SOLICITATION NOTICE
X -- Administrative Professionals Conference - Solicitation
- Notice Date
- 5/1/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- National Labor Relations Board, Division of Administration, Procurement and Facilities Branch, 1099 14th Street, N.W., Washington, District of Columbia, 20570
- ZIP Code
- 20570
- Solicitation Number
- NLRB-APC-2009
- Archive Date
- 6/2/2009
- Point of Contact
- Ebony Fultz,, Phone: 2022730731
- E-Mail Address
-
Ebony.Fultz@NLRB.gov
- Small Business Set-Aside
- N/A
- Description
- Administrative Professionals Conference Solicitation This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in Federal Acquisition Regulations (FAR) 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. This solicitation is issued as Request for Proposal (RFP) # NLRB-APC-2009, when responding to this notice. This RFP will result in the award of a Firm Fixed Price contract for meeting rooms, catering, and audio visual equipment for the National Labor Relations Board’s Administrative Professionals Conference. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-32, effective March 31, 2009. The National Labor Relations Board is located at 1099 14th Street, N.W., Washington, D.C. 20570. The period of performance is for a two (2) day period in the month of July. (The offeror should propose one or more 2-day periods, within the month of July 2009. If the proposal is being submitted by a hotel, the hotel must be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. Seq.), and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. In addition, the offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.) The National Labor Relations Board is interested in procuring meeting space in July 2009 for an Administrative Professionals Conference. This will be a 2 –day conference for approximately 130 Administrative Support Professionals to include food and beverage services as described below. The meeting space shall include one (1) general session room to accommodate 130 individuals, one (1) LCD Projector package and one (1) flipchart package, three (3) breakout rooms to accommodate 43 individuals each, and one (1) LCD Projector package and one (1) flipchart package in each and one (1) administrative office for use by the planning staff to include tables and chairs set up as outlined below. The administrative office shall have one (1) telephone line for direct in-coming and out-going calls, and access to one (1) high speed internet connection. Conference Dates: NLRB’s preferred conference dates in the order in which they are listed are July 7-8, 2009; July 8-9, 2009; July 14-15, 2009; July 15-16, 2009; July 21-22, 2009; or July 22-23, 2009. Conference dates will be determined based on availability. Property Details: Offeror must provide meeting rooms for 130 individuals in the Washington Metropolitan Area. Facility must be within walking distance (1-3 blocks) of a Metro station. No overnight lodging is required. Food and Beverage Services: Continental Breakfast, Breaks and Lunch as described below. Participants: Approximately 130 total participants: Administrative Professionals and outside instructors. Scope of Services: Offer will provide the following accommodations: A. Office/Registration area 1. Office area – should be secured by a lockable door and be open and available at 6:30 a.m. on Day 1 of the conference through the conclusion of the conference on Day 2. This room should accommodate one table with 4 chairs. The office should also have one designated telephone line for direct incoming and outgoing calls, and have access to one high-speed internet connection. This room may also be used to store conference materials and audiovisual equipment such as easels, etc. 2. Registration area – should be set up near/adjacent to the General Session Room and have 2 skirted tables with 2 chairs and a waste receptacle at each. This area should be set up by 6:30 a.m. on Day 1 of the conference and available through the conclusion of the conference on Day 2. B. Meeting Space A total of four (4) meeting rooms will be required. The General Session Room is to be set up and available on Days 1 & 2 from 8:00 a.m. to 5:00 p.m. The three (3) breakout rooms will be needed on Day 2 and are to be set up and available from 7:45 a.m. to 5:00 p.m. 1. One (1) General Session Room – This room should be a spacious room large enough to accommodate 130 people for two days. The tables should be set up in crescent-round style seating facing the front of the room. Each table should be set up for 6 to 7 participants. The room must include an LCD projector package on Day 1 and Day 2. The LCD projector package will include one LCD projector, a large projector screen, an AV cart, multi-plug extension cord, 2 “lavalier” or hand-held wireless microphones, an audio sound system, a stand alone podium with microphone, 1 flipchart package (easel, markers and post-it type flip chart paper), and an audiovisual technician to set up, support and troubleshoot during the conference on Day 1 from 8:15 a.m. to 4:15 p.m. and on Day 2 from and 8:00-8:45 a.m., 12:00-2:15 p.m., and 4:00-4:15 p.m. a. Day 1: The General Session Room on Day 1 will require a rectangular head table set on a riser at the front of the room with seating for 6 people and a staff table in the back of the room with seating for 6 people. The head table should have 4 hand-held wireless microphones with microphone stands for each. b. Day 2: The General Session Room on Day 2 will require a head table set on a riser at the front of the room with seating for only 2 people and a staff table in the back of the room with seating for 6 people. The head table should have I tabletop hand-held wireless microphone and a microphone stand. 