SOLICITATION NOTICE
X -- IRP 16th Annual Scientific Retreat - 2011
- Notice Date
- 1/31/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Aging, IRP, BRC, 251 Bayview Blvd, Room 04C009, Baltimore, Maryland, 21224
- ZIP Code
- 21224
- Solicitation Number
- 11-003578
- Archive Date
- 3/3/2011
- Point of Contact
- Debra Huff, Phone: 4105588118
- E-Mail Address
-
huffdl@mail.nih.gov
(huffdl@mail.nih.gov)
- Small Business Set-Aside
- N/A
- Description
- This notice is a combined synopsis/solicitation to procure commercial items prepared in accordance with the format of 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 used. The procurement is being issued as a Request for Quotation. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-49. The North American Industry Classification System (NAICS) for this procurement is 721110 and the size standard is $6.5 million. This is not a small business set aside. Description: The National Institute on Aging Intramural Research Program (NIA IRP) has a requirement for conference services for the NIA IRP Scientific Retreat for staff in 2011, which will require conference facilities, audiovisual support, sleeping accommodations, parking, food services and other related services. In addition, it requires administrative, audiovisual i.e. copier, fax machine, lavaliere, podium with microphone and other business related items. These services are required for a two day scientific retreat to be held on March 24, 2011 and March 25, 2011; and one day for set up for administrative staff, preferably on the day to precede the conference, March 23, 2011. The NIA IRP anticipates a total of 350 federal professionals attending the retreat in addition to non-federal guests of the IRP Scientific Director (10 maximum) that may require overnight accommodations for 1 night. Location Site: Must be within 20 miles of Baltimore, MD, but less than 50 miles from Bethesda, MD. Conference and Hotel Facilities: Meeting space requirements include a main hall with seating for 350 to include 100% visibility of LCD projection screen, 4 breakout rooms as follows: 2 breakouts with 2500 square feet of space each, 2 additional breakout rooms that can accommodate classroom style seating for 100 people each. Facility must be able to accommodate parking for 350 cars, on site. The usage of buses/shuttles to an off-site location will not be feasible due to the nature of the meeting and the fact that attendees may arrive/depart at varying times. Menu (2 days): 8:00 a.m. - 8:30 a.m. Registration/Morning Refreshments: coffee, decaf, tea, assorted breakfast pastries, assorted dry cereal, seasonal fruit juices and bottled water. 10:30 a.m. - 10:45 a.m. Morning Break: coffee, decaf, tea, assorted breakfast pastries, assorted dry cereal, seasonal fruit juices and bottled water. 12:15 p.m. - 1:15 p.m. Lunch Break: All you-can-eat lunch buffet, seated in centralized area for all attendees. ?Please address any dietary concerns, kosher/vegetarian? 3:15 p.m. - 3:30 p.m. Afternoon Break: coffee, decaf, tea, assorted sodas, cookies, brownies, seasonal fruit, chips, pretzels and bottled water. MANDATORY REQUIREMENTS: The hotel must (1) be compliant with the Hotel and Motel Fire Safety Act of 1990, 15 U.S.C. 2201 et seq, (Public Law 101-391) and hold a FEMA certification number; and (2) be compliant with the Americans with Disabilities Act, 42 U.S.C. Section 12101 et seq. (ADA). All responsive hotels may submit a quote that will be considered by the NIH. Federal Emergency Management Agency (FEMA) Certification. Provide the hotel's FEMA certification number. The FEMA number can be verified at www.usfa.fema.gov/hotel/index.cfm. General Requirements: To be considered for award, submit a written quote to the office specified in this solicitation on or before the time specified in this solicitation. Instructions for hand-carried/courier-delivered quotes are attached. Quotes must be prepared in accordance with the instructions in this Part. PLEASE PROVIDE A "BOTTOM LINE COMPOSITE RATE" to include all required hotel gratuities, in addition to a cost break down. Failure to substantially comply with these instructions, in either format or content, may lead to the rejection of a quote. Contents of Quote and Completion Instructions You must include the following documents in your quote: a. SF 1449 Cover page- Page 1 (submit one copy). Please complete in accordance with the following instructions: - Complete blocks 12 (if applicable), 17 and 30. Do not complete blocks 23 and 24. - Acknowledge solicitation amendments, if any. - List and attach any exceptions taken to the terms and conditions of the solicitation. (Note: if you take any exceptions, you may be disqualified). - Sign and date the SF 1449 (Note: an authorized official of the hotel must sign). - Submit evidence of your authority to sign on behalf of the hotel or conference center. b. Part I - Supplies or Services and Prices/Costs, Pages 1-4. For each CLIN enter the fixed inclusive unit price for the corresponding item in the "Unit Price" column. Enter the total price in the "Total Amount" column. Calculate the total amount by multiplying the "Estimated Maximum" quantity by the "Unit Price." c.1st Option Space Block, Guest Rooms and Schedule of Events. Your quote must include the following: Guest Rooms - Provide the following information: The hotel's check-in and check-out times; The date that corresponds with the day of the week; 3. Schedule of Events - Provide the following information on the Schedule of Events page: The name of each room reserved for NIA's use; The dates that corresponds with the day of the week. d. Part II - Mandatory Requirements. Federal Emergency Management