SOLICITATION NOTICE
X -- Hotel Conference Services
- Notice Date
- 12/11/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- National Labor Relations Board, Division of Administration, Acquisitions Management Branch, 1099 14th Street, N.W., Washington, District of Columbia, 20570, United States
- ZIP Code
- 20570
- Solicitation Number
- RFQ-NLRB-EDV-10-002
- Archive Date
- 1/5/2010
- Point of Contact
- Delfina St. Clair, Phone: 2022734212, DOUGLAS WOLF, Phone: 202-273-4218
- E-Mail Address
-
delfina.st.clair@nlrb.gov, doug.wolf@nlrb.gov
(delfina.st.clair@nlrb.gov, doug.wolf@nlrb.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the formant in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ) # NLRB-EDV-10-002. 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 Administrative Judges' Conference. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-37, effective November 13, 2009. OVERVIEW: The National Labor Relations Board is an independent Federal agency created by Congress in 1935 to administer the National Labor Relations Act, the primary law governing relations between unions and employers in the private sector. The statute guarantees the right of employees to organize and to bargain collectively with their employers and to engage in other protected concerted activity with or without a union, or to refrain from all such activity. The purpose of this agency-wide Administrative Law Judges' Conference is to provide information-sharing and discussion on issues of prime concern to administrative law judges. Conference accommodations for 45 individuals should include (1) 45 spacious sleeping rooms (as described below in Part A) at or below the government per diem rate for June 14th through June 16th, 2010; (2) Food and beverage services as described in Part B below; (3) A general session room to accommodate approximately 45 people, as described below in Part B; a large room to be used as an NLRB office, as described below in Part B; (4) one room large enough to accommodate 45 people for an Awards Ceremony on the evening of Monday, June 14, as described below in Part B; a cash bar and dinner with a choice of three entrees on the evening of Wednesday, June 16 for 45 people; (5) A group photo of participants and 50 copies of same, such photo to be taken on Wednesday, June 16 between 2:30 and 3:15 p.m. Conference Dates: Participants will arrive on Monday, June 14, 2010 and check out on Thursday, June 17, 2010. Early arrivals shall have the option of leaving their luggage in a secure room within the hotel. Property Details: The hotel must provide conference accommodations (meeting rooms and related services) and lodging for approximately 45 people. It must be located in Chicago, Illinois, in a safe area, preferably within 10 miles of the center of Michigan Ave, within easy commuting distance from O'Hare Airport and within walking distance of a variety of restaurants. REQUIREMENTS: Part A: Sleeping Rooms for 45 participants from June 14 through 16 with check-out on the morning of June 17, 2010. All of these rooms shall be furnished with well-appointed, comfortable furnishings. The sleeping accommodation pricing will be less than, or equal to, the Federal government per diem rate for the geographic location. Offerors must include in their response whether or not their facility has any available smoking rooms and rooms to accommodate the handicapped, which may or may not be needed for this conference. Part B: Conference Format: 1. Office and Registration Area: Lockable Office area with two rectangular tables, six (6) comfortable chairs, a bulletin board to be used as a message center and enough space to store conference materials; e.g., three-ring participant binders, blocks of paper and writing utensils, laptops (if necessary) and miscellaneous A/V equipment. Preferably, the office area should be in close proximity to the general session room, and it should have two telephone lines for direct incoming and outgoing calls at no additional charge and free WIFI internet, if needed. The room should be large enough to provide space for up to 25 people to gather for conversational/discussion purposes. Room should be available starting on June 14th. 2. A room for the Awards Reception from 5:00 to 7:00 p.m. on Monday, June 14, 2010. This room shall be spacious enough to comfortably accommodate up to 45 people, there should be three round tables, each with 8 chairs, a podium with a microphone, and a small table on which awards will be placed should be next to the podium. Both hot and cold appetizers will be provided by the hotel during the awards ceremony and there will be a competitively priced cash bar in the room. A registration table will be in position outside of the entrance to the room. Please Note: Federal Government policy does not permit a guaranteed amount of food and beverage revenue. 