SOLICITATION NOTICE
X -- FACILITY TO HOST ATLANTA TECHNICAL ASSISTANCE PROGRAM SEMINAR
- Notice Date
- 3/27/2009
- 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
- RFQ0042-09
- Archive Date
- 4/18/2009
- Point of Contact
- Doreen P Starkes,, Phone: (202) 663-4240
- E-Mail Address
-
doreen.starkes@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 (FAR) 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 Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-31 effective on March 19, 2009. 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 Equal Employment Opportunity Commission (EEOC) has a requirement for a contractor to provide a full service training facility to include meeting space, audio visual equipment/audio visual support services, and food and beverage service to host a two (2) day Technical Assistance Program (TAP) Seminar with an anticipated attendance of 200 participants each day. EEOC has developed a training seminar which provides education and technical assistance to private, federal and municipal employers, along with other interested parties, on Federal regulations which implement equal employment opportunity requirements in the workplace. The 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, and food and beverages for a two (2) day Technical Assistance Program (TAP) Seminar. To be eligible for consideration, the contractor’s facility must be located within one of the following area postal zip codes: 30336 through 30350, and 30517. The EEOC intends to award a Firm-Fixed-Price Purchase Order. The quotation package shall include the following line items in a written quotation: CLIN 0001, Base Period – Facility Requirements – Quantity 2 days, Unit Price $___, Total for CLIN 0001 $___ ; CLIN 0002, Base Period - Rental of Audio Visual Equipment – Quantity 2 days, Unit Price $___, Total for CLIN 0002 $___; and, CLIN 0003, Base Period - Food & Beverage – Quantity 400 participants, Unit Price $ ___, Total for CLIN 0003 $ ___; CLIN 0004, Option Year 1 - Facility Requirements – Quantity 2 days, Unit Price $___, Total for CLIN 0004 $ ___; CLIN 0005, Option Year 1 - Rental of Audio Visual Equipment – Quantity 2 days, Unit Price $___, Total for CLIN 0005 $ ____; and, CLIN 0006, Option Year 1 - Food & Beverage – Quantity 400 participants, Unit Price $___, Total for CLIN 0006 $___. Total Price for CLINs 0001 – 0006 $ _____. The following two-day combination dates are listed in order of preference for the FY 2009 Atlanta District Office TAP Seminar: August 27-28, 2009 (preferred dates); August 20-21, 2009 (second choice); and August 19-20, 2009 (third choice). Please state availability for each date. No other dates or combination of dates will be considered by the government. A contract will be awarded to the responsible quoter 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 quoter 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 public rest rooms, training room, and audio-visual equipment, must be fully accessible to individuals with disabilities in compliance with the Americans with Disabilities Act. Accommodations for disabled individuals may include, but are not limited to, accessible parking spaces, elevators, and adequate sound systems, wide aisles and wheelchair ramps. The quoter’s training facility must have adequate parking spaces for all participants. EEOC reserves the right to perform site visits prior to award of this contract. Lodging Requirement: Costs associated with lodging will not be paid under this contract. Participants and presenters shall be directly responsible for payment of individual sleeping rooms and all incidental charges upon check-out. Federal tax will not be charged to guests who present tax exempt forms at check-in/check-out. EEOC requires that the contractor shall provide lodging accommodations to include a block of four (4) rooms per night for participants, presenters, and/or EEOC staff. The contractor shall provide the sleeping rooms for EEOC staff and presenters at or below the federal government’s domestic per diem rate which is available on-line at http://www.gsa.gov. The contractor shall provide information regarding the sleeping room rates with their quotation for those participants who wish to reserve sleeping rooms. The contractor is required to provide accommodations with single and double beds for sleeping beginning the night before the event starts and the following two nights. Sleeping rooms shall be located within the same building, hotel complex or conference facility as the training/meeting room. 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 representation to the contractor that this estimated quantity will be ordered. The government makes no commitment to this estimated quantity. Registration and continental breakfast start at 8:00 a.m. and seminar starts at 9:00 a.m. Seminar ends daily at 5:00 p.m. The Contracting Officer’s Technical Representative (COTR) will contact the contractor within 72 hours of the event to confirm the number of participants. Anticipated number of participants each day is 200 with room capacity to accommodate as many as 250. The contractor will provide food and beverages for a minimum of 120 participants each day. The contractor shall provide a separate price for each participant if the guaranteed minimum of 120 is exceeded. The contractor shall invoice the EEOC at the agreed upon rates for meeting room rental, audio visual equipment, and food and beverage service. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. The contractor shall submit a final invoice of all charges within five (5) business days after completion of the seminar. Contractor to apply charges to government purchase card only after final invoice has been reconciled by the COTR. 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 (l) 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 – Facility Requirements – Specific requirements each day are: one large room for up to 250 participants from 7:30 a.m. to 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 and four lavaliere microphones for the large room. There shall be sufficient space at the back of the room to place additional chairs, if needed. One projection screen will be located on each side of the riser at the front of the room in a manner that will permit projectors controlled by a single laptop operated by the speaker to simultaneously show either slides or moving pictures with sound. Movable audio visual carts will be located so that projectors can project either slide shows (Power Point) or videos on the two screens. Registration table(s) with five (5) chairs and two (2) tables shall be positioned outside the large room for seminar registration purposes which will occur between 7:30 and 9:00 a.m. Room must have a suitable sound system so all participants may hear and ask questions of the speakers, should be arranged classroom style with chairs (comfortable seating) 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 desks, 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, room (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. Room 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, room 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 room are at the maximum capacity. The contractor shall provide for the receipt and accommodation of government seminar materials, approximately 13 boxes weighing 20 Lbs each, one (1) day prior to the scheduled seminar. The contractor shall store the materials received in a secure place accessed only by the designated government project officials and authorized contractor officials. CLIN 0002 – Rental of Audio Visual Equipment and Support Services - Specific requirements each day are: One (1) podium with microphone for each day, hand-held cordless microphones (2 each), Lavaliere microphones (4 each), audio mixer sufficient to amplify, simultaneously, both multiple speakers and the audio track of a DVD or sound recording (2 each), 10’ Projection Screens (2 each), movable audio visual carts with electrical connections and cords to accommodate EEOC’s LCD projector and laptop computer (2 each), and technical assistance in setting up sound and audio visual equipment, including splitters in order to assure that all registrants can hear and see all presentations. CLIN 0003 – Food and Beverage Services - Specific requirements each day are: Continental Breakfast to be served between 7:30AM and 9:00 a.m. and to include a selection of croissants, Danish pastries, muffins, bagels, and breads; assorted sliced fruit, butter, jelly, cream cheese, and fruit juices, freshly brewed coffee, decaffeinated coffee, tea, and iced water. Morning Break is to be served between 10:30 a.m. and 10:45 a.m. and shall include, at a minimum, a refresher of coffee service. Examples of food items for morning breaks (i.e., “All Day Coffee Break) - fresh breakfast bakeries/pastries (croissants, muffins), fresh fruits, and beverages (coffee, juice, water, & tea. Provide a recommended list of beverages and snacks and their related prices. Lunch, a sit-down, three course, business luncheon is to be served between 12:00 p.m. and 1:30 p.m. in a room accommodating up to 250 participants, speakers, and EEOC staff at round tables (not the room used for general session). Luncheon should include soup or salad, plated main course, dessert, and appropriate condiments; and be served with coffee, decaffeinated coffee and tea (iced or hot). Examples of types of food include: rolls, salad, chicken entrée with vegetable or equivalent, dessert (examples carrot cake, key lime pie, cheesecake) & beverages (freshly brewed ice tea, coffee and decaffeinated coffee). Please provide various recommended lunch menus, with prices per person. Afternoon Break is to be served between 2:30 and 2:45 p.m. consisting of assorted soft drinks, juices, and bottled water. Examples of food items for afternoon breaks (i.e., “All Day Coffee Break) - normal size cookies, brownies, and beverages (coffee, water, juice, soda, & tea). Provide recommended list of beverages and snacks and their related prices. Continuous Break, as an alternative to Morning Break and Afternoon Break and including a refresher coffee service until lunch and assorted soft drinks and bottled water until 4:30 p.m. 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. Pricing for food and beverages shall 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 - Facility Requirements, Seminar to be held in 2010 (Option Year) on August 26 and 27 (preferred dates); August 19 and 20 (second choice); or August 25 and 26, 2010. CLIN 0005 - Rental of Audio Visual Equipment & Support Services, Seminar to be held in 2010 (Option Year) on August 26 and 27 (preferred dates); August 19 and 20 (second choice); or August 25 and 26, 2010. CLIN 0006 - Food & Beverage, Seminar to be held in 2010 (Option Year) on August 26 and 27 (preferred dates); August 19 and 20 (second choice); or August 25 and 26, 2010. All interested parties shall submit with their quotation a detailed breakdown of all costs to include meeting space, audio visual equipment & support, food and beverage service, and any other miscellaneous services and equipment which are necessary for the success of the seminar. Submission of Quotation: Your quotation in response to RFQ0042-09 is due on or before 2:00 p.m. EST, April 3, 2009. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisition Services Division, 131 M Street, N.E., Room 4SE01F, Washington, D.C. 20507 Attn: Doreen Starkes, Contracting Officer. A quotation submitted via e-mail addressed to DOREEN.STARKES@EEOC.GOV will be accepted. Questions regarding this request for quotation should be submitted to Doreen Starkes, via e-mail @ DOREEN.STARKES@EEOC.GOV. Telephone inquires or responses are not acceptable. The deadline for the submission of questions regarding RFQ0042-09 is April 1, 2009 at 4:00 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 April 9, 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 than 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 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. EVALUATION FACTORS FOR AWARD: The following factors shall be used to evaluate quotes (these factors are listed in their relative order of importance): technical capability, past performance, and price. Factor 1 - Technical capability: Quotations will be evaluated on the quoter’s ability to: 1. Meet the minimum requirements regarding lodging, meeting space, audio visual equipment and technical support, food and beverage service, and the quoter’s ability to meet ADA requirements for accessibility; 2. Provide the required services on the dates requested. Additional consideration will be given to those quoters who can provide the required services on the dates listed in the order of preference; 3. Provide a training facility with adequate parking for participants and presenters that is located within the specified postal zip codes. Factor 2 - Past Performance: The quoter must provide a minimum of three (3) references for past performance for similar work awarded within the past three (3) years. One of the three (3) references must be a federal agency. The information for each reference shall include the following: 1. Name and address of federal government agency and or state and local government agency client; 2. Name, title, 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. The Government will evaluate past performance of the quoter as it relates to quoter’s record of performance according to the solicitation, quoter’s record of controlling cost, quoter’s adherence to contract schedules and quoter’s commitment to customer satisfaction. Evaluation of Options: Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). Factor 3 – Price: The Government will evaluate price 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 quoter’s initial quote should contain the quoter’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 quoter 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 52.222-36 Affirmative Action for Workers with Disabilities, 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.acqnet.gov/far/. Method of payment: Electronic Funds Transfer (EFT).
- Web Link
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FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=2e863530d091db2ba42e108dcc7658b5&tab=core&_cview=1)
- Place of Performance
- Address: Atlanta, GA zip code 30336 through 30350 or the Braselton, GA 30517 Postal Zip Code., Georgia, United States
- Record
- SN01779609-W 20090329/090327215642-2e863530d091db2ba42e108dcc7658b5 (fbodaily.com)
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