CONFERENCE ROOM RENTAL

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 and a written solicitation will not be issued. This solicitation is issued as a Request for Quotations (RFQ). This solicitation is unrestricted, the NAICS code for this action is 721110 and the business size standard is $6 million. THIS AWARD IS NOT FOR EVENT PLANNING SERVICES. The Food and Drug Administration intends to negotiate a firm fixed price contract for conference space and hotel services using FAR Part 13 Simplified Acquisition Procedures. STATEMENT OF WORK: Dates & Time of Advisory Committee Meetings for FY10: - February 22, 2010, 8:00 a.m. -6:00 p.m. - March 22-23, 2010, 8:00 a.m. -6:00 p.m. - May 17, 2010, 8:00 a.m. -6:00 p.m. - June 21-22, 2010, 8:00 a.m. -6:00 p.m. - August 16, 2010, 8:00 a.m. -6:00 p.m. - September 20-21, 2010, 8:00 a.m. -6:00 p.m. Option Year 1 Meetings November 15, 2010, 8:00 a.m. -6:00 p.m. December 6-7, 2010, 8:00 a.m. -6:00 p.m. General Requirements for Hotel Meeting Space and Services for all Committee meetings: - All meetings must take place at a single hotel, single site. - Conference Meeting space at least (approximately) 1,700 square feet up to 5,400 square feet, including room exits for general audience attendees and committee members; - U-shaped panel table set up with flexible seating requirements up to 35 participants (complimentary pens, pads, water glasses, water and candies on tables); separate entrance/exit from the room; - Separate coffee/water station available near panel set up or in separate room; - Podium; - Audience seating for approximately 100 members of the public, separated from the panel tables by roped stanchions and near a separate entrance/exit from panel; - Proximity to either the Parklawn Building (5600 Fishers Lane, Rockville, MD 20857) or the White Oak Campus (10903 New Hampshire Ave, White Oak, MD 20993), including the areas of Rockville, Bethesda, Silver Spring, White Oak and College Park, due to different staff from the Office of Commissioner required to attend Advisory Committee meetings and participating at different times during the course of individual Advisory Committee meetings; - Seating area for public attendees with unobstructed views from all areas of the meeting conference room. Columns in the center of the meeting room is not acceptable and leads to obstructed views by the public; - Space for (2) 6 foot tables with 3 chairs outside the conference meeting room for attendee registration and information desk; - Phone service outside and within the conference room for local and international calls; - Mandatory on-site restaurant meeting space for Advisory Committee members to retire to during lunch (on their own) that can be separated from other guests staying at the hotel but is still near the committee meeting space; - Audio and visual (AV) services on-site that can accommodate and provide for needs of transcription services provided by an outside vendor; plus: a) Gooseneck microphones at every seat around the panel (up to 38 participants at the table) b) Microphone at podium c) Floor microphone in audience seating area d) Large screen at the front of the room e) Two floor monitors facing the members at the panel who are sitting with their backs to the screen f) Power supply around table for panel members g) Wireless internet h) On-site AV technicians available to attend the entire meeting - Opportunity to schedule ad-hoc meetings as needed, with less than 60 days advance notice, if space exists at the hotel; - Opportunity to cancel meetings with less than 30 days advance notice prior to a scheduled meeting at a reduced or no-cost rate to the government; - Opportunity to renew for dates noted above in - Option Year 1 list; and Easy access on and off major highways; access to public transportation (i.e. bus routes, metro). The following FAR clauses shall apply to this solicitation: FAR Part 52.212-1 Instructions to Offerors-Commercial Items; 52.212-2 Evaluation Commercial Items: 1. Price, and 2. Location; 52.212-3 Offerors Representations and Certifications; 52.212-4 Contract Terms and Conditions; and 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items. In accordance with FAR 52.204-7 Central Contractor Registration; contractors are Required To Register in the Central Contractor Registration (CCR) database http://www.ccr.gov, PRIOR to award of any contract. 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. 12101 et. Seq.). All responsible sources that can provide and meet the above requirement shall submit written quotations by 2:30 p.m., EST, December 2, 2009 via mail or by fax (301) 827-7106. All questions shall be submitted in writing by fax or email: Gwendolyn.hubbard@fda.hhs.gov by noon, November 25, 2009. All sources must submit along with their written quotes a nine-digit numeric Duns number which is assigned by Dun & Bradstreet. To apply for a Duns number, please call 1-866-705-5711.