SOLICITATION NOTICE
X -- NLRB OEEO 2010 CONFERENCE
- Notice Date
- 7/9/2010
- 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-EEO-10-002
- Archive Date
- 11/26/2010
- Point of Contact
- Douglas S. Wolf, Phone: 202-273-4218
- E-Mail Address
-
doug.wolf@nlrb.gov
(doug.wolf@nlrb.gov)
- Small Business Set-Aside
- N/A
- Description
- NATIONAL LABOR RELATIONS BOARD (NLRB) STATEMENT OF WORK (SOW) 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 Quotation (RFQ) #NLRB-EEO-10-002. This RFQ will result in the award of a Firm Fixed Price contract for hotel lodging, meeting space rental, food and beverage services and Audio Visual services for the National Labor Relations Board's Office of Equal Employment Opportunity Conference. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-43, effective July 2, 2010. The National Labor Relations Board (NLRB) is an independent federal agency created by Congress in 1935 to administer the National Labor Relations Act, the primary law governing relations between unions and employers in the private sector. The statute guarantees the right of employees to organize and to bargain collectively with their employers and to engage in other protected concerted activity with or without a union, or to refrain from all such activity. The Office of Equal Employment Opportunity (OEEO) effectuates federal equal employment laws including Title VII of the Civil Rights Act, and its related statutes, for NLRB employees pursuant to federal sector EEO regulations at 29 CFR Part 1614. NLRB collateral duty EEO Counselors and Special Emphasis Program Coordinators, under the guidance of the Agency's Office of EEO, are the foot soldiers that carry out the Agency's EEO mission on a day-to-day-basis. The purpose of this agency-wide OEEO Conference is to provide training, information-sharing and discussion on issues of prime concern to Agency collateral duty EEO Counselors and Special Emphasis Program Coordinators. CONFERENCE OVERVIEW: A.1 Conference Dates: The NLRB preferred conference date is October 18-21,2010, with check-in Monday October 18 and check-out Thursday October 21 after 12 Noon. The NLRB will consider, as an alternative, October 19-22, 2010 with check-in on Tuesday October 19 and check-out on Friday October 22 after 12 Noon. A.2 Hotel Location: The hotel shall be located in the Washington, DC metropolitan area or suburbs, but shall be within a 15 minute walking distance of a Metro station and a variety of restaurants and entertainment. A.3 Conference Requirement: The hotel must provide conference accommodations (meeting rooms and related services) for an estimated100 people with lodging for an estimated 73 people all in accordance with this SOW. Depending on the selected meeting dates, the General Session begins on Tuesday or Wednesday at 8:30 AM and concludes on Thursday or Friday at 12 Noon. An extended check-out time is preferred on Thursday or Friday (depending on the dates); otherwise a secure area will be required to be provided for guest luggage at check-out. SPECIFIC CONFERENCE REQUIREMENTS: 1.0 Sleeping Accommodations (CLIN 001): Sleeping accommodations shall be provided for an estimated 73 conference participants with check-in Monday or Tuesday and check-out on Thursday or Friday depending on the selected meeting dates. The hotel will provide complimentary internet access capability (preferably WIFI) in each hotel guest room. It is preferred that the hotel facility include a fitness center with a swimming pool. The NLRB may require accommodations for smoking rooms and/or handicapped accessible rooms for individuals with a physical disability. The availability of either of these special rooms and the number of each available shall be clearly indicated in the technical proposal. The hotel shall provide a secure luggage location for early guest check-in on Monday or Tuesday, and checkout on Thursday or Friday, depending on the selected meeting dates, for guest check-out prior to the conference conclusion at approximately 12 Noon. (See A.1) 2.0 Meeting Room Rental (CLIN 002): 2.11. Administrative Office (Lockable): One (1)Lockable Office area with two rectangular tables, eight (8) comfortable chairs, a bulletin board to be used as a message center and enough space to store conference materials; e.g. three-ring participant binders, blocks of paper and writing utensils, laptops (if necessary) and miscellaneous equipment. It is preferable that this office area should be in close proximity to the General Session room, and it should provide two telephone lines for direct incoming and outgoing calls at no additional charge with free WIFI internet. The NLRB requires connections for a fax/copier to be provided by the NLRB. The room should be large enough to provide space for up to 25 people to gather for informal discussion purposes. This lockable office shall be available for set up no later than 12 noon on Monday or Tuesday depending on the selected meeting dates. (See A.1) 2.12. Registration Area Two rectangular skirted