Solicitation Number:

NPA-CY-0801

Notice Type:

Sources Sought

Synopsis:

This is a notification of sources sought for proposed contract award. GSA's Federal Acquisition Service's Travel and Transportation Division (QMC) is seeking a venue (conference center/lodging facility) to host its 2008 Leadership Conference for about 70 participants, requiring lodging, conference room, breakout rooms for October 20-24, 2008 as itemized below. If your facility can accommodate this group, please submit a completed cost quote to us.

1. Registration Area (Near Front Desk Lobby) Oct 20
2. Meeting Room General Session set up for 70 classroom participants Oct 21-24
3. A/V needs Oct 21-24
4. Breakout Rooms (2) Set up Classroom Style with A/V equipment (1) Set up Conference Style (No A/V equip) Oct 21-24
5. Food and Beverage needs Oct 20-24
6. Lodging needs Oct 20-24
7. Contract and Form of Payment
1. Registration Area

Request registration table plus 3 chairs and a trash can near front desk.

2, 3, and 4 Meeting Room and A/V needs

One general room (NO PILLARS, please) Crescent Rounds of 8 set up for 70 attendees with pads/pens/mints
Three Breakout rooms- classroom style, two set up for 30 with one set up for 10 attendees with pads/pens/mints
Days: Tues 10/21 thru Fri 10/24
Setup of General Session Room:
Podium and microphone $ ___________ (does your podium mic have long cord? ______)
Small table for infocus machine & computer (GSA will provide infocus & computer) and chair for operator to sit on
Screen 8 X8 or larger
Mixer (GSA will bring lapel mic for speakers who like to walk while presenting).
Phone line - Wireless capability required.
Additional Meeting Space Required 10/20 10/24: (1) Meeting room per Director s Meetings Set Up Conference Style for 15 people and (1) Hospitality Room for Conference Team Set Up Conference Style for 15 people.

Breakout Rooms for
Days: 10/21, 10/22, 10/23 Room setup Rm. Rental cost A/V Other: Wireless Capability Required in all breakout rooms
and General Session Room
General Session Room
Days: 10/21, 10/22, 10/24 70 chairs
9
rounds holding 8 per table ~ Podium ($______) (front)/day
~ Podium microphone ($______) (front)
~Mixer ($______) (front)/day
(client providing lapel mic)/day
~Screen ($______) (front) Size _______
Phone line $____________/day
Wireless Mic. $___________/day ~small table for infocus machine & computer and chair
for operator to sit on ($______) (front)/day
(client providing projector & computer)/day
~head table with 6 chairs ($______) (front) near podium
~table mic ($______) (front-head table)/day
~Material/Display Table ($ ______) ( back of room)/day
~Cordless mic for use in audience ($____)/day
Other possible A/V needs:
Power Strip $ ____________ Extension Cord $ _________ Podium Microphone with long cord $ ____________
Phone line for internet access $ ______(per dial up/connection) $_____ per minute (Gov t has toll free dial up number) Wireless internet access $_____ per _____.

5. Food and Beverage

Will you provide complimentary water at tables in general session and breakout rooms? Yes ____ No _____
Welcome Reception 10/20 Light Hors D oeuvres $_________ per person
Morning break -10/21 thru 10/24 - Continental Breakfast (which includes no less than one hot breakfast sandwich w/meat and egg, various fresh fruit selection and w/decaf/tea/juice $ ___________per person
Afternoon breaks 10/21, 10/22, 10/23 only sodas, bottled water and coffee/cookie or chip assortments
Coffee, tea, decaf $______ per cup/gallon $ ______ per pot (# gals in pot ____ #cups per pot ____)
Sodas $_______ each Pastries $ ________ per dozen Cookies $_______ per dozen
Bottled Water $_______ each Other menu specials _______________________________________
Lunch ONLY One Plated Lunch during week Cost of Plated Lunch $___________ per person (plated lunch includes:________________________________________________________________________________)
Is a restaurant facility available on premises?_________ Distance to nearest restaurant(s) off premises?_________

If offering other food options, please elaborate.

6. Lodging

Lodging:
Do you offer the Gov t lodging rate ($122 per diem for FY 2008-pending FY 2009 rate) yes __ no __ other __.
Will you offer Gov t lodging rates to our non-Gov t attendees? ________
65 sleeping rooms (2-3 GSA team members checking in Sun. 10/19/08, checking out Fri. 10/24/08).
Do you offer at least 4 (four) complimentary sleeping rooms? Yes ____ No ____
Most attendees checking in on Mon. 10/20/08, checking out on Friday, October 24, 2008
No room block set up- Rooming list will be provided to hotel by GSA. All rooms will be paid from same account.
If additional rooms are needed and there s availability, will you be able to place additional attendees
into hotel rooms? Yes ____ No _____.
GSA has a tax exempt status, which covers all taxes. Do you accept tax exempt forms, if provided?
Complimentary Parking? Yes ____ No ____ If not, Cost of Parking?______ Valet Parking $ _____________ Overnight Guest Parking $ ___Shuttle service to/from hotel/Reagan Nat l. and/or BWI Airport:$ ___________
Approximate Taxi cost from/to hotel/Reagan Nat l or BWI Airport: $ ____________________
Closest Metro/Subway Stop ____________ Distance to Metro/Subway Stop __________

Total Price Listed by Item Category: $ ____________

7. Contract and Form of Payment
Contract will be signed in Arlington, VA (GSA/FAS Headquarters)
Form of Payment for Conference Room/Refreshments (Purchase Order - Federal Government tax exempt)

Please send your quote electronically (email only) to: craig.yokum@gsa.gov denise.banks@gsa.gov and onthego@gsa.gov

Contracting Office Address:

2200 Crystal Drive, Crystal Plaza #4, Room 300
Arlington, Virginia 22202

Place of Performance:

DELMARVA area - within 2 hours drive from Washington DC
Washington, District of Columbia 22202
United States

Primary Point of Contact.:

Secondary Point of Contact: