Department of Defense Education Activity, Hqs, Procurement Div, 4040 N. Fairfax Drive, 4th Floor, Arlington, VA 22203

X -- CONFERENCE FACILITIES IN PHOENIX, AZ FROM 9 JULY THROUGH 4 AUGUST 2000 SOL MDA410-00-R-0005 DUE 051700 POC Ms. Melissa Phillips, 703-696-3844 x1414 E-MAIL: Melissa Phillips, contract specialist, mphillip@hq.odedodea.edu. This is a combined solicitation/synopsis for meeting facilities to hold several conferences in Phoenix, Arizona. The conferences constitute four separate groups of people and training requirements for the time period of July 9 through August 4, 2000. This announcement constitutes the only solicitation for this requirement. Written proposals are being requested and a written solicitation will not be issued. The solicitation number is MDA410-00-R-0005. The solicitation is being issued as a Request for Proposal (RFP). The Government intends to award one purchase order for the services; this is not a multiple award. Although it will not be included in this purchase order, the contractor must be able to offer conference participants rooms at the Federal Government Per Diem rate. The contractor must be within a fifteen-mile circumference of the airport. All other requirements are as follows: 1.0 July 9, 2000, the contractor shall provide a Meeting Room/Area for No Host Reception (6:30 p.m.) and Orientation Meeting for 80 people, at 6 person table rounds. 2.0 July 10 -- 14, 2000, the contractor shall provide one General Meeting Room with table rounds (80 persons total, 6 persons per table round). 3.0 July 10 -- 14, 2000, the contractor shall provide two break-out rooms each for 30 persons each with table rounds with 6 persons per table. 4.0 July 9 -- August 4, 2000, the contractor shall provide an administrative office/storage area available for office functions and storage. Use of the business center with copying and faxing facilities is essential and must be available during this timeframe. 5.0 July 10 -- 14, Breakfast meals for 80 persons. 6.0 July 10 -- 14, Audio Visual Requirements: Two flip charts with paper and markers in each room (total of 8), Overhead projector and 6' screen (total of 3) each day, TV Monitor and VCR (total of 2) each day, Microphones (2 wired) each day. 7.0 July 16, Meeting Room/Area for No Host Reception (6:30 p.m.) and Orientation Meeting (7:00-8:30 p.m.) for 100 persons. 8.0 July 17 -- 21, One General Meeting Room with table rounds (100 persons total, 6 persons per table round). This general meeting room MUST be available for 24 hours. 9.0 July 17 -- 21, Four break-out rooms at each for up 30 persons; table rounds with 6 persons per table. 10.0 July 17 -- 21, Breakfast meals for 100 persons. 11.0 July 17 -- 21, Audio Visual Requirements: 2 Flip charts with paper/markers in each room (10 total) each day, Overhead projector and 6' screen (3 total) each day, TV Monitor and VCR (2 total) each day, Microphones (2 wired) each day. 12.0 July 20, Dinner for 100 persons. 13.0 July 20 (evening dinner) AV Requirements: Microphone-Lectern and hand held microphone (total of two). 14.0 July 23, Meeting Room/Area for No Host Reception (6:30 p.m.) and Orientation Meeting (7:00-8:30 p.m.), Space for 30 persons. 15.0 July 24 -- 28, One General Meeting Room with table rounds (30 persons total, 6 persons per table round) This general meeting room must be available for 24 hours. 16.0 July 24 -- 28, One break-out room for up 30 persons, table rounds with 6 persons per table. 17.0 July 24 -- 28, Breakfast meals for 30 persons. 18.0 July 24 -- 28: Audio Visual Requirements: Two flip charts with paper for each room (6 total) each day, Overhead projector and 6' screen (3 total) each day, TV Monitor and VCR each day. 19.0 July 30, Meeting Room/Area for No Host Reception (6:30 p.m.) and Orientation Meeting (7:00-8:30 p.m.), Space for 42 persons. 20.0 July 31 -- August 4, One General Meeting Room with table rounds (42 persons total, 6 persons per table round). This general meeting room must be available for 24 hours. 21.0 July 31 -- August 4, One break-out room for over 42 persons, table rounds with 6 persons per table. 22.0 July 31 -- August 4, Breakfast meals for 42 persons 23.0 July 31 -- August 4, Audio Visual Requirements: Four flip charts with paper/markers for each room (8 total), Overhead projector and 6' screen each day, TV Monitor and VCR each day. Additionally, a public space must to be available with two rectangular tables for registration on July 9, July 16, July 23, and July 30, 2000 from 6 p.m. -- 8:30 p.m. near the No Host Reception area. The contractor will appoint a "point of contact" to attend to any/all problems which may arise and provide said name and telephone number to the Project Manager, not later than one week prior to the beginning of the contracted services. DESCRIPTIVE LITERATURE FOR EVALUATION PURPOSES- Offerors shall provide (1) preprinted literature or brochures for their facility and (2) a cost proposal addressing each requirement (1.0 -- 23.0) and priced accordingly. EVALUATION- The government will award a contract to the offeror that provides the greatest overall benefit in response to this synopsis/solicitation including price and other factors -- this is a best value procurement. The SIC for this acquisition is 7011. This acquisition has NOT been designated as a Small or Small and Disadvantaged Business set-aside, but note that FAR clauses 52.219-8 and 52.222-26 are included by reference. All offerors must be preregistered with DoD, if they are not already registered with the Central Contractor Registry they may do so at http://www.ccr2000.com. Offerors are to include a completed copy of the provisions at 52.212-3-Offeror Representations and Certifications-Commercial Items with their bid. The following clauses also apply: 52.212-1 Instructions to Offeror-Commercial Items, 52.212-2 Evaluation-Commercial Items, 52.212-4 Contract Terms and Conditions-Commercial Items, 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items including clauses checked 52.203-6, Restrictions on Subcontractor Sales to the Government, with Alternate I (41 U.S.C. 253g and 10 U.S.C. 2402), 52.222-21, Prohibition of Segregated Facilities (Feb 1999), 52.222-26, Equal Opportunity (E.O. 11246), 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era (38 U.S.C. 4212), 52.222-36, Affirmative Action for Workers with Disabilities (29 U.S.C. 793), 52.232-33, Payment by Electronic Funds Transfer -- Central Contractor Registration (31 U.S.C. 3332), 52.217-9 Option to Extend the Term of the Contract (Nov 1999). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-11. The clauses are incorporated by reference, with the same force and effect as if they were given in full text. Clauses can be viewed in full text at the following Internet Addresses: http://www.ARNET.gov and http://www.GSA.gov/FAR. Quotes are being solicited on an unrestricted basis. The due date for submission of proposals is 17 May 2000 at 4:00 PM EST to DoD Education Activity, Procurement Division, Attn: Melissa Phillips, 4040 N. Fairfax Dr., Arlington, VA 22203-1635. Award is anticipated by 25 May 2000. All requests for information regarding this solicitation are to be directed to Melissa Phillips, Contract Specialist at MPHILLIP@hq.odedodea.edu. Technical and/or administrative questions must be received no later than five (5) business days after publication of this notice and may be tele-faxed to (703) 696-4871, or mailed to the address for submission of proposals shown above. In order to prepare the offeror's mailing list as well as distribution of possible amendments to the solicitation, please fax your company's name, address, telephone and fax numbers, and point of contact as soon as possible. Failure to do so will preclude DoDEA from the responsibility of providing you with possible amendments or other required information. It is the vendor's responsibility to make sure that the named DoDEA representative has received all faxed and/or E-mail information. Offerors are responsible to comply with this notice and any amendments thereto. Posted 05/03/00 (W-SN450866). (0124)

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