SOLICITATION NOTICE
X -- EEOC FY 2007 FEPA Training (Provide a Full Service Training Facility)
- Notice Date
- 6/27/2007
- 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, Acquisition Services Division, 1801 L Street, NW, 6th Floor, Washington, DC, 20507, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- RFQ070106
- Response Due
- 7/12/2007
- Archive Date
- 7/27/2007
- 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. Quotations are being requested and a written solicitation will not be issued. This solicitation document and incorporated provisions and clauses are those in effect through FAC 2005-17, effective on June 14, 2007. This announcement is considered an unrestricted procurement. The NAICS Code is 721110. This solicitation is being issued as a Request for Quotation No. 070106, and is in accordance with Federal Acquisition Regulation (FAR) Part 12.6, Acquisition of Commercial Items and Subpart 13.5, Test Program for Certain Commercial Items. The EEOC contemplates the award of a Firm-Fixed price type contract for a full-service Training facility to include lodging, meeting space, food and beverages, audio-visual equipment (supplies), miscellaneous expenses and other reporting requirements. LOCATION: The following locations are under consideration for the Training: Atlanta, GA; Dallas, TX; New Orleans, LA; Phoenix, AZ, and Washington, DC. The Training will be held at one location. This is not a solicitation for Event Planning Services. Full service facilities, including hotels that can satisfy the requirement contained in this solicitation are encouraged to submit a quotation. For a quotation submitted by a quoter that is not a hotel, the quoter, not the hotel, will be considered the prime contractor. Therefore, that quoter must describe in its quotation and technical approach for the quoter services as a prime contractor. A quoter which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. The Equal Employment Opportunity Commission, Revolving Fund Division (EEOC-RFD), 1801 L St. NW, Washington, DC 20507, dba, EEOC Training, EEOC-RFD, is sponsoring Training for 600 Fair Employment Practices Agencies (FEPAs) investigators on Race Color and Religious Discrimination Training. Each session during the Training will last for two (2) days, with two (2) sessions per week for two (2) consecutive weeks. Each session will train an estimated total of 150 participants. Each session of the Training requires six (6) meeting rooms that can accommodate twenty-five (25) participants and two (2) trainers per room for each of the two (2) day sessions. The quotation package shall include the following line items: CLIN 0001: Lodging: QTY: 1 lot: $ ________ (See Below for Lodging Requirements ; CLIN 0002: Food and Beverage Services: Quantity (QTY): 660 each @ $ _____ (Unit Price), Total for CLIN 0002; CLIN 0003: Rental of Audio Visual Equipment (Supplies): QTY: 12 ea for 8 days @ $ _______ (Unit Price), Total for CLIN 0003 (See Below for Audio Visual Requirements); and CLIN 0004: Miscellaneous Expenses (One (1) Internet Connection and One (1) Telephone line) QTY: 1 lot. $ ______; Total Cost to the Government (CLINs 0001 thru 0004): $________.The EEOC-RFD will pay for all lodging, meeting space, food and beverages, and audio-visual equipment (supplies), internet and phone service used to support the Training. Payment for incidental charges shall be the sole responsibility of each participant. PERIOD OF PERFORMANCE: Training will be for two consecutive weeks as follows: October 15-19, 2007 and October 22-26, 2007 or October 22-26, 2007 and October 29-November 2, 2007. The facility shall accommodate up to 165 participants and staff during each Training session (two sessions per week) as follows: Schedule Scenario 1: Monday- Tuesday and Thursday-Friday OR Schedule Scenario 2: Monday-Tuesday and Wednesday - Thursday. The quoter may submit quotations for either or both schedule scenarios. Please indicate which scenario(s) is/are being offered in the quotation. Each Training session will consist of two full days of Training which will begin at 8:30 AM and end at 5:00 PM daily. The quoter shall make the Training rooms available by 7:00 AM on each day of each session. The estimated number of sleeping rooms and required meeting space must be housed at the same facility. MINIMUM REQUIREMENTS: The Training facility must accommodate an estimated total of 165 participants and staff per session. The Training facility shall provide all requirements specified for the Training needs as described below, and lodging rates must be within the Government per diem rate or lower for the selected metropolitan area. A response to all requirements listed below shall be submitted and address all requirements listed, in a separate technical quotation. In addition, pricing in response to this requirement must be submitted as part of the quotation. The quoter shall submit descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of the facilities, i.e,, parking, shuttle services transportation to/from airport, AV equipment and menus. Potential quoters are reminded that in order to be eligible for award under this solicitation, the quoter must propose to use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391, 15 U.S.C. 2201 et. seq.) and is listed on the U. S. Fire Administration Hotel and Motel National Master List found at: http://www.usfa.fema.gov/hotel, and is registered at the Central Contractor Registration database website at: www.ccr.gov. Quoters proposing a facility that is not listed will be not be considered for award. In addition, the quoter facility must be compliant with the requirements of the Americans with Disabilities Act (ADA - Public Law 101-336, 42 U.S.C. 12101 et. seq.). This includes transportation between sleeping and meeting rooms. The quoter shall meet the following requirements: (1) LODGING: The quoter shall accommodate up to an estimated 165 participants and staff and lodging rates must be within the Government per diem rate or lower for the selected area. The Training days and estimated number of rooms required are as follows: Schedule Scenario 1: Monday-Tuesday and Thursday-Friday (two sessions each week): The days and estimated number of sleeping rooms required during the Training are as follows: Sun (165), Mon (165), Tue (125), Wed (165), Thu (165), and Fri (125). There will be NO Training on Wednesdays. Some additional nights (sleeping rooms) to accommodate participants and staff on the Saturday evenings prior to, between and after the Training for Scenario 1 are as follows: Saturday prior to the Training (5), Saturday between each Training (15) and Saturday following (5). Schedule Scenario 2: Monday-Tuesday and Wednesday-Thursday (two sessions each week): The days and projected number of rooms during the Training are as follows: Sun (165), Mon (165), Tue (275), Wed (165), Thu (125), and Fri (15). The EEOC-RFD anticipates that an estimated total of 275 rooms will be required on Tuesday night to accommodate both approximately 125 participants and staff who will stay over the night following the second day of the first Training session and the 150 new participants who will attend the second session- See Schedule Scenario 2 above). An estimated total of 15 sleeping rooms will be required for participants on Friday night. There will be NO Training on Fridays. Additional room nights (sleeping rooms) to accommodate participants and staff will be needed on Saturdays (pre, during and post Training dates) for Scenario 2 as follows: Saturday, prior to the start of each session -5 sleeping rooms; Saturday between each session -15 sleeping rooms; and Saturday following each session: 5 sleeping rooms. Please provide the daily lodging rates. GENERAL INFORMATION: The EEOC-RFD may reserve rooms for up to14 days prior to the Training. The EEOC-RFD will not guarantee the actual number of room reservations. Quantities are based upon estimates for pre-Training commitments and previous Training provided to the FEPAs. SPECIAL REQUIREMENTS. The quoter must list the number of non-smoking or smoking rooms and the number of which are equipped to comply with the ADA requirements.. FOOD AND BEVERAGES: Food and Beverages requirements will include morning and afternoon breaks, a buffet lunch and staff lunch as follows: (1) BREAKS: Breaks will ONLY be served on the days of the Training. Morning Break: The approximate amount of time allotted for the morning break will be 30 minutes in the middle of the morning session. The actual times for the morning breaks will be provided to the successful contractor along with the agenda. The menu shall consist of a light refreshments, i.e., pastries, muffins, fruit, yogurt), freshly brewed coffee; freshly brewed decaffeinated coffee; large water containers, and hot tea. Afternoon Break: The approximate amount of time allotted for the afternoon break will be 30 minutes in the middle of the afternoon session. The actual times for the afternoon breaks will be provided to the contractor along with the agenda .The menu shall consist of a light refreshments, i.e., cookies, brownies, pretzels, etc., freshly brewed coffee, freshly brewed decaffeinated coffee, large containers of water, iced tea and lemonade. (2) LUNCH: Lunch will ONLY be served on the days of the Training. The four (4) days per week will depend upon the schedule scenario selected under the resultant contract. A buffet lunch with table rounds of 8-10 for a total seating capacity to accommodate 150 people. Actual guaranteed number will be provided within 3 business days before each week of the Training. Lunch will be served from 12:30 PM to 1:45 PM. Staff lunch for a maximum of 15 people will be served until 1:45 PM. Staff lunch may be provided in either the main dining room or in a room in close proximity to the conference area large enough to accommodate up to 15 people. A typical lunch menu shall consist of salad; boneless chicken with a sauce; beef, pork or fish with a sauce; rice or pasta; chef choice of vegetable side dishes to maximize color and flavor; dinner rolls & butter, dessert; regular and decaffeinated coffee, hot tea, and iced tea. The four (4) days per week for breaks and lunch will depend upon the above SCENARIO selected under the resultant contract. Please provide menus. The cost for lodging and the food and beverages, including applicable taxes, and gratuity service charges must be included in the quotation. The U. S. Government is TAX EXEMPT. In the event, federal employees are not tax-exempt from the room taxes or food and beverages, etc., the quoter must include cost for any applicable taxes and/or special forms regarding tax exemptions, as part of their quotation. MEETING SPACE REQUIREMENTS: Specific Requirements -The quoter shall provide the following meeting space: Set up a total of 6 Training Rooms in classroom style, with table rounds for 6 people. Each Training room must have one 6 ft table with two chairs in the front of the room to accommodate the instructors. Each table must have 1 pitcher of water and glasses, refreshed as needed. Each Training room must accommodate up to twenty-five (25) participants. General Requirements: Meeting space shall be designed for the Training. The Quoter shall provide the above rooms with suitable furnishings of chairs and tables in acceptable condition that are not broken, soiled, or damaged in any way that would injure an individual, or damage clothing. Chairs shall be ergonomically designed for long periods of sitting. Also ample space must be provided to accommodate any special need under the Americans with Disabilities Act. 1. Sound Acoustics: Walls shall be constructed in a manner that confines inside sound and reduces or prevents the transmission of extraneous sound. Meeting rooms that are divided by partitions must be sufficiently soundproof to prevent disturbance from other groups. All rooms must be in areas free from heavy inside or outside traffic;. 2. Illumination: Adequate illumination shall be provided in all rooms. The rooms shall be well lit to accommodate extensive reading and writing. Lighting must be uniform and must not produce glare. 3. Ventilation: Heating and air conditioning systems that maintain air quality and room temperature at comfortable levels (as established by designated EEOC-RFD personnel) shall be provided.; 4. Additional Services: The quoter shall provide access to telephone, facsimile, and copying services during the Training. The quoter shall provide the above mentioned services at a reasonable rate per page (average rate charged by the quoter for the selected location) and shall provide a price list for these services. 5. Secured Storage: The quoter shall provide secured temporary storage space for governmental materials of at least two hundred (200) square feet to be used for the storage of supplies, computers and equipment. This area shall be secured (locked) with limited access by contractor personnel. Designated EEOC-RFD personnel shall have unlimited access to the secured storage area for the duration of the conference. The location of the space shall be in close proximity to the meeting rooms. 6. Delivery Services: The quoter shall provide for the receipt and accommodation of Training materials prior to the scheduled event. The quoter shall store the materials received in a secured space to be accessed by designated EEOC-RFD personnel and an authorized official of the successful contractor. 7. Accessibility: The quoter facilities, including sleeping rooms and restrooms, must accommodate guests with disabilities, as required by the ADA requirement.; 8: Adequate parking facilities within reasonable walking distance (not to exceed 2 normal blocks) of the Training facility at a competitive rate. The quoter shall provide a list of parking fees. 9. Restaurants and Area Attractions: The quoter shall provide a list of all local restaurants located within a ten (10) minute walk from the quoter facility, and in a safe area; and 10. Local Transportation: The quoter shall provide a list containing all local transportation options, to and from the airport or railroad station (if applicable). Also, the above mentioned list shall contain the price for each transportation alternative. The quoter shall indicate in its quotation whether it provides free or low cost shuttle services. The EEOC-RFD reserves the right to conduct an on-site visit of the proposed facility. AUDIO VISUAL EQUIPMENT (SUPPLIES): The quoter shall provide (two (2) Flip chart easels with paper and markers for each of the six Training rooms (a total of 12 Flipcharts). WORK ROOM: The quoter must provide one (1) Work Room to accommodate the instructors and EEOC-RFD staff to use during the Training (15 calendar days). Set up for the Work Room space shall consist of comfortable seating for up to 15 people (combination of chairs, sofa, and a table with a minimum of six (6) chairs. MISCELLANEOUS EXPENSES: The quoter shall provide Limited Internet and Phone service as follows: One (1) Internet connection, level 500 and one (1) Telephone line (limited to all non toll calls) in the above Work Room. REPORTING REQUIREMENTS: 1. Guest Confirmation: EEOC- The EEOC Contracting Officer Technical Representative(COTR) will contact the successful contractor within forty eight (48)hours of the start of the Training to confirm the number of participants and staff.; 2. Pre- Event Reporting: Lodging - The COTR will be the point of contact for all reservations for the room block up to 14 days prior to the Training. During this period, no reservations will be made by participants directly with the hotel. The COTR will provide participant and staff names and the number of rooms needed for each week of the Training, 14 days prior to the beginning of each week of the Training. The EEOC-RFD reserves the right to make revisions/substitutions during the Training that is within the scope of the resultant contract. A Pre-Conference meeting will be conducted with all key EEOC-RFD personnel and the successful contractor staff within five (5) business days prior to the Training. 