Conference Room Rental

This is a SOURCES SOUGHT NOTICE to determine the availability and capability of small businesses (including certified 8(a), Small Disadvantaged, and HUBZone firms; veteran and service-disabled veteran-owned small businesses, and women-owned small businesses) to provide meeting space, catering, and audio/visual equipment for a variety of meetings. This notice is for planning purposes only and is not a notice of solicitation issuance. Nor does this notice constitute a commitment, implied or otherwise, that a procurement action will be issued in the future. The Government will not reimburse Contractors for any effort resulting from their response to this notice. Contractor will be required to: 1. The Contractor shall provide conference facilities within the Washington DC metropolitan area that will accommodate FDA meeting requirements. Requirements may include the following: A. Hotel Requirements 1. Room rates offered are below retail rates (if less than prevailing government per diem rates); 2. Room rates offered are at or below prevailing government per diem rates (government per diem rate for the Rockville area which can be found on the General Services Administration (GSA) website at www.gsa.gov .); 3. Non-smoking rooms are available; 4. Hotel located within 15 miles of one of the following Maryland FDA locations: (a) Rockville, Maryland: 5600 Fishers Lane, 7519 Standish Place and 11919 Rockville Pike; (b) White Oak 10903 New Hampshire Avenue; (c) Greenbelt: 5100 Paint Branch Parkway. 5. NO cancellation penalty with a maximum of 24 hour notice or less if stipulated; 6. Property will honor confirmed reservation or will provide for stay at another comparable hotel in area; 7. Property must offer unrestricted room rates for all rooms of the room type offered as stipulated by this solicitation. 8. Property WILL NOT charge a deposit fee for rooms booked with more than 24 hours notice. B. Meeting Space: At a minimum meeting rooms shall include 10 foot round tables, up to 10% perimeter seating capability, and audio/visual equipment to include table microphones, podium, screen, and flipcharts. C. Catering: Catering will consist of the following: 1. Continental Breakfast * 2. Refreshment breaks for either mid-morning or mid-afternoon (as ordered) and shall consist of as a minimum; regular and decaf coffee; tea; assorted juices & sodas, sliced fresh fruits, and assorted breakfast breads. 3. Full lunch * *Responses should include sample menus for buffet or ala carte selections. D. Audio/Visual Equipment Additional audio/visual requirements will be identified and negotiated for individual delivery Orders. The amount shown in the Schedule of Supplies/Services is the maximum amount the Government will order for this service. Offerors are encouraged to provide information about existing audio/visual equipments and services available at their facilities. Contractors must satisfy the following requirements. Provide a detailed description of your company's (including its teammates, if applicable) experience and demonstrated abilities to deliver each and every one (address each separately) of the following requirements: 1. Submit a copy of the hotel contract along with descriptive literature to include sleeping rooms, meeting room space, diagrams and squarer footage, information (availability/cost) of amenities. 2. Submit in house restaurant menus; 3. Description shuttle services and transportation availability to and from the airport; 4. Must provide lodging rates when needed within the required Government per diem. 5. Address all requirements listed in Statement of Work. 6. Submit the technical and price proposal in 7. Provide FEMA number for proposed facility to show it 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. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). Interested small business potential offerors are encouraged to respond to this notice. Responses to this notice shall be limited to 7 pages, and must include: 1. Company name, mailing address, e-mail address, telephone and FAX numbers, website address (if available), and the name, telephone number, and e-mail address of a point of contact having the authority and knowledge to clarify responses with Government representatives. 2. Name, title, telephone number, and e-mail addresses of individuals who can verify the demonstrated capabilities identified in the responses. 3. Business size for NAICS 721110, with a small business size standard of $6/5million and status, if qualified as an 8(a) firm (must be certified by SBA), Small Disadvantaged Business (must be certified by SBA), Woman-Owned Small Business, HUBZone firm (must be certified by SBA), and/or Service-Disabled Veteran-Owned Small Business (must be listed in the VetBiz Vendor Information Pages). 4. DUNS number, CAGE Code, Tax Identification Number, and company structure (Corporation, LLC, partnership, joint venture, etc.). Companies also must be registered in the Central Contractor Registry (CCR, at www.ccr.gov) to be considered as potential sources. 5. Identification of the firm's GSA Schedule contract(s) by Schedule number and contract number and SINs that are applicable to this potential requirement are also requested. 6. If the company has a Government approved accounting system, please identify the agency that approved the system. Please submit copies of any documentation such as letters or certificates to indicate the firm's status (see item #3, above). To the maximum extent possible, please submit non-proprietary information. Any proprietary information submitted should be identified as such and will be properly protected from disclosure. This notice is for planning purposes only, and does not constitute an Invitation for Bids, a Request for Proposals, a Solicitation, a Request for Quotes, or an indication the Government will contract for the items contained in this announcement. This request is not to be construed as a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this request. The Government will not reimburse respondents for any cost associated with submission of the information being requested or reimburse expenses incurred to interested parties for responses to this announcement. Responses to this notice must be received by the Contract Specialist named below not later than 4:00 PM Eastern Standard time on October 26, 2009 for consideration. All responsible sources that can provide and meet the above requirement shall submit written quotations by mail or by fax (301) 827-7106. All questions shall be submitted in writing by fax or email: Gwendolyn.hubbard@fda.hhs.gov. All sources must submit along with their written quotes a nine-digit numeric Duns number is assigned by Dun & Bradstreet. To apply for a Duns number, please call 1-866-705-5711. Responses to this announcement will not be returned, nor will there be any ensuing discussions or debriefings of any responses. However, information obtained as a result of this announcement may be reflected in the subsequent solicitation, and FDA may contact one or more respondents for clarifications and to enhance the Government's understanding. This announcement is Government market research, and may result in revisions in both its requirements and its acquisition strategy based on industry responses. POINTS OF CONTACT Gwen Hubbard, Contract Specialist and Patricia Pemberton, Contracting Officer, FDA/OAGS/DAO/SCT, 5600 Fishers Lane, HFA-500, FSHL Bldg., Rm 2083, Rockville MD 20857 Phone Numbers: Ms. Hubbard (301) 827-7172 and Ms. Pemberton (301)827-1022 Fax : (301) 827-7106 PLACE OF PERFORMANCE Washington, DC Metropolitan Area