SOLICITATION NOTICE
X -- Hotel Conference Service
- Notice Date
- 12/4/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- National Labor Relations Board, Division of Administration, Acquisitions Management Branch, 1099 14th Street, N.W., Washington, District of Columbia, 20570, United States
- ZIP Code
- 20570
- Solicitation Number
- RFQ-NLR-AMB-10-001A
- Archive Date
- 1/2/2010
- Point of Contact
- DOUGLAS WOLF, Phone: 202-273-4218, DELFINA ST. CLAIR, Phone: 202-273-4212
- E-Mail Address
-
doug.wolf@nlrb.gov, delfina.st.clair@nlrb.gov
(doug.wolf@nlrb.gov, delfina.st.clair@nlrb.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the formant in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ) # NLR-AMB-10-001A. This RFP will result in the award of a Firm Fixed Price contract for hotel lodging, catering and conference rooms for the National Labor Relations Board's Leadership Conference. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-37, effective November 13, 2009. I. BACKGROUND The National Labor Relations Board is an independent federal agency created by Congress in 1935 to administer the National Labor Relations Act, the primary law governing relations between unions and employers in the private sector. The statute guarantees the right of employees to organize and to bargain collectively with their employers, and to engage in other protected concerted activity with or without a union, or to refrain from all such activity. II. SCOPE This Statement of Work (SOW)prescribes the conference requirements to include the conference logistics management, sleeping accommodations, meeting rooms, all food and beverage services, all audiovisual equipment and technical support, and conference signing and communications for the Divisions of Advice and Enforcement Litigation/Board-side Managers Leadership Training Conference. All responsible sources may submit a quotation which shall be considered by the Agency. III. DESCRIPTION OF THE REQUIREMENT The NLRB is sponsoring a Leadership Training Conference for approximately 80 managers and supervisors at a hotel conference center located in Virginia, West Virginia or Maryland outside of a 25 miles radius from the NLRB Headquarters located at 1099 14th St, Washington, DC but within a 250 mile radius from Headquarters. This conference facility shall provide approximately 80 sleeping rooms, including sufficient handicapped and wheelchair accessible single sleeping rooms, as required. The prescribed date and time for check-in is Monday, March 15, 2010 at 12PM with the conference continuing through Thursday, March 18, 2010 at 12PM. An alternative date for consideration is March 16-19, 2010, but the prescribed date is preferred. THE HOTEL CONFERENCE CENTER SHALL PROVIDE THE FOLLOWING REQUIREMENTS: 1. Sleeping Accommodations: i. Approximately 80 spacious single sleeping rooms, including sufficient handicapped and wheelchair accessible sleeping rooms, are required. (It is anticipated that only a very small number of handicapped accessible sleeping rooms will be required.) All of these rooms shall be furnished with well-appointed, comfortable home furnishings. The sleeping accommodation pricing will, at a minimum, equal the Federal government per diem rate for the geographic location. Offerors must include in their response whether or not their facility has any available smoking rooms, which may or may not be needed for the conference. 2. Conference Meeting Room Requirements: i. One (1) General Session Room to be set up and available on Days One through Four from 7:00 a.m. to 5:00 p.m. The General Session Room should be spacious enough to comfortably accommodate approximately 80 people and be set up in crescent-round style with seating for six (6) people per round table. A rectangular table, reserved for faculty, shall be located in the front of the room to seat three people. Another rectangular table, reserved for NLRB staff, shall be located in the back of room and to seat four people. This room shall include a LCD Projector package to include, but not limited to a LCD projector, screen, AV cart, multi-plug extension cord, at least one (1) "lavalier" microphone, two (2) wireless microphones, one (1) stand alone podium with microphone stand, room audio sound system, one (1) flipchart package (easel, markers and post-it type flip chart paper), WIFI with free internet access. NLRB reserves the right to bring their own audiovisual equipment and supplies. An audiovisual technician shall be assigned to assist NLRB for set up, support and troubleshooting during the conference. There shall be a designated hotel staff coordinator for this conference who will communicate with the NLRB staff daily and will be available as needed during the conference for questions or concerns. The General Session Room shall also be used for an Awards Ceremony on the evening of Day One. In addition to the General Session requirements, two (2) rectangular skirted tables should be set-up at one end of room. Hors d'oeurves will be provided during the awards ceremony with a competitively priced cash bar (from 5:30 - 7:00PM). The hotel conference facility will provide full menus to each conference participant. Please Note: The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. ii. Three (3) spacious Breakout Rooms are required