This is a combined synopsis/solicitation for commercial services 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; quotes are being requested and a written solicitation will not be issued. This solicitation, W91CL-09-T-0012, is being issued as a Request for Quotation (RFQ). This solicitation is unrestricted. Quotations will only be accepted from hotel businesses. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-25 The NAICS code is 721110. The following commercial services are requested in this solicitation Performance Work Statement below. Services and Period of Performance are: Lodging, Meals, Conference rooms, and Coffee Breaks for FA HUM Conference 2009 in San Antonio,TX from 17-21 Nov 2008. The clause at 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. Specifically, the following clauses cited are applicable to this solicitation: FAR 52.222-26, Equal Opportunity; FAR 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era; FAR 52.222-36, Affirmative Action for Handicapped Workers; FAR 52.222-37, Employment Reports on Disabled Veterans and Veterans of the Vietnam Era. The clause at FAR 52.224-1, Privacy Act Notification and FAR 52.224-2, Privacy Act; FAR 52.232-33, Payment by Electronic Funds-Central Contractor Registration. The clause at DFARS 252.204-7004, Required Central Contractor Registration; DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statues or Executive Orders; DFARS 252.225- 7001, Buy American Act and Balance of Payment Program. The Government reserves the right to award on a multiple award or an all or none basis. All firms must be registered in the Central Contractor Registration database @ www.ccr.gov and shall be considered for award. All quotes must be sent to SSG Darnell Williams at: Fax 210-295-5875; e-mail darnell.w.williams@us.army.mil; or mail directly to 410th CSB 2450 Stanley Rd. Ste 320 Fort Sam Houston, TX 78234. Quotes are required to be received no later than 01:00 PM CST, Friday, November 7, 2008.



















1. INTRODUCTION: This is a non-personal service contract for lodging, meals, conference facilities, and other services to be provided to United States Army South, also referred to herein as the Government) in support of the US ARMY SOUTH, FA- HUM 2009. Attendees will generally arrive the day before the conference starts, attend the conference, and depart the day after the conclusion of the conference. All prices and costs contained in this agreement will be stated in U. S. Dollars, and all proposal submissions by vendors shall be provided in English.

1.1 Period: 17 21 November 2008
1.2 Location: San Antonio, TX

2. GENERAL REQUIREMENTS:

2.1 Check-in and Checkout: In the rare case, and if availability allows, check-in will be any time after 9:00AM for possible early arrivals on 17 November. The hotel shall additionally allow guests with late flight departures to check out as late as 7:00PM with no additional charge.

2.2 Price quotes provided by hotels for services will include any applicable local, regional, and national taxes and/or service fees.

2.3 Quality Standards for Rooms: All rooms will include a high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, clean linen on a daily basis, serviceable electricity, color television with cable, clock, and telephone. The rooms shall also be appropriately furnished with standard living supplies and facilities. All regular hotel guest facilities and amenities, to include the hotel business center and the spa/exercise facilities, shall be made available for conference participants free of charge as long as they are registered in the hotel. All attendees will be placed on the same floor, if possible.

2.4 Subject to room availability, the US Government may request additional rooms at the same rate quoted in response to the solicitation.

2.5 A Government Representative will identify those individuals on the guest list provided by the hotel whose rooms will be paid by the government, under this contract. All other rooms and services shall be the responsibility of the individual and the government will not be held liable. The US Government will not pay for telephone calls, mini-bar, room service, cell phones, and hotel charges other than those specifically provided for in this contract. It is highly recommended the hotel request a credit card or other form of security from such guests upon check-in to secure potential unauthorized charges. Charges not covered by the conference are to be resolved between the guests and the hotel.



2.6 The US Government will only pay for rooms and services actually used and any applicable penalties due to late cancellations for rooms specified in this contract.

2.7 Cover fees and parking charges shall not be charged to conference participants.

2.8 The hotel shall provide the Government conference security director an orientation. The hotel security manager will meet with the Government security director to establish a direct point of contact within the hotel staff to solve security issues.

2.9 Hotel Representative. The hotel shall provide a representative as a liaison for the conference. The hotel representative (HR) must be vested with the authority to resolve issues involving conference execution and payment as they arise. The HR will be available throughout the time period the hotel is in use by the Government. The hotel shall provide a list of on-call hotel points-of-contact, who have the authority to resolve issues affecting their particular areas of support, (for example: room maintenance, security, banquets, payment, etc).

2.10 Service Breakdowns. The hotel will ensure required maintenance or repairs for hotel equipment, to include: guest rooms, conference facilities, breakout rooms, elevators, kitchen equipment, etc. will be corrected immediately at the expense of the hotel. All equipment shall be repaired within one hour or replaced within two hours of reported malfunction.

2.11 Baggage Service. The hotel shall provide baggage handling for conference hotel guests during check-in and check-out.

2.12 Extended Stays. Conference guests wishing to extend their stay in the hotel must check out within the designated checkout time on the specified end date. Guests who wish to extend their stay at the hotel may do so at the hotels discretion and with such guests financial resources.

2.13 The hotel will provide appropriate announcement boards at each entrance to the hotel and main conference room welcoming and directing conference participants. The government representative will provide the exact wording of the announcement to the hotel.

3. LODGING:

Mid Planning Conference, 17-21 November 2008 in San Antonio, TX: NOTE: The US Government is only responsible and will pay lodging and meals under this contract for requirements indicated in the schedule below (exception coffee breaks). It is anticipated that approximately sixty-three (63) self pay personnel will attend the conference not subjected to this contract (exception same room rate). Self Pay personnel are individually responsible for their own bills and

registration.
Anticipated and estimated Lodging Schedule for the MPC contracted rooms:

Number of Personnel Arrival
Date Departure Date Number of Nights Total Room Nights

38 17 Nov 08 21 Nov 08 4 152
TOTAL 152

4. CONFERENCE FACILITIES:

4.1 General: The Contractor shall clean conference facilities daily in the evenings or early morning before the start of the workday, (7:30 AM). The Conference Room and break out rooms shall be well lighted, and air-conditioned. The rooms are subjected to be used continuously twenty-four hours a day. Tables shall be set up as directed by instructions provided by a US Government Representative during the initial phase of the MPC. The Contractor shall provide grounded electrical connections with extension cords and surge protectors to support office equipment that the conference may require. Ashtrays shall not be placed in any of the conference facilities, as smoking will not be permitted at indoor conference functions. All rooms must be secured and keys provided to the government representative, if available.

4.2 Main Conference Room: The Main Conference Room must be fully setup and available by 12:00 AM on 17 November 2008 through 5:00 PM on 20 November 2008. Setup includes tables, chairs, stage emplaced, podiums and other equipment as necessary. Layout of the Main Conference Room will be generally in a classroom style for at least 100 persons (refer to Technical Exhibit 1 page 8). Additional guidance will be provided on site (by a US Government representative) during the advance party arrival 17 November. Padded chairs shall be utilized and tables will be provided with tablecloths to provide a pleasant environment. The hotel shall provide conference facilities in which sessions can be conducted in comfort and with minimum distractions (low level of noise from other functions). The conference room must have dimmer switches and black out curtains (or similar) to allow for audiovisual presentations. The conference room configurations and usage times can be changed at any time prior to the conference to accommodate last minute directives and fluctuating requirements. Water will be provided - one pitcher for every four seats, and individual glasses refreshed morning and afternoon on 18, 19, and 20 November 2008. The hotel will provide two lectern podiums, one on the front right and one on the front left side of the conference room (refer to Technical Exhibit 1 page 8). A tripod capable of holding a 1-meter by 1-meter sign is required at the entrance. Hotel staff shall correct any hotel equipment breakdown immediately.



4.3 Administration, Operations, (Admin Ops) Room. One (1) room must be completely setup and available (with required tables, chairs, Internet, lights, A/C, telephones, etc refer to Technical Exhibit 2 page 9) from 12:00 AM on 17 November 2008 until 12:00 AM on 21 November 2008 unless directed otherwise by a US Government representative. The rooms shall be cleaned during evenings, well lighted, and air-conditioned. The rooms may be used continuously twenty-four hours a day. The following furnishings and accessories are required: six (6) long tables, eight (8) chairs, one (1) 4x 6 bulletin board, two (2) easels with butcher paper, and three (3) trash cans. The rooms must have the capability to support computer equipment (refer to Technical Exhibit 2 page 9). Request one tripod stand is placed outside the entryway identifying the rooms as Operations /Administration Center and Logistics and Contracting. This room shall have two (2) international telephone lines. One of the two telephone lines connected will be set-up to receive and send international fax without passing through the hotel extension system.

4.4 Breakout Rooms: Three (3) breakout rooms shall be completely setup with required tables and chairs to seat 20- 25 (refer to Technical Exhibit 3 page 10) The rooms shall be ready by 12:00 am beginning 17 Nov this set up will be used until 5:00 pm 20 Nov 08. The rooms must be a minimum of 400 square feet. The rooms shall be cleaned during the evening hours, be well lighted, and air-conditioned. The rooms are subjected to be used continuously twenty-four hours a day. The following furnishings and accessories are required: two easels with butcher paper, and three trash cans. The rooms shall have the capability to support computer equipment. Two keys shall be provided to the Contracting Officer to secure the rooms when not occupied. One tripod stand shall be placed outside the entryway with sign identifying the room as Breakout Room identifying session user as directed by the Contracting Officers Representative.

5. MEALS:

5.1 General. Restaurants and dining facilities are subject to and must pass a sanitary inspection prior to any food consumption on the part of the government. The Government Representative will identify individuals with dietary restrictions. The hotel will strive to accommodate special diets where feasible and within contracted meal rates. Food served in Buffet style should be labeled. One non-alcoholic juice, soft drinks, coffee, tea or beverage is included with meals.

5.2 Schedule of Contracted Meals.

(1) Breakfast. A full Breakfast shall be included in the cost of the room. The hotel shall provide a breakfast buffet from 6:00 a.m. until 8:00 a.m. at an appropriate facility on site as agreed to by the hotel and Government representatives.



(2) Lunch. The hotel will provide its standard buffet luncheon, 12:00 AM - 1:00 PM if available, at an appropriate facility on site as agreed to by the vendor and the Government. Lunch will, as a minimum, consist of main entrees, side dishes, dessert,
and a non-alcoholic beverage (such as water, juice, soft drinks, tea and or coffee) and
be consistent with a value sufficient to provide a complete luncheon meal. The hotel
shall provide a minimum of two (2) choices for its buffet selection(s).

(3) Dinner. The hotel will provide its standard dinner buffet or dinner 6:00 PM 7:30 PM at an appropriate facility on site as agreed to by the hotel and Government representatives. Dinner shall, as a minimum, consist of main entrees, side dishes, dessert, and a non-alcoholic beverage (such as water, juice, soft drinks, tea and or coffee) and be consistent with a value sufficient to provide a complete dinner meal. The hotel shall provide a minimum of two (2) choices for its buffet selection(s).

Estimate of Number of Contracted Meals for 37 persons:

Date Breakfast Lunch Dinner
17-Nov-08 38 38 76

18-Nov-08 38 38 38 114
19-Nov-08 38 38 38 114
20-Nov-08 38 38 38 114
21-Nov-08 38 38
152 152 152 456
TOTAL TOTAL TOTAL TOTAL


6. COFFEE BREAKS: The hotel will provide buffet style refreshment breaks in close
proximity to the main conference room and conference breakout rooms. Morning coffee break
shall consist of water, coffee, tea, sodas, juice, and an assortment of fruits, sweet rolls, donuts, and bagels with appropriate condiments. Afternoon coffee break shall consist of water, coffee, tea, and sodas, fruit snack, and an assortment of finger sandwiches and/or fruit cookies. The coffee break menu should be varied daily. Menu selections will be coordinated with the Government representative. Setup should be complete by the scheduled time coordinated and agreed to by a US Government representative and removed no later than 1 hours later.

Coffee Break Schedule for MPC:

Date 9:30 AM 2:30 PM Total
18 Nov 08 100 100 200
19 Nov 08 100 100 200
20 Nov 08 100 100 200
TOTAL 300 300 300


7. PARKING: The hotel will provide 10 reserved parking spaces in the hotel parking lot daily from 18 to 20 November 2008 for local conference participants and coordinators throughout the conference. These reserved parking places must be clearly designated for conference participants. Parking must be in a safe environment with adequate lighting and security. Hotel staff must be aware of reserved conference parking spaces.

8. BUSINESS CENTER. The hotel will provide access to the business center for all conference participants. Access includes copies, fax, and Internet capability charged to the individual (whereas not included in this contract).

9. SANITARY INSPECTION: Any contract award for food is subjected to contingent upon certification of sanitary conditions by a United States Preventive Medicine Official. Additionally, failure to pass such inspection any time during the performance of this contract shall be justification for a termination for cause.

10. SECURITY: Contractor shall have an internal security program, which meets the requirements of the Governments Regional Security Officer. The Government will inspect the contractors facilities. The contractor shall make its security plan available when requested. Any contract award is contingent upon certification by a force protection inspection, if required.

11. DAMAGE BEYOND FAIR WEAR AND TEAR: Whenever equipment is returned to
the contractor with damages considered over and beyond fair wear and tear, the contractor shall prepare and submit a written and detailed estimate to the contracting officer for the cost of labor and parts necessary to repair the equipment to its original condition when the U.S. Government accepted it. No repair work on any damaged equipment will be performed until authorized in writing by the contracting officer. The contractor is cautioned that any repairs accomplished without the Contracting Officer's authorization is done at its risk and expense and will not be reimbursed by the U.S. government.

12. INVOICES: All invoices submitted for payment shall be submitted in English, and shall be billed in US Dollars. Invoice must have all required information as described by the Contracting Officer. Lodging, service charges, taxes, etc. must be itemized separately on invoices.

13. PAYMENT INFORMATION: Contractor acknowledges that payment for services listed
herein shall be paid for by Government Purchase Card (VISA) or in cash (by paying agent) and agrees to accept payment in full at the end of each individual conference.

14. CONTRACTING OFFICERS REPRESENTATIVE. The contractor will only take direction from the contracting officer or contracting officers representative. The limit of the
Contracting Officers Representative will be in writing and given to the contractor. Purchases
from unauthorized persons will result in the contractor not receiving payment for costs incurred.


15. CHANGES TO CONTRACT: The only person authorized to make changes to the
contract is the Contracting Officer. Failure to clear changes in contract with the Contracting
Officer IN ADVANCE of providing service will result in the Government not being responsible for the charges and non-payment to the Contractor. Accordingly, the
Contracting Officer SHALL be notified prior to any additional services/performances
necessitating contract modification (that is, those resulting in changes in cost to the
Government). The contractor will only take change orders from the Contracting Officer or the
COR. Purchases or changes from unauthorized persons will result in the contractor not
receiving payment for costs incurred.