SOLICITATION NOTICE
X -- EPA OSC Training - San Diego, Feb 5 - 13, 2009
- Notice Date
- 12/30/2008
- Notice Type
- Presolicitation
- Contracting Office
- Environmental Protection Agency, Office of Acquisition Management, EPA/Headquarters, Environmental Protection Agency, Headquarters Contract Service Center, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-09-00087
- Response Due
- 1/8/2009
- Archive Date
- 2/8/2009
- Point of Contact
- Point of Contact, Eric Schermerhorn, Purchasing Agent, Phone (202) 564-6095<br />
- Small Business Set-Aside
- N/A
- Description
- NAICS Code: 721110 EPA 2009 On Scene Coordinators (OSC) Conference Facility Requirements Background/Purpose: EPA plans to obtain lodging and training facilities for the 2009 OSC Training Conference and EPA TSP Training and is accepting quotes for lodging and training support. The Purpose of the training conference is a week-long annual training event where Superfund On-Scene Coordinators and their management choose from a variety of courses and workshops and attend training to establish an individual development path. It is anticipated that more than 500 EPA, State, Tribal, and other Federal Agencies from all over the United States will participate in this conference. EPA has selected downtown San Diego, CA as the proposed location for the dates of February 5-13, 2009. No alternate dates or locations will be considered. Location and ease to public transportation and air and train transportation will be considered as part of condition and best value. The Government is soliciting quotations under Federal Acquisition Regulations (FAR) Part 12 - Acquisition of Commercial Items, in conjunction with FAR Part 13, Simplified Acquisition Procedures. Quotations are due no later than 2:00 pm, January 8, 2009. Quotes must be submitted to the Contracting Officer via e-mail to schermerhorn.eric@epa.gov or faxed to Eric Schermerhorn at (202) 565-2557. In order to be considered eligible for award of a Purchase Order, the offeror must be registered in the Central Contractor Registry at www.ccr.gov Instructions for Submitting a Quote and Evaluation Criteria Hotels or facilities interested in providing these services should submit a quote, including a narrative that addresses the offeror's capability to provide all technical aspects of this RFQ and Statement of Work, in addition to the required pricing information. Quotes will only be accepted from hotels or facilities able to provide the required services. Quotes will not be accepted from third parties. Quotes will only be accepted if submitted by General or Assistant Management titled employees of proposing facility, with signature authority for the facility. Any Technical Questions must be submitted to EPA by 2:00 pm, January 5, 2009. Responses to technical questions will be provided by e-mail to all prospective offerors who have been in contact with the EPA Contract Officer listed below. Quotations should be submitted electronically to: schermerhorn.eric@epa.gov EPA will make a Best Value Judgment Based on Quotes and Facilities. The specifications to be addressed and included in all proposals are as follows: 1) Sleeping Rooms Sleeping Rooms for up to 475 people in one property peak. The group will procure approximately 1800 sleeping room nights via government purchase order and the remainder will be paid by individual guests. All rooms must be at the government- per diem rate or less. Room block quantity by date: DAY #DAYDate Block Size1Thur02/05/0952Fri02/06/09153Sat02/07/09504Sun02/08/094755Mon02/09/094756Tues02/10/094757Wed02/11/094758Thur02/12/094759Fri02/13/095510Sat02/14/093011Mon01/26/099012Tues01/27/099013Wed01/28/099014Thur01/29/0990 2) Training Support In addition to sleeping rooms, the purchase order will procure meeting classroom space, audio visual support, refreshments, and box handling as a lot. Estimated maximum requirements include: A) One plenary room large enough for 420 in banquet rounds, raised platform for speakers at head table, and a/v with front projection. Plenary will be in use at the following times: Day #5 Mon, 07:00-10:30Day #5 Mon, 12:00-13:00 (Luncheon)Day # 6 Tues, 07:00-09:00Day #7 Wed, 07:00-09:00Day #7 Wed, 12:00-13:30 (Luncheon)Day # 8 Thur, 07:00-09:00Day #9 Fri, 07:00-12:30 All other times this space may be utilized for classrooms, if needed, to meet classroom requirements listed below.B) Classrooms to be utilized Monday -Friday, and must be available 07:00-18:00. All will require space for AV, including flip-charts, LCD projectors and screens. RoomNumber of OccupantsSet UpHours Mon- Thurs1.70Classroom style07:00-17:302.70Classroom style09:00-17:303.70Classroom style07:00-17:304.65Classroom style09:00-17:305.65Classroom style07:00-17:306.55Classroom style09:00-17:307.55Classroom style07:00-17:308.40Classroom style09:00-17:309.25Classroom style07:00-17:3010.25Classroom style07:00-17:30 C) In addition to the above space, the following is required: 1.Two securable work rooms for conference and training support staff and equipment, on reserve 24 hours days #1-9 with a minimum 600 square feet each. They must be close proximity to classrooms. Materials will arrive via overnight carrier beginning the Wednesday before the beginning of the conference. Room or rooms should be set up with approximately 10 un-skirted eight-foot tables, securable and on 24 hour hold for staging, and distribution of over 300 copy paper-size boxes of training materials and 20 laptop computers. Materials will arrive no sooner than Jan 29, 2008.2. One speaker-ready room. On reserve 24 hours, Days 4-8. Proximity to other meeting space is not a concern for this space.3.Centrally located conference registration area for Days 4-9.4.Hospitality Suite style meeting and networking space for break out sessions is required on 24 hour hold. (Traditionally has been a hospitality style suite that can accommodate up to 40 in a social setting)5.One meeting room to accommodate 40 participants U-Shape conference table arrangement with a gallery of 25 additional chairs for observers along with standard A/V services, throughout the week, days #5-8, available 07:30 -20:00.6.One meeting room to accommodate 25 participants in a conference table arrangement with a gallery of 10 additional chairs for observers along with standard AV services, throughout the week, days #5-9, available 07:30 -20:00.7.One meeting room to accommodate 25 participants in a U - shape table arrangement along with standard AV services, throughout the week, days #12-14, available 08:30 -20:00.8.One meeting room to accommodate 25 participants in a a U - shape table arrangement along with standard AV services, throughout the week, days #12-14, available 08:30 -20:00.9.Exhibit / Poster Area (2500 sq. ft) with multiple power outlets. This area must be located so that it also can be used as the coffee break area for classrooms listed above and must be on reserve 24 hours, day #4-8. This is not a commercial "trade show" style exhibit area.10.One of the meeting rooms must serve as a "laboratory classroom" for 50 participants; seated classroom style, with plenty of ventilation for an environmental chemistry class. Traditionally, other facilities have used a classroom setting in an open but covered area, such as a gazebo, poolside, a meeting room with windows or several doors that open for ventilation, a parking garage, and even a large tent with ventilation.11.Daily morning, mid morning, and afternoon break refreshments will be procured for each day. Breaks will consist of juices, coffees, teas, and customary a.m. style snacks in the mornings; and sodas, coffees, teas, water, and p.m. style snacks in the afternoons. The majority of participants will be lodging in house therefore, guarantee numbers for breaks will mirror room block numbers for the previous night. Plenary and pre-function areas are used for most breaks, estimated times and maximum guarantees are 07:00- 08:00 morning buffet, 10:00 a.m. coffee /sodas, and 3 p.m. snack/ coffee and soda break (each for 420), daily (Mon-Thurs). It can be expected that the budget for all daily breaks will not exceed $48 per person, including gratuities. Proposals must include bids and proposed menus for each of these events based on these anticipated quantities.12.Two buffet working lunches will be served Monday and Wednesday of the conference week for 400 persons. It can be expected that the budget for these lunches will not exceed $32 per individual including gratuities. Proposals will include bids and proposed menus for each of these events based on these anticipated quantities.13.Six of the twelve meeting rooms must be available on 24-hour hold for day and evening sessions. 14.All meeting rooms must be in close proximity to the registration area.15.Meeting rooms must have adequate sound proofing to avoid disruption of training classes by other facility activities.16.Meeting rooms will be ADA compliant. 17.Meeting rooms must have controllable lighting and room darkening so that training materials and AV equipment are easily viewable.18.A controlled access parking lot for heavy equipment exhibits (e.g. Fire trucks and RVs that are mobile labs or command posts (approx. 25,000 sq. ft) is required19.Hotel must be a FEMA approved facility.20.Nearby controlled area for outdoor training activities of at least 18,000 sq feet.21.A complete list of available audiovisual equipment and prices should accompany the proposal for costing purposes. 22.The agenda for the event will be provided to the selected facility 3 weeks before the starting date.23.When submitting a proposal, please state the distance to San Diego Airport, and shuttle and taxi costs. 24.Most participants will check in the Sunday prior to the conference and check out the last day of the conference (Friday). Approximately 70 participants choose to extend their stay at their own expense but at the same rate for up to 3 days prior to or following the conference. Availability of these shoulder dates and rates will be a consideration.25.The Federal Government is exempt from paying taxes. The tax-exempt number is 52-085-2695. If your state or municipality has any taxes or fees that you consider the Federal Government not exempt. You must identify them and include them in your proposal. 26.Bids for Lodging, Meeting Room Space, and Food and Beverage, Box Fees, and Audio Visual rentals must include all taxes and surcharges, and fees. If a charge is not identified for comparison to other bids in advance it will not be authorized.27.No construction or maintenance that causes noise, fumes, or interruption of facilities or services or disruption of training events will be allowed during the event. Proposals and contracts must indicate compliance with this requirement.28.Alternative dates will not be considered. Alternate locations will not be considered.29.Other factors that will be considered include:"Proximity to public transportation"Cost of parking"Restaurants and other attractions nearby"Columns or other obstructions that restrict vision or set up of training rooms are a negative factor."Restrooms convenient to the meeting rooms"Other noisy/disrupting events scheduled at same facility"Lodging and Training Facilities under one-roof"Facility dedication to supporting EPA event (other large events that may compete for priority or staff attention must be identified) Event history includes: Galveston Hilton and San Luis Resort, November 17-21, 1997San Diego Mission Valley Hilton, November 16-20, 1998, Hyatt Regency Westshore Tampa, November 15 -19, 1999Embassy Suites Phoenix North, November 13 -17, 2000 Hyatt Regency Tampa April 8-12, 2002 (delayed from 11/01 because of 9/11/01)Embassy Suites Phoenix North, November 18-22, 2002Radisson Deauville San Diego Beach, November 17-21, 2003Embassy Suites Phoenix North, November 15-19, 2004Westin LAX, July 10-14, 2006 (delayed from 11/05 because of Katrina and Rita)Deauville Resort Miami Beach, February 12-16, 2007Holiday Inn on the Bay, February 4-7, 2008 Please provide the following prices, including all fees charged: Lodging Rate per Room:Resort or other fees, per room per night:Local occupancy or other taxes that are charged, per room per night:Total Lodging Cost for 1800 Room Nights:Total price for Meeting Room Rental, Breaks, and Meals as Described in SOW:Box Fees per box:Parking per vehicle per night:Daily Rate for Guest room access to Internet:Other Charges:Distance to SAN: One Way Shuttle to SAN: One Way Taxi to SAN: Fitness Center or Resort Fees:Other Considerations: In accordance with EPA's Green Meetings and Conferences rule 1552.223-71, EPA will consider the environmentally preferable measures and practices used by meeting and conference facilities. Accordingly, all offerors shall answer the below list of questions as a component of this Request For Quotes. EPA GREEN MEETINGS AND CONFERENCES(a) The mission of the EPA is to protect human health and the environment. We expect that all Agency meetings and conferences will be staged using as many environmentally preferable measures as possible. Environmentally preferable means products or services that have a lesser or reduced effect on the environment when compared with competing products or services that serve the same purpose. (b) As a potential meeting or conference provider for EPA, we require information about environmentally preferable features and practices your facility will have in place for the EPA event described in the solicitation. (c) The following list is provided to assist you in identifying environmentally preferable measures and practices used by your facility. More information about EPA's Green Meetings initiative may be found on the Internet at http://www.epa.gov/oppt/greenmeetings/. Information about EPA voluntary partnerships may be found at http://www.epa.gov/partners/index.htm. (1)Do you have a recycling program? If so, please describe.(2)Do you have a linen/towel reuse option that is communicated to guests?(3)Do guests have easy access to public transportation or shuttle services at your facility?(4)Are lights and air conditioning turned off when rooms are not in use? If so, how do you ensure this? (5)Do you provide bulk dispensers or reusable containers for beverages, food and condiments?(6)Do you provide reusable serving utensils, napkins and tablecloths when food and beverages are served?(7)Do you have an energy efficiency program? Please describe. (8)Do you have a water conservation program? Please describe.(9)Does your facility provide guests with paperless check-in & check-out?(10) Does your facility use recycled or recyclable products? Please describe.(11) Do you source food from local growers or take into account the growing practices of farmers that provide the food? Please describe.(12) Do you use biobased or biodegradable products, including biobased cafeteriaware? Please describe.(13) Do you provide training to your employees on these green initiatives? Please describe.(14) What other environmental initiatives have you undertaken, including any environment-related certifications you possess, EPA voluntary partnerships in which you participate, support of a green suppliers network, or other initiatives?Include "Green Meeting" information in your quotation so that we may consider environmental preferability in selection of our meeting venue. The following terms and conditions will apply to this procurement: FAR Clause 52.212-4 CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (OCTOBER 2008), incorporated by reference. For full text of this clause, go to http://www.acqnet.gov/far/current/html/52_212_213.html FAR Clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. (FEB 2006) (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553). (2) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub. L. 108-77, 108-78) (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: [Contracting Officer check X as appropriate.] __ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Jul 1995), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402). __ (2) 52.219-3, Notice of Total HUBZone Set-Aside (Jan 1999) (15 U.S.C. 657a). __ (3) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (JULY 2005) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a). __ (4) [Reserved] __ (5)(i) 52.219-6, Notice of Total Small Business Set-Aside (June 2003) (15 U.S.C. 644). __ (ii) Alternate I (Oct 1995) of 52.219-6. __ (iii) Alternate II (Mar 2004) of 52.219-6. __ (6)(i) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C. 644). __ (ii) Alternate I (Oct 1995) of 52.219-7. __ (iii) Alternate II (Mar 2004) of 52.219-7. __ (7) 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)). __ (8)(i) 52.219-9, Small Business Subcontracting Plan (July 2005) (15 U.S.C. 637(d)(4). __ (ii) Alternate I (Oct 2001) of 52.219-9. __ (iii) Alternate II (Oct 2001) of 52.219-9. __ (9) 52.219-14, Limitations on Subcontracting (Dec 1996) (15 U.S.C. 637(a)(14)). __ (10)(i) 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns (SEPT 2005) (10 U.S.C. 2323) (if the offeror elects to waive the adjustment, it shall so indicate in its offer). __ (ii) Alternate I (June 2003) of 52.219-23. __ (11) 52.219-25, Small Disadvantaged Business Participation Program
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=4bc9951434aa83cefa63fcf99023f0e3&tab=core&_cview=1)
- Record
- SN01725291-W 20090101/081230214705-4bc9951434aa83cefa63fcf99023f0e3 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |