SOLICITATION NOTICE
X -- FACILITY TO HOST THE FY 2009 EXCEL CONFERENCE
- Notice Date
- 5/15/2008
- Notice Type
- Modification/Amendment
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Equal Employment Opportunity Commission, Office of the Chief Financial Officer, Acquisition Services Division, 1801 L Street, NW, 6th Floor, Washington, District of Columbia, 20507
- ZIP Code
- 20507
- Solicitation Number
- RFQ0051-08
- Response Due
- 5/20/2008 2:00:00 PM
- Point of Contact
- Gregory A Browne,, Phone: (202) 663-4292, Caroline A Fowler, Phone: (202) 663-4219
- E-Mail Address
-
gregory.browne@eeoc.gov, caroline.fowler@eeoc.gov
- Small Business Set-Aside
- N/A
- Description
- Effective as of 15 MAY 2008, Solicitation No. RFQ0051-08 is canceled in its entirety. The purpose of this amendment is to extend the closing date and time for RFQ0051-08 as follows: From: May 8, 2008 at 2:00 p.m. EST To: May 20, 2008 at 2:00 p.m. EST Except as stated above, all other terms and conditions remain unchanged. This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation Part 12, Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. The Contracting Officer is utilizing policies and procedures prescribed in Part 12, Acquisition of Commercial Items, and Part 13.5 Test Program for Certain Commercial Items. This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-24 effective on March 31, 2008. Hotels and other full service facilities that can satisfy the requirements listed below are encouraged to submit a quotation. This solicitation is considered an unrestricted procurement. The U.S. Equal Employment Opportunity Commission (EEOC), Revolving Fund Division EEOC Training Institute (hereinafter referred to as the Institute) has a requirement for a contractor to provide a full service training facility to include lodging, meeting and exhibitor space, food and beverage service, audio-visual equipment, and minimal audio-visual support services and limited business center support to conduct the FY 2009 Examining Conflicts in Employment Laws (EXCEL) Conference, hereinafter referred to as the Conference. This annual conference provides training to federal agencies and their representatives on the laws enforced by the EEOC. The Institute anticipates a minimum of 900 attendees and internal EEOC staff with a maximum of 1,080 attendees and internal EEOC staff, plus an additional 120 room nights for external speakers who provide support for the conference for a maximum room block of 1,200. To be eligible for consideration, the contractor’s proposed facility for the FY 2009 EXCEL Conference must be located in New York City, NY, within Manhattan postal zip codes 10017, 10019, 10016, 10022 or 10036. If an acceptable quotation is not received for the primary location (New York), the secondary location for consideration is the Washington DC area within zip code 20745. The EEOC contemplates the award of a Firm-Fixed Price Contract. The quotation package shall include the following line items in a written quotation: CLIN 0001. Lodging - Quantity 5 days each (See List of Lodging Requirements below), Unit Price $_____, Total for CLIN 0001 $_____; CLIN 0002. Rental of Conference Meeting Space - Quantity 5 days each (See List of Meeting Space Requirements below), Unit Price $ _____, Total for CLIN 0002 $ _____; CLIN 0003. Food and Beverage Services - Quantity 5 days each (See List of Food & Beverage Requirements below), Unit Price $ _____, Total for CLIN 0003 $ _____; CLIN 0004. Rental of Audio-Visual Equipment & Support - Quantity 5 days each (See List of Audio-Visual Requirements below), Unit Price $_____, Total for CLIN 0004; CLIN 0005. Business Center Expenses - 5 days each (See List of Business Center Requirements below), Unit Price $_____, Total for CLIN 0005 $ _____. The primary weeks for consideration are July 19-23, 2009, July 26- 30, 2009, and August 2-6, 2009. The secondary weeks for consideration are August 16 - 20, 2009, and August 23 - 27, 2009. No other weeks will be considered. The Conference provides for exhibit space and meeting space for plenary sessions, 10 individual breakout sessions, and food and beverage service for breakfast, lunch, AM and PM breaks. The Conference will officially start on Sunday evening for pre-registration between the hours of 2:00 PM and 6:00 PM, and continue through Thursday at 12 Noon. Thursday will have a limited number of attendees. A contract will be awarded to a responsible vendor whose quotation represents the best value to the Government. Interested parties must indicate in their quotation whether they accept payment via Government-wide commercial purchase card. The prospective contractor must be registered in the Central Contractor Registration (CCR) database prior to award of the resulting contract. Registration is free and can be completed on-line at http://www.ccr.gov/. Each quotation must clearly indicate the capability of the vendor to meet the requirements specified in this combined synopsis/solicitation. General Requirements: The following requirements for the training facility are specified in terms of minimum requirements. Americans with Disabilities Act (ADA) Requirements: All