Firm Fixed Price contract for Conference/Meeting Spaces, and Audiovisual and Catering for a conference to be held in downtown Washington, DC.

This is a combined synopsis/solicitation to negotiate a Firm Fixed Price contract for Hotel Accommodations, Conference/Meeting Spaces, and Audiovisual and Catering for a conference to be held in downtown Washington, DC. The Department of Justice Executive Office for Immigration Review (DOJ - EOIR), intends to procure a venue for its 2009 EOIR Training Conference. Internal approval is required before issuing award. The conference is to be held from August 2nd through 7th, 2009 in downtown Washington, DC. These dates have been pre-established and while they are unlikely to change; if these dates are unavailable, then the contractor may propose other weeks prior to September 30, 2009. Other weeks will only be considered, if it is determined the requested dates are not available. Interested vendors must be able to provide a conference that accommodates up to 600 attendees. Request for proposal CIJ-04-06-09-01 is issued in accordance with FAR Subpart 12.6 titled - Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. DOJ will only consider proposals submitted directly from hotels. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-28. NAICS Code 721110 and the small business size standard is $7 million. The hotel must accommodate approximately 252 sleeping room the night of August 2nd, and approximately 355 sleeping rooms each night from August 3rd to August 7th, 2009, with check out the morning of August 7th, 2009. The Government would also like these rates available for 2 days before and after the conference. A rooming list will be provided. Each participant is responsible for all costs associated with lodging, incidentals, damage, etc. The contractor must be able to provide all requirements specified for conference needs in Parts A, B, C and D below. The hotel must provide lodging rates within the Government per diem rate or lower for the area. Please provide the cut off date by which room reservations must be made to avoid paying for rooms not reserved for each conference date. To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Register (www.ccr.gov) and be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Proposed facilities not listed in the CCR and FEMA lists, will be rejected as technically unacceptable. 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.). The hotel facility must accommodate attendees with the following needs: Part A: Hotel Lodging. 8/2/09 for 252 sleeping rooms, 8/3/09 for 355 sleeping rooms, 8/4/09 for 355 sleeping rooms, 8/5/09 for 355 sleeping rooms, 8/6/09 for 355 sleeping rooms. Rooms must be individual/private sleeping rooms with toilet facilities at or below the government per diem rate for Washington, DC. ( currently at $165.00 exc. taxes). The Government would also like these rates available for 2 days before and after the conference. Payments for Part A shall be the sole responsibility of each participant including no-show fees. Part B: Meeting Space. Provide conference space for 550 people on Monday, August 3, 2009 through Friday August 7, 2009, the daily general session meeting space is to be ready no later than 7:00 a.m. on August 3, 2009 and to remain same (24-hour hold), through the conclusion of conference on August 7th, 2009. The requirements for the daily general session include classroom style seating for 450 people. Provide at least 8 breakouts for 50 people classroom style; 3 breakout rooms for 100 people classroom style; and 5 meeting rooms conference style for groups of 12 . Provide a lockable business office with WiFi internet access, with 6 or more work stations for the duration of the conference 9:00 a.m. on August 2nd - 5:00 pm on August 7th, 2009. All meeting space and the business office should be on a 24 hour hold. For the general session, at a minimum, provide two projection screens, LCD projector, podium with microphone, one wireless microphone, and 2 or more table microphones. Each breakout room will require a screen, podium with microphone, and LCD Projector. Proposal must indicate whether the hotel agrees to allow DOJ to use its own audiovisual equipment if necessary, such as, LCD Projectors, laptops or other agency owned equipment, and if there is a cost incurred for connection to hotel equipment and the internet. From August 2nd in the afternoon to the end of the conference on August 7th, a registration/information area is to be set up outside the general session room. An 8 covered table with seating for 4, to include water service and 2 waste receptacles shall be provided. Part C: Catering Requirements. From August 3rd to August 6th, at 7:00 am a morning break catering package for approximately 550; a 10:00 am coffee break for approximately 550; a 3:00 pm afternoon break catering package for approximately 550. For August 7th, at 7:00 am a morning break catering package for approximately 550; a 10:00 am coffee break for approximately 550. Please provide catering menus and pricing. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Location Requirements: 1. Facilities that are located in the downtown area will receive the highest consideration as this is the most desirable location/area for this event. 2. The hotel should be within walking distance to metro and (preferably in a 3 block radius), or complimentary shuttle to eating facilities. Prospective offerors are to submit a quote that includes a written proposal addressing all of the services, types of accommodations and equipment to be provided. Proposals are to include total and itemized rates/prices on ability to accommodate conference (to include location and amenities), Meeting space, Catering, Audiovisual. A purchase order will be awarded to the offeror that poses the overall best value to the government price and other factors considered. Proposals will be evaluated based on 1) Technical Merit (hotel must meet or exceed the technical requirements listed within the combined synopsis/solicitation), 2) Past Performance (the contractor shall submit information on three similar conferences held at the facility within the past two years to include the number of attendees, length of conference, contract value and a point of contact from the company who can respond to questions concerning conference); and, 3) Cost. Cost will be given more weight in the evaluation as technical proposal evaluations becomes closer. The Government reserves the right to perform a site visit that may be considered as part of the evaluation process. This requirement will be procured under FAR Subpart 12.6, Subpart 13.106 and Subpart 13.5 as supplemented with additional information included in this notice. FAR 52.212-3, Offeror Representations and Certifications - Commercial Items, must be completed and included with any and all quotes submitted in response to this solicitation. FAR Clauses 52.212-4, Contract Terms and Conditions-Commercial Items are hereby incorporated by reference. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items is hereby incorporated by reference. FAR Clause 52.232-18 Availability of Funds; VAAR 852.270-4 Commercial Advertising; All referenced FAR clauses may be copied at www.arnet.gov/far. Federal Regulations require that any hotel/conference space contracted shall comply with the American with Disabilities Act (ADA) requirements and the FEMA, Fire prevention and Control Guidelines. The vendor selected for award under this requirement must be registered in the Central Contractor Registration at www.ccr.gov, prior to award in accordance with FAR 52.204-7 Central Contractor Registration (Oct. 2003). Any commercial hotel agreement requires the Government's legal review, negotiations and approval and thus will cause undue administrative delay. Proposal should be faxed or emailed to the attention of Andrew Byrnes at (703) 305-0962 (fax) or Andrew.Byrnes@usdoj.gov. All questions must be submitted in writing. No telephonic responses will be accepted. Quotations are due on April 28, 2009, by 4:30pm EST. Oral quotations will not be accepted.