SOLICITATION NOTICE
X -- 2008 USAStaffing Training Conference
- Notice Date
- 11/30/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Office of Personnel Management, Center for Contracting, Facilities & Administrative Services, Contracting Group, 1900 E Street, N.W., Room 1342, Washington, DC, 20415-7710, UNITED STATES
- ZIP Code
- 20415-7710
- Solicitation Number
- OPM0408Q0003
- Response Due
- 12/14/2007
- Point of Contact
- Vernon Cooper, Contract Specialist, Phone 202-606-4356, Fax 202-606-1464
- E-Mail Address
-
vernon.cooper@opm.gov
- Description
- This is a combined synopsis/solicitation for commercial service prepared in accordance with Federal Acquisition Regulation (FAR) Subpart 12.102 (g) and in the format in 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 Solicitation number is: OPM0408Q00003 and is issued as a Request for Quotations (RFQ). This solicitation document incorporates all mandatory commercial item provisions and clauses that are in effect through Federal Acquisition Circular (FAC) 05-21 dated December 7, 2007. This procurement is unrestricted, allowing both large and small business to submit quotations. The following are incorporated by reference: FAR 52.212-1, Instructions to Offerors-Commercial Items (to be submitted with quotation); 52.212-2, Evaluation-Commercial Items; FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (An offeror shall complete only paragraph (j) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (b) through (i) of this provision.) FAR 52,212-4. FAR Clauses 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items with the following clauses applicable: FAR 52.222-3 Convict Labor; 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and other Eligible Veterans; 52.222.36 Affirmative Action for Workers with Disabilities; 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; 52.225-1 Buy American Act-Supplies; 52.232-36 Payment by Third Party. FAR 37.107 1965; The Service Contract Act of 1965 (41 U.S.C. 351-357) provides for minimum wages and fringe benefits as well as other conditions of work under certain types of service contracts. The full text of FAR references may be accessed electronically at website http://www.acqnet.gov. Quotations in response to this RFQ shall be accepted up to: 3:00 pm December 14, 2007. Along with quotations, in the format detailed below, all offerors shall be required to submit Offeror Representations and Certifications, Commercial Items, and at least three references; the provided information regarding references shall include vendor name, vendor address, contact individual, phone number for contact, type of service, and length of service. Please email the Contracting Officer for 1: Offeror Representations and Certifications; and 2: Past performance reference request form. Only written requests for additional information will be accepted. Notification of any changes shall be made only on the internet. Quotations submitted in response to this notice shall include the solicitation number in the subject line and be signed, dated and submitted via email to vernon.cooper@opm.gov. Vendors not registered in the Central Contractor Registration (CCR) database at the time the requirement is to be awarded will not be considered. Vendors may register with CCR by calling 1-888-227-2423 or (269) 961-5757, or by accessing www.ccr.gov. For a full-text copy of the RFQ, please contact Vernon Cooper at (202)606-4356 or vernon.cooper@opm.gov. PERFORMANCE WORK STATEMENT Purpose of Event The purpose of this procurement is to establish a firm fixed price purchase order that will enable the Office of Personnel Management?s (OPM) ASMG to hold its 2008 USA Staffing Training Conference. This is a four day training event to provide user training to Human Resources (HR) personnel from federal agencies throughout the United States. Location of Event THE SITE SELECTED FOR THIS 2008 USASTAFFING TRAINING CONFERENCE WILL BE IN THE MIAMI, FLORIDA area. The facility must have easy access to bus, limousine, taxi, shuttles, rail or other transportation to facilitate easy airport connections. The facility should preferably be located in or near the downtown metropolitan area, be a full service hotel, and near outside entertainment (restaurants, shopping, movie theaters, etc.). There must be alternative restaurants and other eating facilities available within or outside the facility, appropriate to meet the diverse needs of approximately 300 people and within reasonable walking/driving distance of the facility. It is preferred that the conference to be self contained in one area. Training Event Duration The Training Event will be four days in duration and must begin and end between Tuesday and Friday. Training classes