V -- FIELD TRAINING OFFICER CONFERENCE

This is a combined synopsis/solicitation for commercial items in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; a written solicitation will not be issued. Solicitation number F2XJA26005A200 is being issued as a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-03, AFAC 2005-0209, AETC FAR Sup NOV 2002 Defense Federal Acquisition Regulation Supplement and Defense Federal Acquisition Regulation Supplement, Defense Change Notice (DCN) number 20050422. It is the contractor's responsibility to be familiar with the applicable clauses and provisions. This acquisition is being solicited on an unrestricted basis; the North American Industry Classification System (NAICS) code is 721110 with a size standard of $6M. The 2006 AFROTC Field Training Officer (FTO) Conference will be held in Atlanta, Georgia, from 02 April to 07 April 2006. The following accommodations and services are required by HQ AFROTC, Maxwell AFB AL: A hotel within a 7-mile/and or 15 minute radius of Hartsfield-Jackson International Airport, Atlanta, Georgia; reservations for 181 rooms; and other services as described in the Statement of Work (SOW). Note: Conference attendees will confirm reservation using a personal or government credit card. Upon check-in, attendees will arrange payment for their own room and potential incidental charges. Nightly rates need to be included in bid, but overall cost of rooms shall not be included in total cost since each attendee will be paying this expense individually. A Statement of Work and Pricing Schedule are attached. Failure to provide firm-fixed pricing for all line items required may result in removal of the proposal from further consideration. Clauses and provisions may be accessed via the Internet, http://farsite.hill.af.mil or http://arnet.far.gov. The following clauses and provisions are incorporated by reference and are to remain in full force in any resultant purchase order. FAR 52.212-1, Instruction to Offerors Commercial Items (Jan 2005) applies to this acquisition. Offerors shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certification Commercial Items (March 2005). The government will award a purchase order resulting from this solicitation to the responsible offeror whose proposal, conforming to the solicitation, is most advantageous to the Government. The following factors shall be used to evaluate offers: pricing and technical acceptability (required accommodations, services, etc.). In determining the best value, the government will consider the following: the number and variety of on-site food & beverage options (restaurants, sports bars, room service, etc.), quality and extent of on-site fitness facilities (cardio-vascular equipment, weight equipment, pool, sauna, etc), layout and spaciousness of the facility (east of layout, size of hallways, acoustics in ballroom, etc) and number of elevators available to attendees to facilitate personal needs. Offerors are reminded that hotel industry standard - comps such as extra/free rooms, free beverages and/or meals are not allowable for any Government employees who will be working with the hotel. These types of actions are in violation of procurement integrity rules and will be investigated. The contractor must be registered in the Central Contractor Registration (CCR) (http://www.ccr.gov) database as well as the Wide Area Work Flow (WAWF) (https://wawf.eb.mil / 866-618-5988) database. Award will be made to a single source. The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Oct 2003) is incorporated into this RFP. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes on Executive Order-Commercial Items (Jan 2005) is applicable. The following FAR clauses under paragraph (b) are applicable: 52.222-21, Prohibition of Segregated Facilities; 52.222-3, Convict Labor; 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 52.222-26, Equal Opportunity; 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; 52.222-36, Affirmative Action for Workers with Disabilities; 52.225-13, Restriction on Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration; 52.204-7, Central Contractor Registration; 52.247-64, Preference for Privately Owned U.S. Flag Commercial Vessels. DFARS clause 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisition or Commercial Items (Jun 2004) is applicable. The following FAR and DFARS clauses under paragraph (a) and (b) are applicable: 252.225-7000, Buy American Act and Balance of Payments Program; 252.232-7003, Electronic Submission of Payment Requests; 252.204-7004 Alt A, Required Central Contractor Registration Alternate A; Maxwell 114, Required Posters are also applicable. The Defense Priorities Allocations System rating is C9E. REQUEST ALL PROPOSAL and attached completed price schedule REACH THIS OFFICE NLT 3:00 PM EST on 31 January 2006. Proposals shall be mailed to 42d Contracting Squadron, Acquisition Flight B-1, Building 804, Maxwell AFB AL 36112-6334, ATTN: Suzanne Carter, or emailed to suzanne.carter@maxwell.af.mil. Offers must meet all instructions set forth in this combined synopsis/solicitation. Reference the solicitation number F2XJA26005A200 on the proposal. Please email or fax questions to Suzanne Carter, suzanne.carter@maxwell.af.mil or (fax) 334-953-3543. -STATEMENT OF WORK - Accommodations 1.1. Rooms. Hotel shall reserve a total of 181 rooms for the 2006 Air Force Reserve Officer Training Corp (AFROTC) Flight Training Officer Conference in Atlanta, Georgia. 1.1.1. Eight (8) of the 181 hotel rooms shall be reserved for check-in on Sunday, 02 April 2006, and checkout on Friday, 07 April 2006. 1.1.2. One hundred seventy three (173) of the 181 hotel rooms shall be reserved for check-in on Monday, 03 April 2006, and checkout on Friday, 07 April 2006. 1.1.3. Fourteen (14) of the 181 (including all 8 of the rooms reserved Sunday through Friday and 6 of the rooms reserved Monday through Friday) hotel rooms shall be upgraded with access to the lounge and/or regular rooms with access to the lounge area or distinguished visitor area, if applicable. 1.1.4. HQ AFROTC/DOT (Major Kevin Basik, Capt Casey Cooley or Capt Donald Nygard) will provide projected attendee names and their arrival dates of conference attendees to hotel. 1.1.4.1. Attendees will be directed to contact hotel to confirm reservation by 06 March 2006. 1.1.4.2. Conference attendees will confirm reservation using a personal or government credit card. Upon check-in, attendees will arrange payment for their own room and potential incidental charges. Nightly rates need to be included in bid, but overall cost of rooms does not since each attendee will be paying this expense individually. 1.1.4.3. Hotel will provide HQ AFROTC/DOT with list of confirmed conference attendees upon request. 1.1.5. Room reservations not claimed by conference attendees by 24 March 2006 will be released to other hotel guests. Attendees who contact hotel after that date will be subject to room availability and charged normal military rate for their room. 1.2. Snack Breaks. Snacks shall be provided by the hotel two times each day - one in the morning and one in the afternoon, Tuesday through Thursday (04 April through 06 April 2006). The morning snack shall consist of coffee, tea, juice, milk, pastries and fruit. (Coffee will need to be available 0700-1030). The afternoon snack shall consist of coffee, tea, juice/soda, cookies and fruit. 1.3. Registration. Registration shall be held beginning at 8:00AM and concluding at 8:00 PM on Monday, 03 April 2006. The hotel shall arrange 3 each - - L- shaped registration tables, 4 each - chairs, 1 each wastebasket, clean buntings (not used since cleaning), and a power source must be accessible. The registration area must be located within unobstructed, visual sight of the hotel front desk. 1.4. Command Post. A command post shall be set up from 6:00 PM on Sunday, 02 April 2006 through 9:00AM on Friday, 07 April 2006. The hotel shall set up the command post area as described to include AV support. 4 each - distinct workstations to include 1 each table, 2 each chairs and 1 each laptop satisfying requirements listed in AV support at each workstation. 2 each tables along one wall, 1 each table near door with coffee maker (a coffee station shall be in room or nearby), 1 each table near workstations with fax machine and printer(s) satisfying AV requirements. All tables will have with clean buntings (not used since cleaning). One each, multi-level easel shall be provided. 1.4.1. The following AV support shall be provided by the hotel and set up in the command post: 3 each - DSL/Cable Internet access points, 3 each - laptop computers (Pentium4 with Microsoft Office to include Word, Excel, PowerPoint, Outlook and Explorer), 1 each - laptop computer (Pentium4 with Microsoft Office to Include Word, Excel, PowerPoint, Outlook and Explorer with DVD player), 1 each - printer (must be a color printer with flatbed copier/scanner combo capability), 2 each - telephones lines with 2 telephones, 1 each - fax line and 1 fax machine and 1 each - television with a VCR and DVD player (or combo) on a cart. 1.4.1.1. At least one of these three computers must hook up to the color printer/copier/scanner combo. 1.4.1.2. The fax machine and the printer shall be on a table at a centralized location in or near the 4 workstations. 1.4.1.3. Eight (8) chairs - two at each of the four workstations. 1.4.1.4. The television with VCR and DVD player (or combo) will be on a cart that can be moved into any of the other rooms. 1.4.1.5. A laptop computer shall be used to interface with the projectors in the Main Conference Room. 1.4.1.6. The fax number and telephone numbers of the Command Post needs to be provided to the Conference Staff no later than 6:00 PM 02 April 2006. 1.5. Computer Room: A computer room with 10 workstations shall be set-up from 12:00 PM on Monday 03 April 2006 through 10:00 PM on Thursday 06 April 2006. One chair and one laptop satisfying AV support requirements shall be at each of the 10 workstations. 1.5.1. The following AV support shall be provided by the hotel and set up in the computer room: 10 each - DSL/Cable Internet access points, 10 each - laptop computers (Pentium4 with Microsoft Office to include Word, Excel, PowerPoint, Outlook and Explorer), 1 each - black and white printer with capability to print from all 10 laptops 1.5.1.1. Ten (10) chairs - one at each of the ten workstations. 1.6. Main Conference Room. The hotel shall have a main conference room set up in classroom style for 181 conference attendees no later than 6:00 PM on Monday, 03 April 2006. Clean buntings (not used since cleaning) shall be used. The conference room shall be available for use all day Tuesday, 04 April 2006 through Thursday, 06 April 2006. 1.6.1. A head table consisting of 8 seats must be in front and centrally located. A rear table(s) consisting of 6 seats must be in back or near back door of conference room. The main seating area must accommodate 8 distinct groups - three groups of 26, four groups of 20, and one of 16 seats. 1.6.2. The following AV support shall be set up in the main conference room: 2 each - 1800 lumen LCD projectors, 2 each - 6 x 8 (or larger) screens, 2 each - speakers mounted on poles, 6 each UHF wireless microphones (2 lavaliere and 4 hand held), 1 each - podium microphone, 1 each - 27 VGA monitor (screen facing the briefer), 1 each - wireless mouse with laser pointer. 1.6.2.1. Hotel will ensure the laptop provided (1.4.1.5) will operate correctly with all AV support in the Main Conference Room. 1.7. Breakout Rooms. The hotel shall provide 7 rooms with classroom seating from 1:00 P.M. to 7:00 P.M. from Tuesday, 04 April 2006 through Thursday, 06 April 2006. Four rooms must seat 20 attendees and three rooms must seat 26. The main conference room may be partitioned and used to create separate breakout rooms, but only at the discretion of AFROTC/DOT after capacity briefings have concluded. 1.7.1 Hotel will ensure a screen and projector capable of interfacing with a laptop computer are available in all 7 rooms. 1.7.2. The hotel shall provide 10 multi-level easels - 1 for each of the 7 breakout rooms, 1 for the Command Post and 2 for the Main Conference Room. 1.8. Standard meeting sets. The hotel shall provide 1 standard meeting set (pens and paper) for each of the 181 conference attendees. 