MODIFICATION
R -- Accommodations for 2007 National HIV Prevention Conference
- Notice Date
- 12/22/2005
- Notice Type
- Modification
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Health and Human Services, Center for Disease Control and Prevention, Procurement and Grants Office (Atlanta), 2920 Brandywine Road, Room 3000, Atlanta, GA, 30341-4146
- ZIP Code
- 30341-4146
- Solicitation Number
- 200-2006-15281
- Response Due
- 1/13/2006
- Archive Date
- 1/28/2006
- Point of Contact
- Jerry Outley, Contract Specialist, Phone 770-488-2718, Fax 770-488-2777, - Charles Elder, Contract Specialist, Phone 4044981907, Fax 4044981920,
- E-Mail Address
-
jmo4@cdc.gov, cfe4@cdc.gov
- Description
- REVISED POC NUMBERS ARE AS FOLLOWS: JERRY OUTLEY - 404-639-6053 CHARLES ELDER - 404-639-5391 Title of Project: Accommodations for 2007 National HIV Prevention Conference C.1 Background and Need The purpose of the proposed procurement is to secure adequate meeting space for the 2007 National HIV Prevention Conference, which is scheduled to be held July 29 ? August 1, 2007. The proposed procurement is to provide for conference/meeting space and accommodations for the 2007 National HIV Prevention Conference (NHPC) being held in Atlanta July 29 ? August 1, 2007. The National HIV Prevention Conference occurs every other year, on odd years. The four-day event typically draws 3,000 to 3,500 attendees. If the venue lacks appropriate space, success of the conference is compromised. The proposed procurement to secure the meeting space is to be issued at no charge to CDC FY06 funds. However, if cancellation should occur in FY07, funds will need to be obligated. C.2 Project Objective The purpose of the proposed procurement is to secure adequate meeting space for the 2007 National HIV Prevention Conference, which is scheduled to be held July 29 ? August 1, 2007. C.3 Scope of Work The hotel/conference facility must be capable of providing the meeting space and services listed below: Unobstructed viewing, single theatre/venue space with seating capacity to accommodate up to 3,500 attendees and conference presenters. Space for 16 concurrent sessions, theater style with seating capacity for 80-600 attendees Separate exhibit area to house 60-100 exhibitors each with space of 10ft x 10ft, in addition to 300 poster presentations Executive conference room for media (capable of housing 10 laptops with Internet connectivity, photo copier, fax, printer and three telephones) Executive conference room for press conferences (housing a stage with backdrop, theatre seating capacity of 20-40, and AV equipment) Executive conference room for Volunteer Coordination Office (housing two computers, one printer, with seating for at least 20 and standing room for 50 at any given time) Small meeting room to house Scholarship Coordination Office (houses red core locking mechanism for thousands of dollars dispersed as per diem with City of Atlanta Police, Hotel security, and two Scholarship coordinators) Accommodations/Lounge for 20-25 Persons Living With AIDS (houses light food and beverage, a full size refrigerator for medications, a bathroom, chairs, sofas, and at least two cots for rest) Continuing Education (CE) Room (must house a minimum of 15 computers with Internet connectivity to run the CE online process throughout the conference and administration of the process by two CE coordinators) Conference Office/Evaluation Coordination Room (houses 50-60 boxes of evaluations to be coordinated with volunteers, a computer with Internet connectivity, printer and photo copier for any needed onsite changes, desk, large conference table, 50 chairs, refrigerator, and bathroom. This room will be used as the site for coordination of evaluation staff as well as a place for all conference staff to meet at all hours of the day and evening). Sleeping rooms for conference attendees ? minimum 1,000 rooms at prevailing U.S. Government per diem rates. C.4 Technical Requirements The tasks expected of the meeting facility contractor are as outlined in C.3 above. The magnitude and complexity of the conference are considerable, but inasmuch as the hotel essentially is providing the meeting space and pertinent services, there are no realistic ?technical requirements? per se. C.5 Reporting Schedule Because of current high demand for meeting space in Atlanta (due in large part to Hurrican Katrina), it is necessary to formally contract for this meeting space over 18 months in advance of the actual conference. Once the procurement with the hotel has been finalized, no further contractual or reporting requirements are expected. C.6 Special Considerations The hotel cancellation provision and attrition issues are a special consideration. As has been the case with the four preceding conference, the hotel offers the meeting space at no cost. This is predicated on the assurance of 80% of the sleeping rooms being picked up and CDC not canceling the meeting. However, in the event CDC is required to cancel the conference, in FY07, CDC will be liable for reasonable cancellation and attrition charges. Approximately three nights are designated as peak nights: July 29th, July 30th and July 31st. The non-peak nights would be July 27th, 28th, and August 1st. C.7 Government Furnished Property Approximately 20 pieces of CDC Audio-Visual equipment, 20 laptops, and 20 lazer pointers will be brought to the conference. C.8 References ? No applicable references. Deliverables ? Contracted space listed above at the dates specified.
- Place of Performance
- Address: Atlanta, GA
- Country: USA
- Country: USA
- Record
- SN00956787-W 20051224/051222211851 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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