R&R Conference

This is a combined synopsis/solicitation to award a Firm Fixed Price contract for Hotel Accommodations, Conference Space, and Hotel Services located in the Norfolk/Portsmouth, Virginia areas. Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. Request for Quotation # W912LQ-08-T-0020 is procured in accordance with FAR Subpart 12.6, Subpart 13.106 and Subpart 13.5. This announcement incorporates provisions and clauses in effect through FAR FAC 2005-24. This is not a solicitation for Event Planning Services. Large businesses are eligible for award of this acquisition. The applicable NAICS Code is 721110. This synopsis/solicitation is the only bid document which will be issued. The Period of Performance (PoP) for this requirement is 16-19 October 2008. See the Statement of Work for a description of the event. The quantity of rooms is an estimated quantity for proposal purposes. Conference attendees will contact the hotel to reserve sleeping rooms, referencing an event code assigned by the contractor. Attendees will be required to secure the reservation using his/her personal credit card information. The contractor shall provide a cut-off date to the government for these individuals to reserve hotel rooms. After the cut-off date, the contractor may release any remaining rooms not reserved. Contractors quoting on this effort must provide all requirements specified for conference needs, and must provide lodging rates equal to or lower than the Federal government per diem rate for the area. When authorized to bring its own equipment, the government must be permitted to set-up the equipment and utilize (connect to) facility electrical through existing outlets at no additional cost. The contractor shall also provide a cancellation period and/or attrition for the contract. This event is an official government function. The Federal government is a tax exempt organization. Contractors will not include sales taxes which are not applicable to the Federal government in their proposal. A response addressing all requirements listed in this synopsis/solicitation shall be submitted along with a cover letter on hotel letterhead. Descriptive literature for facility must also be included in proposal/bid package including meeting room diagram(s) and square footage. Proposals shall include all information required in 52.212-1, Schedule of Prices Offered. Submit all price(s), descriptive literature, technical proposals, and any additional information addressing the requirements outlined in this synopsis/solicitation. It is the responsibility of the offeror to clearly identify all pricing and supporting information describing their offer and amenities provided in their proposal. Contractor should not identify amenities or features of the hotel which are not included at any additional costs unless they clearly identify the item are a cost item (and also list the cost of the item). Any facility providing an offer must be FEMA approved. Facilities must also be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 W.S.C. 2201 et. Seq.) to be eligible for award. Offerors proposing facilities which are not listed as compliant will be rejected as non-responsive. In addition, facilities must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). Facility must accommodate the estimated quantity of attendees identified in this document. All sleeping rooms must be individual/private sleeping rooms with individual/private toilet, tub and shower facilities. Identified meeting spaces must be free of pillars or similar view/sound obstructing items. Facilities must have on site, a minimum of one restaurant providing full service breakfast, lunch and dinner available to the attendees. Award will be made to the offeror determined to be the lowest price technically acceptable in accordance with FAR 52.212-2. Prices will be evaluated in terms of cost for accommodations and services, and costs for cancellation and attrition. The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://farsite.hill.af.mil/VFFARA.HTM , 52.212-1 Instructions to Offerors Commercial Items; 52.212-2 Evaluation Commercial Items (factors in descending order of importance: location, price); 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representations and Certification along with their offer; 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c )(2)(xii) the following provisions under the clause apply (b)(16)-(b)(17), (b)(18), (b)(19), (b)(28) (b)(38). Note this provision shall be applicable since government desires to make payment of the purchase order with a VISA Government Payment Card, (c)(1), (c)(2), and (c)(4). Contractors must provide company information, such as federal tax identification number, point of contact, telephone number, and the organization's DUNS number and/or CAGE code. Contractors are required to be registered in the Central Contractors Registration (CCR) listing to be eligible for award. Contractors may register for CCR at http://www.ccr.gov/. The closing date for receipt of quotations is Friday, 30 May, 2008, 3:00 PM Eastern Time. Quotes may be submitted in writing to USPFO-P, Building 316, Fort Pickett, Blackstone, VA 23824; via email to susan.quinn@us.army.mil or fax to 434-298-6202. A Government purchase order shall be issued by a certified Contracting Officer as a result of this synopsis/solicitation. The Government will not sign any other contractual document. The point of contact for this RFP is Ms. Susan Quinn, Contract Specialist, telephone number (434) 298-6293. If a contractor requires clarification and/or has concerns regarding the requirements as outlined in this RFP, the contractor shall submit questions and/or concerns in writing via the attached Request for Information (RFI) form to the following email address: susan.quinn@us.army.mil.