MODIFICATION
X -- Small Business Administration 2011 Field Management Conference
- Notice Date
- 6/14/2011
- Notice Type
- Modification/Amendment
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Small Business Administration, Office of Chief Finanical Officer- Aquisition Division, SBA Contracting, 409 Third Street, S.W., Washington, District of Columbia, 20416, United States
- ZIP Code
- 20416
- Solicitation Number
- 1206001Q6000B
- Archive Date
- 7/1/2011
- Point of Contact
- Melissa Capitani, Phone: 3038447008, Barbara Hayden, Phone: 3038447218
- E-Mail Address
-
melissa.capitani@sba.gov, barbara.hayden@sba.gov
(melissa.capitani@sba.gov, barbara.hayden@sba.gov)
- Small Business Set-Aside
- N/A
- Description
- HOTEL, DINING, AND AUDIO/VISUAL EVENT PRODUCTION SBA 2011 Field Management Conference PROPOSED DATES ARE FIRM FOR THE PERIOD SUNDAY, JULY 17, 2011 THROUGH FRIDAY, JULY 22, 2011 (Date of Departure) 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; proposals are being requested and a written solicitation will NOT be issued. The NAICS is 721110 and the Small Business Size Standard is $30.0 million. A. IDENTIFICATION The Small Business Administration, Field Operations Headquarters intends to block single occupancy sleeping rooms, meeting space, meals, and audio/visual (A/V) event production services for general session presentations for SBA's District Directors, Regional Administrators and supervisors and senior leaders from headquarters. B. OBJECTIVES The long-term strength of our agency is critically linked to our ability to align our program or individual office goals with the strategic goals of the SBA. For an organization of our size, our managers and frontline leaders must work in concert and not cross-purposes. We've already begun this process by having our frontline leaders work collaboratively with their program department counterparts to identify critical skills and develop training materials that are relevant for both sides. We'd like to build on that momentum by utilizing our time in Tampa/St. Petersburg, Florida to gain a shared understanding of SBA's strategic plan and how our 2012 district office and program department goals will be informed by the plan. The goals of the conference are: 1. To identify, share and begin to implement customer service best practices across the agency. 2. To examine and identify the customer and partner experience with the agency's programs and services. 3. Identify ways to strengthen our customer service while managing performance across all of our field management units. C. BACKGROUND The SBA Field Management Conference is aimed at SBA's District Directors, Regional Administrators and supervisors and senior leaders from headquarters. The conference will consist of a series of lectures, presentations, training sessions, interactive breakout sessions, and sharing of ideas, best practices and lessons learned. A small preparatory group will arrive on Sunday, July 17th. They will need to have a pre-conference meeting with the facility staff and a tour of the facility on the morning of Monday, July 18th. The remaining large contingent of the conference attendees will arrive on Monday, July 18th. The conference shall begin at lunchtime on Monday, July 18th. Attendees will be arriving from the entire United States. Hotel staff will have conference rooms and all hotel provided equipment setup no later than 7:00 am each morning of the training event as agreed upon by the hotel and SBA's on-site representative. This includes any hotel provided audio-visual equipment. On the first day of the training event, the hotel's audio-visual technician will be available from 7:00 am to 9:00 am to assist SBA's presenters with their personal audio-visual equipment setup. Actual start time may change based on final training schedule. SBA's on-site representative will confirm actual day and time audio-visual technician is needed. On-site technical support expertise in audio-visual equipment setup and trouble-shooting necessary to resolve routine audio-visual malfunctions is required. Daily, during the hours of 8:00 am and 5:00 pm, hotel's audio-visual staff must be available to provide technical support within 30 minutes of the hotel being notified by SBA's presenters or on-site representative. SBA's lead contact and on-site representative for all training events is Ms. Susan Nassaux, Field Operations Specialist. Ms. Nassaux may provide additional SBA on-site representatives who may be serving as alternate Agency on-site representatives for specific training events during the performance period. D. HOTEL LOCATION, QUALITY AND ACCOMMODATIONS The conference space will be used as a training classroom. This will require one large banquet room with unobstructed interior views large enough for various training room configurations/setups (classroom, U-shape, circles, etc) to comfortably accommodate approximately 150 participants. Likewise, SBA may need four smaller work rooms to comfortably accommodate approximately 15-20 participants. At a minimum, all rooms must be Internet accessible and may require standard audio-visual presentation equipment (LCD projectors, microphones/lavalieres, projector screen (or 60" or larger LED/LCD/HD TV screen), connection cables, power cords) technical support and setup available for training presenters. Conference rooms and audio-visual equipment must be reserved solely for SBA for the duration of the event. In order to meet SBA requirements, all conference and meeting spaces must be contiguous or in very close proximity (line of sight preferred) to each other. The banquet room space, where the General Sessions will be held will be the main focus of the conference; therefore, the space shall be visually appealing. The banquet rooms space shall comfortably accommodate up to 150 adults. The four meeting rooms shall be required to comfortably accommodate 20 adults for smaller work-related meetings. All program space must be blocked for the sole use of SBA for the duration of the conference. Spaces shall be clean, well ventilated, well lit, adequately soundproofed and handicapped accessible. Guest rooms will be individually occupied. All must have flat screen TVs, included Internet access, and be contemporary, handicapped accessible, and able to offer refrigerators upon request. Guest rooms must be provided at a rate at or below the Government approved rate of $92/night. A list of attendees will be provided at the time of contract award to create the reservations. The entire event including guest rooms will be contracted and invoiced against as a single contract. Attendees will furnish a credit card at check-in for incidentals and personal expenses only. One upgraded guest room is requested to be provided at the Government approved rate of $92/night and must be large enough to accommodate small informal meetings of 10-12 people. The total estimated number of guest rooms needed per night is: DATE # OF ROOMS 17-Jul 20 18-Jul 150 19-Jul 150 20-Jul 150 21-Jul 150 22-Jul Departure The hotel shall guarantee SBA participants' guest room reservations and rates for five business days prior to and after the scheduled event. Due to the Agency's mission to be able to provide immediate support to America's small business community on a moment's notice, SBA requires flexibility in its ability to change the number of participants' guest rooms reserved. SBA will guarantee 85% occupancy rate of its participants' guest room without penalty. Hotel on-site parking available to accommodate 20 participants' vehicles at no additional charge. A hotel airport shuttle service is preferred; however if no shuttle service is provided, the hotel will provide information on other airport transportation options. Food and beverage service must meet Federal Government's per diem rates. Presentation of food should be visually appealing, colorful, and offer a good variety of nutritional value and selection at each meal and snack. Government meals for breakfast, lunch and breaks are directed and provided to all SBA employees during the training events. Employees' meal per diem allowance will be reduced for all government provided meals. All meals/food/beverage costs are not to exceed the federal governments' Tampa/St Petersburg per diem rates ($8 - breakfast, $12 - lunch) per day excluding service charges. Meals will be served (either buffet style or plated) at predetermined times as during normal meal hours as agreed upon by the hotel and SBA's on-site representative. SBA's training schedule will indicate planned meal hours. SBA's on-site representative will confirm meal plan hour with hotel's representative at least one week prior to training start date. However, due to the nature of training, the parties anticipate the need to have some reasonable flexibility in actual meal schedules as not to disrupt the training. Fast and easy check-in and check-out capabilities are required. With 150 conference attendees arriving at the property at one time, hotel must have a plan/staff to have check-in/check-out move quickly and efficiently. Luggage storage is required if guestrooms are not available for early check-in (11:00 am arrival). The hotel shall allow confirmed guest reservations to arrive up until 11:00 pm of the first day. SBA may require the front desk to hand out an informational welcome flyer to the attendees upon check-in. Express check-out via guestroom TV or under guestroom door invoicing is desired. Upon arrival, hotel will provide SBA's on-site representatives a telephone directory of "key" hotel personnel assigned to supporting SBA during the conference. The telephone directory must include "key" personnel's business hours and telephone numbers (note a telephone answering service is not acceptable). At a minimum, the key personnel must be identified for check-in/out, guest room accommodations, audio-visual support, meal services, and conference room setup. The front desk shall be prepared to provide basic information on the proximity of outside dining establishments as the group will likely be released nightly to enjoy dinner outside of the event facility. Business Center with 24 hour availability is a high preference. Minimum office equipment in the business center will include a fax machine, black/white printer/copier, desktop PC with workstation or a laptop docking station. Business center must be Internet accessible. The hotels considered must also meet the following event specifications and criteria: 1. Hotel must be located within the downtown area within walking distance of other evening dining and entertainment options. 2. Hotel must be located within 25 miles of the Tampa International Airport. 3. The hotel must be Class A space offering deluxe guestroom and suite accommodations with modern fixtures and finishes and contained within one building. 4. General areas (lobby, elevators, restrooms, etc.) should be modern, well maintained, spacious and well-lit. 5. An on-site restaurant is preferred. 6. Airport shuttle service is preferred. 7. The hotel must have accessibility primarily via major highways and thoroughfares. 