SOLICITATION NOTICE
X -- Department of Commerce Financial Management Conference (Meeting Space, Meals, Lodging)
- Notice Date
- 1/12/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Commerce, National Institute of Standards and Technology (NIST), Acquisition Management Division, 100 Bureau Drive, Building 301, Room B129, Mail Stop 1640, Gaithersburg, Maryland, 20899-1640
- ZIP Code
- 20899-1640
- Solicitation Number
- DOC-FMC-2011
- Archive Date
- 2/12/2011
- Point of Contact
- Keith Bubar, Phone: 3019756324, Jo-Lynn M Davis, Phone: 301-975-6337
- E-Mail Address
-
keith.bubar@nist.gov, jo-lynn.davis@nist.gov
(keith.bubar@nist.gov, jo-lynn.davis@nist.gov)
- Small Business Set-Aside
- N/A
- Description
- THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6, AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. FAR PART 13, SIMPLIFIED ACQUISITION PROCEDURES, ARE UTILIZED IN THIS PROCUREMENT. THIS ANNOUCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE BEING REQUESTED, AND A WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED. This solicitation is a request for quotation. The solicitation document incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-47. The associated North American Industrial Classification System (NAICS) code for this procurement is 721110- Hotels (except Casino hotels) and Motels. This requirement will be competed under full and open competition. The Government anticipates the award of a fixed price purchase order to the offeror who offers the best value to the Government based on the evaluation factors detailed in this solicitation. The Following FAR provisions and clauses apply to this solicitation: 52.212-1 52.212-3 52.212-4 52.212-5, including 52.222-50, 52.233-3 and 52.233-4 in paragraph (a) (1), and the following fill-ins in paragraph (b): 52.219-28, 52.222-3, 52.222.19, 522.222-21, 52.222-26, 52.222-36, 52.222-52, 52.225-13, 52.226-6 and 52.232-33. The full text for the applicable FAR clauses and provisions can be found at the following link: https://www.acquisition.gov/far/html/FARTOCP52.html The following CAR provisions and clauses apply to this acquisition: 1352.201-70 Contracting Officer's Authority 1352.209-73 Compliance with the Laws Description of Requirement: The U. S. Department of Commerce (DOC), National Institute of Standards and Technology (NIST), on behalf of DOC has a requirement for meeting space, sleeping rooms, provision of food and beverages, and technical audio/visual support for the annual DOC Financial Management Conference. This is an executive-level event which is scheduled to be held May 3, 4, and 5, 2011. The DOC will convene the Departments' Chief Financial Officers and financial management community, along with a variety of academia and research speakers for a discussion on issues facing the Department and strategies we can use to improve financial management. Attached is Statement of Work that details the requirements for this conference. NIST intends to award a fixed price purchase order for a base period and three option periods. ADDENDUM TO PROVISION 52.212-1 - PROPOSAL SUBMISSION INSTRUCTIONS INSTRUCTIONS TO OFFERORS (a) General Instructions Quotes are required to conform to solicitation provisions and be prepared in accordance with this section. To aid in evaluation, the proposal shall be clearly and concisely written as well as being neat, indexed (cross-indexed as appropriate) and logically assembled. All pages of each part shall be appropriately numbered and identified with the name of the offeror, the date, and the solicitation number. Quotes must be received by NIST on or before the due date and time specified above. Only information received on or before the due date and time shall be considered for award. Any proposal, or part thereof, received after the due date and time, shall be deemed late and not considered for award. All quotes must be submitted to the National Institute of Standards and Technology, Acquisition Management Division ATTN: Keith Bubar, Building 301, Room B152, MS 1640, 100 Bureau Drive, Gaithersburg, MD 20899-1640. Offerors must ensure the RFQ number is visible on the outermost packaging. ***Submissions must be received by 3:00 pm local time on January 28, 2011. FAXED QUOTES WILL NOT BE ACCEPTED. (b) Overall Arrangement of Quotes: 1. Technical Volume: The technical volume of the proposal shall consist of information that demonstrates the offeror's capabilities to meet the requirements set forth in the solicitation. It should be clear and apparent on the face of the proposal that the Offeror meets the Go/No-Go criteria. The technical volume shall include product literature/brochure/information cut sheets/menus/facility maps, etc. which address all specifications and clearly documents that the property/facility meets or exceeds the specifications identified herein. NIST reserves the right to conduct a site visit. 