SOLICITATION NOTICE
X -- FACILITY TO HOST CHICAGO TECHNICAL ASSISTANCE PROGRAM SEMINAR
- Notice Date
- 2/1/2006
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- 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
- RFQ060030
- Response Due
- 2/10/2006
- Archive Date
- 2/25/2006
- Description
- This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation (FAR) 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 2005-08. 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 Equal Employment Opportunity Commission (EEOC) has a requirement for a contractor to provide a full service training facility to include meeting space, audio-visual equipment/audio-visual support services, and food and beverage service to host a two (2) day Technical Assistance Program (TAP) Seminar with an anticipated attendance of a minimum of 120 participants with a maximum of up to 180 participants per day. EEOC has developed a program of TAP Seminars which will provide training to employers and unions on the laws enforced by the EEOC. To be eligible for consideration, the contractor?s facility must be located within one of the following area postal zip codes: Chicago, IL (60601, 60603, 60610, 60611); Arlington Heights, IL (60004, 60005); Deerfield, IL (60015); Itasca, IL (60143); Lincolnshire, IL (60069); Oak Brook, IL (60523); Oak Brook Terrace, IL (60181); and Schaumburg, IL (60173, 60195). The EEOC contemplates the award of a Firm-Fixed-Price Contract. Period of Performance: The period of performance under this contract shall consist of a base period of twelve (12) months (from the effective date of contract award through 12 months thereafter) with two (2) one-year options. The total contract period of performance shall not exceed thirty-six (36) months if all options are exercised. The quotation package shall include the following line items in a written quotation: CLIN 0001. Base Period - Rental of Meeting Space ? 2 days each (See room setup below); CLIN 0001AA. Base Period - Rental of Audio-Visual Equipment & Support ? 2 days each (See list of audio-visual equipment below); and CLIN 0001AB. Base Period - Food and Beverage Services ? 2 days each (See list of food and beverage below); CLIN 0002. Option Year 1 - Rental of Meeting Space ? 2 days each (See room setup below); CLIN 0002AA. Option Year 1 - Rental of Audio-Visual Equipment & Support ? 2 days each (See list of audio-visual equipment below); and CLIN 0002AB. Option Year 1 - Food and Beverage Services ? 2 days each (See list of food and beverage below); CLIN 0003. Option Year 2 - Rental of Meeting Space ? 2 days each (See room setup below); CLIN 0003AA. Option Year 2 - Rental of Audio-Visual Equipment & Support ? 2 days each (See list of audio-visual equipment below); and CLIN 0003AB. Option Year 2 - Food and Beverage Services ? 2 days each (See list of food and beverage below). The following two-day combination dates are listed in order of preference for the FY 2006 Chicago District Office TAP Seminar: June 28-29, 2006; June 27-28, 2006; June 21- 22, 2006; June 20-21, 2006; June 14- 15, 2006; and June 13-14, 2006. 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 rest rooms, meeting space, office space, and audio-visual equipment must meet ADA requirements for accessibility. Accommodations for disabled individuals may include, but are not limited to, wheelchair ramps and accessible parking spaces, elevators, sound systems, and aisles. Parking Requirement: The vendor?s training facility must have adequate parking spaces for all participants. EEOC reserves the right to perform site visits prior to award of this contract. Lodging Requirement: Costs associated with lodging will not be paid under this contract. Participants shall be responsible for payment of individual sleeping rooms and all incidental charges upon check-out. EEOC requires the contractor to block a limited number of rooms for participants and presenters. Participants shall be responsible for payment of individual sleeping rooms and all incidental charges upon check-out. The contractor shall provide the sleeping rooms at or below the federal government?s per diem rate for lodging at the proposed site. The contractor shall provide information regarding the sleeping room rates with their quotation for those who wish to reserve sleeping rooms. It is estimated that about 10% of the number of participants will require sleeping rooms and the contractor is required to provide accommodations with single and double beds for sleeping one or two nights (the night before the event starts and the following night). Sleeping rooms shall be located within the same building, hotel complex or conference facility as the training/meeting rooms. Rooms must be equipped with private bath, bed, dresser, table, chair, closet space and heating and air conditioning and receive daily maid and linen service. Rooms are to have secure locks and/or chains. The quantity of rooms specified above is an estimate only, and not representative to the contractor that this estimated quantity will be ordered. The government makes no commitment to this estimated quantity. Anticipated number of participants per day is 180. Registration and continental breakfast start at 7:30AM and seminar starts at 9:00AM. Seminar ends daily at 5:00PM. The Contracting Officer?s Technical Representative (COTR) will contact the contractor within 72 hours of the event to confirm the number of participants. Even if the number of participants is less than 120, the contractor shall invoice the EEOC per person for food & beverage at the agreed upon rates, and the agreed upon rates for audio visual equipment and meeting room rental, if applicable. The contractor shall submit a final invoice of all charges within five (5) business days after completion of the seminar. Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than sixty (60) calendar days prior to the scheduled event. By receipt of this cancellation notice, the contractor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation within sixty (60) calendar days of the scheduled event date, Paragraph (l) Termination for the Government?s Convenience or (m) Termination for Cause of FAR Clause 52.212-4, Contract Terms and Conditions ? Commercial Items will govern. CLIN 0001 ? Rental of Meeting Space ? Specific requirements are: one large room for up to 180 participants, with classroom seating between 7:30AM and 12:01PM. This room shall include two (2) tables with four (4) chairs, situated at the front of the room equipped with podium and microphone on a riser, as well as two hand-held cordless microphones for the large room. There shall be sufficient space at the back of the room to place additional chairs, if needed. Registration table(s) with eight chairs and two tables shall be positioned outside the large room for seminar registration purposes which will occur between 7:30AM and 9:00AM. One smaller room will be provided with classroom seating with a minimum capacity of 35 participants. This smaller room shall be available between 8:00AM and 5:00PM and shall include one (1) table with two (2) chairs situated at the front of the room, equipped with podium and microphone. All rooms must have a suitable sound system so all participants may hear and ask questions of the speakers, should be arranged classroom style with chairs and tables for writing and handouts, all chairs and tables or desks should be of sufficient size (minimum of 4 sq. ft) and in acceptable condition (the furniture is not broken, soiled, rusted or damaged in any way that would injure the individual or damage clothing), aisle space, including the space between tables and desk, need to be accessible for persons in a wheelchair, walls should be constructed in such a manner that they confine inside sound and reduce or prevent the transmission of extraneous sound, all rooms (including luncheon area) 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, rooms should be configured to allow every participant a clear view of the speaker and all visual aids, each participant should have a clear view of at least one of the projection screens then in use, rooms should be well lit to accommodate extensive reading and writing and all lighting should be uniform and should not produce a glare, heating and air conditioning should provide a comfortable level of air quality and room temperature when rooms are at the maximum capacity, and 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 COTR and authorized contractor officials. CLIN 0001AA ? Rental of Audio Visual Equipment and Support - Specific requirements are: Podiums with microphones (2 each), hand-held cordless microphones (2 each), Lavaliere microphones (4 each), microphone mixer sufficient to amplify, simultaneously, both multiple speakers and the audio track of a DVD or sound recording (1 each), 10? Projection Screen (1 each), movable cart with electrical connections and cords to accommodate EEOC?s LCD projector and laptop computer (1 each), and technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentations. CLIN 0001AB ? Food and Beverage Services - Specific requirements are: Continental Breakfast to be served between 7:30AM and 9:00AM and to include a selection of croissants, Danish pastries, muffins as well as freshly brewed coffee, decaffeinated coffee, tea, and assorted fruit juices. Morning Break is to be served between 10:30AM and 10:45AM and shall include, at a minimum, a refresher of coffee service. Provide a recommended list of beverages and snacks and their related prices. A sit-down business luncheon is to be served between 11:45AM and 1:15PM in a room accommodating up to 200 participants and presenters at round tables (not the room used for general session). Luncheon should include appropriate condiments and served with coffee, decaffeinated coffee and tea (iced or hot). Please provide various recommended lunch menus, with prices per person. Afternoon Break to be served between 2:30PM and 2:45PM to include assorted soft drinks and bottled water. Provide recommended list of beverages and snacks and their related prices. All food and beverage services need to be located in areas accessible to individuals with disabilities. The Luncheon should be arranged so that all individuals can be