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Hotel & Conferencing Services

General Information

Document Type:PRESOL
Posted Date:Oct 01, 2018
Category: Lease or Rental of Facilities
Set Aside:N/A

Contracting Office Address

Department of State, African Posts, U.S. Embassy Pretoria, South Africa, PO Box 9536, Pretoria 0001, 877 Pretorius St, Arcadia, Pretoria, Non-U.S., South Africa


Description: The U.S. Consulate General in Johannesburg, South Africa intends to solicit proposals for Hotel and Conferencing Services to be provided to the U.S. Consulate General Johannesburg over a prescribed period of performance. The services will generally include the following: a) Conference to run March 3, 2019 - March 22, 2019 (3, 1 week sessions with different participants each week) b) Accommodation and conferencing collocated, all conference space shall be located within the same building. c) Venue shall be no more than 10km from the U.S. Consulate Johannesburg d) Full Day Conference Package (excluding AV, must be willing to allow outside AV vendor) • Expecting 500 attendees each week • Minimum 50 and Maximum 600 e) Hotel Block (rooms will be reserved and paid for by participants, not included in contract, not guaranteed) • Hotel room block minimum: 200 • Hotel rate should be the U.S. allowed per diem rate or lower for sleeping rooms • Online booking for rooms in the room block, hotel shall provide a link to each individual • 15 rooms will be needed starting March 1 • The rest of the block shall be available starting March 2 f) High speed, reliable Wi-Fi internet in all meeting rooms, sleeping rooms for all participants, and common areas that the conference will be utilizing. g) Staff office on 24-hour hold beginning on March 2 through March 22 h) Breakout rooms should be available from 12:00PM on March 3 to 7:00PM March 22. i) Each meeting room shall have capabilities for a projector, computer, microphone, multiple outlets and power strips. j) Digital banners outside out each meeting room. k) Shall be at least two other hotels within walking distance (1km) of the venue to accommodate overflow sleeping rooms for participants. l) Conference Space Requirements: Meeting Setup Plenary Session Exhibit Space Registration Set up 1 and 2 Meeting Setup Breakaway Rooms 350 min Cinema/Theater 4-5 Round tables w/ seating Registration 1- 3, 6ft rectangular tables in front of conference rooms Registration 2- 3, 6ft rectangular tables in front of conference rooms 10 breakaway rooms 35 to 40 people each - U-Shape or double U-shape 1 staff office (boardroom) 1 VIP hold room/Ambassadors office (boardroom) 1 ad hoc meeting room (half-moon rounds for 30 people - can be a semi private area) Space for 1 evening reception with a minimum of 100 people 1. Contract Details. The intention is to award an Indefinite Delivery Indefinite Quantity (IDIQ) type contract with firm-fixed unit prices to the qualified vendor who provides a proposal that credibly addresses the requirements identified in the solicitation package, and is the lowest priced of all technically acceptable offers. The Government may award the contract based on the initial offer without discussion. 2. Please note this solicitation is not ready to be issued as of this date. The U.S. Consulate General in Johannesburg will launch the solicitation on the Federal Business Opportunities (FedBizOpps) website when it is available. 3. All contractors have to be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to contract award pursuant to FAR provision 52.204-7. Therefore prospective offerors are encouraged to register prior to the submittal of quotations/proposals. The guidelines for registration in SAM are also available at: https://www.statebuy.state.gov/pd/Pages/AdditionalVendorReg.aspx 4. Electronic Submission/Responses: This opportunity allows for electronic responses. Please submit your offer prior to the response date and time.

Original Point of Contact

POC Jennifer Johnson, Phone: +27112903155, JENNY KRIEK, Phone: 27791114327

Place of Performance

U.S Consulate Johannesburg, 1 Sandton Drive, Johannesburg, South Africa
Link: FBO.gov Permalink
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