3. During Training: Signature Authority. Within the scope of the resultant contract, all on-site charges must be approved and signed by the COTR or the designated EEOC-RFD staff member. Daily Reconciliation: The contractor shall provide a daily list to the COTR, consisting of a reconciliation of all charges incurred under this contract by 9:00 AM following each business day. These charges include lodging, food and beverages, AV equipment, telecom expenses, and any miscellaneous expenses, and 4. Post Conference: The successful contractor shall submit a final invoice of all charges within five (5) business days after the completion of the Training. A copy of the final invoice shall be sent to the COTR. The successful contractor shall provide a detailed written report to the COTR within five (5) business days after the completion of the Training, consisting of the following: 1. Room usage by date.; 2. Detailed lodging charges for all attendees for the Training.; and 3. Detailed breakdown, day by day, for all food and beverage and audio visual equipment (supplies)charges and miscellaneous expenses, incurred during the Training. 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 (supplies), and any other miscellaneous charges. Closing Date for Submission of Quotation: Your quotation in response to RFQ 070106 is due July 12, 2007, 12:00 Noon, (Washington, DC local Time). Submission must be sent to the following mailing address: U.S. Equal Employment Opportunity Commission, Acquisitions Services Division, 1801 L Street, N.W., Room 6212, Washington, D.C. 20507 Attn: Caroline A. Fowler; Contracting Officer. A quotation submitted electronically, (via e-mail) to caroline.fowler@eeoc.gov, will be accepted. Questions regarding this request for quotation should be submitted to Caroline A. Fowler, Contracting Officer, via e-mail at caroline.fowler@eeoc.gov, with a cc: to Anthony Price, Alternate Contracting Officer at: anthony.price@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ070106 is July 10, 2007 at 11:00 a.m. (Washington, DC local time). 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 EEOC. Award will be made to the quoter determined to be the Best Value to the Government, using the trade-off approach. The anticipated contract award date is on or before August 17, 2007. Evaluation factors for award: The EEOC will use the following factors (listed in descending order of importance) to evaluate quotes: technical capability, past performance, and price. Technical Capability and past performance when combined are more important than price. Factor I. Technical Capabilities: Quotations will be evaluated on the quoter ability to: 1. Provide the required services on the dates requested. 2. Meet the minimum requirements regarding lodging, meeting space, food and beverage service, audio visual equipment (supplies), miscellaneous expenses, reporting requirements, the Hotel and Motel Fire Safety Act relative to life safety requirements and the ADA requirements for accessibility as they relate to lodging and meeting space; 3. Provide the required lodging at or below the federal government per diem rate and to accommodate up to a total of 165 participants and staff per session, i.e., lodging for all federal employees and presenters on official government travel orders ; and 4. Provide a safe and secure facility with inexpensive transportation options, including shuttle services, to and from the airport, a variety of local restaurants and other area attractions. Quotations must address safety and security issues both within the hotel complex and the surrounding area. Factor II. Past Performance: Quoters shall be evaluated on the following: 1. Quoter past performance on projects directly related to the work to be accomplished under this procurement. 2. Experience on same or similar projects; 3. Record of employment of widely diverse, highly qualified employees; and 4. Quality assurance and evaluation of customer services. The vendor must provide a minimum of three (3) references for past performance for same or 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.; and Factor III. Price 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 vendors 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 provisions at 52.212-1, Instructions to Offeror-Commercial Items applies to this solicitation. The provision at 52.212-2 Evaluation-Commercial Items applies to this solicitation. The quoter shall include a completed copy of the provision at 52.212-3, Offerors Representations and Certifications-Commercial Items with his/her quote. The following clause shall apply to this solicitation: FAR 52.252-2 Clauses Incorporated by Reference; 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 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans, Clause 52.225-13 Restrictions on Certain Foreign Purchases, and Clause 52.232-36, Payment by Third Party are incorporated by reference. To obtain the above provision/clauses in full text, please visit www.arnet.gov. Method of payment: via the Governmentwide Commercial Purchase Card.
- Place of Performance
- Address: Preferred Locations Under Consideration: Atlanta, GA; Dallas, TX; New Orleans,LA; Phoenix, AZ; and Washington, DC.
- Zip Code: 20507
- Country: UNITED STATES
- Zip Code: 20507
- Record
- SN01329503-W 20070629/070628031929 (fbodaily.com)
- Source
-
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