SOLICITATION NOTICE
X -- FACILITY TO HOST THE FY 2007 - FY 2009 EXCEL CONFERENCES
- Notice Date
- 6/2/2006
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Equal Employment Opportunity Commission, Office of the Chief Financial Officer & Administrative Services, Procurement Management Division, 1801 L Street, N.W., Room 2505, Washington, DC, 20507
- ZIP Code
- 20507
- Solicitation Number
- RFQ060084
- Response Due
- 6/12/2006
- Archive Date
- 7/4/2006
- Description
- This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation (FAR) 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, and Part 13.5 Test Program for Certain 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 2005-09 effective May 19, 2006. Hotels and other full service facilities that can satisfy the requirements listed below are encouraged to submit a quotation. The U.S. Equal Employment Opportunity Commission ? Revolving Fund Division (Training Institute) has a requirement for a contractor to provide a full service training facility to include lodging, meeting space, food and beverage service, audio-visual equipment, and audio-visual support services to conduct the FY 2007 ? FY 2009 Examining Conflict in Employment Laws (EXCEL) Conference, which will be referred to as the Conference. The Training Institute will be referred to as the Institute. The Institute provides training to federal agencies and their representatives on the laws enforced by the EEOC. The 4-day Conference provides for plenary sessions, 10 individual breakout sessions, and food and beverage service in the morning and at lunch. The Institute anticipates a minimum of 900 participants with a maximum of 1,200 participants plus an additional 120 individuals consisting of other staff, presenters, and vendors who provide support for the conference. To be eligible for consideration, the contractor?s proposed facility for the FY 2007 EXCEL Conference must be located in one of the following cities: Anaheim; CA; Atlanta, GA; Chicago, IL; Denver, CO; Indian Wells, CA; Las Vegas, NV; Los Angeles; CA; New York, NY; Palm Springs, CA ; Phoenix; AZ or San Diego, CA. For the FY 2008 and 2009 EXCEL Conference the following additional city will be considered: San Francisco, CA. The EEOC contemplates the award of a Firm-Fixed ?Price Contract. Period of Performance: The period of performance under this contract shall consist of a base period of twelve (12) months (from the effective date of contract award through twelve months thereafter) with two (2) one-year options. The total contract period of performance shall not exceed thirty-six (36) months if all options are exercised. The quotation package shall include the following line items in a written quotation: CLIN 0001. Base Period - Lodging ? Quantity 5 days each (See List of Lodging Requirements below), Unit Price $_____, Total for CLIN 0001 $_____; CLIN 0001AA. Base Period - Rental of Conference Meeting Space ? Quantity 5 days each (See List of Meeting Space Requirements below), Unit Price $ _____, Total for CLIN 0001AA $ _____; CLIN 0001AB. Base Period - Food and Beverage Services ? Quantity 5 days each (See List of Food & Beverage Requirements below), Unit Price $ _____, Total for CLIN 0001AB $ _____; CLIN 0001AC. Base Period - Rental of Audio-Visual Equipment & Support ? Quantity 4 days each (See List of Audio-Visual Requirements below), Unit Price $_____, Total for CLIN 0001AC; CLIN 0001AD. Base Period - Business Center Expenses ? 5 days each (See List of Business Center Requirements below), Unit Price $_____, Total for CLIN 0001AD $ _____. CLIN 0002. Option Year 1 - Lodging ? Quantity 5 days each (See List of Lodging Requirements below), Unit Price $_____, Total for CLIN 0002 $_____; CLIN 0002AA. Option Year 1 - Rental of Conference Meeting Space ? Quantity 5 days each (See List of Meeting Space Requirements below), Unit Price $ _____, Total for CLIN 0002AA $ _____; CLIN 0002AB. Option Year 1 - Food and Beverage Services ? Quantity 5 days each (See List of Food & Beverage Requirements below), Unit Price $ _____, Total for CLIN 0002AB $ _____; CLIN 0002AC. Option Year 1 - Rental of Audio-Visual Equipment & Support ? Quantity 4 days each (See List of Audio-Visual Requirements below), Unit Price $_____, Total for CLIN 0002AC; CLIN 0002AD. Option Year 1 - Business Center Expenses ? 5 days each (See List of Business Center Requirements below), Unit Price $_____, Total for CLIN 0002AD $ _____. CLIN 0003. Option Year 2 - Lodging ? Quantity 5 days each (See List of Lodging Requirements below), Unit Price $_____, Total for CLIN 0003 $_____; CLIN 0003AA. Option Year 2 - Rental of Conference Meeting Space ? Quantity 5 days each (See List of Meeting Space Requirements below), Unit Price $ _____, Total for CLIN 0003AA $ _____; CLIN 0003AB. Option Year 2 - Food and Beverage Services ? Quantity 5 days each (See List of Food & Beverage Requirements below), Unit Price $ _____, Total for CLIN 0003AB $ _____; CLIN 0003AC. Option Year 2 - Rental of Audio-Visual Equipment & Support ? Quantity 4 days each (See List of Audio-Visual Requirements below), Unit Price $_____, Total for CLIN 0003AC; CLIN 0003AD. Option Year 2 - Business Center Expenses ? 