SOLICITATION NOTICE
X -- Hotel Conference Facilities, Rooms and Services for Continuing Medical Education Seminar
- Notice Date
- 8/21/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of State, Regional Procurement Support Office - Fort Lauderdale, Florida Regional Center, 4000 N. Andrews Ave., Fort Lauderdale, FL, 33309, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- S-WHARC-07-Q-0030
- Response Due
- 8/31/2007
- Archive Date
- 9/15/2007
- Description
- This is a combined synopsis/solicitation for commercial items 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; quotations are being requested by this notice alone, and a written solicitation will not be issued. This synopsis/solicitation is issued as a Request for Quotations for hotel conference facilities and related accommodations and services for a seminar to be held by the U.S. Department of State. 1.0 DESCRIPTION The U.S. Department of State, Office of Medical Services, has a requirement for the following conference space and related services for the 2008 Continuing Medical Education (CME) Seminar, to be held from February 11 through February 14, 2008, and attended by approximately 46 to 55 medical personnel from around the world. 2.0 LOCATION The hotel shall be located in the Ft. Lauderdale/Miami Florida area, within walking distance of a wide variety of restaurants, sightseeing opportunities, etc., as seminar attendees will generally not have rental cars. Hotel location and amenities will be a dominant factor in the award selection. 3.0 LODGING The contractor shall provide the following standard guest rooms, space, and services for CME Seminar attendees. The standard room rate charged by the hotel shall be at or below the Maximum Lodging Allowance specified by the U.S. Government's Travel Regulations for per diem. Current U.S. Government per diem rates can be found under Travel Resources at the following Internet address: http://www.gsa.gov 3.1. The hotel shall provide approximately 46 to 55 standard guest rooms, bed and room sizes may vary, for the period of February 10 to February 15, 2008 (approximately 6 days/five nights). Seminar participants will generally be checking in on Sunday, February 10, 2008 and checking out on Friday morning, February 15, 2008. However, the number of guest rooms required each day will vary slightly, due to participants' early/late arrivals and early/late departures. A late check out time is desirable for seminar participants that will be checking out on February 10, 2008. A final rooming list will be provided to the hotel no later than thirty (30) days prior to the seminar start date; however, participant substitutions will be permissible up to the seminar start date. Individual miscellaneous expenses (i.e., mini-bar, laundry, room service, internet fees, movies, etc.) will be the responsibility of each attendee. Individual attendees will provide their own credit cards or method of payment at check-in to cover miscellaneous expenses charged to their rooms. Approximately 70/80 percent of the cost of guest rooms will be paid by the U.S. Government (USG) under the purchase order. The remaining cost of the guest rooms will be paid by conference participants using their individual credit cards. However, whether lodging is paid for under the purchase order or by individual participants, the room rate shall be at or below the Maximum Lodging Allowance specified by the USG's Travel Regulations for per diem. The rooming list of CME Seminar participants will be annotated to identify which guest room costs are covered under the purchase order and which must be paid for by individual participants using their own credit cards. 3.2. Guest rooms shall be made available to CME Seminar attendees at the contracted room rate (at or below U.S. Government per diem) at least two days prior to the general check-in date and at least two days following the general check-out date (or from February 8 through February 17, 2008). However, attendees checking in prior to February 10 or staying later than the morning of February 15 will be responsible for payment of any additional room nights, unless the hotel is notified in advance that the Government will be covering the cost of the additional stay under the purchase order. 3.3. Quotations are to include the hotel pricing policy for extra adults and/or children sharing the same room. Any expenses for additional adults and/or children above the contracted room rate will be the responsibility of each attendee. Individual attendees will provide their own credit cards or method of payment at check-in to cover additional charges (if applicable) for extra adults and/or children. 