SOLICITATION NOTICE
X -- Hotel Conference Space
- Notice Date
- 12/10/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Agriculture, Natural Resources Conservation Service, North Carolina State Office, 4405 Bland Road, Suite 205, Raleigh, North Carolina, 27609-6293
- ZIP Code
- 27609-6293
- Solicitation Number
- AG-4532-S-10-0005
- Archive Date
- 1/12/2010
- Point of Contact
- Lizabeth A. Kuhaneck, Phone: 9198732117
- E-Mail Address
-
lizabeth.kuhaneck@nc.usda.gov
(lizabeth.kuhaneck@nc.usda.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space, and Hotel Services for an Employee Training Conference for the Natural Resources Conservation Service (NRCS). This announcement constitutes the only solicitation; proposals are being requested and a separate solicitation will not be issued. This IS NOT a solicitation for Event Planning Services or 3rd Party Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-37B, effective November 13, 2009. This requirement is solicited unrestricted and constitutes the only solicitation document that will be issued. The period of performance for this requirement will be one of the following dates: 15-17 June 2010, 22-24 June 2010 or 17-19 August 2010. These are the ONLY possible dates; no other dates will be considered. The location for this Employee Training Conference will either be Greensboro, North Carolina, or the Raleigh/Durham/Chapel Hill area, North Carolina. The Hotel/Conference Center shall meet the following requirements: 1.LODGING REQUIREMENTS An estimated 180 guest rooms will be required if the event is held in Greensboro; an estimated 140 guest rooms will be required if the event is held in Raleigh/Durham/Chapel Hill. Rooms must be individual/private sleeping rooms and cannot exceed Government per diem rates of $97 for Greensboro, $92 for Raleigh, $97 for Durham, and $91 for Chapel Hill. A small number of handicapped accessible rooms may be required. The NRCS will need a room attrition rate of 10%. PAYMENTS FOR LODGING SHALL BE THE SOLE RESPONSIBILITY OF EACH PARTICIPANT, TO INCLUDE NO-SHOW FEES. 2.CONFERENCE MEETING ROOM REQUIREMENTS One (1) General Session Room shall be set up and available from 12:00 pm to 7:00 pm on Day One, from 7:00 am to 5:00 pm on Day Two, and from 7:00 am to 12:00 pm on Day Three. The General Session Room shall be large enough to accommodate all 180 guests. This room shall include the following Audio/Visual (A/V) equipment: One (1) riser/ stage with podium; One (1) head table that seats 6; One (1) screen above the stage; One (1) LCD projector with connections on the stage for a laptop that NRCS will bring One (1) microphone on the podium; One (1) cordless microphone on the head table; and Audio is needed in rooms that seat more than 100. Audio will include speaker and one microphone. The General Session Room shall be used for training on Day One from 12:00 pm to 5:00 pm, then for a Reception from 5:00 pm to 7:00 pm. Six (6) to eight (8) separate break-out rooms shall be required from 12:00 pm to 5:00 pm on Day One, from 7:00 am to 5:00 pm on Day Two, and from 7:00 am to 12:00 pm on Day Three. These rooms shall be large enough to comfortably accommodate 20 – 30 people. Each room must contain the following A/V equipment: One (1) head table that seats 6; One (1) screen; One (1) LCD projector; One (1) AV stand; One (1) laptop connection to the LCD projector; and Audio is needed in rooms that seat more than 100. Audio will include speaker and one microphone. Please note this may be subject to change once the agenda for the meeting is finalized. Use this number of rooms for estimate purposes. There shall be a designated hotel staff coordinator for this conference who will communicate with the NRCS staff daily and will be available as needed during the conference for questions or concerns. 3.FOOD AND BEVERAGE SERVICES Ice water and glasses shall be provided in each meeting room. The ice water will be refilled daily every two hours. A reception shall be held on the evening of Day One consisting of heavy hors d’oeuvres and drinks (coffee, tea, soft drinks). The heavy hors d’oeuvres shall consist of ethnically diverse menu items. A mid-morning break shall be provided on Days Two and Three. The mid-morning break on Day Two shall include beverages with assorted soft drinks, coffee, and tea, and light refreshments such as several choices of assorted baked goods, bagels, protein items, and fresh fruit. The mid-morning break on Day Three shall include beverages with assorted soft drinks, coffee, and tea. One mid-afternoon break on Day One shall include beverages with assorted soft drinks, coffee, tea and light refreshments such as sweet snacks (fresh assorted cookies, fruit, etc.). A full luncheon shall be provided on Day Two, consisting of food and drinks (coffee, tea, decaf, assorted soft drinks). A full sit-down breakfast shall be provided on Day Three consisting of food (two meats, eggs, grits or potatoes, assorted breads, two cereals, milk, fresh fruit, juice, coffee, water) and drinks (coffee, tea, decaf, assorted soft drinks, and assorted fruit juices). NOTE: The federal government does not permit a guaranteed amount of food and beverage revenue. 