SOLICITATION NOTICE
W -- HOTEL ROOMS
- Notice Date
- 5/25/2010
- Notice Type
- Presolicitation
- Contracting Office
- Environmental Protection Agency, Simplified Purchases, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-10-00167
- Response Due
- 5/28/2010
- Archive Date
- 6/28/2010
- Point of Contact
- Point of Contact, Tanya Brice, Purchasing Agent, Phone (202) 564-4799
- E-Mail Address
-
U.S. Environmental Protection Agency
(BRICE.TANYA@EPAMAIL.EPA.GOV)
- Small Business Set-Aside
- N/A
- Description
- NAICS Code: 72111 Request for Quotations - Lodging and Meeting Space for EFAB's 2010 Meeting Procurement Office: U.S. Environmental Protection Agency, Administrative Contract Service Center (3803R), 1200 Pennsylvania Ave., NW Washington, DC 20460 Response Date/Time: 3:30 PM, Eastern Time, on Friday, May 28, 2010. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, and Subpart 13.106 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued. The U.S. Environmental Protection Agency hereby gives notice of its intent to competitively award a firm, fixed price Purchase Order to obtain lodging, meeting facilities, and meeting recording for its August 9-10, 2010 EFAB meeting. Any firm believing itself to be capable of meeting EPA's requirement, as stated within the Synopsis Solicitation and the Statement of Work, may submit a quote, which, if received by the response date of this announcement shall be considered. Prospective sources are reminded that an award can only be made to a Contractor who is registered in the Central Contractor Registration (CCR) database in accordance with FAR 4.11. In order to be considered for award, the required facility must, at a minimum, meet the following specifications:-Provide a completed copy of the green check list (see http://www.epa.gov/oamhpod1/oppts_grp/0412344/green.pdf);-provide rates at or below the GSA prescribed per diem rates;-provide the estimated number of rooms for the above-listed time period (alternate dates will NOT be accepted). A formatted copy of the Statement of Work, including the evaluation factors and quote submission instructions are attached to this announcement. STATEMENT OF WORK MEETING SPACE AND LODGING FOR THE ENVIRONMENTAL PROTECTION AGENCY, (EPA) ENVIRONMENTTAL FINANCIAL ADVISORY BOARD (EFAB) AUGUST 2010 MEETINGI.BACKGROUND EPA plans to obtain lodging and meeting facilities for its August 9-10, 2010 EFAB meeting, and is accepting quotes for lodging and meeting space and, meeting recording services. The EFAB is an EPA federal advisory committee chartered under the Federal Advisory Committee Act to provide advice and recommendations to EPA on creative approaches to funding environmental programs, projects, and activities. The purpose of the meeting will be to hear from informed speakers on environmental finance issues, Agency priorities, and to discuss progress with work products under EFAB's current strategic action agenda. It is anticipated that approximately thirty (30) members, ten (10) expert witnesses, and seven (7) staff persons, and eight (8) speakers and invited guests will attend this meeting. EPA has selected San Francisco, CA as the location for the dates of August 9-10, 2010. No alternate dates or locations will be considered. Recent Event history includes: II.SCOPE The hotel shall provide the facilities and services necessary to perform the requirements of this contract including, but not limited to, guest rooms, meeting rooms, recording services, refreshments, audiovisual equipment, and business center services. Hotel must address all requirements specified in the statement of work to be considered. The Offeror shall provide the facilities and services for the conference as a complete package. Only one Purchase Order will be issued to the hotel. The meeting shall be held over two days from August 9-10, 2010. Some of the approximately 55 sleeping room guests will begin arriving as early as August 7 and depart as late as August 12. Others will arrive on August 9 and depart on August 10. III.MANDATORY REQUIREMENTS The hotel shall be compliant with the Hotel and Motel Fire Safety Act of 1990 15 U.S.C. 2201 et seq, (Public Law 101-391), and must hold a FEMA certification number.The hotel shall also be in compliance with the Americans w/Disabilities Act, 42 U.S.C. Section 12101 et seq. (ADA). The hotel shall have one of the following quality ratings: ?First class or higher per the Official Hotel Guide; ?Three crowns or higher per the OAG Business Travel Planner;?Three diamonds or higher per AAA; or?Two stars or higher per the Mobil Travel Guide. IV.GUEST ROOMS Estimated maximum quantity of rooms blocked for the EPA Environmental Financial Advisory Board (EFAB) Meeting reservations per night. These numbers are approximations and may be changed per the agreement of the facility and EPA. SundayMondayTuesdayWednesdayDate08/08/1008/09/1008/10/1008/11/10Block55553010 Room Block and Rates: The hotel shall provide the guest rooms at the current Federal lodging rate or less. The hotel shall guarantee that these rates are applicable August 7-12, 2010. All room nights will be paid by purchase order and/or individual guests. At least two available sleeping rooms must be wheelchair accessible rooms. Reservation Procedure: The EPA shall provide a contract administrator to serve as a single point of contact for the coordination of all reservations. The EPA shall also designate an alternate contract administrator in the event the contract administrator is absent. The Hotel will receive, at least 3 weeks prior to the start of the event, a complete rooming list, including each individual's name, address, payment instructions, actual arrival/departure dates, and type of occupancy of accommodations desired. The meeting lasts three days, most participants will check in the day before the conference and check out the day after the conference. "Walked" Reservation: In the