SOLICITATION NOTICE
X -- ADVANCED TRIAL TRAINING CONFERENCE
- Notice Date
- 4/15/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- National Labor Relations Board, Division of Administration, Acquisitions Management Branch, 1099 14th Street, N.W., Washington, District of Columbia, 20570, United States
- ZIP Code
- 20570
- Solicitation Number
- RFQ-NLRB-EDV-10-007
- Archive Date
- 10/30/2010
- Point of Contact
- Douglas S. Wolf, Phone: 202-273-4218, DELFINA ST. CLAIR, Phone: 202-273-4212
- E-Mail Address
-
doug.wolf@nlrb.gov, delfina.st.clair@nlrb.gov
(doug.wolf@nlrb.gov, delfina.st.clair@nlrb.gov)
- Small Business Set-Aside
- N/A
- Description
- For this contract action, the NLRB will not consider or accept a proposal submitted by an offeror that is not a Hotel. The RFQ does not require Event Planning Services or 3rd Party Event Planning or Consultant Services. 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; quotes are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quote (RFQ) # NLRB-EDV-10-007. This RFQ will result in the award of a Firm Fixed Price contract for hotel lodging, food & beverage services, and conference rooms for the National Labor Relations Board (NLRB) Advanced Trial Training Conference. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-39, effective March 19, 2010. The purpose of this Agency-wide Advanced Trial Training Conference is to provide substantive and procedural litigation training to senior field attorneys. Conference participants will include managers and employees from each of the NLRB Regional, Sub-Regional, and Resident Offices; the General Counsel's Headquarters Division; and outside instructors. 1.0 Overview of Requirements: (a). Conference Dates: Monday, September 20 through Friday September 24, 2010. (b). Hotel Location: The hotel shall provide conference accommodations (meeting rooms and related services) and lodging for 180 participants. The hotel shall be located in Chicago, Illinois in the River North (Navy Pier), the Loop, or the Magnificent Mile area. Dining, shopping and entertainment must be within reasonable walking distance or accessible via public transportation from the hotel. The hotel must be accessible via shuttle or public transportation to and from the airport. Hotels not meeting this location requirement will not be considered. (c). Hotel Requirements Overview: The hotel shall accommodate an estimated 180 conference participants to include: sleeping rooms at or below the government per diem rate for a five-day/four night period, beginning on Monday, September 20, 2010; food and beverage services; A/V services; and conference room rental. The specific requirements are outlined in section 2.0, Specific Conference Requirements. 2.0 Specific Conference Requirements Part A: Hotel Lodging and Exercise Facility Lodging shall be provided for an estimated 180 conference participants for five (5) days and four (4) nights with normal check-in on Monday, September 20, 2010 and checkout on Friday, September 24, 2010. Approximately ten (10) participants may need to check-in as early as Friday, September 22, 2010 and/or checkout as late as Sunday, September 26, 2010. It would be expected that the Hotel would accommodate these special individual needs. Sleeping rooms must have complimentary high speed Internet access (WIFI is preferred). The hotel facility must include complimentary on-premises exercise facility with state of the art equipment must be available for all conference participants. Part B: Conference Meeting Rooms 1. Lockable Administrative Office One (1) lockable administrative office which can be used by participants and also be used to store conference materials). This space must be available beginning at 9 a.m. on Day One (Monday) and on 24-hour hold through the conclusion of conference at 1 p.m. on Day Five (Friday). The room must be able to accommodate five (5) tables with five (5) chairs arranged around the perimeter of the room, and have one (1) telephone/fax line for direct in-coming and out-going calls, and high-speed wireless internet connections. 2. Registration Area One (1) registration area shall be set-up adjacent to the general session room with two (2) skirted tables, four (4) chairs, and two (2) waste receptacles. This registration area must be set-up and available by 10 AM on Monday, September 20, 2010 and remain through Monday. 3. Meeting Room Space (windows are preferred in meeting room spaces) (a). One (1) General Session Room must should be a spacious, square-shape room large enough to accommodate 180 people set in crescent-round style seating, (6 people per round table), reserved faculty table in front of room with seating for four (4), and staff table in back of room with seating for ten (10). The room must be large enough to accommodate LCD Projector package (to include LCD projector, big screen, AV cart, multi-plug extension cord, one (1) podium with microphone (wired or wireless), three (3) other wireless microphones, and audio sound system with a dedicated technician to support ). The general session room must be available from Day One (Monday) through Day Five (Friday). This room shall also be available on Monday evening from 5:30 PM until 7:30 PM for an awards ceremony which will require a standing podium with microphone, and two (2) skirted tables set-up at one end of the room, and food & beverage service as described Part C. (b). Twelve (12) Breakout rooms each large enough to accommodate approximately 16 participants. Each breakout room must have a sufficient number of wall outlets to accommodate our heavy duty extension cords and/or power strips as needed to operate 15 laptop computers. The NLRB will consider an alternative proposal if all twelve breakout rooms are not available, but to be considered, the proposal must have privacy while maintaining close proximity for all breakout rooms. These breakout rooms need to be available Monday through Friday, and the General Session room can not be used as a breakout room. It is preferable if internet access in the meeting room can be restricted so it is not available to participants in the meeting rooms, such as by utilizing a different password from the guest room. Part C: Food and Beverages Services 1. Awards Ceremony: Hor d'oeurves and a cash bar from 5:30 -7:30 p.m. are required for the Awards Ceremony Monday night. The Technical proposal shall include pricing for hor d'oeourves and cash bar for comparison during the technical analysis. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. 2. Morning and Afternoon Breaks to include: (a). Mid-morning refreshments on Days Two, Three, Four, and Five. (b). Afternoon refreshments on Days One, Two, Three, and Four. Part D: Miscellaneous Expenses (a). Daily and nightly parking for approximately 40 cars. The Technical proposal shall include pricing for overnight parking for comparison during the technical analysis. The Agency does not anticipate utilizing any real-time broadcast of the conference events. In the event the Agency determines that a recording of the events is desirable for future use on its website, or in any other venue, the Agency reserves the right to provide and operate its own equipment. BASIS FOR AWARD: The NLRB intends to award a Firm Fixed Price Contract. The objective of the NLRB is to select the quote that represents the best value to the government while meeting or exceeding the conference requirements covered in this solicitation. All evaluation factors and their relative importance are set forth in this solicitation. A site visit of the facility may be conducted prior to award. The evaluation factors are listed in order of importance. An integrated assessment of quotes using all evaluation factors found in the solicitation will be the basis for award. The award may be made based on the initial submission, with or without discussion, so contractors should submit quotes that clearly meet or exceed the requirements of the SOW. All responsible sources may submit an offer which shall be considered by the NLRB. The NLRB is a tax exempt Federal agency; please do not include any sales taxes in proposals for which the Federal Government is exempt. All offerors must confirm in their proposal that the facility is compliant with the Hotel and Motel Fire and Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et seq.) and the American with Disabilities Act (ADA) (Public Law 101-336)(42 U.S.C. 12101 et seq.) To be eligible for an award, the contractor must be registered in the Central Contractor Registration (CCR) database. A contractor can contact the CCR by calling 1-888-227-2423 or email at http://www.ccr.gov. A DUNS (Dun and Bradstreet) number is required in order to register. EVALUATION CRITERIA: The award will be made to the responsible offeror whose proposal is evaluated as the best value to the Government based on the factors set forth below. Proposals that exceed the NLRB requirements may receive additional consideration under Technical Capabilities. These factors are listed in order of importance. 1. Technical: (a). Proposal will be evaluated for ability to provide all conference requirements, the ability to provide required services on the dates specified, and the size and layouts of meeting rooms and conference office space. (b). Lodging Rooms: their size, layout, appearance, and amenities (e.g., no charge for local calls or use of internet/WIFI connections). (c). Hotel Facilities/Meeting Room: The quality and appearance of the hotel facilities; the convenience of the general session and breakout rooms, location and office space; the atmosphere of the meeting rooms (size, windows, light, sound, obstructions, disruptive construction, etc.); availability and quality of complimentary onsite parking, exercise facility and business center; cash bar and menu selections and A/V equipment. (d). Location: Walking distance to a variety of restaurants, entertainment and shopping areas, commuting ease from major Airport, safety of hotel neighborhood, and located in Chicago, Illinois in the River North (Navy Pier), the Loop, or the Magnificent Mile area. 2. Past Performance: The contractor shall provide a list of three recent contracts that exemplify accomplished activities related to or similar to the activities identified in the SOW. The contact information for each reference shall include: - Contract Value - Agency/Company Name - Type of Services Provided - List of any problems encountered on each contract and the contractor's corrective action. 3. Price: This price shall be realistic, fair and reasonable in comparison to same or similar services. Pricing shall be provided for the following contract line items (CLIN): CLIN 0001 Hotel Lodging for four nights for 180 in accordance with the Solicitation. CLIN 002 Meeting Space Rental to include one administrative office; one general session room for 180 people; twelve break-out rooms for approximately 16 people in accordance with the solicitation. CLIN 003 Food and Beverages - upgraded mid-morning beverage replenishment for five (5) days; upgraded afternoon refreshments for four (4) days; and an Awards Reception with upgraded Hor d'oeurves and a cash bar for 180 people Monday night all in accordance with the solicitation. CLIN 004 Audio Visual/Flipchart services - including equipment and dedicated technical support in accordance with the solicitation. CLIN 005 Miscellaneous Expenses - Parking for 40 cars in accordance with the solicitation. All non-price evaluation factors when combined are significantly more important than price; however, as quotes become more equal in their technical merit, the proposed price may become the determining factor for award. The Government intends to evaluate quotes and make award without discussions; however, this does not preclude the Government from having discussions if it is in the best interest of the Government to do so. In case of a receipt of a large number of quotes, the evaluation team will evaluate proposals in phases in order to progressively reduce the number of proposals being considered for contract award. First, technical proposals will be evaluated using streamlined methods to eliminate those proposals that are either unacceptable or are not considered to be as good as proposals remaining in the competition. a. If a large number of offers still remain, price proposals will be evaluated to eliminate those proposals that are either unacceptable or are not considered to be valued as well as proposals remaining in the competition. b. If a large number of offers still remain, past performance will be evaluated to eliminate those proposals that are not sufficiently competitive to be selected for award. c. After the number of offers is reduced to a reasonable number, if needed, site visits and/or discussions will be conducted with those remaining in the competition. The decision to eliminate any offers through this contingency procedure does not constitute the establishment of a competitive range, and will not obligate the NLRB to conduct discussions or to solicit or entertain proposal revisions. QUOTE SUBMISSION: Quotes are to provide the requested information in a brief and succinct manner, making every effort to present information clearly and concisely. Proposals should address the requirements of the project consistent with the evaluation criteria described in this solicitation. Lengthy narratives containing extraneous information are discouraged. All information shall be submitted in English. Quotes that do not follow the Price Proposal format and address the technical requirements or otherwise include documentation that is difficult to read, may be rejected or may result in a lower evaluation rating. If a hotel contract is necessary, it shall be submitted with your technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams, and square footage and menus. Proposals must indicate whether the hotel agrees to the right of the NLRB to use its own audiovisual and computer equipment and, if there is a cost incurred for connection to hotel sound system or other charges connected to the use of own equipment. The Offeror shall submit a separate technical and cost quotes that address the requirements of this solicitation. Quotes are due by 4:00 p.m. EDT on April 30, 2010 via email to Douglas Wolf at doug.wolf@nlrb.gov or by regular mail. Proposals should be submitted in either Adobe Acrobat, Microsoft Excel or Microsoft Word. Proposals may be shipped or mailed to the following address: National Labor Relations Board Acquisitions Management Branch 1099 14th Street, NW, Room 7750 Washington, DC 20570 Attention: Douglas Wolf The NLRB Contracting Officer will serve as point of contact (POC) for inquiries and clarifications. To the extent prospective Offerors have questions or comments regarding this solicitation, they are to be submitted in writing via email to the Contract Office at doug.wolf@nlrb.gov by 12:00 noon EDT on April 20, 2010. At the NLRB's discretion, the NLRB may provide written responses to the questions or comments as appropriate. Any such responses will be posted as an Amendment to the Solicitation. SOLICITATION PROVISIONS/CLAUSES INCORPORATED BY REFERENCE This contract incorporates one or more provisions/clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a provision or clause may be accessed electronically at this address: www.arnet.gov. Contractors are encouraged to review the applicable provisions and clauses. 52.212-1 Instructions to Offerors-Commercial Items (JUNE 2008) 52.212-2 Evaluation Commercial Items (JAN 1999) 52.212-3 Offeror Representations and Certifications Commercial Items (JUL 2009)** The contractor is responsible for including a complete copy of the Representations and Certifications with their offer or indicate certifications in ORCA at https:orca@bpn.gov** 52.212-4 Contract Terms and Conditions - Commercial Items (MAR 2009) 52.202-1 Definitions (JUL 2004) 52.203-3 Gratuities (NOV 2006) 52.203-12 Limitation on Payments to Influence Certain Federal Transactions (SEP 2007) 52.204-7 Central Contractor Registration (JAN 2007) 52.204-4 Printed or Copied Double-Sided on Recycled Paper (NOV 2006) 52.219-1 Small Business Program Representations (MAY 2004) 52.212-5 Contract Terms and Conditions Required to Implement Statues of Executive Orders Commercial Items (MAR 2009) 52.215-1 Instructions to Offerors - Competitive (JAN 2004) The following additional FAR clauses cited in 52.212-5 are applicable: 52.203-13 Contractor Code of Business Ethics and Conduct (DEC 2008) 52.222-50 Combating Trafficking in Persons (FEB 2009) 52.222-3 Convict Labor (JUN 2003) 52.222-19 Child Labor-Cooperation with Authorities and Remedies (FEB 2009) 52.222-21 Prohibition of Segregated Facilities (FEB 1999) 52.222-26 Equal Opportunity (MAR 2007) 52.223-15 Energy Efficiency in Energy-Consuming Products (DEC 2007) 52.222-36 Affirmative Action for Workers with Disabilities (JUN 1998) 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration (OCT 2002)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/NLRB/DA/OPFB/RFQ-NLRB-EDV-10-007/listing.html)
- Place of Performance
- Address: CHICAGO, Illinois, United States
- Record
- SN02123116-W 20100417/100415235210-03a7483483967457ae1b5eeef22cf52d (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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