SOLICITATION NOTICE
V -- 2007 & 2008 Commander's National Conference
- Notice Date
- 6/1/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Air Force, Air Education and Training Command, Maxwell AFB Contracting Squadron, 50 LeMay Plaza South Bldg 804, Maxwell AFB, AL, 36112-6334, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- F2XJA27150A001
- Response Due
- 6/14/2007
- Archive Date
- 6/29/2007
- Description
- This is a combined synopsis/solicitation for commercial items in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; a written solicitation will not be issued. Solicitation number F2XJA27150A001 is being issued as a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-03, AFAC 2005-0209, AETC FAR Sup NOV 2002 Defense Federal Acquisition Regulation Supplement and Defense Federal Acquisition Regulation Supplement, Defense Change Notice (DCN) number 20050422. It is the contractor?s responsibility to be familiar with the applicable clauses and provisions. This acquisition is being solicited on an unrestricted basis; the North American Industry Classification System (NAICS) code is 721110 with a size standard of $6M. The 2007 plus 2008 (option year) AFROTC Field Training Officer (FTO) Conference will be held in Atlanta, Georgia, from 27 October 2007 to 3 November 2007 & 25 October 2008 to 1 November 2008. The following accommodations and services are required by HQ AFROTC, Maxwell AFB AL: A hotel within a 7-mile/and or 15 minute radius of Hartsfield-Jackson International Airport, Atlanta, Georgia; reservations for 180 rooms; and other services as described in the Statement of Work (SOW). Note: Conference attendees will confirm reservation using a personal or government credit card. Upon check-in, attendees will arrange payment for their own room and potential incidental charges. Nightly rates need to be included in bid, but overall cost of rooms shall not be included in total cost since each attendee will be paying this expense individually. A Statement of Work and Pricing Schedule are attached. Failure to provide firm-fixed pricing for all line items required may result in removal of the proposal from further consideration. Clauses and provisions may be accessed via the Internet, http://farsite.hill.af.mil or http://arnet.far.gov. The following clauses and provisions are incorporated by reference and are to remain in full force in any resultant purchase order. FAR 52.212-1, Instruction to Offerors Commercial Items (Jan 2005) applies to this acquisition. Offerors shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certification Commercial Items (March 2005). The government will award a purchase order resulting from this solicitation to the responsible offeror whose proposal, conforming to the solicitation, is most advantageous to the Government. The following factors shall be used to evaluate offers: pricing and technical acceptability (required accommodations, services, etc.). In determining the best value, the government will consider the following: the number and variety of on-site food & beverage options (restaurants, sports bars, room service, etc.), quality and extent of on-site fitness facilities (cardio-vascular equipment, weight equipment, pool, sauna, etc), layout and spaciousness of the facility (east of layout, size of hallways, acoustics in ballroom, etc) and number of elevators available to attendees to facilitate personal needs. Offerors are reminded that hotel industry standard ?comps? such as extra/free rooms, free beverages and/or meals are not allowable for any Government employees who will be working with the hotel. These types of actions are in violation of procurement integrity rules and will be investigated. The contractor must be registered in the Central Contractor Registration (CCR) (http://www.ccr.gov) database as well as the Wide Area Work Flow (WAWF) (https://wawf.eb.mil / 866-618-5988) database. Award will be made to a single source. The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Oct 2003) is incorporated into this RFP. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes on Executive Order-Commercial Items (Jan 2005) is applicable. The following FAR clauses under paragraph (b) are applicable: 52.222-21, Prohibition of Segregated Facilities; 52.222-3, Convict Labor; 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 52.222-26, Equal Opportunity; 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; 52.222-36, Affirmative Action for Workers with Disabilities; 52.225-13, Restriction on Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration; 52.204-7, Central Contractor Registration; 52.247-64, Preference for Privately Owned U.S. Flag Commercial Vessels. DFARS clause 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisition or Commercial Items (Jun 2004) is applicable. The following FAR and DFARS clauses under paragraph (a) and (b) are applicable: 252.225-7000, Buy American Act and Balance of Payments Program; 252.232-7003, Electronic Submission of Payment Requests; 252.204-7004 Alt A, Required Central Contractor Registration Alternate A; Maxwell 114, Required Posters are also applicable. The Defense Priorities Allocations System rating is C9E. REQUEST ALL PROPOSAL REACH THIS OFFICE NLT 3:00 PM EST on 15 June 2007. Proposals