C4S Conference Center and Hotel

C4S Conference Combined Synopsis/Solicitation (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in 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 solicitation is set aside for small business and quotations will only be accepted directly from hotel businesses. (ii) Solicitation number N00033-09-T-6019 is issued as a request for quotation (RFQ). (iii) This solicitation includes the provisions and clauses of the FAR through FAC 2005-28 dated 12/12/08. (iv) The NAICS code is 721110 for Hotels (Except Casino Hotels) and Motels. (v) Responses should include a price broken into the following contract line item numbers. The totals for each category are included later in the proposal. Please see attached document for a clear view of this table. Line Item Category Unit CLIN 0001 Lodging for up to 50 persons Per room per night CLIN 0002 Conference Facility Per day CLIN 0003 Breakfast Per person per day CLIN 0004 Lunch Per person per day CLIN 0005 Cancellation Fee Per room per night CLIN 0006 Late Checkout Fee Per room per night CLIN 0007 Parking Fee Per car per day CLIN 0008 Conference Equipment Fee Per day CLIN 0009 All applicable taxes and fees Per category per day Please see attached document for a clear view of this table. (vi-ii) 1. INTRODUCTION/OVERALL REQUIREMENTS: This Statement of Work details the lodging, meals, meeting facilities, and other services to be provided to Military Sealift Command, C4S Directorate in support of the Annual MSC C4S Conference. Attendees will generally arrive the day before the first day of the conference, attend the conference, and depart the day of the conclusion of the conference. All prices and costs contained in this agreement shall be stated in US Dollars, and all proposal submissions including meal menu options by vendors shall be provided in English. 1.1 The Annual MSC C4S Conference shall be held on 1-5 June 2009. Conference space will be required from 1-4 June 2009. Lodging will be required from 31 May 2009 to 4 June 2009. 2. DESCRIPTION OF SERVICE NOTE: The Government is responsible for payment of only those rooms indicated in the below schedule. This does not include selfpay. Selfpay reservations, such as those made by persons not employed by MSC, will be on a list provided to the hotel on a guest list. Selfpay reservations will be made directly by personnel who will charge services to their individual credit cards and is not ordered under this contract. Anticipated Lodging Schedule for C4S Conference follows: Please see attached document for a clear view of this table. Number of Persons Requiring Lodging: 31-May 1-Jun 2-Jun 3-Jun 4-Jun Sunday Monday Tuesday Wednesday Thursday Rooms Necessary 10 50 50 50 50 Responses should provide a drop dead date, which is the last possible date for cancellations without incurring any additional fees or being charged for unused rooms. The drop dead date shall be no earlier than 31 March 2009. Location of conference center and hotel, if different, must be closer than ten minutes via foot. The terms - conference center and - hotel are used interchangeably throughout this document. Conference center and hotel must be located between 1.5 and 4 hours via car from the Washington DC area. Facilities must be available for site visits in January or February of 2009. 3. CONFERENCE FACILITIES REQUIRED: Hospitality Room/Gathering Area (8:00 AM, 1 June through 5:00 PM, 4 June 2009) Main Conference Room (12:00 PM, 1 June through 5:00 PM, 4 June 2009) Break-out Rooms (12:00 PM, 1 June through 5:00 PM, 4 June 2009) 4. GENERAL REQUIREMENTS: 4.1 All hotel guest facilities and amenities shall be made available for room occupants free of charge as long as they are registered with the hotel. This is also to include the hotel business center, if one exists. 4.2 Check-in and Checkout: In the rare case, and if availability allows, check-in shall be anytime after 9:00AM for possible early arrivals. The hotel shall additionally allow guests with late flight departures to check out as late as 4:00PM. As requested in the above matrix of contract line item numbers, please state any late checkout charge under CLIN 0006. 4.3 Room rates include local, regional, and national taxes and charges if applicable. Please include applicable taxes and fees under CLIN 0009. 4.4 Quality Standards for Rooms. All rooms shall include: A high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, clean linen on a daily basis, working: electricity, color television with cable, clock, and telephone. The room shall also be appropriately furnished. All regular hotel guest facilities and amenities, to include the hotel business center and the spa/exercise facilities, shall be made available for conference participants free of charge as long as they are registered in the hotel. Internet access must be available within rooms, with preference given to wired Ethernet connections. All attendees shall be placed on the same floor, if possible. 4.6 Subject to room availability, the US Government may request additional rooms at the same quoted rate. Please see above table describing lodging requirements. 