Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MARCH 06, 2013 FBO #4120
SOLICITATION NOTICE

X -- FY 2013 Las Vegas Two Day Technical Assistance Program Seminar - Package #1

Notice Date

3/4/2013
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

721120 — Casino Hotels
 

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

RFQ0022-13
 

Archive Date

3/28/2013
 

Point of Contact

Gregory A Browne, Phone: (202) 663-4292
 

E-Mail Address

gregory.browne@eeoc.gov
(gregory.browne@eeoc.gov)
 

Small Business Set-Aside

N/A
 

Description

RFQ0022-13 Quotation Response Format This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation Part 12, 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. The Contracting Officer is utilizing policies and procedures prescribed in Part 12, Acquisition of Commercial Items. This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-66 effective on February 28, 2013. 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), through its EEOC Training Institute has a requirement for a contractor to provide meeting facilities, rental of audio visual equipment/support services, food and beverages, and business services for a two-day Technical Assistance EEO Seminar. The EEOC has developed a program of EEO Seminars which will provide training to employers, unions and attorneys on the laws enforced by the EEOC. The EEOC contemplates the award of a Firm-Fixed Price Contract. The quotation package shall include the following line items in a written quotation: 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 Audio-Visual Equipment & Training Aid Support - Quantity 2 days each (See List of Audio-Visual Requirements below), Unit Price $_____, Total for CLIN 0002 $_____; CLIN 0003. Food and Beverage Services - Quantity 2 days each (See List of Food & Beverage Requirements below), Unit Price $ _____, Total for CLIN 0003 $ _____; CLIN 0004. Business Services - Quantity 2 days each (See Business Services Requirements below), Unit Price $____, Total for CLIN 0004 $____. Total Price for CLINs 0001 through 0004 $____. A contract will be awarded to a responsible vendor 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 System for Award Management (SAM) database prior to award of the resulting contract. Registration is free and can be completed on-line at https://www.sam.gov/. Each quotation must clearly indicate the capability of the vendor to meet the requirements specified in this combined synopsis/solicitation. Factors to be considered in the evaluation of all quotations are technical capability, past performance, and price. The contractor shall provide a full-service training facility to include: training rooms, meals, audio-visual support, and business services. Interested parties must submit in their quotations a detailed breakdown of all costs to include meeting space, audio-visual equipment and technical support, food and beverage, business services, and any other miscellaneous services and equipment which are necessary for the success of the seminar. A format which may be used for submission of this information is attached to this solicitation. General Requirements: The following requirements for the meeting facilities are specified in terms of minimum requirements. Delivery/Performance: Location, Event Dates and Times Period of Performance 1st Choice: (List Dates) July 17-18, 2013 2nd Choice: (List Dates) July 10-11, 2013 3rd Choice: (List Dates) July 16-17, 2013 No other dates or combination of dates will be considered by the government. Registration and continental breakfast start each day at 7:00 AM. The seminar starts at 8:00 AM and ends at 4:30 PM each day. Location Requirement: To be eligible for consideration, the contractor's proposed facility for the TAPS must be located in the following location: Las Vegas, Nevada only. Other Requirements: Parking: There must be adequate parking spaces for all participants at the facility. Accessibility: All facilities, including training rooms and rest rooms 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. Contracting Line Item Number (CLIN) 0001 - Conference Space Specific requirements for each day are: 1. One large room for at least 300 participants, available from 7:00 AM to 4:30 PM. 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 riser no more 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) 10' x 10' projection screens as well as two (2) hand-held cordless microphones and two (2) wired microphones, and a microphone stand for the large room. There shall be sufficient space at the back of the room to place additional chairs, if needed. 2. Two registration tables with six chairs shall be positioned outside the large room for seminar registration purposes which will need to be available from 6:00 AM to 4:30 PM. 3. An additional large room for a luncheon for at least 300 participants with table rounds of 8 to 10 per table available between 11:45 a.m. and 1:15 p.m. 4. Two 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 AM and 4:30 PM and shall include one podium with hand-held wired mike that can attach to the podium, one table with three chairs situated at the front of the room. Each room shall also have one hand-held cordless microphone, a microphone stand, one 8' projection screen and one movable cart with electrical connections and power cords. 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 of the day before the event to bring materials and to arrange audiovisual equipment. CLIN 0002 - Rental of Audio Visual Equipment - Specific requirements each day are: 1. 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. Mixer with sufficient tracks to amplify, simultaneously, up to 2 speakers and the audio track of a DVD or sound recording [1 each] d. 10' x 10' Projection Screen [2 each] e. AV package (movable cart, power cord and power strip to accommodate EEOC's LCD projector and laptop computer) f. Technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentations. g. A microphone stand [1 each] h. Wired microphones [2 each] 2. Two smaller breakout room(s) each day. Requirements for each room: a. Podium with wired microphone [1 each day] b. 8' x 8' Projection Screen, c. AV package (movable cart, power strip and cord). d. Hand-held cordless microphones [1 each] e. A microphone stand [1 each] f. Wired microphones [1 each] For audio-visual equipment and support, include the price for the item(s), hourly cost of audio-visual support, (if needed), plus the gratuity (service charge). CLIN 0003 - Food & Beverage - Specific requirements are: 1. Continental Breakfast to be served each day between 7:00 a.m. and 8:30 a.m. 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. 2. Morning Break is to be served each day between 10:00 a.m. and 10:30 a.m. and shall include a refresher of coffee service, and water. 3. A sit down business luncheon is to be served between 11:45 a.m. and 1:15 p.m. in a room accommodating at least 300 participants and presenters at round tables. A plated luncheon to be served each day with a chicken or comparable entree, seasonal vegetables, a starch, dinner rolls/butter, dessert, coffee, decaffeinated coffee and iced tea. Please provide recommended lunch menus, with prices per person. 4. Afternoon Break is to be served each day between 2:30 p.m. and 3:00 p.m. to include assorted soft drinks, bottled water, herbal teas, assorted soft drinks and milk, and plus whole fruit on Day 1 and a cookie on Day 2. Provide recommended list of beverages and snacks and their related prices. Quoter should also submit an all-day food and drink package with a per person rate per day. All food and beverage 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. 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 the U. S. Government is exempt from state tax, if applicable. Anticipated number of participants is 180 each day or 360 for both days. Expected maximum number of participants each day is 300. The Contracting Officer Representative (COR) shall 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 100 participants each day. The contractor shall invoice the EEOC at the agreed upon rates for meeting room rental, audio visual equipment, and food and beverage service. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. CLIN 004 - Business Services - Specific requirements are: The contractor shall provide for the receipt and accommodations of government seminar materials prior to the scheduled event. The contractor shall store the materials received in a secure space accessed only by the designated government officer or an authorized contractor official. Space shall be sufficient to store at least 10 boxes of handout materials, weighing approximately 30 pounds per box, for up to 2 days before the event. If needed, copying and fax services are to be provided, which are anticipated to be no more than 100 pages copying or 20 pages to fax. 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 12 rooms per night for presenters and/or EEOC 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 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 to attendees with government identification consistent with local and state laws. Contract Administration - Inspection and Acceptance The Contracting Officer's Representative (COR) under the resulting contract shall be designated at the time of the contract award. The EEOC Training Institute is part of the Equal Employment Opportunity Commission and as a federal agency, is not subject to state and local taxes. The US government is self-insured. EEOC does not purchase general liability insurance but, under the Federal Tort Claims Act, the U.S. is liable for damages to persons or property caused by the negligent actions of its employees acting within the scope of their duties. In addition, federal employees who are acting in the scope of their duties are covered by the Federal Workers Compensation Program. Method of Payment: The preferred method of payment for services rendered is payment by government-wide commercial purchase card. Invoice Instructions: The contractor shall submit a final invoice of all charges within five (5) business days after completion of the seminar to the COR and he/she shall be provided at least five (5) business days to review the invoice charges and services provided for acceptance. Any invoice submitted must reference the contract number identified in Block 2 on page 1 of EEOC's contract. The contractor agrees not to apply any charges to the government purchase card until the final invoice has been reconciled by the Contracting Officer's Representative, and the COR authorizes the charge. Cancellation Policy: Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than sixty (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 sixty (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. SOLICITATION INSTRUCTIONS/SUBMISSION OF QUOTATION All interested parties shall submit with their quotation a detailed breakdown of all costs to include meeting space, food and beverage service, audiovisual equipment and training aid support, business services, and any other miscellaneous charges. Submission of Quotation: Your quotation in response to RFQ0022-13 is due March 13, 2013, 2:00 p.m. EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisitions Services Division, 131 M Street, N.E., Room 4SW26D, Washington, D.C. 20507 Attn: Gregory Browne; Contracting Officer. A quotation submitted via e-mail addressed to gregory.browne@eeoc.gov with a cc: copy to joseph.pishioneri@eeoc.gov will be accepted. Questions regarding this request for quotation should be submitted to Gregory Browne, via e-mail at gregory.browne@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0022-13 is MAR 6, 2013 at 2:00 p.m. EST. 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 April 19, 2013. BASIS FOR AWARD The government intends to award a fixed-price contract to the responsible quoter whose quotation is responsive to the solicitation and is determined to be the best value to the Government using the tradeoff approach. 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. 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 about 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 and management 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. Factor I - Technical Capability: a. Contract Requirements: Quotations will be evaluated on the quoter's ability to provide all the contract requirements relating to meeting space, audio-visual equipment and technical support, food and beverage service, lodging, and business services. Quotations must address the quoter's ability to meet ADA requirements for accessibility as it relates to meeting space, lodging, and parking. 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 and the maintenance and upkeep of the facilities. b. Availability of Dates: Quotations 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 date, 2nd choice date, and 3rd choice date). c. Location: Quotations will be evaluated on the ability of the quoter to provide a facility within Las Vegas, Nevada, with adequate low cost or free parking for participants and presenters. Factor II - 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. 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. Site Visits: The Government reserves the right to conduct a site visit prior to award 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 III - Price: The price quotation will be evaluated against the independent government cost estimate. Notice: The Government intends to evaluate quotations, and reserves the right to make a contract award without discussions with quoters (except clarifications as described in FAR 15.306(a)). Therefore, the quoter'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. The Government also reserves the right to conduct a site visit prior to award. The Government reserves the right of choice of venue should litigation/arbitration of this contract be necessary. The provisions at 52.212-1, Instructions to Offerors - Commercial Items applies to this acquisition. The provisions at 52.212-2 Evaluation-Commercial Items applies 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 quoter shall include a completed copy of the provision at 52.222-52 Exemption from Application of the Service Contract Act to Contracts for Certain Services - Certification with your quote. The Clause 52.212-4, Contract Terms and Conditions-Commercial Items and Clause 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Order-Commercial Items are incorporated by reference. Clause 52.203-6, Restrictions on Subcontractor Sales to the Government ‘ Alternate I, Clause 52.222-3 Convict Labor, Clause 52.222-19 Child Labor - Cooperation with Authorities and Remedies, Clause 52.222-21, Prohibition of Segregated Facilities, Clause 52.222-26 Equal Opportunity, Clause 52.222-35 Equal Opportunity for Veterans, Clause 52.222-36 Affirmative Action for Workers with Disabilities, Clause 52.222-37 Employment Reports Veterans, Clause 52.222-41 Service Contract Act of 1965, Clause 52.222-50 Combating Trafficking in Persons, Clause 52.222-53 Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements, Clause 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving, Clause 52.225-13 Restrictions on Certain Foreign Purchases, and Clause 52.232-33, Payment by Electronic Funds Transfer ‘ Central Contractor Registration are incorporated by reference. To obtain the above provision/clauses in full text, please visit https://www.acquisition.gov/far/index.html. Method of payment: Electronic Funds Transfer.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/EEOC/OCFOAS/PMD/RFQ0022-13/listing.html)
 

Place of Performance

Address: Las Vegas, Nevada, United States
 

Record

SN03003240-W 20130306/130305114743-acc232f3e3ceda8902c36c93875f920b (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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