shall be mailed to 42d Contracting Squadron, Acquisition Flight B-1, Building 804, Maxwell AFB AL 36112-6334, ATTN: Emary Head, or emailed to emary.head@maxwell.af.mil. Offers must meet all instructions set forth in this combined synopsis/solicitation. Reference the solicitation number F2XJA2715A001 on the proposal. Please email or fax questions to Emary Head, emary.head@maxwell.af.mil or (fax) 334-953-3543. -STATEMENT OF WORK ? Accommodations 1.2. Registration. Registration shall be held Sunday, 28 October 2007, at 10:00AM. The hotel shall arrange 3 each ?L-shaped? tables, 4 each tables, 1 each waste basket, clean buntings (not used since cleaning), access to a power source. The registration area must be located within unobstructed, visual sight of the hotel front desk. 1.3. Registration. Registration shall be held Sunday, 26 October 2008, at 10:00AM. The hotel shall arrange 3 each ?L-shaped? tables, 4 each tables, 1 each waste basket, clean buntings (not used since cleaning), access to a power source. The registration area must be located within unobstructed, visual sight of the hotel front desk. 1.4. Attendees will be directed to contact the hotel to confirm reservation by 21 September 2007. 1.5. Attendees will be directed to contact the hotel to confirm reservation by 19 September 2008. 1.5.1. Conference attendees will confirm reservation using a personal or government credit card. Upon check-in, attendees will arrange payment for their own room and potential incidental charges. Nightly rates need to be included in bid, but overall cost of rooms does not since each attendee will be paying this expense individually. 1.5.2. Hotels shall provide HQ AFROTC/RRF with list of confirmed conference attendees upon request. 1.5.3. Room reservations not claimed by conference attendees after 12 October 2007 as well as after 10 October 2008, will be released to other hotel guests. Attendees who contact after that date will be subject to room availability, charged normal military rate for their room and not subject to reimbursement. 2.0. Meals 2.1. Luncheon. The hotel shall provide a luncheon on Wednesday, 31 October 2007 Wednesday 29 October 2008 from 11:00AM until 1300PM, with seating for the 195 conference attendees. 2.1.1. Menu. Menu choices for the lunch meal shall consist of: (1) red meat, (2) white meat/fish and (3) vegetarian option. 2.2. Formal Dinner. The hotel shall provide a dinner on Thursday, 1 November 2007 at 7:30PM as well as on Thursday 30 October 2008, with seating for all 200 conference attendees. 2.2.1. Menu. Menu choices for the dinner meal shall consist of the following: 2.2.1.1. Appetizer choices may be substituted or be of equal value consisting of: (1) shrimp cocktail, (2) onion soup, or (3) house salad with choice of dressing. 2.2.1.2. Main course choices shall consists of: (1) red meat, (2) white meat/fish and (3) low sodium vegetarian. All main courses shall be served with vegetable(s), dinner rolls and dessert. 3.0. Main Conference Room, Refreshment Breaks, Command Post, Breakouts, and A/V Setup 3.1. Main Conference Room. The hotel shall have a main conference room set up no later than Sunday, 28 October 2007, at 6:00PM as well as 26 October 2008. The conference room shall be available for use all day Sunday through Thursday, 28 October through 2 November 2007 as well as 26 ? 30 October 2008. 3.1.1. The following AV support shall be included in the main conference room: 2 each ? 1800 lumen LCD projectors, 2 each ? 6? x 8? screens, 2 each ? speakers mounted on poles, 4 each UHF wireless microphones (2 lavaliere and 2 hand held), 1 each ? podium microphone, 1 each ? 27? VGA monitor (screen facing the briefer). 3.1.2. Standard meeting sets. The hotel shall provide 1 standard meeting set (pens and paper) for each of the 195 conference attendees. 3.1.3. Podium. The hotel shall provide a standing podium on a riser with an additional rise connected. Two (2) additional risers for the projection screens shall also be provided. 3.1.4. Water. The hotel shall provide water rounds at the aisles. 3.2. Refreshment Breaks. Refreshments shall be provided by the hotel two times each day ? one in the morning and one in the afternoon, Monday through Friday (29 October through 2 November 2007 and 27 ? 31 October 2008). The morning snack shall consist of breakfast type beverages and food items to accommodate all attendees. These items shall be fully stocked from 0800 hrs until 1130 hrs. The afternoon snack shall consist of coffee and other assorted beverages and snacks to accommodate all attendees. These refreshments will remain throughout each time period (1300 ? 1700) and changed out to accommodate the morning and afternoon time periods 3.3. Breakouts. The hotel shall set up classroom seating for 195 conference attendees in appropriate unit arrangements (4 distinct groups of 40 seats each, plus 10 seats front and centrally located) each morning, Monday through Friday, 29 October through 2 November 2007 and from 27 ? 31 October 2008. The main conference room may be used to support breakouts if air walls are available to open/close in order to create four separate rooms. One each multi-level easel shall be included in each of the four separate rooms. 