452 AMW Workshop Hotel/ Conference Rooms and Services

ENLISTED WORKSHOP HOTEL/CONFERENCE CENTER STATEMENT OF WORK - SCOPE: Conference room requirements for 452nd AMW Enlisted Workshop for Fiscal Year 2011is anticipating ongoing workshops for enlisted personnel. The first workshop anticipates 300 Airman in attendance. Airman will be arriving and registering on Friday, with general sessions and breakout sessions commencing all day Saturday (0730-1630 hours) and Sunday ending the day at 1300 hours. A site visit of offered hotel facilities is required prior to award of the contract. The Government reserves the right to do business directly with the establishment. 1. HOTEL REQUIREMENTS: a. Hotel/conference site must be within a 25 mile radius of March Air Reserve Base, CA. b. Requested Date: 18-20 March 2011 c. Hotel must be equivalent to or better than a 3-Star/Diamond Rating d. Hotel Rooms: Have 300 rooms per night on 18 & 19 March 2011 to accommodate overnight stays for all staff and attendees. If back fill is needed, secondary hotel site must also be a 3-Star/Diamond rated hotel in addition to being within walking distance of primary hotel site/conference center, not to exceed a distance of two-three blocks. e. Number of attendees is an estimate and hotel must allow registration numbers to be final at two weeks prior to the event. f. Provide a variety of social events occurring within the hotel site and/or in the immediate vicinity that is accessible to the military and their families for free or at a discounted rate. Include community partners that are willing to participate in offering free and/or discounted rates and activities to the military and their families. g. Hotel must have at least 2-3 eating establishments on site, with at least one of the eating establishments being a casual dining experience, conducive to family eating and prices. h. Hotel must have easy access to inexpensive public transportation to allow attendees to visit nearby attractions and/or have local attractions within walking distance conducive to family entertainment. i. Guests will make reservations directly with the hotel reservation system with an identifying code, to allow report retrieval of total guests registered. Payments will be made to the hotel individually by the guests and hotel may not charge the traveler's credit card until the day of the event. j. Government will NOT be obligated to pay for any in-room incidentals, such as television, long distance calls, room service, or chargeable exercise/spa privileges, etc. k. Room price will not exceed government per diem rate and will be inclusive of any surcharges, energy charges and tax. l. Overnight parking costs will be inclusive in overnight hotel room rates or fee must be waived or validated. m. Daily parking fee will be waived for eligible participants not staying overnight. 2. CONFERENCE SERVICES REQUIREMENTS: a. Operations Room. One room with full access needed from Friday-Sunday of the event dates. Occupancy: 5. Set-up: tables with chairs, water stations, fax, phone, copier and internet access. b. General Session Rooms. i. One (1) room occupancy: 300 ii. Set-up: Classroom style c. The general session room must have a speaker podium and PA system with multiple microphones (cordless preferred), audio-visual computer with CD/DVD drive, USB 2.0 port, and projector and white screen(s). Screens must be large enough to accommodate an audience to ensure all attendees can easily view presentations d. One (1) room or general area to have vendors stationed throughout. Set up: Approx. 6 vendor stations with 6 ft. tables and three chairs each. e. Break-out Rooms for smaller group workshops. i. Provide (4) Rooms; occupancy 75; classroom style; with projector, computer set-up and microphone. f. Registration/Common Area: Must be available for set-up Friday, 18 March 2011 from 12noon-Saturday, 20 March 2011 at 4:00 p.m. Set-up: (10) 6ft. tables and 3 chairs per table. 3. AUDIO VISUAL AND OFFICE EQUIPMENT REQUIREMENTS: a. As indicated above. b. Make available extension cords and power strips as needed. c. Copier in operations room to be provided at no additional cost per copies (may be included in the total cost). Government has the option to provide paper supply if it is more advantageous to the government. d. Must include audio/visual technician(s) and copier troubleshooting support. Audio-visual on-site technician support available from Friday, 12:00 p.m. through Sunday, 12:00 p.m. All equipment must be ready to go at least one hour prior to meeting start times. 4. CATERING REQUIREMENTS: Provide catering for reception for the evening of 18 March 2011 and morning and mid-afternoon breaks. - Complimentary Coffee Service to include: coffee tea with hot water; ice water; beverage condiments, all standard utensils and linens needed. This service is to be provided through out the entire event. - Breaks: One mid-morning break and one afternoon break to be provided on Saturday of the event and one mid-morning break to be provided on Sunday of the event. Break food items should include beverages as well as "quick snacks" and must be different than the continental breakfast and lunch buffet(may include but not limited to: cookies, ice-cream, pretzels, popcorn, trail-mix, sweet breads, chips, etc.). 5. VENDOR REGISTRATION AND PAYMENTS: a. The vendor must be registered with the Central Contractor Registration (CCR) at www.ccr.gov before being considered for the award of this requirement. b. Payment of vendor invoices (for conference rooms and associated provided services) will be processed through the Department of Defense Web-based system for electronic invoicing, receipt, and acceptance Government Wide-Area Work Flow (WAWF). Information on WAWF may be accessed at https://wawf.eb.mil/. c. Payment for hotel rooms will be billed directly by the establishment to each individual guest who made the room reservations through their traveler's credit card.