2. Past Performance Volume: Each Offeror must provide Past Performance References. Each reference shall be no more than three years old with relevant experience in providing the services identified in the Statement of Work. The Contractor shall be required to provide the following information for each (minimum of three) past performance references: Company/organization name and address; Contact person (name/title); Telephone number; Email Address; Type of event/number of days/any special accommodations; and Dollar of the contract. Performance by the Offeror as it relates to all solicitation requirements, including quality of services and products, effectiveness of cost management/control, timeliness of performance; customer satisfaction; and indication of ability to improve performance through proactive management will be evaluated for those Offerors whose technical Quotes are determined to be acceptable. 3. Business Volume: Price Quotes must generally adhere to the pricing structure established in the Schedule of Prices. There have been four CLINs established in this solicitation. Each offeror's price proposal shall propose a fixed price for each of the four CLINs per period. Within each fixed price, each Offeror shall include a clear breakdown of the fixed price per component of the respective CLIN. Each offeror shall propose a fixed price for each of the four CLINs during each of the base period and three option periods. Each offeror's price quote must be based on the offeror's own technical proposal, the Government's specifications, and other contractual requirements. If the prices to be used are based on a published price list, or catalog, the offeror shall so state, and provide a copy of the document with their price proposal. If the prices are to be based on established market price, not otherwise published, or are prices applicable only to the proposed contract, the offeror shall so state. The maximum amount per person that the Contractor may charge (for meals per person plus coffee breaks) is the maximum meals and incidentals expenses (M&IE) rate including taxes and service charges, for the corresponding region where the facility is located. The overnight lodging may not exceed the domestic per diem rates for lodging in accordance with the U.S. General Services Administration. See http://gsa.gov, per diem rates, to verify the corresponding region where the facility is located. EVAULATION FACTORS FOR AWARD Evaluation will be based on the information provided at the quotation; the Government reserves the right to conduct a site visit to inspect, and further verify and confirm that the property meets the requirements prior to award. Each Offeror's quote will be evaluated according to the factors shown below. a. GO/NO GO Offerors must meet all mandatory requirements identified as Go/No Go criteria in the Scope of Work. NIST will evaluate Quotes to ensure that these criteria have been met. Quotes not meeting the mandatory requirements shall not be considered further for award. b. BEST VALUE The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. 1. Technical Capability (The technical portion of the quote must NOT include price information) The Government will evaluate the Offeror's proposal to determine how well the proposed venue can facilitate the requirements set forth for each CLIN and in the Conference Specifics section. Offeror's shall include product literature/brochure/information cut sheets/menus/facility maps, etc. which address all specifications and clearly documents that the property/facility meets or exceeds the specifications identified herein (see also the site visit information above). The offeror should include descriptive literature regarding teambuilding facilitation services. 2. Past Performance The Government will evaluate past performance by the offeror as it relates to requirements, including quality of services and products, and customer satisfaction; and indication of ability to improve performance through proactive management. The Government will evaluate past performance by contacting the references selected at random identified by the offeror. The Government may also consider other information available. 