SOLICITATION NOTICE
X -- Facility to Host the FY 2016 Senior Executive Meeting
- Notice Date
- 2/4/2016
- 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
- EEC45016Q0007
- Archive Date
- 2/23/2016
- 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
- This is a combined synopsis/solicitation for commercial items 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 EEC45016Q0007 is being issued as a Request for Quotation (RFQ), and should be referenced on all correspondence. The RFQ document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005-85-1, effective on January 4, 2016. Convention centers, hotels, and other full service facilities that can satisfy the requirements listed below are encouraged to submit a quotation. This solicitation is considered an unrestricted procurement. DESCRIPTION OF REQUIREMENT: The EEOC, Acquisition Services Division is requesting quotes for a facility to host the FY 2016 Senior Executive Meeting. The government contemplates the award of a firm-fixed price (FFP) contract. BACKGROUND: The Equal Employment Opportunity Commission (EEOC), through the Offices of the Chair and Chief Human Capital Officer, is conducting a Senior Leaders Meeting for 50 EEOC senior leaders and regional attorneys. The facility that will be chosen to house this meeting will be a full service facility with adequate, meeting rooms, dining room, storage space, audio-visual equipment and training aids. It must be located in Washington, DC within 15-20 minute commute by public transportation from EEOC Headquarters, and within 5-10 minute walking distance of a WMATA Metro station, and either provides regular running free shuttle service or provides inexpensive transportation options around the local commuting area. LOCATION REQUIREMENTS: The contractor must be able to provide a facility for the entire scope of the contract. To be eligible for consideration, the facility must be located in Washington, DC within 15-20 minute commute by public transportation from EEOC Headquarters, and within 5-10 minute walking distance of a WMATA Metro station, and either provides regular running free shuttle service or provides inexpensive transportation options around the local commuting area. DATES REQUIREMENTS: The period of performance will be from February 28, 2016 through March 2, 2016. No other dates or combination of dates will be considered by the Government. SCHEDULE OF SUPPLIES/SERVICES: The quotation package shall include the following line items in a written quotation: Contract Line Item Number (CLIN) 0001, Meeting Space Rental - Quantity 3 days each (See below list of Meeting Space requirements), Unit Price tiny_mce_marker____, Total for CLIN 0001 tiny_mce_marker____; CLIN 0002, Rental of Audio Visual Equipment and Technical Support - Quantity 3 days each (See below list of audio visual requirements), Unit Price tiny_mce_marker____, Total for CLIN 0002 tiny_mce_marker____; CLIN 0003, Meeting Space and AV Equipment Service Charge - Quantity 1 Lot, Unit Price tiny_mce_marker____, Total for CLIN 0003 tiny_mce_marker____; CLIN 0004, Breakfast - Quantity 3 days each (See below list of food & beverage requirements), Unit Price tiny_mce_marker____, Total for CLIN 0004 tiny_mce_marker____; CLIN 0005, Mid-morning Refresher - Quantity 3 days each (See below list of food & beverage requirements), Unit Price tiny_mce_marker____, Total for CLIN 0005 tiny_mce_marker____; CLIN 0006, Lunch - Quantity 3 days each (See below list of food & beverage requirements), Unit Price tiny_mce_marker____, Total for CLIN 0006 tiny_mce_marker____; CLIN 0007, Mid-Afternoon Refresher - Quantity 3 days each (See below list of food & beverage requirements), Unit Price tiny_mce_marker____, Total for CLIN 0007 tiny_mce_marker____; CLIN 0008, Reception - Quantity 1 day each (See below list of food & beverage requirements), Unit Price tiny_mce_marker____, Total for CLIN 0008 tiny_mce_marker____; and CLIN 0009 Food & Beverage Service Charge - Quantity 1 Lot, Unit Price tiny_mce_marker____, Total for CLIN 0009 tiny_mce_marker____; Total Price for CLINs 0001 through 0009: tiny_mce_marker____. 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. FACILITY GENERAL REQUIREMENTS: The following requirements for the facility are specified in terms of minimum requirements. Americans with Disabilities Act (ADA) Requirements: All facilities, including restrooms, recreational areas, dining space, speaker ready room, registration area, meeting space, sleeping rooms, exhibitor space, office space, and audio-visual equipment must meet ADA requirements for accessibility. Accommodations for disabled individuals may include, but are not limited to accessible parking spaces, elevators, fire and other alarms, and sound systems, wide aisles and wheelchair ramps. LODGING REQUIREMENTS: Guest rooms shall be located at the meeting site. The contractor shall provide rooms at or below the Federal government's per diem rate for lodging. The facility shall be equipped with appropriate walkways, ramps, parking, and elevators above the first floor, and a reasonable number of smoking and non-smoking guest rooms. The facility will not require meeting participants to pay in advance for the first night of lodging. Payment of lodging and all incidental charges will be paid by individual participants upon check-out. Participants will call individually to arrange room reservations. The schedule and range of guest rooms required for this meeting are as follows: Sunday - February 28, 2016: Arrival day - Up to 50 sleeping rooms Monday - February 29, 2016: Up to 50 sleeping rooms Tuesday - March 1, 2016: Up to 50 sleeping rooms Wednesday - March 