SOLICITATION NOTICE
X -- Conference Space to support the American Recovery and Reinvestment Act of 2009 initiatives.
- Notice Date
- 4/16/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Housing and Urban Development, OCPO, Office of Support Operations, Office of Support Operations, NO, 451 7th Street S.W., Washington, District of Columbia, 20410, United States
- ZIP Code
- 20410
- Solicitation Number
- R9DOT-0007
- Archive Date
- 5/4/2009
- Point of Contact
- Gerald L. Fairbanks, Phone: 2024027167
- E-Mail Address
-
gerald.l.fairbanks@hud.gov
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for non-personal services in support of the American Recovery and Reinvestment Act of 2009. Required services include meeting rooms and miscellaneous support during the period from April 29- July 10, 2009 in various locations. This requirement is prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; Interested parties must respond with a proposal for the even NLT 1600 Sunday 19 April 2009; a written solicitation will not be issued. Solicitation R9DOT-0007 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-24. The NAICS code for this procurement is 721110. The Department of Housing and Urban Development (HUD) anticipates award of a Firm-Fixed Contract. This procurement will be awarded based on low price technically acceptable quote. All responses, inquires and concerns must be emailed to gerald.l.fairbanks@hud.gov, with the reference control number R9DOT-0007 in the Subject Line. American Recovery and Reinvestment Act of 2009 (ARRA) 1.0 INTRODUCTION This order is for non-personal services in support of the American Recovery and Reinvestment Act of 2009. Required services include meeting rooms and miscellaneous support during the period from April 29- July 10, 2009. The following anticipated dates and locations will be required: Seattle, WA, May 6-7 or 7-8 Los Angeles, CA, May 12-13 or 13-14 or 14-15 Miami, FL, May 20-21 or 21-22 New York, NY, June 24-25 or 25-26 Chicago, IL, June 2-3 or 3-4 or 4-5 Boston, MA, June 9-10 or 10-11 or 11-12 Atlanta, GA, June 16-17 or 17-18 or 18-19 Washington, DC, July 8-9 or 9-10 2.0 BACKGROUND In February 2009, as part of the American Recovery and Reinvestment Act of 2009 (ARRA), HUD is implementing a new program, Homelessness Prevention and Rapid Re-housing Program (HPRP). Pursuant to ARRA requirements, HUD published a Notice informing grantees and other interested stakeholders of the process for receiving funds as well as programmatic definitions, eligibility criteria, reporting requirements, etc. HUD will host nine program kickoff meetings in various cities around the country between April and June to further inform interested stakeholders about HPRP program requirements. 3.0 COURSE The HPRP Kickoff meetings are designed to provide attendees with the information and guidance necessary for grantees and subgrantees to develop and implement HPRP projects that meet the needs of their communities and customers while being cost-effective. These meetings provide an opportunity for attendees to hear directly from HUD staff as well as representatives in communities that have implemented prevention or rapid re-housing programs. Attendees will be able to ask questions of both HUD staff and the community representatives. The second day of the meeting will provide an opportunity for attendees to understand how their local Homeless Management Information System (HMIS) should be used to collect client-level data, how data can be used for community planning efforts, how HUD will use the data for Departmental Recovery Act reports and the Annual Homeless Assessment Report (AHAR). OBJECTIVE Attendees will increase knowledge and understanding in the following HPRP areas: •Fund obligation and expenditure requirements •Reporting requirements •Eligible participants and activities •Key points for developing and implementing effective HPRP projects 4.0 SCOPE: The vendor shall provide lodging for up to 8 participants at the government rate for the night before and the night after the training session and conference facilities for up to 350 participants. Light snacks or refreshments may also be required. See paragraph 6 below for details. 5.0 LODGING ROOMS AND CONFERENCE ROOMS: 5.1 Lodging: Check-in will begin not later than Noon on the day before. Check-out shall be completed no later than 12 noon on the day of conference. A secure baggage room shall be available upon check-out for the convenience of the conference participants. Requirements are: 5.1.1 For the period two nights, reserve/furnish 8 single sleeping rooms, which are to be paid by the participants and shall not be charged to the Government. 