The U.S. Department of Commerce (DOC), National Oceanic and Atmospheric Administration (NOAA) has a requirement for Hotel and Conference Rooms to support the 60th Interdepartmental Hurricane Conference. The desired dates are February 27 – March 3, 2006, March 6–10, 2006 or March 20-24, 2006. This Request for Quote (RFQ) is being issue in accordance with Federal Acquisition Regulation (FAR) Subpart 12.6 as supplemented with additional information included in this notice. DG1330-06-RQ-0024 is a combined synopsis/solicitation and no written solicitation will be issued. This incorporates the following clauses: 52.204-7 and 52.212-1. The following clauses are included as an addenda to FAR clauses 52.212-5, 52.222-21, 52.222-26 and 52.232-33. The associated NAICS Code is 72111 and the Size Standard $6M. The solicitation documents and incorporated clauses in effect through Federal Acquisition Circular 2005-06. This Statement of Work is for a facility to accommodate the 60th Interdepartmental Hurricane Conference, to include meeting space, sleeping accommodations, and food/beverage service. The Contractor shall be located within 35 miles of Mobile Regional Airport in Alabama. General Session Requirements Sunday – General Session room shall be available after Noon to pre-set all audiovisual requirements and platform stage with a podium and a panel table. The space shall be set up in classroom style with a U-shaped head table in the center (diagram will be provided). Audiovisual (A/V) requirements are required for this acquisition and shall be provided as a separate line item for each meeting room requirement, if required. Seating capacity shall accommodate at least 225 people. Monday-Wednesday – A registration area is needed from 7:00 a.m. Monday through 5:00 p.m. Wednesday. A pre-function area is acceptable and shall have ample outlets required to run computers and printers. Monday-Friday – The General Session shall start at 1:00 p.m. Monday, 7 a.m. Tuesday through Friday, and will end late Friday morning. Monday-Wednesday - Poster Session (if there is a large pre-function area this should be suitable for the poster session); reception to be held Tuesday evening in poster session area. If a large pre-function area is not available, at least 2300 sq. ft of space is required for the Poster Session. Office Space Requirement Approximately 700 sq. ft. of office space is required from the Friday before the conference starts until the end of the conference (approximately 8 days). The office space needed shall be capable of being locked; shall have ample outlets for 2 computers and 2 printers, plus additional outlets for other equipment provided by the contracting office; shall have direct connection to the Internet; and shall have telephone service with direct-dial capability. Location of office space shall be in close proximity to the General Session area and on the same floor. Special Meeting and All Purpose Room Requirements Monday, 8:00 a.m. – 10:00 p.m. – 3 caucus rooms needed and no A/V will be required for this segment. Two of these rooms shall accommodate a minimum of 30 people, set up theater style. The third room is a press room and shall be set up with chairs around the perimeter of the room with a 6-foot table with tablecloth and drape along one wall. Monday, 11:00 a.m. – Noon – A room for a VIP luncheon for 20, in close proximity to the General Session Room. The room shall be set in rounds of 10, with a podium. No A/V will be required. Monday – Thursday, 5pm – 7pm – 1 room needed each night for a staff meeting, set conference style for 20 people. Wednesday, 6:30 p.m. – 9:30 p.m. – Banquet for approximately 175 people, set in rounds of 10 with 2 rounds of 8 at the front of the room. A room other than general session room shall be provided and shall support A/V requirements and a podium. Thursday Morning – Up to 4 Concurrent Sessions from 8:00-Noon (approx. 