SOLICITATION NOTICE
X -- 2011 Information Technology Leadership Conference - Vendor Quote Sheet
- Notice Date
- 11/3/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Treasury, Internal Revenue Service (IRS), National Office Procurement (OS:A:P), 6009 Oxon Hill Road, Suite 500, Oxon Hill, Maryland, 20745
- ZIP Code
- 20745
- Solicitation Number
- TIRNO-11-Q-RDC04
- Archive Date
- 11/26/2010
- Point of Contact
- Sharlene A Hagans, Phone: 202-283-1471
- E-Mail Address
-
sharlene.a.hagans@irs.gov
(sharlene.a.hagans@irs.gov)
- Small Business Set-Aside
- N/A
- Description
- Vendor Quote Sheet This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR 13.5, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation package will not be issued. Solicitation number TIRNO-11-Q-RDC04 is issued as a Request for Quotation (RFQ) with the evaluation and award prescribed in FAR Subpart 13.5, Test Program for Certain Commercial Items. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-46. This procurement is unrestricted. The associated North American Industry Classification System (NAICS) code is 721110 and the small business size standard is $6 million. This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. The Internal Revenue Service (IRS) will not consider proposal submitted by an offeror that is not a hotel. Proposals shall be submitted on letterhead and must address all requirements listed, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of hotel i.e., parking, shuttle services, transportation to/from airport, and menus. The award will be made to one offeror who fully meets the requirements for providing up to 1,268 sleeping rooms from 5/22/2011through 5/26/2011 (reserved and guaranteed at prevailing government rate; individually paid by IRS employees/guests) and conference facilities to include general meeting room, breakout rooms, audiovisual equipment, and food and beverage services as specified below for the Internal Revenue Service (IRS), 2011 Information Technology Leadership Conference. The conference will be held May 24, 2011 through May 26, 2011 in Chicago, IL. The award will be made on an all or none basis. Contractor shall provide a quotation for the following contract line item number (CLIN): CLIN 001: Lodging to include: 5/22/2011 - 13 Sleeping Rooms 5/23/2011 - 320 Sleeping Rooms 5/24/2011 - 330 Sleeping Rooms 5/25/2011 - 330 Sleeping Rooms 5/26/2011 - 275 Sleeping Rooms CLIN 002: Office Space (minimum 350 square feet) to accommodate up to 12 people for five days (May 22-26, 2011); CLIN 003: General meeting room (minimum 10,500 square feet) with standard tables and chairs to accommodate up to 330 people (seating in half rounds) for five days (May 22-26, 2011) Load in and AV set up/testing will begin on the afternoon of Sunday, May 22 and continue through to the start of the conference on May 24; Registration area outside the general meeting room must be set up and available May 23, 2011. Set-up: (4) 6 ft. tables in U-shape. CLIN 004: (10) breakout rooms (minimum 700 square feet) with standard tables and chairs to accommodate up to 60 people each (set-up style to be determined) for four days (May 23-26, 2011); CLIN 005: Meeting room (Internet Café/Lounge) with internet service; board-table with internet stations around for four days (May 23-26, 2011); CLIN 006: Full Buffet Breakfast for up to 330 people for three days (May 24 – 26, 2011). Please provide menus and prices; CLIN 007: Two (2) refreshment breaks (mid-morning and mid-afternoon) per day for up to 330 people for three days (May 24-26, 2011). Mid-morning refreshment break includes but not limited to coffee, tea, juices, waters, pastries, assorted muffins, bagels and fruit. Mid-afternoon break include but not limited to coffee, tea, sodas, waters, fruit, cookies, brownies, pretzels and chips. Please provide menus and prices; CLIN 008: Audiovisual: The conference requires audiovisual equipment and support. In addition to the equipment, the IRS will need personnel to set up the site; be on-site throughout the four-days to run the equipment and trouble shoot any problems that might arise during the conference, as well as take down the equipment after the conference. Audiovisual equipment (subject to change) includes: GENERAL MEETING ROOM: (3 days rental (5/24-26) plus on day set-up (5/23) at no charge) Equipment Required: (2) LCD projectors 6000 Lumen; (2) 10 1/2' x 14' FF Screen with Dress Kit; (1) Presidential Podium; (1) Podium timer/clock; (1) Wireless Mouse; (6) Wireless Lavaliers; (4) Wireless Handhelds; (1) VOG mic with On / OFF Switch positioned in AV booth; (3) DI Boxes for Direct Audio Input (1 on stage, 2 for PowerPoint laptop's) (1) 42" confidence monitor (to show power point and countdown clock in front of stage); (1) Video Camera for I-Mag with Spider Pod; (2) DVD recorder (image mag. camera recorded to hard drive and burned off for client to edit. DVD stock for burning included); (1) Scan Converter (9 inputs. Plan to have back-up inputs available); (1) VGA DA's / Switching and Associated Distribution; (1) VGA over Cat5 Distribution Package with all Necessary Cabling; (1) Sound Package (including fold back monitors for Q and A and front fill); (1) Professional DVD player; (1) CD player; (3) Laptops (2 for PowerPoint, 1 for countdown clock); (1) 24 or 32 channel mixer (based on total input needs); (1) Stage wash and podium lighting (flown); (50) Wwireless Push-to-Talk microphones and cables (7 spares will be provided)  (1) Audience Response System - Hand held wireless voting technology for attendees to enter response immediate tabulation and display. 