HS0021-11-F-0005 - San Diego San Antonio or Orlando.pdf

RFQ – HS0021-11-Q-0005

Worldwide Security Conference

Combined Solicitation/Synopsis – 2011 Department of Defense Worldwide Security Conference Hotel

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR 13.5, as supplemented with additional information included in this notice. The Defense Security Service (DSS) has a need for sleeping rooms, food and beverage, audio-visual equipment and services, and conference space for attendees of the Department of Defense (DoD) Worldwide Security Conference. This is a five day conference, Monday – Friday. Dates that are acceptable for the conference are either August or September, 2011 in San Diego, CA, San Antonio, TX or Orlando, FL. Only quotes from hotels in these three cities and times frames will be evaluated. Participants include security professionals from across the Department of Defense. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-46 and constitutes the only solicitation; a written solicitation will not be issued. NAICS Code 721110. The solicitation number is HS0021- 11-Q-0005. The solicitation is issued as a Request for Quote (RFQ). The requirements will be fulfilled using the Simplified Acquisition procedures, FAR Part 13. The period of performance is a five day conference. Place of performance is San Diego, CA, San Antonio, TX or Orlando, FL. The proposed hotel shall be located close to a variety of restaurants to accommodate the 500 + attendees of this conference. To be eligible for award under this solicitation, the offeror must propose a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. seq.), is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.dhs.gov/applications/hotel/ , is compliant with the requirements of the Americans with Disabilities Act, and must be registered on the Central Contractor Registration website (www.ccr.gov). The hotel proposed must also accept Government purchase orders. This solicitation is for a property to host the event;

event-planning services are neither requested nor required. Third party quotes will not be accepted or reviewed by the Government and commissions will not be paid. The complete instructions to quoters follows the description of the requirement.

Please read the entire solicitation.

Requirements:

Guest Rooms

Only hotels that can provide lodging for all attendees in one location will be considered.

• Saturday: Twenty eight (28) guest rooms (single occupancy)

• Sunday: Two hundred fifty (250) guest rooms (single occupancy).

• Monday – Wednesday (check out Thursday): Six hundred (600) guest rooms (single occupancy).

• Thursday (check out Friday): Three hundred fifty (350) guest rooms (single occupancy) http://www.usfa.dhs.gov/applications/hotel/ http://www.ccr.gov/

Rates shall be at Government per diem or better. Rooms and incidentals will be paid for by individual attendees. DoD will not guarantee or fund any sleeping rooms via purchase order. All reservations will be self-made and attendees must adhere to the hotel’s stated cut off date. DSS requests a conference code be provided following award to help with registration/conference attendee tracking.

Conference Meeting Room and Food and Beverage All meeting space must be placed on a 24-hour hold. DSS requires that all meeting room space be made available the day before the room is needed to allow for the set up of audiovisual.

It is possible this number of breakout rooms will decrease depending on the final agenda of the conference. DSS’ best estimate at this time is as follows:

• One room to accommodate 200 people theater style. This room is needed on Monday.

• One room to accommodate 165 people theater style. This room is needed on Monday.

• One room to accommodate 30 people classroom style. This room is needed Monday – Thursday.

• Two rooms to accommodate 20 people each, classroom style. These rooms are needed Monday – Thursday.

• One room to accommodate approximately 550 classroom style is required for the general session. This room is needed Tuesday – Thursday and must be large enough to accommodate attendees as well as a stage with a skirted dais to accommodate panel speakers, a podium with sound and two projection screens.

• Five rooms to accommodate 50-100 people classroom style. These rooms are needed Tuesday through Thursday.

• Five rooms to accommodate 25-130 people classroom style (see chart below).

These rooms are needed Friday.

Alternate set ups will be considered if the breakout rooms cannot accommodate classroom or theater style. Breakout rooms should be in close proximity to the plenary/general session room, and there should be adequate space in the rooms for staff and audiovisual.

In addition to breakout rooms, the following support staff rooms are required. Alternate configurations may be considered if a hotel cannot provide the exact specifications listed below. It is possible that room size/configuration may slightly change as the conference date nears.

• The registration area must be large enough to accommodate approximately six 6 foot skirted tables with 10 chairs. Registration begins Sunday at 3pm and ends Tuesday. It should be in close proximity to the general session room.

• The information office area is needed Tuesday through Thursday - it shall be large enough to accommodate two tables.

• A staff office is required for the duration of the conference, as well as two days

(Friday) before the start of the conference. This space should be large enough to accommodate 15 people, as well as tables, chairs and laptops and printers and it should be able to be secured.

• A presenter preparation room is required Tuesday - Thursday. If possible, this space shall be in close proximity to the office and shall accommodate seating for approximately 10 people.

• Luggage storage rooms will be required if early check in/late check out cannot be accommodated. A secure storage area is needed for shipments DSS will be receiving for this conference. Secure means locked, limited access and four solid walls. This area is required for the duration of the conference.

• Exhibitor space to accommodate approximately 10 exhibitors. DSS prefers this space be located in close proximity to the general session/break out rooms.

Audio Visual The conference requires audiovisual equipment and support. Aside from the equipment, personnel are needed to set up the site, be on-site throughout the event to trouble shoot the equipment and trouble shoot any problems that might arise during the conference, as well as take down the site after the conference. Due to the large amount of AV, the meeting rooms must be set up the day prior to the commencement of sessions. DSS requires a dry-run with the AV staff of the AV functionality in the general session room on Sunday. DSS may also require a dry run of the AV functionality of some of the break out rooms prior to the commencement of meetings. DSS will provide all laptops. The number of internet connections is an estimate – it is possible DSS will need fewer connections. All internet connections must be hard wired.

The AV requirements for each day of this program may include, but are not limited to:

General session room (550 people in classroom style):

• LCD projector with two adequate sized screens for the room size

• Confidence monitor*

• Skirted stage

• Podium with lectern microphone

• Lavaliere microphone

• 3 wireless handheld microphones for questions/answers

• 4 channel analog audio mixer

• Video camera

• DVD player

• Internet connection

*Confidence monitor - 46” or better. The control of the feed going to the display should be at a centralized location and should be switchable remotely by the AV tech from any of the selectable feed options. The two larger screens will also have independent feed controlled by the centralized AV tech. The separate feeds include presentations from a DVD player, video camera and/or an external DSS-supplied laptop (VGA connector).

Unless otherwise noted in the chart below, it is anticipated the following audio visual is needed in each of the breakout rooms. This is subject to change pending final configurations/attendee numbers:

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 2 easel charts with paper and markers

• Small presenter table

Staff office:

Other AV:

• Display monitors for conference information

• Hardwired internet connections (approximately 10) to be used for conference evaluations. DSS will provide laptops to be placed in the vicinity of the general session/breakout rooms.

The following is a break down of meeting room space and AV for the conference:

Day Type of room # ppl Set up/ notes AV Friday Staff Office 15 • Internet connection

Day Type of room # ppl Set up/ notes AV Saturday Staff Office 15 • Internet connection

Day Type of room # ppl Set up/ notes AV Sunday Staff Office 15 • Internet connection Sunday Registration 10 • Internet connection

• LCD data monitor

Day Type of room # ppl Set up/ notes AV Monday Staff Office 15 • Internet connection Monday Registration 10 • Internet connection

• LCD data monitor Monday SPeD meeting 200 Theater -not needed prior to noon

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 2 easel charts with paper and markers

• Small presenter table

• Internet connection

Monday Army Session 165 Theater - not needed prior to noon

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 2 easel charts with paper and markers

• Small presenter table

• Internet connection

Monday SPeD breakout 30 Classroom • Internet connection (est.

30 computers)

Monday SPeD breakout 20 Classroom • Internet connection (est.

20 computers)

Monday SPeD breakout 20 Classroom • Internet connection (est.

20 computers)

Tuesday Staff Office 15 • Internet connection Tuesday Registration 10 Not needed past 10am

• Internet connection

• LCD data monitor

Tuesday Information Office

2 • Internet connection

• LCD data monitor

Tuesday Presenter prep room

10 • N/A

Tuesday General Session 550 Theater • LCD projector with two adequate sized screens for the room size

• Confidence monitor

• Skirted stage

• Podium with lectern microphone

• Lavaliere microphone

• 3 wireless handheld microphones for questions/answers

• Sound/channel mixer

• Video camera

• DVD player

• Internet connection Tuesday Breakout

Session 50-100 Classroom • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Tuesday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Tuesday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld mics

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Tuesday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Tuesday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection Tuesday SPeD breakout 30 Classroom • Internet connection (est.

30 computers) Tuesday SPeD breakout 20 Classroom • Internet connection (est.

20 computers) Tuesday SPeD breakout 20 Classroom • Internet connection (est.

20 computers)

Day Type of room # ppl Set up/ notes AV Wednesday Staff Office 15 • Internet connection Wednesday Information

Office 2 • Internet connection

• LCD data monitor Wednesday Presenter prep room 10 • N/A

Wednesday General Session 550 Theater • LCD projector with two adequate sized screens for the room size

• Confidence monitor

• Skirted stage

• Podium with lectern microphone

• Lavaliere microphone

• 3 wireless handheld microphones for questions/answers

• Sound/channel mixer

• Video camera

• DVD player

• Internet connection

Wednesday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Wednesday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Wednesday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Wednesday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld mics

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Wednesday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Wednesday SPeD breakout 30 Classroom • Internet connection (est.

30 computers)

Wednesday SPeD breakout 20 Classroom • Internet connection (est.

20 computers)

Wednesday SPeD breakout 20 Classroom • Internet connection (est.

Thursday Staff Office 15 • Internet connection Thursday Information

Office 2 • Internet connection

• LCD data monitor Thursday Presenter prep room 10 • N/A

Thursday General Session 550 Theater • LCD projector with two adequate sized screens for the room size

• Confidence monitor

• Skirted stage

• Podium with lectern microphone

• Lavaliere microphone

• 3wireless handheld microphones for questions/answers

• Sound/channel mixer

• Video camera

• DVD player

• Internet connection

(wireless) Thursday Breakout

Session 50-100 Classroom • LCD projector with screen

• 2 wireless handheld mics

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Thursday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Thursday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld mics

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Thursday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Thursday Breakout Session

50-100 Classroom • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Thursday SPeD breakout 30 Classroom • Internet connection (est.

30 computers)

Thursday SPeD breakout 20 Classroom • Internet connection (est.

20 computers)

Thursday SPeD breakout 20 Classroom • Internet connection (est.

Friday Staff Office 15 • None Friday Army Session 130 Theater – not needed past noon

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Friday Navy Session 50 Theater – not needed past noon

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Friday Air Force Session

100 Theater – not needed past noon

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Friday Marines Session 25 Theater – not needed past noon

• LCD projector with screen

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Friday WHS Session 50 Theater – not needed past noon

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• 1 easel chart with paper and markers

• Small presenter table

• Internet connection

Friday SPeD breakout 40 Classroom • Internet connection (est.

40 computers)

Food and Beverage is anticipated as follows:

Monday:

Morning and afternoon breaks (300 people each)

Tuesday - Thursday:

Morning and afternoon breaks (600 people each)

Friday:

Morning break (300 people)

Instructions to Quoters:

Selection Factors:

The Government will make a firm fixed price award resulting from this solicitation to the responsible offeror whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate quotes:

1. Quality of property. This includes, but is not limited to, hotel layout, location, ease of access and security, cleanliness, ability to meet AV requirements, ability to accommodate 400+ people checking in/out on the same day, etc.

