SOLICITATION NOTICE
X -- OSC READINESS TRAINING CONFERENCE FACILITIES
- Notice Date
- 7/14/2005
- Notice Type
- Solicitation Notice
- Contracting Office
- Environmental Protection Agency, Immediate Office Superfund/Rcra Regional Procurement Operations Divisions, 1200 Pennsylvania Avenue, Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-05-00271
- Response Due
- 7/27/2005
- Archive Date
- 8/27/2005
- Description
- NAICS Code: 721110 GO TO: http://www.epa.gov/oamsrpod/pmrcsc/rfqdc0500271/index.htm to view this RFQ, SOW, and all other information. This Request for Quotation is an unrestricted full and open competition for Lodging Facilities within 0.5 miles of Los Angeles's LAX airport for the requirements below. 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. Quotations are due by 9 a.m. local time on 07/27/05 via email to nilles.kevin@epa.gov . Quotations transmitted via any other non-email method will not be considered, but for extenuating circumstances. OSC Conference Facility Requirements EPA plans to obtain lodging and training facilities for the 2005 OSC Training Conference. Proposals must be submitted no later than July 27, 2005. EPA will make a Best Value Judgment Based on a Trade-off Process between the Price and Technical Evaluation Factors. EPA has selected the Los Angeles California Airport (LAX) Area for the dates of November 13-18, 2005 as the only place and period for performance. Proximity of within 0.5 mile between LAX and other required training space and lodging is required. The specifications to be included in all proposals are as follows: ! Sleeping Rooms for up to 400 people peak for 5 nights. The group will procure approximately 1300 sleeping room nights via government purchase order and the remainder will be paid by individual guests. All rooms must be at the government- per diem rate of US$100.00 or less. Room block quantity by date: - 11/10: 3 - 11/11: 10 - 11/12: 50 - 11/13: 360 - 11/14: 380 - 11/15: 400 - 11/16: 400 - 11/17: 300 - 11/18: 60 - 11/19: 10 ! One plenary room large enough for 400 in banquet rounds, raised platform for speakers at head table, and a/v with front projection. Plenary will be in use at the following times: 11/14, 07:00-13:00 11/15, 07:00-09:00 11/16, 07:00-09:00 11/17, 07:00-09:00 11/18, 07:00-12:30 ! In the plenary area, Food and Beverage will include breakfast buffet served from 07:00- 08:00, 10:00 a.m., and 3 p. m. breaks for 380 daily. ! Twelve classroom/ meeting rooms, throughout the week, available 07:30 -18:00. o Two of the meeting rooms must accommodate 35 participants U-Shape conference table arrangement with a surrounding gallery of 25 additional chairs for observers as well as standard A/V services o One of the meeting rooms must accommodate 20 participants in a conference table arrangement with a gallery of 10 additional chairs for observers along with standard AV services o One of the meeting rooms must accommodate 45 participants in a hollow square conference table arrangement with a gallery of 60 additional chairs for observers along with standard AV services. o Five of the meeting rooms must accommodate up to 70 participants classroom style (no more than 2 participants per six foot schoolroom table), along with standard AV services (84" screen with data projector on A/V cart). o Two of the meeting rooms must accommodate up to 55 participants classroom style (if possible, no more than 2 participants at a six foot schoolroom table), along with standard AV services (84" screen with data projector on A/V cart). o One of the meeting rooms must serve as a "laboratory classroom" for 50 participants; seated classroom style, with plenty of ventilation for an environmental chemistry class. Traditionally, other facilities have used a classroom setting in an open but covered area, such as a gazebo, poolside, a meeting room with windows or several doors that open for ventilation, and even a large tent with ventilation. o Four of the twelve meeting rooms must be available on 24-hour hold for day and evening sessions. o All meeting rooms must be in close proximity to the registration area. o Meeting rooms must have adequate sound proofing to avoid disruption of training classes by other facility activities. o Meeting rooms will be ADA compliant. o Meeting rooms must have controllable lighting and room darkening so that training materials and AV equipment are easily viewable. ! Exhibit / Poster Area (2500 sq. ft) with multiple power and telephone outlets. This area must be located so that it also can be used as the coffee break area for participants and must be on reserve 24 hours. This is not a commercial "trade show" style exhibit area. ! Two speaker ready rooms. On reserve 24 hours beginning November 13 and ending Nov 17. Proximity to other meeting space is not a concern for this space. ! Secure storage, staging, and distribution room for training materials. Room or rooms should be large enough for approximately 10 eight-foot tables, securable and on 24 hour hold for staging, and distribution of over 300 copy paper-size boxes of training materials and 20 laptop computers. Materials will arrive no sooner than 4 days prior to event. ! Centrally located conference registration desk. Registration area must be at least 100 sq feet and in the same area as the meeting rooms for the full week. ! Controlled access parking lot for heavy equipment exhibits (e.g. Fire trucks and RVs that are mobile labs or command posts (approx. 