AFMSA 41st Annual Air Force Surgeon General's Resource Management Conference, 1 - 6 Nov 2009

This is a combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This combined Synopsis/Solicitation is for the procurement of Hotel Accommodations, Conference Space and Hotel Services, located in the Nashville,TN area. This is not a solicitation for Event Planning services or 3rd Party Event Planning services. The Air Force Surgeon General's Financial Management Directorate annual Resource Management Conference, with preferred dates of 1 - 6 November 2009. This synopsis/solicitation, Number : FA7014-09-P-0075 is issued as a Request for Proposal (RFP). NAICS Code for this solicitation is: 721110, with a small business size standard of $7 million. The Period of Performance for this requirement is: November 1 through November 6, 2009 Requirement: Proposal Format 1. Part I - Technical Proposal - Submit electronic copy only Technical proposal shall be submitted in MS Word format or a format that can be read by MS Word and be no longer than 5 pages, a summary cover page must include contractor POC, address, phone number, DUNS number, CAGE Code, total cost proposed, solicitation number and title. 2. Part II - Price Proposal - Submit electronic copy only Price Proposal shall be submitted in MS Excel format or a format that can be read by MS Excel which includes a break out of each of the four (4) CLINs, with a subtotal for each CLIN and total proposed cost. 3. Also include in proposal that a Wide Area Work Flow (WAWF) account has been initiated or already established (DoD has mandated the use of WAWF). Statement of Work Summary (Full Statement of Work is attached): The contractor shall provide the following, and as specified in the attached Statement of Work: ? Minimum of 300 guest rooms. ? Meeting rooms for plenary, breakout and miscellaneous meetings. Additional breakouts may be identified pending final meeting agenda. ? One (1) banquet room to host a reception with refreshments for 300 attendees. ? One (1) registration area with two (2) tables and four (4) chairs, or a comparable area that is visible to arriving attendees. ? One (1) Administrative Office that includes wired internet access and copier. The copier may be situated elsewhere within reasonable proximity to the Administrative Office. The Administrative Office must have 24-hour access. ? Room setup. ? Access to copier and printer facilities during normal business hours for conference attendees. ? Light refreshments (coffee/tea/water/pastries, non-alcoholic beverages, etc.). Continuous refreshments are desired up to the agreed to costs. ? Audio/Visual (A/V) services for the conference, and the necessary equipment, including wireless microphones for presenters, handheld microphones for attendee questions, projection screens and projectors (Infocus or comparable), and technical assistance and expertise throughout the conference. All rooms for the duration of the conference, including breakouts, should have at a minimum, one (1) whiteboard, one (1) A/V screen and ability to project presentations from a laptop computer. Rooms must have wired internet connectivity for the presenters. Projection screen sizes may differ in the meeting rooms, but shall be proportionate to the room size and number of attendees; attendees must be able to view presentation screens with ease. The Government will provide its own laptop computers. ? Restaurant on premises or within one (1) block that accomodates breakfast, lunch and dinner for attendees. Contract Type: Contract will be a Firm Fixed Price and consist of four (4) CLINs 0001 - Meeting Space 0002 - A/V Support and Coordination 0003 - Catering/Light refreshments 0004 - Other Direct Costs (List shall be itemized by the offeror) All Quotes will be evaluated based on FAR 15.101-2 -- Lowest Price Technically Acceptable Source Selection Process. Evaluation factors are as follows: 1) Technically Acceptable factors are as follows (all factors must be met to be evaluated as technically acceptable): a) Shall Block 300 sleeping rooms available at time frame required 1-5 Nov 2009, with Nov 6, 2009 as check-out date. b) The facility shall be within 25 miles of a major International Airport served by several major airline carriers within the Nashville, TN area. c) Shall be able to accommodate all attendees within one hotel. d) Hotel shall be collocated with conference facilities. e) Roundtrip airport shuttle shall be available (cost, if any, shall be identified in CLIN 0004 of the proposal) with regular frequency at a minimum of every hour. f) Shall be able to meet the specific requirements for all the Sleeping room availability, Meeting Space requirements, AV requirement, and Light Refreshments requirement listed in the Statement of Work attached to this notice. g) Restaurant on premises or within one (1) block that can accomodate breakfast, lunch and dinner for attendees 2) Price Evaluation may be made with or without discussions with the offeror(s). The offeror must be registered and current on the Central Contractor Registration website (www.ccr.gov) , no exemptions. All invoices shall be submitted using Wide Area Work Flow (WAWF). To get more information about how to register for WAWF contractors can go to the following web site and download the Contract Pay Information: http://www.dfas.mil/contractorpay/ContractPayInformation.pdf. To be eligible for award under this solicitation, the offeror must propose to use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et.seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. This announcement incorporates the following FAR clauses: 52.252-2 -- Clauses Incorporated by Reference. (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://farsite.hill.af.mil (End of Clause) The documents attached to this combined synopsis/solicitation are listed below and will be incorporated into the contract: The following FAR Clauses in full text are incorporated as attachments to this combined synopsis/solicitation and must be addressed in the offeror's proposal. 1) 52.212-1 - Instructions to Offerors -- Commercial Items (Jun 2008) 2) 52.212-2 - Evaluation -- Commercial Items. Evaluation -- Commercial Items (Jan 1999) 3) 52.212-3 - Offeror Representations and Certifications -- Commercial Items (Feb 2009) 4) 52.212-4 - Contract Terms and Conditions -- Commercial Items (Mar 2009) 5) 52.212-5 - Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (May 2009) 6) 252.232-7003 - Electronic Submission of Payment Requests and Receiving Reports (Mar 2008) 7) Statement of Work Offerors send response via email to Charlotte Rose at charlotte.rose@afncr.af.mil and Michael Parsons (Contractor) at michael.parsons@afncr.af.mil no later than 15 Jun 09 at 12:00 PM EDT.