SOLICITATION NOTICE
X -- Training and Lodging Facility to house 165 Attendees - US DOL Basic I Investigation Training Spreadsheet
- Notice Date
- 6/24/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Labor, Office of the Assistant Secretary for Administration and Management, Procurement Services Center, S-4306 200 Constitution Avenue, NW, Washington, District of Columbia, 20210-0001, United States
- ZIP Code
- 20210-0001
- Solicitation Number
- DOL099RP20717
- Point of Contact
- Jeanette L.B. Quitoriano, Phone: 202-693-4581
- E-Mail Address
-
quitoriano.jeanette@dol.gov
(quitoriano.jeanette@dol.gov)
- Small Business Set-Aside
- N/A
- Description
- Spreadsheet detailing daily breakdown of costs COMBINED SYNOPSIS/SOLICITATION (I) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 - Streamlined Procedures for Evaluation and Solicitation for Commercial Items 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. (II) This solicitation document is issued as a Request for Proposal (RFP). Submit written proposals on RFP number DOL099RP20717. (III) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-26. (IV) There is no set aside for this procurement. The associated NAICS code is 721110. The small business size standard is $7.0 Million (V) This combined solicitation/synopsis is for purchase of the following commercial services: 0001 Support services for the Department of Labor (DOL) Wage and Hour Division 2009 Basic I Training and Conference The period of performance will be 14 September 2009 through 02 October 2009. (VI) Description of requirements is as follows: The contractor shall provide support services for the Department of Labor's Employment Standards Administration (ESA), Wage and Hour Division, three (3) weeks of training and lodging facility in the Washington, DC metro area for the period of 14 September 2009 through 02 October 2009. Vendor must be able to accommodate all 165 attendees within one hotel. Hotel must be collocated with conference facilities. The facility shall be near (maximum of 20 miles) of Reagan National Airport in Virginia. Round trip airport shuttle must be available (complimentary roundtrip shuttle service is preferred); Cost, if any, must be identified in proposal with regular frequency (minimum every hour). Hotel should be a full service property with a restaurant, gift shop, fitness center, business center and swimming pool. Hotel that can provide washers/dryers on property for the usage of this group is a plus. The contractor’s facility must be in walking distance of dining establishments that offer a wide variety for breakfast, lunch, and dinner cuisine for the duration of the program. The contractor will provide mid-morning and mid-afternoon break service daily, to include: regular and decaffeinated coffee & tea, sodas, juice, bottled water, and a light snack (cookies, chips, ice cream, pretzels, etc.) for all training attendees. Food and beverage breaks to be held at approximately 10:00am and 2:30pm each day. All facilities must be offered at or below the government per diem. The hotel shall not release any room that is booked by the individual attendee unless the individual attendee cancels the booking or if the attendee does not arrive the day after his/her expected arrival day. The hotel will specify a 48-hour normal commercial practice for late arrival/ cancellations. The U.S. Department of Labor, Wage and Hour Division will provide a rooming list 3 weeks prior to scheduled arrival. The contractor will provide six large meeting spaces to accommodate up to 25 people each, and an additional meeting space that can accommodate 125-150 people with theater style seating. There will be two receptions held within the facility for up to150 attendees. The contractor should provide menu or hors d’oeuvres selections as part of the submission. Wage and Hour Division (W&HD) will supply the training materials and deliver the program through a combination of lectures and individual and group practical exercises. All presentations are supported by slide presentations as well as book materials. The contractor must offer copy services, and receive and ship up to 250 boxes. Additionally, meeting rooms should include AV and computer receptacles, wireless and/or cable internet access and electrical access, a minimum of 8 flip chart easels, and a large projection screen, and a speaker podium with microphone (first and last days). A response to requirements shall be submitted on letterhead in spreadsheet format with a daily breakdown and include service charges. Site selection may be determined after receipt of proposals to verify requirement standards WORK TO BE PERFORMED - Basic I Investigation Training and Conference - Sleeping rooms and meeting spaces with light refreshments. See deliverable