SOLICITATION NOTICE
U -- Facilities For Accessment Center
- Notice Date
- 10/29/2002
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of Justice, Drug Enforcement Administration, Office of Acquisition Management, None, Washington, DC, 20537
- ZIP Code
- 20537
- Solicitation Number
- 03-HP-0001
- Point of Contact
- Janice Brown, Contracting Officer, Phone 202-307-7803, Fax 202-307-7818,
- E-Mail Address
-
jbrown@dialup.usdoj.gov
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is 03-HP-0002; award will abe made using simplified acquisition procedures. The snyopsis/solicitation document and incorporated provisions and clauses are those in effect through the FAR Cirular 2001-09(a). This is not a set aside procurement. The NAICS code is 721110. The Drug Enforcement Administration (DEA) is seeking facilities for training assessors and for administering assessment centers. The proposal representing the best value will be determined by a combination of overall price and ratings on the requirements set forth below. The contract will include option years, to be exercised at DEA's discretion. HOTEL REQUIREMENTS FOR MARCH 2003 The numbers below are estimates and may change by as much as fifteen percent. With regard to guest rooms, the dates listed below represent check in and check out dates, i.e., March 3-5 refers to a two-night stay with a check in of March 3 and check out of March 5. March requirements are as follows: A. Training and Testing Rooms 1. Specify the hotel?s standard check in and check out times, as well as any late check out times and applicable charges. Address the hotel?s cancellation policy with regard to guest rooms. 2. March 3-5, one conference room with partition which can accommodate a training class of 34 individuals or two training classes of 17 individuals each. The partition will be open on March 3 at 8:00 a.m. 3. March 6-7 and March 10-14, two conference rooms; each room is to accommodate 14 people in a classroom arrangement of six-foot tables, 2 chairs per table. 4. March 5-15, an entire floor that is reserved entirely for DEA's use. a. Entire floor must be non-smoking. How long has it been a non-smoking floor? b. Pets must not have been allowed on the floor. If pets have been allowed, how were the rooms cleaned to prevent pet odors? c. Rooms must be soundproof, such that a normal speaking voice cannot be heard in an adjoining room. d. Top floor is preferred. e. Floor must have between 14 and 30 rooms. f. DEA will pay for 14 rooms. 1. March 3-15, one room will be used as an office, requiring any beds to be removed and the walls lined with six-foot tables and six chairs. (Although this room must be available on March 3, the remaining rooms are not required until March 5, therefore, the entire floor does not have to be secured until March 5.) 2. March 5-15, one room will be a break room for the assessors, requiring beds to be removed and chairs lining the walls. 3. March 5-15, the remaining 12 rooms must contain a table and three banquet chairs, and have adequate lighting for videotaping. Any beds in these 10 rooms must be removed (unless suites are used). 4. All changes to the rooms regarding furniture placement or removal must be completed before check in time on the start date. g. March 2-15, up to 16 rooms on the secured floor will be sleeping rooms, paid for by individuals. Some individuals may wish to check out for the weekend. In these cases, billing is transferred to DEA for the nights the individual is away, so that the security of the floor will be maintained. Once the individual checks in to the room again, the billing will revert back to the individual?s credit card. DEA will not cover charges incurred for sleeping rooms when the hotel fails to obtain a valid credit card upon arrival. h. Housekeeping will only be permitted on the secured floor during certain hours to be determined later. 