tables, with eight comfortable chairs located outside of, or in close proximity to, the General Session room, with enough space to store conference materials. This registration area must be set-up and available by 10 AM on Tuesday or Wednesday, depending on the selected meeting dates and remains in place through Thursday or Friday, depending on the selected meeting dates, at 3 PM. (See A.1) 2.13 Awards/Reception Ceremony Room This room will be required Tuesday evening or Wednesday evening, depending on the selected meeting dates, from 5:30 PM until 7 PM. This room shall be spacious enough to comfortably accommodate up to 100 people, there should be twelve (12) round tables, each with eight (8) chairs, a podium with a microphone, and a small table next to the podium on which the awards will be placed. There shall be a competitively priced cash bar in the room. The technical proposal shall include the cash bar menu for evaluation. Failure to include this in the technical proposal may result in a lowered technical score. Food requirements for this ceremony are listed under Section 2.3"Food and Beverage Services". (See A.1) 2.14 General Session Room One (1) General Session Room to be available from 12 noon on Monday or Tuesday, depending on the selected meeting dates, continuously until 12 noon on Thursday or Friday, depending on the selected meeting dates. The General Session room should be spacious enough to comfortably accommodate approximately 100 people. The room shall be set up in crescent-round style with seating for six (6) people per round table. Each table shall have a pitcher of ice water and 6 glasses. A skirted rectangular table to accommodate five presenters should be on a riser at the front of the room. The room should have a second skirted rectangular table and chairs sufficient for up to eight (8) NLRB Staff and visitors in the back of the room. There should be space enough to keep conference supplies on or under a second table. This room must have the space and necessary wiring and outlets to accommodate an LCD Projector Package to include, but not limited to, an LCD projector, screen, AV cart, multi-plug extension cord, at least one lavaliere microphone and two tabletop microphones and audio sound system. The hotel will provide a flipchart and two sets of colored and black wide-tip felt markers in this room.(See A.1) 2.15 Breakout Rooms Two (2) Breakout Rooms to accommodate groups of 54 and 38 respectively, shall be available on Wednesday or Thursday, depending on the selected meeting dates, from 7:00 a.m. to 6:00 p.m. Tables should be set up in crescent-round style with seating for six (6) people per table. Each table shall have a pitcher of ice water and 6 glasses. A skirted rectangular table to accommodate five presenters should be on a riser at the front of the room. In addition, the room shall have two (2) skirted rectangular table with chairs, reserved for up to eight (8) and a podium. NLRB Staff and visitors and conference supplies shall be located in the back of each room. Each of these breakout rooms must accommodate an LCD Projector Package to include, but not limited to, an LCD projector, screen, AV cart, multi-plug extension cord, at least one lavaliere microphone and two tabletop microphones and audio sound system. A flipchart and two sets of colored and black wide-tip felt markers should be in each breakout room.(See A.1) 3.0 Food and Beverage Services (CLIN 003): The hotel shall provide special food requirements, including but not limited to, vegetarian, kosher, diabetic, etc., as deemed necessary by the NLRB. 3.1 Continental Breakfast This shall include a hot and cold continental breakfast selection set-up outside the General Session room. The breakfast will be required on three mornings, October 19-21or October 20-22, depending on the selected meeting dates.(See A.1) 3.2 Morning and Afternoon Breaks Mid-Morning Refresher break shall include of hot and cold beverages and fresh fruit. Mid-Afternoon Break shall include a variety of beverage refreshments and a variety of sweets and fresh fruits. Pitchers of water and mints or hard candy will be placed on tables in the General Session room and in the two (2) Breakout rooms and refreshed throughout the day. An afternoon break will not be required on the last day of the conference, Thursday or Friday, depending on the selected meeting dates.(See A.1) 3.3 Awards Ceremony The timing for this event is established under Section 2.13. The food service shall include both hot and cold appetizers to be provided before and during the awards ceremony. These food appetizers should be appropriate for this prestigious awards ceremony. A reasonably priced cash bar shall be provided for the entire ceremony, and as previously stated a cash bar menu with pricing shall be included in the technical proposal for pricing review. Please Note: Federal Government policy does not permit a guaranteed amount of food and beverage revenue. 4.0 Audio/Visual Services (CLIN 004): 4.1 General Session Room The requirement shall include the necessary wiring and outlets to accommodate an LCD Projector Package to include, but not limited to, an LCD projector, screen, AV cart, multi-plug extension cord, at least one lavaliere microphone and two tabletop microphones and audio sound system. Further, a flipchart and two sets of colored and black wide-tip felt markers are required in this room. 4.2 Breakout Rooms The requirement shall include the necessary wiring and outlets to accommodate an LCD Projector Package to include, but not limited to, an LCD projector, screen, AV cart, multi-plug extension cord, at least one lavaliere microphone and two tabletop microphones and audio sound system. Further, a flipchart and two sets of colored and black wide-tip felt markers are required in these rooms. 4.3 Award Ceremony Room This requirement shall include a podium with a microphone and at least one lavaliere microphone. 5.0 Miscellaneous Services (CLIN 005): 5.1 Photography Services - NLRB Optional A Group Photo will be taken on Tuesday or Wednesday, depending on the selected dates, of the selected week between 4:00 p.m. and 5:00 p.m. It is desirable to have an 8"x10" group photo taken in or around the hotel. The hotel will provide an adequate and appropriate area in which to have a photographer take a photo of up to 85 participants. The hotel shall provide the photographer services at a reasonable cost. The NLRB may choose to not utilize this service. 5.2 Parking (Do Not Include as a cost in CLIN 005*) The NLRB would expect complimentary daily parking for an estimated 10 vehicles. In addition, overnight parking will be required for an estimated 25 vehicles at a discounted rate. This information shall be included in the technical proposal and will be evaluated as part of the technical proposal and could result in a higher or lower technical evaluation. *The cost of parking should not be included in CLIN 005, as it will not be part of the conference master bill. BASIS FOR AWARD: The NLRB intends to award a Firm Fixed Price Contract. The objective of the NLRB is to select the proposal 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 proposals 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 proposals that clearly meet or exceed the requirements of the SOW. All responsible sources may submit an offer which shall be considered by the NLRB. A pre-conference planning meeting will be conducted after the contract has been awarded. The appropriate hotel staff will meet with the NLRB's designated personnel in order to establish a time frame and process for planning the conference and finalizing menu selections 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 Evaluation. These proposal factors are listed in order of importance: 1. Technical Proposal: (a). Proposal shall be evaluated on the 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: A maximum 15 minute walking distance to restaurants, entertainment and to a metro stop. Proposals that exceed the NLRB requirements may receive additional consideration under the technical evaluation. 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 contract shall include: - Contract value - Agency/Company Name - Type of services provided 3. Price Proposal: This price shall be realistic, fair and reasonable in comparison to same or similar services. Each offeror shall complete the PRICING PROPOSAL, AS FOLLOWS: CLIN 001 Hotel Lodging in accordance with this SOW. CLIN 002 Meeting Space Rental in accordance with this SOW. CLIN 003 Food and Beverages in accordance with this SOW. CLIN 004 Audio Visual/Flipchart services in accordance with this SOW. CLIN 005 Miscellaneous Expenses in accordance with this SOW. (NOT INCLUDING PARKING) The cost of parking will be considered and evaluated in the Technical Evaluation, but will not be charged on the Master Bill. 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 proposals 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 proposals, 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: Proposals shall include a Technical Proposal that clearly addresses the requirement of CLIN 001 through CLIN 005 (facility pictures, room dimensions, menu lists, and amenities that support the training) in accordance with this SOW. In addition, a Pricing Proposal utilizing Attachment A shall be included in accordance with this SOW. Past Performance shall be included in accordance with this SOW. Proposals 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. Technical proposals or otherwise included documentation that is difficult to read, may be rejected or may result in a lower evaluation rating. 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. Proposals are due by 4:00 p.m. EDT on Wednesday, July 21, 2010 via email (preferred) to Douglas Wolf at doug.wolf@nlrb.gov or by regular mail. Proposals should be submitted in 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. 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)
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