2010 DOI Geospatial Conference

This notice 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; offers are being requested and a written solicitation will not be issued. This acquisition will be conducted IAW FAR Part 12 and FAR Part 13. This notice is being issued as a Request for Quotations (RFQ) for Hotel and Conference Facilities for the Department of the Interior's Geospatial Conference. This will be a Firm-Fixed-Price contract. Note: Ensure your firm is registered in CCR and ORCA - All vendors must be registered in CCR and ORCA to receive government contracts - www.ccr.gov and http://orca.bpn.gov/. The NAICS Code and the small business size standard for this procurement are 721110 and $7M, respectively. All responsible sources may submit an offer which shall be considered by the agency. Submit questions via email to [email protected] by January 28, 2010 1:00 pm Eastern Time. Questions with the Government's responses will be posted to FBO. All e-mail inquiries shall have the solicitation number included in the subject line. Submit offers via email to [email protected] by February 2, 2010, 1:00 pm Eastern Time. Questions and quotes submitted by a method other than electronic mail shall not be accepted and shall not be answered. HOTEL REQUIREMENTS LOCATION: Denver, Colorado RESERVATIONS: The event is scheduled for October 31, 2010 - November 5, 2010 with check in on October 31 and checkout on November 5. The hotel will be required to reserve meeting space, food & beverage, and audio & visual equipment with a DOI issued purchase order. Individuals will pay for their rooms via credit card upon arrival at the facility. SLEEPING ROOMS: The Federal Government per diem rate or less is required for all sleeping rooms in block (maximum of $158/night). Participants are responsible for all room and associated charges. The number of rooms required for each day is as follows: Oct 31- 500 rooms; Nov 1 - 700 rooms; Nov 2 -900 rooms; Nov 3 - 900 rooms; Nov 4 - 200 rooms. MEETING ROOM RENTAL: Exhibit Space and one time set up for 40 8x10's; Nov 1 - Nov 4 - General/Plenary Session room for 1300 people set classroom style; 30 Breakout rooms varying in size for 40-300 people set theatre style. To begin Sunday, October 31st for set up at 4PM and to end Friday, November 5th at 12PMAUDIO/VISUAL REQUIREMENTS: PC projectors and screens for 20 breakout rooms. High intensity projector and large screen for plenary room; Audio microphone and speakers for 20 rooms. Multiple speakers and lavaliere microphones for plenary room. Stage set up for plenary room.; Availability of internet access for all meeting rooms to begin Oct 31st for set up at 4PM and to end Nov 5th at 12PM.FOOD & BEVERAGE: Oct 31 - Evening Welcome Reception for 500 people approximately with hot and cold canaps; Nov 1 - Am Break to include coffee, hot tea and a pastry for 1000 people and a PM Break to include coffee, hot tea, sodas for 1000 people; Nov 2 - Am Break to include coffee, hot tea and a pastry for 1000 people and a PM Break to include coffee, hot tea, sodas for 1000 people; Nov 3 - Am Break to include coffee, hot tea and a pastry for 1000 people and a PM Break to include coffee, hot tea, sodas for 1000 people; Nov 4 - Am Break to include coffee, hot tea and a pastry for 1000 people and a PM Break to include coffee, hot tea, sodas for 1000 people; Nov 5 - Am Break to include coffee, hot tea and a pastry for 200 people INTERESTED PARTIES SHOULD PROVIDE THE FOLLOWING IN THEIR RESPONSE: 1. A discussion on the facility and its ability to meet the requirements noted above. Brochures and diagrams are welcome. 2. Price quote with a detailed cost breakdown on a daily basis of the sleeping rooms, meeting rooms, food & beverage, AV equipment, and other services required to make this a successful event. Note: DOI is a federal agency and is exempt from State of Colorado Sales Tax and Federal Excise Tax. The tax exempt ID number is 140001849. 3. Sales Agreement that complies with the terms and conditions of this solicitation. 4. Your quote MUST include the solicitation number along with your Tax Identification Number (TIN), Dun & Bradstreet Number (DUNS), Complete Business Mailing Address, Contact Name, Contact Phone Number, Contact Fax Number, and Contact Email Address. Selection and award will be made to that offeror whose quote will be most advantageous to the Government, with consideration given to the factors of proposed technical merit and price. It is critical that offerors provide adequate detail to allow evaluation of their quote. (SEE FAR 52.212-1(b)). Prospective offerors shall notify this office of their intent to submit an offer. It is the offeror's responsibility to monitor for the release of solicitation amendments (if any). The provisions and clauses in the RFQ are those in effect through FAC 2005-38. The following provisions and clauses are incorporated by reference and can be accessed at http://www.acquisition.gov/far/index.html: 52.212-1 Instructions to Offerors-Commercial Items52.212-3 Offeror Representations and Certifications-Commercial Items52.212-4 Contract Terms and Conditions-Commercial Items52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items Addenda to FAR 52.212-4 are as follows: AMERICANS WITH DISABILITIES ACT - Hotel agrees to comply with its obligations under this act. CANCELLATION - It is agreed and understood that Government agencies are not permitted to pay for services/accommodations that are not actually rendered, and therefore cannot agree to any standard cancellation/attrition terms. DEPOSIT - Advance payment deposits will not be paid. Services will be paid for as rendered. The Government is not permitted to make advance payments or make payments for services not rendered. FEDERAL LAWS - This Agreement shall be governed, construed, and enforced in accordance with Federal laws. If no existing Federal Law applies, State of Colorado laws will govern. ROOM BLOCK GUARANTEE - The group may substitute names, cancel and replace reservations, add names, and change arrival/departure dates of any attendee up to the day of arrival as long as rooms are available within the contracted block. GUARANTEED MINIMUM: The Government will not guarantee a minimum amount of revenue for food & beverages or sleeping rooms.