Loren Data's SAM Daily™

FBO DAILY ISSUE OF MAY 09, 2009 FBO #2721
SOLICITATION NOTICE

X -- FACILITY TO HOST THE FY2009 TECHNICAL ASSISTANCE PROGRAM SEMINAR - HOUSTON

Notice Date

5/7/2009
 

Notice Type

Combine Synopsis/Solicitation
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

131 M Street, NE, 6th Floor Washington DC 20507
 

ZIP Code

20507
 

Solicitation Number

RFQ0073-09
 

Response Due

5/14/2009
 

Point of Contact

Anthony R Price, Contracting Officer, Phone (202) 663-4218, Fax (202) 663-4178
 

E-Mail Address

anthony.price@eeoc.gov
 

Small Business Set-Aside

N/A
 

Description

This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation 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. This solicitation is issued as a Request for Quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-31 effective on April 20, 2009.This solicitation is considered an unrestricted procurement. The U.S. Equal Employment Opportunity Commission (EEOC), Office of Field Programs has a requirement for a contractor to provide a training room, Rental of Audio Visual Equipment/Support Services, and Food and Beverages for a one day Technical Assistance Program (TAP) Seminar with an anticipated attendance of 200 with a maximum of 250 participants. EEOC has developed a program of TAP Seminars which will provide training to employers and unions on the laws enforced by the EEOC. To be eligible for consideration, the contractor’s facility must be located in Houston, Texas postal zip codes: 77002, 77003, 77024, 77041, 77042, 77043, 77054, 77056, 77077, 77079, 77080, 77084 or 77095. The EEOC contemplates the award of a Firm-Fixed-Price Contract. The quotation package shall include the following line items in a written quotation: CLIN 0001, Conference Space, Quantity 1 day (See List of Meeting Space Requirements below), Unit Price $____, Total for CLIN 0001 $_____, CLIN 0002, Rental of Audio Visual Equipment/Support Services, Quantity 1 day (See List of Audio-Visual Requirement below), Unit Price $_____ Total for CLIN 0002 $_____, CLIN 0003, Food and Beverage, Quantity 250 participants with a guarantee of 150 participants 1 day (See List of Food and Beverages Services Below), Unit Price $______, Total for CLIN 0003 $_____. Total price for CLINs 0001 through 0003 $___________ This request is being issued by the Equal Employment Opportunity Commission (EEOC) for the purpose of obtaining meeting facilities for the Houston District Office One Day Technical Assistance Program (TAP) Seminar to be held in 2009 for the following one-day combination date: 1st choice: August 25th, August 26th or August 27th, 2nd choice: August 19th or August 20th and 3rd choice: September 1st or September 2nd. A contract will be awarded to a responsible contractor 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 contractors 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 contractor to meet the requirement 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 restrooms, meeting space and audio-visual equipment must meet ADA requirements for accessibility. Accommodations for disabled individuals may include, but are not limited to accessible parking spaces, elevators, and sound system, wide aisles and wheelchair ramps. Convention Centers, hotels and other full service facilities that can satisfy the requirements contained in this Statement of Work (SOW) are encouraged to submit a quotation. The contractor shall provide a full service training facility to include: training rooms, meals, audio visual and training aid support. There should be adequate parking spaces for all participants. EEOC reserves the right to perform site visits prior to award of this contract. Lodging is not considered a requirement of this SOW and will be a separate charge to be paid directly by participants and presenters. The contractor shall provide information regarding the sleeping room rates with their quotation for those who wish to reserve sleeping rooms. The contractor shall provide sleeping rooms at or below the federal government rate. It is estimated that about 15% of the number of participants will require lodging facilities and the contractor is required to provide accommodations with single and double beds for sleeping one or two nights (the night before the event starts and the following night). Sleeping rooms shall be located within the same building, hotel complex or conference facility as the training/meeting rooms. Sleeping rooms must be equipped with private bath, bed, dresser, table, chair, closet space and heating and air conditioning and receive daily maid and linen service. Rooms are to have secure locks and/or chains. The quantity of rooms specified above is an estimate only, and not representative to the contractor that this estimated quantity will be ordered. The government makes no commitment to this estimated quantity. Anticipated number of participants for one (1) day is 200 with room capacity to accommodate as many as 250. The contractor will provide food and beverages for a minimum of 150 participants for one (1) day. The contractor shall provide a separate price for each participant if the guaranteed minimum of 150 is exceeded. Registration and continental breakfast start at 7:30 a.m. and seminar starts at 8:30 a.m. Seminar ends at 4:30 p.m. The Contracting Officer Technical Representative (COTR), will contact the contractor within 72 hours of the event to confirm the number of participants. If the number of participants exceed 150, the contractor shall invoice the EEOC per person for food & beverage, and the agreed upon rates for audio visual equipment and meeting room rental, if applicable. The contractor shall submit a final invoice of all charges within five (5) business days after completion of the seminar. Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than sixty (60) calendar days prior to the scheduled event. By receipt of this cancellation notice, the contractor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation within sixty (60) calendar days of the scheduled event date, Paragraph (l) Termination for the Government’s Convenience or (m) Termination for Cause of FAR Clause 52.212-4, Contract Terms and Conditions - Commercial Items will govern. CLIN 0001 - Conference Space – Specific requirements are: one large room for up to 250 participants, available from 7:30 a.m. and 4:30 p.m. This room shall include a raised platform which is wheel chair accessible on at least one side by a ramp with a run to rise ratio no greater than 12:1; two (2) tables with four (4) chairs, situated at the front of the room equipped with podium and microphone on a riser, projection screen as well as two hand-held cordless microphones for the large room. There shall be sufficient space at the back of the room to place additional chairs, if needed. Registration table(s) with six (6) chairs shall be positioned outside the large room for seminar registration purposes which will occur between 7:30 and 8:30 a.m. An additional large room for a buffet luncheon for up to 250 participants with table rounds of 8 to 10 per table between 11:45 a.m. and 1:15 p.m. One smaller breakout room will be provided with classroom style seating for up to 100 participants. The smaller room shall be available between 8:30 a.m. and 4:30 p.m. and shall include one (1) table with two (2) chairs situated at the front of the room. All rooms must have a suitable sound system so all participants may hear and ask questions of the speakers, should be arranged classroom style with chairs and tables for writing and handouts, all chairs and tables or desks should be of sufficient size (minimum of 4 sq. ft) and in acceptable condition (the furniture is not broken, soiled, rusted or damaged in any way that would injure the individual or damage clothing), aisle space, including the space between tables and desk, need to be accessible for persons in a wheelchair, walls should be constructed in such a manner that they confine inside sound and reduce or prevent the transmission of extraneous sound, all rooms (including luncheon area) should be equipped with a working sound system which may be controlled by the speaker and which projects equally to all areas of the room, rooms should be configured to allow every participant a clear view of the speaker and all visual aids, each participant should have a clear view of at least one of the projection screens then in use. Rooms should be well lit to accommodate extensive reading and writing and all lighting should be uniform and should not produce a glare, heating and air conditioning should provide a comfortable level of air quality and room temperature when rooms are at the maximum capacity. CLIN 0002 – Rental of Audio Visual Equipment/Support Services - Specific requirements are: Large Plenary room: Podium with microphone one (1), hand-held cordless microphone one (1), Lavaliere microphones one (1), microphone mixer sufficient to amplify, simultaneously, both multiple speakers and the audio track of a DVD or sound recording one (1), 10’ Projection Screen two (2), movable carts three (3) with electrical connections and cords to accommodate EEOC’s LCD projector and laptop computers, and technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentations. For the one smaller breakout room, hand-held microphone one (1), Lavaliere microphone one (1), 10’ Projection Screen Pricing, and a projector table and electric cord. For audio-visual equipment and support, include the price for the item(s), plus the gratuity (service charge). CLIN 0003 – Food & Beverage - An all day meal/break/package is preferred. Specific requirements are: Continental Breakfast to be served between 7:30 a.m. and 9:00 a.m. and to include assorted breakfast breads, bagels and cream cheese, sliced fresh fruit and yogurt, freshly brewed coffee, decaffeinated coffee, tea, hot water and assorted fruit juices. Morning Break is to be served between 10:15 a.m. and 10:45 a.m. and shall include a refresher of coffee service, and water only. Provide a recommended list of beverages and snacks and their prices. A buffet luncheon or plated luncheon is to be served between 11:45 a.m. and 1:15 p.m. in a room accommodating up to 250 participants at round tables. If a buffet is chosen, the buffet set up should include two lines with service from both sides so that the lines may move quickly. Luncheon buffet should include at least 2 entrees, 2 vegetables, 2 salads and dessert selections, served with coffee, decaffeinated coffee, water and tea (iced or hot). A plated luncheon should include a chicken entrée or equivalent, seasonal vegetables, and a starch, dinner rolls and butter, dessert, coffee, decaffeinated coffee and iced tea. Please provide recommended lunch menus, with prices per person. Afternoon Break is to be served between 2:15 p.m. and 2:45 p.m. to include assorted soft drinks, bottled water, herbal teas, assorted soft drinks and milk, and freshly baked cookies and brownies. Provide recommended list of beverages and snacks and their related prices. All food and beverage services need to be located in areas accessible to individuals with disabilities. The luncheon should be arranged so that all individuals can be seated and served sufficiently. Pricing for food and beverages shall include the price for the item(s), plus the gratuity (service charge), and a statement from the contractor indicating whether the U. S. Government is exempt from state tax, if applicable. All interested parties shall submit with their quotation a detailed breakdown of all costs to include meeting space, rental of audio visual equipment & support, food and beverage service, and any other miscellaneous services and equipment which are necessary for the success of the seminar. Submission of Quotation: Your quotation in response to RFQ0073-09 is due May 14, 2009, 2:00 p.m. EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisition Services Division, 131 M Street, N.E., Room 4SW20A, Washington, D.C. 20507 Attn: Anthony Price, Contracting Officer. A quotation submitted via e-mail addressed to anthony.price@eeoc.gov will be accepted. It will be the contractor's responsibility to followup with a phone call to the Contracting Officer after emailing to ensure receipt. Questions regarding this request for quotation should be submitted to Anthony Price, via e-mail only @ anthony.price@eeoc.gov. The same followup procedures for questions to ensure receipt by the Contracting Officer apply. Telephone inquires or responses are not acceptable. The deadline for the submission of questions regarding RFQ0073-09 is May 11, 2009 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 May 29, 2009. Basis for Award The Government intends to award a contract to the responsible quoter(s) whose quotation is responsive to the solicitation and is determined to be the best value to the Government, using the tradeoff approach. Selection of the best value to the Government will be achieved through a process of evaluating the strengths and weaknesses of each quoter’s quotation against the evaluation criteria described below. In determining the best value to the Government, the Technical Capability and Past Performance Evaluation Criteria, when combined, are more important than the evaluated price. The Government is more concerned with obtaining a superior Technical Capability quotation than making an award at the lowest evaluated price. However, the Government will not make an award at a price premium it considers disproportionate to the benefits associated with the evaluated superiority of one technical quotation over another. Thus, to the extent that quoters’ technical and past performance quotations are evaluated as close or similar in merit, the evaluated price is more likely to be a determining factor. Factor I - Technical Capability a. Contract Requirements Quotations will be evaluated on the quoter’s ability to provide all of the contract requirements relating to meeting space, lodging, food and beverage and audio visual equipment requirements. Quotations must address the quoters ability to comply with the ADA as it relates to lodging and meeting space. Quotations should reflect quality of services provided and maintained. b. Availability of Dates Quotations will be evaluated on the ability of the quoter to provide the required services on the dates requested. Additional consideration will be given to those quoters who can provide the required services on the preferred dates. The Government will not consider alternate dates other than what is specified in this annoucement. c. Location Quotations will be evaluated on the ability of the quoter to provide a facility located within one of the following postal zip codes: 77002, 77003, 77024, 77041, 77042, 77043, 77054, 77056, 77077, 77079, 77080, 77084 and 77095 with adequate parking for participants and presenters. Factor II - Past Performance The quoter must provide a minimum of three (3) references for past performance for the same or similar services awarded within the past three (3) years. One of the three (3) references must be a federal agency. The quoter will be evaluated based on customer satisfication and timeliness. Requested information for each reference shall include the following: Contract type Contract number Contract/Task value Agency/Company Name Agency/Company point of contact telephone number Duration of task/contract Type of services provided (brief description) List any problems encountered on each contract and the contractor’s corrective actions EEOC will evaluate past performance in terms of timely deliveries and customer service on similar requirements. NOTE: In the event that a quoter has no Past Performance history, this rating factor will be considered neutral and will neither increase quoters overall rating nor decrease it. Site Visits: The EEOC reserves the right to conduct a site visit of all quoters who are rated to be technically acceptable. The site visit will review and evaluate the same technical items identified in the Technical Capabilities portion of the technical evaluation factors. Factor III – Price The price quotation will be evaluated against the independent Government Price Estimate. Notice: The Government reserves the right to make contract award without discussion with quoters (except clarifications as described in FAR 15.306(a)). Therefore, quoters must submit their most favorable terms from a technical standpoint. In addition to the above, 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 Offerors – Commercial Items applies to this acquisition. The contractor shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications – Commercial Item with your quote. Clause 52.212-4, Contract Terms and Conditions-Commercial Item 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 52.222-19 Child Labor – Cooperation with Authorities and Remedies, Clause 52.222-21, Prohibition of Segregated Facilities, Clause 52.222-26 Equal Opportunity, Clause 52.222-36 Affirmative Action for Workers with Disabilities, Clause 52.222-50 Combating Trafficking in Persons, Clause 52.225-13 Restrictions on Certain Foreign Purchases, 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 NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (07-MAY-2009); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link To Document
(https://www.fbo.gov/spg/EEOC/OCFOAS/PMD/RFQ0073-09/listing.html)
 

Place of Performance

Address: Houston, Texas postal zip codes: 77002, 77003, 77024, 77041, 77042, 77043, 77054, 77056, 77077, 77079, 77080, 77084 and 77095. Houston, TX

Country: US
 

Record

SN01811806-F 20090509/090508101121 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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