3.4. Hotel staff shall hand out seminar welcome packages (provided by the USG) at the time the participants check-in. 4.0 CONFERENCE ROOM 4.1. General Session Conference Room: Unrestricted use of one conference room in a classroom style configuration for the period of Monday, February 11 through Thursday, February 14, 2008 (four days). The conference room shall be large enough to comfortably accommodate approximately 40 to 45 CME Seminar participants during the hours of 6:00 a.m. to 6:00 p.m. daily. A day-to-day price breakdown quote for reserving the general session conference room is requested. The General Session Conference Room is to be made available (for setup purposes only) by 8:00 p.m. (or sooner if possible) on the evening of Sunday, February 10, 2008. If this time cannot be met by the hotel, the quotation shall state the earliest time by which the room will be available for setup purposes. 4.2. Minimum Conference Room Requirements. For the entire period of the seminar, the hotel shall provide the following items for the conference room: One podium; one hand-held wireless microphone; one 8 foot projection screen (or other suitable size as may be agreed to by parties); and Internet capability. Additionally, the hotel shall provide table coverings for each table; pads of paper and pens at each participant seat, daily; along with pitchers of water with glasses and mints, to be replenished during breaks and lunch as necessary. 4.3. Internet Service for Conference Room. The quotation shall include the type(s)/speed(s) of Internet service available for the General Session Conference Room, and the daily price for each type/speed of service available. 5.0 BREAKS 5.1. Morning and Afternoon Breaks: Provide two (2) breaks (A.M. and P.M.) daily; times may vary based on seminar agenda. 5.2. A.M. breaks will be approximately one (1) hour after seminar start time daily, and will be for approximately 20 minutes: The hotel shall provide coffee, tea, water, juices, fruit, and pastries (varied daily). The A.M. break will require a separate space to accommodate approximately 40 to 45 people (sitting and standing) to allow for participants to network, at a location adjacent to the general session conference room. 5.3. P.M. breaks will be for approximately 20 minutes (times to be determined based on agenda), and will be in the conference room: The hotel shall provide coffee, tea, fruit, juices, variety of sodas (regular and diet), and light snacks (varied daily). 5.4. Coffee, tea, and water shall be made available to attendees throughout the day. 6.0 OPTIONAL REQUIREMENTS AND HOTEL SERVICES The following items shall be included in the quotation as optional items: 6.1. Lunch: The hotel shall provide appropriate dining facilities, meals, and beverages for lunch on a daily basis for approximately 40 to 55 CME Seminar attendees. Lunch shall be provided for the period of Monday, February 11 through Thursday, February 14, 2008 (four days). All meals and beverages for lunch should be provided buffet style if possible, and must be made available for one and one half hours daily between 11:00 AM to 2:00 PM (exact time each day will depend on the seminar agenda). The dining area for lunch shall be separate from the hotel public dining area/restaurant, unless sufficient space can be reserved in the dining area for the requested time period. The quotation shall include typical menus offered by the hotel for this type of lunch service. 6.2. Equipment and Other Presenter Items. In addition to the minimum equipment and items noted in sub-section 4.2 above, additional audiovisual equipment and other items may be required by seminar presenters (e.g., extension cords, projectors, screens, microphones, laptops, flipcharts, etc.). The quotation is to include a price list of all audiovisual equipment and other items/services that the hotel is able to provide, based on the needs of each presenter. The actual need for any such items will be provided to the hotel in advance of the seminar. 6.3. Internet Service for Guest Rooms. The quotation should identify if Internet access is available in guest rooms, and if it is, what type of service and the associated cost. Also, indicate whether a group rate is available for guest room Internet service. 6.4. Signage. Provide signage for the General Session Conference Room. Signage text will be provided by seminar team members prior to the seminar (such as at the pre-seminar meeting). The hotel shall provide an additional flipchart for last-minute changes to signage/instructions. Submit pricing if applicable. 6.5. Miscellaneous Hotel Services. Provide a price list for secretarial/clerical services (e.g., tent cards, name badges, copying, faxing, use of business center, etc.). Additionally, provide pricing for handling and storage of seminar materials received directly at the hotel prior to seminar. 