3.3.1. The following AV support shall be included in each of the 4 breakout rooms: 1 each ? 1800 lumen LCD projector, and 1 each ? 6? x 8? screen. 3.3.2. The hotel shall provide 5 each multi-level easels ? 1 for each of the 4 breakout rooms and 1 for the Command Post. 3.4. Command Post. A command post and a separate computer room shall be set up by Sunday, 28 October 2007, at 6:00PM, through Friday, 2 November 2007, at 5:00PM. The hotel shall set up the command post area as described to include AV support: 4 each - tables along back wall, 4 each - tables along front wall, (a coffee station shall be in nearby room), 1 each ? separate table on perpendicular wall, clean buntings (not used since cleaning), 14 each ? chairs. One each ? multi-level easel shall be provided. Hotel will provide similar set-up on the following dates and times from: 26 ? 31 October 2008. 3.4.1. The following AV support shall be provided by the hotel and set up in the command post: 4 each ? DSL/Cable Internet active access points, 4 each ? laptop computers (Pentium4 with Microsoft Office to include Word, Excel, PowerPoint, Outlook and Explorer) connected to internet points and working, 1 each ? multi-functional color printer, 3 each ? telephones lines with 3 telephones, 1 each ? fax line and 1 fax/copier machine. 3.5. Computer room. A separate computer room will be set-up by Sunday 27 October 2007, at 6:00PM through 5:00PM Friday 2 November, 2007. A separate computer room will be set-up by Sunday 25 October 2007, at 6:00PM through 12:00PM Friday 31 October 2008. 3.5.1 The following AV support shall be provided by the hotel and set up in the computer room: 10 each ? DSL/Cable Internet active access points, 10 each ? laptop computers (Pentium4 with Microsoft Office to include Word, Excel, PowerPoint, Outlook and Explorer) connected to internet points and working, 1 each ? printer, 3 each ? telephones lines with 3 telephones, 1 each ? fax line and 1 fax/copier machine. 4.0 Available Services 4.1. Internet Link. The hotel shall provide an Internet link to HQ AFROTC no later than 11 August 2007 for attendees to register on-line that can be posted on the HQ AFROTC website. 4.1.1. The hotel staff shall provide HQ AFROTC/DOT with an updated registration listing at the following intervals: 30 days, 15 days, and daily the 7 days leading up to the first day of the conference. 4.1.1.2. On Sunday, 28 October 2007 as well as on Sunday, 26 October 2008, a listing of all conference attendees that have checked in at the top of the hour starting at 1000AM until all attendees have checked in and been assigned room numbers. 4.2. Restaurant. The hotel shall have a minimum of one on-site restaurant that serves at least three (3) meals (breakfast, lunch and dinner) daily. The hotel will ensure an ?all-inclusive? rate, to include food, drink, taxes, and tip, for lunch is available only to conference attendees. 4.3. Fitness facility. The hotel shall have an on-site fitness facility. The fitness facility shall be free with 24-hour access for the 200 conference attendees. 4.4. Shuttle service. The hotel shall be within a 15 minute or 10-mile radius of the Hartsfield-Jackson International Airport, Atlanta, Georgia, and provide free shuttle service from and to the airport for all conference attendees until all have arrived and/or departed. 4.5. Calls. The hotel shall provide free local calls for all conference attendees. 4.6. Parking. The hotel shall reserve a minimum of 15 free parking spaces from 28 October through 2 November 2007 and 25 October through 1 November 2008 for conference attendees. 4.7. Internet Service. The hotel shall provide free Internet usage in all attendees? rooms. 5.0. Personal Charges 5.1. Each conference member will be expected to pay for their own room and incidentals. Majority of attendees will provide hotel with a government travel card (Visa) upon check-in. 5.2. Hotel must notify conference attendees the costs associated with all incidental room charges that may occur, such as room service, mini-bar, long-distance charges, movies, etc. ? two on-site restaurants that services lunch and dinner daily. one on-site restaurant that serves breakfast meals daily. ? free on-site fitness center with 24-hour access ? free shuttle service to and from airport ? free local calls ? free parking spaces and shall reserve a minimum of 15 free parking spaces from 28 October through 2 November 2007 and 25 October through 1 November 2008 for conference attendees/staff. The offeror shall address each item listed above as to availability and provide a detailed explanation of conformance to the Statement of Work. In determining the best value offer, in addition to price, the government will consider: the number and variety of on-site food & beverage (restaurants, sports bars, room service, etc.), quality and extent of fitness facilities (cardiovascular equipment, weight equipment, pool, sauna, etc.), layout and spaciousness of the facility (ease of layout, size of hallways, acoustics in ballroom, etc.), and number of elevators available.
- Place of Performance
- Address: Atlanta, Georgia
- Zip Code: 30337
- Country: UNITED STATES
- Zip Code: 30337
- Record
- SN01308444-W 20070603/070604105454 (fbodaily.com)
- Source
-
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