2. Three (3) Breakout Rooms – Each room shall be large enough to comfortably seat 43 participants in classroom style seating and accommodate a head table for the instructor with two seats, an LCD projector package (to include LCD projector, screen, AV cart, multi-plug extension cord, audio sound system and “lavalier” microphone), and 1 flipchart package (easel, markers and post-it type flip chart paper). C. Food and Beverage 1. Continental Breakfast –Continental breakfast on both days consisting of coffee, tea, decaf and assorted soft drinks, assorted juices, assorted baked goods, bagels, and fresh fruit. 2. Breaks – Mid-morning break on both days to include a beverage refresh with assorted soft drinks and coffee. Mid-afternoon break on both days to include a beverage refresh with assorted soft drinks and coffee and several choices of a sweet snack. 3.Lunch: Buffet lunch, on both days, to include 2-3 entrees that will be served by food and beverage staff Refills of ice water on table rounds will be provided throughout the conference. D. Other Requirements 1.The facility will provide additional services that may arise from requests for such items as limited copying and audiovisual supplies. 2.The facility will provide marquees identifying the location of all meeting rooms and a copy of the facility floor plan so NLRB can copy and distribute to participants. 3.A pre-conference planning meeting will be conducted after the contract has been awarded. The appropriate staff will meet with the Administrative Professionals Conference Planning Committee or its representatives in order to establish a time frame and process for successfully completing the conference and finalize menu selections. Site Visits will be conducted to evaluate the meeting spaces and location of facility in proximity to Metro Stations. Proposals submitted in response to this RFP must be receive no later than 3:00 pm ET, Monday, May 18, 2009. Proposals can be submitted via e-mail or post office mail. All proposal documents shall be received no later than the due date and time. Proposals submitted by post office mail shall be mailed to the following location: National Labor Relations Board Procurement and Facilities Branch 1099 14th Street, N.W., Room 6100 Washington, D.C. 20570 To assure that your package arrives at the proper place on time and to prevent opening by unauthorized individuals, your proposal must be identified on the envelope or wrapper as follows: Proposal submitted in response to RFP #. NLRB-APC-2009 Contracting Officer: Ebony Fultz Due Date 3:00 pm ET on Monday, May 18, 2009 Proposals received after the time and date specified above will not be accepted. CLIN 0001Meeting Space to accommodate approximately 130 individuals as described in the Meeting Space Section above CLIN 0002AOne (1) General Session Room; CLIN 0002BThree (3) Breakout rooms; CLIN 0002COffice/Registration Area CLIN 0003Food and Beverage Services oContinental breakfast for approximately 130 individuals on both days oMid-morning and Mid-afternoon breaks to include replenishment of beverages on both days oLunch Buffet on both days CLIN 0004Audio Visual and Flipchart Equipment APLICABLE PROVISIONS: The following clauses apply to this acquisition and are incorporated by reference. These clauses can be read in their entirety at www.arnet.gov. The Contracting Officer, upon request, shall provide the full text of any provision or clause incorporated by reference. 52.212-1 Instructions to Offerors—Commercial Items (June 2008); 52.212-2 Evaluation Commercial Items (Jan 1999) 52.212-3 Offeror Representations and Certifications—Commercial Items (FEB 2009;) (**The contractor is responsible for including a complete copy of the Representations and Certifications with their offer or indicate certifications in ORCA at https://orca@bpn.gov). 52.212-4 Contract Terms and Conditions—Commercial Items (OCT 2008); 52.212-5 Contract Terms and Conditions required to implement statues or executive orders – commercial items (Mar 2009) The following additional FAR clauses cited in this clause are applicable: 52.222-50 Combating Trafficking in Persons (Feb 2009) 52.222-3 Convict Labor (June 2003) 52.222-19 Child Labor-Cooperation with Authorities and Remedies (Feb 2008 52.222-21 Prohibition of Segregated Facilities (Feb 1999) 52.222-26 Equal Opportunity (Mar 2007) 52.222-36 Affirmative Action for Workers with Disabilities (Jun 1998) 52.222-41 Service Contract Act 0f 1965 (Nov 2007) 52.222-43 Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multiple Year and Option Contracts) (Nov 2006) 52.225-13 Restrictions on Certain Foreign Purchases (June 2008) 52.232-33 Payment by Electronic Funds Transfer – Central Contractor Registration (Oct 2002) 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004) 52.232-35 Designation of Office for Government Receipt of Electronic Funds Transfer Information. (May 1999) Proposal Submission All interested parties shall submit, with the proposal, a detailed breakdown of all costs to include meeting space, rental of AV equipment and support, Food and Beverage services and any other miscellaneous services and equipment which are necessary for the success of the conference. Proposal must include menus and pricing for Food and Beverage Services. Proposal must include pricing chart for Audio Visual Equipment. A contract shall be submitted with your technical and price proposal, along with descriptive literature to include meeting room space, diagrams and square footage, audio visual information and menus. ** Third party proposals such as proposals from Meeting/Conference Management Services will not be considered.** QUESTIONS: All questions shall be submitted via email, with the subject of the email referencing the solicitation number, by 12:00 noon EST on Monday, May 8, 2009 to Ebony.Fultz@NLRB.gov questions will be consolidated and answered and posted as an amendment no later than Tuesday, May 12, 2009. **If no questions are submitted there will be no additional posting. The Offeror shall submit separate technical and cost proposals that will sufficiently address the Statement of Work (SOW). Proposals are due by 3:00 pm ET on Monday, May 18, 2009; via email to Ebony Fultz at Ebony.Fultz@NLRB.gov. The Government intends to award a Firm Fixed Price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1) Technical Capability 2) Past Performance 3) Total Price Proposed In determining the best value to the Government, the Technical Capability and Past Performance Evaluation Criteria, when combined, are more important than the total price. Contractors are cautioned that the award may not necessarily be made to the contractor with lowest cost. The Government reserves the right to evaluate proposals and make award without conducting discussions, but reserves the right to conduct discussions with one or more offerors and request revised proposals. Although price is not the determining factor for award, it may become the determining factor for award if two or more offers, after technical evaluations are completed, are determined to be technically equal. Factor I - Technical Capability a. Contract Requirements - Proposals will be evaluated on the offerors ability to provide all of the contract requirements relating to meeting space, audio visual, and food and beverage requirements. Proposals must address the offerors’ ability to comply with the Hotel and Motel Fire Safety Act of 1990 and the Americans with Disabilities Act (ADA) as it relates to meeting spaces if applicable. Site Visits will be conducted to evaluate the meeting spaces and location of facility in proximity to metro stations. b. Location - Proposals will be evaluated on the ability of the offeror to provide a facility located in the Washington Metropolitan Area within walking distance (1 – 3 blocks) of a Metro Station. c. Availability of Dates - Proposals will be evaluated on the ability of the offeror to provide the required services on the dates requested. d. Other Considerations; adequate and reasonable food services must be available on-site. Factor II - Past Performance The offeror must provide references for at least three (3) federal government contracts for similar work performed within the past three (3) years. The offeror will be evaluated based on customer satisfaction and timeliness on requirements similar size and scope. The contact information for each reference shall include the following: Contract type Contract number Contract Value Agency/Company Name Agency/Company point of contact telephone number Duration of Contract Type of services provided (brief description) List any problems encountered on each contract and the contractor’s corrective actions In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror will not be evaluated favorably or unfavorably on past performance. Factor III – Price Proposed prices will be compared to proposed cost of same or similar services in order to determine if the proposed prices are realistic, fair and reasonable. Although price is not the determining factor for award, it may become the determining factor for award if two or more offers, after technical evaluations are completed, are determined to be technically equal.
- Web Link
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- Place of Performance
- Address: Washington, District of Columbia, United States
- Record
- SN01807098-W 20090503/090501221717-800f0ee26d2f02c2c6156ee67d61128c (fbodaily.com)
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