Department of Defense, OSD/WHS, Real Estate and Facilities Directorate, Facilities Contract Office, Room 5A523 Pentagon, Washington, DC 20301-1155

X -- LEASE OR RENTAL OF FACILITIES, PROVIDE RENTAL OF HOTEL AND CONFERENCE FACILITIES SOL MDA946-99R0575 DUE 080699 POC Contract Specialist, Sheila Joseph (703) 695-8988, Donna R. Truesdel, Contracting Officer E-MAIL: you may contact the contract specialist via email, sjoseph@osd.pentagon.mil. Desc: (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; price quotations are being requested and a written solicitation will not be issued. (ii) For the purpose of this acquisition the solicitation number is MDA946-99-R-0575, this is a request for quotation. (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-13, dated 7/2/99. (iv) This procurement is unrestricted open to both small and large business concerns. The small business industrial classification for this type of service is 7011 with annual receipts of $5 million. (v) Provide a quote for the following contract line item numbers(CLIN) as follows: CLIN 0001 provide 438 sleeping rooms during the period Monday April 24, 2000 through Saturday April 29, 2000 as specified initem (vi) (e) below. CLIN 0002 provide Conference Facilities to include Breakout rooms, General Session Rooms, Social Rooms and Administrative Rooms, as specified under part (vi) (f). (vi) Description of Requirement: Provide lodging and conference facilities in the Washington DC area in support of the Defense Advisory Committee on Women in the Services (DACOWITS), annual spring conference, scheduled for April 24-30 2000. 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, room service and 24-hour fax capability. d. If checkout time is prior to 2:00 p.m., late checkout (2:00 p.m.) 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 per diem rates. Monday, April 24, 2000, 36 rooms, Tuesday April 25, 2000 42 rooms, Wednesday, April 26, 2000 90 rooms, Thursday April 27, 2000 90 rooms, Friday April 28, 2000 90 rooms, Saturday April 29, 2000 90 rooms. f. Hotel must be able to support administrative/ general session/breakout rooms as follows. (Requirements are representative only, based on previous conferences. 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). Beverages 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 Working 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: a. Operations Centers: Two operations centers 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 24, 2000 through 8:00 p.m. Sunday, April 30, 2000. Minimum size 600 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 tables, 2 phone 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. (2) Operations Center II: Room must be continually available from 8:00 a.m. Monday, April 24, 2000 through 8:00 p.m. Sunday, April 30, 2000. Minimum size 400 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 the italicized items are not being contracted for with this document. b. Registration Space. Registration space, in the main lobby or other central, highly visible, easily accessible area, must be available 3:00 p.m. -- 6:00 p.m. Monday, April 24, 2000, 7:00 a.m. -- 5:00 p.m. Tuesday, April 25, 2000, and again 8:00 a.m. -- 5:30 p.m., Wednesday, April 26, 2000. Space must accommodate three; 6-foot skirted tables and a military exhibit (approximatelytwo table lengths) with electrical outlet for computer use. c. Orientation/Training Room. Room to accommodate an orientation/training session for 25 people from 7:30 a.m. -- 7:00 p.m. Tuesday, April 25, 2000, and again on Wednesday, from 8:00 a.m. to 7:00 PM on April 26, 2000. Room to be set classroom style with podium and microphone (amplification capability). Note that the italicized items are not being contracted for with this document. d. No-host Get Acquainted Social Room. Room to accommodate an introductory social event for approximately 100 conference participants, including heavy hors d'oeuvres or light buffet style meal and a cash bar, 7:00 p.m. -- 10:00 p.m., Wednesday, April 26, 2000. Note that the italicized items are not being contracted for with this document. Meeting Room. Room to accommodate approximately 50 people theater style on Wednesday, April 26, 2000 from 4:30 p.m. -- 6:30 p.m. 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 eight or buffet from 7:00 a.m. to 8:30 a.m., Thursday, April 27, 2000, and again at 7:00 a.m. to 8:00 a.m., Friday, April 28, 2000 but for 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 italicized items are not being contracted for with this document. These rooms can be the same rooms as designated for Subcommittee breakout rooms. General Session Room for Opening Session, General Session, 8:30 a.m. -- 12 noon, Thursday, April 27, 2000, Briefings on Saturday 9:30 a.m. -- 11:45 a.m., and finally for Closing General Session, 8:00 a.m. -- 12 noon, Sunday, April 30, 2000. Room must be available to military staff personnel by 6:00 a.m., Thursday, April 27, 2000, and Sunday, April 30, 2000, (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 have a skirted, raised dais with sufficient room for 4 chairs (padded, with arms), a table for the panel discussion during the General Session, a podium (with water shelf; or a separate water table), and high quality sound system with wireless microphone. 