Status Report

NASA JSC solicitation: Hotel and Conference Facilities for Space Flight Awareness Program STS-122 Event

By SpaceRef Editor
October 4, 2007
Filed under , , ,

Synopsis/Solicitation Combo – Oct 04, 2007

General Information

Solicitation Number: NNJ08221024R
Posted Date: Oct 04, 2007
FedBizOpps Posted Date: Oct 04, 2007
Original Response Date: Oct 17, 2007
Current Response Date: Oct 17, 2007
Classification Code: R — Professional, administrative, and mgmt support services
NAICS Code: 721110 – Hotels (except Casino Hotels) and Motels

Contracting Office Address

NASA/Lyndon B. Johnson Space Center, Houston Texas, 77058-3696, Mail Code: BJ


This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.

This notice is being issued as a Request for Quotations (RFQ) for Hotel and Conference/Banquet Facilities for the Space Flight Awareness (SFA) Program STS-122 Event. NASA’s Space Flight Awareness Launch Honoree Award is our most prestigious recognition and honors those employees who contribute to ensuring astronaut safety and mission success. The award is presented to approximately 300 NASA civil servants, NASA contractors and international space agency employees. These employees are rewarded with a visit to the Kennedy Space Center as NASA VIPs. The honorees have the opportunity to view a shuttle launch, attend a reception/dinner in their honor, and meet with top NASA, industry and international space agency officials as well as members of the Astronaut Corps.

This program awards the best in the space business. It is important that the experience at the hotel reflects the exemplary level of service these employees have provided the Human Space Flight Program.


Location: The hotel must be within 65 miles of the Kennedy Space Center (KSC). Distance is determined by utilizing

Required Amenities: Standard features required at the hotel include handicap-accessible rooms, high-speed wireless internet, and 24-hour room service.

Hotel Star Rating: The rating of the hotel shall be 4 diamonds or higher by the AAA Diamond Rating System.

Site Visit: A site visit inspection will take place 5-10 business days after receipt of proposals. Please see attached SFA Site Inspection Checklist at:


The event is scheduled for Dec. 2-6, 2007 with checkout on Dec. 7.

The hotel will be required to reserve room block and meeting space with a NASA issued purchase order. Individuals will pay for their rooms via credit card upon arrival at the facility.

The Federal Government per diem rate or less is required for all rooms in block (maximum of $99/night). Participants are responsible for all room and associated charges. The number of rooms required for each day is as follows: Dec. 2: 50 rooms, Dec. 3: 350 rooms, Dec. 4: 325 rooms, Dec. 5: 325 rooms, and Dec. 6: 325 rooms.

Breakout Rooms: Afternoon of Dec. 3 – A minimum of 8 breakout rooms (auditorium-style seating) are required with a capacity of 50, 50, 50, 50, 75, 80, 100, and 150 people, respectively. Rooms shall vary in size from 450 to 2,500 square feet.

Morning of Dec. 4 – A minimum of 6 breakout rooms (reception-style seating) are required with a capacity of 50, 60, 100, 100, 120, and 200 people, respectively. Rooms shall vary in size from 450 to 2,500 square feet.

Ballroom Facility: Evening of Dec. 3 – A ballroom that is at least 10,000 square feet, with an 18 feet or higher ceiling to meet audio/visual needs, is required to support the SFA dinner/reception. Approximately 750 people will be in attendance.

Audio/Visual Requirements: Hotel should provide contact information for in-house or outside vendors who could support the NASA representative with audio/visual requirements for each event. Additional Requirements:

Bell Service – To transport boxes, coolers and miscellaneous items within the hotel. Bus/Coach Parking Availability – Hotel staff shall provide support with the coordination of bus staging. There will be 2 loading sessions with 5 coaches per session. Hotel staff shall support with loading water and ice filled coolers on buses.

