X -- CONFERENCE SERVICES

Notice Date

July 19, 2001

Contracting Office

USPFO for Washington, Attn: Contracting Office, Bldg 32, Camp Murray, Tacoma, WA 98430-5170

ZIP Code

98430-5170

Solicitation Number

DAHA45-01-Q-0021

Response Due

August 1, 2001

Point of Contact

Denise Sheppard 253-512-8970

E-Mail Address

click here to contact the Purchasing Agent via e-mail. (Denise.Sheppard@wa.ngb.army.mil)

Description

Denise Sheppard. Purchasing Agent, Phone (253) 512-8970, Fax (253) 512-8009, Email Denise.Sheppard@wa.ngb.army.mil. This is a Request for quotation for commercial items. This is a combined synopsis/solicitation for commercial items in accordance with the format in the Federal Acquisition Regulation (FAR) 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a solicitation package will not be issued. Solicitation Number DAHA45-01-Q-0021 is issued as a request for quotation, is a 100% small business set-aside and incorporates provisions and clauses in effect through Federal Acquisition Circular 97-26. The associated NAIC is 721110 and the business size standard is $5.M. This will be an all or none firm-fixed price contract. The Washington Army National Guard is hosting a conference during the period of 16-18 November 2001. This event is estimated to require 40 rooms per night, all single-occupancy rooms, for the 16th and 17th of November 2001. Contractors must be able to meet the required lodging and meeting space to accommodate the conference participants. The participants shall be required to make the reservations with facility chosen. The participants are Federal employees and shall pay the cost quoted in this Request for Quotation for their individual rooms and individual meals with their Federal Government issued travel credit card. The Government shall not be responsible for payment of their individual cost. The contractor agrees to block the rooms required for each night, as shown above, for this conference until 10 (ten) calendar days prior to the event. Individual room reservations shall be made by the each individual not later than 10 (ten) calendar days prior to the start of the conference. Any blocked rooms not reserved by the cut-off period established shall be freed for the contractor's use. The contractor may continue to accept room reservations at the established government rate after the cut-off period if desired. Individuals are responsible for making all reservations for their individual rooms directly with the hotel. The guests will pay personal expenses (telephone calls, room service, etc.) themselves. If civilian personnel, not Federal Employees, choose to stay in lodging, any additional costs will be paid for by the civilian or by the Federal employee who is hosting the civilian. The government will not pay for any costs rendered by civilian personnel. Quotes will only be accepted from facilities large enough to accommodate all lodging and functions pertaining to the conference. The conference facility and lodging must be housed in the same facility. The Contractor's facility must be located in the Tacoma/Lacey area and within 10-15 miles of Camp Murray. Contractor shall provide a general session meeting room on the days of 16 18 November 2001. This meeting room must accommodate 45 individuals. The general session room must be isolated from the general public. Contractor shall provide two other separate meeting rooms on the morning of 17 November 2001, starting at 7:00 a.m. These rooms shall accommodate 15 individuals. Contractor shall provide one other separate meeting room on the morning of 18 November 2001, starting at 7:00 a.m. This room shall accommodate 20 individuals. All rooms shall be set-up with tables and chairs for participants. The general session meeting room shall be set up classroom style, with tables and chairs in rows. The general session meeting room shall also have a water/coffee/cup set-up on a large table in the back of the room and shall be maintained throughout the conference. The meeting room must be made available to the Government the day prior to the event so that the Government may set-up equipment as needed. Equipment The meeting room should include electrical outlets and computer receptacles; phone lines for Internet access and a phone; Audio-Visual equipment to include an overhead projector and screen; lectern with reading light and cordless microphone. Food The Contractor shall provide an AM coffee break with coffee (caffeinated and decaffeinated) and bagels/donuts/muffins for 40 attendees on the mornings of 16 -- 17 November 2001, by 10 a.m. The Contractor shall provide a sandwich/fruit/dessert lunch with drinks in the general meeting room on 16 17 November 2001 by 11:30 a.m. for 40 attendees. The Contractor shall provide an afternoon snack break with coffee (caffeinated and decaffeinated) and fruit/vegetables/chips/cookies for 40 attendees on the afternoon of the 16 17 November 2001, by 3 p.m. Contractor shall indicate with their quote the cost for the meeting rooms and the break. The Contractor must be able to provide lodging for all attendees, on-site snacks and lunch, 3 meeting rooms, one for the 16th, three for the 17th, and two for the 18th as described above, and a reception area for the evening of the 16th. Contractor must provide a separate reception area for 50 people or more from 6 p.m. to 9 p.m. Separation from other guests is a key factor. We want a stand up reception with appetizers and a no-host bar. The Contractor needs to provide an appetizer reception for the attendees. Contractor must indicate the cost of both the reception area and the hors d'oeuvres, to include tip & gratuity, and any additional expenses. The reception will be paid for by the attendants and not at the Government's expense. Menus for this reception must be included in the Contractor's proposal. The facility shall have a parking facility. Contractor must indicate cost of parking per vehicle or state if it is included with the room cost. Furthermore, in regards to parking, contractor must state whether or not there is an additional charge if vehicles must leave and return. We are estimating 40 vehicles at the conference. The Washington Army National Guard shall be provided an opportunity to inspect the facility prior to award. The conference facility and lodging must comply with the Hotel/Motel Fire Safety Act of 1990, 15 U.S. C. 2201 (PL 101-391) and must comply with the Americans with Disabilities Act, 42 U.S.C. Section 12101 et. seq. (ADA). The facility must have one of the following quality ratings: First class or higher per the Official Hotel Guide; Three crowns or higher per the OAG Business Travel Planner; or Three diamonds or higher per AAA. All prices provided shall be fixed and shall be broken-down to reflect: the price per room per night; the fees for use of the 3 meeting rooms; daily coffee/refreshment breaks; reception area & appetizers; and any other applicable charges. Contractor must also indicate any of the requested services that will be waived (such as the meeting rooms). Up to 43 rooms must be priced at the Government's rate and specified as such. Interested parties should submit as a part of their quotation _ 1) informational literature on the facility and the services offered; 2) confirmation of its overall quality rating; 3) past performance information; and 4) price. Evaluation of quotations the Washington Army National Guard will use the following factors to evaluate quotations: Technical Capability -- facility quality rating, its proximity to Camp Murray, WA, and its ability to accommodate the conference requirements during the required time frame; Past Performance -- How well the facility performed in accommodating conferences of a similar size, its commitment to customer service based on its reputation for demonstrating concern for its customers; and Price -- The total price for the conference. The Washington Army National Guard intends to make an award on a best-value basis. Offerors must also submit with their quotation, in accordance with FAR 52.212-3, a signed Offeror Representations and Certifications -- Commercial Items. This certification can be downloaded from www.arnet.gov/far at Part 52. FAR clause 52.212-4, Contract Terms and Conditions -- Commercial Items. FAR Clause 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration, and DFARS Clause 252.204-7004, Required Central Contractor Registration apply to this acquisition. Additionally, the following FAR provisions are applicable: 52.212-1, Instructions to Offerors _ Commercial; 52.212 -2, Evaluation _ Commercial Items; 52.212-4, Contract Terms and Conditions _ Commercial Items; and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders _ Commercial Items. Any amendments to this solicitation will be provided to all contractors expressing an interest for this acquisition. Quotations are due at the following address by 3:00PM, local time, on Aug 1, 2001. Mail/Delivery to USPFO-PC, Building #32, Camp Murray, Tacoma, WA 98430. Faxed and/or e-mailed responses will also be accepted.

Record

Loren Data Corp. 20010723/XSOL006.HTM (W-200 SN50S3X0)