5. Proposals must include a layout of the hotel facilities or a description which addresses the following issues: a. It is preferred that no additional conference rooms are adjoining the two required by DEA. If there are rooms adjoined by partitions, rooms must be soundproof. b. Where are restroom facilities in relation to the conference rooms? How many stalls are available for men and for women? c. Will other groups be using the conference rooms in the evening so that all materials must be stored elsewhere overnight? If so, is there a locking storage room near the conference rooms? d. In feet, where are the elevators in relation to the conference rooms? How many elevators are there? What is the capacity of each elevator? e. What is the travel time from the conference facilities to the testing rooms, i.e., the top floor? B. Food (Final counts will be submitted to the catering manager on February 26). Submit only a single catering package which incorporates all of the following specifications: 1. March 3-5, breakfast, lunch, and snacks for 38 people. a. Breakfast each day will be set up at 8:00 a.m., and not removed before 11:00 a.m., in the conference room and will consist of bagels, pastries, muffins, fruit, juices, water, coffee, and sodas. Coffee will be refreshed throughout the entire day. b. Lunch will be served at 12:00 p.m. in the restaurant and will consist of either: 1) a restaurant menu item (menu to include both hot and cold food selections), or 2) a choice of either a limited menu item (limited menu to include both hot and cold food selections) or a buffet. Lunch orders will be submitted to the catering manager each morning by 10:00 a.m. c. Snacks, such as cookies, brownies, chips and dip, tortillas chips and salsa, popcorn, or soft pretzels (a choice of one or two), along with water and sodas, will be served at 2:30 p.m. outside the conference room each day. 2. March 6-7 and March 10-14, breakfast, lunch, and snacks for 56 people. a. Breakfast for 24 people (candidates) will be set up each day at 7:00 a.m., and not removed before 11:00 a.m., outside the conference rooms and will consist of bagels, pastries, muffins, fruit, juices, water, coffee, and sodas. Coffee will be refreshed throughout the entire day. b. Breakfast for 32 people (assessors) will be set up each day at 8:00 a.m., and not removed before 11:00 a.m., in the assessor break room and will consist of bagels, pastries, muffins, fruit, juices, water, coffee, and sodas. Coffee will be refreshed throughout the entire day. c. Lunch for 24 people (candidates) will be served outside the conference rooms and will consist of meat and vegetarian entrees, as well as hot and cold selections, on a buffet. The candidates will eat in 2 groups of 12: the first group at 11:30 a.m., and the second at 12:30 p.m. DEA personnel will be notified before buffet is removed. d. Lunch for 32 people (assessors) will be served at 12:00 p.m. in the restaurant and will consist of either: 1) a restaurant menu item (menu include both hot and cold food selections), or 2) a choice of a limited menu item (limited menu to include both hot and cold food selections) or a buffet. Lunch orders will be submitted to the catering staff each morning by 9:00 a.m. e. Snacks, such as cookies, brownies, chips and dip, tortilla chips and salsa, popcorn, or soft pretzels (a choice of one or two), along with water and sodas, for 24 people (candidates) will be served at 2:30 p.m. outside the conference rooms each day. f. Snacks, such as cookies, brownies, chips and dip, tortilla chips and salsa, popcorn, or soft pretzels (a choice of one or two), along with water and sodas, for 32 people (assessors) will be served at 2:30 p.m. in the assessor break room each day. C. Location/Transportation 1. The hotel must be located within 10 miles of the Dulles International Airport. 2. Transportation to Dulles International Airport for up to 10 individuals each day from March 6-7 and March 10-14. 3. Transportation to lodging at 5:15 p.m. for up to 15 individuals per day from March 6-7 and March 10-14. They will be staying within 5 miles of the testing site. D. Other 1. There must be no remodeling, construction, or painting in process during the scheduled testing dates. 2. March 3-7 and March 10-14 parking for up to 30 individuals from 7:00 a.m. to 6:00 p.m. 3. Audio-visual, phone, fax, and copying services as needed; include a price list for these services. A table, three chairs, and a phone will be required at a reception table outside of the conference rooms. 4. A complete listing of the previous day?s charges will be provided to the COTR each day. 5. Proposal will include a list of all contact persons at the hotel, e.g., General Manager, Sales Manager, Catering Coordinator, etc., and their phone numbers. 6. After contract award, questions regarding logistics or billing must be directed to the COTR only. If DEA personnel have questions regarding rooms or billing, the COTR must be notified as soon as possible. HOTEL REQUREMENTS FOR APRIL/MAY 2003 The numbers below are estimates and may change by as much as fifteen percent. With regard to guest rooms, the dates listed below represent check in and check out dates, i.e., April 28-30 refers to a two-night stay with a check in of April 28 and checkout of April 30. April/May requirements are as follows: A. Testing and training rooms 1. Specify the hotel?s standard check in and check out times, as well as any late check out times and applicable charges. Address the hotel?s cancellation policy with regard to guest rooms. 2. April 28-30, one conference room with partition which can accommodate a training class of 50 individuals or two training classes of 25 individuals each. The partition will be open on April 28 at 8:00 a.m. 3. May 1-2 and May 5-9, two conference rooms; each room is to accommodate 16 people in a classroom arrangement of six-foot tables, two chairs per table. 4. An entire floor that is reserved entirely for DEA's use. a. Entire floor must be non-smoking. How long has it been a non-smoking floor? b. Pets must not have been allowed on the floor. If pets were allowed, how were the rooms cleaned to prevent pet odors? c. Rooms must be soundproof, such that a normal speaking voice cannot be heard in an adjoining room. d. Top floor is preferred. e. Floor must have between 18 and 30 rooms. f. DEA will pay for 18 rooms. 1. April 28-May 10, one room will be used as an office, requiring any beds to be removed and the walls lined with six-foot tables and six chairs. (Although this room must be available on April 28, the remaining rooms are not required until April 30, therefore, the entire floor does not have to be secured until April 30.) 2. April 30-May 10, one room will be an assessor break room for the assessors, requiring beds to be removed and chairs lining the walls. 3. April 30-May 10, the remaining 16 rooms must contain a table, three banquet chairs, and adequate lighting for videotaping. Any beds in these 10 rooms must be removed (unless suites are used). 4. All changes to the rooms regarding furniture placement or removal must be completed before check in time on the start date. g. April 27-May 10, up to 12 rooms on the secured floor will be sleeping rooms, paid for by individuals. Some individuals may wish to check out for the weekend. In these cases, billing is transferred to DEA for the nights the individual is away, so that the security of the floor will be maintained. Once the individual checks in to the room again, the billing will revert back to the individual?s credit card. DEA will not cover charges incurred for sleeping rooms when the hotel fails to obtain a valid credit card upon arrival. h. Housekeeping will only be permitted on the secured floor during certain hours to be determined later. 5. Proposals must include a layout of the hotel facilities or a description which addresses the following issues (skip if included in the section addressing March 2003 requirements): a. It is preferred that no additional conference rooms are adjoining the two required by DEA. b. Where are restroom facilities in relation to the conference rooms? How many stalls are available for men and for women? c. Will other groups be using the conference rooms in the evening so that all materials must be stored elsewhere overnight? If so, is there a locking storage room near the conference rooms? d. In feet, where are the elevators in relation to the conference rooms? How many elevators are there? What is the capacity of each elevator? e. What is the travel time from the conference facilities to the testing rooms, i.e., the top floor? B. Food (Final counts will be submitted to the catering manager on April 23). Submit only a single catering package which incorporates all of the following specifications: 1. April 28-30, breakfast, lunch, and snacks for 54 people. a. Breakfast each day will be set up at 8:00 a.m., and not removed before 11:00 a.m., in the conference room and will consist of bagels, pastries, muffins, fruit, juices, water, coffee, and sodas. Coffee will be refreshed throughout the entire day. b. Lunch will be served at 12:00 p.m. in the restaurant and will consist of either: 1) a restaurant menu item (menu to include both hot and cold food selections), or 2) a choice of a limited menu item (limited menu to include both hot and cold food selections) or a buffet. Lunch orders will be submitted to the catering manager each morning by 10:00 a.m. c. Snacks, such as cookies, brownies, chips and dip, tortillas chips and salsa, popcorn, or soft pretzels (a choice of one or two), along with water and sodas, will be served at 2:30 p.m. outside the conference room each day. 2. May 1-2 and May 5-9, breakfast, lunch, and snacks for 80 people. a. Breakfast for 32 people (candidates) will be set up each day at 7:00 a.m., and not removed before 11:00 a.m., outside the conference rooms and will consist of bagels, pastries, muffins, fruit, juices, water, coffee, and sodas. Coffee will be refreshed throughout the entire day. b. Breakfast for 48 people (assessors) will be set up each day at 8:00 a.m., and not removed before 11:00 a.m., in the assessor break room and will consist of bagels, pastries, muffins, fruit, juices, water, coffee, and sodas. Coffee will be refreshed throughout the entire day. c. Lunch for 32 people (candidates) will be served beginning at 11:30 a.m. outside the conference rooms and will consist of meat and vegetarian entrees, as well as hot and cold selections on a buffet. The candidates will eat in two groups of 16: the first group at 11:30 a.m. and the second group at 11:45 a.m. DEA personnel will be notified before the buffet is removed. d. Lunch for 48 people (assessors) will be served at 12:00 p.m. in the restaurant and will consist of either: 1) a restaurant menu item (menu to include both hot and cold food selections), or 2) a choice of a limited menu item (limited menu to include both hot and cold food selections) or a buffet. Lunch orders will be submitted to the catering staff each morning by 9:00 a.m. e. Snacks, such as cookies, brownies, chips and dip, tortilla chips and salsa, popcorn, or soft pretzels (a choice of one or two), along with water and sodas, for 32 people (candidates) will be served at 2:00 p.m. outside the conference rooms each day. f. Snacks, such as cookies, brownies, chips and dip, tortilla chips and salsa, popcorn, or soft pretzels (a choice of one or two), along with water and sodas, for 48 people (assessors) will be served at 2:00 p.m. in the assessor break room each day. C. Location/Transportation 1. The hotel must be located within 10 miles of the Dulles International Airport. 2. Transportation to Dulles International Airport for up to 10 individuals each day from May 1-2 and May 5-9. 3. Transportation to lodging at 4:15 p.m. for 28 individuals per day from May 1-2 and May 5-9. They will be staying within 5 miles of the testing site. D. Other 1. There must be no remodeling, construction, or painting in process during the scheduled testing dates. 2. April 28-May 2 and May 5-9 parking for up to 40 individuals from 7:00 a.m. to 6:00 p.m. 3. Audio-visual, phone, fax, and copying services as needed; include a price list for these services. A table, three chairs, and a phone will be required at a reception table outside of the conference rooms. 4. A complete listing of the previous day?s charges will be provided to the COTR each day. 5. Proposal will include a list of all contact persons at the hotel, e.g., General Manager, Sales Manager, Catering Coordinator, etc., and their phone numbers. 6. After contract award, questions regarding logistics or billing must be directed to the COTR only. If DEA personnel have questions regarding rooms or billing, the COTR must be notified as soon as possible. The provisions at FAR 52.212-1, Instruction to Offerors-Commercial, applies to this acquisition. The provision at FAR 52.212-2, Evaluation-Commecial Items is applicable to this acquisition. The purchase order resulting from this announcement will be awarded to that responsible vendor whose offer is determined to be the best value to the Government. and meets the Governments minimum need. Quoters shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items with written quotation. The provision at FAR 52.212-4 Contract Terms and Conditions-Commercial Items is applicable to this acquisition. Written quotes are to be clearly marked "RFQ-03-HP-0001". A written quotation must be submitted by November 15, 2002 to Janice E. Brown, Drug Enforcement Administration, 700 Army Navy Drive, Arlington, Virginia 22202. Each quote must show unit price and the extended price for each line item. Offerors must make an affirmative statement that their signed quote is valid for 60 days from the date of their quote.
- Record
- SN00195527-W 20021031/021029213226 (fbodaily.com)
- Source
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