2, 2016: Up to 20 sleeping rooms Thursday - March 3, 2016: Two (2) or less sleeping rooms anticipated for late departures AMENITIES: The following amenities are preferred: fitness room, business center, internet access in guest rooms, and courtesy shuttle transportation. MEETING SPACE REQUIREMENTS: All meeting rooms must be wheelchair accessible. The meeting space must be available for three consecutive nights and three consecutive days as specified below: Registration/Conference Room/Break-out Rooms Requirements and Set-Up Monday - February 29, 2016: Participants Check-in for meeting Registration/meeting coordinators' area near main conference room to include 1 long skirted table and 3 moveable chairs to accommodate 3 persons. Must be located near electrical outlets and include telephone and access to internet and conference message board - 8:00 a.m. - 6:00 p.m. Secure office where conference materials can be sorted and stored and support staff can work. To include a work table, electrical outlets, telephone and access to internet. Room must be available throughout conference. Coat Rack available by registration area 1 Large Conference Room for a Group Meeting to accommodate 50 individuals, banquet set-up with round tables, with seating capacity for five participants per table (all able to sit and face the main stage). This room shall include a raised platform which is wheelchair accessible on at least one side by a ramp with a run to rise ratio no greater than 8.3%. 1 front covered table on short dais or riser with 6 moveable chairs and podium. The tables shall be covered and include writing paper, pens, ice water with glasses, and candy or mints for the participants at the start of the morning and afternoon sessions. 8:00 a.m. - 6:00 p.m. 3 Small to Medium Rooms for break-out sessions to accommodate 10-15 individuals, in each. The main meeting room will be used as a breakout room in addition to the 3 small rooms. 2 classroom rounds to accommodate 7-8 individuals each and sufficiently wide for materials, writing space and moveable chairs. The tables shall include writing paper, pens, ice water and glasses for each participant at the start of the morning and afternoon sessions. 8:00 a.m. - 6:00 p.m. 1 large Banquet room for a cash bar reception to accommodate up to 55-80 individuals, Set up will be discussed with banquet manager. 5:30 p.m.-7:00 p.m. Tuesday - March 1, 2016: Registration/meeting coordinators' area near main conference room to include 1 long skirted table and 3 moveable chairs to accommodate 3 persons. Must be located near electrical outlets and include telephone and access to internet and conference message board. 8:00 a.m. - 6:00 p.m. Secure office where conference materials can be sorted and stored and support staff can work. To include a work table, electrical outlets, telephone and access to internet. Room must be available throughout conference. Coat Rack available by registration area 1 Large Conference Room for a Group Meeting to accommodate 50 individuals, banquet set-up with round tables, with seating capacity for five participants per table (all able to sit and face the main stage). This room shall include a raised platform which is wheelchair accessible on at least one side by a ramp with a run to rise ratio no greater than 8.3%. 1 front covered table on short dais or riser with 6 moveable chairs and podium. The tables shall be covered and include writing paper, pens, ice water with glasses, and candy or mints for the participants at the start of the morning and afternoon sessions. 8:00 a.m. - 6:00 p.m. 3 Small to Medium Rooms for break-out sessions to accommodate 10-15 individuals, in each. The main meeting room will be used as a breakout room in addition to the 3 small rooms. 2 classroom rounds to accommodate 7-8 individuals each and sufficiently wide for materials, writing space and moveable chairs. The tables shall include writing paper, pens, ice water and glasses for each participant at the start of the morning and afternoon sessions. 8:00 a.m. - 6:00 p.m. Wednesday - March 2, 2016: Registration area near main conference room to include 1 long skirted table and 3 moveable chairs to accommodate 3 persons. Must be located near electrical outlets and include telephone and access to internet and conference message board. 8:00 a.m. - 6:00 p.m. Secure office where conference materials can be sorted and stored and support staff can work. To include a work table, electrical outlets, telephone and access to internet. Rooms must be available throughout conference. 1 Large Conference Room for a Group Meeting to accommodate 50 individuals, banquet setup with round tables with seating capacity for five participants per table (all able to sit and face the main stage). This room shall include a raised platform which is wheelchair accessible on at least one side by a ramp with a run to rise ratio no greater than 8.3%. 1 front covered table on short dais or riser with 6 moveable chairs and podium The tables shall be covered and include writing paper, pens, ice water with glasses, and candy or mints for the participants at the start of the morning and afternoon sessions. 8:00 a.m. - 6:00 p.m. 3 Small to Medium Conference Rooms for breakout sessions to accommodate 10-15 individuals in each. The main meeting room will be used as a breakout room in addition to the 3 small rooms. 2 classroom rounds to accommodate 7-8 individuals each and sufficiently wide for materials, writing space, and moveable chairs. The tables shall include writing paper, pens, ice water, and glasses for each participant at the start of the morning and afternoon sessions. 