V -- HOTEL STAGING REQUIREMENT

Notice Date

December 29, 2000

Contracting Office

Peace Corps, Office of Planning Budget and Finance, Office of Contracts, 1111 20th Street, N.W., Room 4413, Washington, DC, 20526

ZIP Code

20526

Solicitation Number

PCORPS-QWB-Hotel

Response Due

January 10, 2001

Point of Contact

Jean Lamb, Procurement Technician, Phone (202) 692-1626, Fax (202) 692-1621, Email jlamb@peacecorps.gov

E-Mail Address

Jean Lamb (jlamb@peacecorps.gov)

Description

The Peace Corps is conducting market research for the attached Hotel Staging Requirement. Sources are sought to provide this service to Peace Corps Volunteers and Members. Please review the requirement thoroughly and submit questions to me at (202) 692-1625, or e mail qblanchard@peacecorps.gov. Your response is required not later than 10 Jan 2001. Again, this is a draft requirement for market research. Thank you in advance for your support and expeditious response. Quentin W. Blanchard Contract Specialist BACKGROUND: Currently, more than 7,000 Peace Corps volunteers are serving in 77 countries. Peace Corps Volunteers are recruited by eleven regional recruiting offices throughout the U.S. Volunteers are grouped into _classes_ of 10 _ 40+ volunteers based on the country of assignment. These groups of future volunteers are brought together for a one or two day orientation (or staging) immediately before departure overseas. In FY 2000, Peace Corps launched more than 3900 Volunteers to their posts overseas. One hundred and sixteen stagings were conducted in eighteen hotels and conference facilities in six cities. Currently Peace Corps contracts separately with five or six different hotels in each departure city. OBJECTIVE: With a view toward cost and time savings, Peace Corps would like to contract with a single hotel group to provide services for all staging events in the following departure cities: Washington DC, Philadelphia, Miami, Chicago, San Francisco and Seattle. DELIVERABLES: Stagings are scheduled at least three (3) months in advance but changes in exact numbers of trainees can happen up until the last minute. Peace Corps will provide a schedule of staging events 90 days in advance of the events including the number of anticipated rooms required. A guest list and banquet order will be provided to the staging hotel two weeks in advance of the staging event. The final guest list will be confirmed 48 hours in advance of the staging date after which no further changes will be made. Hotels provide: (1) Guest Rooms: Trainees share rooms _ 2 or 3 to a room. Trainee groups range in size from 13 _ 84. Two _ three Peace Corps staff require single rooms. All guests must be housed in a single location. Peace Corps staff require 2 nights (3 on the west coast) and Trainees usually require one _ two nights. (2) A large conference room is required to comfortably accommodate the group for one day. Chairs set up theater style, one 6_ table, two flip charts with stands, a water table set up and two 6_ foot tables for registration. (3) The hotel is required to make a cash advance of approximately $125.00 to each trainee upon arrival. Reimbursement will be made based on the departure invoice to be paid by U.S. government VISA purchase card. During FY00, 76 percent of the stagings were held in Washington, DC, Miami and Philadelphia for a total of 2,223 room nights. The remaining 24% of staging events were held in Chicago, San Francisco and Seattle (647 room nights). Training groups range in size from 13 to 84. The average group size is 34 Trainees. The following are the number of Staging events (SE), Room nights/year (RN/Y) and average room/nights per event (ARN/E) for the 6 staging cities for FY00. Washington DC; 34SE, 837 RN/Y, 25 ARN/E: Miami; 33SE, 769 RN/Y, 23 ARN/Y: Philadelphia; 22 SE, 617 RN/Y, 28 ARN/E: Chicago; 9 SE, 249 RN/Y, 28 ARN/E: Seattle; 10 SE, 224 RN/Y, 22 ARN/E: San Francisco; 8 SE, 174 RN/Y, 22 ARN/E. For specific details regarding the dates and room-nights per event for the period October 1999 through September 2000 per city please contact __________________. REQUIRED QUALIFICATIONS OF THE CONTRACTOR: The contractor chosen to provide these services must have adequate hotel rooms in the six cities used for staging events to guarantee rooms 90 days in advance. Each staging event must be held at a single location. There must be conference facilities in the hotel to accommodate up to 84 trainees. They must be able to handle the disbursement of cash to the Trainees. DESIRED QUALIFICATIONS OF THE CONTRACTOR: Other important considerations on the location of a hotel include: 1) nearby reasonably priced restaurants convenient to the hotel (complete meal between $8-$15.00). 2) Proximity to federal clinics in Washington and Philadelphia. The clinics used in these two cities are at 200 Independence Ave. SW and 6th and Arch Street respectively. Hotels must be within a 30 minute bus ride to these clinics. Peace Corps would prefer a single corporate contact responsible for working with Peace Corps in arranging the hotel sites. In addition, billing through a single source would also be considered favorably. LEVEL OF EFFORT: The contractor will provide approximately 2,870 room nights in hotels in Washington DC, Philadelphia, Miami, Chicago, Seattle and San Francisco as needed per a prearranged schedule provided by Peace Corps 90 days in advance of the scheduled staging. A conference room must be provided in each hotel where a staging is held. Stipends ranging from $75 _ $280 must be disbursed to the Trainees. The contract will be for one year with two option years based on satisfactory contract performance. SUBMISSION REQUIREMENTS: Contractors proposals must include: a description of how they would manage this work; identification and address of each and all facilities that they would propose to use in each city; a cost proposal; and description of how billing would be handled.

Web Link

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Record

Loren Data Corp. 20010103/VSOL003.HTM (D-364 SN5098S6)