MODIFICATION
99 -- Hotel Conference Support
- Notice Date
- 2/20/2004
- Notice Type
- Modification
- Contracting Office
- Environmental Protection Agency, Immediate Office Superfund/Rcra Hqtrs Contract Operations Branch, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-04-00086
- Response Due
- 2/5/2004
- Archive Date
- 3/5/2004
- Point of Contact
- Point of Contact, Lashawn Smith, Purchasing Agent, Phone (202) 564-1917
- E-Mail Address
-
Email your questions to U.S. Environmental Protection Agency
(smith.lashawn@epa.gov)
- Description
- NAICS Code: 5612 NOTE: TO OBTAIN THE SOW (PART I) AND THE CLINS 1-10 (PART III) FOR COMPLETION, PLEASE GO TO WEBSITE HTTP://WWW.EPA.GOV/OAMSRPOD/PMRCSC/ KANEHOTEL/INDEX.HTM PER THESE INSTRUCTIONS. PART II - INSTRUCTIONS FOR PREPARATION and SUBMISSION OF QUOTES 2004 NATIONAL SUPERFUND PO/CO TRAINING CONFERENCE 1.0 Clause 52.212-1 Instructions to Offertory -- Commercial Items (OCT 2000), which is incorporated into the RFQ by reference, provides guidance on preparing and submitting quotations. For the purpose of this RFQ, all references in this clause to "offer or" and "offers" should be read as "quoters" and "quotations/quotes". Paragraph "(b) Submission of offers" of Clause 52.212-1 is replaced, in its entirety, by the guidance that follows. Questions concerning this RFQ should be submitted by email to Kane.Gloria @epa.gov or Smith.LaShawn@epa.gov by March 5, 2004. 2.0 General Requirements To be considered for award, submit three (3) hard copies of your written quote to the office specified in this RFQ at or before the time specified in this RFQ (see SF1449, block 8 for date and time and block 9 for office). NO ELECTRONIC SUBMISSIONS WILL BE ACCEPTED. Instructions for mailing, hand-carried/courier-delivered quotes are at the end of this Part II. Note: EPA is experiencing significant delays in receiving mail from the US Postal Service. Please use one of the express delivery services to ship your proposal to EPA. Deadline for Receipt of Quotes is Friday, March 5, 2004 at 3:00pm EST. You assume full responsibility for ensuring that your quote is received by the deadline date and time. Quotes must be prepared in accordance with the instructions in this Part. Failure to substantially comply with these instructions, in either format or content, may lead to the rejection of a quote. 3.0 Contents of Quote and Completion Instructions You must include three (3) paper HARD copies (unless otherwise stated) of the following documents in your quote: Complete as follows. a. 1. Complete and sign SF 1449 2. All CLINS 1-10 b. Complete and return Attachment 1 as part of your quote. CLINs: 1.0, 2.0 and 3.0 requests information about: ? The First Option Space Block ? Guest Rooms ? Tentative Schedule of Events (include a floor plan, capacity chart, and possible room set-up diagrams) ? Meeting Room and Function Space c. Complete and return Attachment 2 as part of your quote. CLINs 4.0, 5.0 And 6.0 request information about the hotel"s: ? FEMA certification number. The FEMA number can be verified at www.usfa.fema.gov/hotel/index.cfm. ADA compliance Quality Rating Contract Administrator and Alternate List of References d. Complete and return Attachment 3, CLIN 7.0 as part of your quote. Provide information about the hotel's audiovisual equipment and business center services. Insert the unit price as well as the total price for each CLIN. Insert the TOTAL A/V & labor charges at the bottom of the table. Include discounts, if any, to the prices that you list. Also note the hotel's policy and surcharge, if any, for using an outside vendor. e. Complete and return Attachment 4, CLIN 8.0 as part of your quote. Provide information about the hotel's refreshments. f. Complete and return Attachment 5, CLIN 9.0 as part of your quote. Provide information about the hotel's parking availability and location accessibility. g. Complete and return Attachment 6, CLIN 10.0 as part of your quote. Provide information on the questionnaire pertaining to "environmentally friendly" green facility. h. Complete and return Attachment 7 as part of your quote. Provide a completed copy of the representations and certifications found in provision 52.212-3, Offeror Representations and Certifications - Commercial Item. Hand -Carried /Courier-Delivered Quotes FOR US MAIL: U. S. Environmental Protection Agency BID and PROPOSAL ROOM , Mail Code 3805R Ariel Rios Building 1200 Pennsylvania Ave. N.W Washington, DC 20460 ATTN: Gloria J. Kane FOR COURIER: U.S. Environmental Protection Agency BID and PROPOSAL ROOM, Mail Code 3805R Ronald Reagan Building, 6th Floor 1300 Pennsylvania Ave. NW Washington,. DC 20004 ATTN: Gloria J. Kane Place RFQ NUMBER: (RFQ-DC-04-00086) on your Quotation Package Place your company address and contact representative' s name Disposition of Quotes After evaluation, selection, and contract award, unsuccessful quotes will be disposed of as follows - one copy will be retained by the EPA and the remaining copies will be destroyed. EVALUATION OF QUOTATIONS 4.0 52.212-2 Evaluation-Commercial Items (Jan 1999) (a) The Government will award a contract resulting from this RFQ to the responsible offeror whose offer conforming to the RFQ will be most advantageous to the Government, price and other factors considered. The factors listed in section 4.0 below will be used to evaluate the offer. The evaluation factors are listed in order of importance. (b) Options. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. 5.0 Basis for Award This procurement is being solicited, offered, evaluated, and awarded using the simplified acquisition procedures using FAR Part 12, Acquisiton of Commerical Items. The EPA will award a contract resulting from this RFQ to the responsible hotel (FAR Subpart 9.104) whose quote, conforming to the RFQ, will be most advantageous to the EPA, price and other factors considered. The EPA will use the following factors, listed in descending order of importance, to evaluate quotes: ? Acceptability ? Suitability ? Past Performance ? Price ? Green Procurement 6.0 The following methodology will be used to evaluate quotes. First, the EPA will determine if a quote is acceptable. If a quote is not acceptable, it may be dropped from consideration and the other evaluation factors not considered. ? Second, the EPA will evaluate suitability and past performance of hotels submitting acceptable quotes. ? Third, the EPA will evaluate the price of all hotels who submit acceptable quotes. ? Fourth, the EPA will conduct on-site visits to the top three (3) hotels that were selected based on acceptability of the quote, suitability, past performance, and price combined. ? Fifth, the EPA will evaluate the use of the green "environmentally friendly" products in the hotels submitting acceptable quotes. 7.0 Evaluation Factors 1. Acceptability. To be considered for award, a vendor must agree to, and conform with, all the terms and conditions of the RFQ. If a quote is not initially acceptable, it may be dropped from consideration, and the other evaluation factors not evaluated. Acceptability will be scored on a "pass/fail" basis. 2a. Suitability. Suitability encompasses all factors that contribute to the conference attendee's comfort and safety and to the overall success of the conference held at the hotel. Evaluation of suitability will be a subjective assessment of the features offered by the hotel. The suitability assessment will focus on, but not be limited to: (1) Meeting Rooms and Function Space Availability: meeting rooms and function space availability during July; can accommodate each meeting room and function space requirement; (2) Lodging Availability: can provide sleeping rooms at the current Federal lodging rate; can provide sleeping rooms three (3) days prior to and three (3) days after the core Conference meeting days; can provide the minimum room block; (3) Location Accessibility: average daytime and nighttime temperatures in July; and average precipitation in July; (4) Facility Features: number of total sleeping rooms and guest floors; proximity of facility to nearest major airport (e.g., miles one-way); ground transportation availability, cost, and hours of operation; FEMA certification; ADA compliance; VIP treatment and amenities; guest room and occupancy tax prices and tax exempt policy; and complimentary guest room policy. (5) Meeting Room Features: Available square footage; flexibility of making on-site changes to room assignments and set-ups, including fees, if any; complimentary meeting room policy; complimentary meeting room amenities and equipment; storage space policy and price; receiving of conference materials (policy and price). (6) Audiovisual Equipment and Labor: Completed chart in the attached CLIN template; provided total sum rental price for the audiovisual equipment rental and labor charges; and policy and surcharges, if any for use of an outside audiovisual equipment vendor. (7) Business Center Services Charges: Completed chart in the attached CLIN template; provide total sum of services. The EPA will base its rating of these features solely on the information provided in each quote. Suitability is an adjectival (Superior [of great value or excellence; extraordinary; better than average], Adequate [sufficient to satisfy a requirement or meet a need], Poor [lacking in a specified resource or quality]), scored evaluation factor. 2. Past performance. Past performance is considered to be the hotel's relevant conferenece related conference related history. Especially relevant are a hotel's record of conforming to contract requirements; a hotel's commitment to customer satisfaction; and, generally, a hotel's reputation for demonstrating a business-like concern for the interests of its customers. Past performance is a "pass/fail" evaluation factor. 3. Price. Price is the total evaluated price. EPA will base total evaluated price on the prices quoted for all CLINs listed in Part I. The total evaluated price will be based on the "estimated maximum" quantities shown for each CLIN multiplied by the unit prices quoted. Price is not a scored evaluation factor. EPA will use total evaluated cost as part of its best value analysis. 4. On-Site Visit. The on-site visit will occur once the top three (3) hotels are selected from all the offers. Once the top three (3) hotels are selected, they will receive notification from EPA of their selection. The COTR/Designee will contact the top three (3) hotels to schedule the on-site visits. The on-site visits will be evaluated according to the (1) Facility: physical, appearance, cleanliness, ventilation, and general lighting features of the hotel; ADA implementation; number and location of guest elevators; availability of recycling by conferees of office paper, aluminum cans, and drink bottles during the Conference; types and dates of last previous and future renovations; technology features and capabilities (complimentary and fee-based); proximity to nearest hospital, police station and fire department; smoking policy in public areas; gratuity or service charges; business service availability and price; employee and city services unions' existence and contract expiration dates; on-site parking availability and price; availability of public transportation between the hotel and the airport; accessibility to airport; characteristics of the neighborhood in which the hotel is located; types of and proximity to on-site and off-site services and amenities; and proximity to off-site food establishments and their convenience, cost, and hours of operation. (2) Meeting Rooms and Function Space: number of elevators and escalators to meeting room and function space; proximity to and number of restrooms; proximity to and number of public telephones; overall condition, appearance, ventilation, and lighting; room size, dimension, and shape; obstructions (such as pillars); temperature control capabilities and location; lighting and light controls; ADA implementation; accessibility to rooms; appropriateness for PO/CO National Conference; size of foyer areas and mingling space; level of and type of soundproofing; proximity of rooms to each other; proximity to potential distractions; and proximity to kitchen. (3) Guest Room Features: ADA implementation; overall condition (soft goods clean and in good condition, etc.), cleanliness, appearance, and ventilation; security; and safety and fire devices and locations; number of rooms (smoking, non-smoking, single and double occupancy, suites); reservation process and policy; guest services and amenities (complimentary and fee-based); check-in and check-out policies and times; cancellation policy; and late arrival policy. On-Site Visit is an adjectival (Superior [of great value or excellence; extraordinary; better than average], Adequate [sufficient to satisfy a requirement or meet a need], Poor [lacking in a specified resource or quality]), scored evaluation factor. 5. Green Procurement. EPA will base its rating on the facility that provides "Environmentally Freindly", a green facility, such as the use of biobased products, use of recovered materials, reuse of products, recyclability , and life cycle cost. Green Procurement is a "pass/fail" evaluation factor. www.epa.gov/oamsrpod/pmrcsc/kanehotel/index.htm NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (20-FEB-2004). IT ACTUALLY APPEARED OR REAPPEARED ON THE FEDBIZOPPS SYSTEM ON 21-FEB-2004. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Record
- SN00528032-W 20040223/040221223320 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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