SOLICITATION NOTICE
X -- FACILITY TO HOST THE FY 2010 NEW YORK TECHNICAL ASSISTANCE PROGRAM SEMINAR
- Notice Date
- 5/14/2009
- 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
- RFQ0031-09
- Archive Date
- 6/5/2009
- Point of Contact
- Gregory Browne,, Phone: (202) 663-4292, Anthony R 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 Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-31 effective on April 20, 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), Office of Field Programs has a requirement for a contractor to provide a full service training facility to include meeting space, food and beverage service, and audio-visual equipment/support services for a two (2) day Technical Assistance Program Seminar (TAPS). EEOC anticipates a minimum of 100 attendees with a maximum of 200 attendees per day for the seminar. To be eligible for consideration, the contractor’s proposed facility for the FY2010 seminar must be located in Groton County, CT within postal zip codes 06338, 06340, 06349 or 06382. As a result of the limited number of hotels located within the above mentioned postal zip codes, quotations from hotels with casinos will be considered for award. 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. Rental of Conference Meeting Space - Quantity 2 days each (See List of Meeting Space Requirements below), Unit Price $ _____, Total for CLIN 0001 $ _____; CLIN 0002. Food and Beverage Services - Quantity 200 participants with a guarantee of 150 participants per day (See List of Food & Beverage Requirements below), Unit Price $ _____, Total for CLIN 0002 $ _____; CLIN 0003. Rental of Audio-Visual Equipment & Support Services- Quantity 2 days each (See List of Audio-Visual Requirements below), Unit Price $_____, Total for CLIN 0003 $_____. Total Price for CLINs 0001 through 0003 $_____. The primary two-day combination dates for consideration is November 9-10, 2009. The secondary two-day combination dates for consideration in order of preference are March 22-23, 2010, March 29-30, 2010, and March 30-31, 2010. No other weeks will be considered. 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, 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. The contractor’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: Lodging is not considered a requirement under this contract. Lodging expenses will be a separate charge that will be paid directly by participants and presenters; however, if such accommodations are provided, then the following requirements apply. The contractor shall provide information regarding the sleeping room rates with its quotation for participants who wish to reserve sleeping rooms. The contractor shall provide sleeping rooms at or below the federal government rate. It is estimated that 10% of the number of participants will require lodging facilities and the contractor is required to provide accommodations with a 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 each day is 150 with room capacity to accommodate as many as 200. The contractor will provide food and beverages for a minimum of 100 participants each day. The contractor shall provide a separate price for each participant if the guaranteed minimum of 100 is exceeded. The Contracting Officer’s 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 in excess of 50, the contractor shall invoice the EEOC per person for food & beverage, and invoice the agreed upon rates for meeting room rental, and audio visual equipment/support services, if applicable. The seminar will begin at 8:00 AM and end at 5:00 PM daily. Secured Storage Requirement: The contractor shall provide for the receipt and accommodation of government seminar materials prior to the scheduled seminar. Approximately twenty (20) boxes of material will be shipped to the contractor three (3) business days prior to the event. Each box will weigh 50 pounds or less. The contractor shall store the Government Furnished Material (GFM) and equipment in a secure place accessed only by the designated Contracting Officer’s Technical Representative (COTR), and an authorized contractor official. Availability of Government Rate for Lodging Requirement: The contractor must provide lodging at or below the government rate for all federal employees and presenters on official government travel orders. 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 the 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 the 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 (1) 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 Meeting Space – Specific requirements each day are: one large room with classroom style seating for up to 200 participants between 8:30 AM and 12:00 PM. This room shall include a dais with six (6) 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 five chairs and two tables shall be positioned outside the large room for seminar registration purposes which will occur between 7:30 and 9:00AM. The stage or riser must be wheelchair-accessible. An additional large room for a luncheon for up to 200 participants with table rounds of 8 to 10 per table between 12:00 noon to 1:00 pm. Three smaller breakout rooms with classroom style seating will be provided for up to 100 participants. The three smaller rooms shall be available between 1:00 PM and 5:00PM and shall include one (1) table with two (2) chairs situated at the front of the room, equipped with podium and one hand-held cordless microphone. There shall be a table at the back of the room for handout materials. (If applicable, one of the three meeting rooms may continue to be the large meeting room.) 