4.7 The Government Representative will identify those individuals on the guest list whose rooms will be paid by the government, under this contract. All other rooms and services shall be the responsibility of the individual and the government will not be held liable. The US Government will not pay for telephone calls, mini-bar, room service, cell phones, and hotel charges other than those specifically provided for in this contract. 4.8 The US Government will only pay for rooms actually used above the minimum in the above table. The US Government will also pay for applicable penalties due to late cancellations. 4.9 Cover fees and parking charges will not be charged to conference participants. If third-party or unavoidable parking charges exist at the conference facility or hotel, please include these charges under CLIN 0007. 4.11 Hotel Representative. The hotel shall provide an on-call representative as a liaison with the Government. The hotel representative (HR) must be vested with the authority to resolve issues involving conference execution and payment as they arise. The HR shall be available on-call throughout the time period the hotel is in use by the Government. The hotel shall provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support, (for example, room maintenance, security, payment, etc). There must be an on-call point-of-contact available to deal with audiovisual and technology support needs. 4.12 Service Breakdowns. The hotel shall ensure required maintenance or repairs for hotel equipment, to include; guest rooms, conference rooms, breakout rooms, elevators, kitchen equipment, etc., is addressed in order to ensure conference success. 4.13 Parking. The hotel shall ensure available parking for conference attendees throughout the conference. Parking must be in a safe environment with adequate lighting and security. 4.14 Extended Stays. Conference guests wishing to extend their stay in the hotel must check out within the designated checkout time on the specified end date. Guests who wish to extend their stay at the hotel may do so at the hotels discretion and the guest's financial resources. It is highly recommended the hotel request a credit card from guests upon check-in to secure potential unauthorized charges such as dry cleaning, room service, movies, mini-bar, etc. Charges not covered by the conference are to be resolved between the guests and the hotel. Lodging, service charges, taxes, etc. must be itemized separately on room bills. 5. MEALS. 5.1 General. Scheduled meals are prepared according to predetermined menus. The Government Representative will identify individuals with dietary restrictions. The hotel will strive to accommodate special diets where feasible and within contracted meal rates. Food served in Buffet style should be labeled. One non-alcoholic juice, coffee, tea or beverage is included with meals. 5.2 Hotel Meal Program. The hotel shall provide a continental breakfast meal to all conference attendees. The hotel shall also provide a lunch, to be made available in the conference facility. All hotel receipts and vouchers associated with this conference must be submitted at least once daily to the identified/authorized Government Representative, with an invoice showing actual charges for each meal. Hotel shall submit receipts and other billing information as requested by the Government. NOTE: Payment for any drink containing alcohol is the responsibility of and must be paid for separately by guest requesting such beverage. Payment in excess of the per-meal voucher amount authorized under the contract is also the responsibility of and must be paid for separately by guest requesting such meal. Proposals should include line items for breakfast and lunch. Dinner is not required. 5.3 Schedule of Contracted Meals. (1) Breakfasts. The hotel shall provide a continental breakfast from 7:30 a.m. until 9:00 a.m. or as agreed by the Government, at an appropriate facility on site as agreed to by the vendor and the Government, and at no additional charge to the attendee. (2) Luncheons. The hotel shall provide lunch at an appropriate facility on site as agreed to by the vendor and the Government. Lunch shall, as a minimum, consist of non-alcoholic drinks, sandwich choice and dessert, and be consistent with a value sufficient to provide a complete luncheon meal. (3) No dinners will be funded by the Government. However, please indicate whether facilities exist on site for conference participants to purchase dinner at their own personal cost. (4) Coffee Breaks. The hotel shall provide buffet style refreshment breaks in close proximity to the main conference room and conference breakout rooms. The Coffee breaks should include as a minimum; Coffee, tea, milk, mineral water, and possibly soda and juice. Hotel shall provide menu listing fruits, typical pastries, or other suitable pastries available and approved by the U.S Government representative. Setup should be complete by the scheduled time and removed no later than 1 hour later. 6. CONFERENCE FACILITIES. 6.1 Telephone Lines: Teleconference option in breakout room and conference room. 6.2 Hotel shall clean suites and conference facilities daily in the evenings or early morning before the start of the workday, (7:30 AM). Work Rooms shall be well lighted, and air-conditioned. Tables shall be set up as detailed in instructions provided by the Government. The Government Representative will advise where they shall be placed. 