on Days Two and Day Three. These rooms will be set up in advance and available from 7:30 AM to 5:00 PM. each day. The breakout rooms will be spacious enough to comfortably accommodate 15 - 20 people with tables and chairs set in hollow rectangular shaped style. Each room must be large enough to accommodate a LCD Projector package (to include LCD projector, screen, AV cart, multi-plug extension cord and audio sound system) and one (1) flipchart package (easel, markers and post-it type flip chart paper) and WIFI with free internet access. iii. A Hospitality Room will be furnished that is large enough to accommodate 10 - 15 people and available for brainstorming and networking sessions by conference participants during the meetings and in the evenings of Days 1, 2, and 3. This room should have informal living room seating. In addition, it is preferable to have access to a kitchen facility (including a refrigerator and sink), and a dining table with at least six (6) dining chairs in the same room or immediately adjacent to the hospitality room. iv. One (1) lockable office area which can be used to hold small meetings for the conference planning staff of eight (8) individuals and also be used to store conference materials such as AV equipment, easels etc. This space must be available beginning at 12pm on Day One, and on 24-hour hold through conclusion of the conference at 12pm on Day Four. The room must be able to accommodate two (2) tables with four (4) chairs at each and have two (2) telephone lines for direct in-coming and out-going calls, and free WIFI internet. The Hospitality Room could also serve as the NLRB office area. 3. Food and Beverage Services: i. Continental breakfast on Days Two through Four consisting of coffee, tea, decaf and assorted soft drinks, assorted juices, assorted baked goods, bagels, protein food items, and fresh fruit to select from. ii. Mid-morning break on Days Two through Four to include a beverage refresh with assorted soft drinks and coffee. iii. Mid-afternoon break on Days Two and Three to include a beverage refresh with assorted soft drinks and coffee and several choices of fruit and a sweet snack. iv. A buffet lunch, on Days Two and Three to include 2-3 entrees, including vegan/vegetarian choices, that shall be served by hotel staff. On Day Four, a box lunch shall be provided. v. A buffet dinner on Days One and Two to include 2-3 entrees, including vegan/vegetarian choices, shall be provided by the hotel. A group dinner may or may not be required on Day Three; however, a menu with competitive pricing shall be required for Day 3. Dinner shall not be required on Day Four. vi. Daily refills of ice water will be provided in each meeting room approximately every two hours all day long. 4. Miscellaneous Requirements: i. The hotel will provide additional services that may arise from requests for copying and audiovisual supplies. ii. The hotel will provide marquees identifying the location of all meeting rooms and a copy of the hotel floor plan shall be provided to each participant at check-in. iii. Parking - Daily/overnight non-valet parking is required to be available on Days One through Day Four for up to approximately 60 cars. iv. Hotel amenities that support the conference experience, above the requirements, will be considered in the evaluation of the overall technical capabilities v. The hotel management shall participate in a post award conference planning session with the NLRB planning committee prior to the conference and in preparation for the Leadership Training Conference. IV. BASIS FOR AWARD The objective of the NLRB is to select the offer that represents the best value to the Government while meeting or exceeding the requirements. All evaluation factors and their relative importance are set forth in this solicitation. A pre-award walk through of the facility may be conducted prior to award. The evaluation factors are listed in order of importance. An integrated assessment of quotes using all evaluation factors found in the solicitation will be the basis for award. The award may be made based on the initial submission, without discussion, so contractors should submit proposals that clearly meet or exceed the requirements of the SOW and should indicate hotel amenities that support the conference learning experience. All proposals must confirm in their offer that the facility is compliant with the Hotel and Motel Fire and Safety Act of 1990 (Public Law 101-391)(15 U.S.C. 2201 et.seq.) and the American with Disabilities Act (ADA)(Public Law 101-336)(42 U.S.C. 12101 et.seq.). In order to be considered for an award, an offeror must have completed the Online Electronic Representations and Certification Application (ORCA) at https://orca.bpn.gov/ in accordance with FAR 4.1201(a). Offerors shall submit all information with the offer as required in FAR provision 52.212-1. The NLRB is a tax exempt entity; please do not include taxes in quotes. To be eligible for an award, the contractor must be registered in the Central Contractor Registration (CCR) database. A contractor can contact the CCR by calling 1-888-227-2423 or email at http://www.ccr.gov. A DUNS (Dun and Bradstreet) number is required in order to register. V. EVALUATION CRITERIA The award will be made to the responsible proposal whose offer is