SOLICITATION NOTICE
X -- FY 2010 HOUSTON ONE DAY TECHNICAL ASSISTANCE PROGRAM SEMINAR
- Notice Date
- 4/21/2010
- 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
- RFQ0040-10
- Point of Contact
- Anthony R Price, Phone: (202) 663-4218, Greta Nettles, Phone: (202) 663-4214
- E-Mail Address
-
anthony.price@eeoc.gov, GRETA.NETTLES@EEOC.GOV
(anthony.price@eeoc.gov, GRETA.NETTLES@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 RFQ0040-10 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), Revolving Fund Division has a requirement for a contractor to provide a full service training facility to include: conference space, rental of audiovisual equipment and technical support and food and beverage service and lodging to conduct a one-day EEO Technical Assistance Program Seminar (TAPS). This seminar provides training to employers, unions and attorneys on the laws enforced by the EEOC. The Government anticipates a minimum of 300 attendees with an anticipated maximum of 330 attendees, plus an additional 20_ individuals consisting of other staff and presenters who provide support for the conference. To be eligible for consideration, the contractor’s proposed facility for the seminar must be located in Houston, Texas. 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, Base Period - Rental of Conference Space - Quantity 1 day (See List of Conference Space requirements below), Unit Price $ _____, Total for CLIN 0001 $ _____; CLIN 0002, Base Period - Rental of Audiovisual Equipment and Technical Support - Quantity 1 day (See Audiovisual requirements provided below), Unit Price $_____, Total for CLIN 0002 $ _____; CLIN 0003, Base Period - Food and Beverage Services - Quantity 225 attendees for one day (See list of Food and Beverage requirements below), Unit Price $ _____ per person rate per day, Total for CLIN 0003 $ _____; Total Price for Base Period CLINs 0001 through 0003 $_____. OPTION PERIOD: CLIN 0004, Option Period - Rental of Conference Space - Quantity 1 day (See List of Conference Space requirements for CLIN 0001), Unit Price $ _____, Total for CLIN 0004 $ _____; CLIN 0005, Option Period - Rental of Audiovisual Equipment and Technical Support - Quantity 1 day (See Audiovisual requirements provided below for CLIN 0002), Unit Price $_____, Total for CLIN 0005 $ _____; CLIN 0006, Option Period - Food and Beverage Services - Quantity 225 attendees for one day (See list of Food and Beverage requirements below for CLIN 0003), Unit Price $ _____ per person rate per day, Total for CLIN 0006 $ _____; Total Price for Option Period CLINs 0004 through 0006 $_____. Total Price for Base plus Option Period CLINs 0001 through 0006 $_____. The primary date for consideration in order of preference are August 25, 2010 (1st Choice – Base Period), August 26, 2010 (2nd Choice – Base Period), and August 24, 2010 (3rd Choice – Base Period). The following one-day seminar combination dates are listed in order of preference for FY 2011: August 24, 2011 (1st Choice – Option Period); August 25, 2011 (2nd Choice – Option Period); and August 23, 2011 (3rd Choice – Option Period). Please state availability for each date in the technical portion of the quotation. No other dates or combination of dates will be considered by the Government. The seminar provides for meeting space for training sessions and food and beverage service for breakfast, lunch, morning and afternoon breaks. Registration and continental breakfast start each day at 7:00 a.m. CT. The seminar starts at 8:00 a.m. CT and ends at 4:30 p.m. CT on the first day. A contract will be awarded to the responsible quoter 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 (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 quoter to meet the requirements specified in this combined synopsis/solicitation. GENERAL REQUIREMENTS: The following requirements for the training facility are specified in terms of minimum requirements. Accessibility: Americans with Disabilities Act (ADA) Requirements: All facilities, including training rooms, restrooms, and audiovisual equipment must be fully accessible to individuals with disabilities, in compliance with the ADA as amended by the ADA Amendment Act. Accommodations for disabled individuals may include, but are not limited to accessible parking spaces, elevators, and adequate sound systems, wide aisles and wheelchair ramps. Transportation: The quoter shall provide a price list of all local transportation options to and from the airport and rail station, if applicable. The quoter shall indicate in its quotation whether it provides free or low cost shuttle services. The contractor’s training facility must have adequate free or low cost parking for all participants. The quotation shall list all facility parking cost options. EEOC reserves the right to perform site visits prior to award of this contract. A site visit may be conducted by the Disability Business and Technical Assistance Centers (DBTAC) prior to the award of the contract. CLIN 0001 – Conference Space – Specific requirements each day are: One large room to accommodate up to 300 participants with room capacity to accommodate as many as 330 with classroom style seating, available from 7:00 a.m. to 4:30 p.m. CT. This room shall include a raised platform which is wheelchair accessible on at least one side by a ramp with a run to rise ratio no greater than 8.3%; 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 {one} hand-held or lavalier cordless microphone(s) for the large room. There shall be sufficient space at the back of the room to place additional chairs, if needed. Two (2) table(s) with four (4) chairs shall be positioned