SOLICITATION NOTICE
X -- FACILITY TO HOST THE FY 2012-2014 EXCEL CONFERENCE - Attachment 1
- Notice Date
- 1/31/2012
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Equal Employment Opportunity Commission, Office of the Chief Financial Officer, Acquisition Services Division, 131 M Street, NE, 6th Floor, Washington, District of Columbia, 20507, United States
- ZIP Code
- 20507
- Solicitation Number
- RFQ0001-12
- Archive Date
- 2/28/2012
- Point of Contact
- Joseph S. Pishioneri, Phone: 202-663-4109, Gregory A Browne, Phone: (202) 663-4292
- E-Mail Address
-
joseph.pishioneri@eeoc.gov, gregory.browne@eeoc.gov
(joseph.pishioneri@eeoc.gov, gregory.browne@eeoc.gov)
- Small Business Set-Aside
- N/A
- Description
- Attachment 1 This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation Part 12, Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. The Contracting Officer is utilizing policies and procedures prescribed in Part 12, Acquisition of Commercial Items, and Part 13.5 Test Program for Certain Commercial Items. This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-55 effective on January 3, 2012. Hotels and other full service facilities that can satisfy the requirements listed below are encouraged to submit a quotation. This solicitation is considered an unrestricted procurement. The U.S. Equal Employment Opportunity Commission (EEOC), Revolving Fund Division, EEOC Training Institute (hereinafter referred to as the Institute) has a requirement for a contractor to provide a full service training facility to include lodging, meeting and exhibitor space, food and beverage service, audio-visual equipment, audio-visual support services and business center support to conduct the Fiscal Year (FY) 2012 through FY 2014 Examining Conflicts in Employment Laws (EXCEL) conference, hereinafter referred to as the conference. This annual conference provides training to federal agencies and their representatives on the laws enforced by the EEOC. The Institute anticipates a minimum of 600 attendees with a maximum of 800 attendees, plus an additional 120 individuals consisting of other staff, presenters, and exhibitors who provide support for the conference. The Institute anticipates conducting the annual conference in different regions of the United States over the next three (3) years and has a requirement for a contractor capable of providing a facility in the locations specified in this solicitation. The conference is a 3 ½ day training event, plus one day of registration. The preferred pattern is as follows: conference registration on Monday, with the conference running from Tuesday (Day 1) at 8:00 AM and ending on Friday at 12:00 PM. The conference meeting space consists of plenary sessions on Tuesday and Wednesday mornings. Breakout sessions will be held on Tuesday and Wednesday afternoon and all day Thursday and Friday. There will be 8-10 concurrent breakout sessions. Food and beverage service will include continental breakfast each day beginning on Tuesday, a light lunch on Tuesday and Wednesday, AM/PM breaks Tuesday through Thursday, AM break only on Friday and a conference reception on Tuesday. The Institute may offer 4 pre -and/or post-conference workshops for 40-75 people per workshop for up to a maximum of 160 people (both the four (4) breakout rooms and the one (1) additional room for the pre-and/or post-conference workshops are an optional service). The contractor must be able to provide a facility for the entire scope of the contract. The EEOC will only accept quotations for the following locations: FY 2012: Birmingham, AL and San Diego, CA FY 2013: Chicago, IL and San Antonio, TX FY 2014: Atlanta, GA and Birmingham, AL The contractor must be able to provide at least one of the preferred locations for each of the three years to be considered. No quotations from third party event planners will be accepted. The EEOC contemplates the award of a Firm-Fixed Price Contract. The period of performance under the resulting contract will consist of a one-year base period with two (2) one-year option periods. The quotation package shall include the following line items in a written quotation: Base Period (FY 2012) - CLIN 0001- Meeting Space - Quantity 4 days (see Meeting, Exhibitor, and Office Space requirements below), Unit Price $___, Total for Base Period - CLIN 0001 $___; CLIN 0002. Food and Beverage Services - Quantity 5 days each (See List of Food & Beverage Requirements below), Unit Price $ _____, Total for Base Period - CLIN 0002 $ _____; Base Period - CLIN 0003. Lodging - Quantity 5 days each (See List of Lodging Requirements below), Unit Price $____, Total for Base Period - CLIN 0003 $____; Base Period - CLIN 0004. Business Center Expenses - 5 days each (See List of Business Center Requirements below), Unit Price $____, Total for Base Period - CLIN 0004 $ _____. Base Period - CLIN 0005. Miscellaneous Expenses - 5 days each, Unit Price $___, Total for Base Period - CLIN 0005 $___. Base Period - CLIN 0006. Rental of Audio-Visual Equipment & Support - Quantity 5 days each (See List of Audio-Visual Requirements below), Unit Price $____, Total for Base Period - CLIN 0006 $___. Total Price for CLINs 0001 through 0006 $____. Option Period 1 (FY 2013) - CLIN 0007- Meeting Space - Quantity 4 days (see Meeting, Exhibitor, and Office Space requirements below), Unit Price $___, Total for Base Period - CLIN 0007 $___; CLIN 0008. Food and Beverage Services - Quantity 5 days each (See List of Food & Beverage Requirements below), Unit Price $ _____, Total for Option Period 1- CLIN 0008 $ _____; Option Period 1 - CLIN 0009. Lodging - Quantity 5 days each (See List of Lodging Requirements below), Unit Price $____, Total for Option Period 1- CLIN 0009 $____; Option Period 1 - CLIN 0010. Business Center Expenses - 5 days each (See List of Business Center Requirements below), Unit Price $____, Total for Option Period 1- CLIN 0010 $ _____. Option Period 1 - CLIN 0011. Miscellaneous Expenses - 5 days each, Unit Price $___, Total for Option Period 1- CLIN 0011 $___. Option Period 1 - CLIN 0012. Rental of Audio-Visual Equipment & Support - Quantity 5 days each (See List of Audio-Visual Requirements below), Unit Price $____, Total for Option Period 1- CLIN 0012 $___. Total Price for CLINs 0007 through 0012 $____. Option Period 2 (FY 2014) - CLIN 0013- Meeting Space - Quantity 4 days (see Meeting, Exhibitor, and Office Space requirements below), Unit Price $___, Total for Base Period - CLIN 0013 $___; CLIN 0014. Food and Beverage Services - Quantity 5 days each (See List of Food & Beverage Requirements below), Unit Price $ _____,Total for Option Period 2 - CLIN 0014 $____;Option Period 2 - CLIN 0015. Lodging - Quantity 5 days each (See List of Lodging Requirements below), Unit Price $____, Total for Option Period 2 - CLIN 0015 $ _____; Option Period 2 - CLIN 0016. Business Center Expenses - 5 days each (See List of Business Center Requirements below), Unit Price $____, Total for Option Period 2 - CLIN 0016 $ _____; Option Period 2 - CLIN 0017. Miscellaneous Expenses - 5 days each, Unit Price $___, Total for Option Period 2 - CLIN 0017 $____; Option Period 2 - CLIN 0018 Rental of Audio-Visual Equipment & Support - Quantity 5 days each (See List of Audio-Visual Requirements below), Unit Price $____, Total for Option Period 2 - CLIN 0018 $ _____. Total Price for CLINs 0013 through 0018 $____. The agency will ONLY consider the preferred dates listed below. The preferred weeks for The Conference in each fiscal year are as follows: FY 2012: Pre-Conference Registration: July 30, 2012 Conference: July 31- August 3, 2012 FY 2013: Pre-Conference Registration: July 29, 2013 Conference: July 30-August 2, 2013 FY 2014: Pre-Conference Registration: July 28, 2014 Conference: July 29-August 1, 2014 The Conference provides for exhibit space and meeting space for plenary sessions, 10 individual breakout sessions, and food and beverage service for breakfast, lunch, AM and PM breaks, and one reception. A contract will be awarded to a responsible vendor whose quotation represents the best value to the Government. Interested parties must indicate in their quotation whether they accept payment via Government-wide commercial purchase card. The prospective contractor must be registered in the Central Contractor Registration (CCR) database prior to award of the resulting contract. Registration is free and can be completed on-line at http://www.ccr.gov/. Each quotation must clearly indicate the capability of the vendor to meet the requirements specified in this combined synopsis/solicitation. General Requirements: The following requirements for the training facility are specified in terms of minimum requirements. Americans with Disabilities Act (ADA) Requirements: All facilities, including restrooms, recreational areas, dining space, registration area, meeting space, sleeping rooms, exhibitor space, and office space must meet ADA requirements for accessibility. Accommodations for disabled individuals may include, but are not limited to accessible parking spaces, elevators and sound systems, wide aisles and wheelchair ramps. EEOC will perform site visits prior to the award of the contract. The site visit will include an ADA assessment of the property by the Disability Business and Technical Assistance Centers (DBTAC) or an independent Disability Assessment group prior to award of the contract. Lodging Requirements: The