SOLICITATION NOTICE
X -- Chief Counsel Large Mid-Size Business Technical & Criminal Tax Training Programs - Vendor Quote Sheet
- Notice Date
- 10/14/2009
- 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-TGP00A
- Archive Date
- 11/7/2009
- 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
- Vendor Quote Sheet This is a combined synopsis/solicitation of 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-TGP00A 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 05-36. This procurement is unrestricted. The associated North American Industry Classification System (NAICS) code is 721110 Hotels (except Casino Hotels and Motels) 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 a proposal submitted by an offeror that is not a hotel. This is NOT a solicitation for Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. 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 services, transportation to/from airport, and menus. The award will be made to one offeror who fully meets the requirements for providing up to 400 sleeping rooms per night for four (4) nights (reserved and guaranteed at prevailing government rate; individually paid by IRS employees/guests with arrival August 9, 2010 and departure on August 13, 2010) and conference facilities to include general meeting room, breakout rooms, office space, audiovisual equipment and light refreshments as specified below for the Internal Revenue Service (IRS), Chief Counsel Large Mid-Size Business Technical Training and Criminal Tax Training Programs. These training programs will be held in Chicago, IL. The period of performance will be August 10 13, 2010. Government rates will be extended up to three days prior and/or following the training program. This requirement is SUBJECT TO THE AVAILABILITY of FY 2010 funds. Hotel shall provide a quotation for the following contract line item number (CLIN): CLIN 001: One (1) general session room with standard tables and chairs to accommodate up to 350 participants (crescent rounds of 6) for four days (August 10 13, 2010); Registration table outside the general session must be set up and available the evening before the first day of the training. CLIN 002: One (1) general session room to accommodate up to 90 participants (crescent rounds of 6) for four days (August 10 13, 2010); CLIN 003: Two (2) breakout rooms with standard tables and chairs to accommodate up to 175 participants each for four days (August 10 - 13, 2010); CLIN 004: Two (2) breakout rooms with standard tables and chairs to accommodate up to 100 participants each for four days (August 10 13, 2010); CLIN 005: One (1) breakout rooms with standard tables and chairs to accommodate up to 70 participants each for four days (August 10 13, 2010); CLIN 006: Two (2) breakout rooms with standard tables and chairs to accommodate up to 30 participants each for four days (August 10 13, 2010); CLIN 007: Office space to include standard tables and chairs in a u-shaped arrangement. The office space must be available for use twenty-four hours per day (August 9 - 13, 2010). CLIN 008: AUDIO-VISUAL REQUIREMENTS for four days (August 10 - 13, 2010). 1. Each of the two general sessions mentioned above needs to be set with the following: (2) wireless microphones; (4) table microphones LCD projector with 10,000 lumens; laptop computer with power point; screen appropriate for room size; channel mixers; (1) flipcharts with easel head table; and podium on riser. In addition, the general meeting rooms need to be set with DVD capability and dedicated audio-visual technicians. An audio loop and adaptive devices must be available for each general session. 2. Each breakout room will be equipped with the following: Podium (1) wireless microphone; LCD projector; Laptop computer with PowerPoint and wireless mouse; Screens appropriate for room size; Channel mixer (if room requires); Flipchart with easel 3. Office space needs to be set with the following: (2) desktop computers; (2) LaserJet Printers; high speed copier that can staple, hole punch, and copy double-sided. 4. WIRED Internet in (5) five locations/rooms. **Quotes for audiovisual equipment and services must include service charges and appropriate taxes.** CLIN 007: LIGHT REFRESHMENTS - Two (2) refreshment breaks (morning and afternoon) per day for four days for up to 400 people (August 10 13, 2010). Morning refreshment break includes: items such as coffee, tea, sodas, juices, pastries, assorted breads, and fruit; afternoon break includes: items such as coffee, tea, sodas, fruit, cookies, brownies, ice cream, popcorn, pretzels and chips. Please provide menus and prices. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. **Quotes for light refreshments must include service charges and appropriate taxes.** The hotel must have a full service business center and an in-house contract audiovisual service that can provide state of the art equipment and support throughout the training. Please provide price list. The hotel must have complimentary wired internet access in all sleeping rooms and meeting space. The meeting room must be available for use twenty-four (24) hours per day. The conference facility and lodging must be housed in the same facility. The facility must be within 5 miles/10 miles from the Internal Revenue Service office at 200 W. Adams, Chicago, IL 60606. In addition, the facility shall be within walking distance to restaurants, drug stores and shopping. The hotel selected should provide transportation to/from airport, Amtrak station and hotel. All quotations received must include an explanation of shuttle transportation available, and indicate additional cost, if any. Quotations must also include cost of parking if applicable. 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 and active in Central Contractor Registration (CCR) System (www.ccr.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 represent the best value to the Government, price and other factors considered. 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. 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. b) Location Proposals will be evaluated on the ability of the offeror to provide a facility located in Chicago, IL. c) Site Visit As part of the technical evaluation, the IRS reserves the right to conduct a site visit at each of the hotels that submits a quotation. If a site visit is conducted, it will consist of one or more IRS representatives meeting with the appropriate hotel staff, in order to evaluate the hotel in terms of meeting the conference requirements. d) Availability of Dates - Proposals will be evaluated on the ability of the offeror to provide the required services on the dates requested. e) 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: Complete all unit prices and extended prices in Attachment 1 (Price Quotation Sheet). Prices must be inclusive of all service charges, fees, gratuities, etc., but should not include taxes. The Government will be providing the hotel with a tax exemption certificate prior to the conference. Make sure to complete all line items. For any items that may be complimentary or where the price may be included in one of the other line items, make sure to indicate this by making the item(s) as either comp or N/A. 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 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 responsible sources who can provide the above requirements shall submit written quotations no later than 10 days from the posted date of this announcement. The government intends to award a firm fixed price order. All quotes must include price(s); FOB point if applicable; a POC (name and telephone number); GSA number if applicable; business size and payment terms. Quotes over 10 pages in total will not be accepted by facsimile. All questions must be submitted in writing and received by facsimile at (202) 283-1365 or email Sharlene.A.Hagans@irs.gov.
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