Notice of Intent to Contract for Hotel and Conferencing Services

The U.S. Consulate General in Cape Town intends to solicit proposals for Hotel and Conferencing Services to be provided to the U.S. Consulate General Cape Town over a prescribed period of performance. Event Organizers/PCO's will not be considered.

The services will generally include the following:

a) Accommodation + conferencing collocated
b) Venue must be no more than 40km's from the U.S. Consulate Cape Town.
c) The provision of +/-150 hotel rooms.
d) 1 X Control room space to host 10 people at a time, inclusive of support equipment.
e) 1 X plenary room to host 150 people, school room seating style.
f) 3 x Breakaway rooms, to host 50 people, school room seating style.
g) 6x Consultation rooms to host 12 delegates, boardroom style.
h) The provision of conferencing space and supporting equipment.
i) Full-day Delegate conference package.
j) Capability of ad-hoc transport shuttle services
k) Wifi capability dedicated exclusively to the conference

*Note: Contractor should have a water crisis contingency plan to ensure no disruption in water supply.

1. Contract Details. The intention is to award a contract with firm-fixed price and IDIQ (Indefinite Delivery Indefinite Quantity) components to the qualified vendor who provides a proposal that credibly addresses the requirements identified in the solicitation package, and is the lowest priced of all technically acceptable offers. The Government
may award the contract based on the initial offer without discussion. Please note that this solicitation is set-aside for accommodation establishments with collocated conferencing space only and therefore proposals from event organizers will not be considered.

2. Please note this solicitation is not ready to be issued as of this date. The U.S. Consulate General in Cape Town will launch the solicitation on the Federal Business Opportunities (FedBizOpps) website when it is available

3. All contractors have to be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to contract award pursuant to FAR provision 52.204-7. Therefore prospective offerors
are encouraged to register prior to the submittal of quotations/proposals.

The guidelines for registration in SAM are also available at:

https://www.statebuy.state.gov/pd/Pages/AdditionalVendorReg.aspx

4. Electronic Submission/Responses:
This opportunity allows for electronic responses. Please submit your offer prior to the response date and time.
*Note: Procurement Staff will send a confirmation of your request within 4 business days of receipt. If you do not receive a confirmation, you must assume your request was not received, and are encouraged to send the
message again, and follow-up with a call to the procurement Staff (on/before the deadline) to ensure your request is received.