5 days each (See List of Business Center Requirements below), Unit Price $_____, Total for CLIN 0003AD $ _____. For FY 2007 ? FY2009, the dates are listed as primary weeks and secondary weeks. The secondary weeks will only be considered if suitable facilities are not available during the primary weeks. Registration is held the Sunday afternoon before the conference between 2:00PM and 6:00 PM. For the FY 2007 EXCEL Conference primary weeks are August 20-23, 2007 with pre-conference registration on August 19, 2007, August 27-30, 2007 with pre-conference registration on August 26, 2007, and July 9-13, 2007 with pre-conference registration on July 8, 2007. The secondary weeks are July 16-19, 2007 with pre-conference registration on July 15, 2007, and August 13-16, 2007 with pre-conference registration on August 12, 2007. For the FY 2008 EXCEL Conference, the primary weeks for consideration are August 18-21, 2008 with pre-conference registration on August 17, 2008, August 11-14, 2008 with pre-conference registration on August 10, 2008, and August 4-7, 2008 with pre-conference registration on August 3, 2008. The secondary weeks are July 28-31, 2008 with pre-conference registration on July 27, 2008, July 21-24, 2008 with pre-conference registration on July 20, 2008, and July 14-17, 2008 with pre-conference registration on July 13, 2008. For the FY 2009 EXCEL Conference, the primary weeks for consideration are August 24-27, 2009 with pre-conference registration on August 23, 2009, August 17-20, 2009 with pre-conference registration on August 16, 2009, and August 10-13, 2009 with pre-conference registration on August 9, 2009. The secondary weeks are August 3-6, 2009 with pre-conference registration on August 2, 2009, July 27-30, 2009 with pre-conference registration on July 26, 2009, July 20-23, 2009 with pre-conference registration on July 19, 2009, and July 13-16, 2009 with pre-conference registration on July 12, 2009. The conference will consist of a pre-conference registration day, and four (4) days of training with the 4th day having a limited number of sessions and attendees. The conference will officially start on Sunday evening for pre-registration between the hours of 2:00 PM and 6:00 PM, and continue through Thursday. Thursday will have a limited number of attendees. 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 Central Contractor Registration (CCR) database prior to award of the resulting contract. Registration is free and can be completed on-line at http://www.ccr.gov/. Each quotation must clearly indicate the capability of the vendor 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. Americans with Disabilities Act (ADA) Requirements: All facilities, including rest rooms, meeting space, office space, and audio-visual equipment must meet ADA requirements for accessibility. Accommodations for disabled individuals may include, but are not limited to, wheelchair ramps and accessible parking spaces, elevators, sound systems, and aisles. Lodging Requirements: The contractor shall provide a maximum of 120 room nights for external speakers, which will be paid directly under this contract. The contractor shall block up to 1,200 rooms for participants and internal staff. The INSTITUTE will manage the room block for all attendees, speakers and staff and will turn back all unused rooms to the hotel without penalty by a cutoff date to be determined upon award of the resultant contract. The INSTITUTE will provide the contractor with a master list of attendees and staff credit card information. All attendees and staff will be responsible for paying the hotel directly. The Institute will require the contractor to block approximately 3-4 rooms one (1) day prior to the pre-conference registration date (Saturday), and 1-2 rooms one (1) day after the conference (Friday) at the government lodging rate. Also, the Institute will require the contractor to block approximately 3-4 rooms from the Thursday of the week prior to the conference up to the start of the conference. All room nights used by the CONFERENCE will be credited to Institute?s room block. The contractor shall provide these rooms at or below the Federal government?s per diem rate for lodging at the proposed site. Conference Meeting and Office Space Requirements: Meeting rooms must be set up in classroom style with 6' tables, no more than 2 people per table, and one pitcher of water and glasses per table. A podium and two (2) tables located in the front of the classroom are required. Rooms must have additional space to accommodate AV equipment. A plenary room that can accommodate 1,200 attendees in classroom style seating is required on Days 1 and 2 from 8:30 AM to 12:00 noon. The plenary room must have additional space to accommodate a raised platform. The breakout rooms are required on Days 1 and 2 from 1:30 PM to 5:00 PM, on Days 3 and 4 from 8:30 AM - 5:00 PM. For Days 1, 2, and 3 the following breakout rooms are required: Two rooms to accommodate 150-200 attendees; six rooms to accommodate 100-149 attendees and two rooms to accommodate 50-99 attendees. Day 4, the following breakout rooms are required: One room for 500 attendees; one room for 100-149 attendees, and two rooms for 50-99 attendees. Pre-function and Office Areas must be a secured room with four (4) access keys to store EEOC equipment and space to accommodate a minimum of five 6 ft. tables. The contractor shall store the Government Furnished Material (GFM) and equipment in a secure place. The Pre-Function area will be used to assemble up to 10 pallets of conference materials. The office space will be used to store EEOC?s AV equipment and for staff and presenters to prepare for the conference. A registration and vendor display area is required for the entire CONFERENCE. Secured storage space for conference materials is required in the registration area. Space for 20 vendor display booths is required. Each vendor booth shall be equipped with a 6? table, two chairs, and pipe and drape for the tables. Food and Beverage Requirements: The contractor shall submit with their quotation a price list for proposed food and beverages for pre-registration reception, a conference kickoff reception, breakfast, lunch and evening receptions. Pricing for food and beverage shall include the price for the item, plus the gratuity (service charge), and a statement from the contractor indicating whether the U.S. Government is exempt from state tax, if applicable. Food requirements for all receptions will be determined in conjunction with the sponsoring vendors for up to 800 people. The conference kickoff is required for up to 50 staff and presenters consisting of light food and non-alcoholic beverages. A small reception during pre-registration consisting of beverages and light snacks for up to 500 people is required. Breakfast and Lunch will be served at round tables seating 10 for a maximum of 1200 people and each meal will last for a minimum of 1 ? hours. The contractor shall provide up to 20 staff meals for 30 minutes after the scheduled mealtime. The staff meals may be provided either in the main dining room or in a room close to the dining room. The INSTITUTE will pay the contractor for meals, breaks, and receptions based on the actual number of meals served. The contractor shall provide a breakfast buffet for four (4) days, a Plated-lunch for two (2) days and a buffet lunch for one (1) day. Breakfast shall consist of assorted chilled juices; sliced fresh fruit served with yogurt sauce; assorted breakfast pastries; bread with gourmet marmalades, jams and whipped butter; eggs; French toast or pancakes; meat: bacon, ham, sausage; regular and decaffeinated coffee, tea bags and hot water for tea; ice tea; and large containers of water. Lunch shall consist of salad, boneless chicken with a sauce, rice or pasta, chef?s choice of vegetable and starch to maximize color and flavor; dinner rolls & butter, dessert; regular and decaffeinated coffee, hot and iced tea. 30 minute AM and PM breaks are required for a maximum of 1,200 people. The AM break menu shall consist of regular and decaffeinated coffee; large water containers, hot and iced tea. The PM break menu shall consist of regular and decaffeinated coffee; large containers of water, hot and iced tea, and a light snack (i.e., cookies, pretzels, etc.). The INSTITUTE and sponsoring vendor will determine menus for evening receptions. Some receptions are paid directly by the sponsoring vendor, and some are paid by EEOC. The sponsoring vendors will reimburse the EEOC INSTITUTE for the cost. The space designated for the reception must accommodate approximately 800 people with social seating available throughout the area. There will be a maximum of four (4) receptions during the CONFERENCE, and the duration of each reception will be approximately 1-1/2 hours. All interested parties shall provide a recommended list of beverages, snacks, breakfast, lunch, dinner menus and their related prices when responding to this RFQ. Audio Visual (AV) Requirements: The INSTITUTE will provide laptop computers and projectors for all breakout rooms. The contractor shall submit with their quotation a price list for the following AV equipment. (Item - Qty): Projection screens; 10.5 x 14, flown , with dress kit - 6, Projection screen 10x10 cradle - 8, Projection screen, 8x8 - 4, LCD projectors , minimum 4200 lumens, flown - 4, DSC 1024 scan converter (or comparable) - 2, Video Camera, Professional, with sports lens - 1, Audio mixer, 12 channel - 1, Audio mixer, 4/6 channel - 10, AC drop, 100 Amp - 1, VCR -1, AC for room, 20 amp- 11, VGA cable, 50'- 11, 32" roll cart -16, VGADA and VDA splitter, cables to run two projectors from one laptop - 2, projection carts or stands- 2, Pipe and Drape for front platform (approx. 35 linear ft.) - 1, Stage wash for platform- 1, Back lights for platform- 6, Podium with wired microphone for podium -12, Table microphones w/stands, wired - 24; Floor microphones w/stands, wireless- 16, Wireless lavaliere microphones - 6, Internet connection, level 500 - 2, 6' Tables and drape with wired table microphone and stand, 8 ft, with drape - 2, Flip chart / paper and markers -10, gender adapters - 10, Electronic signs or tripods to identify breakout sessions - 10, Manpower to set-up and support the Plenary session this includes sound video and camera support and the manpower to set-up the10 breakout rooms. Business Center Requirements: The contractor must be able to handle mailing, copying and faxing of course materials on-site. The Institute typically receives 10 pallets of course materials, 25 to 30 packages and AV equipment, and sends out 50 packages at the completion of the conference. Attendees typically send out course materials. A list of all business center charges to include but not limited to copying, faxing and mail handling charges is required. Reporting Requirements: The contractor must be able to provide detailed reporting information prior to and throughout the CONFERENCE on room usage, food and beverage consumption, confirmation information and any other relevant information needed to successfully manage this event. All interested parties shall submit with their quotation a detailed breakdown of all costs to include lodging, meeting space, food and beverage service, audiovisual equipment and support, office space rental, and any other miscellaneous charges. Submission of Quotation: Your quotation in response to RFQ060084 is due June 12, 2006, 3:00 p.m. EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Procurement Management Division, 1801 L Street, N.W., Room 6212, Washington, D.C. 20507 Attn: Gregory Browne; Contracting Officer. A quotation submitted via e-mail addressed to gregory.browne@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 RFQ060084 is June 7, 2006 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 June 30, 2006. Evaluation factors for award: The following factors shall be used to evaluate quotes: technical capability, past performance, and price. Technical Capability and past performance when combined are more important than price. Technical capability subfactors: Quotations will be evaluated on the vendor?s ability to: 1. Provide the required services on the dates requested. Additional consideration will be given to those vendors who can provide the required services within the primary dates, which are listed in the order of preference. 2. Meet the minimum requirements regarding lodging, meeting space, food and beverage service, audio visual equipment and technical support, office space, reporting requirements, and the vendor?s ability to meet ADA requirements for accessibility.; 3. Provide the required lodging at or below the federal government?s per diem rate for lodging; and 4. Provide a centrally located facility with inexpensive transportation options to and from the airport, local restaurants, and other area attractions. Quotations must address safety and security issues both within the hotel complex and surrounding area. Past Performance: The vendor must provide a minimum of three (3) references for past performance for similar work awarded 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, titles and telephone number of Contracting Officer, or other point of contact; 3. Name, title and telephone number of client?s program or project manager, if applicable; 4. Contract number, period of performance, and dollar value of contract; and 5. Description of services provided. 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). Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the vendor?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. 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 vendor shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications ? Commercial Items with your quote. 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 52.222-21, Prohibition of Segregated Facilities, Clause 52.222-26 Equal Opportunity, Clause 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans, Clause 52.222-36 Affirmative Action for Workers with Disabilities, Clause 52.225-14 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 www.arnet.gov. Method of payment: Electronic Funds Transfer.
- Place of Performance
- Address: Anaheim; CA; Atlanta, GA; Chicago, IL; Denver, CO; Indian Wells, CA; Las Vegas, NV; Los Angeles; CA; New York, NY; Palm Springs, CA ; Phoenix; AZ or San Diego, CA.
- Country: US
- Country: US
- Record
- SN01061836-W 20060604/060602221441 (fbodaily.com)
- Source
-
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