25,000 sq. ft) ! Hospitality suite style meeting and networking space for use for impromptu break-out sessions and evening sessions, on reserve 24 hours. ! ADA accessible lodging at facility. ! Hotel must be a FEMA approved facility. ! Nearby area for outdoor training activities. ! Daily morning, mid morning, and afternoon break refreshments will be procured for each day. Breaks will consist of juices, coffees, teas, and customary a.m. style snacks in the mornings; and sodas, coffees, teas, water, and p.m. style snacks in the afternoons. All participants will be lodging in house therefore, guarantee numbers for breaks will mirror room block numbers for the previous night. Two luncheons for 400 people will be held. It can be expected that the budget for these lunches will not exceed $33 per individual including gratuities. ! A complete list of available audiovisual equipment and prices should accompany the proposal for costing purposes. ! The agenda for the event will be provided to the selected facility. ! When submitting a proposal, please state the distance to LAX, and shuttle and taxi costs. ! Most participants will check in the Sunday prior to the conference and check out the last day of the conference (Friday). Approximately 50 participants choose to extend their stay at their own expense but at the same rate for up to 3 days prior to or following the conference. Availability of these shoulder dates and rates will be a consideration. ! The Federal Government is exempt from paying taxes. The tax-exempt number is 52-085-2695. If your state or municipality has any taxes or fees that you consider the Federal Government not exempt. You must identify them and include them in your proposal. ! Bids for Lodging, Meeting Room Space, and Food and Beverage, Box Fees, and Audio Visual rentals must include all taxes and surcharges, and fees. If a charge is not identified for comparison to other bids in advance it will not be allowable. ! No construction or maintenance that causes noise, fumes, or interruption of facilities or services or disruption of training events will be allowed during the event. Proposals and contracts must indicate compliance with this requirement. ! Alternative dates will not be considered. ! Other factors that will be considered include: " Proximity to public transportation " Cost of parking " Restaurants and other attractions nearby " Columns or other obstructions that restrict vision or set up of training rooms are a negative factor. " Pay telephones and restrooms convenient to the meeting rooms " Other noisy/disrupting events scheduled at same facility " Lodging and Training Facilities under Aone-roof@ " Facility dedication to supporting EPA event (other large events that may compete for priority or staff attention must be identified) Please complete and return the following tables with your response: Please provide the following A/V prices, including ALL labor or service fees charged. Registration Area, Plenary Session, Exhibits, and Break Out Rooms Equipment Mon Tues Wed Thur Fri Total $/each Total $ 120" Screen (Plenary Session) 1 1 1 1 1 5 T-1 Line (High Speed Internet Access) in meeting space 4 4 4 4 16 Flip chart package with magic markers 8 12 18 16 5 59 Easels for poster boards 15 15 15 15 15 75 Lavaliere wireless Microphone 1 3 3 3 1 8 4 channel mixer 1 2 3 3 1 7 Hand held wired microphone 1 2 5 5 1 11 84" Tripod Screen with skirt 7 8 9 8 0 32 35 mm Slide Projector with remote control 1 1 1 1 0 4 TV Monitor with Cart 1 1 1 1 0 4 Two-way Radio 5 5 5 5 5 25 Fax Machine with Analog Phone Line 1 1 1 1 1 5 Analog Phone Line 1 1 1 1 0 4 Labor/Set Up Charges Service charges Total A/V Charges Please provide the following prices, including all fees charged: Lodging Rate per Room: Resort or other fees, per room per night: Local occupancy or other taxes that are charged, per room per night: Total Lodging Cost for 1300 Room Nights: Total price for Meeting Room Rental, Breaks, and Meals as Described in SOW: Box Fees per box: Parking per vehicle per night: Daily Rate for Guest room access to Internet: Other Charges: Distance to LAX: One Way Shuttle to LAX: One Way Taxi to LAX: Fitness Center Fees: Other Considerations: Technical Questions may be directed via email to Turner.Gary@EPA.GOV , or by telephone to (703) 603-9902, or by facsimile to (703) 603-9135. Contract Questions shall be directed via email only to nilles.kevin@epa.gov. Evaluation Factors for Award: Technical criteria are more important than price. 1.) Offeror's ability to meet the exact requirements outlined in the requirements document. 2.) Offeror's Location within the .5 miles radius to LAX 3.) Offeror's Amenities provided and available at the Location 4.) Total Offered Price Anticipated Contract Type: Separately priced Fixed Rates per unit (e.g. room night, A/V item, refreshment per person) that will be individually ordered subject to a cumulative maximum ceiling price.
- Record
- SN00847683-W 20050716/050714212755 (fbodaily.com)
- Source
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