The hotel must indicate if the property is currently undergoing or is scheduled to undergo construction at anytime through the final day of the conference.

The hotel must also indicate if there are any other conferences occurring at the same time that could impact the DoD conference – whether by size or type.

2. Experience hosting similar events of this size and type.

3. Past Performance in hosting similar events of this size and type.

4. Total price for lodging, food and beverage, conference rooms, IT/AV.

Flexible cancellation terms will also be considered when looking at price.

Price is less important than the 3 non-price factors combined.

Your response must include:

• Quality of property. Information shall include the number of sleeping rooms in the property, the breakdown of conference space (layout, capacity, location, etc.), sample menus, information regarding the location of the property and its vicinity to dining options, hotel security information, a statement if the hotel is undergoing construction or is scheduled to undergo construction, as well as any other information regarding the property that can be helpful in determining the quality of the property.

• Three examples of experience. Each narrative shall not exceed two pages for each example, describing the work you performed and how it relates to your ability to provide conference space, AV and food and beverage. A maximum of three examples may be provided. Include the contract number, the name of the contracting officer, contracting officer’s representative (COR), or commercial point of contact (POC); his or her telephone number and e-mail address; and the dollar amount of the contract. Be sure to include the names of the POCs who can verify you have provided the services that must be met under the statement of work contained in this RFQ. Experience must be current (within the past three years) and relevant to the SOW – it shall explain what you did. Failure to clearly articulate how the experience examples correlate to the work to be done in the SOW may result in an unfavorable evaluation.

• Past performance: DSS will use the information from the contracts listed in

“Experience” to evaluate past performance. The information must be up to date

(telephone number, email address) and the POCs must be able to provide information about the quality of your performance. You are responsible for assuring the POCs cooperate with us. DSS may also consider any other relevant information in evaluating past performance, including the Past Performance Information Retrieval System (PPIRS).

• Pricing for sleeping rooms, conference space, food and beverage (including what minimum food and beverage requirement there will be, if any), and AV. Audio visual requirements MUST be priced – failure to price actual AV requirements may result in your quote not being considered. In addition to providing actual AV pricing, an AV price sheet shall also be included.

The selected hotel must be registered in CCR and accept a Government purchase order.

The DSS reserves the right to do a site visit and/or security assessment for any property proposed and to consider information gathered in the site visit in making a selection decision.

Offerors shall submit their quotations via email to Karen.oettinger@dss.mil. The due date for receipt of quotations is 5PM, Tuesday, 13 December 2010. The point of contact for this solicitation is Karen Oettinger, 703.325.4737 or Karen.Oettinger@dss.mil. This solicitation shall not be construed as a commitment of any kind.

The following clauses apply to this acquisition:

ORGANIZATIONAL CONFLICTS OF INTEREST

(a) Contractor warrants that to the best of its knowledge and belief, and except as otherwise disclosed, it does not have any organizational conflict of interest, which is defined in FAR Subpart 9.5 as a situation in which the nature of work under a Government contract and a Contractor's organizational, financial, contractual or other interests are such that:

(1) Award of the contract may result in an unfair competitive advantage; or

(2) The Contractor's objectivity in performing the Contract work is or might be otherwise may be impaired.

(b) The Contractor agrees that if after award it discovers an organizational conflict of interest with respect to this Task Order, it shall make an immediate and full disclosure in writing to the Contracting Officer, which shall include a description of the action(s) that the Contractor has taken or intends to take to mitigate, eliminate, or neutralize the conflict.

(c) The provisions of this clause shall be included in all subcontracts and consulting agreements wherein the work to be performed is similar to the service provided by the mailto:Karen.oettinger@dss.mil mailto:Karen.Oettinger@dss.mil prime contractor under this Task Order. The Contractor shall include in such subcontracts and consulting agreements any necessary provisions to mitigate, eliminate, or neutralize organizational conflicts of interest.

