SOLICITATION NOTICE
X -- Professional Development Symposium, to include Conference Space and Audio Visual Equipment
- Notice Date
- 3/12/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721199
— All Other Traveler Accommodation
- Contracting Office
- ACA, Capital District Contracting Center, Directorate of Contracting, 9410 Jackson Loop, Suite 101, Fort Belvoir, VA 22060-5116
- ZIP Code
- 22060-5116
- Solicitation Number
- W91QV1-07-T-0026
- Response Due
- 3/16/2007
- Archive Date
- 5/15/2007
- 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 constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The Capital District Contracting Center has a requirement for 2007 Army Professional Development Seminar Meeting Room Rental and AV Equipment for 217 attendees in accordance with the below PWS and Schedule B - CLIN 0001 2007 Army Professional Development Seminar/Meeting Space Rental and Audio Visual Equipment for 217 attendees. Quantity 1 Unit Lot Unit Price, Amount, and Performance Work Statement. Description of Services Introduction The contractor shall provide a Firm Fixed Price Proposal necessary to provide a Professional Development Symposium as defined in section 1.2 Background of this Performance Work Statement. 1.2 Background: The primary learning objectives are to establish a baseline of knowledge of Lean Six Sigma (LSS) principles, processe s and tools across the Army CHR leadership and to set the stage for the utilization of LSS principles in the transformation of the organization within a new operating environment. The Program of Instruction (POI) will begin with the presentation of the ne wly created Department of the Defense (DOD) Human Resources (HR) Career Program and competencies, followed by an Executive Level LSS Project Awareness course, and a training session on the use of LSS principles to transform CHR functions and processes. Th e three training sessions will form the foundation from which attendees in differing forums will generate products that redefine the strategic state, the operational state, and the quality and level of workforce competence needed to ensure the CHR communit y continues to meet its mission with service that is exceptional and highly trained personnel with relevant strategic skills. 1.3 Objectives: To secure a facility that will provide meeting space and/or rooms, audio visual equipment, and office equipment sufficient to provide quality professional CHR training for approximately 217 people. 1.4 Scope: The Contractor shall provide non-personal services to the Office of the Assistant G-1 Civilian Personnel for training and work group space for four days. The Contractor shall provide the required deliverables as outlined for approximately 217 trainees and trainers. 1.5 Period of Performance: The period of performance shall be from Sunday, 24 June 2007 through and including Thursday, 28 June 2007. 1.6.1 Quality Assurance: AG-1 CP will administer a course evaluation at the end of the training that will evaluate, among other things, meeting space, training space, registration space, restaurant services, light refreshment, if appropriate, audio-visual equipment and audio visual support, conference sustainment support, and other contracted services. 1.6.2 Hours of Operation/Place of Performance: The contractor is responsible for registration space, meeting rooms, training rooms, administrative and executive rooms, audio visual support, light refreshments where appropriate, and office equipment throu ghout the training period (24 June-28 June 2007). Daily training, meeting, administrative and executive room access times should be from 0600 to 2000. Training and meeting room audio visual equipment must be tested and operational at established room set up time. 1.6.3 Type of Contract: Firm Fixed Price 1.6.4 Special Qualifications: 1.6.4.1 Training facility will provide a minimum of 10 parking spaces for conference attendees at no cost. 1.6.4.2 Provide storage space to receive and hold approximately 100 boxes of training materials one week prior to the beginning of the training at no cost, and to move/distribute training materials within the hotel at no additional cost. 1.6.4.3 Facility must have an au dio-visual equipment, copier and computer equipment maintenance technicians on-call throughout the training period at no additional cost. 1.6.4.4 Internet capability must be available in all meeting rooms. 1.6.4.5 Facility must provide refrigerators for attendees who require refrigeration for medication or other purposes. 1.6.4.6 All meeting space must be available for set up no later than two hours prior to meeting/workshop/training session. 1.6.4.7 All audio visual, computer and other technical equipment as described further in this Performance Work Statement, will be assembled, set up and tested two hours prior to each meeting/workshop/training session. 1.6.4.8 Hotel website will serve as the Symposiums registration site. Administrative access will be provided to the Governments COTR to monitor registration progress and identification of special needs (handicapping and/or other medical conditions) tha t must be relayed to the Hotel for accommodation. 1.6.4.9 24-hour access to the administrative office/operation center will need to be granted to the event planners/administrators. 1.6.4.10 A general session room will be needed to hold 217 people classroom style with tables and chairs. Individual requirements for each breakout room will be provided separately. 1.6.4.11 Light refreshments appropriate for a Symposium opening session on the evening of 24 Jun 07. Seating for 217 attendees is required. 1.6.4.12 Skirting of all tables as needed. 1.6.4.13 Facility must be ADA compliant. 1.6.4.14 Room diagrams, dimensions and layouts per identified use will be provided by the hotel to the event planners for all administrative, executive, meeting, workshop and general purpose meeting rooms identified for the Armys use during the period of 24-28 June 2007. 1.6.4.15 The facility will provide the event planners with copies of the evacuation and emergency plans. 1.6.5 Post Award /Pre-Seminar Leadership Meeting: A meeting will be held on the afternoon of Saturday, 23 June 2007 for Ms. Melinda McMillon Darby, Assistant G-1 Civilian Personnel, and her event planning staff to meet with the hotel general manager an d key hotel staff members who will be providing support and services to the Army. The hotel general manager will determine appropriate staff attendance, such as, the supervisor of the audio-visual technical support staff, the head security officer, the he ad of concierge service, and a representative of the local Chamber of Commerce. 1.6.6 Contracting Officer Representatives (COR): The CORs are identified below: Elaine Swearingen, Chief, CP 10 Proponency, 2461 Eisenhower Ave, Hoffman Bldg I, Room 148, Alexandria, VA 22331, (703) 325-2414, Elaine.Swearingen@us.army.mil Danielle Crawford, PSD, 2461 Eisenhower Ave, Hoffman Bldg 1, Room 476, Alexandria, VA 22331 (703) 325-0391, Danielle.Crawford@us.army.mil PART 2 CONTRACTOR FURNISHED ITEMS AND SERVICES 2.1 General: Except for those items specifically stated to be government furnished, the contractor shall furnish everything required to perform the PWS. PART 3 SPECIFIC TASKS 3.1The Contractor shall provide all facilities materials, equipment, supplies and light refreshments listed in specific tasks. 3.2 Meeting Rooms: The contractor shall provide meeting rooms that meet the requirements identified below and are capable of holding the required number of people without any adverse restrictions on attendees, or interference in the training process (i.e. columns). All meeting room space must be in the same building and on the same floor or within reasonable proximity of the general session meeting room to facilitate a timely distribution of numerous training materials and rotation of facilitators. Meetin g rooms will have high speed internet capability. Light refreshments served at reasonable morning and afternoon intervals will be located in the vicinity of the meeting rooms and the general session meeting room. 3.2.1. Quantity required: 1, Purpose: Administrative Room On 24 June -28 June 2007 (Sunday -Thursday) - provide one conference administrative room with 24 hour access to event planners and administrators. The room must accommodate up to 12 persons, with sufficient space to accommodate the storage of twenty five (25) cases of training materials, four (4) working tables, two (2) flip chart easel w/pads or a large white board, one (1) large copier with collator, four (4) desk top computers with CD-RW/USB Po rt/Disk Drive and with Highspeed Internet access, four (4) external phone lines, two (2) black and white laser printers, one (1) laser color printer, and two (2) large trash receptacles. This room must be set up and available from noon on 24 June 2007 un til clean up is complete on 28 June 2007. 3.2.2 Quantity required: 1, Purpose: Symposium Registration site - on Sunday, 24 June, provide one (1) central area adjacent to Administrative Room and/or hotel registration site, for course registration from 0800 to 2000. Registration site requires two 8 long tables with 4 chairs each, and two easels to hold symposium signage. 3.2.3 Quantity required: 1, Purpose: Board of Directors (BOD) Meeting Room for Sunday, 24 June from 1200-1600. Provide a BOD Meeting room for 40 people, tables and chairs to be setup U shaped style. The room will contain one (1) computerized projector, one (1) screen and two (2) laptops with CD capability, lectern with cordless microphone, six (6) table microphones interspersed through the board room, a trash receptacle, water, pens & writing pads. This room will become a breakout room on day 2 & 5. (se e 3.2.5) 3.2.4 Quantity required: 1, Purpose: a general meeting room for Sunday, 24 June, 1700-1900, of sufficient size to allow approximately 217 attendees to be seated for an opening session lecture. Room setup classroom style with tables. 3.2.5. Quantity required: 1, Purpose: a general meeting room with stage set up class room style for 216 people on Monday, Tuesday, Wednesday & Thursday, 25-28 June 2007. The general meeting room can also serve as a breakout room for Wednesday training se ssions. While seating 209 people, the room must possess sufficient space to allow movement into working groups within the room. Room requirements include: a minimum of two (2) large screens in the front of the room, two (2) computerized projectors, a podi um, an in house sound system and stage lighting, three ( 3) laptops, a lectern with microphone, two (2) lavaliere cordless microphones, four (4) hand held microphones (lecturn microphone, lavaliere microphones and hand-held microphones need different frequ encies to facilitate discussions without static), and sufficient trash receptacles. Pads, pens and water will be placed on classroom tables and refreshed before each afternoon session and replaced each morning. Room set up, clean up and equipment testing will be completed each evening prior to the next days event. One (1) AV technician will be on-site for the duration of all full assembly meetings to coordinate presentation projections. 3.2.6 Quantity required: 1, Purpose: Executive Mentoring Room from Sunday, 24 June through Thursday noon, 28 June, suitable for a meeting of not more than 5 people at one time. No electronic equipment requirements. 3.2.7 Quantity required: 10, Purpose: Breakout/working group rooms - Provide five (5) rooms for 30 people set up U-shape style for open discussion for Tuesday, 26 June from 0830-1700. The general meeting room can accommodate two (2) of the ten (10) breako ut groups. Rooms will be setup NLT 1900 on 25 June and all audio visual and electronic equipment will be tested prior to the event. Equipment needs include: one (1) large screen per room, one (1) laptop with CD capability, one (1) each computerized proje ctor, and one (1) each easel with paper and markers. 3. 3 TRAINING MATERIALS. The hotel facility will receive and store training materials for up to one working week prior to the commencement of the symposium. The hotel facility will provide shipping labels and a shipping point-of-contact to the event planners in advance to facilitate accurate shipping. 3.4Tax Exempt 3.4.1 Tax exemptions apply as a Federal government entity. 3.5 REFRESHMENTS 3.5.1 Refreshments: Provide morning and afternoon refreshments IAW requirements below for the dates of 25 June 28 June 2007 for 217 people. Numbers will be adjusted after registration is complete. A seminar agenda, reflecting break and light refreshme nt times, will be provided to the hotel seminar support staff to facilitate timely catering. Note: Stipulate that refreshments will be required on Sunday, 24 June at 1430 for the BOD only. Also, no afternoon refreshments are required on the afternoon of Thursday, 28 June unless the entire symposium timeframe is extended (not anticipated at this time). The morning light refreshments will consist of coffee, tea, juices, soft drinks, and an assortment of muffins, Danishes, bagels, fruit, and yogurt, etc. The afternoon light refreshments will consist of coffee, tea, and soft drinks, and may feature advertis ed theme light refreshments such as chocolate break. Light refreshments must be served in the vicinity of the meeting rooms and in the administration room. Mon Tue Wed Thur Total 25 Jun 26 Jun 27 Jun 28 Jun 4 days AM 217 217 217 217 868 PM 217 217 217 N/A 651 3. 5.2 Opening Session - On Sunday, 24 June, provide light refreshments for 217 people from 1800-1900. Decorations such as votives will be provided as needed at no additional cost. Small caf? tables and chairs may be interspersed throughout the room (tow ards the rear) but may not interfere with the opening hour presentation/lecture. 4.1 Audio Visual Equipment/Office Equipment Disclaimer: If equipment or supplies are not used, then there should not be a charge. Equipment: Quantity: Service: Dates: Location: Heavy Duty High speed copier with collator, enlarger, stapler, duplex printing 1 Service: Installation, removal, repair 23-28 June Admin room Laser printer 2 Installation, removal, repair 23-28 June 2 Admin room Color laser printer 1 Installation, removal, repair 23-28 June Admin room Phone access (with code) 4 Installation, removal, repair 23-28 June 2 Admin room 2 BOD/Meeting room Copier paper As needed 23-28 June Admin room Laptops 31 23-28 June 25, 27 & 28 June 24 June 26 June 28 June 24-28 June 4 for the Admin room 3 for general session, 2 for the BOD meeting 10 for the Breakout rooms (2 per room) 10 for Breakout rooms- Strat Plan (2 per room) 2 for the Executive Meeting room Hand held radios 10 23-28 June For event staff A hotel immediate response phone code 1 23-28 June For event staff 4.2 Provide photo risers for the group photos if needed. 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and othe r factors considered. The following factors shall be used to evaluate offers: The Contract will be awarded to the offeror that provides the Lowest Priced Technically Acceptable (LPTA) proposal in accordance with the Performance Work Statement (PWS). Past P erformance: Offeror shall provide three Pass Performance Questionnaire from customers that can supply information concerning services similar in scope and nature to the requirement describe in the PWS. (b) Options. The Government will evaluate offers for a ward purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unba lanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offe r, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. The following provisions and clauses shall apply to this solicitataion 52.252-2 Clauses incorporated by Reference. This solicitation incoporporates several Clauses by reference, with the same force and effect as if they were given in full text. 52.212-1 Instructions to Offerors Commercial Items 52.212-2 as stated above, 52.212-3 Offeror Representations and Certifications-Commercial Items. Offerors must include a completed copy of Offeror Representations and Ce rtificitation along with his or her offer. 52.212-4 Contract Terms and Conditions Commercial Items, and 52-212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c) (2)(xii ) the following provisions under this clause apply (b)(1)(14 through 20), (23) and (31) and 52.204-7 Central Contractor Registration, All offerors that meet the requirements and provide items as listed above may respond to this combined synopsis/solicita tion by submitting cost, technical proposal to include the required past performance. The Government intends to evaluate proposals and award a contract without discussions with offerors therefore, the offerors proposals should contain the offerors best te rms from a price and technical standpoint. PAST PERFORMANCE: Offeror shall complete a Past Performance Questionnaire (PPQ) for a minimum of three contracts. The offeror shall complete section one of the PPQ and forward it to its reference. The reference shall complete section 2 of the PPQ. The reference shall then emailed directly to Sandra Tillman, (703) 806-0136 at sandra.elaine.tillman@belvoir.army.mil. Past Performance Questionnaires not sent from the reference will not be accepted. This may lead to the offerors proposal being eliminated f rom further consideration. Past Performance information will be provided based on references and answers to Past Performance questionnaires. Offerors for whom evaluations of past performance are submitted shall receive ratings of acceptable or unacc eptable for past performance based on the factors set forth below. Offerors who have no history of past performance, or for whom past performance information is unavailable, shall not be rated either favorably or unfavorably they will receive rating of neutral for this factor. The offerors past performance shall also provide a list of contracts (DOD approved agency) with a minimum of 2 years experience within the past three years describing the organization and management of the operation. Including t he contracting activitys name, contract number, total value of contract, work performed, Contracting Officer and telephone number or Program Manager, telephone number and e-mail address (if available). Furthermore, the offeror shall ensure that telephone numbers for points of contacts are current. Offerors should anticipate any unfavorable reports of past performance, and provide any explanations or exculpatory information regarding these reports with their proposal All submissions of proposals must signed, scanned and emailed to Sandra Tillman Ph: (703) 806-0136 at sandra.elaine.tillman@belvoir.army.mil All electronic proposals are due, March 16, 2007 by 10:00 AM, Eastern Standard Time.
- Place of Performance
- Address: ACA, Capital District Contracting Center Directorate of Contracting, 9410 Jackson Loop, Suite 101 Fort Belvoir VA
- Zip Code: 22060-5116
- Country: US
- Zip Code: 22060-5116
- Record
- SN01249075-W 20070314/070312220640 (fbodaily.com)
- Source
-
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