6.3 The hotel shall provide grounded electrical connections with extension cords and surge protectors to support office equipment that the conference may require. 6.4 The rooms must be able to be secured with two keys available to be provided. 6.5 (Main Conference Room): The Conference Room must be fully set up and available by 7:00 AM 1 Jun through 5:00 PM, 4 Jun 2009. The main conference room must be a minimum of 1400 square feet. The hotel shall provide conference facilities in which sessions can be conducted in comfort and with minimum distractions (low level of noise from other functions). The conference room must have dimmer switches and black out curtains (or similar) to allow for slide / audiovisual presentations. The following furnishings and accessories are required: required long tables to seat 80 people, two (2) large projector screens, (2) podiums with Microphone holder, one (1) long table and two (2) small tables to set up projectors. The conference room configurations and usage times can be changed at any time prior to the conference to accommodate last minute directives and fluctuating requirements. The room must be able to be secured and two keys provided. Water shall be provided, (one pitcher for every four seats, and individual glasses refreshed morning and afternoon). All systems requested below must be modern and fully compatible with a standard PC. Space must be set so that presentations are able to be viewed and heard by the entire audience. REQUIREMENTS: TABLES: (REQUIRED FOR 80 PERSONNEL) CHAIRS: 80 SPEAKERS SOUND SYSTEM: 1 PROJECTOR SCREENS: 2 PODIUM: 1 PODIUM MICROPHONE: 1 WIRELESS MICROPHONES: 1 PROJECTOR TABLE: 1 WINDOWS LAPTOP COMPATIBLE PROJECTORS: 1 6.6 One (1) Breakout Room:, must be completely setup with required tables, chairs, lights, A/C, by 7:00 AM beginning 1 Jun, this set up will be used until 5:00 PM, 4 Jun 2009. The rooms must be a minimum of 400 square feet. Each breakout room must seat twenty people. The room must be cleaned every evening, well lighted, and air-conditioned. The following furnishings and accessories are required per breakout room: Total equipment for one (1) breakout room: One (1) projector screens and one (1) projector. The room must have the capability to support computer equipment and teleconferencing. Provide two keys to the Contracting Officer's Representative to secure the room. Request one tripod stand to be placed outside the entryway identifying the room as Breakout Room. REQUIREMENTS for One (1) Breakout Room: TABLES: (REQUIRED FOR 20 PERSONNEL) CHAIRS: 20 PROJECTOR SCREEN: 1 WINDOWS LAPTOP COMPATIBLE PROJECTORS: 1 7 TRANSPORTATION: The lodging package shall include airport transfers and shuttle to downtown areas. 8 CHANGES TO CONTRACT: The only person authorized to make changes to the contract is the Contracting Officer. Failure to clear changes in contract with the Contracting Officer in advance of providing service will result in the Government not being responsible for the charges, and non-payment to the Contractor. (viii) FAR 52.212-1 Instructions to Offerors - Commercial, applies to this acquisition. 1 Include a description including photographs of the hotel and conference facilities proposed. 2 Include menus and descriptions of any other items in regard to food services. 3 Include a full breakdown of prices in accordance with the CLIN table on page 1 of this synopsis/solicitation. (ix) FAR 52.212-2 Evaluation - Commercial Items Evaluation will occur based on the following factors: Factor 1: Price Factor 2: Quality of facility, rooms, and services. Evaluation to occur based on similar standards to AAA's Diamond Rating System (http://aaanewsroom.net/Main/Default.asp?CategoryID=9&SubCategoryID=22&ContentID=62&) Factor 3: Proximity to and variety of offsite dining establishments Factor 4: Availability of/Proximity to teambuilding activities such as outdoor teambuilding courses or other group activities. Factor 5: Past Performance data including letters of recommendation (x) In accordance with FAR 52.212-3, please submit a copy of the provision Offeror Representations and Certifications - Commercial Items if not already completed electronically at the ORCA website. (xi-xii) FAR 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 applies to this acquisition. The following additional FAR clauses cited in paragraph (b) of the clause are applicable to this acquisition: (2), (6), (10), (19), (20), (21), (22), (23), (24), (25)(i), and (37). DFARS 52.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items applies to this acquisition. The following DFARS clause applies to this acquisition: 252.232-7003. (xv) Offers are due via email to Nathan.chenenko@navy.mil or via postal mail to the following address: Nathan Chenenko Military Sealift Command N1022, 914 Charles Morris Ct SE Washington Navy Yard, DC 20398. Offers are due at 12:15pm on 28 January, 2009. (xvi) Please contact Nathan Chenenko at Nathan.chenenko@navy.mil or 202-685-5960 with any questions regarding this solicitation. Contracting Office Address: Military Sealift Command N1022, 914 Charles Morris Ct SE Washington Navy Yard, DC 20398 Point of Contact(s): Nathan Chenenko 202-685-5960