SOLICITATION NOTICE
X -- FACILITY TO HOST THE FY 2007 NEW INVESTIGATOR TRAINING
- Notice Date
- 9/7/2006
- 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
- RFQ060138
- Response Due
- 9/13/2006
- Archive Date
- 9/29/2006
- Description
- 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 2005-12 effective on August 4, 2006. 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 - Revolving Fund Division (EEOC-RFD), 1801 L. Street NW, Washington, DC 20507 is sponsoring a training session for new investigators from Fair Employment Practices Agencies. EEOC-RFD has developed this training to cover four and one-half (4.5) days and is planning to conduct two consecutive weeks of training for up to 125 attendees per week. The training will require up to five training/meeting rooms that can accommodate 25 attendees and two trainers per room for each of the consecutive weeks. EEOC-RFD has a requirement for a contractor to provide a full service training facility to include lodging, meeting space, food and beverage service, audio-visual (AV) equipment and support services to conduct the New Investigator Training. Hotels and other full service facilities that can satisfy the requirements contained in this Statement of Work are encouraged to submit a quotation. To be eligible for consideration, the contractor?s proposed facility for the training conference must be located within one of the following Dallas/Fort Worth, TX metropolitan area postal zip codes: 75201 through 75398, or 76101 through 76199. The EEOC contemplates the award of a Firm-Fixed Price Contract. The quotation package shall include the following line items in a written quotation: CLIN 0001. Lodging: Quantity 10 days each (See list of Lodging Requirements below), Unit Price $____, Total for CLIN 0001 $____; CLIN 0002. Rental of Meeting Space: Quantity 10 days each (See list of Meeting Space Requirements below), Unit Price $____, Total for CLIN 0002 $____; CLIN 0003. Food and Beverage Services: Quantity 10 days each (See list of Food & Beverage Requirements below), Unit Price $____, Total for CLIN 0003 $____; CLIN 0004: Rental of AV Equipment & Support: Quantity 10 days each (See list of AV Requirements below), Unit Price $____, Total for CLIN 0004 $____; and CLIN 0005: Reporting Requirements: Quantity 10 days each (See list of Reporting Requirements below), Unit Price $____, Total for CLIN 0005 $____. The following dates are listed in order of preference for the New Investigator Training Conference. The two-week periods for consideration of the training are as follows: (1) October 14-20, 2006; October 22-27, 2006, and (2) October 21-27, 2006; October 29 - November 3, 2006. The training will consist of a pre-training check-in day and cover four and one-half (4.5) days of training. The training will officially start on Sunday afternoon for check-in between the hours of 2PM and 6PM and continue through 12 Noon Friday each week. 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 (which can be completed on-line at http://www.ccr.gov/ ) prior to award of the resulting contract. 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 AV equipment must meet ADA requirements for accessibility. MINIMUM REQUIREMENTS: The contractor must meet the following minimum requirements ? LODGING: The contractor shall provide lodging rooms for 14 consecutive nights during the two-week period and shall block up to 20 rooms the Saturday night before Sunday check-in the first week, up to 145 rooms for next five consecutive nights (Sunday through Thursday), up to 40 rooms for Friday and Saturday nights, up to 145 rooms for next five consecutive nights (Sunday through Thursday) and up to 20 rooms for the following Friday night. The number of lodging rooms will be confirmed no later than 14 days prior to the training. Some training staff, presenters and attendees may want to extend their stay in order to take advantage of area attractions. These additional lodging nights will be credited to EEOC-RFD's room block. The cost for all rooms is included in the contract and will be covered by the master bill. EEOC-RFD will make no commitment to the hotel as to the number of rooms needed. This estimate is based on pre-training attendance commitments from training attendees. All lodging must be at or below the federal government per diem rate unless a lower special or corporate rate is available. If any lodging rates include taxes, specify what forms are required for tax exemption. If there is no exemption from room taxes, the contractor must include this information in their quotation. Special Requirements: (1). State the number of non-smoking or smoking rooms, and (2) List the number of rooms which are equipped to comply with ADA. MEETING SPACE: General Requirements: Meeting space must be designed with training or instruction as the main purpose of design. The contractor shall provide the above rooms with suitable furnishings of chairs and tables in acceptable condition that are not broken, soiled, or damaged in any way that would injure an individual, or damage clothing. Chairs shall be ergonomically designed for long periods of sitting. Also, ample space must be provided to accommodate any ADA special needs. 1. Sound Acoustics: Walls shall be constructed in a manner that confines inside sound and reduces or prevents the transmission of extraneous sound. Meeting rooms that are divided by partitions must be sufficiently soundproof to prevent disturbance from other groups. All rooms must be in areas free from heavy inside or outside traffic; 2. Illumination: Adequate, uniform and glare-free illumination shall be provided in all rooms to accommodate extensive reading and writing; 3. Ventilation: Heating and air conditioning systems that maintain air quality and room temperature at comfortable levels (determined by EEOC-RFD personnel) shall be provided.; 4. Attendee Confirmation: The Contracting Officer's Technical Representative (COTR) will contact the contractor within 48 hours of the training to confirm the number of attendees requiring meeting space; 5. Additional Services: The contractor shall provide access to telephone, facsimile, and copying services during the Training. The contractor shall provide the above mentioned services at a reasonable rate (average rate charged for this location) per page; 6. Secured Storage: The contractor shall provide secured temporary storage space of at least 200 square feet to be used for the storage of supplies, computers and equipment. This area shall be secured (locked) with limited access by contractor personnel. Designated EEOC-RFD personnel shall have unlimited access to the secured storage area during the conference. The location of the space shall be in close proximity to the meeting rooms; 7. Delivery Services: The contractor shall provide for the receipt and accommodation of training materials prior to the scheduled event. The contractor shall store the materials received in a secured space to be accessed by designated EEOC-RFD personnel and an authorized official of the contractor; 8. Accessibility: The contractor's facilities, including restrooms, must accommodate guests with disabilities and be in full compliance with ADA. This includes transportation between lodging and meeting rooms; 9. Parking: The contractor must provide parking spaces for all attendees located within a five minute walking distance from the training facility.; 10. Restaurants and Area Attractions: The contractor shall provide a list of all local restaurants located within a ten minute walk from the contractor's facility; 11. Local Transportation: The contractor shall provide all local transportation options to and from the airport or railroad station (if applicable). These transportation options shall disclose prices for each. The contractor shall indicate in their quotation if they provide free or low cost shuttle services. Specific Requirements: The contractor shall provide the following training rooms to include AV and space requirements for the time periods indicated as follows: A. Training Rooms - Five each, (1). The five training rooms will be used on Monday through Thursday each week from 8:30AM ? 5PM, and on Friday from 8:30AM ? 12 Noon each week; (2). Information for the training rooms is as follows: (a). All rooms must be set up in classroom style with 6-foot tables, no more than two people per table., (b). Each training room must have one 6-foot table with two chairs in the front of the room for the presenters, (c) Each table must have one pitcher of water and glasses., (d) The contractor shall allocate space for the required AV equipment in addition to the space required for the projected number of attendees per session., (e). Each training room must accommodate up to 25 attendees. (3). AUDIO-VISUAL FOR TRAINING ROOMS: EEOC-RFD will provide its own laptop computers and projectors for the training rooms. EEOC-RFD staff will assist presenters with their respective slide shows. The contractor shall provide the following items for all training rooms: (a). 32 inch roll cart for projectors (Total Qty: five, one per room), (b). VGA cable, with VGA Tape down cords (Total Qt y: five, one per room), (c).Gender changer adapters (Total Qty: five, one per room), (d). Flip chart easel/paper and markers (Total Qty: ten, two per room), (e) Projection screen, 8-foot X 8-foot tripod (Total Qty: five, one per room), (f) Additional Miscellaneous AV equipment and labor charges, and (g) Labor set-up (Qty: one).; B. Interview Training Breakout Rooms ? four each (Optional). EEOC may elect to eliminate these specifications from the final version of the contract. 1. The contractor shall provide four interview training breakout rooms which will be used Thursday, 8:30AM - 5PM and Friday, 8:30AM ? 12 Noon, each week of the training.; 2. Information for the interview training room is as follows: (a). The interview training room must have two 6-foot tables with five chairs in the room., (b). Each table must have one pitcher of water and glasses., (c) The contractor shall allocate space for the required AV equipment in addition to the space required for the projected number of attendees per room., (d). The interview training room must accommodate up to five individuals; 3. AUDIO-VISUAL FOR INTERVIEW TRAINING ROOMS: The contractor shall provide the following items for each interview training room: (a). VHS camcorder with tripod and direct connection for playback to monitor capabilities (Total Qty: four, one per room), (b). 26-inch TV/Monitor - capable of direct playback from camcorder (Total Qty: four, one per room), (c). 32-inch roll cart for TV/Monitor (Total Qty: four, one per room), (d). VGA cable, with VGA Tape down cords (Total Qty: four, one per room), (e). Flip chart easel/paper and markers (Total Qty: four, one per room), (f). Additional Miscellaneous AV equipment and labor charges, and (g). Labor set-up (Qty: one). C. Instructor's Lounge ? one each. (1) . The contractor shall provide space for EEOC-RFD to use on the day before the training begins, and during the 14 day duration of the training., (2) The space will be used by staff and presenters to prepare for the training and for rest and break periods, (3) The set up for the lounge space shall consist of comfortable seating for up to 20 people (combination of occasional chairs, sofa, and a table with at least six chairs), and (4 ). AUDIO-VISUAL FOR INSTRUCTOR?S LOUNGE: (a). Internet connection, level 500 (Qty: one each), and (b). Telephone line (limited to all non-toll calls) (Qty: one each).; and D. Check-In: (1). The contractor shall provide a training participant check-in station in the main lobby area with a 6-foot table and two chairs on each Sunday before the training from 2PM - 6PM Sunday evening and from 7AM - 8:30AM on each Monday morning of the training. FOOD AND BEVERAGE: All interested parties shall submit with their quotation a price list for proposed food and beverages when responding to this RFQ. Food and beverage pricing shall include the price for the item, plus the gratuity (service charge), and a statement from the contractor indicating if the U.S. Government is exempt from applicable state tax. 1. Breakfast: a. Buffet Breakfast with rounds of 10, for a total seating capacity of 125. Actual guaranteed number will be provided within three business days before each week of the training, b. Breakfast will be served all five days of each week of the training. The hours for breakfast are from 7AM to 8:30AM. Staff breakfast for a maximum of 20 people will be extended to 9AM. Staff breakfast may be provided in either the main dining room or in a room close to the conference area that will accommodate up to 20 people, and c. Breakfast shall consist of assorted chilled juices; sliced fresh fruit served with yogurt sauce; assorted breakfast pastries; bread with gourmet marmalades, jams and butter; eggs; French toast or pancakes; meat: bacon, ham, or sausage; regular and decaffeinated coffee, tea bags and hot water for tea; ice tea, and large containers of water.; 2. Lunch: a. Buffet Lunch with rounds of 10 for a total seating capacity of 125. Actual guaranteed number will be provided within three business days before each week of the training, b. Lunch will be served on Monday through Thursday each week of the training. No lunch will be served on Fridays, c. Lunch will be served from 12 noon to 1:15PM. Staff lunch for a maximum of 20 people will be extended until 1:30PM. Staff lunch may be provided in either the main dining room or in a room close to the conference area that will accommodate up to 20 people., d. Lunch shall consist of salad; boneless chicken with a sauce; beef, pork or fish with a sauce; rice or pasta; chef's choice of vegetable and starch to maximize color and flavor; dinner rolls & butter, dessert; regular and decaffeinated coffee, hot tea, and iced tea.; 3. Monday Evening Reception: a. The space designated for the Monday Evening Reception must be able to accommodate approximately 125 people with social seating available throughout the area., b. This event will be scheduled for each Monday of the training. The hours for the event are from 5PM to 7PM., c. A selection of hot and cold Hors D'Oeuvres will be served. The menu for the evening reception shall include vegetable spring rolls, California rolls, stuffed mushroom caps, assorted cocktail sandwiches, cheeses and crackers, and crudit?s with dips., d. Beverages shall include a selection of soft drinks, iced tea and large containers of water., e. A cash bar with assorted beer, wine, and alcoholic beverages shall be made available for purchase., and f. AV Requirements for evening reception: (1). Podium with wired microphone. (Qty-one each). 