(d) The Contracting Officer has determined, however, that the nature of the work to performed under this Task Order may give rise to potential perceived or actual organizational conflicts of interest in future DSS contracts. Accordingly, Contractor and DSS have agreed to the following conditions:

(1) Contractor shall not be required to develop specifications or statements of work that are to be incorporated into any DSS solicitation;

(2) Contractor shall not be provided any Government cost estimates, source-selection information, or third-party proprietary technical or cost data; and

(3) For any follow-on related contracts, DSS will establish a bidders’ library and make available all of the documents and data collected or reviewed by Contractor in performance of the Task Order.

(e) Additionally, Contractor understands that for any related follow-on contract, it may be required to provide a statement which describes concisely all relevant facts concerning any past, present or planned interest (financial, contractual, organizational, or otherwise) relating to the work to be performed under the proposed contract and bearing on whether the offeror has a possible organizational conflict of interest with respect to:

(1) Being able to render impartial and objective assistance or advice; or

(2) Being given an unfair competitive advantage. The offeror may also provide relevant facts that show how its organizational structure and/or management systems limit its knowledge of possible organizational conflicts of interest relating to other divisions or sections of the organization and how that structure or system would avoid or mitigate such actual or perceived organizational conflict.

Contractor understands that no award shall be made until any potential conflict of interest has been neutralized or mitigated to the satisfaction of the Contracting Officer, or unless a waiver has been granted.

The following FAR and DFARS clauses are incorporated by full text:

252.201-7000 Contracting Officer’s Representative

CONTRACTING OFFICER'S REPRESENTATIVE (DEC 1991)

(a) Definition. “Contracting officer's representative” means an individual designated in accordance with subsection 201.602-2 of the Defense Federal Acquisition Regulation Supplement and authorized in writing by the contracting officer to perform specific technical or administrative functions.

(b) If the Contracting Officer designates a contracting officer's representative (COR), the Contractor will receive a copy of the written designation. It will specify the extent of the COR's authority to act on behalf of the contracting officer. The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract.

The following FAR and DFARS clauses apply to this RFQ and are incorporated by reference:

52.212-1 Jun. 2008 Instructions to Offerors, Commercial Items 52.212-3 Aug. 2009 Offeror Representations and Certifications –

Commercial Items 52.212-4 Jun. 2010 Contract Terms and Conditions – Commercial Items 52.212-5 Jul. 2010 Contract Terms and Conditions Required to Implement

Statues or Executive Orders – Commercial Items 52.222-3 Jun. 2003 Convict Labor 52.222-19 Jul. 2010 Child Labor – Cooperation with Authorities and

Remedies 52.222-21 Feb. 1999 Prohibition of Segregated Facilities 52.222-26 Mar. 2007 Equal Opportunity 52.222-35 Sept. 2006 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans

52.222-36 Jun. 1998 Affirmative Action for Workers with Disabilities 52.222-37 Sept. 2006 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans

52.227-14 Dec. 2007 Rights in Data - General 252.204-7000 Dec. 1991 Disclosure of Information 252.204-7003 Sept. 2007 Control of Government Work Product 252.204-7004 Sept. 2007 Alternate A, Central Contractor Registration 252.204-7005 Nov. 2001 Oral Attestation of Security Responsibility 252.227-7000 Oct. 1966 Non-Estoppel 252.227-7015 Nov. 1995 Rights in Technical Data – Commercial Items 252.227-7016 Jun. 1995 Rights in Bid or Proposal Information 252.227-7025 Jun. 1995 Limitations on the use or Disclosure of Government

Furnished Information Marked with Restrictive Legends 272.227-7030 Mar. 2000 Technical Data – Withholding of Payment 252.227-7037 Sept. 1999 Validation of Restrictive Markings on Technical Data 252.232-7003 Mar. 2008 Electronic Submission of Payment Requests and

Receiving Reports