SOLICITATION NOTICE
X -- FACILITY TO HOST THE FY 2015 & FY 2016 CHICAGO TWO DAY TECHNICAL ASSISTANCE PROGRAM SEMINAR - Quotation Response
- Notice Date
- 2/20/2015
- 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
- RFQ0017-15
- Archive Date
- 3/14/2015
- Point of Contact
- Melisza L Coates, Phone: 202-663-4109
- E-Mail Address
-
Melisza.Coates@eeoc.gov
(Melisza.Coates@eeoc.gov)
- Small Business Set-Aside
- N/A
- Description
- Quotation Response for solicitation Number RFQ0017-15 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. Solicitation Number RFQ 0017-15 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-78 effective on December 26, 2014. Convention centers, hotels, and other full service facilities that can satisfy the requirements listed below are encouraged to submit a quotation. Quotations from third-party entities will not be considered. This solicitation is considered an unrestricted procurement. The U.S. Equal Employment Opportunity Commission Training Institute has a requirement for a contractor to provide meeting facilities, rental of audio visual equipment/support services, food and beverages, business services and lodging to conduct a two-day Technical Assistance EEO Seminar (TAPS). The United States Equal Employment Opportunity Commission (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 Government anticipates a daily attendance of 150 attendees, with a minimum of 110 attendees and an anticipated maximum of 175 attendees per day, plus an additional 25 individuals consisting of other staff and presenters who provide support for the conference. To be eligible for consideration, the contractor’s proposed facility for the seminar must be located 50- mile radius of the Equal Employment Opportunity Commission Chicago District Office 500 West Madison St, Chicago, IL 60661. The government contemplates the award of a firm-fixed price (FFP) contract. The quotation package shall include the following line items in a written quotation: Base Period (FY 2015): Contract Line Item Number CLIN 0001, Rental of Conference Space – Quantity 2 days each (See below list of Conference Space Requirements), Unit Price $_____, Total for Base Period CLIN 0001 $_____; CLIN 0002, Rental of Audio Visual Equipment and Technical Support – Quantity 2 days each (See below list of audio visual requirements), Unit Price $_____, Total for Base Period CLIN 0002 $_____; CLIN 0003, Food and Beverage Services – Quantity 150 attendees over two days (See below list of food and beverage requirements), Unit Price $_____ per person rate per day, Total for Base Period CLIN 0003 $_____; CLIN 0004, Business Services Expenses- 4 boxes (See below list of Business Services requirements), Unit Price $_____, Total for Base Period CLIN 0004 $_____; CLIN 0005, Miscellaneous Services and Equipment, Unit Price $___________, Grand Total for CLINS 0001 through 0005 for Option Year 2015: $_____. Option Year (FY 2016): Contract Line Item Number CLIN 0006, Rental of Conference Space – Quantity 2 days each (See below list of Conference Space Requirements), Unit Price $_____, Total for Option Period CLIN 0006 $_____; CLIN 0007, Rental of Audio Visual Equipment and Technical Support – Quantity 2 days each (See below list of Audio Visual Requirements), Unit Price $_____, Total for Option Period CLIN 0007 $_____; CLIN 0008, Food and Beverage Services – Quantity 300 attendees over two days (See below list of food and beverage requirements), Unit Price $_____ per person rate per day, Total for Option Period CLIN 0008$_____; CLIN 0009, Business Services Expenses – 4 boxes (See below list of Business Services requirements), Unit Price $_____, Total for Option Period CLIN 0009 $_____, CLIN 0010, Miscellaneous Services and Equipment, Unit Price $________, Grand Total for CLINS 0006 through 0010 for Option Year 2016: $_____. The preferred dates for consideration in order of preference for the Base Period are August 5-6, 2015 (1 st Choice), August 4-5, 2015 (2 nd Choice), and July 8-9, 2015 (3 rd Choice). The preferred dates for consideration in order of preference for Option Year (FY 2016) are August 3-4, 2016 (1 st Choice), July 27-28, 2016 (2 nd Choice), and July 20-21, 2016 (3 rd Choice). Please indicate 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, along with food and beverage service for breakfast, lunch, and morning and afternoon breaks. Registration and continental breakfast start each day at 7:30 a.m. The seminar starts at 9:00 a.m. and ends at 4:30 p.m. CT 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 System for Award Management (SAM) database prior to award of the resulting contract. Registration is free and can be completed on-line at http://www.sam.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: Americans with Disabilities Act (ADA) Requirements: All facilities, including training rooms and rest rooms and audio-visual equipment, must be fully accessible to individuals with disabilities in compliance with the Americans with Disabilities Act Amendments Act. Accommodations for disabled individuals may include, but are not limited to, accessible parking spaces, elevators, adequate sound systems, wide aisles and wheelchair ramps. A site visit may be conducted by the Disability Business and Technical Assistance Centers (DBTAC) prior to the award of the contract. Parking: There must be adequate free or low cost on-site parking for all participants. 