6.6. Break-Out Rooms. Unrestricted use of two (2) self-contained break-out rooms to comfortably accommodate approximately 15-20 participants each (sitting and standing), during the hours of 6:00 a.m. and 6:00 p.m. for the four days of the seminar. The quotation should include a day-to-day price breakdown for reserving the two (2) break-out rooms for the 4 day period. The break-out room set-up should be round or square tables and chairs to accommodate 4-6 people (each table) in a banquet room set-up, with table coverings for each table. Presentation and Audiovisual requirements (if necessary) will be established no later than two weeks prior to the seminar start date. 7.0 EVALUATION OF QUOTATIONS 7.1. Quotations will be evaluated based on which hotel offers the Best Value to the USG, considering both technical factors and price. The primary technical considerations will be whether the rooms, services, and equipment meet the stated requirements and are suitable for the intended purpose of the seminar. This includes hotel location and amenities, which will be a dominant factor in award selection as stated in Section 2.0. Generally, technical considerations will be slightly more important overall than price. However, if technical considerations are determined to be similar (not significantly distinguishable), then price will have greater significance in award selection. Total Price will be determined by computing the aggregate sum of all line item prices, including the prices for optional services (see Section 6.0). 7.2. Site Visit. As part of the technical evaluation, the USG reserves the right to conduct a site visit at each of the hotels that submits a quotation. If a site visit is conducted, it will consist of one or more USG representatives meeting with the appropriate hotel staff, in order to evaluate the hotel in terms of meeting the seminar requirements. The hotel shall provide a presentation by the sales manager and/or other appropriate staff to demonstrate the ability of the hotel to meet the stated requirements. 8.0 PRE-SEMINAR ACTIVITIES 8.1. After the purchase order is awarded, the USG will provide the hotel with the following items at least two weeks in advance of the conference: Room set-up schematics; equipment requirements (see 6.2); and time schedules/daily agendas. 8.2. Pre-Seminar Meeting. Prior to the conference, the USG will schedule a pre-seminar meeting to be held at the hotel (anticipated to be held the Thursday or Friday prior to the seminar). Any last minute changes (if applicable) will be addressed during the meeting. 9.0 CANCELLATION The Government reserves the right to a no-cost cancellation of this purchase order in the event/occurrence of unforeseen unusual circumstances, including, but not limited to natural disasters, that make holding the seminar impractical/impossible. 10.0 PRICING AND PAYMENT The hotel shall provide in the quotation firm fixed prices for each of the items required above, or state "no charge" if the hotel is providing an item gratis. Prices shall include (and indicate) all fees, services, set up, and tear down. The invoice is not to include any extra charges (i.e., charges not specifically covered by the purchase order). This purchase order will be a firm-fixed-price, requirements type (see 13.2 below). All prices shall be in U.S. dollars, and payments will be made to the Contractor in U.S. dollars within thirty (30) calendar days after receipt of an approved invoice. 11.0 QUOTATIONS 11.1. Quotations Must Include the Following: A. PRICE: Price quotation for the services listed above. Include separate prices for conference room, guest rooms, etc., so that all charges are clearly stated, clearly broken down by numbers, and clearly identifiable. The price quotation should include the following separately priced items: Required Rooms, Equipment, and Services: 1. Guest Rooms: Daily cost per room based on the approximate number of participants and time period ( see 3.1 and 3.2). 2. Additional room charges (if applicable) for extra adults and/or children (see 3.3). 3. General Session Conference Room: Price per day and total price for 4 days (see 4.1. and 4.2.). 4. Internet Service for General Session Conference Room: Price per day and total price for 4 days (see 4.3.). 5. Morning Breaks: Price per day and total price for 4 days (see 5.2). 6. Afternoon Breaks: Price per day and total price for 4 days (see 5.3). 7. Coffee, tea, and water available throughout day (see 5.4). Optional Items and Services: 8. Lunch: Price per day and total price for 4 days (see 6.1). 9. Price List for Equipment and Other Presenter Items (see 6.2). 10. Internet Service for Guest Rooms: Standard hotel prices/offerings, and any group or other discounts if applicable (see 6.3.). 11. Signage (see 6.4). 12. Price list for Miscellaneous Hotel Services (see 6.5). 13. Break-out Rooms. Price per day for two rooms and total price for 4 days (see 6.6). Quotation shall clearly identify any and all fees, services, set up/tear down costs, etc. B. DESCRIPTION: Description of the facility being proposed and how it meets or surpasses the requirements stated above, point by point, including room diagrams; hotel brochures may be submitted. C. REFERENCES: Names and points of contacts of other Government or commercial customers for whom the quoter has performed this or similar work for in the past two (2) years. Information from reference checks may be used in determining the technical acceptability of the quoter's past performance. D. DUNS AND CCR: DUNS number and statement that the quoter has registered in CCR; see below. E. CERTIFICATIONS: Completed certifications (FAR 52.212-3); see below. 