SOLICITATION NOTICE
X -- US Small Business Administration Office of General Counsel Training Conference - Clauses
- Notice Date
- 9/12/2011
- Notice Type
- Combined Synopsis/Solicitation
- 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
- 1202010Q0016A
- Archive Date
- 9/30/2011
- Point of Contact
- Melissa Capitani, Phone: 3038447008
- E-Mail Address
-
melissa.capitani@sba.gov
(melissa.capitani@sba.gov)
- Small Business Set-Aside
- N/A
- Description
- FAR 52.212 Clauses HOTEL, DINING, AND AUDIO/VISUAL EVENT PRODUCTION OGC Legal Training Conference PROPOSED LOCATIONS WILL BE BALTIMORE CITY, MARYLAND PROPOSED DATES ARE EITHER MONDAY, NOVEMBER 28, 2011 THROUGH FRIDAY, DECEMBER 02, 2011 or MONDAY, DECEMBER 05 2011 THROUGH FRIDAY, DECEMBER 09, 2011 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 (SBA), Office of General Counsel (OGC) intends to block single occupancy sleeping rooms, meeting space, meals, and audio/visual (A/V) event production services, which must accommodate 195 attendees for general session presentations & breakout sessions for OGC's legal staff, supervisors and senior leaders. B. OBJECTIVES OGC attorneys hold positions of great responsibility and they are obligated to adhere to a strict code of ethics. The attorneys act as both advocates and advisors for the SBA and they are critically linked to all program operations. As advocates, the attorneys act on behalf of the SBA, researching and applying written law and representing the Agency in trials. As advisors, they counsel SBA employees about their legal rights and obligations and suggest particular courses of actions in business matters. Therefore, it is critical for the attorneys to keep informed about legal and non-legal developments that affect their practice. This conference will fulfill critical training required for the attorneys to stay abreast of those developments. The three goals of this conference are: 1. To maintain and sharpen the skills of OGC attorneys so that they remain proficient in their work; 2. To keep up with the latest developments within their particular area of law; and 3. To communicate and train the legal staff on the dramatic changes in many areas of the law that directly impact the Agency. C. BACKGROUND OGC's Legal Training Conference is aimed at OGC's legal staff, supervisors, and senior leaders. 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 and some conference attendees will arrive on Monday, November 28, 2011 or Monday, December 05, 2011. The preparatory group will need to have a pre-conference meeting with the facility staff and a tour of the facility on the morning of Tuesday, November 29, 2011 or Tuesday, December 06, 2011. The majority of the group arriving on Monday will be conducting new attorney training. The remaining large contingent of the conference attendees will arrive throughout the day of Tuesday, November 29, 2011 or Tuesday, December 06, 2011. 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 7:30 am to 12:00 pm 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 days and times that the audio-visual technician is needed. On-site technical support expertise in audio-visual equipment setup and trouble-shooting techniques 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. Ann M. Celia, Supervisory Management Analyst. Ms. Celia may provide additional SBA on-site representatives who may be serving as alternate on-site representatives for specific training events during the performance period. D. HOTEL LOCATION, QUALITY AND ACCOMMODATIONS 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 195 participants and four (4) breakout rooms setup classroom style to accommodate approximately 50 participants (general session room may adequately serve as 1 of 4 breakout rooms). Likewise, SBA will need a second smaller staff room to comfortably accommodate approximately 15 adults. At a minimum, the large banquet room and breakout 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 in very close proximity (line of sight preferred) to each other. The banquet room space, where the General Sessions and one breakout session 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 195 adults. The breakout rooms shall comfortably accommodate up to 50 adults (general session room may adequately serve as 1 of 4 breakout rooms). The staff room shall be required to comfortably accommodate 15 adults. 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. Facility should have access to a complimentary fitness facility. Guest rooms will be individually occupied. All must have modern TVs, included Internet access, contemporary, and handicapped accessible. Guest rooms must be provided at a rate at or below the Government approved rate of $ $144/night (Baltimore City). A list of attendees will be provided shortly after the contract award to assist in creating the reservations. The entire event including guest rooms will be contracted and invoiced against 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 $144/night (Baltimore City) or as a part of a complete meeting package 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 Number of Rooms Monday, November 28 35 Tuesday, November 29 195 Wednesday, November 30 195 Thursday, December 1 195 Friday, December 2 Depart Or Monday, December 5 35 Tuesday, December 6 195 Wednesday, December 7 195 Thursday, December 8 195 Friday, December 9 Depart The hotel shall guarantee SBA participants' guest room reservations and rates for three days prior to scheduled event and three days after. Due to the Agency's mission, in order 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 to accommodate 90 participants' vehicles desired at no additional charge. Food and beverage service should meet Federal Government's per diem. 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 morning/afternoon 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. Meals will be served buffet style at predetermined times 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 hours 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 195 conference attendees arriving at the property at one time, the hotel must have a plan/staff to have check-in/check-out procedures 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 support 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 15 miles proximity of the Baltimore/Washington International Airport. 2. The hotel must be Class A space offering deluxe guestroom and suite accommodations with modern fixtures and finishes and contained within one facility. 3. General areas (lobby, elevators, restrooms, etc.) should be modern, well maintained, spacious and well-lit. 4. An on-site restaurant is required. 5. A complimentary fitness facility is preferred. 6. The hotel must have accessibility primarily via major highways and thoroughfares. 7. The hotel must be able to accommodate both meeting and lodging needs in the same building or a part of the same facility. 8. Hotel must be able to provide a large open space conducive to social networking. 9. Single occupancy rate shall be within or below prevailing Federal Government per diem, currently $144/night (Baltimore City). 10. The hotel must be located in a safe, accessible, well-lighted area. 11. Room rate must be offered three (3) days pre and post the proposed conference dates. Individual sleeping rooms should be equipped with telephone data ports and/or wireless capability. 12. No additional charge for double occupancy (i.e., spouses). 13. At least one (1) suite upgrade at the group rate. 14. Staff rooms at discounted rate are preferred. 15. On-site free/complimentary parking for a minimum of 90 participants. 16. Free Internet for SBA attendees is highly preferred. 17. 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). 18. 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 The meeting rooms must meet the following event specifications and criteria: 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 classroom style seating; 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. Four (4) breakout rooms setup by 8:30 am Wednesday and Thursday (24-hour hold). General session room may adequately serve as 1 of 4 breakout rooms. 5. Breakout rooms shall include adequate space to accommodate seating for 50, Internet access, 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, and power cords). 6. General session and breakout rooms must be within extremely close proximity (contiguous or adjacent preferred or at least within line-of-sight). 7. Providing all audio visual equipment, with the exception of laptops, will be the sole responsibility of the hotel. 8. Registration table with dedicated house phone, consisting of two tables and four chairs set up by the check-in area for Tuesday, November 29 or Tuesday, December 06 is required. F. MEETING EVENT REQUIREMENTS Monday, November 28, 2011 or Monday, December 05, 2011 One (1) small staff room (with board room set up and Internet access) Tuesday, November 29 or Tuesday, December 6 Welcome Reception with registration table set up One (1) large banquet room with unobstructed interior view, Classroom Style Seating Microphones: 2 wireless handheld (1 Podium, 1 at the panel style tables); 2 lavaliere (Tuesday evening only) One room to accommodate 25 people, classroom style LCD Projector and Screen (1 each) Internet access 1 flip chart One (1) small staff room (with board room set up and Internet access) Wednesday, November 30, 2011 or Wednesday, December 07, 2011 One (1) large banquet room with unobstructed interior view Classroom Style Seating Risers with a podium and panel