SOLICITATION NOTICE
X -- FACILITY TO HOST THE CHICAGO TECHNICAL ASSISTANCE PROGRAM SEMINAR
- Notice Date
- 2/19/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Equal Employment Opportunity Commission, Office of the Chief Financial Officer, Acquisition Services Division, 131 M Street, NE, 6th Floor, Washington, District of Columbia, 20507, United States
- ZIP Code
- 20507
- Solicitation Number
- RFQ0038-09
- Archive Date
- 3/14/2009
- Point of Contact
- Gregory A Browne,, Phone: (202) 663-4292, Anthony I Price,, Phone: (202) 663-4218
- E-Mail Address
-
gregory.browne@eeoc.gov, anthony.price@eeoc.gov
- Small Business Set-Aside
- N/A
- Description
- 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. This solicitation is issued as a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-29, Amendment 1 effective on January 19, 2009.This solicitation is a Unrestricted Procurement. The U.S. Equal Employment Opportunity Commission (EEOC), Office of Field Programs has a requirement for a contractor to provide a training room, Rental of Audio Visual Equipment, Food and Beverages, and Business Center Requirement for a two day Technical Assistance Program (TAP). This is a Firm Fixed Price procurement. The quotation package shall include the following line items in a written quotation: CLIN 0001, Conference Space, Quantity 2 days, Unit Price $____, Total for CLIN 0001 $_____, CLIN 0002, Rental of Audio Visual Equipment, Quantity 2 days, Unit Price $_____ Total for CLIN 0002 $_____, CLIN 0003, Food and Beverage, Quantity 400 participants, Unit Price $______, Total for CLIN 0003 $_____, CLIN 0004, Business Center Requirement, Quantity 1 Lot, Unit Price &_____, Total for CLIN 0004 $_____. This request is being issued by the Equal Employment Opportunity Commission (EEOC) for the purpose of obtaining meeting facilities for Chicago District Office Two Day Technical Assistance Program (TAP) Seminar to be held in 2009 for the following two-day combination dates: First Preference: June 24-25, 2009; Second Preference: July 28-29, 2009; Third Preference: July 22-23, 2009. The United States Equal Employment Opportunity Commission (EEOC) has developed a program of TAP Seminars which will provide training to employers and unions on the laws enforced by the EEOC. The contractor shall provide a full service training facility to include: training rooms, meals, audio visual and training aid support. There should be adequate parking spaces for all participants. All facilities, including rest rooms and audiovisual equipment, must be fully accessible to individuals with disabilities in compliance with the ADA. Lodging is not considered a requirement of this SOW and will be a separate charge to be paid directly by participants and presenters. The contractor shall provide sleeping rooms at or below the federal government rate. It is estimated that about 10% of the number of participants will require lodging facilities and the contractor is required to provide accommodations with single and double beds for sleeping one or two nights (the night before the event starts and the following night). Sleeping rooms shall be located within the same building, hotel complex or conference facility as the training/meeting rooms. Sleeping rooms must be equipped with private bath, bed, dresser, table, chair, closet space and heating and air conditioning and receive daily maid and linen service. Rooms are to have secure locks and/or chains. The quantity of rooms specified above is an estimate only, and not representative to the contractor that this estimated quantity will be ordered. The government makes no commitment to this estimated quantity. Anticipated number of participants per day is 200. Registration and continental breakfast start at 7:30 AM and seminar starts at 9:00AM. Seminar ends daily at 5:00PM. The Contracting Officer Technical Representative (COTR), will contact the contractor within 72 hours of the event to confirm the number of participants. If the number of participants is less than 120, the contractor shall invoice the EEOC per person for food & beverage, and the agreed upon rates for audio visual equipment and meeting room rental, if applicable. The contractor shall submit a final invoice of all charges within five (5) business days after completion of the seminar. Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than sixty (60) calendar days prior to the scheduled event. By receipt of this cancellation notice, the contractor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation within sixty (60) calendar days of the scheduled event date, Paragraph (I) Termination for the Government's Convenience or (m) Termination for Cause of FAR Clause 52.212-4, Contract Terms and Conditions – Commercial Items will govern. CLIN 0001 - Conference Space - Specific requirements each day are: one large room for up to 200 participants, with classroom seating between 7:30AM and 5:00 p.m. This room shall include two (2) tables with four (4) chairs, situated at the front of the room equipped with podium and microphone on a riser, as well as two hand-held cordless microphones for the large room. There shall be sufficient space at the back of the room to place additional