This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

Combined Synopsis/Solicitation: W91SMC-1T-T-0009

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
This solicitation is issued as a request for quotation (RFQ). NAICS 721110 small business size standard is $30 Million Dollars. This acquisition is 100% set-aside for Small Business. Description of requirement: The Illinois Army National Guard (ILARNG) is purchasing lodging for two nights, along with meeting space, A/V support, and catering.
Federal Acquisition Regulation (FAR) provision at 52.212-1, Instruction to Offerors---Commercial, applies to this acquisition. Award will be made on the basis of lowest-price technically acceptable as authorized by FAR Part 13, Simplified Acquisition Procedures (SAP). Provision for Evaluation: Award will be made to the responsible contractor (see FAR Part 9) whose quote represents the lowest overall price while meeting the technical requirements. In accordance with FAR Subpart 13.106-1, the Government will consider the following for award in no particular order: Lowest Price Technically Acceptable (LPTA)
The Government intends to evaluate quotes and make award without discussions with offerors (except clarifications as described in FAR 15.306(a)). Therefore, the offerors initial quote should contain the offerors best terms. Do not assume you will have the opportunity to clarify, discuss or revise your offer. Offerors may, at the discretion of the Government, be asked to provide more information and clarification regarding their offer/quote. Request for such information does not constitute discussions. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. The Government intends to make a single, firm, fixed price contract for this award.






Statement of Work (SOW)
Conference Meeting Space and Lodging Rooms for the
Strong Bonds Retreat Chicago Suburbs, IL, 24-26 August 2012
Illinois Army National Guard (ILARNG)
Date of SOW: 3 JUNE 2012

1. Background: Several Illinois Army National Guard soldiers will be returning from an area of operations in support of contingency operations. They are being provided an opportunity for personal reconstitution, family reunion/reintegration and reestablishment of personal readiness after their return. The Department of the Army in conjunction with the National Guard Bureau is planning a two day retreat with the soldiers and their family members. The objective of this retreat is to provide information about resources available to designated military members and their families to help with their return.

2. Scope of Work: For the ILARNG Strong Bonds Program to be in the Chicago suburbs IL, 24 August 2012 through 26 August 2012. The location of the hotel must be within 25 miles of the 60602 ZIP code. The contractor shall provide the lodging rooms, meeting space, audio visual services and catering services for the conference. It is important that each soldier and their family members have a relaxing, yet fun-filled time and the use of a lodge or resort location with various family-friendly amenities would be a preferred venue for this event. The event location shall be located at a four-star rated hotel or facility that offers quality services and upscale amenities, including proximity to shopping, entertainment, room services fitness centers and concierge services. Adequate no cost parking facilities are required. The table of events located at Exhibit 1 provides specific requirements by date and time for this event.

3. LODGING ROOMS AND RATE INFORMATION:

3.1 Arrival and Departure Pattern:

Arrival Date: 4:00 P.M. Friday, 24 August 2012
Departure Date: After 12:00 Noon, Sunday, 26 August 2012

3.2 At current estimates, a total of 84 lodging rooms will be needed per night (168 total). For reservation and planning purposes, 58 of the lodging rooms shall have king-sized beds (for the married couples) and 26 of rooms will be double occupancy (queen size or double beds) for single soldiers who will be lodging two per room. Seven king-sized beds for administrative staff/facilitators will be needed.

3.3 Reservation Method: Final reservations for the lodging rooms will be made by rooming list to be provided to the facility by the contracting officer not later than 17 August 2012. It may be necessary for the contracting officer to modify the contract for actual room reservations on or after this date due to late family notifications. The hotel may provide sleeping rooms on a space available basis using the government room rate.

3.4 Room rates shall not be greater than what is authorized per the most current Joint Travel Regulation (JTR) Lodging Rate Program federal per-diem rates for Downtown Chicago area, IL. Room rates shall be as low as those charged the hotel's most favored customer under similar terms and conditions, in addition to any discounts for prompt payment. All rates are subject to the prevailing occupancy taxes. The Federal Government is tax exempt from other State and Federal excise taxes.

3.5 Administrative staff/instructors/counselors in attendance to the conference will provide be included in the master list to the hotel for their lodging room.

3.6 Attendees will be responsible for unofficial incidental charges (any movies, room service food, restaurant charges) to the sleeping rooms upon checkout. To establish charging privileges for these incidentals, the hotel may ask guests to provide a personal credit card upon check-in or check-out.

4. MEETING ROOM AND AUDIO VISUAL REQUIREMENTS. Exhibit 1 provides the details by date and hour for the meeting rooms.

4.1 The contractor will provide a skirted table or an area outside the meeting room for use as a registration/information center area from 3:00 pm to 9:00 pm Friday, 24 August 2012;

4.2 Three meeting rooms will be utilized for Saturday, 25 August from the hours of 8:00 AM - 5:00 PM and on Sunday 26 August from the hours of 8:00 AM - 1:00 PM for meetings and breakout sessions. If possible without additional cost, request set up of meeting rooms by Friday, 240 August 2012 for set up and testing of the audio visual requirements. Meeting rooms will include ice water, as needed to accommodate the number of attendees. Table set-up arrangements are identified in Exhibit 1. Tables shall be covered with table cloths and/or skirted.

4.3 Full audio/visual support which includes a projector, projection screen, audio speakers, audio/visual table, extension cords and power strips will be required for each session and meeting room. The IL ARNG will bring government furnished computer equipment for use in the joint session and breakouts.

5. MEALS/CATERING. Four meals will be required for the attendees during the conference period. Recommended entrees and serving arrangements are provided in Exhibit 1. Request separate rooms for the buffet meals from the meeting areas. The dinner meal on Saturday, 25 August is the more formal dinner for the "Strong Bonds" retreat and must be plated for service to 162 attendees. Audio visual requirements will be needed for the formal dinner 24 August.

5.1 Meal rates for government events usually must meet Federal Per-Diem requirements (Downtown Chicago, IL, $71.00 per day- per person; $61 per day in Du Page County). Reasonable service charges are allowable. The Federal Government is tax exempt from other state and federal excise taxes.

6. FAMILY FRIENDLY AMENITIES. It is important that each family member have a relaxing, yet fun-filled time and the use of a lodge or resort location with various family-friendly amenities would be a preferred venue for this event. After the formal information sessions, spouses and family members are encouraged to enjoy time together. Therefore, the hotel should have an indoor swimming pool, hot tub spa, game room, fitness center and lounge. An area where families could enjoy outdoor activities such as basketball or lawn games would be an added attraction. The federal government only allows smoking in designated locations and encourages a smoke free environment. This includes all guest rooms, restaurants, lounges, meeting rooms, public space and back of house areas. Smoking is only allowed in special designated areas outside. The hotel shall identify areas where smoking may be permitted.

7. INOVICE AND BILLING INFORMATION: The master bill shall include lodging rooms actually utilized and unpaid as of 1200 Noon, 26 August, meeting room expenses, audio visual expenses and catered meals. The government will provide payment within 30 days of the approval of a valid invoice using either electronic funds transaction or by authorized use of a Visa Payment Card as specified in the government contract documents. Refer to contract clause 52.212-4, Contract Terms and Conditions-Commercial Items, for detailed information regarding invoicing and payment.
EXHIBIT 1-TABLE OF EVENTS AND REQUIREMENTS FOR STRONG BONDS RETREAT 24-26 August 2012
Friday, 24 August 2012
TIME VENUE HOTEL ROOMS FOOD REQUIREMENTS MEETING/CONFERENCE ROOMS AND SET UP AUDIO VISUAL REQUIREMEMTS
4:00 PM-9:00 PM Retreat Registration/Information NA NA Skirted Table with four chairs Power strip for computer
4:00PM-9:00PM Retreat Attendee Arrival Approximately 60 King Rooms, 15 Double Rooms
(See para 3.2)
NA NA NA
5:00 PM-9:00 PM Conference Room Set Up NA NA Meeting Room 1: half moon crescent style set up; 50 chairs for attendees.

Meeting Room 2: half moon crescent style set up; 50 chairs for attendees.

Meeting Room 3: half moon crescent style set up; 50 chairs for attendees. Each Room: 1 podium with 2 hand held and 1 lapel microphone; full A/V support (to include projector, projection screen, audio speakers, a/v table with power strips in each room

Saturday, 12 August 2012
Time VENUE HOTEL ROOMS FOOD REQUIREMENTS MEETING/CONFERENCE ROOM AND SET UP AUDIO VISUAL REQUIREMENTS
All Day Attendee Lodging Approximately 60 King rooms, 15 Double Occupancy
NA NA NA
All Day Registration/
Information Area NA NA Skirted Table with four chairs Power Strip for computer
0700-0900 Breakfast NA Hot Breakfast Buffet for 162 attendees (eggs, pancakes, meats & breads and pastries, coffee, milk & juice) 0700-0800 Rounds of 6, 162 seats
NA
0900-1700 Married Couples Session NA NA Meeting Room 1; half moon crescent style set up; 50 seats; ice water

Meeting Room 2: half moon crescent style set up; 50 chairs for attendees.
1 podium ; full A/V support (to include projector, projection screen, audio speakers, a/v table with power strips; 2 hand held and 1 lapel microphone
0900-1700 Singles Session NA NA Meeting Room 3; 4 sets to a table; 50 seats 1 podium ; full A/V support (to include projector, projection screen, audio speakers, a/v table with power strips; 2 hand held and 1 lapel microphone
12:00 PM-1:00PM Lunch NA Buffet Lunch (Sandwiches, Chips, Pasta, Salads, Tea, Soft Drinks) for 162 attendees Separate Room rounds of 6, 162 seats NA
6:30 PM-8:00 PM Dinner NA Plated Dinner for 162 with choices of (Steak, Fish or Chicken Entr e with Salad, Sides, Iced Tea, Water , Dessert & Coffee) Use of Meeting Room 1; set up tables in rounds of six seats; 162 seats 1 podium; full A/V support (to include projector, projection screen, audio speakers, a/v table; 2 hand held and 1 lapel microphone









Exhibit 1-Table of Events & Requirements for Strong Bonds Retreat (continued)

Sunday, 12 August 2012
Time VENUE HOTEL ROOMS FOOD REQUIREMENTS MEETING/CONFERENCE ROOM AND SET UP AUDIO VISUAL REQUIREMENTS
8:00- 12:00 AM Registration/
Information Area NA NA Skirted Table with four chairs Power Strip for computer
7:00 -8:00 AM Breakfast NA Hot Breakfast Buffet for 162 attendees (eggs, pancakes, meats & breads and pastries, coffee, milk & juice) 0700-0800 Separate Room; Rounds of 6, 162 seats 1 podium; full A/V support (to include projector, projection screen, audio speakers, a/v table; 2 hand held and 1 lapel microphone
8:00 -1:00 PM Married Couples Session NA NA Meeting Room 1; half moon crescent style set up; 50 seats; ice water

Meeting Room 2: half moon crescent style set up; 50 chairs for attendees.
1 podium with microphone; full A/V support (to include projector, projection screen, audio speakers, a/v table with power strips in each room
9:00 1:00 AM Singles Session NA NA Meeting Room 3; 4 sets to a table; 50 seats 1 podium ; full A/V support (to include projector, projection screen, audio speakers, a/v table with power strips; 2 hand held and 1 lapel microphone

12:00-1:00 PM Attendee Checkout Approximately 60 Kings, 15 Double Occupancy
NA NA NA


END

1. Offers must show pricing in the below format:


Date Description Qty Price Each Total
fri 3-23 King Lodging Rooms (include tax) 60
fri 3-23 Two Bed Lodging Rooms (include tax) 15
sat 3-24 King Lodging Rooms (include tax) 60
sat 3-24 Double Bed Lodging Rooms (Include tax) 15
sat 3-24 Breakfast, lunch and dinner 144
sun 3-25 Breakfast 144
Service Fee Percentage
Audio/ Visual Fees
Total price, including all fees and taxes
The location of the hotel must be within 25 miles of the 60602 ZIP code.
Additional Information for Offerors:

(i) Offers are due NLT 14 JUNE 2012 by 8:00 a.m. Central Standard Time. Oral quotations will not be accepted. Faxed offers will not be accepted. Hard copy mail or Email offers to [email protected]. Any questions must be addressed in writing to 1LT David Picchi, Contracting Officer, 1301 N. MacArthur BLVD, Springfield IL 62702 or email [email protected] prior to 10:00 a.m. Central Standard Time, 12 JUNE 2012.
(ii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-53, as of 5 July 2011 found on https://www.acquisition.gov/far/

(iii) This solicitation is 100% set-aside for small business. The North American Industry Classification System (NAICS) NAICS 721110 small business size standard is $25 Million Dollars.

(iv) The purpose of this combined synopsis is for the purchase lodging and meeting rooms and catering services in Accordance with the SOW "Conference Meeting Space and Lodging Rooms for the Strong Bonds Retreat Chicago Suburbs, IL, 24-26 August 2012"

The following clauses and provisions apply to this acquisition: This solicitation incorporates one or more solicitation provisions by reference, the clauses are in effect with the same force and effect as is they were given in full text. The full text of a clause/provision may be accessed electronically at: http://farsite.hill.af.mil

FAR 52.203-3 Gratuities
FAR 52.203-6 Alt I Restrictions on Subcontractor Sales to the Government
FAR 52.204-7, Central Contractor Registration
FAR 52.209-7 Information Regarding Responsibility Matters
FAR 52.212-1 Instructions to Offerors--Commercial Items
FAR 52.212-3 Offerors Representations and Certifications - Commercial Items ALT I
FAR 52.212-4 Contract Terms and Conditions - Commercial Items
FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items, with the following applicable clauses in paragraph (b): FAR 52.203-6 Alt. I, Restrictions on Subcontractor Sales to the Government
FAR 52.219-6 Notice of Small Business Set-Aside
FAR 52.219-8 DEVIATION, Utilization of Small Business Concerns DEVIATION
FAR 52.219-9 (ALT II) Small Business Subcontracting Plan ALT II
FAR 52.219-14 Limitations on Subcontracting
FAR 52.219-16 Liquidated Damages
FAR 52.219-28 Post-Award Small Business Program Re-representation
FAR 52.222-3, Convict Labor
FAR 52.222-21 Prohibition of Segregated Facilities
FAR 52.222-26 Equal Opportunity
FAR 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans
FAR 52.222-36 Affirmative Action for Workers with Disabilities
FAR 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans
FAR 52.222-41 Service Contract Act of 1965
FAR 52.222-50, Combating Trafficking in Persons
FAR 52.222-54 Employment Eligibility Verification
FAR 52.225-13, Restrictions on Certain Foreign Purchases
FAR 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration
FAR 52.233-3 Protest after Award
FAR 52.233-4 Applicable Law for Breach of Contract Claim
FAR 52.224-1 Privacy Act Notification
FAR 52.252-1 Solicitation Provisions Incorporated by Reference (http://farsite.hill.af.mil)
FAR 52.252-5 Authorized Deviations in Provisions

This solicitation incorporates one or more solicitation DFARS clauses by reference, with the same force and effect as is they were given in full text.

DFARS 252.201-7000 Contracting Officer's Representative
DFARS 252.203-7002 Requirement to inform Employees of Whistleblower Rights
DFARS 252.212-7000 Offeror Representations and Certifications--Commercial Items
DFARS 252.204-7004 Required Central Contractor Registration Alternate A
DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes and Executive Orders Commercial Items, with the following clauses incorporated by reference
DFARS 252.225-7001, Buy American Act and Balance of Payments Program;
DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports (Notice: The Illinois Army National Guard is currently implementing WAWF for Electronic Submission of Payment Request. The contractor shall also follow normal invoicing procedures outlined in FAR 52.212-4. The requirement for Wide Area Workflow [WAWF] may be removed at any time during the performance of the contract and instructions for submission of invoices in accordance with FA 52.212-4 will be followed.
DFARS 252.232-7010 Levies on Contract Payments; Notice: Contractor performance may be evaluated in accordance with policy at FAR 42.1502.
DFARS 252.247-7023 Transportation of Supplies by Sea

Bid Protests Not Available