facilities, including restrooms, meeting space, exhibitor space, office space, and audio-visual equipment must meet ADA requirements for accessibility. Accommodations for disabled individuals may include, but are not limited to accessible parking spaces, elevators, and sound systems, wide aisles and wheelchair ramps. Availability of Government Rate for Lodging Requirement: The contractor must provide the required lodging at or below the government rate for all federal employees and presenters on official government travel orders. Lodging Requirements: The contractor shall provide a maximum of 120 room nights for external speakers, which will be paid directly under this contract. The contractor shall block up to 1,080 rooms for participants and internal staff that are responsible for paying the contractor directly. The INSTITUTE will manage the room block for all attendees, speakers and staff and will turn back any unused rooms to the hotel without penalty by a cutoff date to be determined upon award of the resultant contract. The INSTITUTE will provide the contractor with a master list of attendees and staff credit card information. The INSTITUTE requires the contractor to block up to 50 rooms before and after the Conference. All room nights used by the Conference will be credited to the INSTITUTE'S room block. The contractor shall provide these rooms at or below the Federal government’s per diem rate for lodging at the proposed site. Conference Meeting, Exhibitor and Office Space Requirements: All Meeting Space must be set up in classroom style with 6' tables, no more than 2 people per table, and one pitcher of water and glasses per table. A podium and two (2) tables located in the front of the classroom are required. Rooms must have additional space to accommodate AV equipment. A plenary room that can accommodate 1,200 attendees and presenters in classroom style seating is required on Monday and Tuesday from 8:30 AM to 12:00 noon. The plenary room must have additional space to accommodate a raised platform and the required AV equipment. The breakout rooms are required on Days 1 and 2 from 1:30 PM to 5:00 PM, on Days 3 and 4 from 8:30 AM - 5:00 PM. For Days 1, 2, and 3 the following breakout rooms are required: Two rooms to accommodate 150-200 attendees; six rooms to accommodate 100-149 attendees and two rooms to accommodate 50-99 attendees. Day 4, the following breakout rooms are required: One room for 500 attendees; one room for 100-149 attendees, and two rooms for 50-99 attendees. Exhibitor Space for 40 exhibitors is required. Each Exhibitor space shall be equipped with a 6’ table, two chairs, and pipe and drape for the tables. Space must be able to accommodate up to 40 exhibitors. The contractor will furnish a table with table cloth and drape for the front, two chairs and a wastebasket per exhibitor. The exhibitors will be responsible for all additional equipment and booth requirements and will work directly with the hotel. Pre-function and Office Areas must be a secured room with four (4) access keys to store EEOC equipment and space to accommodate a minimum of five 6 ft. tables. The contractor shall store the Government Furnished Material (GFM) and equipment in a secure place. The Pre-Function area will be used to assemble up to 10 pallets of conference materials. The office space will be used to store EEOC’s AV equipment and for staff and presenters to prepare for the conference. Secured storage space for conference materials is required in the registration area. Food and Beverage Requirements: The contractor shall submit with their quotation a price list for proposed food and beverages for a conference as follows: breakfast, lunch, breaks (AM and PM) and an evening reception. Pricing for food and beverage shall include the price for the item, plus the gratuity (service charge), and a statement from the contractor indicating whether, and under what conditions the U.S. Government is exempt from state tax. Monday evening kick-off reception for 900 people: Food requirements for the Monday evening receptions will be determined in conjunction with the Exhibitors. The cost of Monday evening reception may be paid directly to the Contractor depending on Exhibitor revenue. The space designated for the reception must accommodate approximately 900 people with social seating available throughout the area and the duration of the reception will be approximately 1-1/2 hours. Breakfast and Lunch will be served at round tables for 10 with a maximum capacity of 1200 people and each meal will last for a minimum of 1 ½ hours. The contractor shall provide up to 20 staff meals for an additional 30 minutes beyond scheduled mealtime. The staff meals may be provided either in the main dining room or in a room close to the dining room. The INSTITUTE will pay the contractor for meals, breaks, and receptions based on the actual number of meals served. The contractor shall provide a continental breakfast (deluxe, executive TBD) for four (4) days, a plated or buffet lunch for up to two (2) days. No lunch on days 3 and 4. Breakfast shall consist of assorted chilled juices; sliced fresh fruit served with yogurt sauce; assorted breakfast pastries; bread with gourmet marmalades, jams and whipped butter; regular and decaffeinated coffee, tea bags and hot water for tea; ice tea; and large containers of water. Typical lunch shall consist of salad, boneless chicken with a sauce, rice or pasta, chef’s choice of vegetable and starch to maximize color and flavor; dinner rolls & butter, dessert; regular and decaffeinated coffee, hot and iced tea; 30 minute AM and PM Breaks are required for a maximum of 1,200 people. The AM break menu shall consist of beverages only. The beverages will be regular and decaf coffee and iced and hot tea. The PM break menu shall consist of beverages and a light snack (i.e., cookies, pretzels, etc.). The AM and PM Breaks are scheduled for 30 minutes All interested parties shall provide a pricing list of recommended beverages, snacks, breakfast, and lunch meals when responding to this RFQ. Audio Visual (AV) Requirements: The INSTITUTE will provide laptop computers and projectors for all breakout rooms. The contractor must submit a detailed price list for the AV Equipment for plenary sessions with video-taping capabilities for internal use only. The equipment list should include at least the following items to support the plenary session: LCD Projectors, Projection Screens, Scan Converters, Video Cameras, AV Mixers, AC drops, VCR -1, VGADA and VDA splitter, cables to run two Projectors from one laptop (provided by the Institute), Projection Carts, Pipe and Drape, Stage wash, Lighting, Podium with wired microphones, Wired Table Microphones w/stands; Wireless Floor Microphones w/Stands and Labor to set-up, breakdown and support the Plenary session. AV for breakout rooms: Microphones wireless and wired (TBD), Flip chart / paper and markers, gender adapters, electronic signage or tripods outside breakout sessions and projection cart with AC. The Institute will provide all laptops and LCD projectors for the breakout sessions. Registration area: Internet connection, AC connection, and phone for local calls within the conference space. Business Center Requirements: The contractor must be able to handle mailing, copying and faxing limited course materials on-site. The Institute typically receives 10 pallets of course materials, 25 to 30 packages and AV equipment, and sends out 50 packages at the completion of the conference. Contractor must provide a list of all business center charges to included labor charges. Attendees typically send out course materials at the completion of the Conference. Contractor will provide up to 800 FedEx Boxes (large) for attendees to ship attendee materials, paid for directly by attendees. Reporting requirements: Pre-Award Reporting - In their quotation, the CONTRACTOR must submit a detailed breakdown of all costs to include lodging, meeting space, food and beverage service, audiovisual equipment and support, business center space rental, and any other miscellaneous charges which are necessary for the success of the CONFERENCE. Prior to the CONFERENCE Reporting - The CONTRACTOR will provide the INSTITUTE’S Contracting Officers Technical Representative (COTR) an electronic list of all hotel confirmation numbers for all participants, staff and presenters on a weekly basis starting 8 weeks prior to the CONFERENCE. The INSTITUTE will manage room block up to 15 days prior to the conference. During the CONFERENCE – (a) A Pre-Conference meeting will be conducted with the CONTRACTOR and key INSTITUTE staff within five (5) business days prior to the CONFERENCE; (b) Signature Authority - All on-site charges must be approved and signed only by the INSTITUTE’S COTR or representative; (c) Daily Reconciliation - The CONTRACTOR shall provide a daily reconciliation list to the INSTITUTE COTR by 9:00 AM the following business day after the charges are incurred. These charges include lodging paid by EEOC, food and beverage, AV equipment and labor, Business Center, telecom and miscellaneous expenses. Post CONFERENCE: The CONTRACTOR shall submit a final invoice of all charges within five (5) business days after the completion of the conference. A detailed report should be submitted with the invoice and should consist of the following: room usage by date, detailed lodging charges for all attendees for the training, detailed breakdown, by day, for all food and beverage charges and a total charge for all social events that are part of the conference. General Requirements: Transportation - The CONTRACTOR shall provide a price list of all local transportation options to and from the airport and rail station, if applicable. The CONTRACTOR shall indicate in its quotation whether it provides free or low cost shuttle services. The CONTRACTOR shall list all facility parking cost options. The CONTRACTOR shall provide a list of all local restaurants located within a ten (10) minute walk from the CONTRACTOR’S facility. Security - The CONTRACTOR should identify if they have paid security within the facility and provide a list of additional security measure taken by the CONTRACTOR to provide for the safety of CONFERENCE attendees and equipment. All interested parties shall submit with their quotation a detailed breakdown of all costs to include lodging, meeting space, food and beverage service, audiovisual equipment and support, business center space rental, and any other miscellaneous charges. Submission of Quotation: Your quotation in response to RFQ0051-08 is due May 8, 2008, 2:00 p.m. EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisitions Services Division, 1801 L Street, N.W., Room 6212, Washington, D.C. 20507 Attn: Gregory Browne; Contracting Officer. A quotation submitted via e-mail addressed to gregory.browne@eeoc.gov with a cc: copy to caroline.fowler@eeoc.gov will be accepted. Questions regarding this request for quotation should be submitted to Gregory Browne, via e-mail at gregory.browne@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0051-08 is May 2, 2008 at 2:00 p.m. EST. The Government will not reimburse interested parties for any cost associated with responding to this business opportunity. All responsible sources may submit a quotation which shall be considered by the agency. The anticipated contract award date is on or before June 1, 2008. Basis for Award: Award will be made based on best value using the trade-off process. Evaluation factors for award: The following factors shall be used to evaluate quotes: technical capability, past performance, and price. Technical capability and past performance when combined are more important than price. Factor 1-Technical Capability: Technical capability subfactors: Quotations will be evaluated on the vendor's ability to: 1. Provide the required services on the dates requested. 2. Meet the minimum requirements regarding lodging, meeting space, food and beverage service, audio visual equipment and technical support, business center requirements, reporting requirements, and the vendor's ability to meet ADA requirements for accessibility as it relates to lodging and meeting space.; and 3. Provide a centrally located facility with inexpensive transportation options to and from the airport, local restaurants, and other area attractions. Quotations must address safety and security issues both within the hotel complex and the surrounding area. Factor 2 - Past Performance: The vendor must provide a minimum of three (3) references for past performance for similar work awarded within the past three (3) years. The information for each reference shall include the following: 1. Name and address of government agency or other non-government client; 2. Name, titles and telephone number of Contracting Officer, or other point of contact; 3. Name, title and telephone number of client's program or project manager, if applicable; 4. Contract number, period of performance, and dollar value of contract; and 5. Description of services provided. EEOC will evaluate past performance in terms of timely deliveries and customer service on similar requirements. Factor 3 – Price: The government will evaluate price quotations submitted in comparison to the independent government cost estimate. Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the vendor's initial quote should contain the vendor's best terms from a price and technical standpoint. The Government reserves the right to conduct discussions, if the Contracting Officer later determines them to be necessary. The Government also reserves the right to conduct a site visit. The provisions at 52.212-1, Instructions to Offerors - Commercial Items applies to this acquisition. The provisions at 52.212-2 Evaluation-Commercial Items applies to this acquisition. The vendor shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items with your quote. Clause 52.212-4, Contract Terms and Conditions-Commercial Items and Clause 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Order-Commercial Items are incorporated by reference. Clause 52.203-6, Restrictions on Subcontractor Sales to the Government ‘ Alternate I, Clause 52.222-3 Convict Labor, Clause 52.222-19 Child Labor – Cooperation with Authorities and Remedies, Clause 52.222-21, Prohibition of Segregated Facilities, Clause 52.222-26 Equal Opportunity, Clause 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans, Clause 52.222-36 Affirmative Action for Workers with Disabilities, Clause 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans, Clause 52.222-50 Combating Trafficking in Persons, Clause 52.225-13 Restrictions on Certain Foreign Purchases, and Clause 52.232-33, Payment by Electronic Funds Transfer ‘ Central Contractor Registration are incorporated by reference. To obtain the above provision/clauses in full text, please visit www.arnet.gov. Method of payment: Electronic Funds Transfer.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=70db7156a2572faa432dfa59a074bca7&tab=core&_cview=1)
- Place of Performance
- Address: Primary location for consideration: New York City, NY - Within the following postal zip codes: 10017, 10019, 10016, 10022, or 10036. Secondary location for consideration: Washington, DC within postal zip code 20745., New York City, New York, 10017, United States
- Zip Code: 10017
- Zip Code: 10017
- Record
- SN01574669-W 20080517/080515222122-70db7156a2572faa432dfa59a074bca7 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |