SOLICITATION NOTICE
X -- Facility to Host the Two Day EEO 2011 TAPS
- Notice Date
- 2/10/2011
- 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
- RFQ0019-11
- Archive Date
- 3/4/2011
- Point of Contact
- Joseph S. Pishioneri, Phone: 202-663-4109, Gregory A Browne, Phone: (202) 663-4292
- E-Mail Address
-
joseph.pishioneri@eeoc.gov, gregory.browne@eeoc.gov
(joseph.pishioneri@eeoc.gov, gregory.browne@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 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. Solicitation Number RFQ0019-11 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-49 effective January 24, 2011. Convention centers, hotels and other full service facilities that can satisfy the requirements contained in this solicitation are encouraged to submit a quotation. This solicitation is considered an unrestricted procurement. The U.S. Equal Employment Opportunity Commission (EEOC), Revolving Fund Division EEOC Training Institute has a requirement for a contractor to provide a full service training facility to include: training rooms, audiovisual equipment and technical support, food and beverage, lodging and any other miscellaneous services and equipment which are necessary, to conduct a two-day EEO Technical Assistance Program Seminar (TAPS). This seminar provides training to employers, unions and attorneys on the laws enforced by the EEOC. Convention Centers, hotels and other full service facilities that can satisfy the requirements contained in this solicitation are encouraged to submit a quotation. The Government anticipates a minimum of 120 attendees with an anticipated maximum of 300 attendees for the conference. To be eligible for consideration, the contractor's proposed facility for the seminar must be located in one of the following locations: San Diego, CA; Coronado, CA; La Jolla, CA; Mission Bay, CA; Del Mar, CA;Torrey Pines, CA; Carlsbad, CA. The Government contemplates the award of a firm-fixed price (FFP) contract. SCHEDULE OF SUPPLIES AND SERVICES. The quotation package shall include the following line items in a written quotation: Contract Line Item Number (CLIN) 0001. Rental of Conference Space - Quantity 2 days each (See List of Conference Space requirements below), Unit Price $ _____, Total for CLIN 0001 $ _____; CLIN 0002. Rental of Audiovisual Equipment and Technical Support - Quantity 2 days each (See Audiovisual requirements provided below), Unit Price $____, Total for CLIN 0002 $ _____; CLIN 0003. Food and Beverage Services - Quantity minimum 240 attendees over two days (See list of Food and Beverage requirements below), Unit Price $ _____ per person rate per day, Total for CLIN 0003 $ _____; Total Price for CLINs 0001 through 0003 $____. The primary dates for consideration in order of preference are July 14-15, 2011 1st choice, July 21-22, 2011 2nd choice, and July 11-12, 2011 3rd choice. Please state availability for each date in the technical portion of the quotation. No other dates or combination of dates will be considered by the Government. The seminar provides for meeting space for training sessions and food and beverage service for breakfast, lunch, morning and afternoon breaks. Registration and continental breakfast start each day at 7:00 a.m. PT. The seminar starts at 8:00 a.m. PT and ends at 4:30 p.m. PT on the first and second day. A contract will be awarded to the responsible quoter 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 quoter 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. Accessibility: All facilities, including training rooms, restrooms, and audiovisual equipment must be fully accessible to individuals with disabilities, in compliance with the Americans with Disabilities Act (ADA) and the ADA Amendments Act. Accommodations for disabled individuals may include, but are not limited to accessible parking spaces, elevators, and adequate sound systems, wide aisles and wheelchair ramps. EEOC reserves the right to perform site visits prior to award of this contract. A site visit may be conducted by the Disability Business and Technical Assistance Centers (DBTAC) prior to the award of the contract. Transportation: The quoter shall provide a price list of all local transportation options to and from the airport and rail station, if applicable. The quoter shall indicate in its quotation whether it provides free or low cost shuttle services. The contractor's training facility must have adequate free or low cost parking for all participants. The quotation shall list all facility parking cost options. CLIN 0001 - Conference Space - Specific requirements each day are: One large room for at least 300 participants with classroom style seating, available from 7:00 a.m. to 4:30 p.m. PT. This room shall include a raised platform no more than 24" high which is wheelchair accessible on at least one side by a ramp with a run to rise ratio no greater than 8.3%; two (2) tables with six (6) chairs, situated at the front of the room equipped with podium and microphone on a riser, two (2)12'x16' projection screens, as well as two (2) hand-held and five (5) lavaliere cordless microphones and a microphone stand for the large room, as well as One (1) AV package which includes a movable cart, power cord and power strip to accommodate EEOC's LCD projector and laptop computer. There shall be sufficient space at the back of the room to place additional