4. Breaks: a. Morning Break: (1). The approximate amount of time allotted for the morning break will be 30 minutes in the middle of the morning session. The actual times for the morning breaks will be provided to the contractor along with the agenda, and (2). The menu shall consist of freshly brewed coffee; freshly brewed decaffeinated coffee; large water containers, and hot and ice tea.; and b. Afternoon Break: (1) The approximate amount of time allotted for the afternoon break will be 30 minutes in the middle of the afternoon session. The actual times for the afternoon breaks will be provided to the contractor along with the agenda, (2). The menu shall consist of freshly brewed regular and decaffeinated coffee, large containers of water, iced tea, and a light snack (e.g., cookies, brownies or pretzels). REPORTING: 1. Pre-award Reporting: Interested parties must submit in their quotation 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 training., 2. Prior to Event Reporting: Lodging: a. EEOC-RFD will manage room block up to 15 days prior to the training., b. EEOC-RFD will provide guest names and the number of rooms needed for each week of the training 15 days prior to the beginning of the event., 3. During Training: a. A Pre-Conference meeting will be conducted with all key EEOC-RFD personnel and contractor staff within five business days prior to the New Investigator Training., b. Signature Authority: All on-site charges must be approved and signed only by the COTR, c. Daily Reconciliation: The contractor shall provide a daily list to the COTR consisting of a reconciliation of all charges by 9AM the following business day after the charges are incurred. These charges include lodging paid by EEOC-RFD, food and beverage, AV equipment and labor, and telecom expenses, 4. Post Conference: a. The contractor shall submit a final invoice of all charges within five business days after the completion of the conference., b. The contractor shall provide a detailed report to the COTR within five business days after the completion of the conference consisting of the following: 1. Room usage by date., 2. Detailed lodging charges for all attendees for the training., 3. Detailed breakdown by day for all food and beverage charges and a total charge for all social events which are part of the training. Submission of Quotation: Your quotation in response to RFQ060138 is due September 13, 2006, 2PM EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Procurement Management Division, 1801 L Street, NW, Room 6212, Washington, D.C. 20507 Attn: Gregory Browne; Contracting Officer. A quotation submitted via e-mail to gregory.browne@eeoc.gov will be accepted. Questions regarding this request for quotation should be submitted to gregory.browne@eeoc.gov . Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ060138 is September 11, 2006 at 2PM 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 October 11, 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, food and beverage service, AV equipment, reporting requirements, and the vendor?s ability to meet ADA requirements; 3. Provide the required lodging at or below the federal government?s per diem rate for lodging; and 4. Provide a centrally located facility with inexpensive transportation options to and from the airport, local restaurants, and other area attractions. Quotations must address safety and security issues both within the hotel complex and surrounding area. 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, titles 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. Past performance will be evaluated based on the vendor?s record of controlling costs, vendor?s adherence to contract schedules, and the vendor?s commitment to customer satisfaction. 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 52.222-3 Convict Labor, Clause 52.222-21, Prohibition of Segregated Facilities, Clause 52.222-26 Equal Opportunity, Clause 52.222-35 Equal Opportunity for Special Disabled 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 Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans, Clause 52.225-14 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 www.arnet.gov. Method of payment: Electronic Funds Transfer.
- Place of Performance
- Address: Dallas/Fort Worth, Texas Metropolitan area postal zip codes: 75201 through 75398, or 76101 through 76199.
- Zip Code: 75201
- Country: UNITED STATES
- Zip Code: 75201
- Record
- SN01136988-W 20060909/060907221932 (fbodaily.com)
- Source
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