Subject solicitation is for USAREUR Senior Leaders Forum Conference, Lodging and Food as follows: Time Period: 19 - 26 February 2009. Number of Rooms: 96
0001 Standard single occupancy rooms with breakfast 0002 Standard double occupancy rooms with breakfast 0003 Suite single occupancy rooms with breakfast
0004 Suite double occupancy rooms with breakfast a. Room assessments: Contractor shall allow room assessments be made the day prior to the arrival of main party. Contractor shall repair any deficiencies found prior to arrival of the main party. 4. Conference Room requirements: The Vendor shall provide the following items in all conference rooms unless otherwise specified; water, flip chart with markers, pen and pad of paper at each seat.
Main Conference Room Time Period: 24 27 February 2009, 0630 to 2200 daily
Conference Room Requirements: a. A conference room starting on 24 February and ending on 27 February 2009. Conference room will be setup in Parliamentary style (curved rows of tables and chairs) which can accommodate 75 seats. The conference room will be used for setup on 24-25 Feb and will not be occupied by participants. Conference rooms will be clean and presentable with paper and a pen at each seat. After each use, conference room will be cleaned of dirty dishes.
b. Conference Room Audiovisual Support will be set up by the Government.
c. Coffee and water setup in the room beginning on 26 Feb 0800 and ending on 27 Feb at 1700 for 75 persons.
Administration Room Time Period: 22 27 February 2009, 0530 to 2200 daily
Conference Room Requirements: a. Provide six large tables set up along the wall with 2 chairs per table; provide a block of 4 tables with 8 chairs in the middle of the room. Provide 6 extra chairs in the back of the room. Provide a working telephone with access to outside lines. Vendor must provide two keys for the room and allow participants to access it twenty-four hours a day.
Information Management Office (IMO) Room Time Period: 19 27 February 2009, 0530-2200 Daily
Conference Room Requirements: a. Information Management room shall have 10 large tables, 2 chairs per table set up in classroom style, with one extra table in the room along the wall, no chairs required with a phone and two (2) DSL connectors with 6mb capacity. Vendor will allow Deutsche Telekom to install temporary DSL lines for use in this room. Room keys will be provided for the technicians exclusive access. Room shall have sufficient electrical connections to support 15 computers and two (2) printers. We require two working telephone lines (either ISDN or analog) in the room. Curtains should be able to be closed and all doors to the outside able to be secured. Government will oversee the set up of the room prior to the conference. Vendor shall provide the necessary tables, tablecloths, and chairs.
b. Provide one (1) High Speed color copier with display in English, adjustable paper-tray to accommodate 8 x 11 paper, extra toner, and no limit on the number of copies. Copier needs to be delivered and fully functional 23 Feb 09. Provide an on-call copy machine technician for the duration of the conference.
Spouses Meeting Room Time Period: 24 27 February 2009, 0630 to 2200 daily
Conference Room Requirements: a. Room requires set up for 35 people with tables and chairs arranged in classroom style with a podium. Vendor shall provide a flip chart, different color markers, paper and pen at each place, water and coffee. Room will be used for setup on 24-25 Feb and will not be occupied by participants.
Breakout Room 1 Time Period: 26-27 February 2009, 0900-1600 daily
Conference Room Requirements: a. Room requires set up for 20 people with tables and chairs arranged in classroom style with a podium. Vendor shall provide a flip chart, different color markers, paper and pen at each place, water and coffee
Breakout Room 2 Time Period: 26-27 February 2009, 0900-1600 daily
Conference Room Requirements: a. Room requires set up for 20 people with tables and chairs arranged in classroom style with a podium. Vendor shall provide a flip chart, different color markers, paper and pen at each place, water and coffee
Breakout Room 3 Time Period: 26-27 February 2009, 0900-1600 daily
Conference Room Requirements: a. Room requires set up for 20 people with tables and chairs arranged in classroom style with a podium. Vendor shall provide a flip chart, different color markers, paper and pen at each place, water and coffee
Office 1 Time Period: 25-27 February 2009, 0700-2500 Daily
Conference Room Requirements: a. Room requires an office set up with a desk and chair, a small meeting table with 4 chairs and one outside telephone line. Water and soft drinks required in this room and refreshed as needed.
Office 2 Time Period: 25-27 February 2009, 0700-2500 Daily
Conference Room Requirements: a. Room requires an office set up with a desk and chair, a small meeting table with 4 chairs and one outside telephone line. Water and soft drinks required in this room and refreshed as needed.
Office 3 Time Period: 25-27 February 2009, 0700-2500 Daily
Conference Room Requirements: a. Room requires an office set up with a desk and chair, a small meeting table with 4 chairs and one outside telephone line. Water and soft drinks required in this room and refreshed as needed.
Meals Service: Before the event: The restaurant will provide menu options with VAT free prices. Meal prices will include the cost of a non-alcoholic drinks, coffee and desert for each person. Vendors must be able to accommodate dietary restrictions with 48 hours notification.
Breakfast 26 & 27 Feb: Breakfast will be provided from 0600-0900 in a designated area. Breakfast shall include as a minimum assorted juices and seasonal fruits, assorted bread products, cereals, yogurts, cheeses, cold meats, butter, jams and eggs, ham and bacon. Unlimited coffee, juice and a variety of tea shall be included in the breakfast meal. A separate breakfast location will be provided on 26-27 Feb for the support staff of approximately 50 people.
Welcome Reception 25 Feb: Vendor shall provide an area for a welcome reception for 75 people from 1800 1900. Reception area will have peanuts and pretzels and a pay as you go bar with non-alcoholic beverages and alcoholic beverages.
Dinner 25 & 26 Feb: The dinner meal will be a formal 4-course dinner with sit down service. The meal will consist of salad, soup, assorted breads with butter, four assorted entrees (beef, chicken, fish, and one specifically vegetarian) for 75 people. Meals will be designated with color-coded name cards with the pre-selected meal. Deviations are not allowed without prior approval. Bread, butter, water, and first course will be set on the table prior to the groups arrival. Prior to the dinner, order of meal service will be given to head waiter. Supplemental drink service at the tables shall be available on a pay-as-you-go basis. Each table will have a wine list available. A count of people and meal selections will be given as the event approaches with a final count and meal selections will be provided no later than 1 week ahead.
a. The tables will be set up in accordance with the diagrams that we provide. Fresh cut or live flowers shall be provided and other table decorations should be provided as appropriate.
b. Deviations to the menu are not allowed without prior approval. An approximate time of arrival will be given to the headwaiter for the beginning of the service.
Lunch Meal 26-27 Feb: Lunch meal will be available between 1200-1330. Meal will be a buffet lunch with a minimum of three meal selections and one vegetarian meal choice for 75 people. The chefs selection of menu will consist of soup, salad, a minimum of three entrees (from beef, poultry or vegetarian), assorted vegetables, potatoes, rice or noodles, bread/rolls with butter, and assorted desserts. Unlimited caffeinated and decaffeinated coffee and teas shall be included in the meal as well as one non-alcoholic drink with the meal.
Security Meals 25-27 Feb: US Army security personnel will require meals beginning on 25 Feb with lunch and ending on 27 Feb with lunch. Please refer to the attached schedule for meal times and numbers. Sack lunches will be provided for the midnight meal at 2000 when required. The lunch will consist of 2 sandwiches, chips, drink, fruit and cookie or pastry.
Conference Breaks 26 & 27 Feb: Coffee breaks for the conference participants, 75 people, shall be in the conference packages for 2 days. These breaks are considered to be and integral part of the conference program and will be taken in the conference area only. Four (4) coffee breaks will be from 1000-1015, 1100-1115, 1400-1415 and 1500-1515. Coffee breaks will consist of caffeinated and decaffeinated coffees, variety of assorted teas, water, juice, and assorted cookies. Check-in & check out: Vendor shall allow for early or late checkout, 1300, for select guests at no additional charge. Government representative will provide information for guests requiring early check-in or late checkout one week prior. Vendor shall allow personnel to check out the evening prior to the departure date.
Vendor shall provide health and wellness facility with aerobic cardio machines, free weights, and other workout equipment. Facility will include, but not limited to, sauna, solarium, pool and whirlpool. Parking: Vendor shall provide 60 parking places outside of the hotel. A K-9 dog team will sweep all areas 1 hour prior to beginning of each event.
Hotel must be within a twenty mile radius of one of the following US Army military communities. a. Grafenwoehr / b. Vilseck / c. Hohenfels / d. Schweinfurt / e.Baumholder