style table with seating for six (6) LCD Projector and Screen (4 sets each, one for each room) Microphones: 2 wireless handheld (1 Podium, 1 at the panel style tables); 2 lavaliere Flipchart packages (5 each) Internet access must be available Ice water and glasses on tables, refreshed regularly Four (4) breakout rooms, classroom style preferred to accommodate approximately 50 participants each (general session room may adequately serve as 1 of 4 breakout rooms) One (1) small staff room (with board room set up and Internet access) One (1) small staff room (with board room set up and Internet access) Thursday, December 1, 2011 or Thursday, December 8, 2011 One (1) large banquet room with unobstructed interior view, Classroom Style Seating Risers (2 each) with a podium and panel style table with seating for six (6) Microphones: 2 wireless handheld (1 Podium, 1 at the panel style tables); 2 lavaliere Internet access must be available Ice water Four (4) breakout rooms, classroom style preferred to accommodate approximately 50 participants each (general session room may adequately serve as 1 of 4 breakout rooms) One (1) small staff room (with board room set up and Internet access) One (1) small staff room (with board room set up and Internet access) Friday, December 02, 2011 or Friday, December 09, 2011 One (1) large banquet room with unobstructed interior view, Classroom Style Seating Risers (2 each) with a podium and panel style table with seating for six (6) Microphones: 2 wireless handheld (1 Podium, 1 at the panel style tables); 2 lavaliere Internet access must be available Ice water One (1) small staff room (with board room set up and Internet access) (till noon only) G. CATERING/MEAL REQUIREMENTS Tuesday, November 29, 2011 or Tuesday, December 06, 2011 (4 days total) Options for attendees with dietary restrictions should be available. Breakfast for 35 provided Tuesday, November 29 or Tuesday, December 6 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. Breakfast must be buffet style. 5. Food and beverage cost per person should not exceed $12.00 (Baltimore City). 6. Serving times shall be coordinated with the SBA on-site representative. BREAKFAST for 195 provided each day beginning Wednesday, November 30 or Wednesday, December 7 and ending Friday, December 2 or Friday, December 9 (3 days total) 7. This can be through an on-site restaurant or in a banquet room separate from the meeting space. 8. Breakfast shall not be served in the main meeting room. 9. Several food options should be provided. 10. Breakfast must be buffet style. 11. Food and beverage cost per person should not exceed $12.00 (Baltimore City). 12. Serving times shall be coordinated with the SBA on-site representative. Lunch for 35 provided Tuesday, November 29 or Tuesday, December 6. 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. Several food options should be provided. 4. Lunch service must be buffet style. 5. Food and beverage cost per person should not exceed $18.00 (Baltimore City). 6. Serving times shall be coordinated with the SBA on-site representative. LUNCH for 195 provided each day beginning Wednesday, November 30 or Wednesday, December 7 and ending Thursday December 1 or Thursday, December 8 (2 days total) 7. This can be through an on-site restaurant or in a banquet room separate from the meeting space. 8. Lunch shall not be served in the main meeting room. 9. Several food options should be provided. 10. Lunch service must be buffet style. 11. Food and beverage cost per person should not exceed $18.00 (Baltimore City). 12. Serving times shall be coordinated with the SBA on-site representative. BREAKS provided each day (service for 35 on Tuesday and 195 on Wednesday and Thursday and Friday) 1. Light refreshments for breaks shall be provided twice a day, once mid-morning at approximately 10:00 am, the other mid-afternoon at approximately 3:00 pm. (morning break only on Friday). 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. 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; 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 a. Hotel must be located within 15 miles proximity of the Baltimore/Washington International Airport. b. Hotel must have accessibility primarily via major highways and thoroughfares. c. Hotel must be able to accommodate both meeting and lodging needs in the same building or as a part of the same facility. d. All breakout rooms must accommodate set-up for 50 participants, classroom style preferred. e. All audio/visual needs can be accommodated and the ability of the hotel's audio-visual equipment and technical support. f. Hotel must be able to provide all guest rooms and conference space for all event dates. g. Hotel must be able to provide the buffet style meals as requested. h. Hotels must be able to provide complimentary parking for a minimum of 90 participants. Technical Evaluation Factors in descending order of importance are listed below: 1. 