Thursday breakfast must accommodate seating in 3 groups of 20 to 30 conference participants each. Rooms must have a podium (with water shelf; or a separate water table) and [sound system]. Note that the bracket items are not being contracted for with this document. These rooms can be the same rooms as designated for Subcommittee breakout rooms. (Alternate dates are Thursday, April 29, and Friday, April 30, 1999). g. General Session Room for opening Session, General Session, 9:00am 12noon, thursday, April 22, 1999, Briefings on Thursday, 2:00 pm -3:30 pm and Saturday 9:30am -- 11:45 am and finally for Closing General Session, 8:00am -- 12 noon, Sunday, April 25, 1999. Room must be available to military staff personnel 6:00am, Thursday, April 22, 1999, and Sunday, April 25, 1999, (for program placement, Color guard practice, etc.). Room must have as a minimum, 12-foot ceilings (to accommodate Colors). Room must accommodate theater-style seating for 200 persons. Room must accommodate 2, 6-foot skirted tables for use as press tables and 2, 6-foot skirted tables for [beverage service]. Room must have for the General Session a table in place at the front of the room for panel discussion and six chairs. Room must be able to accommodate a [variety of audiovisual equipment to include a VCR and large screen monitor, an overhead projector and 12-foot (comparably large) screen, and/or a 35mm slide projector with 12-foot (or comparably large) screen. Note that the bracket items are not being contracted for with this document. h. Official Luncheon Room for [sit-down luncheon service] for 240 conference participants, 12noon -- 1:30pm Thursday, April 22, 1999. Seating at rounds of 8 (preferably) or 10. Numerical table markers will be required. Room must have a podium (with water shelf; or separate water table) and [sound system]. Room must be available to military staff personnel, with places laid down, by 9:00am (for place-card placement, etc.) Note that the bracket items are not being contracted for with this document. i. Subcommittee Working Session Rooms. 3 rooms required for Subcommittee Working Sessions (Quality of Life Subcommittee; Forces Development & Utilization Subcommittee; and Equality Management Subcommittee), 1:00pm Thursday, April 22, 1999 -- through 7:00pm, Saturday, April 24, 1999. Each room 900 square feet minimum. rooms must be convenient to the Operations Center and to each other. Each room must be able to accommodate conference table seating for 28 conference participants with perimeter for 40 additional conference participants. Conference table must have[sound system] capability (built in, or pre-positioned). In addition, eac room must be able to accommodate 2, 6-foot skirted tables with 4 chairs, accessible to sufficient power for [2 lap-top computers]. Each room must have a podium (with water shelf; or separate water table) and [sound system]. Each room must be able to accommodate a variety of[audio-visual equipment, to include VCR with monitor, overhead projector with screen, and/or 35mm slide projector with screen]. Note that the bracket items are not being contracted for with this document. j. No-host Working Luncheon Room for [sit-down luncheon service] for 90 to 150 conference participants, 11:45am -- 1:30pm, Friday, April 23, 1999. room must accommodate seating in rounds of 8 (preferably or 10). Room must have a podium (with water shelf; or a separate water table) and [sound system]. Note that the bracket items are not being contracted for with this document. k. Official Reception Space and Dinner Room for formal (black-tie), [sit-down dinner service] for up to 300-350 conference participants. Reception space should be separate from, but immediately adjacent to, Dinner Room. Reception space is required 7:00pm -- 8:00pm. Friday, April 23, 1999. Reception space should accommodate a [cash bar] and a group of 4-8[instrumentalists]. Dinner room is required 8:00 pm -- 11:00 p.m. Friday, April 23, 1999. room must be able to be secured until a call to dinner is sounded; chimes or a bell will be required for the call to dinner. Seating in rounds of 8 (prefereably or 10. Numerical table markers will be required. Room must be available to military staff personnel, with places laid down, by 5:00pm (for color Guard practice, place-card placement, etc.). Room must have a podium (with water shelf; or a separate water table) and [sound system]. Room must have 1 skirted 6- or 8-foot table reasonably approximate to the podium (to pre-position award certificates). Room must be able to accommodate an [upright piano] and a raised dais for entertainment, sufficient for a 30-[voice vocal or 10-20-piece instrumental group] Room must have, as a minimum, 12-foot ceilings (to accommodate Color Guard) Not: that bracket items are not being contracted for with this document. l. Committee Review Room. Room available in classroom setting which accommodates 200 personnel from 9:00am until 12:00 am on Saturday, April 24, 1999. Podium with [microphone and amplification] with skirted table(s) at head of the room with 8 chairs facing the classroom setup. m. Executive Committee Rules and Procedures Rooms: Room available from 6:00 pm to 7:30pm on Wednesday, April 21, 1999, 4:00 -- 6:00pm on Friday, April 23, 1999, and again from 1:00 pm -- 3:00 pm on Saturday, April 24, 1999. conference table style seating for 12 conference participants. Conference table must have [sound system capability] built-in or pre-positioned). Room must accommodate an [overhead projector] with side table for transparencies, and screen. Room must accommodate three, 4-foot table for secretaries with lap-top computers/printers. Room must accommodate in-room beverage service set-up. Control Procedures: A pre-conference meeting will be conducted between the DACOWITS military staff and the hotel staff NLT 24 hour prior to the start of the conference. Inspection and Acceptance Requirements: Each facility will be inspected by a member of the DACOWITS staff prior to the awarding of the contract to ensure the facilities meets the space and service requirements as well as a high standard of appearance, cleanlinesss, and efficient, friendly service. Requirest the DACOWITS office be given an opportunity to evaluate any proposals submitted in reference to this contract. (iv) FAR CLAUSE 52.212-1, Instructions to Offerors-Commercial applies to this acquisition. (v) FAR Clause 52.212-2, Evaluation -- Commercial Items is notincluded. The Government intends to evaluate quotes and award a contract without discussions. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all quotes if such action is in the public interest; accept other than the lowest quote; and waive informalities and minor irregularities in offers received. (vi) Offerors are required to provide a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items with their proposal. (vii) FAR Clause 52.212-4, Contract Terms and Conditions- Commercial Items applies to this acquisition. (viii) FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. Applicable Clauses: FAR 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.225-19, 52.222-41, 52.222.42, 52.222-44 (ix) Offers are due: June 22, 1998, Time: 1400 hours Place: Support Services Division, room 3C345, Pentagon Building, Washington, DC 20301-1155. Point of Contact: Alisa Seawright, 703.695-4905, (fax) 703.693-6807. (0161)

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