SOLICITATION NOTICE
V -- Excel Conference 2004
- Notice Date
- 1/29/2004
- Notice Type
- Solicitation Notice
- Contracting Office
- PROCUREMENT MANAGEMENT DIVISION US EQUAL EMPLOYMENT OPPORTUNITY COMMISSION 1801 L STREET, NW, ROOM 2505 Washington DC 20507
- ZIP Code
- 20507
- Solicitation Number
- RFP0408
- Response Due
- 2/12/2004
- Archive Date
- 1/28/2005
- Point of Contact
- Caroline A. Fowler Contracting Officer 2026634219 caroline.fowler@eeoc.gov;
- E-Mail Address
-
Email your questions to Point of Contact above, or if none listed, contact the IDEAS EC HELP DESK for assistance
(EC_helpdesk@NBC.GOV)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement consitutes the only solicitation, proposals are being requested and a written solicitation will not be issued. The Equal Employment Opportunity Commission (EEOC) is seeking a contractor to provide a full service training facility to include: training rooms, luncheon, snacks/beverages, audiovisual and training aid support, and lodging for the seminar. The location (city), date and time of the seminar are as follows: Location (city): Las Vegas, NV Centrally located to Las Vegas, Blvd; Dates: August 29, 2004 (typical attendee stay will be 4-5 nights) Registration will start on Sunday 08/29/04 thru Thurs. 09/02/04); Starting Time of Seminar: 7:30 A.M.; Ending Time of Seminar: 5:00 P.M. I. Description of Specific Requirements: The seminar will begin at 8:30 A.M., with registration and breakfast starting at 7:30 A.M., and will end at 5:00 P.M (Registration on Sunday from Noon until 6:00 p.m.). EEOC anticipates a minimum of 200 to a maximum of 600 participants. EEOC requires the following: One Large Room for Plenary Sessions, with classroom style seating for up to 600 persons between 8:30 A.M. and 5:00 P.M. This room shall include a dais with two tables and six chairs, situated at the front of the room, equipped with a podium on a stage or riser with a podium microphone with 6 table-top microphones), as well as up to six wired standing microphones for audience questions. The stage or riser must be wheelchair-accessible. There shall be sufficient space at the back of the room to place an additional 100 chairs, if needed. On both sides of the reser will be two 9' X 12' fast fold screen or equivalent. A camera platform (with appropriate lighting on the riser) will be set up to display the podium on the screens. In addition, EEOC (using its projectors will require electricity to enable the display on the screens of slides by the presenters. From 1:00 to 5:00 P.M., a total of five addt'l rooms for breakout sessions, each with classroom style seating to comfortably accommodate 100 to 125 persons. Each room must be equipped with a table at the front and podium speaker microphones, two tabletops and two standing microphones for the audience. There shall be a table at the back of the room for handout materials. EEOC must be able to assign the entire group participants into roughly five separate groups and assign them to separate self-contained meeting rooms for more individualized instruction in the afternoon with participant access to the rooms by 12:30 P.M. Each room must have a suitable sound system so all participants may hear and ask questions of the speakers. Registration tables with chairs (or a separate registration area suitable for convention-style registration) positioned outside the large room for seminar registration purposes, which will occur between Noon and 6:00 pm (Sunday 8/29/04). The same area will be used from 7:00 A.M. to 5:00 P.M. each day. Audiovisual equipment needed as follows: For the Large Room - A professional video camera supplied by the venue to be situated on a riser at the rear of the room for projecting a speaker podium image. Projectors will be supplied by the venue and will be ceiling mounted or otherwise situated in a manner not to impede traffic in the aisles. An appropriate sound system is needed for the room with a room located control console accessible to the agency A/V coordinator. Room lighting must also be available to the A/V Coordinator, and the lighting for the platform speakers must be sufficient for the video projection. Four 9' X 12' projection screens, two for the speaker video image and two for the presentation materials, properly located behind the platform. A podium with microphone, two tables and six wired mics for presenters, and six wired floor and stand microphones for audience questions. Moveable A/V carts for laptops and projectors and power drops must be available in the general session room, and a small dressed table pllus power drop in each of the five breakout rooms for the same purpose. Each breakout room must