Status Report

NASA Solicitation: Space Flight Awareness

By SpaceRef Editor
August 1, 2008
Filed under , , ,

Synopsis/Solicitation Combo – Jul 31, 2008

General Information

Solicitation Number: NNJ08256995Q
Posted Date: Jul 31, 2008
FedBizOpps Posted Date: Jul 31, 2008
Original Response Date: Aug 15, 2008
Current Response Date: Aug 15, 2008
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 accommodations and banquet facilities for the NASA Awards and Motivation Program, Space Flight Awareness (SFA) Launch Honoree Award Mission Events: STS-125 and STS-126. NASA’s Space Flight Awareness Launch Honoree Award is NASA’s 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, contractors and International Space Agency partner employees. Employees are rewarded with a visit and tour of the Kennedy Space Center as NASA VIP Honorees. The Honorees have the opportunity to view a shuttle launch, attend a reception or dinner in their honor, and meet with NASA management and astronauts, Industry, and International Space Agency officials.

This program awards the best contributors and performers 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.

While we are currently requesting offers for the STS-125 Event and the STS-126 Event, and are not currently requesting offers for future events, please note that the SFA program website contains a schedule of upcoming SFA events:


Location: The hotel must be within 65 miles of the Kennedy Space Center (KSC). Distance is determined by utilizing Please provide a copy of this printout.

Required Amenities: Standard features required at the hotel include handicap-accessible rooms and high-speed wireless Internet.

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 15 business days after receipt of proposals, unless a site visit has been completed by the SFA Program Team within the last 6 months. If you have refurbished your site or made significant changes, you may request a site visit. Please see attached SFA Site Inspection Checklist at:


1. The STS-125 Event is scheduled for October 1-5, 2008, with checkout on October 6, 2008.

2. The STS-126 Event is scheduled for November 3-7, with checkout on November 8, 2008.

Guests shall be permitted to stay 3 days before and after the event at the Government rate, providing there is adequate space. Guests are responsible for their expenses during these days.

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 requested for all rooms in block (see website below for Government per diem rate). Participants are responsible for all room and associated charges. The number of rooms required for each day is as follows (same room numbers and number of room nights for each event): Day 1 (check in) – 100 rooms, Day 2 – 350 rooms, Day 3 – 285 rooms, Day 4 – 285 rooms, Day 5 – 220 rooms, and Day 6 – 25 rooms. The GSA per diem website for Orlando can be found at (rates can differ by season):


Afternoon of Day 2 thru Day 6 – A minimum of 8 breakout rooms (table seating) are required with a capacity of 45, 50, 75, 80, 120, 120, 150, and 200 people, respectively. Rooms shall vary in size from 450 to 2,500 square feet with light reception items, a podium and microphone for audio visual needs.


Evening of Day 2 – 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. Approximately 800 people will be in attendance.


Evening of Day 4 – A reception area is required to support the SFA social reception. Approximately 500 people will be in attendance. A podium and microphone will be needed to meet 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.


1. Bell Service – For the transportation of boxes, coolers, and miscellaneous items within the hotel.

2. 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.

3. Ability to Display Group Signage/Directions.

4. Storage Facility/Event Planner Office – Two adjoining breakout rooms are required the day before check-in and the day of check-out (1 for storage of items and 1 for event planner and staff meetings). Each room shall be a minimum of 15 x 30 feet.

5. Assistance for the rigging of one 9′ foot banner in the conference center lobby.


It is anticipated that food service for the reception or dinner, breakfast events, and afternoon events will be approximately $114,000 for NASA and 5 different NASA contractors combined. The catering service will be bifurcated. (NASA will be issuing a purchase order containing NASA’s portion of the food service, estimated at $64,000. A contractor representative will coordinate payment with the selected hotel for their food services, estimated to be approximately $50,000). Please provide a price per plate for each of the events below.

A. Dinner Award Event (Evening of Day 2) – Sit down dinner for approximately 800 persons: Suggested menu items for a 3-course dinner includes: salad, main course to include chicken and beef with 2 sides and bread, dessert, coffee, and tea.

B. Afternoon Award Events (Afternoon of Day 2) – There will be 8 of these events. One menu will be used and might include (sample only): light hors d’oeuvres such as meat and cheese tray and fruit. The estimated attendance for the 8 events is approximately 45 – 200 attendees, respectively.

C. Evening Social Reception (Evening of Day 4) – Stand up evening reception for approximately 500 persons. Menu items for the stand up reception to include heavy hors d’oeuvres, (sample only): carving station with beef and/or turkey, hot and cold hors d’oeuvres such as spring rolls, antipasto plates to include assorted meats, cheeses, grilled vegetables and assorted marinated vegetables, breads, and 5-6 dessert selections

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


1. Please provide all of the information requested and your “Best and Final Offer”. There will be no price negotiations after bids are received.

2. A detailed breakdown of all associated costs including room rates, parking (if applicable), menu pricing per person, light reception items price list, podium, microphone and banner rigging charges.

3. A separate bid for each of the individual events for which you have the capacity and availability to provide a quote (there are 2 total events).

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

5. Provide a copy of the Hotel’s standard Commercial Terms & Conditions normally utilized for an event of this nature.

6. Proposed rates for Government travelers based upon the requirements herein.

7. Breakdown of any other additional costs such as wireless service, copy fees, audio visual support, etc.

8. Proposed menu and pricing per person for a sit down dinner, afternoon award events, and light reception items.

9. If you are an event planner or an independent party providing an offer, you shall provide a copy of the signed written agreement between you and your selected hotel guaranteeing the reserved block of rooms, room rate, facilities, amenities, and catering services to be provided for the event. As a reminder, payment of the rooms will be made directly to the hotel by event attendees and will not be covered by a government issued purchase order.

10. 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 2005-26.

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 (small or large) for this procurement.

All responsible sources may submit an offer which shall be considered by the agency.

Offers for the items(s) described above are due by August 15, 2008 to NASA Johnson Space Center, 2101 NASA Parkway, Houston, Texas 77058 by 3:00 PM CST and must include, solicitation number, FOB destination to this Center, proposed delivery 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 (JUNE 2008), 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 (JUNE 2008), Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items is applicable and the following identified clauses are incorporated by reference: 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 Belford Johnson not later than August 7, 2008. Oral communications will not be 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) and price of requested items. 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 (JUNE 2008), 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 the next two launch attempts for the specific event(s) you have been awarded (i.e. STS-125 or STS-126) 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 21 days before each 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: Belford J. Johnson
Title: Contract Specialist
Phone: 281-244-6963
Fax: 281-333-0459

Name: Jessica C. Miller
Title: Contracting Officer
Phone: 281-483-6792
Fax: 281-333-0459

SpaceRef staff editor.