Synosis-W912CL-16-Q-0501_Hotel_Panamax.doc

1. PRESOLICITATION NOTICE: Solicitation W912CL-12-Q-0501 will be posted on or before 25 May 2016 on https://www.fbo.gov/.

a. The 410th Contracting Support Brigade, Regional Contracting Center (Americas) intends to issue a Pre Solicitation Notice for lodging, meals, conference facilities, AV equipment, and on-site facility in support of the U.S. Army South, Panamax 2016 exercise in San Antonio, Texas. Contractor will be required to provide all labor, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary. Period of performance: 23 July 2016 to 06 August 2016.

b. Hotel should be a full service hotel with conference facilities and must be located within walking distance (5 blocks) of San Antonio River Walk. The facility shall be located in a safe secure location in downtown, San Antonio, Texas.

c. The facility shall have a modern professional system of internal and external security. The facility shall heighten security posture starting the morning before the event and continuing until the evening of the day after the event. If external security augmentation is used, the facility security manager shall ensure complete and unlimited access and seamless coordination between its organic security systems and the external augmentation units.

d. Lodging: The contractor shall provide 13 rooms from 24 July 2016 to 06 August 2016 – total nights 767. Any other rooms, suites, and services are the responsibility of participants arranging them and the government will not be held liable.

NOTE: An estimated additional 193 conference participants will be making reservations and paying for their lodging on an individual basis.

e. Meals: The contractor shall provide buffet style breakfasts, lunches, and dinners in accordance with predetermined menus and shall be available in the hotel restaurant or a private designated meeting room at a time to be coordinated between the facility representative and the activity representative. Requirements:

f. Social Event: The Contractor shall provide an on-site facility for the Government to host a social event for 150 persons on Thursday 4 August 2016 from 6:00 p.m. - 8:00 p.m. The social event shall be located in a private area. The contractor shall provide buffet of appetizers, side dishes, finger foods, dessert and non-alcoholic beverages choices, coffee, tea, juice, bottles water, and, soft drinks.

g. Coffee Breaks: The contractor shall provide a coffee break twice a day (morning and afternoon). The break area shall be set-up outside the main conference room. Break services shall be arranged according to the hours of the conference and set up 30 minutes prior to the established break times. The Activity Representative will coordinate with designated staff to establish Coffee Break times.

h. Conference Facilities: The contractor shall provide four (4) conference rooms on site that can accommodate 100 people each. These conference rooms will be required for the period 25 to 27 July 2016 from 6:30 am until 6:00 pm. The contractor shall also provide one (1) conference room able to accommodate 100 people on the 24 July from 8:30 am to 6:00 pm.

i. Audio Visual (AV): The contractor shall provide all projectors, screens, cabling, splitters, boosters, amplifiers, frames, trestles, mounts, bulbs, speakers, microphones, mixers and other materials or devices necessary to provide video display and sound system. The contractor shall have a qualified Technician on standby in case of equipment malfunction regardless of whether the hotel provides equipment or subcontracts the equipment. A main point of contact and a standby point of contact will be provided to the Activity representative prior to the conference. If any piece of equipment fails to work properly, the technician shall fix or replace it within one hour of reporting the equipment failure to the Contractor.

Telephone, written or electronic requests for hard copies of solicitation documents will be discouraged. Parties interested in the solicitation should access https://www.fbo.gov/.

For issuance of the solicitation, associated documents, and solicitation amendments; contractor will not be directly notified of solicitation amendments.

Contracting Specialist Address:

Fort Sam Houston, 410th Contracting Support Brigade, Regional Contracting Center, 4075 Gorgas Circle, Bldg 1026

Place of Performance: San Antonio River Walk

Contract Award Procedure:

The proposed services will be obtained by Firm-Fixed Price Contract. To be eligible for contract award, a firm must be registered in the System for Award Management (SAM) Register via the SAM Internet site at https://www.sam.gov/index.html/