Conference Facilities

This is a combined synopsis/solicitation to negotiate a Firm Fixed Price contract for hotel accommodations, conference space, audiovisual and catering for a conference to be held in Washington, DC. The Department of Justice- Consolidated Executive Office, on behalf of Public Affairs Office, intends to procure a venue in which to hold the Public Information Officers’ Conference. The conference is to be held in Washington, DC from September 23, 2009 through September 25, 2009 with check-out on September 25, 2009. The conference will have up to 125 attendees. The venue must be located within a 10 mile radius of downtown Washington, DC. The venue must also be within walking distance to restaurants (attendees will not have cars) and to the “metro” subway and other public transportation. Request for quote DOJ-CEO01-09-8051 is issued in accordance with FAR Subpart 12.6 titled "Streamlined Procedures for Evaluation and Solicitation for Commercial Items". This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. DOJ will only consider proposals submitted directly from hotels. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-34. The applicable NAICS Code is 721110 and the small business size standard is $7 million. The hotel must have one-hundred (100) sleeping rooms available on 9/23/2009 and 9/24/2009 with late check- out the morning of 9/25/2009 and twenty-five (25) sleeping rooms available on 9/25/2009. The contractor must be able to provide all requirements specified for conference needs below. The hotel must provide lodging rates within the Government per diem rate or lower for the area. Each conference attendee will be responsible for calling the hotel and making their own reservations and securing the reservation on their own credit card. The hotel should provide a cut off date by which the reservations must be made to avoid paying for rooms not reserved for the conference dates. To be eligible for award under this solicitation, the hotel facility shall be listed with its current status on the Central Contractor Register (www.ccr.gov), be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Offers proposing facilities that are not listed will be rejected as technically unacceptable. In addition, the offeror’s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). The hotel facility must accommodate attendees with the following needs: Part A. Hotel Lodging - The hotel must have one-hundred (100) sleeping rooms on September 23, 2009 and September 24, 2009; and twenty-five (25) sleeping rooms on September 25, 2009. Rooms must be individual/private sleeping rooms at or below the government per diem rate for Washington, DC (currently at $233 excluding taxes). Payment for the room shall be the sole responsibility of each participant to include no-show fees and any incidental charges to the room. The 125 attendees will check into the hotel starting at 4:00 p.m. on September 23, 2009. Part B. Meeting Space - Conference Room/Office The hotel will have the Opening Session meeting room set for Ballroom with space for 120 people (scattered cocktail tables and chairs) with raised head table for 6 persons (or equivalent) with speaking podium and microphone for evening opening session (5:00 pm – 8:00 pm) on September 23, 2009. The General Session room shall be set up and available for DOJ personnel to place conference manuals and publications on the tables. The General Session room shall remain exclusively available to DOJ until the meeting concludes at 5:00 p.m. on Friday, September 25, 2009. The General Session room shall be private space and not share an air wall with another group. A Registration area with a registration table providing seating for three (3) people shall be set-up adjacent to or near ballroom to accommodate a flow of 120 people and remain there throughout the conference. The Ballroom shall be equipped to accommodate 120 people (100 classroom-style; 20 theater-style) with raised head table for 8 persons (or equivalent) plus speaking podium and audio visual capability for all day sessions on September 24th and September 25th 2009. One (1) secure office: Office should have approximately 400-600 square feet. This space is used to support the conference staffing and activities. The office space shall be available beginning on Wednesday, September 23, 2009 through the close of business on Friday, September 25, 2009. Four (4) Breakout Rooms, Conference Setting – accommodating 30 people each, with audio visual capability. See below paragraphs for daily break-out room requirements. Separate room for meals that can accommodate rounds of 8-10 for 125 people as well as a raised platform with head table for 6 people, speaking podium and audiovisual capability. The vendor shall provide access to a Business Center providing the ability to copy, ship, fax, use of a computer, use of a printer and other business related services. Audio Visual