Solicitation Number: NNG07213071Q
Posted Date: Aug 16, 2007
FedBizOpps Posted Date: Aug 16, 2007
Original Response Date: Aug 31, 2007
Current Response Date: Aug 31, 2007
Classification Code: R -- Professional, administrative, and mgmt support services
NAICS Code: 721110 - Hotels (except Casino Hotels) and Motels
Contracting Office Address
NASA/Goddard Space Flight Center, Code 210.M, Greenbelt, MD 20771
NASA/GSFC has a requirement for conference room space for 300 (+- 10%) participants for a 3 full day conference to be held November 27-29 2007, from 8:00 AM - 5:00 PM in Palm Beach, FL.
The requirement has the following basic specifications: Location -Palm Beach County, FL -Easy access to multiple airports for NASA, international participants (European, South American, and Japanese), other government agencies, industry, and universities -Shuttle from West Palm Beach airport required -Easy access to commuter train system (Tri-Rail) no more than 15 minutes away by taxi or shuttle Conference meeting space -300 attendees (+/-10%) classroom style (tables and with chairs on one side only) oriented towards a screen on one wall.. All tables should be draped with water pitchers and glasses available. A pad of note paper and pens or pencils for each seat. -Extra chairs at rear of meeting room -Podium for speaker
Audio-visual to include: -2 wireless lavaliere microphones -1 podium microphone -2 microphones on stands (audience) -computer projector (XGA resolution) w/ remote and laser pointer -projector screen - 10' with drape -PC with Adobe Acrobat and Powerpoint (Office XP) -Labor to support AV Registration area (outside of meeting room, but nearby) -Registration table (8' min) -4 chairs -Electrical power (110V - 4 outlets) -Internet access (wireless or wired)
Side meeting rooms: -2 rooms that can accommodate up to 25 people available from 8:00 AM to 5:00 PM Tuesday through Thursday. -set up in meeting mode with tables and chairs -1 room that can be used as an on-site conference committee room for planning (fits 10 people min) and storage of registration materials. Available Monday at 8:00 AM to Friday at 12:00 PM. -All meeting rooms should have electrical power access to support all AV needs.
Hotel rooms- standard size rooms required: Breakdown for Mon 11/26 (check-in) through Fri 11/30 (checkout) room night minimums are as follows: -Monday 11/26 200 rooms -Tuesday 11/27 200 rooms -Wednesday 11/28 200 rooms -Thursday 11/29 150 rooms -Hotel must be able to accommodate 275 peak, if needed -Federal government per diem rate or less for all rooms in block -Maximum of $120/night -Participants are responsible for all room and associated charges -The hotel should provide signs directing participants to the conference room and the lunch room.
Food and beverage Breakfast A continental breakfasts to be set up near registration area outside of main meeting room to be provided each day of the conference(Tuesday-Thursday). A description of the items should be included in the quote. -This shall include coffee, tea, and assorted juices as well a selection of pastries, breads, and fresh fruit. -Leftovers from breakfast shall be available for morning breaks.
Lunch -Lunches to be set up in an area separate from the meeting room each day of the conference (Tuesday-Thursday). If weather permits outdoors is acceptable. Note: podium and microphone is necessary for lunch time speaker. -Lunches shall be buffet-style (1 hour max to facilitate meeting schedule) and have a choice for different options (i.e., each day has different option) including: -Green salad as well as assorted side salads -Sandwich or wraps -Deli tray with meats and cheeses, lettuce, tomatoes, pickles, onions, and condiments -Variety of breads/rolls (whole grain included) -Health conscious main dish (alternate to sandwiches) -Dessert -Iced tea, sodas and water
Morning breaks (Tuesday-Thursday) -Coffee, hot/iced tea, and sodas
Afternoon breaks (Tuesday-Thursday) -Coffee, hot/iced tea, and sodas, cookies, brownies, pretzels, fresh whole fruit, or similar.
Extra consideration will be given for the following optional features: -Hotel driving distance less than 1 hour from Fort Lauderdale and Miami airports -Government rate for hotel rooms for 2 nights prior to the conference and 2 nights later at a reduced room block level -Additional options such as yogurt during the continental breakfast Tuesday through Thursday -Alternative lunch options such as boxed lunches or plated lunches. -Specialty drinks such as mineral water, lemonade, etc for afternoon breaks. -Free universal wireless access for meeting rooms
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, which is issued as a Request for Quotation (RFQ); quotes are being requested and a written solicitation will not be issued. Offerors are required to use the On-Line RFQ system to submit their quote. The On-line RFQ system is linked above or it may be accessed at http://prod.nais.nasa.gov/cgi-bin/eps/bizops.cgi?gr=C&pin= . The information required by FAR Subpart 12.6 is included in the on-line RFQ.
The Government intends to acquire a commercial item using FAR Part 12 and the Simplified Acquisition Procedures set forth in FAR Part 13.
Questions regarding this acquisition must be submitted in writing to Candis.J.Edwards-Duncan@nasa.gov no later than 08/23/2007. It is the quoter's responsibility to monitor this site for the release of amendments (if any). Potential quoters will be responsible for downloading their own copy of this notice, the on-line RFQ and amendments (if any).
An ombudsman has been appointed - See NASA Specific Note "B". Any referenced notes may be viewed at the following URLs link below.
Point of Contact
Name: Candis J Edwards-Duncan
Title: Contract Specialist
Name: Cynthia L. White
Title: Contracting Officer