contractor shall provide a minimum of 120 room nights for speakers and staff at or below the Federal government per diem rate, which will be paid directly under this contract. The contractor shall also provide rooms at or below the Federal government's per diem rate for lodging. The contractor shall provide a block of up to 800 rooms for attendees and exhibitors who are responsible for paying the contractor directly for lodging costs. The Institute will manage the room block and will turn back any unused rooms to the contractor, without penalty, by a cutoff date to be determined upon award of the contract. The Institute requires the contractor to block up to 200 rooms outside the actual days of the conference for seminar attendees and other conference personnel. All room nights booked by the Institute or conference attendees will be credited to the conference's master account. Conference Meeting, Exhibitor and Office Space Requirements: All Meeting Space must be set up in classroom style with 6' tables, no more than 2 people per table. One pitcher of water, drinking glasses and mints shall be placed on each table. A podium and two (2) tables located in the front of the classroom are required. Rooms must have additional space to accommodate AV equipment. A plenary room that can accommodate up to 800 attendees and 120 presenters/staff in classroom style seating is required on Days 1 and 2 from 8:30 AM to 10:00 AM. The plenary room must have additional space to accommodate a raised platform which is ADA accessible. This includes a platform which is no more than 18" high and is wheel chair accessible on at least one side. If a wheelchair ramp is used, the ramp must have railings on both sides and the rise over run can not be more than 8.3%. The AV requirements will be discussed in the AV requirements section. The breakout rooms are required on Days 1 and 2 from 10:30 AM to 5:00 PM; on Day 3 from 8:30 AM - 5:00 PM and on Day (4) 8:30 AM to 12 PM. The following breakout rooms are required: two (2) rooms to accommodate 200-250 attendees; three (3) rooms to accommodate 150 - 200 attendees, two (2) rooms to accommodate 100-150 attendees, three (3) rooms to accommodate 50 - 100 attendees and four (4) rooms to accommodate 30 - 50 attendees. For the pre-and/or-post conference seminars, the Institute requires four (4) breakout rooms to accommodate 40- 75 attendees per session and 1 room to accommodate 160 (both the four (4) breakout rooms and the one (1) additional room for the pre-and/or post conference seminars are an optional service). Speaker-Ready Room: Institute speakers will use the speaker ready room to prepare for their respective presentations. The room should be equipped with 2 small tables with chairs, lounge chairs and comfortable seating. The area should be stocked with mints, water pitchers and glasses. Exhibitor Space for up to 40 exhibitors is required. Twenty (20) Exhibitor spaces shall be equipped with two (2) 6' table, two chairs and twenty (20) Exhibitor spaces shall be equipped with one (1) 6' table, two chairs. The contractor will furnish the tables with table cloth and drape for the front, two chairs and a wastebasket per exhibitor. The exhibitors will be responsible for all additional equipment and booth requirements and will work directly with the hotel. Pre-function: The Pre-Function area will be used to assemble up to 10 pallets of conference materials. This room needs to be available the Saturday before the start of the conference, from 8:30 AM - 5:00 PM. The room needs to be equipped with carts to transport completed conference materials to the registration areas for the conference. Registration and Office Areas: The contractor needs to provide two (2) attendee registration areas with a secured office in each area (to which only EEOC staff has access) to store equipment and conference materials. One registration area must be available from Monday at 7:30 AM - Thursday at 6:00 PM to accommodate optional workshops, and the other registration area is needed from Monday 12:00 noon- Tuesday at 6:00 PM to register staff, presenters and exhibitors. Food and Beverage Requirements: The contractor shall submit with their quotation a price list for proposed food and beverages for the conference as follows: continental breakfast, light lunch, breaks (AM and PM) on multiple days and one (1) evening reception. Pricing for food and beverage shall include the price for the item, plus the gratuity (service charge), and a statement from the contractor indicating whether, and under what conditions the U.S. Government is exempt from state tax. Tuesday evening reception: The food at the reception will consist of hors d'oeuvres, carving stations, and