have a suitable sound system, riser, podium with microphone, two wired floor microphones for the audience and one table with two table stand microphones for presenters. On Thursday, the plenary session in the large room will require four six foot tables (each with two table stand microphones) and three podiums with microphones, arranged in a V configuration with the podiums at the center point of the V and the tables seating 24 participants and radiating out to the sides. The video camera will not be needed on that day. There are no afternoon sessions on Thursday. Please provide pricing for rental of AV equipment. The conference ends on Thursday morning. Breakfast Buffet - for four days (8/30 through 9/02) serving between 200-550 people. To be served between 7:00 A.M. and 8:30 A.M. (i.e., a selection of eggs, meats, pancakes, toast, hot cereals, croissants, danishes, muffins, and freshly brewed, decaffeinated coffee, tea and assorted fruit juices). Please provide a price quote for such a breakfast buffet. Morning Break - (including at a minimum a refresher coffee service for 200-550 people). To be served between 10:00 A.M. and 10:15 A.M., beverages and ice water. Please provide a recommended list of beverages and their related prices. Lunch - for two days (8/30 through 8/31) serving 200 - 550 people. A sit-down three course business luncheon to be served between Noon and 1:00 P.M., provided in a room other than one of the training rooms and large enough to accommodate up to 550 participants at round tables. Luncheon shall include soup or salad, plated main course, dessert and appropriate condiments and be served with coffee, decaffeinated coffee, and tea (iced or hot). Please provide various recommended lunch menus, with prices per person. Afternoon Break - for three days (8/29 through 9/02) serving between 200-550 people. To be served between 3:00 and 3:15 P.M., beverages, snacks, and ice water. Please provide a recomended list of beverges and snacks and their related prices. II. General Facility Requirements: The following requirements for the training facility are specified in terms of "Minimum Requirements". The facility must have adequate parking spaces for all participants. The facility shall meet all Americans with Disabilities Act (ADA) requirements, including its public restrooms and accessibility to the facility. The facility must be fully accessible to individuals with disabilities. Accommodations for disabled individuals may include, but are not necessarily limited to, wheelchair ramps and accessible parking spaces, elevators, sound systems and aisles. Meeting Rooms - the general session room and the breakout rooms should be arranged classroom style with chairs and tables for writing and handouts. Furniture - chairs and tables or desks of sufficient size and in acceptable condition. Sufficient size is a minimum of four square feet of table space per person. EEOC anticipate distributing books and other training materials. Therefore, a larger space per person is requested, if possible. Acceptable condition means that the furniture is not broken, soiled, rusted or damaged in any way that would injure the individuals or damage clothing. Chairs must be comfortable for long periods of sitting. Note that aisle space, including the space between tables and desks, needs to be accessible for persons in wheelchairs. Sound Accoustics - walls should be constructed in such a manner that they confine inside sound and reduce or prevent the transmission of extraneous sound. Meeting rooms that are divided by partitions must be sound proof enough to prevent disturbance from other outside traffic. Meeting rooms in a classroom and luncheon style configuration should be equipped with a working sound system which may be controlled by the speaker and which projects equally to all areas of the room. View of Speakers - rooms should be configured as to allow every participant a clear view of the speaker and all visual aids. Lighting - rooms should be well lit to accommodate extensive reading and writing. Lighting should be uniform and should not produce a glare. Ventilation - heating and air conditioning should provide a comfortable level of air quality and room temperature when rooms are at maximum capacity. Food and Beverages - all food and beverage services need to be located in areas accessible to individuals with disabilities (e.g., wheelchair accessible). The lunch room should be arranged so that all individuals can be seated and served efficiently. Secured Storage and Delivery Services - the contractor shall provide for the receipt and accommodation of government seminar materials prior to the scheduled seminar. The contractor