chairs, if needed. Registration table(s) with eight chairs and four tables shall be positioned outside the large room for seminar registration purposes which will occur between 7:30 and 9:00AM. All rooms must have a suitable sound system so all participants may hear and ask questions of the speakers, should be arranged classroom style with chairs and tables for writing and handouts, all chairs and tables or desks should be of sufficient size (minimum of 4 sq. ft) and in acceptable condition (the furniture is not broken, soiled, rusted or damaged in any way that would injure the individual or damage clothing), aisle space, including the space between tables and desk, needs to be accessible for persons in a wheelchair, walls should be constructed in such a manner that they confine inside sound and reduce or prevent the transmission of extraneous sound, all rooms (including luncheon area) 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, rooms should be configured to allow every participant a clear view of the speaker and all visual aids, each participant should have a clear view of at least one of the projection screens then in use, rooms should be well lit to accommodate extensive reading and writing and all lighting should be uniform and should not produce a glare, heating and air conditioning should provide a comfortable level of air quality and room temperature when rooms are at the maximum capacity, and 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 COTR and authorized contractor officials. CLIN 0002 - Rental of Audio Visual Equipment - Specific requirements each day are: Podiums with microphones (2 each), wired table-top microphones (2 each), Lavaliere (wireless) microphones (4 each), microphone mixer sufficient to amplify, simultaneously both multiple speakers and the audio track of a DVD or sound recording one (1) each, 10' Projection Screen (1 each), movable cart with electrical connections and cords to accommodate EEOC's LCD projector and laptop computer (1 each), Crab Box one (1) each; wireless mouse (1) one each; and technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentations. CLIN 0003 - Food & Beverage - Specific requirements each day are: Continental Breakfast to be served between 7:30AM and 9:00AM and to include a selection of croissants, Danish pastries, muffins as well as freshly brewed coffee, decaffeinated coffee, tea, and assorted fruit juices. Morning Break is to be served between 10:30AM and 10:45AM and shall include, at a minimum, a refresher of coffee service. A sit-down business luncheon is to be served between 12:00 Noon and 1:15PM in a room accommodating up to 200 participants and presenters at round tables (banquet set-up) (not the room used for general session). 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 and butter, dessert; regular and decaffeinated coffee, hot and iced tea. Afternoon Break to be served between 2:30PM and 2:45PM to include assorted soft drinks and bottled water plus a snack such as cookies and/or brownies. All food and beverage services need to be located in areas accessible to individuals with disabilities. The luncheon should be arranged so that all individuals can be seated and served sufficiently. Pricing for food and beverages shall be per person and include the price for the item(s), plus the gratuity (service charge), and a statement from the contractor indicating whether the U. S. Government is exempt from state tax, if applicable. CLIN 0004 – Business Center Requirements - The contractor shall provide for the receipt and accommodation of government seminar materials prior to the scheduled seminar. Approximately fifty (50) boxes of materials will be shipped to the contractor prior to the seminar. The boxes will arrive at the hotel no more than 3 business days prior to the event. Each box will weigh 35 pounds or less. The contractor shall store the materials received in a secure place accessed only by the COTR and authorized contractor officials. Place of Performance: Address: Chicago, IL; Arlington Heights, IL; Deerfield, IL; Itasca, IL; Lincolnshire, IL; Oak Brook, IL; Oak Brook Terrace, IL; or Schaumburg, IL Postal Code:: 60601; 60603, 60610, 60611, 60004, 60005, 60143, 60069, 60523, 60181, 60173, 60195 Country: US; Submission of Quotation: Your quotation in response to RFQ0038-09 is due on February 27, 2009, by 10:00 am EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisition Services Division, 131 M Street, NW Room 4SW18B, Washington, DC 20507-2001, ATTN: Greta Nettles, Program Specialist. A quotation submitted via e-mail will also be accepted. You may e-mail your quote to greta.nettles@eeoc.gov on or before the due date specified herein. All questions concerning this RFQ must be submitted in writing to greta.nettles@eeoc.gov, NLT February 24, 2009, by 10:00 am EST. Telephone inquires or responses are not acceptable. Any questions received after the specified date and time above will not be responded to. All responsible sources may submit a quotation which shall be considered by the agency. The anticipated award date is on or around March 20, 2009. Basis For Award: The Government intends to award a contract to the responsible quoter(s) whose quotation is responsive to the solicitation and is determined to be the best value to the Government, using the tradeoff approach. Selection of the best value to the Government will be achieved through a process of evaluating the strengths and weaknesses of each quoter’s quotation against the evaluation criteria described below. In determining the best value to the Government, the Technical Capability and Past Performance Evaluation Criteria, when combined, are more important that the evaluated price. The Government is more concerned with obtaining a superior Technical Capability quotation than making an award at the lowest evaluated price. However, the Government will not make an award at a price premium it considers disproportionate to the benefits associated with the evaluated superiority of one technical and management quotation over another. Thus, to the extent that quoters’s technical and past performance quotations are evaluated as close or similar in merit, the evaluated price is more likely to be a determining factor. These factors are listed in their relative order of importance: Factor I - Technical Capabilities: a. Contract Requirements; Quotations will be evaluated on the quoter’s ability to provide all of the contract requirements relating to lodging, meeting space, food and beverage, and secured storage requirements. Quotations must address the quoter’s ability to comply with the Americans with Disabilities Act (ADA) as it relates to lodging and meeting space. Quotations should reflect quality of services provided and maintained; b. Location Quotations will be evaluated on the ability of the quoters to provide a facility located within the specified postal zip codes with adequate parking for participants and presenters; c. Availability of dates Quotations will be evaluated on the ability of the quoter to provide the required services on the dates requested. Additional consideration will be given to those quoters who can provide the services on the dates in the order indicated; Site Visits: The EEOC reserves the right to conduct a site visit of all quoters who are rated to be technically acceptable. The site visit will review and evaluate the same technical items identified in the Technical Capabilities portion of the technical evaluation factors; Factor 2 – Past Performance The quoter must provide references for at least three (3) federal government contracts for the same or similar services. Contracts should have been awarded within the past three (3) years. Contact information for each reference shall include the following: Contract type, Contract number, Contract value, Point of contact phone number, Type of services provided, List any problems encountered on each contract and the contractor’s corrective actions. EEOC will evaluate past performance in terms of timely deliveries and customer service on similar requirements; NOTE: In the event that a quoter has no Past Performance history, this rating factor will be considered neutral and will neither increase quoters overall rating nor decrease it. Factor 3 – The Government will evaluate price in comparison to the independent Government cost estimate. Notice: The Government reserves the right to make contract award without discussions with quoters (except clarifications as described in FAR 15.306(a)). Therefore, quoters must submit their most favorable terms from a technical standpoint. In addition to the above, the Government reserves the right to conduct discussions, if the Contracting Officer later determines them to be necessary. The provisions at 52.212-1, Instructions to Offerors-Commerical Items applies to this acquisition. The vendor shall include a complete 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; Clause 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders---Commercial Items; Clause 52.222-50, Combating Trafficking in Person; 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 52.222-36, Affirmative Action for Workers with Disabilities; Clause 52.225-13, Restrictions on Certain Foreign Purchases; Clause 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration, are incorporated by reference. To obtain the above provisions/clauses in full text, please visit www.arnet.gov. Method of payment: Electronic Funds Transfer; The Prospective contractor must be registered in the Central Contractor Registration (which can be completed on-line at http://www.ccr.gov/) prior to award of the resulting contract; A single award resulting from this combined synopsis/solicitation is anticipated; The vendor must provide pricing on an all or none basis.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=362ffc369214b3c0398ed5ff0dba646e&tab=core&_cview=1)
- Place of Performance
- Address: Arlington Heights, IL; Deerfield, IL; Itasca, IL; Lincolnshire, IL; Oak Brook, IL; Oak Brook Terrace, IL; or Schaumburg, IL Postal Code:: 60601; 60603, 60610, 60611, 60004, 60005, 60143, 60069, 60523, 60181, 60173, 60195, United States
- Zip Code: 60195
- Zip Code: 60195
- Record
- SN01753591-W 20090221/090219221117-362ffc369214b3c0398ed5ff0dba646e (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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