X--Yellow Ribbon Family Programs Retreat 9-11 July 2010

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. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The Colorado Army National Guard is coordinating hotel accommodations for the Yellow Ribbon Family Programs Retreat for the weekend of 9-11 July 2010. The North American Industry Classification System Code is 721110 with a small business size standard of $7.0 million. Please respond by 9 a.m., Mountain Standard Time, March 23, 2010. The type of contract will be firm fixed price. See below for requirements for the Retreat. General requirements; 1. Conference/meeting space for approximately 400 adults, banquet style in rounds/half rounds of 8 and 10 depending on event. 2. 17 private meeting/breakout rooms for 20 adults each. (Sat) 3. 4-5 rooms (non-hotel) for childcare/ youth activities (15 children each) (Sat and Sun) 4. AV support to include 2 LCD projectors with remote and sound system with wireless microphones (2) for main meeting room and (1) for a private meeting/breakout rooms. Wiring and patches to incorporate laptop in sound system for main ballroom. Two large white screens for the LCD projectors in main ballroom. 5. Restaurant and full service bar on premise. 6. 9-10 banquet (6 rectangular) tables with linens in common area just outside main meeting area for static vendor displays with power outlets as needed. (Sat and Sun) 7. Third party bidders (event planners/facilitators) must provide a company staff member on site for the entire event at no cost or additional fees to the government. 8. The preference would be that all hotel rooms and banquet facilities be housed under one roof or complex not requiring transportation to move personnel. 9. Space for initial registration in lobby area Friday night to include 4 display tables and space for event signs. Daily requirements; Friday, July 9, 2010 1. Hotel accommodations, approximately 400 rooms, (20 individually billed/380 master billed) at or below the government per-diem rate to include parking fees. 2. Lobby space for 4 tables and signs to accommodate group check in from 5:00 to 9:00PM. Saturday, July 10, 2010 1. Hotel accommodations, approximately 390 rooms, (20 individually billed/370 master billed) at or below the government per-diem rate to include parking fees. 2. Breakfast buffet for approximately 425, full breakfast at or below the government per-diem rate to include all gratuity and service fees. 3. Main meeting/banquet room for approximately 400 with self service coffee and cold beverages (9-11AM) available from 8:00AM to 4:00PM set as half rounds for 10 with linens. This room will require AV support, 2 LCD projectors with remote, 2 white screens, sound system with patches to laptop and 2 wireless microphones, one as lapel. 4. 17 private meeting/breakout rooms, seating for 20, no AV requirements available from 9:30AM to 12 noon. 5. 4-5 rooms for youth/child activities (number TBD) available from 8:00AM to 9:00PM. Details to be discussed and finalized as numbers are known. 6. Main room or main ballroom to be set up for dinner event from 5:30 to 9:00PM, rounds seating 10 with linens and 6-8 material tables with linens in front of room to use as needed for event/displays/awards, additionally 1 small round table with one chair that will be used as a memorial. AV requirements remain the same as morning. 3 cash bars required at back of room. Dinner meal (including a salad, main course with bread and desert) to be provided (buffet or served) for approximately 390 at or below the government per-diem meal rate to include gratuity and service fees. 7. Dinner meal for youth in youth rooms for number to be determined (approximately 90). Generally its a pizza/chicken fingers or simple meal with drinks and cookies. Sunday, July 11, 2010 1. Breakfast buffet for approximately 415, full breakfast at or below the government meal per-diem rate to include all gratuity and service fees. 2. Main meeting room to be set up for 400 with half rounds seating 8-10 with linens available from 8:00AM to 1:00PM with AV as listed in general requirements. Self serve coffee and cold beverage service from 9:00 to 11:00AM. 3. Additional private meeting/breakout room theater style for approximately 100. This room will require AV support, 1 LCD projector with remote and white screen, sound system with patches to laptop and 1 wireless microphone available from 7:00AM to 11:00AM. Room will be used as chapel from 7:45AM to 8:30AM and then again as breakout from 9:00AM to 11:00AM. 4. 4-5 rooms for youth/child activities available from 8:00AM to 1:00PM. 5. Room check out to be extended to 1:00PM This property must be a full service resort environment in the mountains fifty plus miles west of the Denver Metro area. In coordination with the state youth staff, childcare and youth activities must be available in close proximity of the resort. Please submit the proposal with the following line items: Line Item #1: Lodging Line Item #2: Meeting Space Line Item #3: Dinner Line Item #4: Breakfast Line Item #5: AV Support Line Item #6: Dinner for Children/Youth The Government will award to the lowest priced, responsible contractor whose quote confirms to the solicitation and the Performance Work Statement (PWS). 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, Instructions to Offerors, Commercial Items (Nov 2007) and 52.215-5, Facsimile Proposals (Oct 1997) applies to this acquisition. Submit signed and dated quotes on company letterhead. The contractor must be registered in the Central Contractor Registration database. Offerors must be registered in the Online Representations and Certifications system at http://orca.bpn.gov. Clauses and provisions may be accessed via the internet, http://farsite.hill.af.mil. The following FAR clauses 52.212-4 Contract Terms and Conditions-Commercial Items (Feb 2007) is incorporated into this RFQ and is amended to add the following FAR clauses: 52.204-7 Central Contractor Registration (Jul 2006), 52.252-2, Clauses Incorporated by Reference (Feb 1998), 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Feb 2008). The following additional FAR Clauses are applicable: 52.219-6, Notice of Total Small Business Set-Aside (June 2003);52.222-3, Convict Labor (June 2003); 52.222-21, Prohibition of Segregated Facilities (Feb 1999); 52.222-26, Equal Opportunity (Mar 2007); 52.222-36, Affirmative Action for Workers With Disabilities (June 1998); 52.222-41, Service Contract Act (1965); 52.222-50, 52-223-15 Energy Star, 52.223-16 EPEAT, Combating Trafficking in Persons (Aug 2007; 52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003). The following DFARS clauses apply 252.212-7001, Contract Terms and Conditions Required to Implement Statues or Executive Orders (Mar 2008) specifically the following clauses under paragraphs (a) and (b) are applicable; 252.204-7004, Alternate A (Sep 2007). This contract incorporates one or more clauses by reference, with the same force and effects as if they were given in full text. Upon request, the contracting Officer will make their full text available. Also, the full test of a clause may be accessed electronically by these addresses: www.farsite.hill.af.mil or www.arnet.gov/far. The following additional clauses are also incorporated into this solicitation DFAR 252.204-7004 Alt A, Required Central Contractor Registration (Sep 2007); A due date for offers will be 9 a.m., Mountain Standard Time, 23 March 2010. Offers will only be accepted by email adrienne.rochat@us.army.mil. Reference the Solicitation number W912LC-10-R-0007 Please email questions/comments to Adrienne Rochat at the above email.