X -- CONFERENCE FACILITY AND SERVICES

Notice Date

December 6, 2001

Contracting Office

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

ZIP Code

98430-5170

Solicitation Number

DAHA45-02-Q-0003

Response Due

December 16, 2001

Point of Contact

Denise Sheppard 253-512-8970

E-Mail Address

click here to contact the Purchasing Agent (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 Request for Quotation, DAHA45-02-Q-0003, incorporates provisions and clauses in effect through Federal Acquisition Circular 97-27. This will be an all or none firm-fixed price contract. The Washington Army National Guard is hosting a conference during the period of 7-10 January 2002. This event is estimated to require up 47 rooms for lodging: up to 2 single-occupancy rooms and 12 double-occupancy rooms for 7 January 2002; up to 2 single-occupancy rooms and 13 double-occupancy rooms for 8 January 2002; up to 16 single-occupancy rooms and 31 double-occupancy rooms for 9 January 2002. These rooms are to be made available at the same price. Contractors must be able to meet the required lodging and meeting space to accommodate the conference participants. The government will only be paying for the meals and refreshments outlined in this document. The government will be paying for the lodging of the federal employees participating in the conference. 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 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. 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 within 15 miles of Camp Murray, Tacoma, Washington. The contractor must be able to meet lodging and all space and meal requirements at one location. First requirement: On 7 Jan 01 2002 from 1500h 2100h, a meeting room with a capacity for 85 people shall be set-up with tables and chairs for participants. The meeting room shall have a head table made up of two tables and a minimum of four chairs. The meeting room shall also have a water/cup set-up on all participants. The Contractor shall provide refreshments for 85 people with coffee (regular and decaffeinated) tea, soda, and fruit. Room should include Audio-Visual and computer receptacles; phone lines for Internet access & electrical outlets. The room must be isolated from the general public. The contractor will provide an overhead projector and a screen. Second requirement: On 8 Jan 01 2002 from 0700h 1800h, a meeting room with a capacity for 85 people shall be set-up with tables and chairs for participants. The meeting room shall have a head table made up of two tables and a minimum of four chairs. The meeting room shall also have a water/cup set-up for all participants. The Contractor shall provide refreshments at 1000h and 1400h with coffee (regular and decaffeinated) tea, soda, and fruit, brownies and pastries. Room should include Audio-Visual and computer receptacles; phone lines for Internet access & electrical outlets. The room must be isolated from the general public. The contractor will provide an overhead projector and a screen and two microphones and a sound mixer. Third requirement: On 8 Jan 01 2002 from 1800h 2100h, a meeting room with a capacity for 20 people shall be set-up with tables and chairs for participants in the shape of a U. The meeting room shall also have a water/cup set-up for all participants. Room should include Audio-Visual and computer receptacles; phone lines for Internet access & electrical outlets. The room must be isolated from the general public. The contractor will provide an overhead projector and a screen. Fourth requirement: On 9 Jan 01 2002 from 0800h 0900h, two meeting rooms with a capacity for 30 people shall be set-up with tables and chairs for participants in the shape of a U. The meeting rooms shall also have a water/cup set-up for all participants. Room should include Audio-Visual and computer receptacles; phone lines for Internet access & electrical outlets. The room must be isolated from the general public. The contractor will provide an overhead projectors and screens. Fifth requirement: On 9 Jan 01 2002 from 0700h 1700h, four meeting rooms with a capacity for 20 people each shall be set-up with tables and chairs for participants. The meeting rooms shall have a head table made up of two tables and a minimum of four chairs. The meeting room shall also have a water/cup set-up for all participants. The Contractor shall provide refreshments for 85 people shall be distributed evenly between all four meeting rooms at 1000h and 1400h with coffee (regular and decaffeinated) tea, soda, and fruit, brownies and pastries. Rooms should include Audio-Visual and computer receptacles; phone lines for Internet access & electrical outlets. The room must be isolated from the general public. The contractor will provide each room with an overhead projector and a screen. Sixth requirement: Banquet Room, this room must be made available for set up beginning on the morning of 8 Jan 02. Set up will take two days. Banquet facility must hold 160 personnel or more. Separation from other diners, and a setup suitable for an awards banquet are key factors. Dining tables should be table rounds arranged to seat 8 people at each table for a total of 20 table rounds. The Contractor needs to provide a dinner meal for the attendees. Contractor must indicate the cost of both the banquet facility and the meals, to include tip & gratuity, and any additional expenses. Menus for meals inclusive of tax and service charge (gratuity) within the Government per diem rate 0f Breakfast -- $7.00, Lunch -- $9.00 and Dinner -- $14.00 must be included in proposal. The room must be isolated from the general public. The contractor will provide an overhead projector and a 10 foot screen, four microphones and a sound mixer. The contractor must provide a double sided buffet table and, a stage (15 feet deep, 30 feet wide), a hard surfaced area (like a dance floor) for presentations, 30 feet by 30 feet. The contractor must also provide 2 podiums. The Contractor must be able to provide lodging for all attendees, on-site. 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 50 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 meeting rooms; daily am & PM coffee/refreshment breaks; banquet room & meal; and any other applicable charges. Contractor must also indicate any costs of the requested services that will be waived. Up to 47 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 (40%) -- facility quality rating, its proximity to the Camp Murray, Tacoma, Washington, and its ability to accommodate the conference requirements during the required time frame; Price (40%) The total price for the conference; and Past Performance (20%) -- 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. 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. 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 12:00PM, local time, 16 December 2001. Mail/Delivery to USPFO-PC, Building #32, Camp Murray, Tacoma, WA 98430.

Record

Loren Data Corp. 20011210/XSOL001.HTM (W-340 SN5145W9)