DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

A. 1 STATEMENT OF WORK/SPECIFICATIONS

The Contractor shall furnish the necessary personnel, material, equipment, services and facilities (except as otherwise specified), to perform the following Statement of Work/Specifications. The Government anticipates charges paid under this agreement will be under $25,000 and will be paid using the Government VISA card.

A. 2 STATEMENT OF WORK

The Department of Commerce, International Trade Administration (ITA), U.S. and Foreign Commercial Service (US&FCS) is conducting a Worldwide Commercial Service Conference. The conference date is set for January 21, 1996-January 26, 1996.

CONFERENCE DATE, TIME LOCATION AND NUMBER OF PARTICIPANTS

Number of participants: Approximately 160

A. 3 Maria Tildon has been designated the Contracting Officer Technical Representative (COTR) for this requirement. Any technical guidance shall only be provided by this individual. Any changes that will impact the cost of this requirement can only be authorized by Lisa M. Gallina.

A. 4 Federal Travel Regulations limit lodging expenses for Dade County, Florida to $74.00 per day. Meals and incidental expenses are limited to $38.00 per day. The total per diem rate is $112.00 per day.

B. 1 Guest Room Rates

The contractor shall provide sleeping accommodations within the limitations of the per diem allowance which is $74.00 per day. Total accommodations for 160 persons. Accommodations will be confirmed by the government 72 hours in advance, on January 18.

NOTE: Payment for rooms are not under this contract, however, the contractor should provide room rate information in its quotation. Travelers are responsible for lodging expenses.

Contractor shall waive room tax, 6% state tax and 3% occupancy tax. Travelers shall present government travel order as documentation for waiver upon arrival.

Check-In Time:

Contractor shall provide check-in based on room availability before 4:00 p.m.

Check-Out Time:

Bell captain will arrange to hold luggage for those guests attending functions on the day of departure. Room check out time is 12:00 Noon.

Reservations:

This procurement constitutes a guarantee of 160 lodging rooms for 4 nights, with a variance of plus (+) or minus (-) 10%. Payment is not included in this contract. Attendees will pay lodging expenses. Government shall instruct attendees to contact the hotel directly to confirm arrival and departure.

C. 1. Recreation and Spa Facilities

Excluded from the terms of this contract.

D. 1. CONFERENCE FACILITIES

Control Room Facilities For Wednesday, January 17-Saturday January 27

The contractor shall provide a meeting control room for conference coordinator and staff that must contain the following items: 2 telephones and 2 outside telephone lines, 4 work tables, 2 chairs per table, and storage space for boxed conference literature and material. Two (2) fax machines, one (1) photocopier, one (1) answering machine, two (2) computers and two (2) laser printer. Computer to be equipped with Word Perfect 5.1.

D. 2. Conference Facilities For Sunday, January 21, 1996

Registration Table-Hotel Lobby:The contractor shall provide a general registration area to accommodate registration for approximately 170 conference participants beginning at 12:00 Noon-6:00 p.m. Table/area shall be equipped with electrical outlets to accommodate laptop computer and printer, 1 telephone line, outside line and 1 message board. Four (4) tables to accommodate Welcome Kits and name tags. Tables to be skirted with linens two (2) chairs per table.

Private Reception Room: Cocktail Reception for approximately 160 attendees to be held in a separate room beginning at 7:30 p.m.-8:00 p.m. This contract does not provide for any alcoholic beverages, however, the reception should include a Cash Bar with choice of wine, beer and assorted cocktails.

Private Dining Room: Seated dinner to be held in an adjoining room for approximately 160 attendees. Dinner to be served at 8:00 p.m.-10:00 p.m. Tweny 72" round tables to accommodate a maximum of 10 persons per table. Tables shall be skirted with linens. Standing lighted podium with flexible microphone, screen, video projector, sound system, music and voice amplification. The dinner will be paid under this contract.

D. 3. Conference Facilities For Monday, January 22

General Session Room must accommodate up to 160 persons and be available for use beginning at 8:00 a.m. to 6:30 p.m. Room to be set up classroom style.

Audio Visual Equipment set-up in General Session Room: Podium, dais for panel members, microphone on podium and dais table, overhead projector, projection screen, transparency markers, flip charts, easels and markers for chart paper.

D. 4. Conference Facilities For Tuesday January 23

General Session Room must accommodate up to 170 persons and be available for use beginning at 8:00 a.m. to 6:30 p.m. Room to be set up classroom style from 8:00 a.m.-8:30 a.m..

Audio Visual Equipment set-up in General Session Room: Podium, dais for panel members, microphones on podium and dais table, overhead projector, projection screen, transparency markers, flip charts, easels and markers for chart paper.

Break Out Rooms: Four (4) break out rooms beginning at 8:30 a.m.-11:45 a.m. each room shall be equipped with overhead projector, flip charts and easels, markers. Rooms to be set-up hollow square style. Audio Visual requirements for each room: microphones (4) set-up to be determined. Rooms to accommodate up to 50 attendees.

D. 4. Conference Facilities For Tuesday January 23

Private Dining Room-Working Lunch: Room to be set-up to accommodate 170 persons at 72" round tables for working lunch. Linear seating for 6 persons at head table. Head table to be elevated on risers equipped with microphones for 6 panel members. One lighted podium in the middle of dais. Lunch served buffet style in same room beginning at 12:00 Noon-2:00 p.m. The lunch will be paid under this contract.