3. Price (The offeror must submit as a separate file/volume). Note: This includes all elements of the price. (Price shall not be included The price evaluation will determine whether the proposed prices are realistic, complete, and reasonable in relation to the solicitation requirements. Proposed price must be entirely compatible with the technical quote. The degree of importance of the proposed price will increase with the degree of equality of the Quotes in relation to the other factors on which selection is to be based. The Government reserves the right to make an award without discussions and to award to other than the lowest price offeror or the offeror with the highest technical score if the Contracting Officer determines that to do so would result in the best value for the Government. Note: Past Performance and Price shall not be evaluated on quotes that are determined technically unacceptable in accordance with the Technical Capability evaluation factor. DOC FINANCIAL MANAGEMENT CONFERENCE STATEMENT OF WORK (SOW) 1. BACKGROUND The U. S. Department of Commerce (DOC), National Institute of Standards and Technology (NIST), on behalf of DOC has a requirement for meeting space, sleeping rooms, provision of food and beverages, and technical audio/visual support for the annual DOC Financial Management Conference. This is an executive-level event which is scheduled to be held May 3, 4, and 5, 2011. The DOC will convene the Departments' Chief Financial Officers and financial management community, along with a variety of academia and research speakers for a discussion on issues facing the Department and strategies we can use to improve financial management. 2. SCOPE OF WORK To be eligible for award for this procurement, the Offeror (property) must meet the following "Go/No Go" criteria: • Must be an executive level conference venue (3 star or better); • Must have the dates of May 3, 4, and 5, 2011 available; • Must meet the Hotel and Motel Fire Safety Act of 1990 (Pub. L. No.101-391, September 25, 1990 as amended by Pub. L. No. 105-85, November 18, 1997); • Must consist of one site location to accommodate all requirements; • Must be located not less than 50 miles and not more than 225 miles from Washington, DC 20230; and • Must not be a Casino property. The training conference will consist of two partial days, a full day and two nights. The event will consist of a partial day on day one (afternoon to overnight), one full day and overnight, and another partial day (morning to mid-day). Related requirements and anticipated Contract Line items (CLINs) for this RFQ are as follows: CLIN0001- Day 1: May 3, 2011 The Contractor shall provide an afternoon coffee and snack service; dinner (buffet style) to all attendees at the conference. The contractor shall provide a central meeting room for up to 300 people and two break-out rooms for 50 to 70 people each. Each of the three rooms must contain audio visual equipment with PowerPoint capabilities appropriate for the size of the room. The break-out rooms shall be classroom setting. The dining area must be separate from the main conference room with chairs and covered round tables to accommodate all attendees comfortably. Seating arrangement must be scaled up or down depending upon the number of attendees. The menu shall allow for healthy and vegetarian alternatives for conference participants. CLIN0002 - Lodging The Contractor shall provide lodging service for up to 300 people. Arrival on the first day with rooms used that night, and the following night; with check out the afternoon of the third day. This is two nights of lodging. All rooms must be single occupancy with either two double/queen size beds or one king size bed. A pull down bed (i.e. Murphy bed), hideaway beds, or sleep sofa will not be considered as meeting this requirement. CLIN0003 - Day 2: May 4, 2011 The Contractor shall provide a hot buffet breakfast, a mid morning coffee and snack service and afternoon coffee and snack service for all conference attendees (300). Pricing and information should be provided for both a hot buffet lunch and dinner. The dining area must be separate from the main conference room with chairs and covered round tables to accommodate all attendees comfortably. Seating arrangement must be scaled up or down depending upon the number of attendees. The menu should allow for healthy and vegetarian alternatives for conference participants. The contractor shall provide a central meeting room for up to 300 people and two break-out rooms for 50 to 70 people each. Each of the three rooms must contain audio visual equipment with PowerPoint capabilities appropriate for the size of the room. The break-out rooms shall be classroom setting. CLIN0004 - Day 3: May 5, 2011 The Contractor shall provide a hot buffet breakfast, and brown bag/box lunch to allow conference participants to take lunch with them upon the conclusion of the conference, space must be made available for those conference attendees who wish to eat on-site prior to their departure (approximately 100). The contractor shall provide space on the last day of the conference to allow participants who wish to eat their lunch on site rather than taking the box lunch with them. The dining area must be separate from the main conference room with chairs and covered round tables to accommodate all attendees comfortably. Seating arrangement must be scaled up or down depending upon the number of attendees. The menu should allow for healthy and vegetarian alternatives for conference participants. The contractor shall provide a central meeting room for up to 300 people and two break-out rooms for 50 to 70 people each. Each of the three rooms must contain audio visual equipment with PowerPoint capabilities appropriate for the size of the room. The break-out rooms shall be classroom setting. 