evaluated as the best value to the Government based on the factors set forth below. Proposals that exceed the NLRB requirements and provide amenities that support the leadership conference will receive additional consideration under the Technical Capabilities. The evaluation factors are stated in the order of importance. Technical factors are more important than price, but as offers become more equal, price becomes more important, and could be the deciding factor for award. These factors are listed in order of importance: 1. Technical Capability The contractor's proposal must provide sufficient information to demonstrate the ability to meet or exceed all the Government's requirements with seamless food and beverage support for the conference and provide a competitive food and beverage menu at conference functions. In addition, the contractor shall provide support services and amenities that facilitate a relaxed learning environment for participants. 2. Past Performance The contractor shall provide a list of three recent contracts, with contact phone numbers, that exemplify accomplished activities related to or similar to the activities identified in the SOW. 3. Price The amount, realism, balance, and consistency of the evaluated price are considered. The pricing proposal should provide a Total Quote with a breakdown of price by Sleeping Accommodations, Meeting Rooms, and Food and Beverage service. All other conference costs will be included in the Total Quote and will not need to be broken out by price. QUOTE SUBMISSION Quotes are to provide the requested information in a brief and succinct manner making every effort to present information clearly and concisely. Quotes should address the requirements of the project consistent with the evaluation criteria described in this Solicitation (See 52.212-2, Evaluation - Commercial Items). Lengthy narratives containing extraneous information are discouraged. All information shall be submitted in English. Quotes that do not follow this format, or otherwise include documentation that is difficult to read, may be rejected or may result in a lower evaluation rating. A hotel contract shall be submitted with your technical and price quote, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage and menus. Quotes must indicate whether the hotel agrees to the right of the NLRB to use its own audiovisual equipment if necessary and if there is a cost incurred for connection to hotel sound system or other charges connected to the use of own equipment. The Quoter shall submit a separate technical and cost quote that addresses the Statement of Work. Quotes are due by 4:00pm EST on December 18, 2009; via email to Douglas Wolf at Doug.Wolf@nlrb.gov or mail. Quotes should be submitted in either Adobe Acrobat or Microsoft Word 2003. Quotes may be shipped or mailed to the following address: National Labor Relations Board Acquisitions Management Branch 1099 14th Street, NW, Room 6100 Washington, DC 20570 Attn: Douglas Wolf. The BOP Contracting Officer will serve as point of contact for inquiries and clarifications. To the extent prospective Quoters have questions or comments regarding this Solicitation, they are to be submitted in writing via email to the Contracting Officer at Doug.Wolf@nlrb.gov by 12:00noon EST on December 10, 2009. At the NLRB's discretion, the NLRB may provide written responses to the questions or comments as appropriate. Any such responses will be posted as an Amendment to the Solicitation. SOLICITATION PROVISIONS/CLAUSES INCORPORATED BY REFERENCE This contract incorporates one or more provisions/clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a provision or clause may be accessed electronically at this address: www.arnet.gov. Contractors are encouraged to review the applicable provisions and clauses. 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 (JUL 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 (MAR 2009) 52.202-1 Definitions (JUL 2004) 52.203-3 Gratuities (NOV 2006) 52.203-12 Limitation On Payments To Influence Certain Federal Transactions (SEP 2007) 52.204-7 Central Contractor Registration (JAN 2007) 52.204-4 Printed or Copied Double-Sided on Recycled Paper (NOV 2006) 52.219-1 Small Business Program Representations (MAY 2004) 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 52.212-5 are applicable: 52.203-13 Contractor Code of Business Ethics and Conduct (DEC 2008) 52.222-50 Combating Trafficking in Persons (FEB 2009) 52.222-3 Convict Labor (JUN 2003) 52.222-19 Child Labor-Cooperation with Authorities and Remedies (FEB 2009) 52.222-21 Prohibition of Segregated Facilities (FEB 1999) 52.222-26 Equal Opportunity (MAR 2007) 52.223-15 Energy Efficiency in Energy-Consuming Products (DEC 2007) 52.222-36 Affirmative Action for Workers with Disabilities (JUN 1998) 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration (OCT 2002)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/NLRB/DA/OPFB/RFQ-NLR-AMB-10-001A/listing.html)
- Place of Performance
- Address: 1099 14th Street, NW, Room 6100, Washington, District of Columbia, 20570, United States
- Zip Code: 20570
- Zip Code: 20570
- Record
- SN02017519-W 20091206/091205000403-eb4b8d328082762d6eeaed23453e4e98 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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