SOLICITATION NOTICE
99 -- Hotel and Conference facilities
- Notice Date
- 5/17/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Environmental Protection Agency, Office of Acquisition Management, Region III, Contracts Branch (3PM10), 1650 Arch Street, Philadelphia, Pennsylvania, 19103-2029
- ZIP Code
- 19103-2029
- Solicitation Number
- RFQ-PA-11-00101JR
- Point of Contact
- John Robb, Phone: 215-814-5468
- E-Mail Address
-
robb.john@epa.gov
(robb.john@epa.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in the notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space and Hotel Services. The meeting location shall be located in Sussex County, Delaware. Request for Quote RFQ-PA-11-00101JR is in accordance with FAR Subpart 12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. The EPA will not consider a quote submitted by an offeror that is not a hotel. This is NOT a solicitation for Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-51. NAICS Code 721110 and the small business size standard is $7.0 million. This solicitation is unrestricted and constitutes the only bid document that will be issued. LINE ITEMS: 0001: Hotel Lodging: 300 single occupancy, non-smoking, government rate rooms shall be provided as follows: 150 rooms on the first day of meeting, and 150 rooms on the second day of meeting, and 0002: Meeting Space: Meeting space as follows: Day 1 - Conference Room Information: Registration will begin at 11:00am to 1:00pm. Conference shall begin at 1:00pm and end at 5:00pm on the first day. The conference room shall accommodate 150 people. The conference room shall be available by 9:00am to begin set up for the 1st day. Day 2 - Conference Room Information: Conference room shall be available from 8:00am to 5:00pm to accommodate 150 attendees in a joint session, in addition to a break-out room that can hold 75 attendees for a split sessions. Day 3 - Conference Room Shall be available for 150 attendees from 8:00am to 12:00 noon. (All meeting room rentals, conference fees, wireless internet, usage fee, resort fees, tax, tip shall be included). 0003: Meals/Breaks w/light refreshments: Day 1 - Meals to be included: 3:00pm Break for Light refreshments 6:00pm Dinner All meals for this 3 day conference shall be served on site as we will be having lunchtime speakers. Contractor is required to provide meals in a room separate from the conference room. Day 2 - Meals to be included: 7:00am Breakfast 10:00 Break for light refreshments 12:00 Lunch 3:00 Break for light refreshments 6:00 Dinner Day 3 - Meals to be included: 7:00am Breakfast 10:00 Break for light refreshments 12:00 Lunch - Box Lunches 0004: Audio-visual Support: Projector screen, projector, podium with microphone, and mobile microphone. Main conference room and break-out room also need to have internet access Scope of Work The Office of State Programs Branch, Land and Chemicals Division of EPA Region III will hold its annual Leaking Underground Storage Tank (LUST) Technical Conference for the Region III States (Delaware, Maryland, Virginia, West Virginia, and Pennsylvania). Delaware will host the 2011 LUST Technical Workshop. At a minimum, the following shall be required: - Facility shall be located in Sussex County DE.  Conference facility shall accommodate at least 150 attendees  Hotel accommodations shall be available for attendees onsite so that transportation does not have to be arranged between hotel and conference location. Hotel accommodation shall be included in the cost and may not exceed federal per diem rate for lodging and meals.  Facility shall accommodate all 150 attendees in a joint session in addition to a break-out room that shall be able to accommodate 75 attendees when agenda has split sessions/duel tracks.  Meals shall be served onsite (breakfast, lunch, dinner, breaks).  Meals shall be served in a room separate from the technical conference.  Conference facility shall have a location is capable of accommodating an out-door equipment demo set-up  Facility shall provide a place in the conference facility for registration, vendors and/or technical posters. The vendor/poster area shall be the area where breaks occur in order to get personnel traffic in there. Other Requirements The EPA requires access to a parking area that may be used for equipment demos that can accommodate up to 4 large trucks, vans, or equipment trailers. In both the break-out room and main conference room contractor shall provide a projector screen, projector, podium with microphone, and mobile microphone. Vendor area shall have electric and internet access. Main conference room and break-out room shall also have internet access. Contractor shall provide water for attendees in both the main conference room and break-out room throughout the day. Conference facility shall have onsite AV support for any equipment provided for use by the facility throughout the conference. Lunch area shall be able to accommodate lunchtime speaker with projector screen, projector, and microphone. Period of Performance September 28 - 30, 2011 Lodging rates shall be within the Government Per Diem rate or lower for the selected area. A response to the requirements listed below shall be submitted on hotel letterhead and shall address all requirements listed in a separate technical proposal. A hotel contract shall be submitted with your quote (NOTE: be advised that the Government's terms and conditions, per the referenced clauses, shall take precedence over the vendor's terms and conditions) 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, AV equipment, and menus. To be eligible for award under this RFQ, the offeror shall propose a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et.seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm and the Central Contractor Registration website (www.ccr.gov). Offers proposing facilities that are not listed shall be rejected as non-responsive. In addition, the offerors facility shall be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). Award