Requirements –Support and Equipment The vendor will be responsible for providing all required audio visual equipment (i.e. sound system, power point projection equipment, 10 x10 screen, microphones, podiums, etc) as well as the labor/technical personnel to operate the equipment throughout this conference. A technician needs to remain in the General Session room from 8:30 a.m. to 5:00 p.m. and also be available to assist with the Power Point presentations on laptops in the Break-Out rooms. The rate for this person should be included with the quote and shown as a separate cost. Conference set up and audio visual requirements shall begin on the evening of Wednesday, September 23, 2009. Telecommunications services - The vendor will be responsible for providing all required telecommunications equipment and services to include phone and internet connection. Food/Break Service - Food service shall be provided as follows: Opening Session: Light refreshments shall be provided for approximately 100 people on September 23, 2009. The cost shall, per person include all service and gratuity charges. Breakfasts: Two (2) working breakfasts-- on September 24th and September 25th 2009 shall be provided for approximately 100 people. The cost for each breakfast, per person shall include all service and gratuity charges. Meeting Breaks: Two (2) Mid-morning breaks-- on September 24th and September 25th 2009 and One (1) Mid-afternoon break on September 24, 2009 shall be provided for approximately 100 people. A selection of coffees, teas, fruit juices, sodas and light snacks shall be provided. The costs for breaks for each day, per person shall include all service and gratuity charges. Lunches: Two (2) working lunches-- on September 24th and September 25th 2009 shall be provided for approximately 125 people. The cost for each lunch, per person shall include all service and gratuity charges. Part D. Location Requirements: Facilities that are located within the downtown Washington, DC area will receive the highest consideration as this is the most desirable location/area for this event; Walking distance in safe area to nearby eating facilities (preferably in a 3 block radius). Prospective offerors are to submit a quote that includes a written proposal addressing all of the services, types of accommodations and equipment to be provided (to include location and amenities). Quotes are to include total and itemized rates/prices on ability to accommodate conference, meeting space (include floor plans), catering (menus), and audiovisual. Any separate services fees must be indicated when applicable. Part E. Evaluation Factors: A purchase order will be awarded to the offeror that poses the overall best value to the government price and other factors considered. Proposals will be evaluated based on 1) Technical Merit (hotel must meet or exceed the technical requirements listed within the combined synopsis/solicitation), 2) Past Performance (the contractor shall submit information on three similar conferences held at the facility within the past two years to include the number of attendees, length of conference, contract value and a point of contact from the company who can respond to questions concerning conference); and 3) Cost. Cost will be given more weight in the evaluation as technical proposal evaluations become closer. The Government reserves the right to perform a site visit that may be considered as part of the evaluation process. This requirement will be procured under FAR Subpart 12.6, Subpart 13.106 and Subpart 13.5 as supplemented with additional information included in this notice. FAR 52.212-3, Offeror Representations and Certifications - Commercial Items, must be completed and included with any and all quotes submitted in response to this solicitation. FAR Clauses 52.212-4, Contract Terms and Conditions-Commercial Items are hereby incorporated by reference. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items is hereby incorporated by reference. All referenced FAR clauses may be copied at www.arnet.gov/far. Federal Regulations require that any hotel/conference space contracted shall comply with the American with Disabilities Act (ADA) requirements and the FEMA, Fire prevention and Control Guidelines. The vendor select for award under this requirement must be registered in the Central Contractor Registration at www.ccr.gov, prior to award in accordance with FAR 52.204-7 Central Contractor Registration (Oct. 2003). Any commercial hotel agreement requires the Government's legal review, negotiations and approval and thus will cause undue administrative delay. Proposal including menus, floor plans and promotional materials should be faxed to LaTonya R. Garrett on 202-514-8557 or emailed to [email protected]. All questions must be submitted in writing. No telephonic responses will be accepted. Quotations are due on July 22, 2009 by 2:30 p.m. EST. Oral quotations will not be accepted.