U.S. Dept. Of HUD, Ofc. of Procurement & Contracts, Admin. Support Div. (ARCA), 451 7th St., Sw, Rm. 5266, Washington, DC 20410-3000

99 -- HOTEL ACCOMMODATIONS AND CONFERENCE FACILITIES SOL HACF DUE 082300 POC Catherine B. Pinkney, Purchasing Agent (202) 708-0614 EXT. 7125 WEB: click here to download the solicitation from the HUD, http://www.hud.gov/cts/ctsoprty/html. E-MAIL: Click here to contact Catherine B. Pinkney, Catherine_B._Pinkney@hud.gov. The Department of Housing and Urban Development (HUD) has a requirement for hotel accommodations and meeting space in accordance with the following Statement of Work for its' Staffing 2000 Orientation.". this is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 Solicitation "HACF" is issued as a Request for Quotations (RFQ). This announcement constitutes the on solicitaiton; proposals are being requested and a written solicitation will not be issued. Therefore, the following clauses apply: 52.212-1; Instructions to Offerors, 52.212.2: Evaluation-Commercial Items, 52.212-4; Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items. This acquisition is unrestricted (open to both large and small business concerns. This is a firm-fixed price acquisition. All proposals are to be hand delivered or express mailed to the following address no than 2:00pm., Eastern Standard Time (EST) on 8/23/00, to: Departmentof Housing and Urban Development, 451 7th St., SW., Room 5256, Washington, DC 20410, Attention: Catherine B. Pinkney. Staffing 2000 Orientation Logistical Requirements: One (1) three-day orientation, September 18 through 20, 2000, session involving an estimated 350 attendees with approximately 200 lodging at the contracted site. Participants will check in on Sunday, September 17, 2000 and checkout on Thursday, September 21, 2000. Bidders are to submit a price to include breakfast (4 days) for the 200 participants lodging at the facility. The orientation will run Sunday night through Wednesday. There will be one working lunch (day to be determined) for 350 attendees. The Facility is to provide cost for a reception for 350 attendees for Sunday evening, September 17, 2000. Accessibility: Facility must be in compliance with the Uniform Federal Accessibility Standards .Location: Facility must be located within a 30-minute ride via Metrorail from the L'Enfant Plaza Metrorail station, and no more than a five block walk from the nearest Metrorail station. Lodging Accommodations: Up to 200 single accommodation rooms (may change by ten (10) percent) must be available each day and the daily rate may not exceed the authorized lodging rate for the Washington, DC area. Rooms must be traditionally equipped with private bath with shower and bath tub (or combined), double size or larger beds, dresser, desk, table, chairs, telephone (touch-tone with light message, voice mail, TV (color), AM/FM clock radio, reading lamps, glasses, closet space, individually controlled heating/air conditioning and receive daily maid and linen service. Facility must have non-smoking, smoking, and handicapped accessible sleeping rooms available. Meeting Rooms: Meeting Rooms available as follows: Two (2) large meeting rooms with: 1) one accommodating estimated 350 attendees and available to HUD 24 hours per day for the duration of the event; and, 2) the second accommodating 150 attendees available only one day and the specific date to be determined prior to the event; and Eight (8) smaller breakout rooms as follows which will be needed only one day to be determined prior to the event: Two (2) breakout rooms accommodating up to 60 participants;Three (3) breakout rooms accommodating up to 40 participants; and Three (3) breakout rooms accommodating up to 30 participants. One (1) room (possibly a suite) for use as a staging area or consultations. One (1) room for use as office space to accommodate 15 people. One (1) room for use as a computer, fax, and copier room to accommodate 5 computers, 1 fax machine and 1 copier. Water station at each table in meeting rooms with refills during breaks and lunch. Morning and afternoon breaks with refreshments available, e.g., coffee and tea in the morning and sodas in the afternoon. Room dimensions to accommodate the number of participants above should facilitate various room arrangements as follows: 1) Classroom style with seating of two per table (tables 18 inches wide and 6 feet long); 2) Rounds with seating for 10 pertable (6 foot round tables); and/or 3) U-Shaped for breakout rooms. There must be no columns in the meeting rooms which would obstruct a participant's view, and there must be no mirrors in meeting rooms. Audio/Visual Support Facility must have state-of-the-art audio/visual equipment available, e.g., projectors for use with laptops in making PowerPoint presentations; sound system with lapel microphones, wireless hand-held microphones, table-top microphones, and podiums with microphones; small to large screens; and various other kinds of audio/visual equipment with staff available to service equipment throughout the orientation schedule. The specific equipment for this event will be determined later. A listing must be provided reflecting all equipment available and the daily charge for each equipment item. Meals Facility should be capable of providing three meals per day (breakfast, lunch, dinner) with the breakfast meal served to the 200 participants lodging within one hour. Meals may be served buffet style or requested by attendees based on menu selections. Facility should provide a cost for breakfast meals for four (4) days for the 200 participants lodging. Facility should provide a cost for a reception for 350 attendees on Sunday, September 17, 2000. The facility must be located within a five minute walking distance of restaurants other than its own restaurants. The meals should offer a variety of high quality foods, and the facility must be capable of providing, when requested, special dietary or religious meals. Other Requirements. There should be a Registration room on Sunday from 12:00 noon until 9 p.m. A large meeting room should be available on Sunday evening for a reception for the entire group of attendees. Evaluation Criteria Technical proposals will be evaluated on: A) Quality of Facility as indicated by, at least, a 3-Star/Diamond rating by the American Automobile Association (AAA) or comparable entity that rates hotels, etc.; B) Ability to Meet Quantitative Requirements, e.g., lodging accommodations, meeting rooms, etc.; C)Accessibility; and D) location in relation to the HUD Headquarters Building/L'Enfant Plaza Metrorail Station. On-Site visits may be conducted as part of the overall evaluation process.Meeting Rooms/Other Rooms: 1 meeting room to accommodate 350 people @ $_________ per day X 3 days 1 meeting room to accommodate 150 people @ $_________ for 1 day 8 breakout rooms @ $______ each for 1 day/1 staging/consultation room @ $_______ per day for 4 days/1 office room @ $_______ per day for 4 days 1 room for computers, copier, fax @ $_______ per day for 4 days Sleeping Accommodations: 200 rms @ $________ per night for 4 nights Breakfast: 200 people @ $________ for 4 days/1 Working Lunch for 350 people @ $___________/Reception for 350 people @ $___________ NOTE; THE COST PROPOSAL WILL BE CONSIDERED SECONDARY TO THE EVALUATION CRITERIA. SHOULD ALL FACTORS BE EQUAL, COST WILL BE THE DECIDIING FACTOR. Posted 08/08/00 (W-SN483763). (0221)

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