3. PERIOD OF PERFORMANCE This contract will consist of a base period, and three (3) option periods, as detailed below. The dates for each conference in its respective period are not flexible. Below is a detailed layout of the period of performance for the base and each option period: Base Period: Period of Performance: Conference Dates: May 3-5, 2011 Option Period I: Period of Performance: Conference Dates: May 1-3, 2012 Option Period II: Period of Performance: Conference Dates: May 7-9, 2013 Option Period III: Period of Performance: Conference Dates: May 6-8, 2014 It is anticipated that all requirements will remain unchanged for the option periods. 4. CONFERENCE SPECIFICS The Contractor must provide the following facilities and services for each of the above periods of performance: a. One meeting room to accommodate up to 300 people (to be available on the dates/times listed); seating arrangement must be scaled up or down depending upon the number of attendees. With two break-out rooms to accommodate 50 to 70 people each. Each of the three rooms must contain audio visual equipment appropriate for the size of the room. b. The following equipment: chairs and covered round tables to accommodate all attendees. The following audiovisual capabilities: projection screen and all necessary accessories to accommodate room size. All cabling, power cords, etc.; 1 podium and microphone package (public address system); and internet connection. Flip charts and markers. c. Meals - breakfast, lunch and dinner set up must be in a separate room from the main conference room. d. Lodging - service up to 300 people, for two nights lodging. All rooms must be single occupancy with either two double/queen size beds or one king size bed. Pull down beds (i.e. Murphy bed), hideaway beds, or sleep sofas will not be considered as meeting this requirement. e. Registration area for conference participants separate from main hotel registration desk. The designated area needs to be able to accommodate a large group of people at one time and will be used to register and greet conference participants, handout room keys, and provide hotel information. The registration area must include table(s) and chairs for four conference set-up staff. f. One complimentary (no charge) hospitality suite for 30 to 40 people for two nights. g. Snacks - Snacks shall be provided in a separate room from the main conference room including coffee, tea, bottled water, and soda. h. Amenities located onsite that shall promote teambuilding/communications building. i. Arrival & Departure Times - Some guests may arrive one day prior to the start of the conference to set up for conference and/or for a meeting being held on the first morning of the conference (estimated number of rooms needed is 20 to 30). Also, some guests may stay additional night(s) after the conference ends. The additional nights (before and after the conference) shall be billed to the individual credit cards of these guests. These additional rooms should be acknowledged for availability, but not included in the price quote. j. Complimentary parking. k. Check in for all rooms shall be available between noon and 3 pm on May 2nd, except for those arriving early. l. Check out time on May 5th shall be between 7:00 am and 12 noon. Sufficient hotel staff must be available at the front desk during these times. m. Complimentary pen and paper for each conference participant. 5. SAMPLE AGENDA The anticipated agenda for the base period Conference is as follows (future agendas for option periods will be determined prior to options being exercised): May 2nd- Monday Conference set-up team arrives early and with CBS executive meeting (20 to 30 rooms will be need to be available for early arrival). May 3rd - Tuesday -Day 1 Set up for conference 8-11 am CBS Meeting 1 pm Conference starts Afternoon snack Conference continues 1st day conference ends 6 to 8 pm dinner reception May 4th - Wednesday - Day 2 Hot Buffet Breakfast Conference starts 8 am Snack Conference Hot Buffett Lunch and speaker Conference Snack Conference 5 to 6 pm CFO/DCF Meeting breakout session room 6 to 8 pm dinner Thursday May 5 - Thursday - Day 3 Hot Buffet Breakfast Conference starts at 8 am Snack Conference Brown bag/Box lunch - with a seating area for those who wish to eat on-site. Conference ends (Some attendees may stay an extra day.)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOC/NIST/AcAsD/DOC-FMC-2011/listing.html)
- Place of Performance
- Address: TBD, United States
- Record
- SN02358783-W 20110114/110112234137-cc41335d8d8e44437e1621f40886171a (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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