X -- Conference and Lodging Facilities

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. The solicitation is issued as a Request for Quote CNS-MAV-0004. The Government intends to negotiate a fixed- price type contract for Training Facilities in location(s) that are in proximity to the Gulf Coast. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-22. Only written requests received directly from the requester are acceptable. This announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be used. The Period of Performance for this requirement is February 1, 2008 through September 12, 2008. The Government may award multiple contracts for the lodging dates provided in Part A. The Offeror(s) shall provide facilities to conduct five training sessions for different dates with national service members and staff. Attendance for these sessions will range from 70 to 333 participants. The following are the minimum requirements for this request: Part A- CLIN 0001: SLEEPING ACCOMMODATIONS AND FOOD : The training dates and number of participants are as follows: (a) February 1-8, 2008, Number of Staff participants (9); Number of Member Participants (142): (b) April 23-25, 2008; Number of Staff participants (10); Number of Member Participants (66); (c) April 27-May 2, 2008; Number of Staff participants (16); Number of Member Participants (317); (d). June 13-20, 2008; Number of Staff participants (10); Number of Member Participants (186); (e) September 8-12, 2008; Number of Staff Participants (12); Number of Member Participants (194). Lodging rates must be within the Government Per Diem rate in accordance with the Joint Travel Regulations website at http://www.gsa . Dates and number of training participants will be confirmed a minimum of 60 days in advance of the dates of training. Accommodations should at a minimum be provided for the following: a) Staff: Private sleeping accommodations with a private bath, or one shared bath per two private sleeping accommodations; b) Members: Furnished sleeping accommodations (bed and mattress for each person). Linen for all beds; maximum of four individuals per room. Separate sleeping and bathroom facilities for males and females. Approximately 65-70% of the members will be female. Bathrooms per every two sleeping rooms. All rooms must be non-smoking, no pets; designated smoking areas on-site outdoors; heating and air conditioning available in all training Part B- CLIN 0002: MEALS will be provided as part of the contract for the duration of the training: 1) Breakfast, lunch, and dinner provided each day of the training. 2) At least one vegetarian selection must be available with each meal. Approximately 30% of the diners will be vegetarian or vegan. Breakfast and dinner must offer hot food options. Part C-CLIN 0003: TRAINING ROOMS: The following minimum training room space must be available for the duration of the training. A General Session Room sufficient to hold all attendees, per maximum for each scheduled conference with seating for all. Configuration at a minimum would support theater seating with a stage or space at front of the theatre (minimum size 10? x 12?) for speakers/activities. Two large rooms sufficient to accommodate up to 100 people with seating. Six small breakout rooms sufficient to accommodate up to 20 people seated at tables in a square/rectangular configuration. One room to serve as a staff space to accommodate up to 6 people with access to an outgoing telephone line. Part D- CLIN 0004: AUDIO-VISUAL EQUIPMENT: In General Meeting Room: Wireless microphone and plug-in music players (DVD), LCD projector with screen capable of receiving plug-in video devices (laptop, DVD/VCR player); Two Smaller Conference Rooms: LCD projectors with screens. Heating and air conditioned training rooms. Part E-CLIN 0005: REQUIRED AMENITIES: Access to broad-band internet connections. On-site provision of 10 desktop computers with print capability, and access to a wireless access point (802.11.g-compatable) is preferred. A minimum of 10 Ethernet drops or a wireless access point (802.11.g-compatable) sufficient to support a minimum of 25 simultaneous users is required. Minimum internet access availability from 8 AM to 11 PM each day, however 24 hour access is preferred per day. A minimum of 2 out-going pay-phone telephones. Two out-going phone lines available for staff use using government provided calling cards. Fax machine available for incoming and outgoing faxes. One or more common areas equipped with TVs with cable or dish programming. Preferred to have DVD player capability. Each area should accommodate up to 50 people. If individual lodging areas have TVs, only one area is required. On-site parking spaces sufficient to safely park up to 50 extra length, moderately wide vehicles (40 12-15 passenger vans; 10 pickups/sedans). Shuttle service from the nearest major airport to and from the facility for up to 25 people. Part F -CLIN 0006: CONFERENCE LOCATION: The training facility must be within 450 miles, straight-line, of New Orleans, Louisiana, or Louisiana, Mississippi, or the southern boot-heel of Alabama, must be at least 50 miles north of Interstate 10 and Interstate 12, which runs east-west across the southern parts those states. Within 120 miles of a major airport with service from at least 3 major passenger airline carriers. Within 40 miles of a city with a population of 10,000 or more. The city must have emergency medical facilities available 24 hours per day, 7 days a week. Part G-CLIN 0007: CONFERENCE SUPPORT: Conference support with on-site staff to include an on-site conference manager with the selected facility to handle any inquiries, technology glitches, or unanticipated on-site requirements related to each conference must be available during regular working hours. Part H-CLIN 0008: On-site laundry machines (free or coin operated); on-site or nearby (10 miles). In submitting a bid for these services, please quote a price/guest/day, based on the facilities provided and the different sleeping accommodations requested. Only sleeping room rental, meeting room rental, and scheduled meeting costs for these guests should be included in this solicitation. Incidentals: Each guest will pay persona expenses (telephone calls, room service, etc.). The Offeror shall provide a fixed price not-to-exceed quantity as follows: 1)Price per room per day; 2)Meals: Breakfast per day per person; Lunch per day per person; dinner per day per person; meeting room package per individual room breakout; Audio/Visual package per day. To be eligible for award under this solicitation, the offeror must comply with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391 (15 U.S.C. 2201 et.seq). and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at ?http:wwww.usfa.fema.gov/hotel/search.cfm. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offeror?s facility must be compliant with the requirements of the American with Disabilities Act (ADA) public law 101-336 (42 U.S.C. 12101 et. seq.) INSTRUCTIONS: Offeror must comply with all instructions contained in provision 52-212-1, Instructions to Offeror-Commercial. To be technically acceptable, the proposal items shall meet the Governments requirements. In the technical proposal, Offeror shall provide a complete description of the: 1) proposed conference site, including visual (photographs or photographs in brochures) of the site and bedrooms, classrooms and meeting rooms, dining and other major Conference/site facilities; services available in each room proposed for use, including bedrooms, conference /meeting space, dining/breakout space, etc. and floor layouts of all meetings/conference space proposed including room dimensions and the location of any visual obstructions in any room. 2) A complete description of how the Offeror will meet the specifications; 3) a description of the food/beverage service proposed including sample menus and break service items proposed; 4) a description of the extent and manner in which the proposed site is accessible to people with disabilities and should also provide information is accessible to people with disabilities and should also provide information regarding availability of sign language interpreters in the area; 5) directions and information about how to get to the site from nearby airports; 6) describe your room cancellation policy before and during occupancy; 7) proposals must address all potential dates as listed, if not available; please state not available. Past performance will be evaluated based on (a) Customer Satisfaction; (b) Timeliness and (c)Compliance with delivery and or Performance Schedules current or within the last 18 months on projects similar in scope and nature. The offeror must provide the names, addresses and telephone number of 3 companies who have held similar events at the facility in the last 18 months. Cost/price will be evaluated to determine its fairness, completeness and reasonableness as it relates to the items offered. Offerors must be registered in the Business Partners Network?s Central Contract Registration (CCR) database to be considered. You can register at the CCR website: http//www.bpn.gov. The following clauses applies to this requirement: 1) 52-252-2, Clauses incorporated by reference. This clause incorporates one or more clauses by reference with the same force and effect as if they were given in full text. Full text of a clause may be accessed electronically at this address(es): http:/www.arnet.gov.far. 2) 52-212-1, Schedule of Prices Offered. All responses shall be submitted on letterhead as a separate technical and cost proposal. The Cost proposal shall provide the individual costs. 3) 52-212-3 ? Offeror must submit a completed copy of the Offeror Representations and Certifications-Commercial Items. 4) Clause 52.212-4, Contract Terms and Conditions-Commercial Items. 5) Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items applies to this acquisition, specifically the following cited clauses and provisions are applicable: 52-222-21, 52,222.22, 52,222-25; 52,222-26, 52,222-36, 52.204-7. Full text versions of clauses and provisions may be viewed at http:/farsite.hill.af.mil. 6) 52.232-18, Availability of Funds. Award will be made to the offeror determined to be the Best Value to the Government in accordance with the FAR 52.212-2 Evaluation-Commercial. A best value award will be made to the lowest price technically acceptable quote from a responsible bidder submitting an offer found to be most advantageous to the government. Any offer that does not meet the solicitation requirements will be rejected as non-responsive All responses to questions will be posted by way of an amendment to this combined synopsis/solicitation. The Government reserves the right to award the contract without holding discussions. All proposals shall be submitted in writing to the attention of Martha Vines signed by a person authorized to negotiate on behalf of the offeror. Proposals submitted in response to this RFQ will be received in the following manner: via USPS Priority Mail, Commercial Overnight Delivery Service, hand carried to the Corporation for National and Community Service, 1201 New York Ave., NW, Suite 8403-B, Washington, DC 20525. Phone number is 202.606.6987. Please forward 1 original and 4 copies. If sent by e-mail, forward only one copy of the technical and cost proposal to mvines@cns.gov. Proposals shall be received no later than 2:00 PM EST on January 15, 2008. Note: Third part responses are welcome, however direct responses are preferable. Third party responses should also have a letter from the conference/lodging facility that the dates are acceptable and shall provide three (3) references with responses to this solicitation.