Inactive

This is a sources sought. No award will be issued from this notice -------------------------------------------------------------------------------------------------------------------------------------... This is a sources sought. No award will be issued from this notice ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- The 410th Contracting Support Brigade is seeking to obtain support to provide lodging hotel/conference rooms in San Antonio, TX. The Contractor shall provide non-personal services and deliver to the Government hotel accommodations and meals. Period of Performance: Apr 2024 The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide contract lodging, conference rooms, catered meals, WIFI and audio-visual services. The hotel shall be located within downtown alamo district or within the San Antonio International Airport/Hwy 410 area within a 10-mile radius of Joint Base San Antonio- Fort Sam Houston. The Contractor shall provide contracted lodging for approximately twenty-two (22) Guest. Participants may show up earlier than regular check-in time. Contractor shall allow early arrivals to check-in as early noon, subject to room availability. Additionally, the contractor shall, allow guests with late flight departures to check out as late as 6:00 PM when possible . Contractor shall provide a secure area for storage of personal luggage when neither early check-in nor late check-out is possible. The Contractor shall provide the Government’s Security Director or Representative with an orientation, during the post award meeting or at another agreed date and time. The hotel security manager shall meet with the Government security director or representative to establish a direct point of contact within the hotel staff to solve security issues. The Contractor shall provide a hotel representative as a liaison. The hotel representative (HR) shall be vested with the authority to resolve issues and payment as they arise. The HR shall be available throughout the time period the hotel is in use by the Government. The contractor 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.). The contractor shall ensure required maintenance or repairs for hotel equipment, to include guest rooms, ball rooms, conference facilities, breakout rooms, elevators; kitchen equipment, etc. are corrected at the expense of the contractor. All equipment shall be repaired within a reasonable amount of time, not to exceed two to three hours of reported malfunction. The contractor shall have baggage handling equipment available for hotel guests during check-in and check-out. The contractor shall serve food in a way that adheres to safety protocols and provided in a safe manner. Contractor shall use voucher system to account for meals consumed, the contractor shall provide vouchers to the COR or agree to use vouchers provided by the COR for issuing to room guests staying under the contract to account for meals served. The vouchers for contracted meals shall be used to provide a consumption list (head count) at the end of each business day to the COR with an invoice showing actual charges for each meal. NOTE: Charges to the contract for alcoholic beverages is unauthorized. Payment for any alcoholic drinks is the sole responsibility of and must be paid for separately from the contract by the guest requesting such beverage. The contractor shall provide a breakfast at the restaurant, or an appropriate on-site facility as agreed to by the vendor and the Government unless breakfast is included as part of the rate. Breakfast shall, be consistent with a value sufficient to provide a complete breakfast meal. At a minimum, breakfast shall consist of, choice of eggs, (fried, scrambled or omelet), choice of bacon or sausage, toast, pancakes or waffles, oatmeal, cereal, pastries, fresh fruits, and a non-alcoholic beverage such as water, juice, soft drinks, tea and/or coffee, to include and all associated condiments. Any unauthorized charges shall be billed directly to the user. Breakfast shall be served between the hours of 6:00 – 7:30 AM. The contractor shall provide at the restaurant, or an appropriate on-site facility as agreed to by the vendor and the Government based on the schedules and for the quantity of guest staying in contracted rooms. Lunch shall, be consistent with a value sufficient to provide a complete lunch meal. At a minimum, consist of main entrees, side dishes, dessert or fresh fruit, and a non-alcoholic beverage such as water, juice, soft drinks, tea and or coffee. The contractor shall provide a minimum of three choices for its lunch menu selection(s) which shall be different each day. Any unauthorized charges shall be billed directly to the user. Lunch shall be served between the hours of 11:30AM – 13:00PM. The contractor shall provide at the restaurant, or an appropriate on-site facility as agreed to by the vendor and the Government based on the schedules and for the quantity of guest staying in contracted rooms. Dinner shall, be consistent with a value sufficient to provide a complete dinner meal. At a minimum, consist of main entrees, side dishes, dessert or fresh fruit, and a non-alcoholic beverage such as water, juice, soft drinks, tea and or coffee. The contractor shall provide a minimum of three choices for its dinner menu selection(s) which shall be different each day. Any unauthorized charges shall be billed directly to the user. Dinner shall be served between the hours of 7:00 PM - 8:30 PM The Contractor shall provide Conference Rooms and Event room spaces for daily conference use and one icebreaker event on the designated date. conference rooms/event rooms shall be large enough to accommodate groups as small as 20 personnel and up to a max of 125 personnel. The Contractor shall provide a ballroom/conference room space. 