will be from 8:00 a.m. to 5:00 p.m. Tuesday -Thursday, 8 to noon Friday. Conference Timing Requirements: The preferred dates for the Event are shown below: 1st choice: April 20 - 25, 2008 2nd choice: May 12 - 16, 2008 Lodging: Government Per Diem Rates of $_____ Staff: Advance team of 3 will be arriving on the Saturday before the week of the conference to oversee preparations/setups of labs and will remain during the conference leaving Saturday the day after to oversee dismantling of the labs. Attendance: Approximately 250 -300 attendees staying for four (4) nights arriving Monday and leaving Friday. May require ability to grow and accommodate 300 -350 / night. (Request rate availability three (3) days pre & post) Guest Room Requirements The contractor must guarantee a block of rooms for overnight accommodations for the participants at the government per diem rate. THE FACILITY MUST BE FULLY ACCESSIBLE TO THE HANDICAPPED. The rooms must have air conditioning, private baths, telephones, TVs, etc. Guest room requirements are: Contractor must guarantee a block of overnight accommodations for an estimated 300 rooms on the evening of the day preceding day 1 and all days for attendees, OPM staff, and instructors. Accommodations for all participants must be at the contractor?s facility. If sufficient guestrooms are not available at the facility, the host facility will be responsible for arranging additional rooms of comparable quality and at the same rate. It is preferred that the host facility arrange registration for participants staying in overflow facilities. If an overflow facility is used, shuttle service must be provided between the contractor?s facility and hotels with overflow guests. Attendees will be responsible for making their own room arrangements. OPM staff and instructor overnight accommodations will be made from a rooming list, provided by OPM. Attendees and OPM staff will be responsible for paying for their own room arrangements. Registration/Check-in/Information Area The contractor shall provide a registration area preferably built-in registration area within, outside and/or adjacent to the Conference space to accommodate registration for approximately 300 participants. A house phone shall be located at one of the registration tables and a message board should be near the phone. The registration area shall be (pre-established setup or pre-equipped) large enough to accommodate one eight foot display table and up to 6 chairs, two six foot tables for material distribution, and space for a photo copier. The tables used shall have cloth covering. Administrative office space (command center) with office equipment (Xerox, computer, printer, etc.) to use throughout the conference large enough for 15 people. Meeting Requirements Room Capacity and Setup: General Session: room to accommodate 250 (Classroom setting, Crescent Rounds, or lecture (comfortable chairs) with table clothes and platform (high rise) for speaker) session will start on Tuesday AM, Wednesday AM, Thursday AM and & Friday AM opening morning sessions. May require ability to grow and accommodate 300 -350 attendees. 5 Breakout Rooms: Classroom / Crescent rounds with table clothes, accommodating 40 - 50 attendees each daily Tuesday, Wednesday, & Thursday May require ability to grow and accommodate to the capacity of 50 - 60 each. Suggested Rooms: ______ 3 Computer Labs: Classroom setup with table clothes accommodating 30 - 40 each 2 / 6 foot tables with table clothes. [Tuesday, Wednesday, & Thursday] May require ability to grow and accommodate to the capacity of 62 each. Computers will need to be setup 24 hours in advance and tested before 5:00 p.m. on Monday before conference. Extra equipment should be on hand in case of malfunction. NOTE: It is anticipated that an LCD projector and Screen will be required in each room each day, for a total of 9 as currently projected with a potential usage of 4 additional if the conference were to grow significantly. Additionally, it is anticipated that microphones will be utilized in each of the rooms utilized, 8 - 12 rooms. NOTE: OPM reserves the right to bring and utilize equipment and materials to assist in any facilitation of the training conference. A work station and computer will be furnished while contractor is on-site. Banquet Services The contractor shall provide: Continental breakfast each morning consisting of rolls, Danish, bagels, fresh fruit, juice, coffee (regular and decaffeinated), and tea. OPM will be responsible for this payment. Mid-morning and mid-afternoon breaks: Coffee breaks should include coffee (regular and decaffeinated), hot tea, and sodas in the mornings. An assortment of beverages; such as, hot tea, iced tea, lemonade, soda, water and a snack (granola bars, cookies, etc) in the afternoon. OPM will be responsible for the payment of these break refreshments. A range of readily-available eating options (within the Government per diem allowance) at the facility or area adjacent to the facility must be available to accommodate: All participants and instructors for lunch (within the 1-hour lunch break) during the training sessions, two double buffets may be considered. Participants will be responsible for paying for these meals. Reception for all participants and instructors for the evening of the day before or first day of the training conference. OPM will pay for this reception. NOTE: All meals must be able to accommodate dietary needs of attendees - e.g. low salt, vegetarian, kosher, etc. Food & Beverage: Monday Evening : [Reception (themed) for 250 - possibility of 350 with early check in registration]. Cash bar and hors-d?oeuvres. Tuesday - Friday AM: [Continental Breakfast, AM beverage refreshments all attendees]. Tuesday - Thursday PM: [PM Beverage Break w / snack for all attendees] Tuesday - Thursday Noon: [Noon Lunch for all attendees within the 1-hour lunch break] Additional Facility and Room Needs: The Contractor must have a registration area adjacent to the training rooms to accommodate registration for the training participants. The area must include proper wiring for a computer, printer, and any other office equipment needed for registration. House telephones must be located at one of the registration tables and a message board must be near the telephones. The registration area must also be large enough to accommodate registration that should be composed of two six-foot tables side by side and up to 4 chairs. The tables must have cloth covering. The lobby or other open area with informal seating needs to be available where training attendees can meet informally for networking before or after training sessions. Contractor must be able to provide an American sign language interpreter if needed. Rooms required for OPM staff use are required as follows: One storage room or other room large enough to accommodate 100-125 boxes of training materials and supplies. This room should be available 4 calendar days prior to the opening of the training for receipt and storage of the materials. Equipment Needs Equipment needs for each training room are anticipated to be: lectern with microphone; screen; tables for equipment set up; easels with pads and markers; and an easel outside each room for signage. This equipment needs to be available the entire four days of the training. The exact quantity and mix of training equipment will be supplied before the training begins. Reader boards available to show scheduled events, times and room name and/or locations placed in lobbies and rooms to be used. Sample of Equipment Needs for each room One General Session: 250 - 350 attendees, Crescent Round or Class Room (each day) Suggested Room: ________ - platform (high rise) for speaker) - LCD Projector w / support package, for dual screen presentation (stand / cart / table large enough to accommodate an LCD Projector, power strip long enough to reach electrical socket from stand, surge protector, cables) - 1 or up to 2 screens for preferred visual for 250 to 300 attendances - 1 Laptop for above - Internet Access - 1 Podium w/ Mic * - 6 Wired Mic?s for Panel Discussion - 2 Wireless Hand held for Audience questions * - 1 Wireless Lav (lapel microphone) for speaker * - Mixer for above * - Laptop Computer w/ support package (stand / cart / table large enough to accommodate laptop, power strip long enough to reach electrical socket from stand, surge protector, cables) - Speaker table (with table clothes) with up to 6 chairs - Easel to be placed outside each room for signage Provide the discounted cost for each of the above (individually) per day. Surcharge on the above is _______ % Provide the Labor / Technician Charges, if required, for each of the above. * The microphones listed, six (6) are a worst case scenario; individual prices will allow the client, after determining each days requirements to determine the AV cost for each specific day. Sign language/interpreting services must be made available by the contractor. Three Computer Labs: (Identify rooms recommended) 30 to 40 Computers each - Discounted Cost per Computer = $ ______ May require ability to grow and accommodate to the capacity of 62 each. Suggested Rooms: _________ Computers will need to be setup 24 hours in advance and tested before 5:00 p.m. on Monday before conference. Extra equipment should be on hand in case of malfunction. - 1 Instructor Station Lectern Computer - LCD Projector w / support package, for dual screen presentation (stand / cart / table