3. Meeting Space: a. One (1) General Session Room to be available from 7 a.m. on Tuesday, June 15 through Wednesday at 6 p.m. The General Session Room should be spacious enough to comfortably accommodate approximately 45 - 50 people. It is to be set up in crescent-round style with seating for six (6) people per round table. Each table shall have a pitcher of ice water and 6 glasses. A skirted rectangular table to accommodate three presenters should be on a riser at the front of the room. A second skirted rectangular table and chairs, reserved for up to five (5) NLRB staff and visitors and conference supplies, shall be located in the back of the room. This room shall include an LCD Projector Package to include, but not limited to, an LCD projector, screen, AV cart, multi-plug extension cord, at least one lavaliere microphone and two stationary microphones and audio sound system. A flipchart and two sets of colored and black wide-tip felt markers should be in this room. 4. Light refreshments: The following will be made available on both Tuesday, June 15 & Wednesday, June 16, 2010: - Continental Breakfast outside of the General Session Room. Should include both decaf and regular coffee and tea, assorted soft drinks, assorted juices, assorted baked goods, bagels and cream cheese, protein food items, and fresh fruit. - Mid-Morning Referesher of hot and cold items. - Mid-Afternoon Break to include the beverage refresh and a variety of sweets and fruit. 5. Sit-Down Plated Dinner on Wednesday, June 16, 2010: The dining room should accomodate up to 55 people and be comfortable and spacious to avoid crowding the diners. A menu with competitive pricing is required, and diners should have a choice of at least three entrees. There should be a podium and microphone within the room. A cash bar must be available either outside of the banquet room or in the back of the banquet room from 5:30p.m. to 6:30 p.m. 6. Group Photo on Wednesday, June 16 between 2:30 and 3:15 p.m.: It is desirable to have a color 8"x10" group photo taken in or around the hotel. If the hotel does not have a photographer to take this photo, the hotel will provide an appropriate area in which to have an outside photographer take the photo. NLRB will select the photo to be duplicated. 7. Parking: Complimentary overnight non-valet parking for 10 cars is desirable. 8. Miscellaneous Requirements: a. The hotel will provide additional services that may arise from requests for copying and for audiovisual supplies and equipment. b. The hotel will provide marquees identifying the location of all meeting rooms and will provide a copy of the hotel floor plan to each participant at check-in. c. The hotel will provide one (1) printed confidential master list of room and telephone numbers of NLRB employees if requested by the NLRB's Chief Administrative Law Judge. For this contract action, the NLRB will not consider or accept a proposal submitted by a quoter that is not a Hotel. The RFQ does not require Event Planning Services or 3rd Party Event Planning or Consultant Services. BASIS FOR AWARD: The NLRB intends to award a Firm Fixed Price Contract. The objective of the NLRB is to select the offer that represents the best value to the government while meeting or exceeding the requirements. All evaluation factors and their relative importance are set forth in this solicitation. A site visit of the facility may be conducted prior to award. The evaluation factors are listed in order of importance. An integrated assessment of quotes using all evaluation factors found in the solicitation will be the basis for award. The award may be made based on the initial submission, with or without discussion, so contractors should submit quotes that clearly meet or exceed the requirements of the SOW. All responsible sources may submit a quote which shall be considered by the NLRB. All quotes must confirm in their offer that the facility is compliant with the Hotel and Motel Fire and Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et seq.) and the American with Disabilities Act (ADA) (Public Law 101-336)(42 U.S.C. 12101 et seq.) The NLRB is a tax exempt Federal agency; please do not include any sales taxes in quotes for which the Federal Government is exempt. To be eligible for an award, the contractor must be registered in the Central Contractor Registration (CCR) database. A contractor can contact the CCR by calling 1-888-227-2423 or email at http://www.ccr.gov. A DUNS (Dun and Bradstreet) number is required in order to register. EVALUATION CRITERIA: The award will be made to the responsible quote whose offer is evaluated as the best value to the Government based on the factors set forth below. Quotes that exceed the NLRB requirements may receive additional consideration under Technical Capabilities. These factors are listed in order of importance. 