Agency (FEMA) Certification. Provide the hotel's FEMA certification number. The FEMA number can be verified at www.usfa.fema.gov/hotel/index.cfm. Americans with Disabilities Act (ADA). Provide a statement certifying that you are compliant with the requirements of the ADA. The following statement will suffice: The (name) Hotel hereby certifies that it is fully compliant with the Americans with Disabilities Act, 42 U.S.C. Section 12101 et seq. (ADA). e. Suitability - Provide meeting room floor plans and specifications and informational literature on the hotel and its facility and services. f. Published Prices Provide the hotel's published banquet menus and prices which shall include, but not be limited to, breakfasts, lunches, dinners, morning and afternoon breaks, and receptions. Provide the published costs associated with use of audiovisual equipment list and prices and provide the published business center services list and prices. Provide the labor rate for delivery, setup, test, and dismantle of equipment. g. Contract Administrator and Alternate - Provide the name and title of the hotel representatives who are designated to be the contract administrator and alternate contract administrator. h. List of References - Provide three (3) references that have utilized your services during the past two years. It is important that the references had requirements similar to NIH's requirement (e.g. used multiple meeting rooms on multiple days, blocked and used guest rooms, utilized other hotel services). For each reference provide a point of contact, telephone number and brief description of their requirement. Offeror Representations and Certifications - Commercial Item. Provide a completed copy of the representations and certifications found in provision Far 52.212-3, Offeror Representations and Certifications - Commercial Item, or state that such representations and certifications are available on www.bpn.gov. Mandatory Dates for 2011 - March 24 - March 25, 2011 The quotations will be evaluated by the following specific criteria: 1. Adequacy of Facility 50 points: conference facilities and parking requirements in response to the solicitation 2. Past Performance 15 points three similar functions within the last 3 years 3. Date and time 35 points: Ability to offer the complete requirements for the desired dates Price will be evaluated on best value. The following information is required to conduct a proper evaluation: Hotel/Conference Center: Address: FIRST OPTION SPACE BLOCK(S) The conference will be held over two (2) business days: March 24, 2011 - March 25, 2011 GUESTROOMS (10) on March 23, 2011 Check In Time____________ Check Out Time ___________ FEMA #:___________________________________________ ADA Certification: The Hotel hereby certifies that it is fully compliant with the Americans with Disabilities Act, 42 U.S.C. Section 12101 et seq. (ADA). Yes ____________ No ____________ Contract Administrator and Alternate: Contractor Administrator: Alternate Contractor Administrator: List of References: Date in Hotel Company Contact Person and Telephone # 1) Relevant Experience and Past Performance a) The Offeror shall provide at least three (3) references, preferably from Government agencies, where conferences have been held. Offeror shall provide a contact name, telephone number, address and description of the services provided. b) Offerors with no previous experience shall so state. Such offerors will not be penalized for lack of experience. 2) Technical Capability to Meet the Governments Requirement and Suitability of Hotel Offerings a.)Provide a description of the hotel and conference facility (this should include the amenities offered.) b.) Provide a description of the proposed menu for the lunches, and AM and PM breaks for each day. The proposed menus must fall within the government per diem rate. Day 1 Registration/Morning Refreshments: Morning Break: Lunch Break: Afternoon Break: Day 2 Registration/Morning Refreshments: Morning Break: Lunch Break: Afternoon Break: The below information is requested but may be provided on the hotels format: Dates March 24 and March 25 2011 Rooms Available Corresponding Days of the Week Schedule of Events (Name of Breakout Room Schedule of Events (Dates Corresponding with the rooms) Proposed Menu Day 1 Proposed Menu Day 2 Proposed Cost Room Single Occupancy x 10 (day 0) Break 1 x 350 (day 1) Lunch x 350 (day 1) Break 2 x 350(day 1) Break 1 x 350 (day 2) Lunch x 350 (day 2) Break 2 x 350(day 2) Site Visit of Offeror's Facility The Government reserves the right to request a site visit to the proposed facility available. The purpose of the site visit is to support the information the offeror submits in its proposal. The site visit will not be separately evaluated. FAR provisions and clauses apply to this acquisition: FAR 52.212-1, Instructions to Offerors- Commercial Items and FAR 52.212-2, Evaluation of Commercial Items. Offerors must include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with its offer. Clause at 52.212-4, Contract Terms and Condition Commercial Items, applies to this acquisition. Clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, applies to this acquisition. The quotations are due February 16, 2011 and may be submitted hard copy or electronically (huffdl@mail.nih.gov) to Debra Huff, NIA IRP, 251 Bayview Blvd., Baltimore, MD 21224.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/GRC/11-003578/listing.html)
- Place of Performance
- Address: Maryland, United States
- Record
- SN02369797-W 20110202/110131234206-c1be25cc5a5a12a27f491f86076b024e (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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