event the hotel does not honor a confirmed reservation, the hotel shall, at its expense, secure a guest room in a comparable or better quality hotel and provide transportation to and from the alternate hotel for the length of time the guest room is required to stay at the alternate hotel. The hotel shall compensate the relocated guest for two long distance phone calls to notify family and co-workers of his/her location. The hotel shall notify the COTR/Designee immediately of any walked reservations. The hotel shall make every effort to return the guest to the "headquarters" hotel as soon as a guest room becomes available. Failure to accomplish the above will indicate a failure to meet performance requirements on the part of the Offeror. Guaranteed Late Arrival/Cancellation: The individual attendee shall guarantee their reservations for late arrival. The hotel shall not release any room that is booked by the individual attendee unless the individual attendee cancels the booking or if the attendee does not arrive the day after his/her expected arrival day. The hotel will specify its normal commercial practice for late arrival/cancellations.VI.MEETING ROOMS Conference Meeting Room Block and Rates: The hotel shall provide meeting room and function space. The estimated maximum quantity of meeting rooms is as follows: One plenary room that can seat up to 45 people at a hollow square table and accommodate audio visual requirements including theater style seating for approximately 30 participants. Plenary sessions will be at the following times:Monday, August 9 from 1:00 p.m - 5:00 p.m.Tuesday August 10 from 8:00 a.m. - 5:00 p.m. Two breakout rooms that can seat up to 20 at the following times:Monday, August 9 from 8:00 a.m. - 1:30 p.m. All rooms must be in close proximity to the registration area. These rooms must have adequate sound proofing to avoid disruption by other facility activities. All rooms shall be ADA compliant. Rooms must have controllable lighting and room darkening so that AV equipment is easily viewable. Space Requirement1. Plenary room with hollow square for 45 participants, including space for approximately 30 theatre style seating.2. Two Breakout meeting rooms for 20 participants for one-half day3. Conference registration, for two days Confirmation of Program:The EPA Project Officer will provide the hotel with a tentative program within 30 days in advance of the conference. The EPA Project Officer will confirm the program to the hotel within 5 days prior to the start of the conference. The facility shall provide EPA meeting signage at appropriate locations. Food and Beverage:The offeror shall provide a continental breakfast and afternoon break refreshments for up to 45 participants on Monday and Tuesday. Bidder shall propose and include a menu for all breaks as part of the complete meeting package. All bids must be inclusive of fees, service charges, or allowed taxes. EPA will provide firm numbers for the food and beverage events seven days prior to the meeting. Meeting Recording: The offeror shall provide professional meeting reporter able to record meeting in which open discussions among multiple participants occur. Provide appropriate audio equipment necessary to provide quality work to be performed including back-up microphones. Be familiar with environmental issues and environmental and agency acronyms. The EPA will provide all needed background materials (i.e., meeting agenda, list of attendees, speakers and presentation materials, registrations sheet. Audiovisual Equipment and Business Center Services: A complete list of available audiovisual equipment and proposed prices must accompany the proposal and will be considered a factor for evaluation. All AV fees, labor set up, and services charges must be identified and included in bids. Bidder shall provide the listed support services as part of the meeting room. VII.REPORTS The hotel shall provide the EPA Contract Administrator with interim accounting reports for review prior to submitting invoices. The hotel shall provide written confirmation of meeting rooms and services that are ordered by the EPA Contract Administrator in the form of Banquet Event Orders (BEO)s. The written confirmations shall be in the format agreed upon by the hotel and the EPA Contract Administrator. The hotel shall provide the EPA Contract Administrator with a guest room pickup report in the weeks prior to the meeting. The following details shall be included in the report: - Listing of individuals, by last name, in the EPA block of rooms;- Arrival and departure date of each reservation;- Total number of room nights of each reservation;- Total number of room nights actually picked up in the EPA block of rooms; The hotel shall provide the EPA Project Officer with a final revenue report with the final invoice. This report shall contain the following information: The total for box handling feesThe total for audio visual equipment rentalThe total for meeting room rentalThe total for meeting food and beverage VII.CONTRACT ADMINISTRATOR The hotel shall provide a contract administrator to serve as a single point of contact for the coordination of all contract activities. The hotel shall also designate an alternate contract administrator in the event the contract administrator is absent. The hotel shall notify the EPA Contract Administrator in writing of any intended replacement for the contract administrator or alternate contract administrator. Evaluation Factors The Government will award to the responsive, responsible firm, whose quotation is most advantageous to the Government, price and other factors considered. This is a best-value procurement. The Government may or may not award to the low price quotation. For this requirement, the evaluation factors listed below are in descending order of importance and are as follows: 1.Condition of Facility - The Government will evaluate the condition