SOLICITATION NOTICE
X -- Lease or Rental of Facilities
- Notice Date
- 2/11/2002
- Notice Type
- Solicitation Notice
- Contracting Office
- Equal Employment Opportunity Commission, Office of the Chief Financial Officer & Administrative Services, Procurement Management Division, 1801 L Street, N.W., Room 2505, Washington, DC, 20507
- ZIP Code
- 20507
- Solicitation Number
- RFP02-01
- Response Due
- 3/13/2002
- Archive Date
- 3/28/2002
- Point of Contact
- Joyce Jackson, Contract Specialist, Phone (202) 663-4214, Fax (202) 663-4178,
- E-Mail Address
-
joyce.jackson@eeoc.gov
- Description
- The Contractor shall provide a full service training facility to include: training rooms, meals, snacks/beverages, audiovisual and training aid support, and lodging for the seminar. The location (city), date and time of the seminar are as follows: Location (City): Atlantic City, NJ (On the Boardwalk) Date(s): August 27-30, 2002 (nights of 8/26-30, 12 noon departure on 8/30) Starting Time of Seminar: 7:30 a.m. Ending Time of Seminar: 5:00 p.m. I. DESCRIPTION OF SPECIFIC REQUIREMENTS: The seminar will begin at 8:30 a.m., with registration and breakfast starting at 7:30 a.m., and will end at 5:00 p.m. We anticipate a minimum of 200 to a maximum of 500 participants. We require the following: 1. One large room for plenary sessions, with classroom style seating for up to 500 persons between 8:30 a.m. and 12:00 p.m. This room shall include a dais with 6 chairs, situated at the front of the room, equipped with podium on a stage or riser with a podium microphone, as well as two hand-held cordless microphones for the large room accommodating the plenary sessions. The stage or riser must be wheelchair-accessible. There shall be sufficient space at the back of the room to place an additional 100 chairs, if needed. 2. From 1:00 to 5:00 P.M., a total four rooms for breakfast sessions, each with classroom style seating to comfortably accommodate 100 to 200 persons. Each room should be equipped with a table at the front and podium and one hand-held cordless microphone. There shall be a table at the back of the room for hand-out materials. (If applicable, one of the three meeting rooms may continue to be the large meeting room. We must be able to assign the entire group of approximately 500 participants into roughly four separate groups and assign them to separate self-contained training rooms for more individualized instruction in the afternoon with participant access to the rooms by 12:30 P.M. til 4:30 P.M.). 3. Each room must have a suitable sound system so all participants may hear and ask questions of the speakers. 4. Registration table(s) with five (5) chairs positioned outside the large room for seminar registration purposes, which will occur between 7:00 a.m. to 5:00 p.m. each day. 5. Audio-visual equipment needed is as follows: a. For the large room ? a projection camera and screen to provide adequate viewing for a room with 500+ people and a movable cart(s) with electrical connections and cords to accommodate EEOC's LCD projector and laptop computer which the EEOC plans to use; one flip chart easel and one pad of flip chart paper; and as noted above re microphones - one podium microphone and two hand-held cordless microphones. b. For the four smaller meeting rooms ? one flip chart easel and flip chart pad; and as noted above one hand-held portable microphone. 6. Full Breakfast Buffet. To be served between 7:30 a.m. and 9:30 a.m. (i.e., a selection of eggs, meats, pancakes, toast, hot cereals, croissants, danishes, muffins, and freshly brewed coffee, decaffeinated coffee, tea and assorted fruit juices). 7. Morning Break (including at a minimum a refresher coffee service). To be served between 10:00 a.m. and 10:15 a.m., beverages and ice water. Please provide recommended list of beverages and their related prices. 8. Lunch. A sit-down three course business luncheon to be served between 12:00 noon to 1:00 p.m., provided in a room large enough to accommodate up to 500 participants at round tables (not the room used for general session). Luncheon should include soup or salad, plated main course, dessert and appropriate condiments and be served with coffee, decaffeinated coffee, and tea (iced or hot). Please provide various recommended lunch menus. 9. Afternoon Break. To be served between 3:00 and 3:15 P.M., beverages, snacks and ice water. Please provide recommended list of beverages. II. GENERAL FACILITY REQUIREMENTS: The following requirements for the training facility are specified in terms of "Minimum Requirements". There should be adequate parking spaces for all participants. All facilities, including rest rooms and audio-visual equipment, must be fully accessible to individuals with disabilities. Accommodations for disabled individuals may include, but are not necessarily limited to, wheelchair ramps and accessible parking spaces, elevators, sound systems and aisles. Section A: MEETING ROOMS: Meeting Rooms: The general session room and the breakout rooms should be arranged classroom style with chairs and tables for writing and handouts. Furniture: Chairs and tables or desks of sufficient size and in acceptable condition. Sufficient size is a minimum of 4 square feet of table space per person, though since we anticipate distributing many books and other training materials, we would prefer a larger space per person, if possible. Acceptable condition means that furniture is not broken, soiled, rusted or damaged in any way that would injure the individuals or damage clothing. Chairs must be comfortable for long periods of sitting. Note that aisle space, including the space between tables or desks, needs to be accessible for persons in wheelchairs. Sound Acoustics: Walls should be constructed in such a manner that they confine inside sound and reduce or prevent the transmission of extraneous sound. Meeting rooms that are divided by partitions must be sound proof enough to prevent disturbance from other outside traffic. Meeting rooms in a classroom and luncheon style configuration should be equipped with a working sound system which may be controlled by the speaker and which projects equally to all areas of the room. View of Speakers: Rooms should be configured as to allow every participant a clear view of the speaker and all visual aids. Lighting: Rooms should be well lit to accommodate extensive reading and writing. Lighting should be uniform and should not produce a glare. Ventilation: Heating and air conditioning should provide a comfortable level of air quality and room temperature when rooms are at maximum capacity. Section B: FOOD AND BEVERAGES: All food and beverages services need to be located in areas accessible to individuals with disabilities (e.g., wheelchair-accessible). The lunch room should be arranged so that all individuals can be seated and served efficiently. Section C: SECURED STORAGE AND DELIVERY SERVICES: The contractor shall provide for the receipt and accommodation of government seminar materials prior to the scheduled seminar. The contractor shall store the materials received in a secure place accessed only by the designated government project officer and an authorized contractor official. Section D: LODGING: We estimate that approximately 550+ sleeping rooms will be required for staff/speaker and attendees. This block of rooms must be available for registration through a cutoff date to be determined upon award of contract. The contractor shall provide these rooms at or below the federal government lodging rate for the Atlantic City area. Room arrangements and payments shall be made by the attendees. Additionally, we anticipate that some participants will come from outside the area since the seminar will be advertised to a multi-state region encompassing numerous federal agencies and federal contractors who may require overnight lodging. The contractor should provide the federal government lodging rate for these individuals, when individuals lodging reservations are made timely. Federal tax will not be charged to registrants with government identification. Point of Contact: Larry Pincus, EEOC, New York District Office, 201 Varick Street, Room 1009, New York, NY 10014 Facsimile responses are acceptable. FAX: 212/741-2786.*****
- Record
- SN00025339-W 20020213/020211213730 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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