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 (or comparably large) screen, and/or a 35mm slide projector with 12-foot (or comparably large) screen. Note that italicized items are not being contracted for with this document. h. Official Luncheon Room for sit-down luncheon service for 200 conference participants, 12 noon -- 1:30 p.m., Thursday, April 27, 2000. 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 9:00 a.m. (for place-card placement, etc.) Note that italicized items are not being contracted for with this document. i. Subcommittee Working Session Rooms. Three rooms required for Subcommittee Working Sessions (Quality of Life Subcommittee; Forces Development & Utilization Subcommittee; and Equality Management Subcommittee), 5:00 PM. to 7:00 PM, Wednesday, April 26, 2000; 1:00 p.m., Thursday, April 27, 2000 -- through 7:00 PM, Saturday, April 29, 2000. Minimum size room 900 square feet each. 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 seating for 40 additional conference participants. Conference table must have sound system capability (built in, or pre-positioned). In addition, each 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 italicized items are not being contracted for with this document. j. No-host Working Luncheon Room for sit-down luncheon service for 200 conference participants, 11:45 a.m. -- 1:30 p.m., Friday, April 28, 2000. 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 italicized items are not being contracted for with this document. k. Official Reception Space and Dinner Room for formal (black-tie), sit-down dinner services for up to 300 conference participants. Reception space should be separate from, but immediately adjacent to, Dinner Room. Reception space is required 7:00 p.m. -- 8:00 p.m. Friday, April 28, 2000. Reception space should accommodate a cash bar and a group of 4-8 instrumentalists. Dinner room is required 8:00 p.m. -- 11:00 p.m., Friday, April 28, 2000. 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 (preferably) or 10. Numerical table markers will be required. Room must be available to military staff personnel, with places laid down, by 5:00 p.m. (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 proximate 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.) Note: that italicized items are not being contracted for with this document. Executive Committee Rules and Procedures Room. Room available from 5:00 p.m. to 7:00 p.m. on Wednesday, April 26, 2000, 4:00-6:00 PM on Friday, April 28, 2000, and again from 1:00 p.m. -- 3:00 p.m. on Saturday, April 29, 2000. 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 tables for secretaries with laptop computers/printers. Room must accommodate in-room beverage service set-up. It is the responsibility of the supporting service to provide the audio-visual and computer equipment and personnel as specified. DACOWITS will provide a rooming list for sleeping rooms bydate agreed upon with hotel. A pre-conference meeting will be conducted between the DACOWITS military staff and the hotel staff NLT 24 hours prior to the start of the conference. (viii) FAR clause 52.212-1, Instructions to Offerors -- Commercial applies to this acquisition. (ix) FAR clause 52.212-2, Evaluation -- Commercial Items is not included. 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 is 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 offer received. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the government. (x) Offers are required to provide a completed copy of the provision at 52.212-3,Offerors Representations and Certifications-Commercial Items with their offer. (xi) FAR clause 52.212-4, Contract terms and Conditions-Commercial Items applies to this acquisition. (xii) FAR clause 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders -- Commercial Items applies to this Acquisition. Applicable Clauses: FAR 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.225-19, and 52.222-41, 52.222.42, 52.222-44 (xvi) Offers are due: July 29, 1999, Time: 1400 hours, Place DOD/OSD/WHS, Real Estate and facilities Contracts Office, 1155 Defense, Pentagon, Room 5A523, Washington, DC 20301-1155. (xvii) Point of Contact: Sheila Joseph, (703) 695-5185, (fax) 703.693-6807. Posted 07/27/99 (W-SN359468). (0208)

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