900 sq. ft each). Each room shall be set up theater style for 50 people each. Thursday Afternoon – A meeting room for 50, set up in classroom style. A/V requirements shall be provided separately. Sleeping Rooms Requirement The Contractor shall provide a total of 550 sleeping-room nights, to be spread out over the course of the conference. Individuals will pay for sleeping rooms on their own at the prevailing government per diem rate. The contractor shall be able to accommodate all conference attendees on site. Food and Beverage Requirements All food and beverage service will be paid for separately and shall not be included in the proposals presented to this office. The Contractor shall provide food and beverage service as necessary, for the following: • VIP Luncheon on Monday for approximately 20 people. • Afternoon Break Monday for approximately 200 people. • Welcome reception on Monday evening for approximately 175 people. • Continental Breakfast, Mid-Morning, and Afternoon Breaks Tuesday and Wednesday for approximately 200 people per event per day. • Poster session and reception on Tuesday evening for approximately 175 people. • Banquet dinner on Wednesday for approximately 175 people. • Continental Breakfast and Mid-Morning Break Thursday for approximately 200 people per event. • Continental Breakfast Friday for approximately 100 people. Audiovisual Requirements A/V service requirements require an A/V technician to be on site during set-up and for all sessions. A list of requirements are included. 60th IHC General Session Overhead Standard overhead projector with cart 5 days Data Projector High resolution LCD projector and remote 5 days 29" computer data monitor (for presenter to see) plugged into projector 5 days VHS VCR (plug in to sound board) and remote 5 days 14’x10’6” screen with black drapes 5 days Computer Input Switcher (3 to 4 inputs for 2 government-provided laptop computers and for other laptop presentations that people bring) 5 days Long (25 ft. minimum) VGA cable from switch to projector 5 days Long (25 ft. minimum) RCA cable from VCR to projector 5 days Audio 4 wired microphones with table stands 4 days 2 wireless lavaliere microphones 5 days 1 wired podium microphone 5 days 2 wireless hand-held microphones with floor stands 5 days 16-channel audio mixer 5 days Poster Session 25 4’ x 8’ free standing poster boards 3 days One of the rooms as an office Computers 2 Desktop computers (Monitor, mouse, keyboard, sound card, speakers, zip drive, cd-rom drive, and floppy drive -- Software Windows XP or newer and Microsoft Office Professional XP ) 8 days 2 HP laser printers (4000 or better) 8 days 2 Fast Ethernet connections to the internet 8 days Telephone and telephone line with direct dial capability 8 days Total of 150 minutes of long distance service for the telephone line, spread out over office usage 8 days 4 Gold Easels 8 days 4 Breakout rooms TBD Breakouts 4 overhead projectors 1 day 4 screens 1 day 4 Flip chart packages 1 day Thursday Afternoon Meeting LCD projector 1 day Overhead projector 1 day Screen 1 day Flip chart package 1 day Large Ball Room (if not in General Session Room) Dinner Standard LCD projector 1 day Screen 1 day Wireless lavaliere 1 day All questions concerning this requirement must be submitted NLT October 26, 2006, via email to Juanita Beck. Responses will be posted October 28, 2006. A Firm Fixed Price award is anticipated. Proposals submitted in response to this notice are due by 4:00 p.m. Eastern Standard Time on November 10, 2005. PROPOSAL INSTRUCTIONS Offers are requested to provide either an electronic version or one hardcopy of their proposals. The vendor must be registered in Central Contractor Registration database at https//www.ccr.gov to be considered eligible for award. All questions must be submitted in writing to Juanita Beck via e-mail. The contractor must submit a technical and price proposal. The price will not be scored. Past Performance The Contractor shall provide three (3) references to demonstrate past performance which are similar size, complexity, and relevant to this requirement. BASIS FOR AWARD The purchase order will be awarded to the contractor whose proposal is considered to be the most advantageous to the Government, technical, price and other factors considered. The final award will be based on the “Best Value” to the Government. “Best Value” is defined as the offer that results in the most advantageous acquisition decision for the Government. Selection Criteria Site selection will be based on the following: • Location: all requirements listed under Location Criteria; • Availability of requested dates; • Facility: all requirements listed under the following sections;  Office Space Requirement;  General Session Requirements;  Special Meeting and All Purpose Room Requirements;  Sleeping Rooms Requirement;  Audiovisual Requirements; • Past performance: all requirements listed under Past Performance Criteria; • Site Visit by Program Office staff.

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