330 devices and all support equipment answers will be a 1-5; 30' Black Pipe and Drape Behind Stage with Blue Uplights; and (8) Ethernet Internet Connections General Session - Labor Required (1) Set-up Day on Monday, May 23, 2011 (12 hours); (3) Meeting Days May 24-36 – 6am-6pm (12 hours); Please include a fixed cost for travel and lodging. (1) Audience Response technician; (1) PowerPoint graphics/ Computer Technician (must have solid Powerpoint skills as onsite editing and graphic changes will be required); (1) Audio Technician; (1) Switcher/Video Tech; (1) Floater – run microphones, dim lights, etc; and (1) IMAG Camera Technician BREAKOUT ROOMS: (6) LCD Projector; (6) 8x8 Tripod Screen; (6) Wireless microphones; and (2) Speakerphones with wired remote microphone (spider) REGISTRATION AREA: (1) 42 inch plasma screen to project countdown clock or other announcement (Client to provide laptop & power point slides) STAFF OFFICE: (8) Ethernet Internet Connections INTERNET CAFE: (16) Ethernet Internet Connections The meeting rooms must be available for use twenty-four (24) hours per day. The conference facility and lodging must be housed in the same facility. The hotel must be located in the Chicago, IL, metropolitan area, and have a minimum three diamond rating or equivalent. Preference will be given to hotels proximate to and within easy walking distance to a downtown area, restaurants and shopping. All quotations received must include an explanation of shuttle transportation availability, and indicate additional cost, if any. Quotations must also include cost for parking if applicable. MANDATORY REQUIREMENTS: To be eligible for award, the hotel must meeting the following mandatory requirements: (1) Hotel must be compliant with Hotel/Motel Fire Safety Act of 1990, 15 U.S.C. 2201 et. Seq (Public Law 101-391) and must hold a FEMA Certification Number (See FEMA http://www.usfa.fema/gov/hotel); (2) the facility must be compliant with the American with Disability Act, 42 U.S.C. Section 12101 et.se (ADA). (3) The facility must have one of the following quality ratings: First class or higher per OAG Business Travel Planner; or Three diamonds or higher per AAA. (4) Contractor must be registered and active in Central Contractor Registration (CCR) System (www.ccr.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 – (a)Proposals will be evaluated on the offerors ability to provide all of the contract requirements relating to lodging, meeting space, and food and beverage requirements. Site Visits may be conducted to evaluate the accommodations, conference rooms, location and amenities; (b)Location - Proposals will be evaluated on the ability of the offeror to provide a facility located in downtown Chicago, IL; (c)Availability of Dates - Proposals will be evaluated on the ability of the offeror to provide the required services on the dates requested; and (d)Other Considerations; transportation to major airports, availability and cost of on-site guest parking and diversified, adequate and reasonable food services must be available on-site and within walking distance. 2) 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. The contact information for each reference shall include the following: (a)Contract type/number; (b)Contract Value; (c)Agency/Company Name; (d)Agency/Company point of contact telephone number; (e)Duration of Contract; (f)Type of services provided (brief description) List any problems encountered on each contract and the contractor’s corrective actions 3) Total Price Proposed - 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. 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. The provisions at FAR 52.212-1, Instructions to offerors - Commercial and FAR 52.212-2, Evaluation Commercial Items, apply to this acquisition. Offerors shall include a fully executed copy of FAR provisions at 52.212-3, Offeror Representations and Certifications Commercial Items, with their offer. FAR Clauses 52.212-4, Contract Terms and Conditions - Commercial Items, 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order Commercial Items applies to this acquisition. Per 12.603(b) the SF 1449 is not used. FAR clause 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52-222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans and 52.232-33, Payment of Electronic Funds Transfer - Central Contractor Registration. Offerors not in possession of the above references clauses and provisions in full text may obtain a copy via the INTERNET at http://www.arnet.gov or by contacting the Contract Specialist. All quotes must be received no later than 4:00 pm (Eastern Standard Time) on November 11, 2010 to: Internal Revenue Service (IRS), Office of Business Operations, Attn: Sharlene Hagans, 9th Floor, 6009 Oxon Hill Road, Oxon Hill, MD 20745, via fax on (202) 283-1365, or via email to Sharlene.a.hagans@irs.gov (email quotes are preferred). All communications concerning this announcement must be in writing and received by 3:00PM (Eastern Standard Time) no later than three (3) calendar days after the publication date of the notice.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/TREAS/IRS/NOPAP/TIRNO-11-Q-RDC04/listing.html)
- Place of Performance
- Address: Chicago, IL, United States
- Record
- SN02321606-W 20101105/101103233855-4ae32979b48e2aa21ee4fbc619e9dcd0 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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