11.2. CCR: In order to receive an award, you must be registered in the Central Contractor Registration database at www.ccr.gov. All responsible sources may submit a quotation which shall be considered by the Department of State. 12.0 REQUEST FOR QUOTATIONS (RFQ) This solicitation number S-WHARC-07-Q-0030 is issued as an RFQ under Subpart 12.6 of the Federal Acquisition Regulation (FAR). This is a solicitation document incorporating FAR clauses and provisions that are in effect through Federal Acquisition Circular 2005-18. 13.0 SOLICITATION CLAUSES/PROVISIONS 13.1. FAR Clauses/Provisions: The clause at FAR 52.212-1, Instructions to Offerors--Commercial Items (SEP 2006), applies to this acquisition. The provision at FAR 52.212-3, Offeror Representations and Certifications--Commercial Items (dated NOV 2006) applies to this acquisition. A completed, signed copy of this provision shall be submitted with any quotation, or a statement that the required certifications have been completed on the ORCA web site. The clause at FAR 52.212-4, Contract Terms and Conditions--Commercial Items (dated FEB 2007) applies to this acquisition. The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (dated JUN 2007) applies to this acquisition. Under paragraph b, the following clauses are incorporated: 52.222-3, Convict Labor (JUN 2003); 52.222-21, Prohibition of Segregated Facilities (FEB 1999); 52.222-26, Equal Opportunity (MAR 2007); 52.222-36, Affirmative Action for Workers with Disabilities (JUN 1998); 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2006); and 52.232-33, Payment by Electronic Funds Transfer--Central Contractor Registration (OCT 2003). The following FAR Provision and FAR Clause, provided in full text, are applicable to Section 6.0 (Optional Requirements and Hotel Services), as priced in sub-section 11.1., item A, numbers 8 through 13: FAR Provision 52.217-5 Evaluation of Options (JUL 1990): Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). FAR Clause 52.217-7 Option for Increased Quantity--Separately Priced Line Item (MAR 1989): The Government may require the delivery of the numbered line item, identified in the Schedule as an option item, in the quantity and at the price stated in the Schedule. The Contracting Officer may exercise the option by written notice to the Contractor within the period following award of the purchase order, provided that the written notice is provided at least seven calendar days prior to the scheduled start date of the seminar. Delivery of added items shall continue at the same rate that like items are called for under the contract, unless the parties otherwise agree. 13.2. Prices. All prices shall be quoted as firm fixed prices, with the following exception for CMES participant guest rooms: The daily room rate per guest room shall be quoted as a fixed price. However, the actual number of guest rooms will be reserved on a requirements basis, depending on the actual number of seminar participants (see 3.1. and 3.2.). The following clauses, incorporated into the solicitation by reference, are applicable to Section 3.0 (Lodging): FAR 52.216-18 Ordering (OCT 1995), with fill-in: (a) from the award date of the purchase order through any date up to 14 days prior to the scheduled start date of the seminar. FAR 52.216-19 Order Limitations (OCT 1995), with fill-ins: (a) of less than forty (40) guest rooms; (b)(1) sixty (60) guest rooms; (b)(2) sixty (60) guest rooms; (b)(3) within the effective period of the purchase order; (d) within two (2) calendar days. FAR 52.216-21 Requirements (OCT 1995), with fill-in: after a period of two (2) calendar days following the final day of the seminar. 13.3. Notice: This is an unrestricted acquisition using commercial item procedures in FAR Part 12. The applicable NAICS code is 721110, size standard is $6.5 million. 14.0 DEADLINE QUOTATIONS ARE DUE by 4:00 p.m., August 31, 2007, local (Fort Lauderdale, Florida, U.S.) time, via e-mail, fax, or mail. Identify your quotation as a response to solicitation number S-WHARC-07-Q-0030. Mail to Robert Lindquist, Contracting Officer, U.S. Department of State, RPSO Florida, 4000 N. Andrews Ave., Ft. Lauderdale, FL 33309; fax to 954-630-1165; or e-mail to: lindquistra@state.gov. E-mail is preferred. CAUTION: Complete quotations must be received at the location stated above by the required due date and time. Late quotations will be handled in accordance with FAR 52.212-1, paragraph (f).
- Place of Performance
- Address: Ft. Lauderdale/Miami Area, Florida
- Zip Code: 33309
- Country: UNITED STATES
- Zip Code: 33309
- Record
- SN01379396-W 20070823/070822065324 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |