SOLICITATION NOTICE
X -- FY 2010 EEOC/FAIR EMPLOYMENT PRACTICES AGENCIES (FEPA) TRAINING CONFERENCE
- Notice Date
- 4/14/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Equal Employment Opportunity Commission, Office of the Chief Financial Officer, Acquisition Services Division, 131 M Street, NE, 6th Floor, Washington, District of Columbia, 20507, United States
- ZIP Code
- 20507
- Solicitation Number
- RFQ0041-10
- Point of Contact
- Anthony R Price, Phone: (202) 663-4218
- E-Mail Address
-
anthony.price@eeoc.gov
(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 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. Solicitation Number RFQ0041-10 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-39 effective on March 19, 2010. Convention centers, hotels and other full service facilities that can satisfy the requirements contained in this solicitation are encouraged to submit a quotation. This solicitation is considered an unrestricted procurement. The U.S. Equal Employment Opportunity Commission (EEOC) through the Office of Field Program, State and Local Programs has a requirement for a contractor to provide a full service conference and training facility to include lodging, meeting space, food and beverage service, audio-visual equipment and support, and onsite business center services for the FY 2010 EEOC/Fair Employment Practices Agencies (FEPA) Training Conference for 250 attendees which will be referred to as the Conference. To be eligible for consideration, the contractor’s proposed facility for the FY 2010 FEPA Conference must be located with the U.S. Postal Codes areas: 19103, 19106 and 19107 in downtown Philadelphia, Pennsylvania area. The only dates of consideration are June 9-11, 2010. The Government contemplates the award of a Firm-Fixed Price (FFP) contract. SCHEDULE OF SUPPLIES AND SERVICES. The quotation package shall include the following line items in a written quotation: Contract Line Item Number (CLIN) 0001, Meeting Facilities, Quantity 3 days each (See List of Meeting Space Requirements below), Unit Price $_____, Total for CLIN 0001 $______; (CLIN) 0002, Food and Beverage Service - Quantity 250 attendees over 3 days (See list of Food & Beverage Requirements below), Unit Price $_____ per person, Total for CLIN 0002 $______; CLIN (0003), Rental of Audiovisual Equipment and Technical Support – Quantity 3 days each (See Audiovisual requirements provided below), Unit Price $______, Total for CLIN 0003. Total Price for CLINs 0001 through 0003 $_______. The Conference facility must provide for meeting space for plenary sessions, four (4) to five (5) individual and consecutive breakout sessions, and onsite food and beverage service for early morning break, mid-morning break, and mid-afternoon break. Scheduling: Pre-registration will begin at 1:00 p.m. EST. (1) day prior to the first full day of the Conference and end at 6:00 p.m. EST. The conference will span three full days, beginning at 7:30 a.m. each day and ending at 6:00 p.m. 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 (which can be completed on-line at http://www.ccr.gov/) prior to award of the resulting contract. Each quotation must clearly indicate the capability of the vendor to meet the requirements specified in this combined synopsis/solicitation. The following requirements for lodging and conference space are minimum requirements: Lodging: Guest rooms shall be located onsite. The facility must be centrally located within a reasonable walking distance (no more than two blocks) of area retail, restaurants, and attractions. The contractor shall provide a list of all local restaurants located within a ten minute walk from the contractor's facility. Local Transportation: The contractor shall provide a list of options for commuting from and to all airport and railroad stations (if applicable) within the area. If the contract facility provides shuttle service, contractor shall indicate if the service is free or shall disclose fees or prices for the service. The contractor shall indicate in their quotation if the shuttle service is wheelchair accessible. ADA Requirements: The facility shall be in full compliance with the American with Disabilities Act (ADA), as amended by the ADA Amendments Act of 2008 covering public accommodations. This requirement extends to the entire facility, including accessibility to the facility and all onsite facilities, including sleeping rooms configured to meet the ADA requirements, and accessibility to all public facilities within the hotel including public restrooms and eateries. The facility shall be equipped with appropriate walkways, ramps, parking, and elevators above the first floor, throughout the hotel and parking garage. All meeting rooms must be wheelchair accessible. Room Rate: The hotel room rate must be at or below the government per diem rate. The facility will not require advance payment from conference participants covering the first night of lodging. Guest rooms shall be located within the same building as the meeting rooms. Guest Rooms. Individual travelers will schedule and pay for their guest room nights. The schedule and range of guest rooms required for this conference are as follows: Monday, June 7, 7 sleeping rooms, Tuesday June 8, 150 sleeping rooms, Wednesday, June 9, 200 sleeping rooms, Thursday, June 10, 150 sleeping rooms, Friday, June 11, 5 sleeping rooms. 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. Meeting Facilities: All meeting rooms must be wheelchair accessible. The meeting facility must be available for three (3) consecutive nights and three (3) consecutive days as specified below: Wednesday, June 9 through Friday, June 11, 2010. The following meeting rooms must be available throughout the conference: Registration Area within the hotel. Registration area must be near main conference room(s) and will include six (6) skirted tables, configured as follows: three (3) tables head to head against the wall to accommodate training materials, and three (3) adjacent tables with six (6) moveable chairs. The facility shall provide signage identifying the conference location within the hotel. Secured Office: A secure office is needed where conference materials can be assembled, sorted and stored. This will also be used as a work area for staff. The room must include three (3) six foot (6 ft.) tables with skirting, and trash receptacle. Telecommunications Requirements - electrical outlets and house phone. Conference Headquarters/ Hospitality Room: The room or suite needs to accommodate up to 50 people with a conference table and comfortable seating. Telecommunications Requirements - A house phone. Four (4) Meeting Rooms: Four (4) meeting rooms to accommodate 50 people each, set in classroom style with no more than two (2) people per six-foot (6 ft.) table or four (4) people per eight-foot (8 ft.) table which are covered and skirted. Each table shall contain writing paper, pens, ice water with glasses, and candy or mints for participants. Tables shall be refreshed for the afternoon sessions. All chairs must be in working order, free from soil and able to move easily. There should be enough space between tables to maneuver a wheelchair. Plenary Meeting Room: Plenary meeting room shall accommodate up to 250 people set in classroom style with no more than two (2) people per six foot (6 ft.) table or four (4) people per 8-foot (8 ft.) table which are covered and skirted. Spacing between rows of seating should be sufficient for easy wheelchair access. Two (2) six-foot (6 ft.), covered and skirted head tables on a 24” riser with four (4) moveable chairs and podium w/ microphone. The riser shall be wheelchair accessible. The tables shall include writing paper, pens, ice water with glasses, and candy or mints for the participants at the start of the morning and refreshed for the afternoon sessions. 7:30 a.m. - 6:00 p.m. Food and Beverage Service. The facility shall provide the following services for up to 250 participants: Wednesday, June 9, a. Early Morning Break - menu includes coffee, tea (hot or cold), water, fruit juices, pastries, fresh fruit, b. Mid-Morning Break - menu includes fruit juices, coffee and tea, (hot or cold) c. Mid-Afternoon Break - menu includes coffee, tea (hot or cold), soft drinks, cookies, Reception menu - light hors d’ oeuvres; Thursday, June 10, a. Early Morning Break - menu includes coffee, tea, (hot or cold), water, fruit juices, pastries, fresh fruit, b. Mid-Morning Break - menu includes fruit juices, coffee and tea, (hot or cold) c. Mid-Afternoon Break - menu includes coffee, tea (hot or cold), soft drinks, cookies; Friday, June 11, a. Early Morning Break - menu includes coffee, tea, (hot or cold), water, fruit juices, pastries, fresh fruit, b. Mid-Morning Break - menu includes fruit juices, coffee and tea (hot or cold). Throughout the Conference, participants are on their own for lunch and dinner breaks. However, there should be a sufficient number of eateries at varying price ranges within a 5 to 10 minute walk from the Conference site. Pricing for food and beverages shall be per person to include the price for the items(s), plus the gratuity (service charge). Audiovisual Requirements: The following services and audiovisual equipment will be required: Wednesday, June 9 - Technician required to setup and strike equipment. Technician will also be available throughout day to assist as needed. The following equipment is required: five (5) Mixers, one (1) podium microphone and twelve (12) table top microphones and stands, four (4) stackable floor microphones, patch into house sound system, LCD projector and screen the screen should be of a size commensurate with the size of the room, allowing for viewing of all participants), and four (4) flip charts with markers and/or availability of dry eraser boards, and one (1) internet hookup; Thursday, June 10 and Friday, June 11 - Technician required to setup and strike equipment. Technician will also be available throughout day to assist as needed. The following equipment is required: five (5) Mixer, one (1) podium microphone and twelve (12) table top microphones and stands, four (4) stackable floor microphones, patch into house sound system, LCD projector and screen, and four (4) flip charts with markers and one (1) internet hookup. MISCELLANEOUS REQUIRMENTS: Business Center. Business office support (copying, faxing, shipping/receiving etc.) Hotel must provide a price list for copying, faxing and shipping and receiving charges for the hotel to include any surcharges and taxes. Receipt and Storing of Materials: The hotel shall have procedures and facilities in place to receive and store all conference materials shipped in overnight mail. The hotel shall receive and store all conference materials shipped in support of the conference. Space shall be sufficient to store at least 25 boxes of material, weighing approximately 30 pounds per box, approximately 27” long x 14” wide x 14” high for up to 3 business days before the event. Hotel shall identify if there is a charge for storage. If so, the hotel shall include this in business center charges. Pre-Conference Meeting and Conditions: A Pre-Conference meeting will be conducted either by telephone or in person with the Contractor and key EEOC staff prior to the conference, to be held at the contractor's facility to discuss the objectives of the conference, meet staff responsible for implementing the contract and address any questions regarding elements of the statement of work, within four (4) business days prior to the start of the Conference. Signage. Signs and floor plans directing participants to the meeting rooms shall be provided by the facility. This shall include a daily electronic announcement board, announcing the 2010 EEOC/FEPA Training Conference. The electronic board shall easily be visible to participants and identify meeting room locations. Parking. The facility shall have adequate parking at the facility to accommodate the participants. Facility shall identify the cost of parking which will be paid by the individual attendees. Confirmation Policy. The EEOC anticipates the need for up to 200 sleeping rooms on Day 1 through Day 4. EEOC will call the hotel contact person to obtain a listing of registered participants prior to the lodging date to verify the rooming list as it develops, and will confirm the rooming list 72 hours prior to the lodging date. Amendments/substitutions may be necessary. Payment Lodging. Participants will call individually to obtain room scheduling and shall be responsible for payment of individual guest rooms and all incidental charges upon checkout. Payment amount for lodging cannot exceed, on a daily basis, the maximum per diem rate in effect in accordance with the Federal Travel Regulations including taxes, gratuities, and other costs. The Federal Travel Regulations are available on-line at http://www.gsa.gov. Charges for incidental expenses such as telephone charges and room service will be the responsibility of individual guests. Other. It is anticipated that some additional and/or miscellaneous expenses might be incurred during the conference such as service and setup charges, electrical hook-up fees, and other necessary but unpredictable expenses which may arise during the conference. The facility shall agree to allow the EEOC to bring in their agency audio-visual and other equipment and connect these to the facility's audio visual/public address system, as necessary. REPORTING REQUIREMENTS. Pre-Award Reporting: The CONTRACTOR must submit a detailed breakdown of all costs to include meeting space, AV equipment, labor costs, and any other miscellaneous charges which are necessary for the success of the Conference. Prior to Conference Reporting: The contractor shall provide the EEOC Contracting Officers Technical Representative (COTR) with an electronic list of all hotel confirmation numbers for all participants, staff and presenters on a weekly basis starting two (2) weeks prior to the Conference. During Conference Reporting: a. Daily Reconciliation. In addition to pre conference meeting, the Contractor shall provide a daily reconciliation list of all charges incurred to the EEOC COTR or designated representative. These charges shall include food and beverage, AV equipment and labor, and telecommunication and business center charges. Signature Authority. All on-site charges within the scope of the contract must be approved and signed only by the EEOC COTR or representative. Post Conference: The Contractor shall submit a final invoice of all charges within five (5) business days after the completion of the Conference. The Contractor shall submit a detailed report with the invoice that consists of the following: room usage by date and attendee, detailed AV charges by meeting room and a detailed breakdown by day for all food and beverage charges and a grand total by category for reconciliations of the event. CONTRACT ADMINISTRATION. The COTR under the resulting contract shall be designated at the time of the contract award. Invoicing: The contractor shall invoice the EEOC at the agreed upon rates for conference space, rental of audiovisual equipment and technical support, food and beverage service, and business services. Charge for food and beverage service shall be reflected on the invoice as the cost incurred per person. The contractor shall submit a final invoice of all charges within 5 business days after completion of the seminar to the COTR and he/she shall be provided at least 5 business days to review the invoice charges and services provided for acceptance. Method of Payment: The preferred payment method is by Electronic Funds Transfer. Cancellation: Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than 25 business 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 25 business 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. 1.SUBMISSION OF QUOTATION: All interested parties shall submit with their quotation a detailed breakdown of all costs to include conference space, food and beverage services, rental of audiovisual equipment and technical support and business services and any other miscellaneous services and equipment which are necessary for the success of the conference. Quotations shall be submitted in three (3) separate volumes as follows: Volume 1 – Technical Capability; Volume 2 – Past Performance; and, Volume 3 – Price. Pricing must be submitted using the line item structure in the above Schedule of Supplies and Services of this RFQ. A separate attachment may be included in Volume 3 for pricing information on menu items, transportation, parking, applicable tax rates, and sleeping room rates. Your quotation in response to RFQ0041-10 is due on April 23, 2010, at 10:00 a.m. local time. Quotations will be accepted in hard copy by U.S. Mail and electronic copy via e-mail. If submitting the quotation by mail, send two (2) hard copies to the following mailing address: U.S. Equal Employment Opportunity Commission, Acquisition Services Division, 131 M Street, NE, Room 4SW20A, Washington, D.C. 20507 Attn: Anthony Price; Contracting Officer. One (1) electronic copy of the quotation may be submitted via e-mail, addressed to anthony.price@eeoc.gov 2.QUESTIONS: Questions regarding this request for quotation should be submitted to Anthony Price, via e-mail at anthony.price@eeoc.gov. Telephone inquires or responses are not acceptable. The deadline for submission of questions regarding RFQ0041-10 is April 16, 2010, by 10:00 a.m. local time. Any questions received after the specified date and time above will not be responded to. 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 April 30, 2010. BASIS FOR AWARD: The Government intends to award a contract to the responsible quoter whose quotation is responsive to this 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 quoter’s technical and past performance quotations are evaluated as close or similar in merit, the evaluated price is more likely to be a determining factor. EVALUATION FACTORS FOR AWARD: The following factors shall be used to evaluate quotations (these factors are listed in their relative order of importance): Technical Capability, Past Performance, and Price. Factor 1 – Technical Capability: (a) Contract Requirements. Quotation will be evaluated on the quoter’s ability to provide all the contract requirements relating to meeting space, audiovisual equipment and technical support, food and beverage services and menu options, lodging, and secured storage. Quotation must address the quoter’s ability to comply with the ADA, as it relates to the facility conference space, lodging, and parking. Quotation should reflect the quality of services provided and maintained. (b) Location. Quotation will be evaluated on the ability of the quoter to provide a facility with the following U.S. Postal Code areas: 19103, 19106 and 19107, with adequate low cost or free parking for attendees, with multiple local transportation options that are cost effective for the government travelers. The facility has a variety of restaurants and other attractions within a 10 minute walk of the hotel. (c) Availability of Dates. Quoters will be evaluated on the ability to provide the required services on the dates requested. 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 2 - Past Performance: The quoter must provide a minimum of three (3) references for past performance of similar work performed within the past three (3) years. The information for each reference shall include the following: 1. Name and address of government agency or non-government client; 2. Name, title, email and telephone number of Contracting Officer, or other point of contact; 3. Name, title, email and telephone number of client’s program or project manager, if applicable; 4. Contract number, period of performance, and total dollar value of contract; and 5. Description of services provided. EEOC will evaluate past performance in terms of customer service on similar requirements, feedback from references on quality/upkeep of the facilities and décor, and the availability of amenities and staff to support the conference (e.g., high-speed internet, etc). In the event that a quoter has no Past Performance history, this rating factor will be considered neutral and will neither increase nor decrease the overall rating. Factor 3 – Price: The price quotation will be evaluated against the Independent Government Estimate. Evaluations of quotations will consider the following pricing information: pricing provided for all line items listed in the Schedule of Supplies and Services of this RFQ in the units and format provided; pricing of recommended menu options for all breaks and reception, snacks and beverages; rates for business services; sleeping room rates; and all cost options for transportation and facility parking rates. 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 quoter’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. PROVISIONS AND CLAUSES. The Federal Acquisition Regulation (FAR) provisions at 52.212-1, Instructions to Offerors – Commercial Items and 52.212-2, Evaluation-Commercial Items, and 52.222-52 Exemption from Application of the Service Contract Act to Contracts for Certain Services—Certification, apply to this acquisition. The quoter shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications – Commercial Items with your quote. The website for providing this information and from which a copy can be printed is https://orca.bpn.gov/. FAR Clauses 52.212-4, Contract Terms and Conditions – Commercial Items is incorporated by reference. FAR Clauses 52.222-3 Convict Labor, 52.222-19 Child Labor—Cooperation with Authorities and Remedies, 52.222-21, Prohibition of Segregated Facilities, 52.222-26 Equal Opportunity, 52.222-36 Affirmative Action for Workers with Disabilities, 52.225-1 Buy American Act, 52.225-13 Restrictions on Certain Foreign Purchases, 52.232-33, Payment by Electronic Funds Transfer – Central Contractor Registration, 52.222-41 Service Contract Act of 1965, 52.222-53 Exemption from Application of the Service Contract Act to Contracts for Certain Services—Requirements, and 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Order – Commercial Items. To obtain the above provision/clauses in full text, please visit https://www.acquisition.gov/far/index.html. Method of payment: Electronic Funds Transfer (EFT).
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/EEOC/OCFOAS/PMD/RFQ0041-10/listing.html)
- Place of Performance
- Address: U.S. Postal Code areas: 19103, 19106 and 19107, United States
- Zip Code: 19107
- Zip Code: 19107
- Record
- SN02122367-W 20100416/100414235640-d739257d329deb90524cd43c14a8d20d (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 |