outside the large room for seminar registration purposes which will occur between 7:00 a.m. and 10:30 a.m. CT. The registration area shall include but is not limited to the following features: internet connection, AC power connection, and telephone for local calls within the conference facility. An additional large room for a luncheon for up to 300 participants with table rounds (banquet style) of 8 to 10 per table available between 11:45 noon and 1:15 p.m CT. One smaller breakout room will be provided with classroom style seating for up to 150 participants. These smaller rooms shall be available between 1:00 p.m. and 4:30 p.m. and shall include one (1) table with two (2) chairs situated at the front of the room. All meeting rooms must have a suitable sound system so all participants may hear and ask questions of the speakers. All meeting rooms should be arranged classroom style with chairs and tables for writing and handouts. All chairs and tables shall be 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, needs 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 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 Audiovisual Equipment and Technical Support – Specific requirements for base and option period are: Large General Session room: (a) Podium with wired microphones (1 each); (b) Hand-held cordless microphone (1 each); (c) Lavaliere microphone (1 each); (d) Mixer sufficient to amplify, simultaneously, both multiple speakers and the audio track of a DVD or sound recording (1 each) (e) 10’ x10’ Projection Screen (2 each); (f) AV package (movable cart with electrical connections and cords to accommodate EEOC’s LCD projector and laptop computer); (g) Technical assistance in setting up all equipment on-site from 7:00 a.m.. to 4:30 p.m. CT. including splitters in order to assure that all registrants can hear and see all presentations. One smaller breakout room. Requirements: (a.) Podium with a hand-held wireless microphone that can attach to the podium (1 each). (b) 8’ x 8’ Projection Screen (2 each), (c) AV package (movable cart with electrical connections and cords to accommodate EEOC’s LCD projector and laptop computer); The quoter must submit a detailed price list for the AV equipment and technical support inclusive of an hourly rate and the number of hours with breaks included in a day rate for audiovisual support services (if needed), plus the gratuity (service charge). CLIN 0003 – Food and Beverage - Specific requirements for base and option period are: Continental Breakfast to be served between 7:00 a.m. and 9:00 a.m. CT 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. CT and shall include, at a minimum, a refresher of coffee service and water. Examples of food items for morning breaks (i.e. All Day Coffee Break) - fresh breakfast bakeries/pastries (croissants, muffins), fresh fruits, and beverages (coffee, juice, water, and tea). A plated luncheon to be served with a chicken or comparable entree, seasonal vegetables, a starch, dinner rolls/butter, dessert, coffee, decaffeinated coffee and iced tea. Please provide recommended lunch menus, with prices per person. Alternatively, a buffet luncheon can be served between 11:45 a.m. and 1:15 p.m. The buffet set up should include two lines with service from both sides so that the lines may move quickly. Luncheon buffet should include 2 entrees, 2 vegetables, 2 salads and dessert selections, served with coffee, decaffeinated coffee, water and tea (iced or hot). Afternoon Break is to be served between 2:15 p.m. and 2:45 p.m. CT to include assorted soft drinks, bottled water, herbal teas, assorted soft drinks and milk, and cookies and/or brownies and whole fruit. All interested parties shall provide a list of recommended breakfast and lunch menus, beverages and snacks and their related prices when responding to this RFQ. An all day package (per attendee) for food and drink is preferred. Quoter should also submit an all-day food and drink package with a per person rate per day. All food and beverage (F&B) 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. Anticipated number of participants for both base and option period is 300. The expected maximum number of participants each day is 350. The Contracting Officer’s Technical Representative (COTR) will contact the contractor within 72 hours of the event to confirm the number of participants. The contractor shall provide food and beverage for a minimum of 225 participants for base and option period. The contractor shall provide a separate price for each participant if the guaranteed minimum of 225 is exceeded. The staff meals may be provided either in the main luncheon room or in a room close to the luncheon room. The contractor shall invoice the EEOC at the agreed upon rates for meeting room rental, audiovisual equipment, and food and beverage service. Pricing for food and beverages shall be per person to include the price for the item(s), plus the gratuity (service charge), and a statement from the contractor indicating whether and under what conditions the U. S. Government is exempt from state tax, if applicable. CLIN 0004 – Conference Space. Seminar to be held in 2011(Option Period) on August 24th (1st choice), August 25th (2nd choice), August 23rd (3rd choice). CLIN 0005 – Rental of Audiovisual Equipment and Technical Support. Seminar to be held in 2011(Option Period) on August 24th (1st choice), August 25th (2nd choice), August 23rd (3rd choice). CLIN 0006 – Food and Beverage. Seminar to be held in 2011(Option Period) on August 24th (1st choice), August 25th (2nd choice), August 23rd (3rd choice). Lodging Requirement Costs associated with lodging