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FBO DAILY ISSUE OF MAY 14, 2009 FBO #2726
SOLICITATION NOTICE

X -- FACILITY TO HOST THE FY 2009 EEOC/FEPA TRAINING CONFERENCE

Notice Date

5/12/2009
 

Notice Type

Combine Synopsis/Solicitation
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

131 M Street, NE, 6th Floor Washington DC 20507
 

ZIP Code

20507
 

Solicitation Number

RFQ0089-09
 

Response Due

5/14/2009
 

Point of Contact

Doreen P Starkes, Contracting Officer, Phone (202) 663-4240, Fax (202) 663-4178
 

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 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 2005-32 effective on March 31, 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 U.S. Equal Employment Opportunity Commission (EEOC) through the Office of Field Program, State and Local Programs has a requirement for a contractor to provide a full service conference and training facility to include lodging, meeting space, food and beverage service, audio-visual equipment and support, and onsite business center services for the FY 2009 EEOC/Fair Employment Practices Agencies (FEPA) Training Conference for approximately 250 attendees which will be referred to as the Conference. To be eligible for consideration, the contractor’s proposed facility for the FY 2009 FEPA Conference must be located within the zip code 21201 and 21202 in the greater Baltimore, Maryland area. The only week for consideration is June 1-5, 2009. 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, Meeting Facilities, Quantity 3 days (See List of Meeting Space Requirements below), Unit Price $____, Total for CLIN 0001 $_____. CLIN 0002, Food and Beverage Service: Quantity 3 days each (See list of Food & Beverage Requirements below), Unit Price $____ per person, Total for CLIN 0002 $_____; CLIN 0003, Audiovisual (A/V) Requirements: Quantity 3 days each (See list of A/V Requirements below), Unit Price $_____, Total for CLIN 0003 $_____. The Conference facility must provide for meeting space for plenary sessions, four (4) to five (5) individual and consecutive breakout sessions, and onsite food and beverage service for Early Morning Break, Mid-morning Break, and Mid-afternoon break. Attendees will schedule and pay individually for their guest room nights, lunch and dinner. Scheduling: Pre-registration will begin at 1:00 p.m. EST one (1) day prior to the first full day of the Conference and end at 6:00 p.m. EST. The conference will span three full days, beginning at 7:30 a.m. each day and ending at 6:00 p.m. 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 (which can be completed on-line at http://www.ccr.gov/ ) prior to award of the resulting contract. Each quotation must clearly indicate the capability of the vendor to meet the requirements specified in this combined synopsis/solicitation. The following requirements for lodging and conference space are minimum requirements: Lodging: Guest rooms shall be located onsite. The facility must be centrally located within a reasonable walking distance (no more than two blocks) of area retail, restaurants, and attractions. The contractor shall provide a list of all local restaurants located within a ten minute walk from the contractor's facility. Local Transportation: The contractor shall provide a list of options for commuting from and to all airport and railroad stations (if applicable) within the area. If the contract facility provides shuttle service, contractor shall indicate if the service is free or shall disclose fees or prices for the service. The contractor shall indicate in their quotation if the shuttle service is wheelchair accessible. ADA Requirements: The facility shall be in full compliance with the American with Disabilities Act (ADA) of 1990, covering public accommodations. This requirement extends to the entire facility, including accessibility to the facility and all onsite facilities, including sleeping rooms configured to meet the ADA, and accessibility to all public facilities within the hotel including public restrooms and eateries. The facility shall be equipped with appropriate walkways, ramps, parking, and elevators above the first floor, throughout the hotel and parking garage. All meeting rooms must be wheelchair accessible. Room Rate: The hotel room rate must be at or below the government per diem rate. The facility will not require advance payment from conference participants covering the first night of lodging. Guest rooms shall be located within the same building as the meeting rooms. Guest Rooms. Individual travelers will schedule and pay for their guest room nights. The schedule and range of guest rooms required for this conference are as follows: Saturday, May 30, 10 sleeping rooms, Sunday, May 31, 20 sleeping rooms, Monday, June 1, 30 sleeping rooms, Tuesday June 2, 250 sleeping rooms, Wednesday, June 3, 250 sleeping rooms, Thursday, June 4, 200 sleeping rooms, Friday, June 5, 10 sleeping rooms. Meeting Facilities: All meeting rooms must be wheelchair accessible. The meeting facility must be available for four (4) consecutive nights and four (4) consecutive days as specified below: Monday, June 1 through Friday, June 5, 2009. The following meeting rooms must be available throughout the conference: Registration Area: Registration area must be near main conference room(s) and will include six (6) skirted tables, configured as follows: three (3) tables head to head against the wall to accommodate training materials, and three (3) adjacent tables with six (6) moveable chairs. The facility shall provide signage identifying the conference location within the hotel: Secured Office: A secure office is needed where conference materials can be assembled, sorted and stored. This will also be used as a work area for staff. The room must include three (3) six foot (6 ft.) tables with skirting, and trash receptacle. Telecommunications Requirements - electrical outlets and house phone. Conference Headquarters/ Hospitality Room: The room or suite needs to accommodate up to 50 people with a conference table and comfortable seating. Telecommunications Requirements - A house phone. Four (4) Meeting Rooms: Four (4) meeting rooms to accommodate 50 people each, set in classroom style with no more than two (2) people per six-foot (6 ft.) table or four (4) people per eight-foot (8 ft.) table which are covered and skirted. Each table shall contain writing paper, pens, ice water with glasses, and candy or mints for participants. Tables shall be refreshed for the afternoon sessions. All chairs must be in working order, free from soil and able to move easily. There should be enough space between tables to maneuver a wheelchair. Plenary Meeting Room: Plenary meeting room shall accommodate up to 250 people set in classroom style with no more than two (2) people per six foot (6 ft.) tables or four (4) people per 8-foot (8 ft.) tables which are covered and skirted. Spacing between rows of seating should be sufficient for easy wheelchair access. Two (2) six-foot (6 ft.), covered and skirted head tables on a 24” riser with four (4) moveable chairs and podium w/ microphone. The riser shall be wheelchair accessible. The tables shall include writing paper, pens, ice water with glasses, and candy or mints for the participants at the start of the morning and refreshed for the afternoon sessions. 7:30 a.m. - 6:00 p.m. Food and Beverage Service. The facility shall provide the following services for up to 250 participants. The facility shall provide the following services for up to 250 participants: Monday, June 1, none; Tuesday, June 2, none; Wednesday, June 3, a. Early Morning Break - menu includes coffee, tea, water, fruit juices, pastries, fresh fruit, b. Mid-Morning Break - menu includes coffee and tea, c. Mid-Afternoon Break - menu includes coffee, tea (hot or cold), soft drinks, cookies, Reception menu - light hors d’ oeuvres; Thursday, June 4, a. Early Morning Break - menu includes coffee, tea, water, fruit juices, pastries, fresh fruit, b. Mid-Morning Break - menu includes coffee and tea, c. Mid-Afternoon Break - menu includes coffee, tea (hot or cold), soft drinks, cookies; Friday, June 5,, a. Early Morning Break - menu includes coffee, tea, water, fruit juices, pastries, fresh fruit, b. Mid-Morning Break - menu includes coffee and tea. Throughout the Conference, participants are on their own for lunch and dinner breaks. However, there should be a sufficient number of eateries at varying price ranges within a 5 to 10 minute walk from the Conference site. Audiovisual Requirements: The following services and audiovisual equipment will be required: Monday, June 1, none; Tuesday, June 2, none; Wednesday, June 3 - Technician required to setup and strike equipment. Technician will also be available throughout day to assist as needed. The following equipment is required: (1) Mixer, (1) podium microphone and 12 table top microphones and stands, four (4) stackable floor microphones, patch into house sound system, LCD projector and screen, and four (4) flip charts with markers and/or availability of dry eraser boards, and one (1) internet hookup; Thursday, June 4 and Friday, June 5 - Technician required to setup and strike equipment. Technician will also be available throughout day to assist as needed. The following equipment is required: (1) Mixer, (1) podium microphone and 12 table top microphones and stands, four (4) stackable floor microphones, patch into house sound system, LCD projector and screen, and four (4) flip charts with markers and one (1) internet hookup. MISCELLANEOUS REQUIRMENTS: Business Center. Business office support (copying, faxing, shipping/receiving etc.) Hotel must provide a price list for copying, faxing and shipping and receiving charges for the hotel to include any surcharges and taxes. Receipt and Storing of Materials: The hotel shall have procedures and facilities in place to receive and store all conference materials shipped in overnight mail. The hotel shall receive and store all conference materials shipped in support of the conference. Hotel shall identify if there is a charge for storage. If so, the hotel shall include this in business center charges. Pre-Conference Meeting and Conditions: A Pre-Conference meeting will be conducted either by telephone or in person with the Contractor and key EEOC staff prior to the conference, to be held at the contractor's facility to discuss the objectives of the conference, meet staff responsible for implementing the contract and address any questions regarding elements of the statement of work, within four (4) business days prior to the start of the Conference. Signage. Signs and floor plans directing participants to the meeting rooms shall be provided by the facility. This shall include a daily electronic announcement board, announcing the 2009 EEOC/FEPA Training Conference. The electronic board shall easily be visible to participants and identify meeting room locations. Parking. The facility shall have adequate parking at the facility to accommodate the participants. Facility shall identify the cost of parking which will be paid by the individual attendees. Confirmation Policy. The EEOC anticipates the need for up to 250 sleeping rooms on Day 1 through Day 4. EEOC will call the hotel contact person to obtain a listing of registered participants prior to the lodging date to verify the rooming list as it develops, and will confirm the rooming list 72 hours prior to the lodging date. Amendments/substitutions may be necessary. Payment Lodging. Participants will call individually to obtain room scheduling and shall be responsible for payment of individual guest rooms and all incidental charges upon checkout. Payment amount for lodging cannot exceed, on a daily basis, the maximum per diem rate in effect in accordance with the Federal Travel Regulations including taxes, gratuities, and other costs. Charges for incidental expenses such as telephone charges and room service will be the responsibility of individual guests. Other. It is anticipated that some additional and/or miscellaneous expenses might be incurred during the conference such as service and setup charges, electrical hook-up fees, and other necessary but unpredictable expenses which may arise during the conference. The facility shall agree to allow the EEOC to bring in their agency audio-visual and other equipment and connect these to the facility's audio visual/public address system, as necessary. REPORTING REQUIREMENTS. Pre-Award Reporting: The CONTRACTOR must submit a detailed breakdown of all costs to include meeting space, AV equipment, labor costs, and any other miscellaneous charges which are necessary for the success of the Conference. Prior to Conference Reporting: The contractor shall provide the EEOC Contracting Officers Technical Representative (COTR) with an electronic list of all hotel confirmation numbers for all participants, staff and presenters on a weekly basis starting two (2) weeks prior to the Conference. During Conference Reporting: a. Daily Reconciliation. In addition to pre conference meeting, the Contractor shall provide a daily reconciliation list of all charges incurred to the EEOC COTR or designated representative. These charges shall include food and beverage, AV equipment and labor, and telecommunication and business center charges. Signature Authority. All on-site charges within the scope of the contract must be approved and signed only by the EEOC COTR or representative. Post Conference: The Contractor shall submit a final invoice of all charges within five (5) business days after the completion of the Conference. The Contractor shall submit a detailed report with the invoice that consists of the following: room usage by date and attendee, detailed AV charges by meeting room and a detailed breakdown by day for all food and beverage charges and a grand total by category for reconciliations of the event. CANCELLATION. Should EEOC elect to cancel the contract, EEOC shall provide written notice of the cancellation to the contractor no later than five (5) business days prior to the scheduled lodging date. By receipt of this cancellation notice, the contractor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation within five (5) business days of the scheduled conference date, the clause 52.249-4 TERMINATION FOR CONVENIENCE OF THE GOVERNMENT (SERVICES) (SHORT FORM) will govern. Submission of Quotation: Your quotation in response to RFQ0089-09 is due on May 14, 2009, at 2:00 p.m. EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisition Services Division, 131 M Street, NE, Room 4SW14C, Washington, D.C. 20507 Attn: Doreen Starkes; Contracting Officer. A quotation submitted via e-mail to DOREEN.STARKES@EEOC.GOV will be accepted. Questions regarding this request for quotation should be submitted to DOREEN.STARKES@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0089-09 is May 13, 2009, at 3:00 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 May 21, 2009. Quotations shall be submitted in three (3) separate volumes as follows: Volume 1 – Technical Capability; Volume 2 – Past Performance; and, Volume 3 – Price. 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: Quotations will be evaluated on the vendor's ability to: 1. Meet the minimum requirements regarding lodging, meeting space, food and beverage service, AV equipment, reporting requirements, and the vendor's ability to meet ADA requirements; 2. 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 surrounding area; 3. Provide the required services on the dates requested; and 4. Provide the required lodging at or below the federal government's per diem rate for lodging. 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, telephone number, and e-mail address of Contracting Officer, or other point of contact; 3. Name, title, telephone number, and e-mail address 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. Past performance will be evaluated based on timeliness, customer service, and corrective actions taken (if necessary). Factor 3 – Price: The Government will evaluate price in comparison to the Independent Government 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 52.222-21, 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 52.225-13 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. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (12-MAY-2009); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link To Document
(https://www.fbo.gov/spg/EEOC/OCFOAS/PMD/RFQ0089-09/listing.html)
 

Place of Performance

Address: Baltimore, Maryland Area 21201 or 21202

Country: US
 

Record

SN01814939-F 20090514/090512233035 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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