AMENDMENT 0003 is being issued to answer questions that were received. Question 1. What is the day to day room flow? I saw that you needed a total of 550 sleeping rooms but it was not broken down by day. Answer 1. Thursday Before the Conference: 2 Friday Before the Conference: 2 Saturday Before the Conference: 8 Sunday Before the Conference: 58 Monday: 140 Tuesday: 140 Wednesday: 140 Thursday: 60 Friday: Checkout Question 2. Any ideas on how was spent on food and beverage this year? I note the many food and beverage events on the RFP. Answer 2: At the 60th IHC, held in Mobile, Alabama, we spent a total of $48,144.94 in catering and audio visual equipment. Of that, approximately $37,296.94 was spent on catering. (Please note that the catering was integral to the success of this educational conference.) Question 3. Would it be possible to have the event the week of March 19th, 2007? Answer 3: No. The U.S. Department of Commerce (DOC), National Oceanic and Atmospheric Administration (NOAA) has a requirement for Hotel and Conference Rooms to support the 61st Interdepartmental Hurricane Conference. The desired dates are March 5-9, 2007 or March 12-16, 2007. Location will be New Orleans, Louisiana. The Request for Quote (RFQ) is being issued in accordance with Federal Acquisition Regulation (FAR) Subpart 12.6 as supplemented with additional information included in this notice. DG1330-07-RQ-0743 is combined synopsis/solicitation and no written solicitation will be issued. This incorporates the following clauses: FAR 52.204-7 and 52.212-1. The following clauses are included as addenda to 52.212-5, 52.222-21, 52.222-26 and 52.232-33. The associated NAICS Code is 72110 and the Size Standard $6M. The solicitation documents and incorporated clauses in effect through Federal Acquisition Circular 2006-12. This Statement of Work is for a facility to accommodate the 61st Interdepartmental Hurricane Conference, to include meeting space, sleeping accommodations, and food/beverage services. The Contractor shall be located within 35 miles of the Louis Armstrong International Airport in Louisiana. This Statement of Work is for a facility to accommodate the 61st Interdepartmental Hurricane Conference to include meeting space, sleeping accommodations, and food and beverage service. 1.0 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 Government; 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. 2.0 General Session Requirements Sunday – General Session room shall be available no later than 12:00 p.m. (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 shall be provided separately. Seating capacity shall accommodate at least 250 people. 3.1 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. 3.2 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. 3.3 Monday-Wednesday – An area for a 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. 4.0 Special Meeting and All Purpose Room Requirements 4.1 Monday, 8:00 a.m. – 10:00 p.m. – 3 caucus rooms needed. Two of these rooms shall accommodate a minimum of 30 people each, set up theater style. No A/V will be required. The third room is a press room and shall be set up with chairs around the perimeter of the room. A 6-foot table with tablecloth and drape shall be set up along one wall. 4.2 Monday, 11:00 a.m. – Noon – A room for a VIP luncheon for 30, 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. 4.3 Monday – Thursday, 5pm – 7pm – One (1) room is needed each night for a staff meeting, set conference style for 20 people. 4.4 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. 4.5 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. A/V requirements shall be provided separately. 4.6 Thursday Afternoon – A meeting room for 50, set up in classroom style. A/V requirements shall be provided separately. 5.0 Sleeping Rooms Requirement 5.1 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 limited to no more than the prevailing Government's per diem rate. The contractor shall be able to accommodate all conference attendees on site. 6.0 Food and Beverage Requirements 6.1 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 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. • Continental Breakfast Friday for approximately 75 people. 7.0 Audiovisual Requirements 7.1 A/V requirements mandate an A/V company on site. 61st 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 8.0 Past Performance Criteria 8.1 The Contractor shall provide 3 references to enable a review of past performance. 9.0 Location Criteria 9.1 The Contractor shall be located within the city limits of New Orleans, Louisiana, and shall be within 20 miles from Louis Armstrong International Airport. 10.0 Selection Criteria 10.1 Site selection will be based on the following: • Proposal • Price • Availability of requested dates • Location: all requirements listed under “Location Criteria” • 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” A site visit shall be conducted by the staff office to evaluate the facility. 11.0 PROPOSAL INSTRUCTIONS: 11.1 All questions must be submitted to Juanita Beck via email [email protected] no later than August 16, 2006. 11.2 Offers are request to provide an electronic version of their proposals via email to [email protected]. The vendor must be registered in Central Contractor Registration database at www.ccr.gov to be considered eligible for award. The contractor must submit a technical and price proposal. The price will not be scored. See Note 23

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