large enough to accommodate an LCD Projector, power strip long enough to reach electrical socket from stand, surge protector, cables) - 1 screen - Internet Access - Speaker table with up to 2 chairs - 1 Podium w/ Mic * - 1 Wireless Lav (lapel microphone) for speaker * - Laptop Computer w/ support package (stand / cart / table large enough to accommodate laptop, power strip long enough to reach electrical socket from stand, surge protector, cables) - Cables - Power strip with long enough cord to reach socket to table - Surge protector - Speaker table (with table clothes) with up to 2 chairs - Easel to be placed outside each room for signage - Laptop Computers to accommodate the 3 computer labs ? Each Computer will require the following: Hardware - - Wireless-G capability (Each Laptop to connect wirelessly to the router) - 80GB to 160GB drive capacity - 1GB memory - 1.6 GHz or faster for processor - External bus mouse - Mouse option on keyboard Software - - Windows XP with patches - Microsoft Windows XP SP2 with all available Microsoft security patches installed - Internet Explorer version 6.x with all available IE6 patches installed - Internet Explorer 6.x or greater - Anti-virus software with latest update definitions - Anti-spy ware software with latest update definitions Hotel Server and Network - 10/100/1000 MHz wired Ethernet adapter and an 802.11g wireless adapter - Router and Server - G router and server (connected via a cable to the router for stability and speed Provide the discounted cost for each of the above (individually) per day. Surcharge on the above is _______ % Provide the Labor / Technician Charges, if required, for each of the above. Total Discounted Cost of Internet Connections / day will be $ ___________. Five Breakout Sessions - Crescent Rounds or Class Room, 40 - 50 each (daily) May require ability to grow and accommodate to the capacity of 50 - 60 each. Suggested Rooms: _________ - LCD Projector w / support package, for dual screen presentation (stand / cart / table large enough to accommodate an LCD Projector, power strip long enough to reach electrical socket from stand, surge protector, cables) - Laptop Computer w/ support package (stand / cart / table large enough to accommodate laptop, power strip long enough to reach electrical socket from stand, surge protector, cables) - 1 screen - Internet Access - Speaker table with up to 2 chairs - 1 Podium w/ Mic * - 1 Wireless Lav (lapel microphone) for speaker * - Laptop Computer w/ support package (stand / cart / table large enough to accommodate laptop, power strip long enough to reach electrical socket from stand, surge protector, cables) - Speaker table (with table clothes) with up to 2 chairs - Easel to be placed outside each room for signage - Cables - Power strip with long enough cord to reach socket to table - Surge protector - Two flip charts with easels and markers - Easel to be placed outside each room for signage Provide the discounted cost for each of the above (individually) per day. Surcharge on the above is _______ % Provide the Labor / Technician Charges, if required, for each of the above. **The microphones listed, six (6) are a worst case scenario; individual prices will allow the client, after determining the exact requirements for each breakout to determine the AV cost for each specific breakout. NOTE: It is anticipated that an LCD and Screen will be required in each room each day, for a total of 9 as currently projected with a potential usage of 4 additional if the conference were to grow significantly. Additionally, it is anticipated that microphones will be utilized in each of the rooms utilized. NOTE: OPM reserves the right to bring and utilize equipment and materials to assist in any facilitation of the training conference. A work station and computer will be furnished while contractor is on-site. Transportation Requirements The facility must be accessible to the public (including persons with disabilities) and have parking in the building or nearby. Additional Services Parking should be available for attendees and OPM staff. The Government's preference is for free parking or, at a minimum, reduced rate parking. The Contractor must have Business Center accommodations or other such service available to participants for mailing training materials back to their offices. This could include FedEx service or other mail service complete with packaging equipment (envelopes, boxes, labels, tape, etc.). Many participants attend five separate workshops during the training week and can receive five rather large notebooks of materials. Pricing and Discounts Consideration will be given to facilities that include additional services or discounts as part of the contract. Proposal Instructions