X -- 39th Annual Air Force Surgeon General's Resource Management Conference

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; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as Request for Quotation (RFQ) No. FA7014-07-T-A003. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-18. This is not set aside for small business. The North American Industry Classification System code is 721110 with a small business size standard of $6.5M. CONTRACT LINE ITEMS: 0001: Provide all conference facilities and services as outlined in the Performance Work Statement (PWS) dated July 19, 2007 for the annual Office of the Air Force Surgeon General (AF/SG) Resource Management Conference. QTY: 1 EACH, UNIT PRICE: $_________, DESCRIPTION OF REQUIREMENT: A detailed description of the facility requirements, draft agenda, and other services, to include, but not limited to, providing necessary equipment, technical assistance, daily room setup, light refreshments, and a luncheon and evening banquet is also included. DELIVERY: The preferred period of performance is 20-27 October 2007, with an alternate date of 26 October 2007 through 1 November 2007. Offerors must specify in their proposal which period of performance they are proposing - offerors need only propose one period of performance. The conference facility must be located in Tennessee and shall be near an international airport. INSPECTION AND ACCEPTANCE TERMS: Supplies/services will be inspected at destination/government, accepted at destination/government. FAR PROVISIONS: The provisions at 52.212-1, Instructions to Offerors-Commercial Items, 52.212-2, Evaluation-Commercial Items are hereby incorporated by reference. Per FAR 52.212-2(a), the following factors shall be used to evaluate offers: 1. Technical: Ability of the offeror to meet the Government requirement 2. Price: The Government will evaluate offers on the total price of the requirement. Award will be made to the lowest-priced, technically acceptable offeror. The provisions at 52.212-3, Offerors Representation and Certifications-Commercial Items are hereby incorporated. Offerors shall provide a completed copy of the provision at 52.212-3 with the offer obtained from http://farsite.hill.af.mil or from http://orca.bpn.gov if registered in ORCA (Online Representations and Certifications Application). Addendum to FAR Clause 52.212-1 applies to this acquisition as follows: 52.252-1, 52.252-5: (b) DFARS (Chapter 2), and 252.225-7000. FAR CLAUSES: The clause at 52.212-4, Contract Terms and Conditions-Commercial Items is hereby incorporated. Addendum to FAR Clause 52.212-4 applies to this acquisition, specifically the following cited clauses: 52.222-3, 52.222-19, 52.222-21, 52.222-35, 52.222-36, 52.222-37, 52.222-39, 52.225-1, 52.232-33, 52.222-41, 52.222-42, 52.222-44, 52.242-15, 52.252-2, 52.252-6, 252.203-7001, 252.204-7006, 252.212-7000, 252.212-7001, 252.225-7001, 252.243-7001.FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Status of Executive Orders-Commercial Items apply to this acquisition, specifically, the following cited clauses: 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222.36, 52.222-37, 52.233-3 and 52.233-4. ADDITIONAL INFORMATION: STATEMENT OF WORK 39th Annual Air Force Surgeon General?s Resource Management Conference July 19, 2007 1.1 Scope of Work The contractor shall provide support services for the Air Force Surgeon General?s Financial Management Directorate annual Resource Management Conference, with preferred date of 22 - 26 October 2007. Alternative date includes 28 October 2007 through 1 November 2007. The facility shall be near an International Airport located in Tennessee. Vendor must be able to accommodate all attendees within one hotel. Hotel must be collocated with conference facilities. Roundtrip airport shuttle must be available (cost, if any, must be identified in proposal, but not included in the overall proposed price) with regular frequency (minimum every hour). The contractor shall provide 350 guest rooms and meeting rooms as stated below, 1 banquet room to host a reception with refreshments, 1 registration area and 1 office or comparable location for administrative support, to include internet access, reproduction, and fax capability, over the span of 4 consecutive days/nights, and designated time periods. The contractor shall provide audio/visual services for the conference, and the necessary equipment, technical assistance and expertise. Services include daily room setup, light refreshments, luncheon and banquet. 1.2 Task Description: The contractor shall include but is not limited to: a. Meeting space over a span of 4 days/nights including breakouts for group totaling 350; see below schedule for room requirements each day. In addition to the rooms listed, 2 additional rooms are desired for impromptu meetings each day. b. 24-hour access to copier and printer facilities c. Audio/visual equipment and support services d. Qualified technical assistance for audio/visual support e. Light refreshments (coffee/tea/water/pastries, etc.) during break sessions as identified in below schedule. Continuous refreshments are desired. f. 1 Room with internet connectivity for 40 laptops (supplied by the Government). g. All rooms for the duration of the conference, including breakouts, should have at a minimum, 1 whiteboard, 1 A/V screen and ability to project (Enfocus projector or comparable) presentations that can be seen by all members. Minimum size of screen is 25 feet by 25 feet for general session and 10 feet by 10 feet for breakouts. The three main groups are identified in the schedule. Additional breakouts may be identified pending final meeting agenda. Two additional meeting rooms that will each seat a minimum of 30 individuals shall be available during all sessions. h. Restaurant on and/or near the premises that can provide breakfast, lunch and dinner. 1.3 Deliverables. All services shall be accomplished in accordance with the best commercial practices. All services must meet professional standards. a. 350 blocked guest rooms priced at the Government per diem rate. Individual member shall pay for his/her room b. Meeting rooms, as identified below, as well as 2 separate rooms for impromptu meetings that can seat a minimum of 25 people. c. 1 banquet room to facilitate opening reception for 350 people with refreshments. The contractor shall provide light refreshments during the reception. Banquet refreshment costs will be paid by individual members and this cost shall not be included in contractors cost proposal. d. 1 registration area to register 350 people (2 tables/4 chairs) e. The contractor shall be accessible for all attendees flying in internationally, allowing 3 days pre/post arrival/departure. f. 1 banquet room to facilitate luncheon for 350 attendees. The contractor shall provide lunch for 350 attendees. g. Availability of restaurant that provides lunch on premises. h. Light refreshments during breaks (breaks are identified in below schedule). Refreshments must be available by 7:00am daily. 1.3.1 Schedule. Specific delivery service schedule and estimated attendance will be as follows: Conference Room set-up may vary pending final approval of the schedule. Vendor must be able to accommodate changes to room arrangements. Date and Estimated Occupancies are as follows: 20 October (or 27 October if alternate date is used): 5 21-25 October(or 28 October-1 November if alternate date is used): 350 Estimated total attendees: 350 Event Date: Saturday 20 October 07 (Alternate: 27 October): Arrival/check-in of advance team (estimated 5 individuals) Event Date: Sunday, 21 October 07 (Alternate: 28 October): Arrival/check-in of attendees Registration Area 10:00 pm - 6:00 pm Event comments: Set-up (2 tables, 4 chairs), arrival of 345 people Office area 6:00 am - 8:00 pm (copier and printer facilities) Event Date: Monday 22 October 07 (Alternate: 29 October) General Session 08:00 am - 9:00 am, 1 room, 350 attendees, auditorium style, stage with podium and a screen/projector for PowerPoint presentation. This room must be available by 7:00 a.m. 9:15 am - Immediately following General Session, attendees will take 15-minute break and breakout into 3 groups/rooms: 1. RMI-Block A: Estimated 50 students (subject to change) Room Requirement: Classroom style 2. Block B: 150 attendees Room Requirement: Classroom style with internet connectivity and ability for instructor to project laptop onto screen. 3. Block C: 150 attendees Room Requirement: Classroom style with internet connectivity and electrical outlet for instructor and ability for instructor to project laptop onto screen. 4. Reception: 350 attendees. Contractor shall provide light refreshments and set up banquet room. Reception time is 5:30 pm - 7:30 pm, Banquet room Breaks: 10:15 am-10:30, 2:00 pm-2:15 pm, 3:15 pm - 3:30 pm Lunch on premises: 11:30 am - 1:00 pm Event Date: Tuesday 23 October 07 (Alternate: 30 October) General Session 08:00 am - 8:45 am, 1 room, 350 attendees, auditorium style, stage with podium and screen/projector for PowerPoint presentation. This room must be available by 7:00 a.m. 09:00 am. Attendees will immediately breakout into 3 groups: 1. RMI-Block A: Estimated 50 students (subject to change) Room Requirement: Classroom style with internet connectivity for min. 40 students (students will bring laptops); instructor must have ability to project laptop onto screen. 2. Block B: 150 attendees Room Requirement: Classroom style, podium projector/screen for PowerPoint presentations. 3. Block C: 150 attendees Room Requirement: Classroom style, podium projector/screen for PowerPoint presentations. 4. Award Luncheon for 350 attendees on premises, 11:30am -1:00 pm, Banquet Room. Contractor shall provide lunch for 350 attendees. 5. Breakout rooms: 9 rooms for estimated 40 people per room, 4:45 pm - 6:30 pm, classroom style, and podium projector/screen for PowerPoint presentations. Breaks: 8:45 am-9:00 am, 10:00 am-10:15 am; 2:00 pm-2:15 pm; 3:15 pm-3:30 pm Event Date: Wednesday 24 October 07 (Alternate: 31 October) Start time: 08:00 am. Attendees will immediately breakout into 3 or groups: 1. RMI-Block A: Estimated 50 students (subject to change) Room Requirement: Classroom style with internet connectivity for min. 40 students (students will bring laptops); instructor must have ability to project laptop computer information onto screen. 2. Block B: 150 attendees Room Requirement: Classroom style, podium, and projector/screen for PowerPoint presentations. 3. Block C: 150 attendees Room Requirement: Classroom style, podium, and projector/screen for PowerPoint presentations. 4. After-conference meeting: 1 room for estimated 40 people, 5:00 pm ? 6:30 pm, classroom style, projector/screen for PowerPoint presentations. Breaks: 9:00 am-9:15 am; 10:15 am-10:30 am; 2:00 pm-2:15 pm; 3:15 pm-3:30 pm The conference will conclude at 4:40 pm with the final wrap up by 6:00 pm. Event Date: Thursday 25 October 07 (Alternate: 1 November) Check out. All responses must be received electronically no later than 2:00 P.M. EDT on 27 JULY 2007. Proposals shall be submitted electronically to the Contracting Officer, Capt Gretchen Clohessy, at Gretchen.clohessy@bolling.af.mil and the Contract Specialist (Contractor), Ms. Jacqueline Mitchell, at jacqueline.mitchell.ctr@bolling.af.mil . An official authorized to bind your company shall sign the offer. To be eligible for an award, all contractors must be registered in the Central Contractor Registration (CCR). A contractor can contact the CCR by calling 1-888-227-2423 or e-mail at www.ccr.gov. The FAR clauses web site is http://farsite.hill.af.mil or www.arnet.gov. Questions concerning this solicitation should be addressed to Ms. Jacqueline Mitchell (Contractor), Contract Specialist, Phone (703) 681-7043, E-mail Jacqueline.mitchell.ctr@bolling.af.mil not later than 4:30P.M EDT on 24 July 2007.