7:00 am - 7:00 pm for daily conference use. The Ballroom/conference room shall be large enough to accommodate approximately, 120-125 personnel. Room shall be set up with chairs in an auditorium fashion and equipped with one podium with sound. The Contractor shall provide six (6) small conference rooms spaces, for daily small working groups breakout sessions, from 7:00 am – 7:00 pm. Each breakout room shall be large enough to accommodate approximately 20-25 personnel. Rooms shall be set up with tables and chairs and equipped with audio visual equipment and white boards. If hotel does not have the number of rooms within its facilities to accommodate all 6 separate breakout rooms, but the ballroom/main conference room is large enough to accommodate separate spaces for each breakout group area, then the main conference room shall be configured with designated areas for small working groups. Ice Breaker Reception Event room: The Contractor shall provide a ballroom/event room space,6:00 AM – 9:00 PM for an event Icebreaker. Ballroom/event room shall be set up, no later 4:00PM. Contractor shall provide and set up a No-host, pay as you go bar within the event room, where guest and attendees can purchase liquor and beer at their own expense during the event. The Ballroom shall be large enough to accommodate approximately, 75-80 personnel. Ballroom shall be set up with stand-up style high tables only with white tablecloths, and one podium with sound. The Contractor shall provide Automation, Audio/Visual (AV) support on the specified dates for conference and Social Event during the contracted period. The contractor shall provide and set up 4 projectors, 4ea. screens, and 1ea. Podium with microphone/sound and 1ea. 1 color Printer and 1 B&W printer (2 Total) in the main ballroom/conference room as part of the daily conference use. Set up required daily from 7:00 am - 7:00 pm. The contractor shall provide and set up a projector, and a screen, in each small group breakout room as part of the daily conference use. Set up required daily from 7:00 am - 7:00 pm. The Contractor shall provide and set up a podium with microphone/sound in the icebreaker event room. If the ballroom/conference room is the same room utilized for the icebreaker the equipment already set up as part of the daily conference use will be utilized for the icebreaker. Set up required no later than 4:00 pm. Contractor shall provide 5ea. dedicated “self-park” clearly marked reserved parking spaces. Parking must be in a safe environment with adequate lighting and security. Hotel staff shall be made aware of reserved parking spaces. If parking is not free at the hotel, Contractor shall also provide validated free parking for all hotel guests attending the Training Event and Icebreaker Event. Hotel guests will be using the “self-parking” service and will be validated with the hotel by the COR. Contractor shall provide an administrative office space with table and chairs to accommodate 10-15 personnel for daily meetings and private area use by senior leadership attending the Training Event, 7:00AM-7:00PM. The contractor shall provide access to all hotel guest facilities and amenities, to include the business center, swimming pool, and exercise facilities shall be made available for guest free of charge as long as they are registered in the hotel. Access also includes copies, fax, and Internet capability charged to the individual (in the case that it is not included in the lodging package). The Contractor shall provide a courtesy shuttle service to and from San Antonio International airport as part of their standard business practices offered to any registered guest staying at their hotel. The Contractor shall provide a table with two chairs at an agreed designated area within the lobby/reception area for use by the Military Reception Team to set up a reception/accountability desk. The hotel shall, during the dates covered in the contract, provide commercial internet with secure (passphrase-protected, using WPA2 + AES) wireless access capable of handling at least 150 concurrent connections without degradation. Event Wi-Fi network shall not be shared with other hotel guests (segmented Wi-Fi network). All projected or actual costs associated with 'Network/Internet Access' must be itemized with points of contact (name/phone number). The hotel shall conduct troubleshooting and resolve network failures within one (1) hour of network failure.