SOLICITATION NOTICE
X -- Field Supervisors Conference - Field Supervisors Conference
- Notice Date
- 4/22/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- National Labor Relations Board, Division of Administration, Procurement and Facilities Branch, 1099 14th Street, N.W., Washington, District of Columbia, 20570
- ZIP Code
- 20570
- Solicitation Number
- NLRB-FSC-2009
- Archive Date
- 5/30/2009
- Point of Contact
- Ebony Fultz,, Phone: 202-273-0731, Sharone Dixon,, Phone: 202-273-4040
- E-Mail Address
-
Ebony.Fultz@NLRB.gov, Sharone.Dixon@nlrb.gov
- Small Business Set-Aside
- N/A
- Description
- Supervisors Conference This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in Federal Acquisition Regulations (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as Request for Proposal (RFP) # NLRB-FSC-2009, when responding to this notice. This RFP will result in the award of a Firm Fixed Price contract for hotel lodging, catering, and conference rooms for the National Labor Relations Board’s Field Supervisors Conference. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-32, effective March 31, 2009. The National Labor Relations Board is located at 1099 14th Street, N.W., Washington, D.C. 20570. The period of performance is for a five (5) day period in the month of July. (The offeror should propose one or more 4-day periods, within the month of July 2009. The following mandatory requirements must be met for an offer to be considered. The hotel must be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. Seq.), and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.) Conference accommodations for about 150 individuals, which includes providing approximately 120 sleeping rooms at or below the government per diem rate for a four day period, beginning on Monday. Food and beverage services as described below. Conference Rooms include one (1) general session room to accommodate approximately 150 individuals as well as a LCD Projector package, one (1) flip chart package and WIFI; eight (8) breakout rooms to accommodate 10-15 individuals each and WIFI in each room and one (1) mobile LCD projector package and one (1) mobile flip chart package for use in any of the eight (8) breakout rooms; one (1) administrative office for use by the planning staff to include tables, chairs set up as outlined below, with two (2) telephone lines for direct in-coming and out-going calls, and access to three (3) high speed internet connections; as well as one (1) hospitality room that includes kitchen facilities and couches, chairs and tables as outlined below in the section titled meeting space. Conference Dates: July 13 through July 17, 2009 OR July 20 through July 24, 2009. The conference dates will be determined based on availability. Property Details: The hotel must provide conference accommodations (meeting rooms and related services) for approximately 150 individuals, lodging for approximately 120 people, and Daily/Overnight self-parking on Days One through Five available for up to 40 people. It must be located in downtown Washington, DC, within walking distances of NLRB Headquarters at 1099 14th St. NW, Washington, DC. The hotel should be within walking distance of a variety of restaurants. Participants: Approximately 150 total participants: Field Supervisors from each of the Regional, Sub-Regional, and Resident Offices, NLRB Managers from the Board and General Counsel’s divisions, and outside instructors. Requirements: Hotel Lodging: Lodging will be selected for one location only in downtown Washington, D.C. within walking distance of NLRB headquarters at 1099 14th Street, NW and metro stations. Monday July 13, 2009 through Friday July 17, 2009 120 sleeping rooms OR Monday July 20, 2009 through Friday July 24, 2009 120 sleeping rooms Conference Format: Attendees will be checking-in on Monday afternoon, and checking-out on Friday morning. Late check-out for about 40 participants. Office and Registration Area One (1) lockable office which can be used to hold small meetings for the conference planning staff of five (5) individuals and also be used to store conference materials such as AV equipment, easels etc.). This space must be available beginning at 12pm on Day One, and on 24-hour hold through conclusion of conference at 12pm on Day Five. (** Room must be able to accommodate 5 tables with chairs, arranged around the perimeter of the room, and have two (2) telephone lines for direct in-coming and out-going calls, and access to three (3) high-speed internet connections.) One (1) registration area set up near/adjacent to the general session room. Two (2) tables skirted, four (4) chairs and two waste receptacles. Registration area is to be set up/available by 12 pm on Day One, and remain set-up and available through conclusion of conference at 12pm on Day Five. Meeting Space One (1) General Session Room *spacious, square shape room required* - room large enough to accommodate 150 people set in crescent-round style seating, (6 people per round table), reserved faculty table in front of room with seating for six (6), and staff table in back of room with seating for (6). (**Room must be large enough to accommodate LCD Projector package (to include LCD projector, screen, AV cart, multi-plug extension cord, at least four “lavalier“ microphone, two wireless microphones, two stationary microphones, and audio sound system) and one (1) flipchart packages (easel, markers and post-it type flip chart paper) and WIFI. This room may also be used as a breakout room for two (2) groups. Eight (8) Additional Breakout Rooms – each room large enough to accommodate 10 – 15 people each, set in hollow rectangular shaped style. (**Rooms must be large enough to accommodate LCD Projector package (to include LCD projector, screen, AV cart, multi-plug extension cord and audio sound system) and one (1) flipchart package (easel, markers and post-it type flip chart paper) and WIFI. One (1) Hospitality Room to be used to hold brainstorming and networking sessions for participants between trainings and in evenings – room large enough to accommodate 10-15 people. ** Room must have kitchen facilities including a refrigerator and sink, dining table with at least six (6) dining chairs, couch/sofa, coffee table and two (2) cushioned sofa chairs. All eleven (11) of the rooms described above are to be set up/available by 12 pm on Day One, and remain set-up and available through conclusion of conference at 12pm on Day Five. NOTE: Government reserves the right to hire an outside audio visual company without any penalties incurred as part of the fair practice procurement regulations. Awards Ceremony: Day One One (1) room large enough to accommodate 150 people. Hor d’oeurves and a cash bar from 6:00 – 8:00 p.m. A standing podium with microphone, and two (2) skirted tables’ set-up at one end of room. Please provide menus and pricing. **The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Anticipated light refreshments: Days One through Day Five. Please provide menus and pricing. **The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. oContinental breakfast on Days Two through Five. oMid-morning replenishment of beverages on Days Two, Three and Four. oAfternoon refreshments on Days One through Four. Proposals submitted in response to this RFP must be receive no later than 3:00 pm ET, Friday, May 8, 2009. Proposals can be submitted via e-mail or post office mail. All proposal documents shall be received no later than the due date and time. Proposals submitted by post office mail shall be mailed to the following location: National Labor Relations Board Procurement and Facilities Branch 1099 14th Street, N.W., Room 6100 Washington, D.C. 20570 To assure that your package arrives at the proper place on time and to prevent opening by unauthorized individuals, your proposal must be identified on the envelope or wrapper as follows: Proposal submitted in response to RFP #. NLRB-FSC-2009 Contracting Officer: Ebony Fultz Due Date 3:00 pm ET on Friday, May 15, 2009 Proposals received after the time and date specified above will not be accepted. CLIN 0001Hotel Lodging located in downtown; Washington, D.C. for 120 CLIN 0002Meeting Space to accommodate approximately 150 individuals as described in the Meeting Space Section above CLIN 0002AOne (1) General Session Room; CLIN 0002BEight (8) Breakout rooms; CLIN 0002COffice/Registration Area CLIN 0002DOne (1) Hospitality Room CLIN 0003Food and Beverage Services oHor d’oeurves to be served at the Awards Ceremony on Day One oContinental breakfast for approximately 150 individuals on Days Two through Five oMid-morning replenishment of beverages on Days Two through Four oAfternoon refreshments on Days One through Four CLIN 0004Audio Visual and Flipchart Equipment APLICABLE PROVISIONS: The following clauses apply to this acquisition and are incorporated by reference. These clauses can be read in their entirety at www.arnet.gov. The Contracting Officer, upon request, shall provide the full text of any provision or clause incorporated by reference. 52.212-1 Instructions to Offerors—Commercial Items (June 2008); 52.212-2 Evaluation Commercial Items (Jan 1999) 52.212-3 Offeror Representations and Certifications—Commercial Items (FEB 2009;) (**The contractor is responsible for including a complete copy of the Representations and Certifications with their offer or indicate certifications in ORCA at https://orca@bpn.gov). 52.212-4 Contract Terms and Conditions—Commercial Items (OCT 2008); 52.212-5 Contract Terms and Conditions required to implement statues or executive orders – commercial items (Mar 2009) The following additional FAR clauses cited in this clause are applicable: 52.222-50 Combating Trafficking in Persons (Feb 2009) 52.222-3 Convict Labor (June 2003) 52.222-19 Child Labor-Cooperation with Authorities and Remedies (Feb 2008 52.222-21 Prohibition of Segregated Facilities (Feb 1999) 52.222-26 Equal Opportunity (Mar 2007) 52.222-36 Affirmative Action for Workers with Disabilities (Jun 1998) 52.222-41 Service Contract Act 0f 1965 (Nov 2007) 52.222-43 Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multiple Year and Option Contracts) (Nov 2006) 52.225-13 Restrictions on Certain Foreign Purchases (June 2008) 52.232-33 Payment by Electronic Funds Transfer – Central Contractor Registration (Oct 2002) 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004) 