5.1.2 Amenities normally provided in rooms and charged to the occupant on a usage basis (e.g., telephone, mini-bar, movies, sometimes parking) are not a part of this contract and shall not be charged to the Government. The vendor shall make arrangements with each participant to collect these fees directly from the participant. 5.2 Conference Rooms: The following room is required for this activity: Day One - One large conference room large enough to accommodate 350 participants in rounds (with seating on the ½ of the table) and four breakout rooms for 100 participants each rooms: AM breakout classroom style; PM breakouts Rounds. Registration table outside of meeting room for 5 people. Day Two – 2 Large Breakouts for 150 participants each in classroom style. Drinking glasses and water shall be provided on side tables in each room in sufficient quantities to accommodate the number of participants scheduled to use the room on any given day. Water supplies shall be replenished during lunch break each day the room is scheduled for use. 5.2.1 The large conference room is required for one day – day one from 7:30am to 5:30pm.Breakout rooms – 9:00-4:00pm from April – July 2009. The large room shall be arranged so that all 350 members of the audience will be seated comfortably (rounds ½ moons) facing the speaker with an unobstructed view of the speaker and 4 breakout room for 100 participants each on both days. The main conference room shall be equipped with a speaker’s podium, a podium microphone, one lapel microphone, handheld microphone, Channel Mixer, LCD Projector, 2 large screen, a wireless mouse, instructor table for six and one table in back of room for materials. AM Breakouts set-up should be classroom style. PM Breakouts should be Rounds style. Breakouts shall be equipped with a speaker’s podium, a podium microphone, one lapel microphone, LCD Projector, screen, a wireless mouse, instructor table for three. Registration table for five, electric outlet for printer and storage space for boxes of binders and two easel in registration area and one outside ballroom. Day two from 7:30 – 1:00pm, No Conference jus two large breakouts for 150 participants each in classroom style facing the speaker with an unobstructed view of the speaker. Each breakout shall be equipped with speaker’s podium, a podium microphone, one lapel microphone, Channel Mixer, LCD Projector, 1 large screen, a wireless mouse, instructor table for 4. Registration table for five, electric outlet for printer. Two easels in registration area and one outside each breakout room. SUMMARY OF CONFERENCE ROOM REQUIREMENTS DATE# ROOMS# PEOPLEREQUIREMENTS April - July 2009 Day One - 1 Conference Room 350 participants and 4 breakouts 100 participants The room shall be arranged so that all 350 members of the audience will be seated comfortably (rounds ½ moons) facing the speaker with an unobstructed view of the speaker and 4 breakout room for 100 participants each on both days. The main conference room shall be equipped with a speaker’s podium, a podium microphone, one lapel microphone, handheld microphone, Channel Mixer, LCD Projector, 2 large screen, a wireless mouse, instructor table for six and one table in back of room for materials. AM Breakouts set-up should be classroom style. PM Breakouts should be Rounds style. Breakouts shall be equipped with a speaker’s podium, a podium microphone, one lapel microphone, LCD Projector, screen, a wireless mouse, instructor table for three. Registration table for five, electric outlet for printer. Two easel in registration area and one outside ballroom. Day Two – 2 large breakouts 150 each room Each room shall be equipped with a set-up for 150 participants each in classroom style facing the speaker with an unobstructed view of the speaker. Each breakout shall be equipped with speaker’s podium, a podium microphone, one lapel microphone, Channel Mixer, LCD Projector, 1 large screen, a wireless mouse, instructor table for 4. Registration table for five, electric outlet for printer. Two easel in registration area and one outside each breakout room. 6.0 LIGHT SNACKS OR REFRESHMENTS: The Government recognizes that industry practice regarding the pricing of light snacks or refreshments varies from vendor-to-vendor. Therefore, in order to facilitate the use of a uniform statement of work, this paragraph 6 is subdivided to accommodate different pricing policies and to accommodate the fact that the Government’s authority to contract for meals and/or refreshments is dependent upon the specific circumstances of each event. Therefore, when reading this paragraph 6 and its subparagraphs, the vendor shall interpret any subparagraph not containing dates and/or quantities as a subparagraph that does not apply to this contract. 