finger foods. The space designated for the reception must accommodate approximately 900 people with social seating available throughout the area. The reception will be approximately 1 ½ hours, from 5:30 PM - 7:00 PM. A cash bar will be available for all drinks. Continental Breakfast is served for 2 hours from 7:00 AM - 9:00 AM Tuesday through Friday. The contractor must provide table rounds for 10 and accommodate 800 people. The contractor shall provide a continental breakfast for four (4) days. A typical Continental Breakfast shall consist of juice; fruit trays, yogurt; assorted breakfast pastries, bagels or croissants; regular and decaffeinated coffee, tea bags and hot water for tea; and bottled water. Lunch is served for 1½ hours from 12:00 PM - 1:30 PM on Tuesday and Wednesday. The contractor must provide table rounds for 10 and accommodate 900 people. The Lunch Room can not be used for meeting space. A light Lunch is provided on Days 1 and 2. This will be a plated lunch which provides a protein based entrée, a fruit or vegetable, dessert, regular and decaffeinated coffee, hot and iced tea. The entrée must not include pork or shellfish. Lunch would be optional on Day 3. A 30 minute AM and PM Break is required for a maximum of 900 people. The AM break menu shall consist of the following beverages (i.e., regular and decaf coffee, and hot and iced tea and bottled water). The PM break menu shall consist of beverages and a light snack (i.e., cookies, pretzels, etc.). The AM and PM Breaks are scheduled for 15 minutes, PM breaks needed Tuesday-Thursday, AM breaks needed Tuesday-Friday. All interested parties shall provide a pricing list of recommended beverages, snacks, continental breakfast, and lunch meals when responding to this RFQ. Contractor shall provide a reduced price list (conference menu or government menu). The Institute will pay the contractor for meals, breaks, and reception based on the actual number of meals served. Audio Visual (AV) Requirements: AV for plenary sessions and breakout rooms: The contractor must submit a detailed price list for the AV equipment for plenary sessions with video-taping capabilities for internal use only. See the attached equipment list for the pre-conference, plenary, and breakout sessions. The contractor must complete Attachment 1 and provide projected labor cost for the setup, breakdown and support of all AV equipment used during the conference. The Institute may require internet access in the plenary room and some or all breakout rooms (Optional Service). The contractor must provide projected cost for all optional services. The contractor must provide electronic signage or tripods outside all meeting space. The Institute will provide laptop computers and projectors for the breakout rooms. Registration area: The Institute requires an Internet connection which will be used with a hub to be used through the conference to include registration, high speed multifunction printer/fax connection, and a phone at the primary registration area for limited long distance calls and local calls. Both registration areas need to be equipped with a house phone to be used within the conference space. In addition, the Institute requires a multifunction printer/fax to be used through the conference to include registration. Common Registration area: The Institute requires an internet connection to be used with a hub for the completion of conference evaluations. This will be set up to support at least 6 to 8 laptops which will be provided by the Institute. Business Center Requirements: The contractor must be able to handle mailing and copying limited course materials on-site. The Institute typically receives 10 pallets of course materials, 25 to 30 packages and AV equipment, and sends out 50 packages at the completion of the conference. Contractor must provide a list of all business center charges including labor charges. Reporting Requirements: Pre-Award Reporting - In its quotation, the quoter must submit a detailed breakdown of all costs to include lodging, meeting space, AV equipment, labor costs, and any other miscellaneous charges which are necessary for the success of the conference. Pre-Conference Reporting: The contractor will provide the Institute's Contracting Officers Representative (COR) access to the room block or an electronic list of all hotel confirmation numbers for all participants, staff and presenters on a weekly basis starting 8 weeks prior to the conference. The Institute COR will manage the conference room block up to 15 days prior to the conference. During the conference: A Pre-conference meeting will be conducted with the contractor and key Institute staff within five (5) business days prior to the start of the conference. Signature Authority: All on-site charges must be approved and signed only by the Institute's COR for this contract. Daily Reconciliation: The contractor shall provide a daily reconciliation list to the Institute COR by 9:00 AM the following business day after the charges are incurred. These charges include lodging paid by EEOC, food and beverage, AV equipment and labor, Business Center, telecom and miscellaneous expenses. Post-Conference: The contractor shall submit a final invoice of all charges within five (5) business days after the completion of the conference. A detailed report should be submitted with the invoice and should consist of a detailed banquet/event order (BEO) forms. The BEO must provide the following information: room usage by date; detailed lodging charges for all attendees, staff and presenters for the conference; detailed breakdown, by day, for all food and beverage charges; a detailed breakdown by day and room number, for all AV equipment rental charges and AV support charges; all business center cost; and all miscellaneous costs to include but not limited to internet connections, re-keying charges, electrical hook-ups, etc. General Requirements: Transportation- The contractor shall provide a price list of all local transportation options to and from the airport and rail station, if applicable. The contractor shall indicate in its quotation whether it provides free or low cost shuttle services. The contractor shall list all facility parking cost options. The contractor shall provide a list of all local restaurants located within a ten (10) minute walk from the contractor's facility. Security: The contractor should identify if they have paid security within the facility and provide a list of additional security measures taken by the contractor to provide for the safety of conference attendees and equipment. All interested parties shall submit with their quotation a detailed breakdown of all costs to include lodging, meeting space, food and beverage service, audiovisual equipment and support, business center space rental, and any other miscellaneous charges. Submission of Quotation: Your quotation in response to RFQ0001-12 is due February 13, 2012, 1:00 p.m. EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisition Services Division, 131 M Street, N.E., Room 4SW26G, Washington, D.C. 20507 Attn: Joseph Pishioneri; Contracting Officer. A quotation submitted via e-mail addressed to joseph.pishioneri@eeoc.gov with a cc: copy to gregory.browne@eeoc.gov will be accepted. Questions regarding this request for quotation should be submitted to Joseph Pishioneri, via e-mail at joseph.pishioneri@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0001-12 is February 3, 2012 at 2:00 p.m. EST. The Government will not reimburse interested parties for any cost associated with responding to this business opportunity. All responsible sources may submit a quotation which shall be considered by the agency. The anticipated contract award date is on or before February 29, 2012. If the quoter has any supplemental agreements, those agreements should be submitted with the quotation. If the quoter requires signature of a supplemental agreement that was not submitted with the quotation, the quotation will be rejected. Basis for Award The Government intends to award a contract to the responsible quoter whose quotation is responsive to the solicitation and is determined to be the best value to the Government, using the tradeoff approach. Selection of the best value to the Government will be achieved through a process of evaluating the strengths and weaknesses of each quoter's quotation against the evaluation criteria described below. In determining the best value to the Government, the Technical Capability and Past Performance Evaluation Criteria, when combined, are more important than the evaluated price. The Government reserves the right to make an award to the quoter with the highest technically rated quotation rather than making an award at the lowest evaluated price. Thus, to the extent that quoter's technical and past performance quotations are evaluated as equal, the evaluated price is more likely to be a determining factor. Factor I, Technical Capabilities (a) Contract requirements: Quotations will be evaluated on the Quoter's ability to provide all of the contract requirements relating to lodging, meeting space, food and beverage, A/V equipment and support, business center requirements, and reporting requirements. Quotations must address the Quoter's ability to comply with the Americans with Disability Act (ADA) as it relates to lodging and meeting space. Quotations will be evaluated on the quality of