Ability to Display Group Signage/Directions

Storage Facility/Event Planner Office – Two adjoining breakout rooms required (1 for storage of items and 1 for event planner and staff meetings). Each room shall be a minimum of 15 x 30 feet. Catering: It is anticipated that food service for the reception/dinner, breakfast events, and afternoon events will be a minimum of $110,000 for NASA and 5 different NASA contractors combined. The catering service will be bifurcated. (NASA will be issuing a purchase order for NASA’s portion of the food service, $50,000. A contractor representative will coordinate payment with the selected hotel for their food services that are anticipated to be a minimum of $60,000.)

A. Reception/Dinner Award Event (Evening of Dec. 3) – Provide pricing options for a stand up evening reception and a sit down dinner for approximately 750 attendees. Menu items for the stand up reception with heavy hors d’oeuvres, might include (sample only): carving station with beef and/or turkey, hot and cold hors d’oeuvres such as coconut fried shrimp, spring rolls, shrimp wrapped with bacon, antipasto plates to include assorted meats, cheeses, grilled vegetables and assorted marinated vegetables, breads and 5-6 dessert selections. Suggested menu items for a 3-course dinner includes: salad, main course to include chicken or beef with 2 sides and bread, dessert, coffee and tea. B. Breakfast Award Events (Morning of Dec. 4) – There will be 6 breakfast events on this morning. One menu will be used and might include (sample only): scrambled eggs, omelet or waffle station, bacon and sausage, breakfast potatoes, pancakes, French toast, assorted pastries/breads, fresh fruit, assorted juices, coffee and tea. The estimated attendance for the 6 breakfast events is approximately 50, 60, 100, 100, 120, and 150 attendees, respectively.

C. Afternoon Award Events (Afternoon of Dec. 3)- There will be 2 of these events. One menu will be used and might include (sample only): light hors d’oeuvres such as meat and cheese tray, and/or crudites, fruit, seafood sampler. The estimated attendence for the 2 events is approximately 40 and 50 attendees, respectively.

Note – Prior arrangement will be needed for any dietary or allergy restrictions.


1. A discussion on the facility and its ability to meet the requirements noted above. In your discussion be sure to provide the star rating of the facility.

2. Three past performance references for similar events of this size.

3. Proposed rates for Government travellers based upon the requirements herein.

4. Proposed menu and pricing for a sit down recepiton dinner with a stand up dinner reception, afternoon award events, and breakfast award events.

5. Standard terms and conditions normally utilized in events of this nature. 6. Cage Code: A Cage Code must be provided to NASA in order to conduct business with the Federal Government. This is an identification number required of contractors by all federal agencies and issued by the CCR at Sellers interested in obtaining a Cage Code must have a Duns & Bradstreet D-U-N-S number in order to register with CCR.

Note: NASA is a federal agency and is exempt from State of Florida Sales Tax and Federal Excise Tax. The tax exempt ID number is 302-37-334.

The provisions and clauses in the RFQ are those in effect through FAC 05-20.

The NAICS Code and the small business size standard for this procurement are 721110 and $6.5M, respectively. The offeror shall state in their offer their size status for this procurement. All responsible sources may submit an offer which shall be considered by the agency. The DPAS rating for this procurement is D0-C9.

Offers for the items(s) described above are due by October 17, 2007 to NASA Johnson Space Center, 2101 NASA Parkway, Houston, Texas 77058 by 3:00 PM CST and must include, solicitation number, ability to meet schedule, discount/payment terms, warranty duration (if applicable), taxpayer identification number (TIN), identification of any special commercial terms, and be signed by an authorized company representative. Offerors are encouraged to use the Standard Form 1449, Solicitation/Contract/Order for Commercial Items form found at URL: Offerors shall provide the information required by FAR 52.212-1 (SEP 2006), Instructions to Offerors-Commercial Items, which is incorporated by reference.

FAR 52.212-4 (FEB 2007), Contract Terms and Conditions-Commercial Items is applicable. Addenda to FAR 52.212-4 are as follows (See ADDITIONAL CLAUSES section below) FAR 52.212-5 (SEP 2007), Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items is applicable: 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-36, 52.225-1, 52.225-13, and 52.232-34.