4.MISCELLANEOUS REQUIREMENTS a.The hotel shall provide signs identifying the location of all meeting rooms, and a copy of the hotel floor plan shall be provided to each participant upon check-in. b.The hotel shall provide parking on Days One through Three for up to 180 cars. c.The hotel management shall participate in a post-award conference with NRCS prior to and in preparation of the conference. d.The hotel location shall be within two miles of a variety of restaurants and shops in a safe area. BASIS FOR AWARD The objective of NRCS is to select the offer that represents the best value to the Government while meeting or exceeding the requirements listed above. All evaluation factors and their relative importance are set forth below. A pre-award walk-through of the facility may be conducted prior to award. The evaluation factors are listed in order of importance. An integrated assessment of offers using all evaluation factors will be the basis for award. The award may be based on the initial submission, without discussion, so offerors should submit proposals that clearly meet or exceed the requirements above. All offerors must confirm in their proposals that the proposed facility is compliant with the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. seq.) and the Americans with Disabilities Act (ADA) (Public Law 101-336 (42 U.S.C. 12101 et. seq.). In order to be considered for an award, an offeror must have completed the Online Electronic Representations and Certifications (ORCA) at https://orca.bpn.gov/ in accordance with FAR 4.1201(a). Offerors shall submit all information with the offeror as required in FAR 52.212-1. NRCS is a Federal agency and tax-exempt entity; please DO NOT include taxes in proposed prices in accordance with North Carolina Department of Revenue sales and use tax Regulation 48. A copy of the tax exempt letter will be provided. To be eligible for an award, the offeror must be registered in the Central Contractor Registration (CCR) database. A contractor can contact the CCR by telephone at 1-888-227-2423 or on-line at http://www.ccr.gov. A Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS) number is required to register in CCR. The following Evaluation Factors will be used in making an award (listed in descending order of importance): 1.TECHNICAL CAPABILITY The proposal must provide sufficient information to demonstrate the ability to meet or exceed all the Government’s requirements. Factors to be considered include size of facilities offered, quality of services and accommodations, and location/proximity to restaurants and shopping. 2.PAST PERFORMANCE The proposal must demonstrate offeror’s experience with large conferences. Offeror shall provide a list of three recent contracts and point of contact phone numbers that exemplify accomplished activities related or similar to the requirements of this solicitation. 3.PRICE The Government will consider the amount, realism, balance, and consistency of the proposed price. The price proposal shall include both a total price and a breakdown of each element of the price to include lodging, meeting rooms, audio/visual services, and food and beverage service. PROPOSAL SUBMISSION Proposals shall provide the requested information in a brief and succinct manner, making every effort to present information clearly and concisely. Proposals should address the requirements of the project consistent with the evaluation criteria described in this Solicitation (See FAR 52.212-2, Evaluation - Commercial Items). Lengthy narratives containing extraneous information are discouraged. All information shall be submitted in English. Proposals that do not follow this format, or otherwise include documentation that is difficult to read, may be rejected or may result in a lower evaluation rating. A hotel contract shall be submitted with your technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space (including diagrams and square footage), and menus. The Offeror shall submit a separate technical and cost proposal that addresses the Statement of Work. Proposals should be submitted in either Adobe Acrobat or Microsoft Word 2003 or newer. Proposals are due by 4:00 pm EST on 28 December 2009 via email to Lizabeth Kuhaneck at Lizabeth.Kuhaneck@nc.usda.gov OR by mail. Proposals submitted in hard copy must have one (1) original and two (copies). Proposals may be shipped or mailed to the following address Lizabeth Kuhaneck Contract Specialist USDA/NRCS 4407 Bland Road, Suite 117 Raleigh, NC 27609 The Contract Specialist will serve as point of contact for all inquiries and clarifications. Any questions should be submitted to Beth Kuhaneck via e-mail by 4:00 pm EST on 21 December 2009. No questions will be answered by telephone. NRCS may provide written responses to the questions or comments as appropriate. Any such responses will be posted as an Amendment to the Solicitation. SOLICITATION PROVISIONS/CLAUSES INCORPORATED BY REFERENCE This contract incorporates one or more provisions/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 provision or clause may be accessed electronically at this address: www.arnet.gov. Contractors are encouraged to review the applicable provisions and clauses. 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 (JUL 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 (MAR 2009) 52.202-1 Definitions (JUL 2004) 52.203-3 Gratuities (NOV 2006) 52.203-12 Limitation On Payments To Influence Certain Federal Transactions (SEP 2007) 52.204-7 Central Contractor Registration (JAN 2007) 52.204-4 Printed or Copied Double-Sided on Recycled Paper (NOV 2006) 52.219-1 Small Business Program Representations (MAY 2004) 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 52.212-5 are applicable: 52.203-13 Contractor Code of Business Ethics and Conduct (DEC 2008) 52.222-50 Combating Trafficking in Persons (FEB 2009) 52.222-3 Convict Labor (JUN 2003) 52.222-19 Child Labor-Cooperation with Authorities and Remedies (FEB 2009) 52.222-21 Prohibition of Segregated Facilities (FEB 1999) 52.222-26 Equal Opportunity (MAR 2007) 52.223-15 Energy Efficiency in Energy-Consuming Products (DEC 2007) 52.222-36 Affirmative Action for Workers with Disabilities (JUN 1998) 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration (OCT 2002)
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