SOLICITATION NOTICE
X -- Conference Services - Package #1
- Notice Date
- 4/5/2012
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Office of Personnel Management, Center for Contracting, Facilities & Administrative Services, Contracting, 1900 E Street, N.W., Room 1342, Washington, District of Columbia, 20415-7710, United States
- ZIP Code
- 20415-7710
- Solicitation Number
- OPM-FEI-04052012
- Archive Date
- 5/4/2012
- Point of Contact
- Bonnie E Boston, Phone: (434) 980-6277
- E-Mail Address
-
Bonnie.Boston@opm.gov
(Bonnie.Boston@opm.gov)
- Small Business Set-Aside
- N/A
- Description
- OPM Specific Clauses This is a combined synopsis solicitation for commercial items prepared in accordance with FAR Subpart 12.6 and 13.5, as supplemented with additional information included in this notice. This announcement/solicitation is unrestricted to both large and small business. This announcement constitutes the only solicitation; offers are being requested, and a separate written solicitation will not be issued. This solicitation incorporates FAR provisions and clauses in effect through Federal Acquisition Circular 2005-8. The NAICS code is 721110. Incorporated by reference is FAR 52.212-1, Instructions to Offerors - Commercial and Addenda. Offerors must include a completed copy of FAR 12.212-3, Offeror Representations and Certifications - Commercial Items with its offer. This provision may be viewed at: http://orca.bpn.gov. Incorporated by reference is FAR 52.212-4, Contract Terms and Conditions - Commercial Items. FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items is incorporated at the end of this solicitation. Full text of clauses may be downloaded from www.arnet.gov/far at Part 52. FAR clause 52.212-4, Contract Terms and Conditions - Commercial Items. FAR Clause 52.232-33. This combined synopsis solicitation will result in a fixed-price contract being awarded for meeting space, lodging, audio visual equipment rental, meal service, mid-morning and mid-afternoon break service. The period of performance is May 20 - 25, 2012 in Orlando, FL.. 1. Purpose The purpose of this procurement is to obtain a facility offering conference and meeting services for an executive development program. The Federal Executive Institute (FEI) is the federal government's premier leadership development center. Since 1968, FEI has operated executive education programs for GS-15s and members of the Senior Executive Service (SES). At present, these programs include a four-week Leadership for a Democratic Society (LDS) program, offered ten times per fiscal year and a variety of open-enrollment and custom-designed programs through FEI's Custom Solutions Program. FEI offers residential programs on its campus in Charlottesville, VA. It is seeking to replicate this campus experience. 3. Objectives The objectives of this procurement are to identify a conference and retreat facility that is designed and focused upon supporting the patrons in the successful execution of their conference/learning/retreat. Specific requirements include: •a. A campus-like setting consistent with FEI's Charlottesville, VA facility. •b. Conference services, meeting space of at least 1000 square feet (e.g., meeting, on site audio visual and other support). All reserved spaces should be available for program use from 7:00 am to 9:00 pm daily, and not scheduled to be used by any other agency, for any other purpose. •c. Food and beverage services (breakfast, lunch, dinner and break service) featuring a variety of selections, including health-conscious and special diet options. Breakfast must include hot items in buffet style. •d. Lunch and breakfast must be served in a room other than meeting space. •e. Ability to provide high quality box lunches in the event field experiences are provided during the week. •f. Spacious meeting rooms with furniture that can be arranged in a variety of configurations, rooms free of standing obstructions (no columns or poles) and walls that can be used to hold poster and poster size post-it-notes. •g. If the contractor is not a university or educational institution, the contractor's facility must have one of the following quality ratings: Three star or higher per Mobile Travel Guide; Three crowns or higher per the OAG Business Travel Planner; or three diamonds or higher per AAA. DOCUMENTATION OF RATINGS MUST BE PROVIDED. •h. a venue that supports a high-quality learning environment. 4. Program Dates The program will be held 20 - 25 May 2012 5. Location Requirements The contractor must be in the Orlando, Florida area: 6. Engineering Experience a. Green areas that can be used for outdoor activities (on site or in close proximity) b. Flexibility in meeting program design needs. c. Ability to collaborate with our staff in designing and delivering the experiences. Facility staff anticipates and handles any external activities that might negatively impact program. d. On site and off-hours recreational activities. e. Off site and off hours recreation and entertainment near by. 7. Lodging Requirements a. The contractor must provide individual sleeping accommodations for approximately 21people from the first through the last day of the program. •a. All rooms need to be of equal quality. •b. Must have rooms accessible to handicapped individual available, if necessary. •c. Access to the internet/wireless internet in bedrooms, cost included in contract. 