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 on-site parking for all participants. The quotation shall list all facility parking cost options. CLIN 0001 – Conference Space – Specific requirements each day for the Base Period and Option Year 1 are as follows: One large room with room capacity to accommodate as many as 175 participants with classroom style seating, available from 7:30 a.m. to 5:00 p.m. CT. This room shall include a raised stage/platform which is no more than 24” high on at least one side and wheelchair accessible by a ramp with a run to rise ratio no greater than 8.3%; two (2) tables with four (4) chairs, situated at the front of the room equipped with podium and microphone on a riser. There shall be sufficient space at the back of the room to place three (3) additional tables for handouts, and additional chairs, if needed. Three (3) registration tables with four (4) chairs shall be positioned outside the large room for seminar registration purposes which will occur between 7:30 a.m. and 4:30 p.m. CT. An additional large room for a luncheon for up to 175 participants with table rounds (banquet style) of 8 to 10 per table available between 12:00 noon and 1:15 p.m. CT. All meeting rooms must have a suitable sound system so all participants may hear and ask questions of the speakers. Both 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. Both 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. Rooms should be refreshed after each session and debris removed. Access to the facility shall be provided to EEOC representatives from 3:00 p.m. CT of the day before the event to bring materials and prepare for registration. CLIN 0002 – Rental of Audio Visual Equipment and Technical Support - Specific requirements each day for the Base Period and Option Year 1 are as follows: Large General Session Room: (a) 10’ x10’ Projection Screen (1 Each); (b) Podium with corded microphone (1 Each); (c) Cordless hand-held microphone (1 Each), (d) Lavaliere cordless microphone (3 Each); (e) Corded table-top microphone (for head table) (1 Each); (f) 6-channel mixer sufficient to amplify, simultaneously, both multiple speakers and the audio track of a DVD or sound recording (1 Each); (g) Crab box (1 Each); (h) AV package (movable cart with electrical connections and cords to accommodate EEOC’s LCD projector and laptop computer) (1 Lot); (i) Technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentations. For the Luncheon Room : Podium with corded microphone (1 Each). The Registration area shall include but is not limited to the following features: high speed wireless (Wi-Fi) Internet access, AC power connections and telephone for local calls within conference facility. High speed wireless (Wi-Fi) Internet access and connection for all participants in the general session room during the entire conference. Electrical connections for all participants in the general session room during the entire conference. Participants will bring their own electronic devices. The contractor must submit a detailed pricelist for the audio-visual equipment and technical support, including high speed wireless (Wi-Fi) Internet access, and electrical connections. Also, include the price for the items, inclusive of an hourly rate and the number of labor hours with breaks included in a day rate for audio visual support services (if needed), plus the gratuity/service charge. CLIN 0003 – Food and Beverage - Specific requirements each day for the Base Period and Option Year 1 are as follows: All day break package preferred to include continental breakfast, two breaks (morning and afternoon) and a plated luncheon. Continental Breakfast to be served each day between 7:30 a.m. and 9:00 a.m. CT and to include assorted pastries, bagels, sliced fresh fruit and yogurt, hot beverages (coffee, decaf coffee, tea) and fruit juice. Morning Break is to be served each day between 10:15 a.m. and 10:45 a.m.CT and shall include, at a minimum, a refresher of coffee service and iced water. A sit-down, three-course, business plated luncheon is to be served each day between 12:00 Noon and 1:15 p.m.CT (banquet-style), in a separate room (not the room used for the General Session). Typical lunch shall consist of salad, chicken or similar entrée, seasonal vegetables, starch, coffee, tea and dessert. Afternoon Break is to be served each day between 2:15p.m. and 2:45 p.m.CT to include assorted soft drinks, iced water, herbal teas, cookies/brownies or whole/sliced fruit. A Continuous Break, as an alternative to Morning Break and Afternoon Break, shall include at a minimum, a refresher coffee service until Lunch and assorted soft drinks and bottled water until 4:30 p.m. CT. 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. 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. The EEOC is a tax exempt Federal agency; please do not include any sales tax in quotations for which the Federal Government is exempt. Anticipated number of participants for base and option year is 150 each day. The Contracting Officer Representative (COR) 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 110 participants each day. The contractor shall invoice the EEOC at the agreed upon rates for meeting room rental, audio visual equipment, food and beverages, and business services. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. If the quoter requires signature of a supplemental agreement that was not submitted with the quotation, the quotation will be rejected. CLIN 0004 – Business Services. 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. The contractor shall provide a minimum of four (4) access keys. Space shall be sufficient to store at least four (4) boxes of handout materials, weighing approximately 35 pounds per box, approximately 12” wide x 10” high x 18” long for up to three (3) calendar days before the event. CLIN 0006-Except Seminar is to be held in 2016 (Option Year). CLIN 0007-Except Seminar is to be held in 2016 (Option Year). CLIN 0008-Except Seminar is to be held in 2016 (Option Year). CLIN 0009-Except Seminar is to be held in 2016 (Option Year). CLIN 0010-Except Seminar is to be held in 2016 (Option Year). LODGING REQUIREMENTS : Costs associated with lodging shall 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. EEOC requires that the contractor shall provide lodging accommodations in both the base period and option year 1 to include a block of at least forty (40) rooms per night for participants, presenters, and/or EEOC staff. 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 attendees with government identification consistent with local and state laws. Federal tax shall not be charged to guests who present tax exempt forms at check-in/check-out. NOTICE: If government tax exemption is not recognized in the state hosting the seminar for lodging, the quoter shall state so with their quote submissions when responding to RFQ0017-15. After award, the government will not recognize taxes for lodging if the certification is absent of the quote submission 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. Invoicing: 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 business days to review the invoice charges and services provided for acceptance. The contractor shall invoice the EEOC at the agreed upon rates for conference space, rental of audio visual equipment and technical support, food and beverage service, and business services. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. Method of Payment: The preferred payment method is payment by government-wide commercial purchase card. The Contractor is to apply charges to government purchase card only after final invoice has been accepted and reconciled by the COR. Cancellation : 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. 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, business services, and any other miscellaneous services and equipment which are necessary for the success of the seminar. In addition, a Price quotation utilizing Attachment 1, Quotation Response Form, shall be included. 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. 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 RFQ0017-15 is due February 27, 2015 at 12:00 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 4SW26D, Washington, D.C. 20507 Attn: Gregory Browne, Contracting Officer. One (1) electronic copy of the quotation may be submitted via e-mail, addressed to gregory.browne@eeoc.gov. QUESTIONS: Questions regarding this request for quotation should be submitted to Melisza Coates, Contract Specialist via e-mail at Melisza.Coates@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0017-15 is February 23, 2015 at 11:00 a.m. ET. Any questions received after the above mentioned date and time will not be considered. 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 27, 2015. 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 below described evaluation criteria. 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. 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. Factor I – Technical Capability : (a) Contract Requirements Quotations will be evaluated on the quoter’s ability to provide all the contract requirements regarding meeting space, food and beverage, audio-visual equipment and technical support, lodging, and secured storage. 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, amenities such as free Wi-Fi in the conference space, and upkeep of the facilities. (b) Location. Quotations will be evaluated on the ability of the quoter to provide a facility within a 50- mile radius of the Equal Employment Opportunity Commission, Chicago District Office, 500 West Madison St., Chicago, IL 60661. (c) 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 (1 st choice) dates. (d) Option Year 1, 2016. Additional consideration will be given to quoters who can provide the same services on any of the dates requested in Option Year 1, 2016 Factor II – Past Performance : The quoter must provide references for a minimum of three (3) government or non-government contracts which provide the same or similar services; contracts must have been awarded within the past (3) years. The information for each reference shall include the following: 1. Name and address of government agency and 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. A quoter without a record of relevant past performance or for whom information on past performance is not available; the quoter will not be evaluated favorably or unfavorably on past performance. Factor III – Price : The price quotation will be evaluated against the Independent Government Price Estimate. Evaluations of quotations will consider the following pricing information: pricing provided for all line items listed in the Schedule of Supplies and Services of this RFQ in the units and format provided. 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. Notice: The Government intends to evaluate quotations and make award without discussions (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. Evaluation of Options Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). Applicable Provisions and Clauses: The provisions at 52.212-1, Instructions to Offerors - Commercial Items applies to this acquisition. The vendor shall include a completed copy of the provisions at 52.212-3, Offeror Representations and Certifications - Commercial Items with your quote. The contracting officer has determined that paragraph 52.212-3(k)(2 ) which pertains to exemption from the application of the Service Contract Labor Standards applies. 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 52.204-10 Reporting Executive Compensation and First –Tier Subcontract Awards, Clause 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment, Clause 52.217-9 Option to Extend the term of the Contract, (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 24 months. (End of clause) 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 on Veterans, Clause 52.222-50 Combating Trafficking in Persons, Clause 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving, Clause 52.225-13 Restrictions on Certain Foreign Purchases, Clause 52.232-33, Payment by Electronic Funds Transfer – System for Award Management are incorporated by reference, Clause 52.233-3 Protest after Award and Clause 52.233-4 Applicable Law for Breach of Contract Claim. Clause 52.222-53 Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements. To obtain the above provision/clauses in full text, please visit https://www.acquisition.gov /far. Method of payment: Electronic Funds Transfer.
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- Place of Performance
- Address: LOCATED WITHIN 50-MILE RADIUS OF THE EQUAL EMPLOYMENT OPPORTUNITY COMMISSION, CHICAGO DISTRICT OFFICE, 500 WEST MADISON, ST., CHICAGO, IL 60661., United States
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