seated and served sufficiently. Pricing for food and beverages shall include the price for the item(s), plus the gratuity (service charge), and a statement from the contractor indicating whether the U. S. Government is exempt from state tax, if applicable. CLIN 0002- Same as CLIN 0001 except Seminar to be held in 2007 (First Option Year) on any one of the following two-day combinations: May 1 and May 2, May 2 and May 3, May 8 and May 9, May 9 and May 10, May 15 and May 16, May 16 and May 17, or May 22 and May 23. CLIN 0002AA? Same as CLIN 0001AA except Seminar to be held in 2007 (First Option Year) on any one of following two-day combinations: May 1 and May 2, May 2 and May 3, May 8 and May 9, May 9 and May 10, May 15 and May 16, May 16 and May 17, or May 22 and May 23. CLIN 0002AB- Same as CLIN 0001AB except Seminar to be held in 2007 (First Option Year) on any one of following two-day combinations: May 1 and May 2, May 2 and May 3, May 8 and May 9, May 9 and May 10, May 15 and May 16, May 16 and May 17, or May 22 and May 23. CLIN 0003- Same as CLIN 0001 except Seminar to be held in 2008 (Second Option Year) on any one of following two-day combinations: May 6 and May 7, May 7 and May 8, May 13 and May 14, May 14 and May 15, or May 20 and May 21. CLIN 0003AA? Same as CLIN 0001AA except Seminar to be held in 2008 (Second Option Year) on any one of following two-day combinations: May 6 and May 7, May 7 and May 8, May 13 and May 14, May 14 and May 15, or May 20 and May 21. CLIN 0003AB- Same as CLIN 0001AB except Seminar to be held in 2008 (Second Option Year) on any one of following two-day combinations: May 6 and May 7, May 7 and May 8, May 13 and May 14, May 14 and May 15, or May 20 and May 21. All interested parties shall submit with their quotation a detailed breakdown of all costs to include meeting space, audio-visual equipment & support, food and beverage service, and any other miscellaneous services and equipment which are necessary for the success of the seminar. Submission of Quotation: Your quotation in response to RFQ060030 is due February 10, 2006, 3:00 p.m. EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Procurement Management Division, 1801 L Street, N.W., Room 2505, Washington, D.C. 20507 Attn: Gregory Browne, Contracting Officer. A quotation submitted via e-mail addressed to gregory.browne@eeoc.gov will be accepted. Questions regarding this request for quotation should be submitted to Gregory Browne, via e-mail @ gregory.browne@eeoc.gov. Telephone inquires or responses are not acceptable. The deadline for the submission of questions regarding RFQ060030 is February 7, 2006 at 3:00 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 28, 2006. Evaluation factors for award: The following factors shall be used to evaluate quotes: technical capability, past performance, and price. Technical capability and past performance when combined are more important than price. Technical capability subfactors: Quotations will be evaluated on the vendor?s ability to: 1. Provide the required services on the dates requested. Additional consideration will be given to those vendors who can provide the required services on the dates listed in the order of preference.; 2. Meet the minimum requirements regarding lodging, meeting space, audio-visual equipment and technical support, food and beverage service, and the vendor?s ability to meet ADA requirements for accessibility.; 3. Provide lodging at or below the federal government?s per diem rate for lodging.; 4. Provide a training facility with adequate parking for participants and presenters that is located within the specified postal zip codes. Past Performance: The vendor must provide a minimum of three (3) references for past performance for similar work awarded within the past three (3) years. The information for each reference shall include the following: 1. Name and address of government agency or other non-government client; 2. Name, title, and telephone number of Contracting Officer, or other point of contact; 3. Name, title, and telephone number of client?s program or project manager, if applicable; 4. Contract number, period of performance, and dollar value of contract; and 5. Description of services provided. 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 offers 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 vendor?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. 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. 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 52.203-6, Restrictions on Subcontractor Sales to the Government ? Alternate I, Clause 52.222-21, Prohibition of Segregated Facilities, 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 www.arnet.gov. Method of payment: Electronic Funds Transfer.
- Place of Performance
- Address: Chicago, IL; Arlington Heights, IL; Deerfield, IL Itasca, IL; Lincolnshire, IL; Oak Brook, IL; Oak Brook Terrace, IL; or Schaumburg, IL.
- Zip Code: 60601
- Country: US
- Zip Code: 60601
- Record
- SN00978420-W 20060203/060201212609 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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