8. Meal Requirements The contractor will be prepared to provide meals (breakfast, lunch and dinner) for a minimum of 21 people and a maximum of 22 people for the duration of the program or provide a subcontractor to cater the event. The contractor/subcontractor must accommodate any special dietary needs. The meals must be of high quality and offer a wide variety of healthy, nutritious and flavorful food options. The contractor must provide light appetizers and beverages each evening for a social/networking time. Meals with a variety of choices throughout the program. 9. Break Service Requirements The contractor/subcontractor will provide continuous break service daily to include; coffee, tea, sodas, juice, bottled water, and light snacks including healthy and nutritious alternatives. Beverages available from 7:00 a.m. to 9:00 p.m. The break service must be of high quality and offer a wide variety of healthy, nutritious and flavorful food options. The break area must be adjacent to the meeting room. 10. Meeting Space Requirements The contractor will provide one large conference room of at least 1000 square feet to seat 10 people in a variety of configurations. The room must be accessible to handicapped individuals. The room must allow 7:00 a.m. to 9:00 p.m. access pre and during the program. A table is needed outside of the room on the first day to facilitate the registration process. An easel, stand, or other appropriate display for the session should be available. There must be no change in meeting location for the duration of each program. There must be no obstructions to block view of presenters (i.e. columns or partial dividing walls. Adequate wall space for hanging posters. Additional meeting space able to comfortably accommodate table and chairs for 8 to 10 executives, and easel. Meeting spaces cannot be the same space used to serve main meals (breakfast, lunch, dinner). Main meeting space should not be used for any purpose (other than this program) during the week). 11. Audio Visual and Information Technology Requirements The contractor must provide audiovisual and information technology presentation support in the meeting room. FEI may elect to provide some of the support hardware listed. On call technical assistance is required during all program sessions. Please provide daily rental rates for the following items. Flip charts and markers (for each table and one for instructor) Computer and LCD projector DVD & VHS player Variable lighting Flexibility in room set On-site and on-call technical support Access to the internet in classroom (and breakout spaces if part of requirement) Internet access in 3 hotel rooms to be utilized by faculty and staff 12. Proposal Submission Evaluation and Award Proposals submitted under this Statement of Work will be evaluated, and a contractor selected, based on both technical and cost considerations. PLEASE PROVIDE COST PROPOSAL INFORMATION SEPARATELY FROM THE TECHNICAL PROPOSAL. The contractor shall provide a fixed-price for each contract line item as well a total cost for the contract. PROPOSALS NOT CONTAINING A TOTAL COST WILL BE REJECTED AS NON-RESPONSIVE. Descriptive literature regarding your facility shall be submitted with your proposal including sleeping rooms, eating/restaurant spaces, menus, hotel parking fees, laundry services, meeting room space, diagrams and square footage. If the contractor is not a university or educational institution, the contractor's facility must have one of the following quality ratings: First class or higher per the Official Hotel Guide; Three crowns or higher per the OAG Business Travel Planner; or Three diamonds or higher per AAA. The Contractor's facility must be Federal Emergency Management Agency approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. The Contractor's facility must be compliant with the requirements of the American with Disabilities Act (Public Law 101-336) 42 U.S.C. 12101 et. seq.). The Federal Executive Institute reserves the right to conduct an on-site inspection of offered facilities. The contractor shall provide information (availability/cost) on other amenities of hotel i.e., guest parking policy, workout facilities, menus and cancellation policy. The technical proposal should include details describing contractor's ability to provide the service requirements listed above. REQUIRED CENTRAL CONTRACTOR REGISTRATION APPLY TO THIS ACQUISITION (REGISTRATION CAN BE ACCOMPLISHED AT WWW.CCR.GOV). The Federal Executive Institute is an existing training organization with event planners on staff. Therefore the contract will be awarded directly to the Conference Center or Hotel. Proposals must be received directly from the Conference Center or Hotel. Respondents must be primary provider of all services. Proposals will not be accepted from sub-contracted properties/facilities. The Federal Executive Institute will select a contractor, whose offer provides the best value to the government, considering primarily technical factors and secondarily price. Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 Evaluation of Commercial Items. Award may be made with or without discussions with the offeror(s). Therefore, your offer should include your lowest pricing. Please include a daily breakdown, as well as a total cost. The Federal Executive Institute is a tax exempt entity; please do not include taxes in proposal. The award may be made without discussion. Inquiries concerning this Statement of Work are to be directed to: Bonnie Boston 434-980-6277 bonnie.boston@opm.gov Only electronic proposals will be accepted. Proposals must be submitted to: Bonnie.boston@opm.gov It is the responsibility of the contractor to ensure their proposal has been received. Proposals must be received at FEI no later than Thursday, April 19, 2012 at 1:00 p.m. (EDT). Award will be made on or about April 23, 2012.
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