schedule below for details. LOCATION OF WORK Washington, D.C. area with easy access (1-2 blocks) to the Metro, wide range of reasonably priced restaurants, evening activities, shopping, and pharmacy. Hotel must be also reasonably located near the U.S. Department of Labor National Office located at 200 Constitution Avenue, N.W. Washington, D.C. DELIVERABLES/SCHEDULE All services shall be accomplished in accordance with the best commercial practices. All services must meet professional standards. Sleeping Room Needs: The contractor shall provide individual sleeping accommodations for up to 165 attendees between the dates of 14 September and 02 October 2009. Up to 150 attendees will arrive on Monday, 14 September 2009 of the training week and a check out date of 02 October 2009. The remaining 15 attendees will arrive on or about Wednesday, 30 September 2009 and a check out date of 02 October 2009. All rooms must be individual/private sleeping rooms with private toilet facilities, refrigerator, complimentary internet service, closet, and drawer storage space for clothing. Microwaves in each guest rooms are preferred but not mandatory. All rooms must be of equal quality and handicap accessible, if necessary. Guest rooms will be billed individually to training attendees. Guest room incidentals will be paid by each individual and they will provide their credit card on arrival. Date and estimated occupancies are as follows: 14 September through 02 October, 2009: 150 30 September through 02 October, 2009: 15 Estimated total sleeping accommodations: 165 Meeting Room and Audio-Visual Requirements: All meeting space offered should be made available to the client for set up on the arrival day of the group by 8:00am on September 14, 2009, and late Friday of October 02, 2009 for pack up. All meeting rooms must be the same rooms for the duration of the conference and they must be held on a 24 hour basis to include the weekends. The rooms must be available from 7 am to 7 pm daily, and the contractor must allow 24 hour access to the on-site coordinator. The contractor shall provide audio/visual support services for the training, and the necessary equipment, technical assistance and expertise. The meeting rooms must allow space for at least five round tables and chairs, and be handicap accessible. Additionally, the room must allow for two (2) 6 foot tables in the front and rear of the rooms. The contractor must provide 1 24-hour hold on the meeting rooms. All rooms for the duration of the training, including breakouts, should include AV and computer receptacles, wireless and/or cable internet access and electrical access, a minimum of 7 flip chart easels, a large projection screen, and a speaker podium with microphone (first and last day of training). Screen sizes may differ, but must be proportionate to the room size and number of attendees; attendees must be able to view presentation screens with ease. Hotel should indicate in quote if the meeting rooms are sound proof. Anticipated equipment needs of each training room are: podium with wireless hand microphone & speakers on the 1st and last day, VCR/DVD to project on large screen; Each day the hotel will provide for each meeting room a large screen, LCD Projector with Cart and power supply and power strips, 1 flip chart per table (7 total per meeting room) and an internet connection for up to 25 computers. The contractor shall provide but is not limited to the following: • Registration area • One (1) staff office or comparable location for administrative support, to include internet access, reproduction, and fax capability, over the span of 18 consecutive day/nights, and designated time periods. • Six (6) large meeting rooms with chairs set up with five (5) banquet round or crescent tables to accommodate 4-5 people per round table and (up to 25 participants each meeting rooms) and be handicap accessible. • One each head table and rear table and set up to accommodate 2people each meeting room • Computer power connections and internet connections with wired or wireless capabilities in meeting space for approximately 25 computers each day per meeting room. This should be included in the quote for up to 25 computers per meeting room. • Additional side table for materials for each meeting room (850 sq. ft. minimum). • One (1) flip chart should be available for each table-7 flip charts per meeting room (a total of 42 flip charts each day). • One (1) large screen, LCD Projector with cart, power strips and cords each meeting room and each training days. • Water pitchers and glasses to be placed on each table in the meeting rooms. • One (1) meeting room set up theater style for up to 165P for the opening and closing ceremony which is the 1st day and the last day of the conference. The meeting rooms should be set in the normal training format in all other days. • One (1) hospitality room (minimum square footage of 1200 sq ft) with large refrigerator and microwaves for the duration of this group. Attendees must be able to bring in their own food and beverages into this room. Hotel will place furniture for casual seating and dining. • Mid morning break service daily to include regular and decaffeinated coffees and teas; breakfast breads) for 165 people • Mid afternoon break service daily to include regular and decaffeinated coffees and teas, assorted soft drinks and snacks (cookies, brownies, assortment of sweet and salty snacks) for 165 people • Three (3) parking spaces for local staff • Welcome reception with assorted hot and cold appetizers and beverages for up to 165 people. The contractor should provide menu/hors d’oeuvres selections as part of the submission. • Closing graduation ceremony reception to include cake, hot and cold appetizers and beverages for up to 165 people. The contractor should provide menu/hors d’oeuvres selections as part of the submission. • One (1) wireless handheld microphone with podium and speaker on the 1st and the last day of meeting per meeting room • One (1) VCR/DVD on the 1st and last day of meeting to be projected on the screen • Qualified technical assistance for audio/visual support • Shipping handling for approximately 250 boxes at 8 lbs. each • Receiving handling for approximately 250 boxes at 12 lbs each • 24-hour access to copiers and printers (copy machine accessibility for up to 5,000 copies to include paper). Reproduction and fax capability may be situated elsewhere within reasonable proximity to the administrative support location. The government will consider all quotes that can meet the above requirements and will also take into consideration any additional amenities offered. All quotes must be itemized so that the actual items used can be changed to reflect the actual cost. Training Format: Attendees will arrive on Monday afternoon/evening of 14 September 2009. All meetings will begin on Tuesday, 15 September 2009 and with a welcome reception that evening. Meetings will begin at 8:00am each day and end at 5:00pm. All meeting rooms should be located on the same floor in the same area of the hotel. Meetings will not be held on the weekend but the client will not release the meeting space back to the hotel for their usage. The graduation ceremony will be held on 01 October 2009, the final Thursday of the training session. Morning and afternoon breaks each day to include regular and decaffeinated coffee and tea, and snack. Food and beverage breaks to be held at approximately 10:00am & 2:30pm each day. ESA's Wage and Hour Division, will supply the training materials and deliver the program through a combination of lectures and individual and group practical exercises. All presentations are supported by slide presentations as well as book materials. REFRESHMENTS: Light refreshments at morning and afternoon breaks each day. Light refreshments would be coffee (regular and decaffeinated), tea (regular and decaffeinated), water, fruit juices, pastries, brownies, cookies. Food & beverage breaks to be held at approximately 10:00am & 2:30pm each day. Amount of light refreshments required will be determined by the number of participants, not to exceed 165 people. 09/14/2009 through 09/29/2009 refreshments for 150 people 09/30/2009 through 10/02/2009 refreshments for 165 people depending on the final count of attendees. USDOL will only pay for actual number of attendees. APPLICABLE PERFORMANCE STANDARDS METHOD OF PAYMENT: Charges for meeting space, audio-visual, and/or light refreshments will be paid by Government Purchase Order, tax exempt. If your state or municipality has any taxes or fees that you consider the Federal Government not exempt, you must identify them in your quote. All fees, occupancy taxes, and charges for services must be identified and included in proposal. If a charge is not identified for comparison to other bids in advance it will not be authorized. Sleeping rooms will be paid by individual travelers. Maximum room rate shall not exceed Government per diem rate for Government travelers. (VII) Schedule: Specific delivery service schedule and estimated attendance will be as follows: Conference/Training Room’s set up may vary pending final approval of the schedule. Vendor must be able to accommodate changes to room arrangements. All meeting space offered should be made available to the client for set up on the arrival day of the group by 8:00 in the morning of 14 September 2009, and late Friday, 02 October 2009 for pack up. The Office of Employment Standards Administration (herein referred to as training organizer) will conduct a “pre-conference” meeting with the staff of the training facility hosting the conference. The hotel staff will ensure that the plenary and breakout session rooms are organized and set up as required for each specific event. Hotel staff will verify that all equipment and supplies and other logistical support is properly placed and tested, as required by the speaker or facilitator, prior to each conference event. Date and estimated meeting attendees are as follows: 14 September through 02 October, 2009: 150 30 September through 02 October, 2009: 15 Estimated total meeting attendees: 165 Please provide quote and proposed contract on letterhead in spreadsheet format detailing costs for each item and specifying which items will be provided complimentary and service charges, if applicable. A spreadsheet is attached to assist in the proposal. Dates are firm. (VIII) The Offeror must submit a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications--Commercial Items (Jun 2008), with its quote. (IX) FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a solicitation provision may be accessed electronically at this website: http://arnet.gov The following FAR provisions and clauses are applicable to this requirement: The provision at FAR 52.212-1, Instructions to Offerors –Comercial, applies to this acquisition. (X) The clause at FAR 52.212-4 Contract Terms and Conditions--Commercial Items (Feb 2007), applies to this acquisition. (XI) The clause at FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998), applies to this acquisition and hereby given in full text. This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The Offeror is cautioned that the listed provisions may include blocks that must be completed by the Offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the Offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this website: http://arnet.gov (XII) The clause at FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (Mar 2009), applies to this acquisition. The following additional FAR clauses cited in the clause are applicable to this acquisition: 52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract (March 2000) 52.222-21 Prohibition of Segregated Facilities (Feb 1999) 52.222-26 Equal Opportunity (Mar 2007) 52.213-2 Invoices (Apr 1984) 52.233-2 Service of Protest (Sep 2006) 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and other Eligible Veterans (Sep 2006) 52.222-36 Affirmative Action for Workers with Disabilities (Jun 1998) 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and other Eligible Veterans (Sep 2006) 52.222-39 Notification of Employee Rights Concerning Payment of Union Dues or Fees (Dec 2004) 52.222-41 Service Contract Act of 1965, as Amended (Nov 2007), flow down required for all subcontracts subject to Service Contract Act of 1965 52.222-42 Statement of Equivalent Rates for Federal Hires (May 1989) 52.222-44 Fair Labor Standards Act and Service Contract Act – Price Adjustment (Feb 2002) 52.232-33 Payment by Electronic Funds Transfer – Central Contractor Registration (Oct 2003) (XIII) The Government intends to award a firm-fixed price order resulting from this combined synopsis/solicitation for hotel/motel accommodations with sleeping room blocks for attendees to make their reservation; meeting space, and audio-visual equipment rental and set-up. This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. DOL will not consider a quote submitted by an offeror that is not a Hotel/Motel. An offer which requires the Government to execute a separate agreement with a third party shall be deemed technically unacceptable. (XIV) Offeror’s quotes shall include the loading rate (must be within the Government per diem rate or lower) and the Offeror shall complete the attached Basic I Investigator Training spreadsheet. (XV) All quotes must be submitted on letterhead in spreadsheet format and are required to be received in the contracting office no later than 10:00 am (EST) on 06 July 2009 via e-mail, fax or other method of delivery to the attention of Jeanette L.B. Quitoriano, U.S. Department of Labor, Frances Perkins Building, Office of Procurement Services, Room S-4307, 200 Constitution Ave., NW, Washington, D.C. 20210-0001. Fax No.: 202-693-4579; e-mail: quitoriano.jeanette@dol.gov (XVI) Any questions regarding this solicitation should be directed via e-mail to quitoriano.jeanette@dol.gov
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOL/OASAM/WashingtonDC/DOL099RP20717/listing.html)
- Place of Performance
- Address: Office of Procurement Services, Washington, District of Columbia, 20210-0001, United States
- Zip Code: 20210-0001
- Zip Code: 20210-0001
- Record
- SN01855929-W 20090626/090625001238-40f70ea528ad2b57e435270d1b84acb2 (fbodaily.com)
- Source
-
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