8. The hotel must be able to accommodate both meeting and lodging needs in the same building. 9. Hotel must be able to provide a large open space conducive to social networking. 10. Single occupancy rate shall be within or below prevailing Federal Government per diem (currently $92/night). 11. The hotel must be located in a safe, accessible, well-lighted area. 12. Room rate must be offered five (5) days pre and post the proposed conference dates: Sunday, July 17th 20 rooms; Monday, July 18th: 150 rooms. 13. Individual sleeping rooms should be equipped with telephone data ports. 14. No additional charge for double occupancy (i.e., spouses). 15. One (1) suite upgrade at the group rate. 16. Staff rooms at discounted rate are preferred. 17. On-site free parking. 18. Free Internet for SBA attendees is highly preferred. 19. Hotel must be compliant with Hotel/Motel Fire Safety Act of 1990, 15 US 2201 et. seq (Public Law 101-391) and must hold a FEMA Certification Number (See FEMA-http://www.usfa.fema/gov/hotel). 20. Hotel must be compliant with American with Disabilities Act (ADA), 42 USC Section 12101 et. seq. E. GENERAL SESSION AND BREAK-OUT SESSION, AUDIO/VISUAL EVENT PRODUCTION AND ROOM SET-UP REQUIREMENTS 1. Class A ample rooms with clean, elegant, modern, well-maintained furnishings, clear line-of-sight for all within the rooms to see speakers and all participants within said room; clear sound; and ample, adjustable room lighting conducive for a training environment. 2. General session room setup by 7:00 am each morning (24-hour hold). 3. General session room shall include adequate space to accommodate banquet style seating (19 round tops of 8); risers with a podium and panel style table with seating for six (6); LCD projector and screen; microphones - 2 wireless handheld (1 Podium, 1 at the panel style tables), and 2 lavaliere; Internet access. 4. General session and breakout rooms must be within extremely close proximity (contiguous or adjacent preferred or at least within line-of-sight). 5. Breakout rooms shall include adequate space to accommodate seating for 20, Internet access, and may require standard audio-visual presentation equipment (LCD projectors, microphones/lavalieres, projector screen (0r 60" or larger LED/LCD/HD TV screen), connection cables, and power cords). 6. Providing all audio visual equipment, with the exception of laptops, will be the sole responsibility of the hotel. 7. Registration table with dedicated house phone, consisting of two tables and four chairs set up by the check-in area for Monday, July 18, 2011. F. MEETING EVENT REQUIREMENTS Monday, July 18, 2011 Two (2) tables and four (4) chairs for a Welcome and Conference check-in area. Monday, July 18 through Thursday July 21, 2011 (4 days) One (1) large banquet room with unobstructed interior view Banquet style seating (19 round tops of 8) Risers with a podium and panel style table with seating for six (6) LCD Projector and Screen Microphones: 2 wireless handheld (1 Podium, 1 at the panel style tables); 2 lavaliere Flipchart Packages (4 each) Internet access must be available Ice water and glasses on tables, refreshed regularly Four (4) smaller meeting rooms shall be required to comfortably accommodate 20 adults for smaller work related meetings. G. CATERING/MEAL REQUIREMENTS Monday, July 18 (beginning with lunch) through Thursday, July 21 (3 1/2 days total) Meal costs must not exceed the allowable government rates. Options for attendees with dietary restrictions should be available. BREAKFAST provided each day (Tuesday, Wednesday and Thursday) 1. This can be through an on-site restaurant or in a banquet room separate from the meeting space. 2. Breakfast shall not be served in the main meeting room. 3. Several food options should be provided. 4. Food and beverage cost per person shall not exceed $8.00 5. Serving times shall be coordinated with the SBA on-site representative. LUNCH provided each day (Monday, Tuesday, Wednesday and Thursday) 1. This can be through an on-site restaurant or in a banquet room separate from the meeting space. 2. Lunch shall not be served in the main meeting room. 3. Lunch service can be either plated or buffet. 4. Food and beverage cost per person shall not exceed $12.00. 5. Serving times shall be coordinated with the SBA on-site representative. BREAKS provided each day 1. Light refreshments for breaks shall be provided twice a day, once mid-morning at approximately 10:00 am (T-Th), the other mid-afternoon at approximately 3:00 pm (M-Th). 2. Service should include beverages such as coffee, tea, iced tea, milk, juice, bottled water, or soft drinks. 3. Service should include light snack foods such as cookies, donuts, muffins, bagels, fruit, vegetables, pretzels, or chips. 4. Maximum amount spent for light refreshments may not exceed 30% of M&IE per day for each attendee at the conference. H. MANDATORY REQUIREMENTS 1. Contractors are required to submit an Event Agenda with their proposal. The agenda should identify the logistics of the requirements specified within the RFP. 2. Offerors must include catering menu price list for breakfasts, lunches, and refreshment breaks with their proposals. Indicate discount off menu prices, if applicable. 3. In accordance with FAR Parts 1, 2, 4, 13, 32, and 52 and effective October 1, 2003 Contractors must be registered in the Central Contractor Registration (CCR) database prior to award of any contract, basic agreement, basic ordering agreement, or blanket purchase agreement. No award will be made to any offeror not registered in CCR. 4. All offerors must be registered in and have completed certifications in the Online Representations and Certifications Application (ORCA). No award will be made to any offeror not registered in ORCA. I. PAYMENTS/BILLING 1. Payments will be made for rooms, food, beverage, audio-visual, and meeting space from the base contract. 2. Payments shall be made in accordance with contract terms and conditions. 3. Final payment will be made upon receipt of an offeror's final invoice submitted after successful completion of the conference. J. EVALUATION FACTORS The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the most advantageous to the Government, price and all other technical factors considered. Technical factors are more important than price in determining Best Value. The following factors shall be used to evaluate offers and are listed in descending order of importance. 1. Technical Capability Go/No-Go Factors Hotel must be located within walking distance of evening dining and entertainment options. Hotel must be located within 25 miles of the Tampa International Airport. Hotel must have accessibility primarily via major highways and thoroughfares. Hotel must be able to accommodate both meeting and lodging needs in the same building. Hotel must be able to provide all guest rooms and conference space for all event dates. Technical Evaluation Factors in descending order of importance are listed below: 1. The facility will be evaluated on its ability to foster a positive training environment conducive to learning. Class A ample rooms with clean, elegant, modern, well-maintained furnishings, clear line-of-sight for all within the rooms to see speakers and all participants within said room; clear sound; and ample, adjustable room lighting conducive for a training environment 2. Conference rooms must be reserved for and accessible for SBA's sole use for the duration of the conference. 3. All conference and meeting spaces must be contiguous or in very close proximity (line-of-sight preferred) to each other. 4. The menu options and ability to provide all meals (breakfast, lunch, light refreshments) served at predetermined times. Meal plans must contain healthy options. The menu/meal plans should also accommodate vegans/vegetarians and fall within allowable per diem rates. 5. Ability of hotel's audio-visual equipment and technical support. 6. Availability and access to hotel's business center. 7. On-site parking for participants. 2. PRICING The offeror's pricing will be evaluated to determine if the prices proposed are fair and reasonable. Price evaluation will be accomplished by adding the prices below and then multiplying by the number of days, then number of attendees (150) to derive the overall costs of the conference. PLEASE PROVIDE YOUR PROPOSAL BREAK-OUT FOLLOWING THE FORMAT BELOW: a. Offerors shall provide an Attrition that is no higher than 85% b. Lodging Rate may not exceed prevailing Federal Government per-diem ($92/night) (based on 85% pickup of room block) 1. Twenty (20) guest rooms ________per night x 5 nights ___________x 20 rooms ___________ 2. One upgraded guest room large enough to accommodate small informal meetings of 10-12 people __________per night x 4 nights ___________ x one room ___________ 3. One Hundred Thirty (130) guest rooms ________per night x 4 nights _________ x 130 rooms ____________ Totaling 150 rooms c. Meeting rooms (based on 85% pickup of room block) 1. General Session Banquet Room ________ per day x four days ___________ 2. Smaller Meeting Rooms ____________per day x four rooms ________ x four days ___________ 3. Audio-visual Support ____________per day x four days _____________ d. Food and Beverage - catering menu prices - Along with pricing listed below, submit as a separate attachment comparable meal selections to be further evaluated. If any discount off of the catering prices will be offered, please indicate the discount percentage in your proposal. 1. Breakfast per person ____________per day x three days _________ x 150 attendees _____________ 2. Lunch per person ____________ per day x four days _____________ x 150 attendees _____________ e. Indicate any additional special considerations/concessions provided. __________________________ f. Offerors shall include the details of their cancellation terms and conditions with their offer. QUOTATION SUBMISSION Please contact Melissa Capitani, Contracting Officer at 303-844-7008 through June 10, 2011. Between June 11 and 16, 2011, please contact Barbara Hayden, Contract Specialist at 303-844-7218 with any questions. All quotations must be submitted by 4:00 pm Mountain Standard Time on Thursday, June 16, 2011 via e-mail to: barbara.hayden@sba.gov NOTE: The contract shall require that tax exempt forms be accepted. The federal government is tax exempt. CLAUSES/PROVISIONS: Full text of clauses and provisions are available at http:www.acquisition.gov The provisions at FAR 452.212-1, Instructions to Offers- Commercial; FAR 52.212-3, Offeror Representations and Certifications-Commercial, Offer Representations and Certifications - Commercial Items, (NOTE - offers MUST submit completed copy with their offer); and FAR 52.212-4, Contract Terms and Conditions, Commercial Items all apply to this acquisition.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/SBA/OOA/OPGM/1206001Q6000B/listing.html)
- Place of Performance
- Address: Tampa/St Petersburg, Florida, United States
- Record
- SN02471884-W 20110616/110614234545-7b50ef0a93d24b2e62228f7d4ab50dbd (fbodaily.com)
- Source
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