1. Technical: (a) Quote will be evaluated for ability to provide all contract requirements, the ability to provide required services on the dates specified, and the size and layouts of meeting rooms and conference office space. (b) Lodging Rooms: their size, layout, appearance, and amenities (e.g., no charge for local calls or use of internet/WIFI connections). (c) Hotel Facilities/Meeting Room: The quality and appearance of the hotel facilities; the convenience of the general session meeting room location and office space; the atmosphere of the general session room (size, windows, light, sound, obstructions, disruptive construction, etc.); availability and quality of complimentary onsite parking; cash bar and menu selections and A/V equipment. (d) Location: Walking distance to a variety of restaurants, commuting ease from O'Hare Airport, safety of hotel neighborhood, and within a 10-mile radius of Michigan Avenue. 2. Past Performance - The contractor shall provide a list of three recent contracts that exemplify accomplished activities related to or similar to the activities identified in the SOW. The contact information for each reference shall include: - Contract Type - Contract Value - Agency/Company Name - Agency/Company Point of Contact Name and Telephone Number - Duration of Contract' - Type of Services Provided - List of any problems encountered on each contract and the contractor's corrective action. 3. Proposed Total Price should be realistic, fair and reasonable in comparison to same or similar services. Pricing should be provided for the following contract line items (CLIN): CLIN 0001 Hotel Lodging for four (4) days (3 nights) in accordance with the Solicitation. CLIN 002 Meeting Space Rental to include one office, one general session room for 45 - 50 people as described above. CLIN 003 Food and Beverages - light refreshments for two days in accordance with the Solicitation, an Awards Reception with Hor d'oeurves and cash bar on one evening, and a plated sit-down dinner with a cash bar on another evening in accordance with the Solicitation. CLIN 004 Audio Visual/Flipchart services and equipment in accordance with the Solicitation. CLIN 005 Miscellaneous Expenses (e.g., extra AV equipment, copying of papers, additional meeting room space, etc.) All non-price evaluation factors when combined are significantly more important than price; however, as quotes become more equal in their technical merit, the proposed price may become the determining factor for award. The Government intends to evaluate quotes and make award without discussions; however, this does not preclude the Government from having discussions if it is in the best interest of the Government to do so. QUOTE SUBMISSION: Quotes are to provide the requested information in a brief and succinct manner, making every effort to present information clearly and concisely. Quotes should address the requirements of the project consistent with the evaluation criteria described in this Solicitation. Lengthy narratives containing extraneous information are discouraged. All information shall be submitted in English. Quotes 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 quote, along with descriptive literature to include sleeping rooms, meeting room space, diagrams, and square footage and menus. Quotes must indicate whether the hotel agrees to the right of the NLRB to use its own audiovisual and computer equipment and, if there is a cost incurred for connection to hotel sound system or other charges connected to the use of own equipment. The Quoter shall submit a separate technical and cost quote that addresses the Statement of Work. Quotes are due by 4:00 p.m.. EST on December 21, 2009 via email to Delfina St Clair at Delfina.St.Clair@nlrb.gov or by regular mail. Quotes should be submitted in either Adobe Acrobat or Microsoft Word 2003. Quotes may be shipped or mailed to the following address: National Labor Relations Board Acquisitions Management Branch ` 1099 14th Street, NW, Room 6100 Washington, DC 20570 Attention: Delfina St Clair The BOP Contracting Officer will serve as point of contact (POC) for inquiries and clarifications. To the extent prospective Quoters have questions or comments regarding this Solicitation, they are to be submitted in writing via email to the Contract Office at Delfina.St.Clair@nlrb.gov by 12:00 noon EST on December 16, 2009. At the NLRB's discretion, the NLRB 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 of 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 Disabilties (JUN 1998) 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration (OCT 2002)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/NLRB/DA/OPFB/RFQ-NLRB-EDV-10-002/listing.html)
- Place of Performance
- Address: 1099 14th Street, NW, Washington, District of Columbia, 20570, United States
- Zip Code: 20570
- Zip Code: 20570
- Record
- SN02022020-W 20091213/091211234951-cbff6a554ad2c1e9c7844d7f1c37a8c2 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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