shall be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors. An award may be made without discussions with the offeror(s). The EPA reserves the right to conduct an on-site inspection of the offeror's proposed facilities. All responsible sources IAW FAR Part 9.1, that meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals, hotel contract and descriptive literature. Offers shall be valid for at least sixty (60) days from the date due. Any offer that does not meet the RFQ requirements shall be rejected. The following provisions and clauses shall apply to this RFQ: FAR 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference with the same force and effect as if they were given in full text. Upon request, the Contracting Officer shall make their full text available. The full text of a clause may be accessed electronically at this web address: http://www.arnet.gov/far (FAR); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2 Evaluation Commercial Items (Item 1 and 2 are of importance): Item 1. Technical Capability of the services offered to meet the Government's requirement. Item 2. Past Performance: Contractor shall provide a list of three (3) sources/references for completed work in the last three (3) years which are similar in scope, magnitude, relevance and complexity to this requirement. Vendor shall provide a POC, telephone number, Order Number, brief scope of work, total dollar value, and period of performance. The EPA may also contact other sources not listed, as well as contact internal EPA sources that may have contracted with the vendor in the past Item 3. Price Basis for Award: Award shall be made to the responsible offeror with the lowest priced technically acceptable quote. The past performance and technical capability are of equal importance. Both factors combined are equal to price in awarding a Purchase Order resulting from this RFQ. In the absence of providing a completed copy of FAR 52.212-3 "Offeror Representations and Certification-Commercial Items" in the quote, vendors shall complete and reference the following commercial clauses at the ORCA web site: https://orca.bpn.gov/ FAR 52.212-3 Offeror Representations and Certification-Commercial Items. (FAR 52.212-4 Contract Terms and Conditions Commercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c)(2)(xii) the following provisions under the clause apply (b)(15) thru (22). 52.233-2 Service of Protest (Sep 2006); 52.232-18 Availability of Funds (APR 1984). Quotes shall include all information required in FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. Complete and attach the following with your quote: 1552.223-71 EPA Green Meetings and Conferences (MAY 2007) (a) The mission of the EPA is to protect human health and the environment. We expect that all Agency meetings and conferences will be staged using as many environmentally preferable measures as possible. Environmentally preferable means products or services that have a lesser or reduced effect on the environment when compared with competing products or services that serve the same purpose. (b) As a potential meeting or conference provider for EPA, we require information about environmentally preferable features and practices your facility will have in place for the EPA event described in the solicitation. (c) The following list is provided to assist you in identifying environmentally preferable measures and practices used by your facility. More information about EPA's Green Meetings initiative may be found on the Internet at http://www.epa.gov/oppt/greenmeetings/. Information about EPA voluntary partnerships may be found at http://www.epa.gov/partners/index.htm. (1) Do you have a recycling program? If so, please describe. (2) Do you have a linen/towel reuse option that is communicated to guests? (3) Do guests have easy access to public transportation or shuttle services at your facility? (4) Are lights and air conditioning turned off when rooms are not in use? If so, how do you ensure this? (5) Do you provide bulk dispensers or reusable containers for beverages, food and condiments? (6) Do you provide reusable serving utensils, napkins and tablecloths when food and beverages are served? (7) Do you have an energy efficiency program? Please describe. (8) Do you have a water conservation program? Please describe. (9) Does your facility provide guests with paperless check-in & check-out? (10) Does your facility use recycled or recyclable products? Please describe. (11) Do you source food from local growers or take into account the growing practices of farmers that provide the food? Please describe. (12) Do you use biobased or biodegradable products, including biobased cafeteriaware? Please describe. (13) Do you provide training to your employees on these green initiatives? Please describe. (14) What other environmental initiatives have you undertaken, including any environment-related certifications you possess, EPA voluntary partnerships in which you participate, support of a green suppliers network, or other initiatives? Include Green Meeting information in your quotation so that we may consider environmental preferability in selection of our meeting venue. End of Clause Interested sources shall submit all price, descriptive literature, technical proposals, and hotel contract to John M. Robb, Contracting Officer, US EPA, Region III, 3PM10, Philadelphia, PA 19103. Phone 215-814-5468. Quotes must be sent via US Mail, Fed Ex, UPS, etc. Faxed and electronic copies of your quote WILL NOT be accepted. Questions regarding this RFQ may be emailed to robb.john@epa.gov. Closing date for receipt of quotes is June 17, 2011 at 4:00PM EST.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/EPA/OAM/3PM10/RFQ-PA-11-00101JR /listing.html)
- Place of Performance
- Address: Sussex County, Delaware, Delaware, United States
- Record
- SN02449980-W 20110519/110517234705-386fbe1de76da79d4617b9851d5c5a41 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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