52.232-35 Designation of Office for Government Receipt of Electronic Funds Transfer Information. (May 1999) Proposal Submission All interested parties shall submit, with the proposal, a detailed breakdown of all costs to include meeting space, rental of AV equipment and support, Food and Beverage services and any other miscellaneous services and equipment which are necessary for the success of the conference. Proposal must include menus and pricing for Food and Beverage Services Proposal must indicate whether hotel agrees to the right of the NLRB to use its own audiovisual equipment and if there is a cost incurred for connection to hotel sound system with use of own equipment. NOTE: Government reserves the right to hire an outside audio visual company without any penalties incurred as part of the fair practice procurement regulations. A hotel contract shall be submitted with your technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, and menus Third party proposals such as proposals from Meeting/Conference Management Services will not be considered. QUESTIONS: All questions shall be submitted via email, with the subject of the email referencing the solicitation number, by 12:00 noon EST on Monday, May 4, 2009 to Ebony.Fultz@NLRB.gov questions will be consolidated and answered and posted as an amendment no later than Thursday, May 7, 2009. **If no questions are submitted there will be no additional posting. The Offeror shall submit separate technical and cost proposals that will sufficiently address the Statement of Work (SOW). Proposals are due by 3:00 pm ET on Friday, May 15, 2009; via email to Ebony Fultz at Ebony.Fultz@NLRB.gov. The Government intends to award a Firm Fixed Price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1) Technical Capability 2) Past Performance 3) Total Price Proposed In determining the best value to the Government, the Technical Capability and Past Performance Evaluation Criteria, when combined, are more important than the total price. Contractors are cautioned that the award may not necessarily be made to the contractor with lowest cost. The Government reserves the right to evaluate proposals and make award without conducting discussions, but reserves the right to conduct discussions with one or more offerors and request revised proposals. Although price is not the determining factor for award, it may become the determining factor for award if two or more offers, after technical evaluations are completed, are determined to be technically equal. Factor I - Technical Capability a. Contract Requirements - Proposals will be evaluated on the offerors ability to provide all of the contract requirements relating to lodging, meeting space, and food and beverage requirements. Proposals must address the offerors’ ability to comply with the Hotel and Motel Fire Safety Act of 1990 and the Americans with Disabilities Act (ADA) as it relates to lodging and meeting spaces. Site Visits will be conducted to evaluate the accommodations, conference rooms, location and amenities. b. Location - Proposals will be evaluated on the ability of the offeror to provide a facility located in downtown Washington, D.C. within walking distance of NLRB headquarters at 1099 14th Street, NW and metro stations. c. Availability of Dates - Proposals will be evaluated on the ability of the offeror to provide the required services on the dates requested. d. Other Considerations; transportation to major airports, availability and cost of on-site guest parking and diversified, adequate and reasonable food services must be available on-site and within walking distance. e. Availability of Daily/Overnight self-pay parking on Days One through Day Five for up to 40 people. Factor II - Past Performance The offeror must provide references for at least three (3) federal government contracts for similar work performed within the past three (3) years. The offeror will be evaluated based on customer satisfaction and timeliness on requirements similar size and scope. The contact information for each reference shall include the following: Contract type Contract number Contract Value Agency/Company Name Agency/Company point of contact telephone number Duration of Contract Type of services provided (brief description) List any problems encountered on each contract and the contractor’s corrective actions In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror will not be evaluated favorably or unfavorably on past performance. Factor III – Price Proposed prices will be compared to proposed cost of same or similar services in order to determine if the proposed prices are realistic, fair and reasonable. Although price is not the determining factor for award, it may become the determining factor for award if two or more offers, after technical evaluations are completed, are determined to be technically equal.
- Web Link
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- Place of Performance
- Address: Downtown Washington, D.C., Washington, District of Columbia, United States
- Record
- SN01799618-W 20090424/090422222344-cb2cee48b8f3c70c218c0a124efacdb3 (fbodaily.com)
- Source
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