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X -- USPTO Hotel and Conference Room Requirement in Alexandria, VA (OB1832260) (2006-10-22)

This is a combined synopsis/solicitation for commercial items prepared in
accordance with the format in FAR Subpart 12.6 in conjunction with FAR 13.5,
as supplemented with additional information included in this notice. The
United States Patent and Trademark Office (USPTO) has a need for sleeping
rooms and conference space for attendees of the Global Conference on
Intellectual Property, July 25-27, 2007. This announcement incorporates FAR
provisions and clauses in effect through FAR FAC 2005-12 and constitutes the
only solicitation: a written solicitation will not be issued. NAICS Code
721110. The solicitation number is PROC07ALEXANDRIA. The solicitation is
issued as a Request for Quote (RFQ). The requirements will be fulfilled using
the Simplified Acquisition Procedures, FAR Part 13. The period of performance
is July 25-27, 2007. Place of performance is Alexandria, VA. To be eligible
for award under this solicitation, the offeror must propose a facility that is
compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990
(Public Law 101-391)(15 U.S.C. found at
http://www.usfa.dhs.gov/applications/hotel/ and must be registered on the
Central Contractor Registration website (www.ccr.gov). The hotel must be in
Alexandria, VA and in close proximity to restaurants, shops, etc.

Hotel requirements
Because of the close proximity to the United States Patent and Trademark
Office (?USPTO?), the desired location for the hotel for the USPTO Global
Conference on Intellectual Property is Alexandria, Virginia. The USPTO has a
need for sleeping rooms and conference space for the attendees of the USPTO
Global Conference on Intellectual Property, July 25-27, 2007. Participants
will include high-ranking government officials from foreign countries.

The hotel must have adequate meeting space available for a three-day program
on July 25-27, 2007. The hotel must have a full service business center with
copy, printing, facsimile, FedEx, and, preferably, close to a Kinko?s or other
independent copy service. The hotel should also have Wi-Fi accessible in the
lobby and in the meeting rooms.

The hotel must have an in-house or contract audio-visual service that can
provide state of the art, professional production equipment and support
throughout the conference. Adequate parking facilities must be attached to
hotel or located nearby. Other proposed benefits, such as discounted parking
for conference attendees and proximity to a Metro, that will be of value to
the USPTO (US Government) will be considered favorably when reviewing
proposals. The hotel must be compliant with the Americans with Disabilities
Act.

Sleeping Room(s)

The USPTO will require a block of non-smoking rooms for one hundred and fifty
(150) individuals for the period of Tuesday ? Friday, July 24-27, 2007.

Anticipated Sleeping Nights:
Mon, 23 July: 5
Tues, 24 July: 150
Wed, 25 July: 150
Thurs, 26 July: 150
Fri, 27 July: 150
Sat, 28 July: 10
Sun, 29 July: C/O
Total Sleeping Nights: 615

USPTO will be providing a Government Purchase Order to cover room rate and
taxes (only) for a number of participants. This number has not yet been
determined at this time. All other incidentals will be the sole
responsibility of the hotel guest. The remaining reservations will be self-
pay and made by the individual participants or their sponsors. USPTO is tax
exempt.

USPTO will provide a rooming list to the hotel once a contract is negotiated
and signed by both parties and before the cut-off date. For those that are
self-pay, USPTO will not be responsible for payment of any room charges,
incidentals or other charges (including but not limited to cancellation, early
departure and attrition charges).

Main Conference Meeting Room(s)

A conference room is required to accommodate up to 150 people in classroom set-
up on September 25th -27th. The room must be large enough for attendee
seating, an A/V worktable in back, and a dais/staging in the front of the room
with space for a podium with microphone, skirted tables for three-five people
for panel discussions on Wednesday, July 25th (all day) and on the afternoon
of Friday, July 27th. The space to be placed on a 24-hour hold is required
for the plenary/general session on July 25th ?27th from 8:00 am to 6:00 pm,
however, the room should be set up the morning of September 24th. High speed
Internet access is required in the main conference room for the duration of
the conference.

Break Out Room(s)
On Thursday, July 26th through Friday, July 27th, two separate breakout rooms
are required. These rooms should be in close proximity to the plenary/general
session room and be able to seat up to 75 people classroom-style and in the
alternative theater-style. A podium with microphone on a dais/staging and
seating for up to five people is needed for panel discussions, and there
should be adequate space in the back of the rooms for an AV table to be set
up. High-speed Internet access is also required for these rooms.

Additional Space
Two smaller rooms are required for July 24th ?27th, 2006. One will be
utilized as a working staff room as well as green room for speakers. Either
hotel or USPTO will arrange the rental for office equipment to include, but
not limited to, high speed photocopier that can collate, a 3-hole punch and
staple, full computer set up with Internet access networked to a laser
printer, two (2) laptops with Internet connection and networked to the laser
printer, two (2) Internet connections for ?walk-in? laptops with cables to
laser printer, and at least five (5) skirted tables and eight (8) chairs, one
(1) large trash can and two (2) smaller trash cans are to be placed in this
room.

The other room will be utilized as an Internet caf?, and should be set up with
four networked laptop computers with high-speed Internet access and networked
to a laser printer. Four (4) additional Internet lines and one (1) additional
laser printer may be requested.

Food and Beverage for Conference Breaks
Morning refreshments, morning breaks and afternoon breaks are required July 25-
27, 2006. (These refreshments/breaks should be set up outside of the
plenary/general session room.) The morning refreshments and morning break
should consist of coffee, tea, and bottled water. The afternoon break food
and beverage should consist of a la carte menu items such as coffee, water,
soda, cookies, brownies, etc.

Audio Visual
The USPTO Global Conference on Intellectual Property requires state-of-the-art
professional production audio/visual equipment. Aside from the equipment, we
will need professional personnel to set up, be on-site throughout the three-
day event to run the equipment and trouble shoot any problems which may arise
during the conference, and take down the equipment after the conference. The
audiovisual equipment must be set up for the plenary/general session on
Tuesday, July 24th and Wednesday, July 25th for the breakout rooms. No
videotaping of the program is required

The main conference room for both days requires double screens, PowerPoint
projection, and audio.

The break out rooms will need to be set up on Wednesday, July 25th with a
single screen, PowerPoint projection, and audio.

The AV requirements for this program may include:

Minimum AUDIO VISUAL REQUIREMENTS for Plenary/General Session (subject to
change)
PROJECTION/DISPLAY
2 9x12 RP Screen w/ Dress Kit
2 5000 Lumens LCD Data Projector
1 Laptop for presentations and projection to screens (with CD-ROM, DVD
capability) Laptop to be connected to house.
1 Wireless ? Mouse/slide advancer
SOUND
1 Sound System
1 Mixer
3 - 5 Table Microphones
2 UHF Wireless Combo Lavs
4 UHF Wireless combo Hand Held on stands in audience for Q&A

Minimum AUDIO VISUAL REQUIREMENTS for Break Room 1 (subject to change)
PROJECTION/DISPLAY
1 9x12 RP Screen w/ Dress Kit
1 5000 Lumens LCD Data Projector
1 Laptop for presentations and projection to screens (with CD-ROM, DVD
capability) Laptop to be connected to house.
1 Wireless ? Mouse/slide advancer
SOUND
1 Sound System
1 Mixer
3 - 5 Table Microphones
2 UHF Wireless Combo Lavs
2 UHF Wireless combo Hand Held on stands in audience for Q&A
Minimum AUDIO VISUAL REQUIREMENTS for Break Room 2 (subject to change)
PROJECTION/DISPLAY
1 9x12 RP Screen w/ Dress Kit
1 5000 Lumens LCD Data Projector
1 Laptop for presentations and projection to screens (with CD-ROM, DVD
capability) Laptop to be connected to house.
1 Wireless ? Mouse/slide advancer
SOUND
1 Sound System
1 Mixer
3 - 5 Table Microphones
2 UHF Wireless Combo Lavs
2 UHF Wireless combo Hand Held on stands in audience for Q&A

Selection will be based on the following factors:
1. Hotel location
2. Space availability
3. Conference room layout
4. IT/AV capabilities and support
5. Total price for conference rooms, food and beverage, and price for
IT/AV support.

Price is less important than the other four factors combined, and selection
will be based on the best value for the USPTO.

The following clauses apply to this acquisition: 52.212-3, Offeror
Representations and Certifications - Commercial Items; 52.212-4, Contract
Terms and Conditions - Commercial Items; and 52.212-5, Contract Terms and
Conditions Required to Implement Statutes or Executive Orders - Commercial
Items: 52.222-3, Convict Labor (June 2003), 52.222-19, Child Labor-
Cooperation with Authorities and Remedies (Jan 2006), 52.222-21, Prohibition
of Segregated Facilities (Feb 1999), 52.222-26, Equal Opportunity (Apr 2002),
52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the
Vietnam Era, and Other Eligible Veterans (Dec 2001, 52.232-33, Payment by
Electronic Funds Transfer - Central Contractor Registration (Oct 2003).

Your response must include complete pricing and package offerings (to include
gratuities, service charges, etc.) for conference and sleeping rooms, as well
as food and beverage, Internet access, and AV. The breakdown of conference
room space should also be included (layout, capacity, etc.), and any other
additional information the contractor desires to submit. The selected hotel
must accept a Government purchase order.

Offerors shall submit their proposals via email to Karen.Oettinger@uspto.gov.
The closing date for receipt of proposals is 5:00 PM, October 30, 2006. The
point of contact for this solicitation is Karen Oettinger, 571-272-5603 or
Karen.Oettinger@uspto.gov. This solicitation shall not be construed as a
commitment of any kind.

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