chairs, if needed. Two (2) registration table(s) with six (6) chairs shall be positioned outside the large room for seminar registration purposes which will occur between 6:00 a.m. and 4:30 p.m PT. An additional large room for a luncheon for at least 300 participants with table rounds (banquet style) of 8 to 10 per table available between 11:45 a.m. and 1:15 p.m PT. One podium shall be located at the front of the room with one (1) wired microphone, one (1) 12'x16' projection screen, two (2) hand-held cordless microphones, and a microphone stand. Three (3) smaller breakout rooms will be provided with classroom style seating for a minimum of 100 participants each. These smaller rooms shall be available between 8:30 a.m. and 4:30 p.m. PT and shall include one podium with hand-held wired microphone that can attach to the podium, and one table with three chairs situated at the front of the room. Each breakout room shall also have one hand-held cordless microphone, 2 cordless lavaliere microphones, one 9'x12' projection screen and one movable cart with electrical connections and power cords, and a microphone stand. All meeting rooms must have a suitable sound system so all participants may hear and ask questions of the speakers. All meeting rooms should be arranged classroom style with chairs and tables for writing and handouts. All chairs and tables shall be 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 desk, 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 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. Access to training rooms is to be provided from 8:00 PM PT the evening before the event so materials may be set up and audiovisual equipment can be arranged. CLIN 0002 - Rental of Audiovisual Equipment and Technical Support - Specific requirements each day are: Large Plenary room. Quantities are for each day of the two day event: (a) Podium with wired microphones (1 each day); (b) Hand-held cordless microphones (2 each); (c) Lavaliere microphones (5 each); (d) Mixer with sufficient tracks to amplify, simultaneously, up to 2 speakers and the audio track of a DVD or sound recording (1 each); (e) 12' x16' Projection Screen (2 each); (f) AV package (1 each)(movable cart, power cord, and power strip to accommodate EEOC's LCD projector and laptop computer); (g) Technical assistance in setting up all equipment on-site the evening before the event, while also having someone with AV expertise available from 8:00 a.m to 4:30 p.m. PT both days, which includes splitters in order to assure that all registrants can hear and see all presentations; (h) A microphone stand (1 each). Three (3) smaller breakout room(s) each day. Requirements for each room: (a) Podium with wired mikes (1 each); (b) 9'x 12' projection screen (1 each); (c) AV package (1 each) (movable cart, power strip, and cord); (d) Lavaliere cordless microphones (2 each); (e) Hand-held microphones (1 each); (f) microphone stand (1 each). For the Luncheon room each day: (a) Podium with wired microphone (1 each); (b) Hand-held cordless microphones (2 each); (c) Microphone stand (1 each); (d) 12 ‘x 16' projection screen (1 each). The quoter must submit a detailed price list for the AV equipment and technical support inclusive of an hourly rate and the number of hours with breaks included in a day rate for audiovisual support services (if needed), plus the gratuity (service charge). CLIN 0003 - Food and Beverage - Specific requirements each day are: Continental Breakfast to be served each day between 7:00 a.m. and 8:30 a.m. PT and to include assorted breakfast breads, bagels and cream cheese, sliced fresh fruit and yogurt, freshly brewed coffee, decaffeinated coffee, tea, hot water and assorted fruit juices. Morning Break is to be served each day between 10:00 a.m. and 10:30a.m. PT and shall include, at a minimum, a refresher of coffee service and water. Provide a recommended list of beverages and their prices. A sit-down business plated luncheon is to be served each day between 11:45 a.m. and 1:15 p.m. PT in a room accommodating at least 300 participants and presenters at round tables (not the room used for General Session). A plated luncheon to be served each day with a chicken or comparable entrée, seasonal vegetables, a starch, dinner rolls and butter, dessert, regular and decaffeinated coffee, and iced tea. Afternoon Break is to be served each day between 2:30 p.m. and 3:00 p.m. PT to include assorted soft drinks, bottled water, herbal teas, milk, and cookies and/or brownies and whole fruit. All interested parties shall provide a list of recommended breakfast and lunch menus, beverages and snacks and their related prices when responding to this RFQ. Quoter should also submit an all-day food and drink package with a per person rate per day. All food and beverage (F&B) services need to be located in areas accessible to individuals with disabilities. The luncheon should be arranged so that all individuals can be seated and served sufficiently. Anticipated number of participants is 200 each day. The expected maximum number of participants each day is 300. The Contracting Officer's Technical Representative (COTR) will contact the contractor within 72 hours of the event to confirm the number of participants. The contractor shall provide food and beverage for a minimum of 120 participants each day. The contractor shall provide a separate price for each participant if the guaranteed minimum of 120 is exceeded. The staff meals may be provided either in the main luncheon room or in a room close to the luncheon room. The contractor shall invoice the EEOC at the agreed upon rates for meeting room rental, audiovisual equipment, and food and beverage service. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. 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 and under what conditions the U. S. Government is exempt from state tax, if applicable. Lodging Requirement. Costs associated with lodging will not be paid under this contract. Participants and presenters shall be directly responsible for payment of individual sleeping rooms and all incidental charges upon check-out. Federal tax will not be charged to guests who present tax exempt forms at check-in/check-out. EEOC requires that the contractor shall provide lodging accommodations to include a block of twelve (12) rooms per night for participants and internal staff. EEOC also requires that the contractor shall provide lodging accommodations to include a block of 75 rooms per night for program participants. The contractor shall provide the sleeping rooms for EEOC staff and presenters at or below the federal government's current domestic per diem rate which is available on-line at http://www.gsa.gov. The contractor shall provide information regarding the sleeping room rates with their quotation for those participants who wish to reserve sleeping rooms. The contractor must provide accommodations with single and double beds for sleeping one, two or three nights. Rooms will be needed the night before the event starts and the nights of the first and second days of the event. Sleeping rooms shall be accessible and 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. State and local tax will not be charged attendees with government identification consistent with local and state laws. CONTRACT ADMINISTRATION. The COTR under the resulting contract shall be designated at the time of the contract award. Invoicing: The contractor shall invoice the EEOC at the agreed upon rates for conference space, rental of audiovisual equipment and technical support, food and beverage service. The contractor shall submit a final invoice of all charges within five (5) business days after completion of the seminar to the COTR and he/she shall be provided at least five (5) business days to review the invoice charges and services provided for acceptance. Method of Payment: The preferred payment method is payment by government-wide commercial purchase card. Contractor to apply charges to the government purchase card only after the final invoice has been accepted and reconciled by the COTR. Cancellation: Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than 60 calendar days prior to the scheduled event. By receipt of this cancellation notice, the contractor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation within 60 calendar days of the scheduled event date, Paragraph (l) 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. SUBMISSION OF QUOTATION: All interested parties shall submit with their quotation a detailed breakdown of all costs to include conference space, rental of audiovisual equipment and technical support, food and beverage service, and any other miscellaneous services and equipment which are necessary for the success of the seminar. Quotations shall be submitted in three (3) separate volumes as follows: Volume 1 - Technical Capability; Volume 2 - Past Performance; and, Volume 3 - Price. Pricing must be submitted using the line item structure in the above Schedule of Supplies and Services of this RFQ. Quoter shall submit proposed pricing utilizing Attachment 1, the quotation Response Form. A separate attachment may be included in Volume 3 for pricing information on menu items, transportation, parking, applicable tax rates, and sleeping room rates. Your quotation in response to RFQ0019-11 is due February 17, 2011, 1:00 p.m. ET Quotations will be accepted in hard copy by U.S. Mail and electronic copy via e-mail. If submitting the quotation by mail, send two (2) hard copies to the following mailing address: U.S. Equal Employment Opportunity Commission, Acquisition Services Division, 131 M Street, N.E., Room 4SW20C, Washington, D.C. 20507 Attn:Joseph S. Pishioneri, Contract Specialist. One (1) electronic copy of the quotation may be submitted via e-mail, addressed to joseph.pishioneri@eeoc.gov with a (cc:) copy to Gregory.browne@eeoc.gov will be accepted. QUESTIONS: Questions regarding this request for quotation should be submitted to Joseph S. Pishioneri, via e-mail at joseph.pishioneri@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0019-11 is February 14, 2011, 1:00 p.m. ET. Any questions received after the specified date and time above will not be responded to. 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 March 4, 2011. BASIS FOR AWARD: The Government intends to award a firm fixed-price contract to the responsible quoter whose quotation is responsive to this solicitation and is determined to be the best value to the Government, using the tradeoff approach. 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 quoter's technical and past performance quotations are evaluated as close or similar in merit, the evaluated price is more likely to be a determining factor. 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. EVALUATION FACTORS FOR AWARD: The following factors shall be used to evaluate quotations (these factors are listed in their relative order of importance): Technical Capability, Past Performance, and Price. 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. Factor 1 - Technical Capability: (a) Contract Requirements. Quotations will be evaluated on the quoter's ability to provide all of the contract requirements regarding meeting space, food and beverage, audiovisual equipment, and lodging. Quotations will be evaluated on the quality of the customer services provided, the layout design and quality of the facilities, as reflected by the physical layout and atmosphere of meeting space, the maintenance and upkeep of the facilities and décor, layout, atmosphere (size, windows, light, sound, obstructions, disruptive construction) design of available meeting space, and amenities. Quotations must address the quoter's ability to comply with the Americans with Disabilities Act (ADA) as it relates to meeting space, lodging, and parking. (b) Availability of Dates. Quoters will be evaluated on the ability of the quoter to provide the required services on the dates requested. Additional consideration will be given to quoters who can provide the required services on the preferred dates in order of preference, i.e., 1st choice dates, 2nd choice dates, and 3rd choice dates. (c) Location. Quotations will be evaluated on the ability of the quoter to provide a facility within the following geographical area with adequate low cost or free parking for participants and presenters: San Diego, CA;Coronado, CA; La Jolla, CA; Mission Bay, CA; Del Mar, CA; Torrey Pines, CA; or Carlsbad, CA. 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 2 - Past Performance: The quoter must provide a minimum of three (3) references for past performance of similar work performed 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, title, email and telephone number of Contracting Officer, or other point of contact; 3. Name, title, email and telephone number of client's program manager, if applicable; 4. Contract number, period of performance, and total dollar value of contract; and 5. Description of services provided. EEOC will evaluate past performance in terms of customer service on similar requirements, feedback from references on meeting design/layout, quality/upkeep of the facilities and décor, and the availability of amenities and staff to support the conference. In the event that a quoter has no Past Performance history, this rating factor will be considered neutral and will neither increase nor decrease the overall rating. Factor 3 - Price: The price quotation will be evaluated against the Independent Government Estimate. Each quoter shall complete the Response Form, Attachment A, which includes the quoter's pricing quotation. Evaluations of quotations will consider the following pricing information: pricing provided for all three line items listed in this RFQ in the units and format provided; pricing of recommended menu options for breakfast, lunch, snacks and beverages; rates for audio visual; sleeping room rates; all cost options for transportation; and facility parking rates. The EEOC is a tax exempt Federal agency, please do not include any sales tax in quotations for which the Federal Government is exempt. Notice: The Government reserves the right to make a contract award without discussion with quoters (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. PROVISIONS AND CLAUSES. The Federal Acquisition Regulation (FAR) provisions at 52.212-1, Instructions to Offerors - Commercial Items and 52.212-2, Evaluation-Commercial Items, and 52.222-52 Exemption from Application of the Service Contract Act to Contracts for Certain Services-Certification, apply to this acquisition. The quoter shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items with your quote. The website for providing this information and from which a copy can be printed is https://orca.bpn.gov/. FAR Clause 52.212-4, Contract Terms and Conditions - Commercial Items is incorporated by reference. FAR Clauses 52.222-3 Convict Labor, 52.222-19 Child Labor-Cooperation with Authorities and Remedies, 52.222-21, Prohibition of Segregated Facilities, 52.222-26 Equal Opportunity, 52.222-36 Affirmative Action for Workers with Disabilities, 52.225-1 Buy American Act, 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration, 52.222-53 Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements, 52.232-36 Payment by Third Party, and 52.225-13 Restrictions on Certain Foreign Purchases are incorporated by reference in accordance with FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Order - Commercial Items. To obtain the above provision/clauses in full text, please visit https://www.acquisition.gov/far/index.html. Method of payment: Electronic Funds Transfer (EFT).
- Web Link
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FBO.gov Permalink
(https://www.fbo.gov/spg/EEOC/OCFOAS/PMD/RFQ0019-11/listing.html)
- Place of Performance
- Address: San Diego, CA; Coronado, CA; La Jolla, CA; Mission Bay, CA; Del Mar, CA; Torrey Pines, CA; Carlsbad, CA., United States
- Record
- SN02377554-W 20110212/110210234606-ce6b4eb67db000f8caf74889af3aeac0 (fbodaily.com)
- Source
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