SOLICITATION NOTICE
X -- FACILITY TO HOST THE FY 2008 EEOC/FEPA TRAINING CONFERENCE
- Notice Date
- 11/28/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Equal Employment Opportunity Commission, Office of the Chief Financial Officer, Acquisition Services Division, 1801 L Street, NW, 6th Floor, Washington, DC, 20507, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- RFQ0020-08
- Response Due
- 12/4/2007
- Archive Date
- 12/19/2007
- Point of Contact
- Gregory Browne, Contract Specialist, Phone (202) 663-4292, Fax (202) 663-4178, - Caroline Fowler, Contracting Officer, Phone (202) 663-4219, Fax (202) 663-4178
- E-Mail Address
-
gregory.browne@eeoc.gov, caroline.fowler@eeoc.gov
- 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. 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 2005-21 effective on November 7, 2007. 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 (EEOC)-Revolving Fund Division (Training Institute referred to as the Institute) has a requirement for a contractor to provide a full service training facility to include lodging, meeting space, food and beverage service, audio-visual equipment, minimal audio-visual support services, and limited business center support for the FY 2008 EEOC/Fair Employment Practices Agencies (FEPA) Training Conference for approximately 250 attendees which will be referred to as the Conference. To be eligible for consideration, the contractor?s proposed facility for the FY 2008 FEPA Conference must be located within the greater Los Angeles, California metro area postal zip code: 90071. The only week for consideration is February 25-29, 2008. 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. Food and Beverage: Quantity 3 days each (See list of Food & Beverage Requirements below), Unit Price $____, Total for CLIN 0001 $_____; CLIN 0002. Rental of AV Equipment & Support: Quantity 3 days each (See list of A/V Requirements below), Unit Price $_____, Total for CLIN 0002 $_____; and CLIN 0003. Business Center/Miscellaneous. Quantity 3 days each (See list of Business Center/Miscellaneous Requirements below), Unit Price $_____, Total for CLIN 0003 _____. The Conference facility must provide for meeting space for plenary sessions, 4 individual breakout sessions, and food and beverage service for early morning, break mid morning break and mid afternoon break. Attendees will pay individually for their own lodging, lunch and dinner. We have identified two scheduling options. Depending upon the option selected for the conference, the pre-registration will begin at 12:00 p.m. one day prior to the first full day of the Conference and end at 6:00 p.m. The conference will span three full days, beginning at 8:00 a.m. each day and ending at 6:00 p.m. 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. The following requirements for lodging and conference space are minimum requirements: Lodging: Guest rooms shall be located onsite. The facility must be centrally located within a reasonable walking distance (no more than two blocks) of area attractions and restaurants. The contractor shall provide a list of all local restaurants located within a ten minute walk from the contractor's facility. 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. The facility shall meet all requirements of the American with Disabilities Act (ADA) of 1990, including accessibility into the facility, availability of sleeping rooms configured to meet the ADA requirements, and accessibility to all public facilities within the hotel to include public restrooms and eateries. The facility shall be equipped with appropriate walkways, ramps, parking, and elevators throughout the hotel and parking garage. The hotel room rate must be at or below the government per diem rate. The facility will not require advance payment from conference participants covering the first night of lodging. Guest rooms shall be located within the same building as the meeting rooms with a reasonable number of smoking and non-smoking guest rooms. All meeting rooms must be wheelchair accessible. Guest rooms. Individual travelers will schedule and pay for their guest room nights. The schedule and range of guest rooms required for this conference are as follows: The Government will select one option: Option 1: Saturday, February 23, 10 sleeping rooms, Sunday February 24, 250 sleeping rooms, Monday, February 25, 250 sleeping rooms, Tuesday February 26, 250 sleeping rooms, Wednesday, February 27, 200 sleeping rooms, Thursday, February 28 50 sleeping rooms, Friday, February 29, 50 sleeping rooms. Option 2: Saturday, February 23 50 sleeping rooms, Sunday, February 24, 50 sleeping rooms, Monday, February 25, 60 sleeping rooms, Tuesday, February 26, 250 sleeping rooms, Wednesday February 27, 250 sleeping rooms, Thursday, February 28, 250 sleeping rooms, Friday, February 29, 200 sleeping rooms. Meeting Facilities with Telecommunication/AV Requirements: All meeting rooms must be wheelchair accessible. The meeting facility must be available for four consecutive nights and five consecutive days as specified below: Option 1(Monday, February 25 - Wednesday, February 27 2008). Option 2 (Wednesday, February 27 - Friday, February 29 2008). The following meeting rooms must be available throughout the conference: Registration Area: Registration area must be near main conference room(s) and will include six skirted tables, configured as follows: three tables head to head against the wall to accommodate training materials, and three adjacent tables with six moveable chairs. The facility shall provide signage identifying the conference location within the hotel: Secured Office: A secure office is needed where conference materials can be assembled, sorted and stored. This will also be used as a work area for staff. The room must include 3 six foot tables with skirting, and trash receptacle. Telecommunications Requirements - electrical outlets and house phone. Conference Headquarters/ Hospitality Room. The room or suite needs to accommodate up to 50 people with a conference table and comfortable seating. Telecommunications Requirements - A house phone. Meeting Rooms: 2 rooms to accommodate 50 people each. Options 1: (Monday, February 25 only, from 8:00 a.m. ? 6:00 p.m.) Options 2: (Wednesday, February 27 only, from 8:00 a.m. ? 6:00 p.m.)Two rooms to accommodate 50 individuals each set in classroom style with no more then two people per six foot tables or 4 people per 8-foot tables which are covered and skirted. The following items should be placed on each table: writing paper, pens, ice water with glasses, and candy or mints for the participants at the start of the morning and refreshed for the afternoon sessions. All chairs must be in working order, free from soil and able to easily move. Meeting Rooms: Plenary for up to 250 people and 4 meeting rooms. Option 1: (Monday, February 25 to Wednesday, February 27 2008. 8:00 a.m - 6:00 p.m.)Option 2: (Wednesday, February 26 to Friday, February 29, 2007. 8:00 a.m. - 6:00 p.m.) One (1) large PLENARY room to accommodate approximately 250 individuals each set in classroom style with no more than two people per six foot tables or 4 people per 8-foot tables which are covered and skirted. Spacing between rows of seating should be sufficient for easy wheelchair access. Two six-foot, covered and skirted head tables on a 24? riser with four moveable chairs and podium w/ microphone. The riser shall be wheelchair accessible. The tables shall include writing paper, pens, ice water with glasses, and candy or mints for the participants at the start of the morning and refreshed for the afternoon sessions. 8:00 a.m. - 6:00 p.m. Telecommunications/ AV requirements - Technician required to setup and strike equipment. Technician will also be available throughout day to assist as needed. The following equipment is required: (1) Mixers, (1) podium microphone and (3) table top microphones (two (2) wired microphones and One (1) wireless microphone with stands, four 4 wired floor microphones with stand, patch into house sound system, LCD projector and One (1) screen. Four Meeting rooms to accommodate 50 people each set in classroom style with no more than two people per six foot tables or 4 people per 8-foot tables which are covered and skirted. One (1) 6-foot head table with two (2) moveable chairs located in the front of the room. The tables shall include writing paper, pens, ice water with glasses, and candy or mints for the participants at the start of the morning and afternoon session. 8:00 a.m. - 6:00 p.m. Telecommunications/AV requirements - One flip chart stand with paper and markers per room (total 4) a technician required to setup and strike equipment. Technician will also be available throughout day to assist as needed. The following equipment is required: (4) Mixers (1 per room); (4) table top microphones 2 wired with stands and 2 wireless (1 per room). One 9 x 12 screen and (1) internet hookup (in one room only). Food and Beverage Service. The facility shall provide the following services for up to 250 participants. The hotel shall provide all food and beverages for breaks and the reception. The reception shall be held in a meeting space which is suited for an informal private setting. The exact number will be determined within 3 business days of the conference. Option 1(Monday, February 25 - Wednesday, February 27 2008). Option 2(Wednesday, February 27 - Thursday, February 29 2008). a. Early Morning Break Menu includes: coffee, tea, water, fruit juices, pastries/bagels w/creamed cheese, fresh fruit. b. Mid-Morning Break. Menu includes: coffee and tea. c. Mid-Afternoon Break. Menu includes: coffee, tea (hot or cold), soft drinks, cookies, brownies or other light snack.Reception (light horsdoeuvres). Option 1: (Monday, February 25, only from 5:30 PM to 7:30 PM- Menu TBD. Option 2: (Wednesday, February 27, only from 5:30 PM to 7:30 PM- Menu TBD. Lunch and Dinner (participants on their own). MISCELLANEOUS REQUIRMENTS: Business Center. Business office support (copying, faxing, shipping/receiving etc.) Hotel must provide a price list for copying, faxing and shipping and receiving charges for the hotel to include any surcharges and taxes. The hotel shall receive and store all conference materials shipped in support of the conference. Hotel shall identify if there is a charge for storage. If so, the hotel shall include this in business center charges. Signage. Signs and floor plans directing participants to the meeting rooms shall be provided by the facility. This shall include a daily electronic announcement board, announcing the 2008 EEOC/FEPA Training Conference. The electronic board shall easily be visible to participants and identify meeting room locations. Parking. The facility shall have adequate parking at the facility to accommodate the participants. Facility shall identify the cost of parking which will be paid by the individual attendees. Confirmation Policy. The EEOC anticipates the need for up to 250 sleeping rooms on Day 1 through Day 4. EEOC will call the hotel contact person to obtain a listing of registered participants prior to the lodging date to verify the rooming list as it develops, and will confirm the rooming list 72 hours prior to the lodging date. Amendments/substitutions may be necessary. Payment Lodging. Participants will call individually to obtain room scheduling and shall be responsible for payment of individual guest rooms and all incidental charges upon checkout. Payment amount for lodging cannot exceed, on a daily basis, the maximum per diem rate in effect in accordance with the Federal Travel Regulations including taxes, gratuities, and other costs. Charges for incidental expenses such as telephone charges and room service will be the responsibility of individual guests. Other. It is anticipated that some additional and/or miscellaneous expenses might be incurred during the conference such as service and setup charges, electrical hook-up fees, and other necessary but unpredictable expenses which may arise during the conference. The facility shall agree to allow the EEOC to bring their agency audio-visual equipment and connect this to the facility's audio visual/public address system, as necessary. REPORTING REQUIREMENTS. Pre-Award Reporting: The CONTRACTOR must submit a detailed breakdown of all costs to include meeting space, AV equipment, labor costs, and any other miscellaneous charges which are necessary for the success of the CONFERENCE. Prior to the CONFERENCE Reporting: The CONTRACTOR shall provide the INSTITUTE?s Contracting Officers Technical Representative (COTR) an electronic list of all hotel confirmation numbers for all participants, staff and presenters on a weekly basis starting 5 weeks prior to the CONFERENCE. The INSTITUTE shall manage room block up to 5 days prior to the training. During the CONFERENCE: a. A Pre-Conference meeting will be conducted with the CONTRACTOR and key EEOC staff within one business day prior to the conference, to be held at the contractor's facility to discuss the objectives of the conference, meet staff responsible for implementing the contract and address any questions regarding elements of the statement of work, within 1 business day prior to the start of the conference. b. Signature Authority. All on-site charges within the scope of the contract must be approved and signed only by the INSTITUTE'S COTR or representative. c. Daily Reconciliation. The CONTRACTOR shall provide a daily reconciliation list to the INSTITUTE COTR by 9:00 AM the following business day after the charges are incurred. These charges include food and beverage, AV equipment and labor, and telecom expenses. Post CONFERENCE: The CONTRACTOR shall submit a final invoice of all charges within five (5) business days after the completion of the conference. A detailed report should be submitted with the invoice and should consist of the following: room usage by date and attendee, detailed AV charges by room and a detailed breakdown by day for all food and beverage charges and a grand total by category for reconciliations of the training event. CANCELLATION. Should EEOC elect to cancel the contract, EEOC shall provide written notice of the cancellation to the contractor no later than five business days prior to the scheduled lodging date. By receipt of this cancellation notice, the contractor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation within five business days of the scheduled conference date, the clause 52.249-4 TERMINATION FOR CONVENIENCE OF THE GOVERNMENT (SERVICES) (SHORT FORM) will govern. Submission of Quotation: Your quotation in response to RFQ0020-08 is due on December 4, 2007 at 2PM EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisition Services 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 RFQ0020-08 is November 29, 2007 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 December 28, 2007. 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. 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; 2. 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; 3. Provide the required services on the dates requested; and 4. Provide the required lodging at or below the federal government's per diem rate for lodging. 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 timeliness, customer service, and corrective actions taken (if necessary). 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 52.225-13 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: Los Angelas, CA
- Zip Code: 90071
- Country: UNITED STATES
- Zip Code: 90071
- Record
- SN01459634-W 20071130/071128223917 (fbodaily.com)
- Source
-
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