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, dinner and light refreshments) served at predetermined times. Meal plans must contain healthy options. The menu/meal plans should also accommodate vegans/vegetarians. 5. Meals to be served buffet style with flexibility on actual meal schedule. Menus of buffet options for breakfast, lunch and dinner are to be provided with each proposal. Failure to provide menus will deem the offer nonresponsive. 6. Government reserves the right to rate an offeror higher based on food/menu choices offered and desired selection. 7. Availability and access to hotel's business center. 8. Availability of a complimentary onsite fitness center. 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 (195) to derive the overall costs of the conference. In lieu of breaking out the cost of the conference, offerors may price this requirement as a package. However, in doing so, the offeror represents and certifies that the cost of hotel rooms and meals are within the allowable Federal Travel Regulation per diem rates listed in this solicitation for their location. a. Offerors shall provide an Attrition that is no higher than 85% b. Lodging Rate may not exceed prevailing Federal Government per-diem of $145/night (Baltimore City) (based on 85% pickup of room block) 1. Thirty-five (35) guest rooms $_______per night x 1 nights $__________x 35 rooms $__________ 2. One upgraded guest room large enough to accommodate small informal meetings of 10-12 people $_________per night x 3 nights $__________ x one room $__________ 3. One Hundred Sixty (160) guest rooms $_______per night x 3 nights $_________ x 160 rooms $___________ Totaling 195 rooms Total $____________________ c. Meeting rooms (based on 85% pickup of room block) 1. General Session Banquet Room $_______ per day x four days $__________ 2. Smaller Board room to accommodate 15 _____ per day for five days $ _______. 3. Smaller Meeting/Breakout Room to accommodate 25 $___________per day x one days $__________ 4. Three breakout rooms to accommodate 50 $_____ per day x 2 days) 5. Audio-visual Support $___________per day x five days $____________ Total $_____________________ 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 195 attendees (Wednesday, Thursday, Friday) 2. Breakfast per person $_____ per day x 1 day $______ x 35 attendees (Tuesday) 3. Lunch per person $___________ per day x two days $____________ x 195 attendees (Wednesday and Thursday) 4. Lunch per person $____________ per day x 1 day x 35 attendees (Tuesday) Total $____________________ Guest rooms, meeting space, A/V, parking, shuttle service and meals may be complete meeting package if consistent with usual conference pricing. However, rather than breaking out the cost of the conference, offerors may price this requirement as a package. In doing so, the offeror represents and certifies that the cost of hotel rooms and meals are within the allowable Federal Travel Regulation per diem rates listed in this solicitation for their location. e. Indicate any additional special considerations/concessions provided. ___________________________________________________________________________ ___________________________________________________________________________ f. Offerors must identify which location they are submitting an offer against and which of the identified dates they can accommodate the conference. g. Offerors shall include the details of their cancellation terms and conditions with their offer. QUOTATION SUBMISSION YOU ARE STRONGLY URGED TO READ THIS ENTIRE SOLICITATION. THERE ARE MANDATORY DOCUMENTS AND INFORMATION THAT MUST ACCOMPANY A PROPOSAL TO BE CONSIDERED RESPONSIVE. EVENT AGENDA, BUFFET MENUS ALONG WITH COMPLETE PRICING MUST BE INCLUDED. Please contact, Contracting Officer Melissa Capitani at 303-844-7008 with any questions. All quotations must be submitted by 12:00 pm Mountain Standard Time on September 15, 2011 via e-mail to: melissa.capitani@sba.gov. NOTE: The contract shall require that tax exempt forms be accepted, if applicable. CLAUSES/PROVISIONS: Full text of clauses and provisions are available at http:www.acquisition.gov The provisions at FAR 52.212-1, 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); FAR 52.212-4, Contract Terms and Conditions, Commercial Items all apply to this acquisition; and FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/SBA/OOA/OPGM/1202010Q0016A/listing.html)
- Place of Performance
- Address: Baltimore City, Maryland, United States
- Record
- SN02572009-W 20110914/110912235604-c9396f8e3ea549b8d3516d9ed75ec477 (fbodaily.com)
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