The FAR may be obtained via the Internet at URL: The NFS may be obtained via the Internet at URL: All contractual and technical questions must be in writing (e-mail or fax) to Kirby Condron not later than October 10, 2007. Oral communications are not accepted.

Selection and award will be made to that offeror whose offer will be most advantageous to the Government, with consideration given to the factors of proposed technical merit (location, site visit inspection, hotel rating), price, and past performance for similar events of this size). It is critical that offerors provide adequate detail to allow evaluation of their offer. (SEE FAR 52.212-1(b)).

Offerors must include completed copies of the provision at 52.212-3, Offeror Representations and Certifications – Commercial Items with their offer. These may be obtained via the internet at URL: . These representations and certifications will be incorporated by reference in any resultant contract. An ombudsman has been appointed — See NASA Specific Note “B”.

Prospective offerors shall notify this office of their intent to submit an offer. It is the offeror’s responsibility to monitor the following Internet site for the release of solicitation amendments (if any): . Potential offerors will be responsible for downloading their own copy of this combination synopsis/solicitation and amendments (if any).

Any referenced notes may be viewed at the following URLs linked below.


If your hotel is selected, the following clauses will apply:

AMERICANS WITH DISABILITIES ACT – Hotel agrees to comply with its obligations under this act. CANCELLATION – It is agreed and understood that government agencies are not permitted to pay for services/accommodations that are not actually rendered, and therefore cannot agree to any standard cancellation terms.

DEPOSIT – Advance payment deposits will not be paid. Services will be paid for as rendered. The Government is not permitted to make advance payments or make payments for services not rendered. LAUNCH DELAY CLAUSE – In the event of a launch date change, the purchase order will be extended to accommodate the room block for one of the next two launch attempts, within a period of 1 year from the date of the original agreement. If the hotel is unavailable to support NASA’s requirement, this contract will be null and void and no damages shall be incurred by either party.

FEDERAL LAWS – This Agreement shall be governed, construed, and enforced in accordance with Federal laws. If no existing Federal Law applies, State of Florida laws will govern.

RIGHT OF TERMINATION FOR CAUSE – Either party may terminate this Agreement however, for any one or more of such reasons upon written notice to the other party within five (5) days of such occurrence or receipt of notice of any of the following occurrences. This Agreement is, however, subject to termination for cause without liability to the terminating party, under any of the following conditions:

a) The parties’ performance under this Agreement is subject to acts of God, war, government regulation, terrorism, disaster, strikes, civil disorder, curtailment of transportation facilities, or any other emergency of a comparable nature beyond the parties’ control, making it impossible, illegal or which materially affects a party’s ability to perform its obligations under this Agreement.

b) In the event that either party shall make a voluntary or involuntary assignment for the benefit of creditors or enter into bankruptcy proceedings prior to the date of NASA’s meeting, the other party shall have the right to cancel this Agreement without liability upon written notice to the other.

c) The Hotel shall promptly notify NASA if there is a change in the management company which operates the Hotel prior to the meeting, in which event NASA shall have the right to terminate this Agreement without liability upon written notice to the Hotel. d) In the event of termination by the Hotel under this section, the Hotel shall refund all deposits and/or prepayments made by NASA within five (5) days of the notice.

ROOM BLOCK GUARANTEE – The group may substitute names, cancel and replace reservations, add names, and change arrival/departure dates of any attendee up to the day of arrival as long as rooms are available within the contracted block.

CUT-OFF DATE – NASA will have until 30 days before event to send in the completed guest list. At this time, hotel will be permitted to release any portions of the guestroom block that is not needed.

Point of Contact

Name: Kirby L. Condron
Title: Contract Specialist
Phone: 281-483-4193
Fax: 281-483-4173
Email: [email protected]

Name: Jessica C. Miller
Title: Contracting Officer
Phone: 281-483-6792
Fax: 281-483-7003
Email: [email protected]

SpaceRef staff editor.