Notification of Proposed Contract Award - QMC Conference - Rocky Gap Resort, Flintstone, MD

This is a notification of proposed contract award. GSA is seeking to establish a sole source contract with the Rocky Gap Lodge in Flintstone, Maryland to hold its annual QMC Leadership Conference for 2008, requiring general session conference room and three breakout rooms as well as lodging accommodations for up to 60 participants for October 20-24, 2008. GSA believes there is no other remote/isolated campus/facility within a two and one-half (2.5) hours drive from BWI or DCA airports that can meet the Government's needs as specified on the Request for Quote form below. If you believe your facility can compete on this requirement, please complete the information requested below and submit this offer. Request for Quote Respond to: Craig Yokum, Contracting Officer, General Services Administration, 2200 Crystal Drive, Suite 300, Arlington, VA 22202; Phone: (703) 605-9291; Fax: (703) 605-9935; Email: Craig.Yokum@gsa.gov Name of Event: GSA QMC Leadership Conference Customer: General Services Administration, Office of Travel and Transportation Services (QMC); 2200 Crystal Drive, Suite 300 Arlington, VA 22202; Form of Payment: Purchase Order Event Date: October 20-24, 2008 Does Facility Meet: Fire Safety Act? _____ (FEMA # ________) American Disabilities Act (# of handicap rooms _____) Please provide Facility Contacts: Departments of Sales and Catering - Name, Phone, Fax, Email Event needs - details listed below in appropriate categories: 1. Registration Area (Near Front Desk); 2. Meeting Room - General Session set up for 60 classroom participants; 3. A/V needs; 4. Food and Beverage needs; 5. Lodging needs; 6. Contract and Form of Payment; 7. Breakout Rooms: 1. Registration Area Request registration table plus 3 chairs and a trash can near front desk for afternoon of Oct 20. 2. and 3. Meeting Room and A/V needs One general room (NO PILLARS, please) - Crescent Rounds of 7 set up for 60 attendees with pads/pens/mints Three Breakout rooms- classroom style, two set up for 30 with one set up for 10 attendees with pads/pens/mints Days: Tues 10/21 thru Fri 10/24 Setup of General Session Room: Podium and microphone $ _____________ Does your podium mic have long cord?______ Cordless?_______ Small table for infocus machine & computer (GSA will provide infocus & computer) and chair for operator to sit on Screen 8'X8' or larger Mixer - (GSA will bring lapel mic for speakers who like to walk while presenting). Phone line Breakout Rooms for Days: 10/21, 10/22, 10/23 Room setup General Session Room 60 class-room $_________ per _______ Rm. Rental cost A/V Costs: ~ Podium ($______) (front)/day ~ Podium microphone ($______) (front) ~Mixer ($______) (front)/day (client providing lapel mic)/day ~Screen ($______) (front) Size _______ Phone line $____________/day Wireless Mic. $___________/day ~small table for infocus machine & computer and chair for operator to sit on ($______)(front)/day (client providing projector & computer)/day ~head table with 6 chairs ($______) (front) near podium ~table mic ($______) (front-head table)/day ~Material/Display Table ($ ______) (back of room)/day ~Cordless mic for use in audience ($____)/day Other possible A/V needs: Power Strip $ _______per_____ Extension Cord $ _____per ____ Podium Microphone with long cord $_____ per ___ Phone line for internet access $ ______(per dial up/connection) $_____ per minute (Gov't has toll free dial up number) Wireless internet access $_____ per _____. Other Costs: Please elaborate. 4. Food and Beverage Will you provide complimentary water at tables in general session and breakout rooms? Yes/No Director's Lunch/Meeting 10/20 - Price per person $___________ Welcome Reception - Evening 10/20 - Light Hors D'oeuvres $_________ per person (2 hours) 10/21 thru 10/24 - Continental Breakfast w/decaf/tea/juice $ ___________per person Morning break & Afternoon breaks 10/21, 10/22, 10/23 - sodas, bottled water and coffee/cookie or chip assortments Coffee, tea, decaf $______ per cup/gallon $ ______ per pot (# gals in pot ____/#cups per pot ____) Sodas $_______ each Pastries $ ________ per doz Cookies $_______ per doz Bottled Water $_______ each Lunch Tues. 10/21 ONLY - Plated Lunch $___________ per person; Menu:__________________________________ 5. Lodging: Gov't lodging rate (Gov't Per diem rate) Yes/ No Other______________________________________. Will you offer Gov't lodging rates to our non-Gov't attendees? Yes/ No 60 sleeping rooms (2-3 GSA team members may be checking in Sun. 10/19/08, checking out Fri. 10/24/08). Most attendees checking in on Mon. 10/20/08, checking out on Friday, October 24, 2008) No room block set up; rooming list will be provided to facility. All rooms will be paid from same account. If additional rooms are needed and there is availability, will you be able to place additional attendees into these rooms? Yes/ No Any local tax exemptions? Yes/ No Additional Taxes?______________________________ Complimentary Parking? Yes/ No If no, Cost of Parking?_________ Valet Parking $ _____________ Overnight Guest Parking $ _______ . Approximate Taxi cost from/to hotel/BWI or DCA Airport: $ _____________ Closest Metro/Subway Stop ? ____________ Distance to Metro/Subway Stop __________ TOTAL PRICE: Item 1 $_______ Item 2 $______ Item 3 $________ Item 4 $________ Item 5 $________ 6. Contract and Form of Payment Contract will be signed in Arlington, VA (GSA/FAS Headquarters) Form of Payment for Conference Room/Refreshments (purchase order -Federal Government tax exempt). Responses are due by 12:00 pm (noon) EDT 06/25/08. 7. Breakout Rooms - (2) Set up Classroom Style with A/V equipment (1) Set up Conference Style (No A/V equip). General Session Room will be used alternately as a third breakout room.