shall store the materials received in a secure place accessed only by the designated government project officer and an authorized contractor official. Lodging - EEOC estimate that a maximum of 550 sleeping rooms will be required for attendees. This block of rooms must be available for registration through a cutoff date to be determined upon award of a contract. The contractor shall provide these rooms at or below the federal government lodging rate for the Las Vegas, NV area. Room arrangements and payments shall be made by the attendees. EEOC anticipate that additional rooms will be required for EEOC staff and guest speakers for 160 nights of lodging (8/28/04 through 9/02/04). The majority of the sleeping rooms will be needed between Sunday night and Wednesday night. EEOC anticipates some participants will come from outside the area The contractor shall provide the Federal government lodg;ing rate for these individuals, when individual reservations are made timely . Federal tax will not be charged registrants with Government Idenitification. Confirmation and Cancellation Policies: The district office local project officer, will contact the contractor within 72 hours of the event to confirm the number of participants. If the number of participants is less than 200, the contractor shall invoice the government at a per person rate for food and beverages, and the agreed upon rates for audio visual and equipment and meeting room rental, if applicable. Should EEOC elect to cancel the resulant contract, EEOC will provide written notification of cancellation to the contractor NLT 60 calendar days prior to the scheduled seminar date (which will be NLT 06/29/04). By receipt of the written cancellation notification with the period specified, the contractor agrees to release EEOC from any cancellation penalties or charges. Sealed offers (Original and 3 copies) for furnising these services in the schedule are due at 1:30. p.m, Washington, DC local time on February 12, 2004. Offers sent through the U.S. Mail (including U.S. Postal Service) must be addressed to: EEOC, Attn: Caroline Fowler, PMD, Rm 2505, 1801 L. St. NW, Washington, DC 20507. All handcarried offers including those delivered by private delivery services (e.g., Federal Express and Airbone Express) must be delivered to the security station located in the EEOC lobby at 1801 L St. NW, Washington, DC 20507. All offerors should allow extra time for internal mail distribution. Questions to the solicitation are due to Caroline Fowler in writing via FAX 202-663-4178 or by email caroline.fowler@eeoc.gov by COB, February 4, 2004. Responses to offerors questions will be addressed within 3-5 business day(s) after Feb. 4, 2004. The provision at 52.212-1, Instructions to Offerors-Commercial applies to this acquisition. Evaluation factors: Award will be made to the technically acceptable offeror whhose proposal is determined to be the best value to the Government based upon an evaluation of technical ability and cost. Technical ability is more important than cost/price. In the event that proposals are evaluated as essentiallly technically equal, cost will be the determining factor. 1. Technical Ability include: Availability of date, location and Accommodations (Ability to accommodate 600 guests, Americans with Disabilities (ADA)/508 Compliance of Sleeping Rooms and General Hotel area, General Appearance and Cleanliness of Facility) and ability to provide Government or reduce corporate lodging rate; 2. Past Performance: Demonstrate proficiency, timeliness, accountability and responsiveness (i.e., other related contracts); and 3. Cost: Cost proposal will be evaluated separately for overall cost advantage to the Government. Offers to include a completed copy of the provisions at 52.212-3, Offeror Representations and Certifications-Commercial Items, with its offer. Clause 52.212-4, Contract Terms and Conditions-Commercial Items (Oct 2003) and Clause 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Order-Comerical Items (Jan 2004) are incorporated by reference. To obtain the above provision/clauses in full text, please e-mail caroline.fowler@eeoc.gov. Method of Payment: Electronic Funds Transfer. A firm-fixed price contract is contemplated.
- Web Link
-
Please click here to view more details.
(http://ideasec.nbc.gov/ecprod/owa/ec$cbd.sypfirstcount?P_SERVER_ID3=EE450001&P_OBJ_ID1=56999)
- Place of Performance
- Address: Las Vegas, NV (Must be Centrally Located to Las Vegas Blvd.
- Zip Code: 89109
- Country: US
- Zip Code: 89109
- Record
- SN00512411-W 20040131/040129212625 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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