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X -- USPTO Hotel and Conference Space Requirement (OB1851420) (2007-01-10)

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
USPTO has a need for sleeping rooms and conference space for the attendees of
the USPTO Global Conference on Intellectual Property, being held July 25-27,
2007. Participants will include high-ranking government officials from
foreign countries. This announcement incorporates FAR provisions and clauses
in effect through FAR FAC 2005-13 and constitutes the only solicitation; a
written solicitation will not be issued. NAICS Code 721110. The solicitation
number is PROC070USPTOJuly07. 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 preferably Alexandria, VA, however, Arlington,
VA will be considered. 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. 2201
et. seq.) and is listed on the U.S. Fire Administration Hotel and Motel
National Master List found at http://www.usfa.dhs.gov/applications/hotel/,
must be registered on the Central Contractor Registration website
(www.ccr.gov), and be compliant with the Americans with Disabilities Act. The
hotel must be in Alexandria or Arlington, VA, in close proximity to
restaurants, shops, nightlife activities, etc., and preferably within walking
distance to a Metro. 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 the following services: photocopying, 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.

Sleeping Room(s):
The USPTO will require a block of non-smoking rooms at or below government per
diem 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 for a
number of participants. This number has not yet been determined. All
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. Request rate to be extended 3 days prior and
after room block dates as a courtesy to guests who may choose to stay at their
own expense.

USPTO will provide a rooming list to the hotel once a contract is negotiated
and signed by both parties and by the agreed upon 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 160 people in classroom set-
up on 25-27 July 2007. The room must be large enough for attendee seating,
staff and speaker seating at the back, and a dais/staging in the front of the
room with space for a podium with microphone, skirted tables for three to five
people for panel discussions on Wednesday, July 25 (all day) and on the
afternoon of Friday, July 27. The space is to be placed on a 24-hour hold and
is required for the plenary/general session on July 25-27 from 8:00 am to 6:00
pm, however, the room should be set up the morning of July 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 26 through Friday, July 27, two separate breakout rooms are
required. These rooms should be in close proximity to the plenary/general
session room and should each be able to seat up to 80 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
staff and speakers. High-speed Internet access is also required for these
rooms.

Additional Space:
Two smaller rooms are required for July 24-27, 2007. One will be utilized as
a working staff room as well as green room for speakers. Either the hotel or
the USPTO will arrange for the rental of office equipment to include, but not
limited to, a high speed photocopier (collate, double-sided, 3-hole punch and
staple), full computer set up with Internet access networked to a laser
printer, one (1) laptop with Internet connection and networked to a laser
printer, two (2) Internet connections for "walk-in" laptops with cables to
laser printer. 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 second room will be utilized as an Internet cafe, and should be set up
with four 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.

One room to seat 160 in banquet seating is requested for lunch breaks for 25-
27 July 2007. Additional A/V may be requested for these lunches.

Food and Beverage:
Morning refreshments, morning breaks and afternoon breaks are required July 25-
27, 2007. (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. It is possible that client will request lunches
to serve 160 for 25-27 July 2007.

Audio Visual:
The USPTO Global Conference on Intellectual Property requires state-of-the-art
professional 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 24
and Wednesday, July 25 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 25 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 Screen with Dress Kit
2 Projector
1 Laptop for presentations and projection to screens (with CD-ROM, DVD
capability) Laptop to be connected to house audio.
1 Wireless-Mouse/slide advancer
SOUND
1 Podium with audio
1 Sound System
1 Mixer
3 - 5 Table Microphones
2 Lapel Microphones
2-4 UHF Wireless combo Hand Held on stands in audience for Q&A

Minimum AUDIO VISUAL REQUIREMENTS for Breakout Room 1 (subject to change)
PROJECTION/DISPLAY
1 Screen with Dress Kit
1 Projector
1 Laptop for presentations and projection to screens (with CD-ROM, DVD
capability) Laptop to be connected to house audio.
1 Wireless-Mouse/slide advancer
SOUND
1 Podium with audio
1 Sound System
1 Mixer
3 - 5 Table Microphones
2 Lapel Microphones
2 UHF Wireless combo Hand Held on stands in audience for Q&A

Minimum AUDIO VISUAL REQUIREMENTS for Breakout Room 2 (subject to change)
PROJECTION/DISPLAY
1 Screen with Dress Kit
1 Projector
1 Laptop for presentations and projection to screens (with CD-ROM, DVD
capability) Laptop to be connected to house audio.
1 Wireless-Mouse/slide advancer
SOUND
1 Podium with audio
1 Sound System
1 Mixer
3 - 5 Table Microphones
2 Lapel Microphones
2 UHF Wireless combo Hand Held on stands in audience for Q&A

Lunch Breaks (To be determined)
1 Screen with Dress Kit
1 Projector
1 Laptop for presentations and projection to screens (with CD-ROM, DVD
capability) Laptop to be connected to house audio.
1 Wireless-Mouse/slide advancer
SOUND
1 Podium with audio
1 Sound System
1 Mixer
1 Lapel Microphones
1 UHF Wireless combo Hand Held on stands in audience for Q&A

Internet Cafe
4-8 Internet connections
4 Laptops
1-2 Printer (Shared)

Office
1 Photocopier (with ability to copy double sided documents, collate,
staple, 3-hole punch) and supplies, including toner and paper
4 Internet connections
2 Printers (1 shared for laptop and other internet connections)
1 Laptop
1 Full PC Set up (Monitor, keyboard, mouse, PC)

Selection Factors:
The provision at 52.212-2, Evaluation-Commercial Items will be used to
evaluate offerors. The Government will make an award resulting from this
solicitation to the responsible offeror whose offer conforming to the
solicitation will be most advantageous to the Government, price and other
factors considered. The following factors shall be used to evaluate offers:
1. Ability to offer 615 sleeping rooms July 23-29, 2007; 2. Hotel location;
3. Conference room layout; 4. Flexible attrition and cancellation clause
terms; 5. IT/AV capabilities and support; 6. Other factors; 7. Total price
for sleeping rooms, conference rooms, IT/AV support, and food and beverage.
Other factors may include discount offered to the Government, quality of the
property, internet connection capabilities, etc. Factors 1 through 6 are of
equal importance. Those factors individually and collectively are more
important than price.

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 Statues 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), 52.222-36 Affirmative Action for Workers with
Disabilities (June 1998), 52.222-37, Employment Reports on 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 pricing for conference and sleeping rooms, as well
as food and beverage 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 be
registered in CCR and 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, November 26, 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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