8:00 a.m. - 6:00 p.m. AUDIO VISUAL EQUIPMENT AND TECHNICAL SUPPORT REQUIREMENTS Monday - February 29, 2016 Telephone and internet access provided near Registration/Coordinators' table 1 lavaliere microphone, 2 portable microphones, and a podium with microphone. 1 telephone (each) located at registration desk and in secure office. 1 LCD Projector, screen and internet connection for presentations in main meeting room-screen to be large enough for all 50 participants to view presentation materials clearly. 5 flip chart pads, 5 flip chart stands, and markers. The screen size must be large enough for attendees to be able to easily read written comments on PowerPoint slides from farthest seating position and have an unobstructed view of the screen. Technical assistance will be provided as necessary to operate audio/visual equipment. Tuesday - March 1, 2016 Telephone and internet access provided near Registration/Coordinators' table 1 lavaliere microphone, 2 portable microphones, and a podium with microphone. 1 telephone (each) located at registration desk and in secure office. 1 LCD Projector, screen and internet connection for presentations in main meeting room-screen to be large enough for all 50 participants to view presentation materials clearly. 5 flip chart pads, 5 flip chart stands, and markers. The screen size must be large enough for attendees to be able to easily read written comments on PowerPoint slides from farthest seating position and have an unobstructed view of the screen. Technical assistance will be provided as necessary to operate audio/visual equipment. Wednesday - March 2, 2016 Telephone and internet access provided near Registration/Coordinators' table 1 lavaliere microphone, 2 portable microphones, and a podium with microphone. 1 telephone (each) located at registration desk and in secure office. 1 LCD Projector, screen and internet connection for presentations in main meeting room-screen to be large enough for all 50 participants to view presentation materials clearly. 5 flip chart pads, 5 flip chart stands, and markers. The screen size must be large enough for attendees to be able to easily read written comments on PowerPoint slides from farthest seating position and have an unobstructed view of the screen. Technical assistance will be provided as necessary to operate audio/visual equipment. FOOD & BEVERAGE SERVICE REQUIREMENTS: Sunday - February 28, 2016: Arrival day. No dinner arrangements. Dinner out or on own. Monday - February 29, 2016: Breakfast: For 32 people, served 8:00 a.m.; Continental Breakfast (coffee, tea, water, fruit and pastries) Mid-morning Refresher: For 53 people (coffee, tea, water, fruit and pastries); To be made available beginning at 10:00 a.m. Lunch: For 50 people, served 12:00 p.m. - 1:30 p.m. Menu items should include choices for vegetarian and other dietary requirements as well as meat, vegetables, and desserts. Mid-afternoon Refresher: For 53 people (coffee, tea, soft drinks, water, fruit and cookies); To be made available beginning at 2:45 p.m. Reception for 55-80 people: served 5:30 -7:00 p.m. Menu items should include appetizers, including choices for vegetarian and other dietary requirements. Cash-bar Dinner: On your own. Tuesday - March 1, 2016: Breakfast: For 50 people, served 8:00 a.m.; Continental Breakfast (coffee, tea, water, fruit and pastries) Mid-morning Refresher: For 53 people (coffee, tea, water, fruit and pastries); To be made available beginning at 10:00 a.m. Lunch: For 50 people, served 12:00 p.m. - 1:30 p.m. Menu items should include choices for vegetarian and other dietary requirements as well as meat, vegetables, and desserts. Mid-afternoon Refresher: For 53 people (coffee, tea, soft drinks, water, fruit and cookies); To be made available beginning at 2:45 p.m. Dinner: On your own. Wednesday - March 2, 2016: Breakfast: For 32 people, served 8:00 a.m.; Continental Breakfast (coffee, tea, water, fruit and pastries) Mid-morning Refresher: For 53 people (coffee, tea, water, fruit and pastries); To be made available beginning at 10:00 a.m. Lunch: For 50 people, served 12:00 p.m. - 1:30 p.m. Menu items should include choices for vegetarian and other dietary requirements as well as meat, vegetables, and desserts. Mid-afternoon Refresher: For 53 people (coffee, tea, soft drinks, water, fruit and cookies); To be made available beginning at 2:45 p.m. Dinner: On your own. PRE-CONFERENCE MEETING REQUIREMENTS: A pre-conference meeting either by telephone or in person to be held at the contractor's facility to discuss the objectives of the conference, meet staff responsible for implementing the contract and address any questions regarding elements of the statement of work, within 5 days prior to February 17, 2016, if needed. Signs. Signs and floor plans directing participants to the conference meeting rooms and break out session rooms shall be provided by the facility. Parking. The facility shall have adequate parking within a one block walking distance of the facility. 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 invoice the EEOC at the agreed upon rates for meeting space, rental of audio visual equipment and technical support, and food and beverage service. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person to 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. The contractor shall submit a final invoice of all charges within five (5) business days after completion of the meeting to the COR and he/she shall be provided at least five 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. The Contractor is to apply charges to government purchase card only after final invoice has been accepted and reconciled by the COR. Confirmation: EEOC anticipates a level of participation of up to 50 sleeping rooms on Sunday, February 28, 2016; Monday, February 29, 2016; and, Tuesday, March 1, 2016; Up to 20 sleeping rooms on Wednesday, March 2, 2016, and up to 2 sleeping rooms on Thursday, March 3, 2016. EEOC shall provide written confirmation of attendance at the conference and lodging 72 hours prior to the conference. Cancellation: Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than five (5) business 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 three (3) business 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 meeting space, rental of audiovisual equipment and technical support, and food and beverage service. 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 RFQ EEC45016Q0007 is due February 8, 2016 at 2:00 p.m. ET. Quotations will be accepted in electronic copy via e-mail addressed to gregory.browne@eeoc.gov. 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 4SW26G, Washington, D.C. 20507 Attn: Gregory Browne, Contracting Officer. QUESTIONS: Questions regarding this request for quotation should be submitted to Gregory Browne [Contracting Officer] via e-mail at gregory.browne@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ EEC45016Q0007 is February 5, 2016 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 February 12, 2016. 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 Capabilities: 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, audio-visual equipment and technical support, and lodging. Quotations must address the quoter's ability to comply with the Americans with Disabilities Act (ADA) requirements for accessibility as it relates to the meeting space, lodging, and parking. Quotations will be evaluated on the quality of the customer services provided, the layout design, and the quality of the facilities as reflected by the physical layout and atmosphere of meetings 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 quoters to provide a facility located in Washington, D.C., within 15-20 minute commute by public transportation from EEOC Headquarters, and within a 5-10 minute walking distance of a WMATA Metro station, and either provides regularly running free shuttle service or provides inexpensive transportation options around the local commuting area. Quotations must address safety and security issues both within the facility and the surrounding area. c. Availability of Dates: Quotations will be evaluated on the ability of the quoter to provide the required services on the dates requested. d. Availability of Government Rate: Quotations will be evaluated on the ability of quoters to provide the required lodging at or below the government rate for all Federal employees and presenters on official Government travel orders. Factor II - Past Performance: The quoter must provide references for at least two (2) government or non-government contracts which provide the same or similar services; contracts must have been awarded within the past three (3) years. The contact information for each reference shall include the following: 1) Name and address of government agency or other non-government client; 2) Name, title, e-mail address, and telephone number of Contracting Officer, or other point of contact; 3) Name, title, e-mail address, and telephone number of client's program manager, if applicable; 4) Contract number, period of performance, and total dollar value of contract value, and 5) Description of services provided. EEOC will evaluate past performance in terms of customer service on similar requirements, feedback from references on meeting room design/layout and quality/upkeep of facilities and décor, and the availability of amenities and staff to support the conference. A quoter without a record of relevant past performance or for whom information on past performance is not available, the quoter may not be evaluated favorably or unfavorably on past performance. Factor III - Price Evaluation: The government will evaluate price quotations submitted in comparison to the Independent Government Estimate. Site Visit: 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. APPLICABLE PROVISIONS AND CLAUSES: The following Federal Acquisition Regulation (FAR) provisions and/or clauses apply to this acquisition: FAR Provisions: FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-3 Offeror Representations and Certifications Commercial Items; and, 52.204-7, System for Award Management. The quoter shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial items with their quote. FAR Clauses: FAR 52.212-4 Contract Terms and Conditions- Commercial Items, FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items are incorporated by reference: 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards; 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment; 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, Equal Opportunity for Workers with Disabilities; 52.222-50, Combating Trafficking in Persons; 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements, 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving; 52.225-1, Buy American Act-Supplies; 52.225-13, Restrictions on Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer-System For Award Management are incorporated by reference; 52.233-3, Protest After Award; 52.239-1, Privacy or Security Safeguards; and, 52.233-4, Applicable Law for Breach of Contract Claim; are incorporated by reference. To obtain the above provision and clauses in full text, please visit https://www.acquisition.gov. Method of payment: Electronic Funds Transfer (EFT).
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