the customer services provided and the quality of the facilities reflected in maintenance and upkeep of the facilities. Quotations will be evaluated on the quoter's ability to provide the required service on the dates requested for each of the three years. (b) Location: Quotations will be evaluated on the ability of Quoter to provide a centrally located facility with inexpensive transportation options to and from the airport, and local restaurants and other area attractions within a short walking distance (10 minutes or less) of the proposed facility in the cities specified. Quotations must address safety and security issues both within the hotel complex and the surrounding area. Factor II, Past Performance (a) The quoter must provide references for at least three (3) government or non-government contracts which provide the same or similar services; contracts must have been awarded within the past three (3) years. Contact information should include the following: Name and address of government agency or other nongovernment client; Name, title, email and telephone number of Contracting Officer, or other point of contact; name, title, email and telephone number of client's program manager, if applicable; contract number, period of performance, and total dollar value of contract; and, description of services provided. List any problems encountered on each contract and the quoter's corrective actions. EEOC will evaluate past performance based on timeliness, customer service, and corrective actions taken (if necessary). (b) In the event that a quoter has no Past Performance history, this rating factor will be considered neutral and will neither increase nor decrease the overall rating. Factor III, Price: The government will evaluate price quotations submitted in comparison to the Independent Government Cost Estimate. Site Visit: The EEOC reserves the right to conduct a site visit of all quoters who are rated to be technically acceptable. The site visit will review and evaluate the same technical items identified in the Technical Capabilities Portion of the technical evaluation factors. Evaluation of Options Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the quoter's initial quote should contain the vendor's best terms from a price and technical standpoint. The Government reserves the right to conduct discussions, if the Contracting Officer later determines them to be necessary. The Government also reserves the right to conduct a site visit prior to award. The provisions at 52.212-1, Instructions to Offerors - Commercial Items applies to this acquisition. The provisions at 52.212-2 Evaluation-Commercial Items applies to this acquisition. The vendor shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items with your quote. The vendor shall include a completed copy of the provision at 52.222-52 Exemption from the Application of the Service Contract Act to Contracts for Certain Services- Certification with your quote. Clause 52.212-4, Contract Terms and Conditions-Commercial Items and Clause 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Order-Commercial Items are incorporated by reference. Clause 52.217-5, Evaluation of Options, Clause 52.217-9 Option to Extend the Term of the Contract, Clause 52.203-6, Restrictions on Subcontractor Sales to the Government ‘ Alternate I, Clause 52.222-3 Convict Labor, Clause 52.209-6 Protecting the Government's Interests when Subcontracting with Contractors Debarred, Suspended, or Propossed for Debarment, Clause 52.222-19 Child Labor - Cooperation with Authorities and Remedies, Clause 52.222-21, Prohibition of Segregated Facilities, Clause 52.222-26 Equal Opportunity, Clause 52.222-35 Equal Opportunity for Veterans, Veterans of the Vietnam Era and Other Eligible Veterans, Clause 52.222-36 Affirmative Action for Workers with Disabilities, Clause 52.222-37 Employment Reports on Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans, Clause 52.222-41 Service Contract Act of 1965, Clause 52.222-50 Combating Trafficking in Persons, Clause 52.222-53 Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements, Clause 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving, Clause 52.225-13 Restrictions on Certain Foreign Purchases, and Clause 52.232-33, Payment by Electronic Funds Transfer ‘ Central Contractor Registration are incorporated by reference. To obtain the above provision/clauses in full text, please visit https://www.aquisition.gov/far/index.html. Method of payment: Electronic Funds Transfer.
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- Address: Birmingham, AL; San Diego, CA; Chicago, IL; San Antonio, TX; Atlanta, GA, United States
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