will not be paid under this contract. Participants and presenters shall be directly responsible for payment of individual sleeping rooms and all incidental charges upon check-out. Federal tax will not be charged to guests who present tax exempt forms at check-in/check-out. EEOC requires that the contractor shall provide lodging accommodations to include a block of 25 rooms per night for participants, presenters, and/or EEOC staff. The contractor shall provide the sleeping rooms for EEOC staff and presenters at or below the federal government’s domestic per diem rate which is available on-line at http://www.gsa.gov. The contractor shall provide information regarding the sleeping room rates with their quotation for those participants who wish to reserve sleeping rooms. The contractor must provide accommodations with single and double beds for sleeping one, two or three nights. Rooms will be needed the night before the event starts. Sleeping rooms shall be accessible and 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. State and local tax will not be charged attendees with government identification consistent with local and state laws. 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. Charges 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 five (5) business days after completion of the seminar to the COTR and he/she shall be provided at least five (5) business days to review the invoice charges and services provided for acceptance. Method of Payment: The preferred payment method is payment by government-wide commercial purchase card. Contractor to apply charges to the government purchase card only after the final invoice has been accepted and reconciled by the COTR. Cancellation: Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than 45 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 45 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, rental of audiovisual equipment and technical support, food and beverage service, business services, and any other miscellaneous services and equipment which are necessary for the success of the seminar. 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 RFQ0040-10 is due April 30, 2010, 2:00 pm CT. 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, N.E., Room 4SW18B, Washington, D.C. 20507 Attn: Greta Nettles, Program Specialist. One (1) electronic copy of the quotation may be submitted via e-mail, addressed to greta.nettles@eeoc.gov with a (cc:) copy to Anthony.price@eeoc.gov. QUESTIONS: Questions regarding this request for quotation should be submitted to Greta Nettles, via e-mail at greta.nettles@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0040-10 is April 27, 2010, 1:00 CT. 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 June 01, 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. Quotations 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 service and menu options, lodging, and secured storage. Quotations must address the quoter’s ability to comply with the Americans with Disabilities Act (ADA) as it relates to the facility conference space, lodging, and parking. Quotations should reflect the quality of services provided and maintained. (b) Availability of Dates. Quoters will be evaluated on the ability of the quoter to provide the required services on the dates requested. Additional consideration will be given to quotations which demonstrate availability of facilities on the preferred dates in order of preference, i.e. 1st choice date, 2nd choice date, and 3rd choice date. (c) Location. Quotations will be evaluated on the ability of the quoter to provide a facility located in Houston, Texas with adequate low cost or free parking for participants and presenters. 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. One of the three (3) references must be a federal agency. 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. Evaluation of Option: Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option. 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 breakfast, lunch, 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, 52.217-5 Evaluation of Options, 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 Clause 52.217-9, Option to Extend the Term of the Contract applies. The Government may extend the term of this contract in accordance with FAR 52.217-9, Option to Extend the Term of the Contract, by written notice to the Contractor within 60 business days of the preference dates for FY2011 option year, August 24th (1st choice), August 25th (2nd choice), or August 23rd *(3rd choice.); provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 120 business days of the preference dates for FY2011 option year, August 24th (1st choice), August 25th (2nd choice), or August 23rd *(3rd choice.) before the contract expires. The preliminary notice does not commit the Government to an extension. If the Government exercises this option, the extended contract shall be considered to include the option clause at FAR 52.217-9. The total duration of this contract, including the exercise of any options under this clause, shall not exceed 15 months. The period of performance for the option shall not exceed one (1) business day. 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 52.232-36 Payment by Third Party are incorporated by reference in accordance with FAR 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).
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- Place of Performance
- Address: Houston, TX, United States
- Record
- SN02128400-W 20100423/100421235044-562ebd51688ee250af496225c2123ad7 (fbodaily.com)
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