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 desks, need 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. CLIN 0002 – Food and Beverage Services - Specific requirements each day are: Continental Breakfast to be served between 7:30 AM and 9:00 AM and to include a selection of croissants, Danish pastries, bagels as well as freshly brewed coffee, decaffeinated coffee, tea, bottled water, and assorted fruit juices. Morning Break is to be served between 10:00 AM and 10:15 AM and shall include, at a minimum, a refresher of coffee and ice water service. Provide a recommended list of beverages and their related prices. A sit-down business luncheon is to be served between 12:00 noon and 1:00 PM in a room that can accommodate up to 200 participants and presenters at round tables (Not the same room used for the general session). Luncheon should include appropriate condiments and served with coffee, decaffeinated coffee and tea (iced or hot), salad or soup, a plated main course dish of either chicken, beef, pasta or vegetarian, and dessert. Please provide various recommended lunch menus, with prices per person. The luncheon should be arranged so that all individuals can be seated and served sufficiently. Afternoon Break to be served between 2:30 PM and 3:00 PM to include assorted soft drinks and bottled water, coffee and assorted cookies. Provide recommended list of beverages and snacks and their related prices. All food and beverage services need to be located in areas accessible to individuals with disabilities. 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 0003 – Rental of Audio-Visual (AV) Equipment & Support Services – Specific AV requirements for the large room each day are as follows: 10’ Projection Screen (1 each), movable cart with electrical connections and cords to accommodate EEOC’s LCD projector and laptop computer (1 each), and technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentations. A podium with microphone (1 each), and hand-held cordless microphones (2 each). Specific AV requirements for the three smaller meeting rooms each day are as follows: 10’ Projection Screen (1 each), movable cart with electrical connections and cords to accommodate EEOC’s LCD projector and laptop computer (1 each), and technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentations. A podium with microphone (1 each), and hand-held cordless microphone (1 each). Pricing for rental of audio-visual equipment and support 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. All interested parties shall submit with their quotation a detailed breakdown of all costs to include meeting space, food and beverage service, audiovisual equipment and support, and any other miscellaneous charges. Submission of Quotation: Your quotation in response to RFQ0031-09 is due May 21, 2009, 2:00 p.m. EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisitions Services Division, 131 M Street, N.E., Room 4SW18A, Washington, D.C. 20507 Attn: Gregory Browne; Contracting Officer. A quotation submitted via e-mail addressed to gregory.browne@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 RFQ0031-09 is May 15, 2009 at 1:00 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 19, 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’ technical and past performance quotations are evaluated as close or similar in merit, the evaluated price is more likely to be a determining factor. Factor I - Technical Capability a. Contract Requirements Quotations will be evaluated on the quoter’s ability to provide all of the contract requirements relating to lodging, meeting space, audio visual equipment and technical support, food and beverage service, 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 quoter 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. The Government will not consider alternate dates. Factor II - Past Performance The quoter must provide references for at least three (3) federal government contracts for similar work performed within the past three (3) years. The quoter will be evaluated based on customer satisfaction and timeliness. The contact information for each reference shall include the following: Contract type Contract number Contract/Task value Agency/Company Name Agency/Company point of contact telephone number Duration of task/contract Type of services provided (brief description) 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 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 III – Price The price quotation will be evaluated against the independent Government Cost Estimate. Notice: The Government reserves the right to make contract award without discussion 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 – Commercial Items applies to this acquisition. The contractor shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications – Commercial Item with your quote. Clause 52.212-4, Contract Terms and Conditions-Commercial Item 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, Clause 52.222-50 Combating Trafficking in Persons, 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 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/spg/EEOC/OCFOAS/PMD/RFQ0031-09/listing.html)
- Place of Performance
- Address: Must be located in Groton County, CT within Postal Zip Codes 06338, 06340, 06349 or 06382., Groton County, Connecticut, United States
- Record
- SN01817323-W 20090516/090514220342-33f4dfde3d4c85a0e924c864f864c61c (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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