COMBINED SYNOPSIS/SOLICITATION This is a combined synopsis/solicitation for a commercial service, prepared in accordance with the format in FAR 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. The solicitation number for this procurement is W91WAW-09-T-8800 and is issued as a Request for Quotation (RFQ). The solicitation and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular (FAC) 2005-24, Defense Acquisition Circular (DAC) 91.13. The North American Industry Classification System (NAICS) code is 721110. The Small Business Size Standard is $7.0 Million. This action will be Full and Open Competition. The Period of Performance is one (1) base year (14 February 2009 30 September 2009) with three (3) 12-month option periods. Provision at FAR 52.212-1, Instruction to Offerors Commercial Items applies to this acquisition. Quotations shall contain the following information: RFQ number; TIME SPECIFIED FOR RECEIPT OF OFFERORS; NAME; ADDRESS; TELEPHONE NUMBER OF OFFEROR; ANY DISCOUNT TERMS AND ACKNOWLEDGEMENT OF ALL SOLICITATION AMENDMENTS (if applicable).

The Contracting Center of Excellence on behalf of the Department of the Army, Family and Morale, Welfare and Recreation Command, solicits support for various conferences and meetings to be held in the Washington, DC area. Interested Offerors shall submit a single quote that indicates quantity, unit price, and total amount for all Contract Line Items (CLIN) shown herein for all of the services required to support the various conferences and meetings. Quotes for partial services will be not accepted. The following services are required:

CLIN 0001 Exceptional Family Member Program (EFMP) Summit to be held February 17 - 19, 2009: Meeting room should be a minimum of 4500 square feet.

1. Audio Visual Equipment/ Support:
a. 14 easels with flip charts with paper and markers
b. One (1) 3,000 lumen projector with XGA resolution and freeze frame
c. One (1) 15 foot wide projection screen
d. One (1) lavaliere microphone
e. One (1) wireless microphone on podium for presenters
f. Four (4) wireless handheld microphones for participants
g. 1 Mini stereo plug for laptop audio

2. Hours:
Access to the meeting room is required from the afternoon on the 17th through 1500 on the 19th of February. Meeting will begin at 0800 on the 18th and end by 1700 on the 19th.

3. Food:
a. Plated meal to include salad, entre, dessert and beverage for 100 - (18 Feb)
b. Soup, salad, pre-made sandwich buffet for 100 - (18-19 Feb)
c. Morning continental snack for 100 - (18-19 Feb)
d. Afternoon snack break for 100 - (18-19 Feb)

4. Rooms:
Meeting Room Set-up: Thirteen (13), six (6) foot round tables with eight (8) chairs per table. One six (6) foot long rectangular table with three (3) chairs for participant registration. One six 96) foot long rectangular table with two (2) chairs and power supply for facilitators laptop with electrical access. One-hundred twelve sleeping rooms (112) will be required as follows: (6 first night, 100 second night, 6 third night).

5. Security:
Both armed and unarmed security officers are required during the meetings. Specific requirements for day of the meetings will be provided prior to the start of each meeting.


CLIN 0002 Focus Group (Single Soldier) to be held March 2009 (2 days, date TBD): Meeting room should comfortably hold 40-100 people.

1. Audio Visual Equipment/ Office Supplies:
a. LCD projector
b. Front projection screen
c. Power strip
d. Cart, skirting for cart
e. Six (6) flip charts with markers at each round table in meeting room
f. One (1) podium with removable microphone meeting room, 2 days
g. One (1) transmitter/ mixer meeting room, 2 days
h. Two (2) handheld microphones meeting room, 2 days

2. Hours:
Meeting will begin at 7:30 a.m. each day and end at 5:30 p.m.

3. Food:
Hors doeuvres and soft drinks required for reception to be held on the first night.

4. Rooms:
Six (6) meeting rooms with five (5) round tables with 10 chairs each and perimeter seating for 20 25. Specific information will be provided prior to meeting dates. Sleeping rooms will be required as follows: six (6) first night, 25 second night, 25 third night, four (4) fourth night.

5. Security:
Both armed and unarmed security officers are required during the meetings. Specific requirements for day of the meetings will be provided prior to the start of each meeting.

CLIN 0003 Family Program, In-Process Reviews (FP IPRs) to be held April, June and August 2009 (3 days, dates TBD): Meeting rooms should comfortably hold 40-100 people.

1. Audio Visual Equipment/ Support:
a. LCD projector
b. Front projection screen
c. Power strip
d. Cart, skirting for cart
e. Nine (9) flip charts with markers meeting room, 3 days
f. Three (3) computer/LCD projectors and screens meeting room, 3 days
g. One (1) podium with removable microphone meeting room, 3 days

2. Hours:
Meeting will begin at 7:30 a.m. each day and end at 5:30 p.m.

3. Food:
Morning and afternoon snacks are required.

4. Rooms:
One (1) U-shaped table with perimeter seating for 20-25 people. Specific
information will be provided prior to meeting dates. Sleeping rooms will be required as follows: 20 first night, 20 second night, 20 third night.

5. Security:
Both armed and unarmed security officers are required during the meetings. Specific requirements for day of the meetings will be provided prior to the start of each meeting.

CLIN 0004 General Officer Steering Committee (GOSC) Meeting to be held June 10 2009: Ballroom must be a minimum of 6300 square feet and should comfortably hold a minimum 250 people.

1. Audio Visual Equipment/ Support:
a. Two (2) 10-foot front projection screens on tripods
b. One (1) laser pointer
c. One (1) podium with microphone
d. Five (5) hand-held wireless microphones
e. 36 push-to-talk microphones with one override
f. One (1) audio control console plus any equalization
and processing effects necessary to ensure high quality sound with
no feedback.
g. One (1) audio technician must be on site during the entire event.

2. Hours:
Meeting will begin at 0900 a.m. each day and end at 1200 p.m.

3. Food/ Water:
Morning continental snack and refreshments are required. All tables must have sufficient pitchers of water and glasses to be within easy reach of committee members. One (1) skirted table with pitchers of water and glasses should be placed at the far side of the ballroom or near the doors.

4. Rooms:
a. U-shaped Table:
Five (5) six-foot tables across the top, six (6) six-foot tables forming each
side. Up to ten chairs are to be placed at the top of the U and 16-18 chairs down each side of the U shape. .
b. Theater Seating:
125 chairs on each side, set in rows of 20-25 chairs, five (5) inches apart side to side with center aisle. Chairs must be placed with an unobstructed view of the U. The first row of chairs should be placed approximately three (3) feet behind each chair at the U. The remaining chairs are to be placed on each side behind the first row of seats.
c. Skirted Tables:
Two (2) small skirted tables with two (2) chairs are to be placed in the front center of the U for placement of projection device. Each table must align with projection screens.
d. Table:
One (1) six-foot table with three (3) chairs is to be placed to the right of the
projection screen with hook-up to audio system for seating of the
court reporter.

5. Security:
Both armed and unarmed security officers are required during the meetings. Specific requirements for day of the meetings will be provided prior to the start of each meeting.

CLIN 0005 Army Family Readiness Advisory Council (AFRAC) Meetings to be held March 17-19, 2009 and September 2009 (date TBD): Meeting rooms should comfortably hold 40-100 people.

1. Audio Visual Equipment/ Support:
a. LCD projector
b. Front projection screen
c. Power strip
d. Cart, skirting for cart
e. Two (2) Lavalieres
f. One (1) Transmitter/ Mixer
g. Three (3) Wireless/ Air Mouse
h. 12 Table Top Microphones (Dates TBD) 2 days
i. One (1) Podium w/ Hard-Wired Microphone 2 days

2. Office Equipment:
a. One (1) Flip Chart Easel/ Pad - One (1) administrative room, four (4) days and two (2) meeting room, two (2) days.
b. One (1) heavy duty high speed copy machine with collator, enlarger, stapler, duplex printing, etc. Admin Room, four (4) days
c. One (1) box per day copier paper Admin Room, four (4) days
d. Two (2) Desktop computers with Windows/Word 2000, Virus Protector, and Internet access Admin Room, four (4) days
e. Two (2) Laser printers (including one color) Admin Room, four (4) days
f. One (1) Laptop computer with Windows/Word and Virus Protector Meeting Room, two (2) days
g. One (1) Telephone with long distance access Admin Room, four (4) days

3. Hours:
Meetings will begin at 7:30 a.m. each day and end at 5:30 p.m.

4. Food:
Lunches for 45. Light hors doeuvres reception to be held first night.
5. Rooms:
Meeting rooms will be in various configurations to suit group needs. Specific
information will be provided prior to meeting dates. Administrative space is required. Sleeping rooms will be required. More details to be forwarded prior to meeting.

6. Security:
Both armed and unarmed security officers are required during the meetings. Specific requirements for day of the meetings will be provided prior to the start of each meeting.

Quotes shall include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes shall also contain all other documentation specified herein including the PERIOD OF ACCEPTANCE: The Offeror agrees to hold the prices in its quote firm for thirty (30) calendar days from the date specified for receipt of quotes, unless another time period is specified in an amendment to the solicitation. LATE OFFERS WILL NOT be considered.

EVALUATION/AWARD: Only one contract will be awarded as a result of this solicitation. The U.S. Army reserves the right to make award to other than the lowest priced offeror. EVALUATION FACTORS: Award will be made to the hotel offering the best value to the government, price and offer factors considered. Technical factors to be considered are as follows: Section A: distance from the Pentagon; size and configuration of meeting rooms; compliance with Americans with Disabilities Act; compliance with Department of Defense security requirements. Section B: overall appearance of conference area, guest rooms, and public spaces; quality of food and food presentation; past performance; ease of access to parking; amenities proposed by offeror. The criteria listed in section A are more important than those listed in section B. SITE VISIT: Prior to award of this contract, site visits shall be made by the point of contact to determine suitability and compliance with specifications listed herein and by the Defense Protective Service and/or US Army security personnel to determine security weaknesses. Contractor may or may not be notified in advance of these visits.

OTHER SPECIFICATIONS: TYPE OF CONTRACT: The government anticipates award of a negotiated firm fixed price nonpersonal services indefinite delivery indefinite quantity contract. HOTEL INFORMATION: Free daily parking for meetings (approximately 50 people per day) not staying in the hotel shall be included in this contract. Assistance needed by conference guests, staff, and delegates refers to that which might be necessitated by a handicapping or medical condition. Meeting rooms must be locked when not in use. Keys will be provided to meeting Coordinator for all rooms. Contractor must provide a vault, safe deposit boxes, or other method for guests to store valuable items, a gift shop where guests may purchase over-the-counter medications, and one guest room at no charge to the government for every 30 guest rooms reserved for this conference. The Army point of contact will provide the Contractor with a list of any special dietary requirements 48 hours prior to any contracted meal. The daily price for all guest rooms used under this contract shall be within or lower than the current government per diem rate at the time of each meeting or conference. Each guest room must have internet capability, irons and ironing boards, hair dryers, and coffee service. Refrigerators for medical needs shall be furnished, per guest request. Each guest room shall have one free parking space. The US Army will pay for actual room nights booked under this contract. In accordance with Virginia Tax Code section 32VAC10-210-690, the facility shall not impose sales tax or transient occupancy tax on the U.S. Army. Payment for related room nights not specifically covered under this contract shall be the responsibility of the individual guest and subject to applicable taxes. GOVERNMENT FURNISHED EQUIPMENT (GFE): All equipment rented by the US Army from private contractors for use during this conference; All vendor displays set up in registration and exhibit area; All computer systems, telephone systems, office supplies, and graphics supplies/equipment brought into the conference venue by the US Army.

All offerors must be registered in the Central Contractor Registered (CCR) and Online Representation and Certification Application (ORCA) must be activated (IAW FAR 4.11 and 4.12). ORCA registration for online representation and certification requirements may be viewed via the internet at www.bpn.gov. OFFERORS MAY INCLUDE A COMPLETE COPY OF THE PROVISION AT FAR 52.212-3, OFFEROR REPRESENTATION AND CERTIFICATIONS COMMERCIAL ITEMS WITH THEIR QUOTE which can be downloaded from the internet at http://farsite.hill.af.mil or requested in writing via facsimile at 229-257-3547. Offerors that fail to furnish the required representation information via submission or ORCA registration, or reject the terms and conditions of this solicitation, may be excluded from consideration. The listed Federal Acquisition Regulation (FAR) clauses apply to this solicitation and are incorporated by reference.

All FAR clauses may be viewed in full text via the internet at http://farsite.hill.af.mil. FAR 52.212-4 Contract Terms and ConditionsCommercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive OrdersCommercial Items.

Quotes are due no later than Friday, 6 February 2009; 5:00 PM EST. Quotes shall be submitted to Ms. Hillari Hawkins, Contract Specialist, hillari.hawkins@us.army.mil and Regina Foston, Contract Specialist, fostonr@conus.army.mil.