Offerors should address in their technical proposal how they would provide (directly or through other means) the services described.The technical proposal shall be organized as shown below: 1) A complete description of the proposed Conference site, including: a) Visuals (photographs or photographs in brochures or other materials) of the site and bedrooms, classroom and meeting rooms, dining, break/lounge areas, fitness, and other major Conference/site facilities; b) Services available in each room proposed for use, including bedrooms, Conference/meeting space, dining/breakout space, fitness space, etc; and c) Floor layouts of all meeting/Conference space proposed, including room dimensions and the location of any visual obstructions in any room. 2) A complete description of how the Offeror will meet the specifications; 3) A description of the food/beverage service proposed including sample menus and break service items proposed. Proposal should also address activities, entertainment and dining opportunities in the area; 4) A description of the extent and manner in which the proposed site is accessible to people with disabilities and should also provide information regarding availability of sign language interrupters in the area; 5) Directions and information about how to get to the site from nearby airports; 6) Provide names, organizations, and contact information for recent clients who have held similar events at the facility; 7) Describe your room cancellation policy before and during occupancy; 8) An office area with storage space will be required by the client; 9) Comp room policy, (Comp Rooms not utilized credited to the master account to assist with payment for conference Food & Beverage expenses); 10) Upgrades for Distinguished Guests; 11) Proposal ?must address all potential dates? as listed, if not available, please state not available. 12) Proposal must address ability to accommodate potential growth. (2) QUALITY ASSURANCE SURVEILLANCE PLAN (a) Introduction This Quality Assurance Surveillance Plan (QASP) was developed to evaluate Contractor actions while implementing this Performance-Based Work Statement. It is designed to provide an effective surveillance method of monitoring Contractor performance for each listed objective. This QASP is based on the premise that the Government desires to maintain a quality standard in the provision of all necessary supplies and services to ensure a successful conference. The Contractor, and not the Government, is responsible for all management and quality control actions to meet the terms of the contract. The role of the Government is to monitor quality assurance to ensure all contract standards are achieved. In this contract the quality control program is the driver for product quality. Under the terms of the contract, the Contractor is required to develop a comprehensive program of self inspections and self monitoring of its actions. The first major step to ensuring a "self-correcting" contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success. Once the quality control program is approved by OPM, careful application of the process and standards presented in the remainder of this document will ensure a robust assurance program. (b) Quality Assurance Surveillance Plan REQUIRED SERVICE PERFORMANCE STANDARD METHOD OF SURVEILLANCE INCENTIVE/DISINCENTIVE Timeliness All products, services and items shall be delivered within established timeframes Visual Incentive: Outstanding performance rating Disincentive: OPM elects not to consider contractor for future requirements Consistency to Requirements All products, services and items shall satisfy the requirements of the contract/order Visual Incentive: Outstanding performance rating Disincentive: OPM elects not to consider contractor for future requirements Surveillance and Monitoring; An agency representative will monitor performance by a system of inspection and random sampling, any complaints received from OPM personnel will be passed on to the Contractor for correction. DOCUMENT CONTINUED - Due to space limitations, this document is continued on AMENDMENT 01. NOTE: THIS NOTICE MAY HAVE POSTED ON FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (30-NOV-2007). IT ACTUALLY APPEARED OR REAPPEARED ON THE FEDBIZOPPS SYSTEM ON 14-JAN-2008, BUT REAPPEARED IN THE FTP FEED FOR THIS POSTING DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.fbo.gov/spg/OPM/OCAS/CD/OPM0408Q0003/listing.html)
- Place of Performance
- Address: Site to be determined in Miami, FL
- Zip Code: 12345
- Country: UNITED STATES
- Zip Code: 12345
- Record
- SN01485319-F 20080116/080114231456 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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