6.1 Meals Separately Priced and Included in the Price of this Contract: 6.1.2 Refreshments: Morning refreshments shall include coffee (regular and decaf), tea, water, and sufficient quantities to serve the following participants; Day One: 350 Refreshments Day One: Working Lunch – Box Lunches for 350 Afternoon refreshments shall include sodas, water, sufficient quantities to serve the following participants; Day One: 350 Refreshments 6.2 Meals and/or Refreshments Not Separately Priced and Provided Either on a Complimentary Basis or as Part of the Vendor’s Conference Package: The vendor shall provide meals and/or refreshments in accordance with the vendor’s quote. The parts of the quote that address meals and/or refreshments provided on a complimentary basis or as a non-severable part of the vendor’s conference package are hereby incorporated into this subparagraph 6.2. Statement of Need Conference Room Day One: A large conference room is required to accommodate up to 350 participants and four breakout rooms to accommodate 100 participants each (AM is to be set classroom and PM is to be set rounds). Day Two: Two large breakout rooms are required to accommodate up to 150 participants each in classroom style. AV Equipment The following AV is required per conference room. Wireless Lapel Handheld microphone Channel Mixer LCD Projector 2 Large Screens Wireless Mouse Lodging Lodging will be required for up to 8 participants for two nights and will be paid by the individual participants. Check in will begin NLT 12 noon on the specified start date of the conference. No cost of the room or amenities associated with the individual rooms will be paid by the government through this contract. ***See the attached conference agenda for time specifications*** Refreshment Requirements Morning refreshments shall include for both days coffee (regular and decaf) – 20 gallons Assorted Muffins Croissants, and Danish – 50 dozen Afternoon refreshments shall include (day one only) sodas, water, sufficient quantities to serve the following participants; Quantities NTE 350 Cookies – 50 dozen Boxed lunch for 350 participants (day one only) TERMS AND CONDITIONS The following clauses and provisions apply to this solicitation: Incorporated by reference are Federal Acquisition Regulations (FAR) 52.203-15 Whistleblower Protections; 52.204-11, American Recovery and Reinvestment Act-Reporting Requirements; 52.212-1, Instructions to Offeror-Commercial Items; 52.212-2, Evaluation-Commercial Items: Paragraph (a); 52.213-4, Terms and Conditions-Simplified Acquisitions. The following factor(s) shall be used to evaluate offers: Price; FAR 52.212-3, Offeror Representation and Certifications-Commercial Items; FAR 52-212-4, Contract Terms and Conditions-Commercial Items; FAR 52.212-5, Contract Terms and Conditions-Commercial Items Required to Implement Statutes or Executive Orders-Commercial Items. Additional FAR clauses apply. Quotation shall also include the following information: 1. Request for Quotation (RFQ) Number. 2. Time specified for receipt of offers. 3. Name, address, and telephone number of offeror. 4. A completed copy of the representative and certifications at FAR 52.212-3 Alt. 1. 5. Prospective contractors must be registered in the Central Contractor Registration (CCR) database. Information regarding CCR requirements may be obtained at www.ccr.gov. or calling 1-888-227-2423. 6. The offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. 7. Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt shall not be considered. All responsible small business sources may submit a quotation, which, if received prior to the expiration of the deadline, shall be considered by this agency. The solicitation will be available solely through the General Services Administration’s Federal Business Opportunities web site http://www.fedbizopps.gov. Hard copies of the solicitation will not be available. The web site provides downloading instructions. All future information regarding this acquisition, including solicitation amendments, will also be distributed solely through this web site. Interested parties are responsible for monitoring the web site to ensure they have the most up to date information regarding this acquisition. The point of contact for inquiries and clarifications is Gerald Fairbanks, Contract Specialist, U.S. Department of Housing and Urban Development, Office of the Chief Procurement Officer, 451 7th Street S.W., Room 5256 Washington, D.C. 20410. The point of contact can be reached at (202) 402 7167 and receive a fax at (202) 401 2032. No collect calls will be accepted. No telephone calls for solicitations will be accepted. End of Synopsis
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=73c00a6e689655be2cb73ea035b06d84&tab=core&_cview=1)
- Place of Performance
- Address: See SOW, United States
- Record
- SN01795172-W 20090418/090416222335-73c00a6e689655be2cb73ea035b06d84 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |