SOLICITATION NOTICE
X -- IRS Commissioner’s International Executive Conference
- Notice Date
- 7/7/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Treasury, Internal Revenue Service (IRS), National Office Procurement (OS:A:P), 6009 Oxon Hill Road, Suite 500, Oxon Hill, Maryland, 20745
- ZIP Code
- 20745
- Solicitation Number
- TIRNO-10-Q-FOA00
- Archive Date
- 7/29/2009
- Point of Contact
- Sharlene A Hagans, Phone: 202-283-1471
- E-Mail Address
-
sharlene.a.hagans@irs.gov
(sharlene.a.hagans@irs.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 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 package will not be issued. Solicitation number TIRNO-10-Q-FOA00 is issued as a Request for Quotation (RFQ) with the evaluation and award prescribed in FAR Part 13 “Simplified Acquisition Procedures.” The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-33. This procurement is unrestricted. The associated North American Industry Classification System (NAICS) code is 721110 and the small business size standard is $7 million. This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. The Internal Revenue Service (IRS) will not consider proposal submitted by an offeror that is not a hotel. Proposals shall be submitted on letterhead and must address all requirements listed, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of hotel, i.e. parking, shuttle service, transportation to/from airport and menus. The Internal Revenue Service will host the Commissioner’s International Executive Conference in the Washington, DC metropolitan area. The conference will be held January 25, 2010 through January 29, 2010. This requirement is SUBJECT TO THE AVAILABLITY of FY 10 funds. The award will be made to one offeror who fully meets the requirements for providing up to 195 room nights from 1/24/2010 – 1/29/2010 (reserved and guaranteed at prevailing government rate; individually paid by IRS employees/guests) and conference facilities to include general meeting room, breakout rooms, audiovisual equipment, meals (breakfast, lunch and dinner) and refreshment breaks. 1/24/2010 - 25 Rooms; 1/25/2010 - 25 Rooms; 1/26/2010 - 25 Rooms; 1/27/2010 - 40 Rooms; 1/28/2010 - 40 Rooms; 1/29/2010 - 40 Rooms Hotel shall provide a quotation for the following contract line item number (CLIN): CLIN 001: one (1) general meeting room with standard table and chairs to accommodate up to 45 people (conference seating) for five days (01/25/2010 – 01/29/2010); Meeting room must be 2500 + square feet to accommodate five (5) translation booths; CLIN 002: two (2) breakout room with standard table and chairs to accommodate up to 12 people (crescent rounds) for five days (01/25/2010 – 01/29/2010); CLIN 003: Standard audiovisual equipment (subject to change) for five days (01/25/2010 – 01/29/2010) to include: • Screen and Data Show; • (2) Wireless Microphone CLIN 004: Meals (breakfast, lunch and dinner) and light refreshments for one (1) morning and one (1) afternoon break as described below. Morning refreshments may include: coffee, tea, sodas, juices, assorted pastries, muffins and fruit; Afternoon refreshments may include: coffee, tea, sodas, fruit, cookies, brownies, pretzels and chips. Price must include service charges. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. • 1/25/2009 Reception for up to 25 people; Dinner for up to 25 people; • 1/26/2009 Continental breakfast, lunch and dinner for up to 25 people; Light refreshments for one (1) morning and one (1) afternoon refreshment break for up to 25 people; • 1/27/2009 Continental breakfast, lunch and dinner for up to 30 people; Light refreshments for one (1) morning and one (1) afternoon refreshment break for up to 30 people; • 1/28/2009 Continental breakfast and lunch for up to 40 people; Light refreshments for one (1) morning and one (1) afternoon refreshment break for up to 40 people; • 1/29/2009 Continental breakfast and lunch for up to 30 people; Light refreshments for one (1) morning break for up to 30 people The meeting rooms MUST be available for use twenty-four (24) hours per day. The conference facility must be within walking distance of the main IRS Building, 1111 Constitution Avenue, NW, Washington, DC. The conference facility and lodging MUST be housed in the same facility. MANDATORY REQUIREMENTS: To be eligible for award, the hotel must meeting the following mandatory requirements: (1) Hotel must be compliant with Hotel/Motel Fire Safety Act of 1990, 15 U.S.C. 2201 et. Seq (Public Law 101-391) and must hold a FEMA Certification Number (See FEMA http://www.usfa.fema/gov/hotel); (2) the facility must be compliant with the American with Disability Act, 42 U.S.C. Section 12101 et.se (ADA). (3) The facility must have one of the following quality ratings: First class or higher per OAG Business Travel Planner; or Three diamonds or higher per AAA. (4) Contractor must be registered in Central Contractor Registration (CCR) System (www.ccr.gov.). 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. 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. 1) Technical Capability: a) Contract Requirements - Proposals will be evaluated on the offerors ability to provide all of the requirements relating to lodging, meeting space, audiovisual equipment and food and beverage requirements. b) Location – Proposals will be evaluated on the ability of the offeror to provide a facility located in Washington, DC metropolitan area. 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. 2) 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: a. Contract Value; b. Agency/Company Name; c. Agency/Company point of contact telephone number; d. Duration of Contract; and e. Type of services provided (brief description) 3) 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. The provisions at FAR 52.212-1, Instructions to offerors - Commercial and FAR 52.212-2, Evaluation Commercial Items, apply to this acquisition. Offerors shall include a fully executed copy of FAR provisions at 52.212-3, Offeror Representations and Certifications Commercial Items, with their offer. FAR Clauses 52.212-4, Contract Terms and Conditions - Commercial Items, 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order Commercial Items applies to this acquisition. Per 12.603(b) the SF 1449 is not used. FAR clause 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 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 and 52.232-33, Payment of Electronic Funds Transfer - Central Contractor Registration. Offerors not in possession of the above references clauses and provisions in full text may obtain a copy via the INTERNET at http://www.arnet.gov or by contacting the Contract Specialist. All quotes must be received no later than 4:00 pm (Eastern Standard Time) on July 14, 2009 to: Internal Revenue Service (IRS), Office of Business Operations, Attn: Sharlene Hagans, 9th Floor, 6009 Oxon Hill Road, Oxon Hill, MD 20745, via fax on (202) 283-1365, or via email to Sharlene.A.Hagans@irs.gov (email quotes are preferred). All communications concerning this announcement must be in writing and received by 3:00PM (Eastern Standard Time) no later than three (3) calendar days after the publication date of the notice.
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