Meeting Room-Closed Forum with Director General 5:00 p.m.-6:00 p.m.: Room to be set-up classroom style. Room to accommodate up to 80 attendees.

D. 5. Conference Facilities For Wednesday, January 24

General Session Room must accommodate up to 170 persons and be available for use beginning at 8:00 a.m. to 5:30 p.m. Room to be set up theater style from 8:30 a.m.-9:00 a.m.

Audio Visual Equipment set-up in General Session Room: Podium, dais for panel members, microphone on podium and dais table, overhead projector, projection screen, transparency markers, flip charts, easels and markers for chart paper.

Break Out Rooms: A total of six (6) break out rooms. Five (5) available beginning at 9:00 a.m.-12:00 Noon, one (1) available beginning at 2:00 p.m.-5:00 p.m. Each room shall be equipped with overhead projector, flip charts and easels, markers. Rooms to be set-up hollow square style with microphones (1) one for every (2) two persons. Rooms to accommodate up to 50 attendees.

Meeting Room-Closed Forum with Director General 5:00 p.m.-6:30 p.m.: Room to be set-up classroom style. Room to accommodate up to 80 attendees.

D.6. Conference Facilities For Thursday, January 25

General Session Room must accommodate up to 170 persons and be available for use beginning at 8:00 a.m. to 9:00 a.m. Room to be set up theater style.

Audio Visual Equipment set-up in General Session Room: Podium, dais for panel members, microphone on podium and dais table, overhead projector, projection screen, transparency markers, flip charts, easels and markers for chart paper.

Break Out Rooms: A total of fourteen (14) break out rooms.

Audio Visual Requirements for Break Out Rooms-25 Persons: For rooms that accommodate 25 people: Two easels (2) per room, flip chart paper for each, color markers, overhead projector, projection screen, podium. VCR and color monitor for the morning of Jan. 25.

rivate Dining Room/Banquet Hall-Lunch with Secretary Brown: Room to be set-up to accommodate 200 persons at 72" round tables for lunch.

Audio Visual Requirements: Podium, lighted with microphone. Lunch to be served seated or buffet style beginning at 12:00 Noon. The lunch will be paid under this contract.

D. 7. Conference Facilities For Friday, January 26

General Session Room must accommodate up to 80 persons and be available for use beginning at 8:00 a.m. to 9:00 a.m. Room to be set up theater style.

Audio Visual Requirements for General Session Room: Podium, dais for panel members, microphone on podium and dais table, overhead projector, projection screen, transparency markers, flip charts, easels and markers for chart paper.

Break Out Rooms: Three (3) break out rooms beginning at 8:00 a.m.-6:00 p.m. Rooms to accommodate25 attendees. Rooms to be set-up as inverted U.

Audio Visual Requirements for Break Out Rooms: Two easels (2) per room, flip chart paper for each, color markers, overhead projector, projection screen, podium. VCR and color monitor for the entire day on Jan. 26.

E. 1. Type Of Contract:

This is a firm fixed price services contract.

F. 1. Banquet Services Refreshments, Meals And Break Time Schedules:

Contractor shall provide prefix menu suggestions and price per person for:

The Government is seeking elegant presentation at a modest cost to ensure an attractive event. Menu suggestions shall be limited to the daily total meals and incidental expenses (M&IE) allotment of $38.00 per day. (Federal Travel Regulations) Food and beverage functions are tax exempt, and exempt from gratuity/service charge of 18% and sales tax of 6%.

F. 2. Refreshments, Morning And Afternoon Breaks:

The contractor shall provide daily light refreshments for the morning and afternoon scheduled breaks. Light refreshments shall consist of coffee, tea, juice, assorted pastries/muffins, cold sodas (diet and regular), mineral water and cookies. The morning and afternoon refreshments will be paid under this contract.

F. 3. Meals And Reception

The contractor shall make all necessary arrangements for cocktail reception (cash bar), dinner, and luncheons. The contractor shall ensure that menus do not include any alcoholic beverages at government expense. If required, the contractor shall consider the dietary restrictions of the participants, and offer comparable, reasonable alternate meals as deemed reasonably necessary.

G.1. Communications

The contractor shall provide two (2) pair of walkie talkies for use by control room staff.

H. 1. Deposit/Billing/Payment Requirements

The contractor shall waive the requirement for deposit based on Federal Acquisition Regulations (FAR). Contingent upon final negotiated price, the government VISA card will be used to pay for costs outlined in the said contract. No other charges/billings to the government VISA card are authorized.

I. 1. Miscellaneous

Control Room must be located in conference facility area.

Lodging rooms must be provided no lower than the second (2nd) floor of the hotel.

Transportation to and from the Airport to the Hotel will be incurred by attendees and is excluded under the terms of this contract.

The contractor shall deliver lunch to the staff in the Control Room (number of staff personnel to be determined at later date).

The contractor shall ensure all tables in the meeting rooms are draped or skirted and 2 sets of keys are provided for the Control Room staffers.

The government shall ship or deliver conference materials at least 3 days in advance of the conference. Facilities for storage must be in close proximity to the registration and conference area.

J. 1. Americans With Disabilities Act

Contractor shall certify the facility meets American With Disabilities Act requirements (handicap accessible)

PART II THE SCHEDULE

Section B- Supplies or Services and Prices/Costs

PART II THE SCHEDULE

Section B- Supplies or Services and Prices/Costs

PART II THE SCHEDULE

Section B- Supplies or Services and Prices/Costs

PART II THE SCHEDULE

Section B- Supplies or Services and Prices/Costs

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