of each offeror's facility, to include the following: "Condition of facility and level of standard hotel services available;"Internet access, parking costs and accessibility;"Any proposed meeting space with columns or other obstructions that restrict vision or set up of meeting rooms must be identified in the proposal and will be considered as part of the facility conditions."Nearby restaurants and other attractions within walking distance are favored;"Vendor must identify noisy/disrupting events, major repairs, or construction scheduled during the conference dates; "Access to public transportation, including bus and subway transportation;"Environmentally preferable measures and practices provided by hotel, as provided via a copy of the green meeting checklist (http://www.epa.gov/oamhpod1/oppts_grp/0412344/green.pdf)."Adequate number of restrooms convenient to the meeting rooms will be considered as part of the facility condition. 2.Cost/Price - The Government will evaluate the total expected cost of performing this work. EPA reserves the right to conduct site visits, if deemed necessary, to evaluate the condition, services and location of the proposed facilities. Not all facilities that submit a quote will be inspected. Quote Submission Instructions Offerors shall submit a detailed project plan (not to exceed 3 pages), describing the Offeror's ability to satisfy the Government's requirement as set forth in the Statement of Work, including the labor classifications/technical expertise to accomplish each section of the Statement of Work. Additionally, each offeror shall identify up to three contracts, which have recently been performed (within the last 3 years), or are currently performing, which are similar in scope for services of this magnitude and complexity. The offeror shall provide the following information with respect to each of these contracts: *Contract number, contract type and dollar value*Date of contract award and period of performance*Name, address and telephone number of all applicable contract points of contact*Brief description of contract work, scope, and responsibilities In addition to considering past performance information provided in the offeror's submission, past performance evaluations may also be based on the offeror's supplied references, information obtained through federal performance tracking databases, and other information obtained by the Government from other sources. Offerors shall submit a firm, fixed-price quote, including indirect costs, other direct costs (ODCs), travel, fees and any other applicable charges, providing a ceiling price for this requirement. Additionally, please complete and return a summary table (as shown below) with your response providing the following prices, including all fees and other information requested. Charges not identified and proposed in the summary table will not be accepted. Facility Name Lodging Rate per Room inclusive of all fees, charges and surcharges: Total Meeting Package cost including AV/ Business Services, Food and Beverage, and Meeting Room Rental as described in SOW:Other Considerations/ Concessions or Discounts: Please attach a completed copy of the Green Facility Checklist (http://www.epa.gov/oamhpod1/oppts_grp/0412344/green.pdf). Responses that do not include this checklist will not be considered for award. Each offeror shall submit (1) one electronic copy to Nicole HumphreyTanya Brice, Contracting Officer, at brice.tanya@epa.gov and to the Project Officer, Sandra Y. Keys, at keys.sandra@epa.gov. Due date for receipt of responses to this RFQ will be 3:30 pm, Eastern Time, on May 21, 2010. Prospective sources are reminded that an award can only be made to a Contractor who is registered in the Central Contractor Registration (CCR) database (http://www.ccr.gov). All offerors MUST fill out the Green Facility Checklist, which can be found at http://www.epa.gov/oamhpod1/oppts_grp/0412344/green.pdf. Contractors must be registered in CCR (Central Contractors Registration), in accordance with FAR 4.11, to be considered for award. The provision at FAR 52.212-1 "Instructions to Offerors-Commercial" applies to this acquisition. Offerors are to include a completed copy of FAR provision 52.212-3 "Offeror Representations and Certifications - Commercial Items" with their response. The following FAR clauses also apply: 52.212-4 -"Contract Terms and Conditions - Commercial Items", 52.212-5 "Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items", with the following marked clauses cited in 52.212-5 being applicable to this acquisition: _X_ (1) 52.203-6, Restrictions on Subcontractor Sales tothe Government (Sept 2006), with Alternate I (Oct 1995)(41 U.S.C. 253g and 10 U.S.C. 2402)._X_ (2) 52.203-13, Contractor Code of Business Ethicsand Conduct (DEC 2008) (Pub. L. 110-252, Title VI, Chapter1 (41 U.S.C. 251 note))._X_ (3) 52.203-15, Whistleblower Protections under theAmerican Recovery and Reinvestment Act of 2009 (MAR2009) (Section 1553 of Pub. L. 111-5). (Applies to contractsfunded by the American Recovery and Reinvestment Act of2009.)__ (4) 52.204-11, American Recovery andReinvestment Act-Reporting Requirements (MAR 2009)(Pub. L. 111-5).__ (5) 52.219-3, Notice of Total HUBZone Set-Aside(JAN 1999) (15 U.S.C. 657a).__ (6) 52.219-4, Notice of Price Evaluation Preferencefor HUBZone Small Business Concerns (JULY 2005) (if theofferor elects to waive the preference, it shall so indicate in itsoffer) (15 U.S.C. 657a).__ (7) [Reserved]__ (8)(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.__ (9)(i) 52.219-7, Notice of Partial Small BusinessSet-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.__ (10) 52.219-8, Utilization of Small BusinessConcerns (MAY 2004) (15 U.S.C. 637(d)(2) and (3)).__ (11)(i) 52.219-9, Small Business SubcontractingPlan (APR 2008) (15 U.S.C. 637(d)(4)).__ (ii) Alternate I (OCT 2
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