X -- PSO EVENTS PUERTO RICO

This is a combined synopsis/solicitation for commercial service prepared in accordance with Federal Acquisition Regulation (FAR) 12.6. This announcement constitutes the only solicitation; Quotations are being requested and a written solicitation will not be issued. The Solicitation number is: CNCS-LDJ-08-0001 and is issued as a Request for Quotations (RFQ). This solicitation document incorporates all mandatory commercial item provisions and clauses that are in effect through Federal Acquisition Circular (FAC) 05-23 dated December 26, 2007. The North American Industrial Classification System (NAICS) code is 721110, and the small business size standard is $6 million. The government intends to issue a Purchase Order (PO) in accordance with FAR Part 13.106 for the following statement of work, under the simplified acquisition procedures and reserves the right to make multiple awards. The contractor shall provide all labor, incidental materials, and other services necessary to render services under the resulting PO, see Statement of Work (SOW) detailed below. STATEMENT OF WORK: The Corporation for National and Community Service, a Federal Government Corporation, intends to award a contract to a qualified vendor to provide lodging, conference space, and meals for an AmeriCorps*VISTA Pre Service Orientation. It is expected that approximately up to 125 rooms will be needed throughout the year. These events will take place in the San Juan Area in the following dates: February 11-14, 2008, April 14-17, 2008 August 25-28, 2008, Only hotels without a casino will be acceptable. Compliance: The facility must comply with the American with Disabilities Act and be on the Hotel-Motel National Master List of FEMA/United States Fire Administration. The bidder should fall within the Federal per diem rate for the San Juan area for meals and lodging. All proposed prices should be inclusive and Bids must include per night sleeping rates and cost per person for each meal. Note that the CNCS is tax exempt; therefore, this should be taken into consideration in determine the price per room. The bidder should provide the name of an on-site contact and any charges for on-site representation. The bidder should state if they have on-site parking and any costs associated with it. Note if there is a special daily rate for guests. Sleeping rooms: It is expected that up to 125 double rooms will be needed throughout the year. The rooms will be for 3 nights (check-in Monday-checkout Thursday). The beds can be twin or double but each person must have their own bed. A typical setup/specifications for each of the three (3) activities per year will include the following:1. REGISTRATION: 1.1 Two (2) large covered tables set up in the assigned registration area or outside the main meeting room beginning at 9:00 am on Day 1 and remaining until the conference conclusion on Day 4 at 4:00 pm. 1.2 A message board should be set up and left in the registration area throughout the duration of the conference. Provide detail cost breakdown registration. 2. MEETING SPACE: 2.1 Day 1 (9:00 am-2:00 pm) one general session room with U Shape set up for fifteen (15) attendees. 2.2 Day 1 (1:00 pm-9:00 pm) one general session room with round tables of 10 for a number of attendees between 60 and 80. 2.3 Day 2 (8:00 am-9:00 pm) one general session room with round tables of 10 for a number of attendees between 60 and 80. 2.4 Day 2 (8:00 am-5:00 pm) one breakout room with round tables of 8 for 30 attendees 2.5 Day 3 (8:00 am-9:00 pm) one general session room with round tables of 10 for a number of attendees between 60 and 80. 2.6 Day 3 (1:00 pm-5:00 pm) 1 breakout room with rounds tables of 10 for a number of attendees between 30 and 40) 2.7 Day 4 (8:00 am-4:00 pm) one general session room with round tables of 10 for a number of attendees between 60 and 80. 2.8 Day 4 (8:00 am-12:30 pm) one breakout room with round table of 10 for a numbers of attendees between 30 and 40. Provide detail cost breakdown for Meeting space. 3. MEALS: 3.1 Day 1 3.1.1 A.M. Break and Lunch for fifteen (15) attendees 3.1.2 PM Break and Dinner for a number of attendees between 60 and 80. 3.2 Day 2 and Day 3 3.2.1 Full breakfast, AM Break, Lunch, PM Break, Dinner for a number of attendees between 60 and 80. Lunch only on Day 2 would include an additional 45 attendees. Times will be assigned. 3.3 Day 4 3.3.1 Full breakfast, AM Break, Lunch, PM Break, for a number of attendees between 60 and 80. Times will be assigned. Menus must be included in your bid. Meals should be served in a room separate from the general session room. Day One, Day Two and Day Three will have a sit down lunches and buffet dinners. Day Four will have a sit down lunch. Your bid should provide individual cost detail per each meal and total cost all meals. 4. EQUIPMENT: Rental expenses for A/V equipment must be included in your bid. 4.1 Day 1-Day 4 (8:00 am-9:00 pm). 4.1.1 One (1) data projector and screen in general session room. 4.1.2 One sound system with handheld microphone in general session room. 4.2 Day 2 (Breakout room 8:00-5:00 pm). 4.2.1 One data projector and screen. Provide detail cost breakdown for equipment. 5. MISCELLANEOUS: Guests will be responsible to pay for any incidental or personal expenses such as telephone calls, room service, etc. 6. SPECIAL REQUIREMENTS: Meeting rooms and at least 20% of sleeping rooms must be accessible to physically challenged individuals. At least 20% of each of the meals will be vegetarian or vegan. 7. OPTIONS: The Corporation for National and Community Service anticipates a base period with three option years if exercised. The specifications/requirements will be the same base through option periods. This determination will be made upon satisfactory completion by the vendor of the requested services. The dates for the optioned years would be as follows: 2009 February 9-12, April 20-23, August 24-27; 2010 February 8-11, April 26-29, August 23-26; 2011 February 7-10, April 11-14, August 22-25. The following are inserted by reference: FAR 52.212-1, Instructions to Offerors-Commercial Items (to be submitted with quotation); 52.212-2, Evaluation-Commercial Items. FAR 52.212-3, Offeror Representations and Certifications-Commercial Items. An offeror shall complete only paragraph (j) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (b) through (i) of this provision. FAR 52,212-4. FAR Clauses 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items with the following clauses applicable: FAR 52.222-3 Convict Labor; 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; 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; 52.225-1 Buy American Act-Supplies; 52.232-36 Payment by Third Party. FAR 37.107 1965; The Service Contract Act of 1965 (41 U.S.C. 351-357) provides for minimum wages and fringe benefits as well as other conditions of work under certain types of service contracts. The latest wage determination your area may be accessed electronically at website http://www.wdol.gov/wdol/scafiles/. ; The full text of FAR references may be accessed electronically at website http://www.acqnet.gov. 8. QUOTATIONS: Bidders are invited to submit firm, fixed price quotation responses for deliverables; meeting space, lodging, audio visual equipment rental, meal service, mid-morning and mid-afternoon break services in accordance with the statement of work. The contractor shall provide fixed-prices for each deliverable as well as a total cost for the entire requirement. 9. AWARD EVALUATION: The government will evaluate quotations, to determine price reasonableness, and the ability to meet objectives in the scope of this RFQ. An order will be awarded to the vendor whose responsive quotation offers the best value to the CNCS. Quotations submitted under this Statement of Work will be evaluated, and a contractor selected, based on both technical and cost considerations. the responsible Seller whose offer conforming to the solicitation will be most advantageous to the government in descending order of importance on the basis of price, technical capability (see below) , delivery (meeting date requirement), and past performance (provide two references name and contact number). Technical capability - Descriptive literature regarding your facility shall be submitted with your quotation including sleeping rooms, eating/restaurant spaces, menus, hotel parking fees, laundry services, meeting room space, diagrams and square footage. Vendors not registered in the Central Contractor Registration (CCR) database at the time the requirement is to be awarded may not be considered. Vendors may register with CCR by calling 1-888-227-2423 or (269) 961-5757, or by accessing www.ccr.gov. The Government reserves the right to award the contract without holding discussions. All proposals shall be submitted in writing to the attention of Leroy Dawson signed by a person authorized to negotiate on behalf of the bidder. Quotes 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 8311-C, Washington, DC 20525. Phone number is 202.606.7551. Please forward 1 original and 3 copies. If sent by e-mail, forward only one copy of the technical and cost quote to ldawson@cns.gov. Proposals shall be received no later than 3:00 PM EST on January 28, 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.