1.9. Podium. The hotel shall provide a standing podium with microphone on a riser with an additional rise connected. Two (2) additional risers for the projection screens shall also be provided. 1.10. Water. The hotel shall provide water rounds at the aisles. 2.0. Available Services 2.1 Internet Link. The hotel shall provide an Internet link that can be posted on the HQ AFROTC website no later than 08 February 2006 for attendees to find out more information about the hotel. On 03 April 2006, the hotel shall provide a listing of all conference attendees that have checked in at the top of the hour starting at 12:00 Noon until all attendees have checked in and been assigned room numbers. 2.2. Restaurant. The hotel shall have a minimum of two on-site restaurants that serve lunch and dinner daily; at least one on-site restaurant must serve breakfast daily. 2.3. Fitness facility. The hotel shall have an on-site fitness facility. The fitness facility shall be free with 24-hour access for the 181 conference attendees. Request list of available fitness equipment be included in bid. 2.4. Shuttle service. The hotel shall be within a 7-mile radius of the Hartsfield-Jackson International Airport, Atlanta, Georgia, and provide free shuttle service from and to the airport for all conference attendees until all have arrived and/or departed. 2.5. Calls. The hotel shall provide free local calls for all 181 conference attendees. 2.6. Parking. The hotel shall reserve a minimum of 20 free parking spaces from 02 April through 07 April 2006 for conference attendees/staff. 2.7. To prevent numerous and contradictory demands on hotel staff, all requests affecting the conference (i.e. meeting room temperature, types of snacks) must be approved and routed through HQ AFROTC/DOT (Major Basik, Capt Cooley or Capt Nygard). 3.0. Personal Charges 3.1. Each conference member will be expected to pay for their own room and incidentals. Majority of attendees will provide hotel with a government travel card (Visa) upon check-in. 3.2. Hotel must notify conference attendees the costs associated with all incidental room charges that may occur, such as room service, mini-bar, long-distance/Internet charges, movies, etc. -PRICE SCHEDULE- 2006 AFROTC FTO CONFERENCE PRICE SCHEDULE: Description Qty Unit Price Total Price 0001 8 Rooms 5 nights $________ IAW SOW 1.1.1 0001A 173 Rooms 4 nights $________ IAW SOW 1.1.2 0001B 20 Room Upgraded $________TOTAL $__________ IAW SOW 1.1.3 0002 AM Snack Breaks 3 days $________TOTAL $__________ IAW SOW 1.2 0002A PM Snack Breaks 3 days $________TOTAL $__________ IAW SOW 1.2 0003 Set up for 1 each $________TOTAL $__________ Registration area, Command Post, Conference room, Breakouts. IAW SOW 1.3, 1.4, 1.5, 1.5.1.1, 1.6, 1.6.1, 1.7.1 & 1.7.2 0004 Podium Set Up 1 each $________TOTAL $__________ IAW SOW 1.9 0005 Standard Meeting 181 ea $________TOTAL $__________ Sets IAW SOW 1.8 0006 AV Support 1 each $________TOTAL $__________ IAW SOW 1.4.1-1.5.1, 1.6.2, 1.6.2.1, 1.7.1 & 2.1 0007 Provide Internet 1 each $________TOTAL $__________ link to HQ AFROTC by 8 Feb 06 IAW SOW 2.1. TOTAL COST: $________________________ Items described in paragraphs 2.0 through 3.2 and 4.6 of the Statement of Work (SOW) are required by the hotel to provide, but should not impact the cost: - two on-site restaurants that services lunch and dinner daily and one on-site restaurant that serves breakfast meals daily. - free on-site fitness center with 24-hour access - free shuttle service to and from airport - free local calls - free parking spaces and shall reserve a minimum of 20 free parking spaces from 2 April through 7 April 2006 for conference attendees /staff. The offeror shall address each item listed above as to availability and provide a detailed explanation of conformance to the Statement of Work. In determining the best value offer, in addition to price, the government will consider: the number and variety of on-site food & beverage (restaurants, sports bars, room service, etc.), quality and extent of fitness facilities (cardiovascular equipment, weight equipment, pool, sauna, etc.), layout and spaciousness of the facility (ease of layout, size of hallways, acoustics in ballroom, etc.), and number of elevators available.