SOLICITATION NOTICE
99 -- Hotel and Conference Accommodations
- Notice Date
- 7/23/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Environmental Protection Agency, Office of Acquisition Management, Region III, Contracts Branch (3PM10), 1650 Arch Street, Philadelphia, Pennsylvania, 19103-2029
- ZIP Code
- 19103-2029
- Solicitation Number
- RFQ-PA-10-00105
- Archive Date
- 9/8/2010
- Point of Contact
- John Robb, Phone: 215-814-5468
- E-Mail Address
-
robb.john@epa.gov
(robb.john@epa.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, located within a thirty-five (35) mile radius of Cumberland, Maryland. Request for Quote RFQ-PA-10-00105 is in accordance with FAR Subpart 12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. The EPA 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. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-44. NAICS Code 721110 and the small business size standard is $7.0 million. This solicitation is unrestricted and constitutes the only bid document that will be issued. LINE ITEMS: 0001: Hotel Lodging: - 200 sleeping rooms nights to accommodate 100 participants (2 nights total). Rooms must be individual/private sleeping rooms with bathroom facilities. 0002: Meeting Space: - Meeting room able to accommodate 120 individuals. On day one and day 3, (1) one each large room is required. On day two, two (2) each rooms, with each accommodating sixty (60) individuals is required. 0003: Meals/Breaks w/light refreshments: · The following buffet style meals shall be required: Lunch and Dinner for 100 on Day 1; Breakfast, Lunch and Dinner for 100 on Day 2; and Breakfast and Lunch for 100 on Day 3. * The following breaks, which are encouraged to promote conversation and team building, shall be provided: one afternoon break on Day 1, one morning and one afternoon break on Day 2, and one morning break on Day 3. 0004: Audio-visual Support: · One tripod screen on Day 1 and Day 3; two screens on Day 2 · One LCD video projector on Day 1 and Day 3; two video projectors on Day 2 · One laptop computer on Day 1 and Day 3; two laptop computers on Day 2 · One wireless handheld microphone on 04/01/2009 and 04/03/2009 · One wireless LAV microphone on Day 1 and Day 3; one wireless handheld microphone on Day 1 and Day 3 · One hardback flipchart easel with pad on 04/01/2009 and 04/03/2009: two hardback flipchart easels with pads on 04/02/2009 · One hardback flipchart easel with pad and markers on Day 1 and Day 3; two hardback flipchart easels with pads and markers on Day 2. Scope of Work EPA's Corrective Action Workshop Introduction The Land and Chemicals Division of EPA Region III has an annual corrective action meeting for both EPA and State corrective action staff. This meeting focuses on training and team building. The staff is trained by experts on tools and technologies that exist in order to meet the corrective action requirements of RCRA. Industry, consultants, vendors, as well as EPA and State staff give the presentations at this 3-day meeting. In addition, EPA Region III promotes team building during the 3-day event. The team building promotes a good working relationship between EPA and the States during the year. The meeting shall start at 8:00 am on Day 1 and shall end at 1:00 pm on Day 3. The meeting location shall be within 35 miles of Cumberland, Maryland which is central to EPA Region III. Thereby, all participants are able to travel by automobile no more than four hours to this location. The contractor shall provide the following for the meeting on a per person per night charge: · 200 single occupancy, non-smoking, government rate rooms will be provided. 100 rooms on Day 1 and 100 rooms on Day 2 will be provided. (No Murphy-bedrooms) · The following buffet style meals will be provided: Lunch and dinner for 100 on Day 1; breakfast, lunch and dinner for 100 on Day 2 and; breakfast and lunch for 100 on Day 3. · The following breaks, which are encouraged to promote conversation and team building, will be provided: one afternoon break on Day 1, one morning and one afternoon break on Day 2, and one morning break on Day 3. · Meeting room able to accommodate 120 people. On Day 1 and Day 3 one large room is needed. On Day 2 two smaller rooms, each accommodating 60 people will replace the large room. · All meeting room rentals, conference fees, wireless internet, usage fee, resort fees, tax, tip to be included. In addition, the contractor shall provide rates for the following audio visual equipment: 1.One tripod screen on Day 1 and Day 3; two screens on Day 2 2.One LCD video projector on Day 1 and Day 3; two video projectors on Day 2 3.One laptop computer on day 1 and Day 3: two laptop computers on Day 2 4.One wireless handheld microphone on Day 1 and Day 3 5.One wireless LAV microphone on Day 1 and Day 3 6.One hardback flipchart easel with pad and markers on Day 1 and Day 3: two hardback flipchart easels with pads and markers on Day 2 7.All taxes, tips, service charges to be included Other Requirements The contractor's location shall facilitate team building exercises in an environmental setting. The exercises shall include, but are not limited to, nature walks, biking, boating, fishing, swimming, jogging/running. In addition the contractor's location shall provide a setting for vendors to set up technical equipment such as drill rigs, trucks containing sampling equipment, actual outdoor sampling, etc. Period of Performance EPA has three date-sets for which the conference may be scheduled. The vendor may choose any of the following date-sets: November 2010 - 03, 04, 05 (Wednesday, Thursday, Friday) November 2010 - 08, 09, 10 (Monday, Tuesday, Wednesday) November 2010 - 15, 16, 17 (Monday, Tuesday, Wednesday) Lodging rates shall be within the Government Per diem rate or lower for the selected area. A response to requirements listed below shall be submitted on hotel letterhead and shall address all requirements listed in a separate technical proposal. A hotel contract shall be submitted with your proposal (NOTE: be advised that the Government's terms and conditions, per the referenced clauses, shall take precedence over the vendor's terms and conditions) 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, AV equipment, menus. To be eligible for award under this RFQ, the offeror must propose a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et.seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm and the Central Contractor Registration website (www.ccr.gov). Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors. An award may be made without discussions with the offeror(s). The EPA reserves the right to conduct an on-site inspection of the offeror's proposed facilities. All responsible sources IAW FAR Part 9.1, that meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals, hotel contract and descriptive literature. Any offer that does not meet the RFQ requirements shall be rejected. The following provisions and clauses shall apply to this RFQ: FAR 52.252-2 Clauses Incorporated by Reference. 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 clause may be accessed electronically at this/these address(es): http://www.arnet.gov/far (FAR); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2 Evaluation Commercial Items (Item 1 and 2 are of importance): Item 1. Technical Capability of the services offered to meet the Government's requirement. Item 2. Past Performance: Contractor shall provide a list of three (3) sources/references for completed work in the last five (5) years which are similar in scope, magnitude, relevance and complexity to this requirement. Please provide a POC, telephone number, Order Number, brief scope of work, total dollar value, and period of performance. The EPA may also contact other sources not listed, as well as contact internal EPA sources that may have contracted with the vendor in the past Item 3. Price Award will be made to the offeror who represents the best overall value to the Government. The past performance and technical capability are of equal importance. Both factors combined are equal to price in awarding a Purchase Order resulting from this RFQ. Vendor may complete and reference the following commercial clauses at the ORCA web site: https://orca.bpn.gov/ FAR 52.212-3 Offeror Representations and Certification-Commercial Items. (Offerors must include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal); FAR 52.212-4 Contract Terms and Conditions Commercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603© (2)(xii) the following provisions under the clause apply (b)(15) thru (22), Service of Protest (Sep 2006). Proposals shall include all information required in FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. 1552.223-71 EPA Green Meetings and Conferences (MAY 2007) (a) The mission of the EPA is to protect human health and the environment. We expect that all Agency meetings and conferences will be staged using as many environmentally preferable measures as possible. Environmentally preferable means products or services that have a lesser or reduced effect on the environment when compared with competing products or services that serve the same purpose. (b) As a potential meeting or conference provider for EPA, we require information about environmentally preferable features and practices your facility will have in place for the EPA event described in the solicitation. © The following list is provided to assist you in identifying environmentally preferable measures and practices used by your facility. More information about EPA's Green Meetings initiative may be found on the Internet at http://www.epa.gov/oppt/greenmeetings/. Information about EPA voluntary partnerships may be found at http://www.epa.gov/partners/index.htm. (1) Do you have a recycling program? If so, please describe. (2) Do you have a linen/towel reuse option that is communicated to guests? (3) Do guests have easy access to public transportation or shuttle services at your facility? (4) Are lights and air conditioning turned off when rooms are not in use? If so, how do you ensure this? (5) Do you provide bulk dispensers or reusable containers for beverages, food and condiments? (6) Do you provide reusable serving utensils, napkins and tablecloths when food and beverages are served? (7) Do you have an energy efficiency program? Please describe. (8) Do you have a water conservation program? Please describe. (9) Does your facility provide guests with paperless check-in & check-out? (10) Does your facility use recycled or recyclable products? Please describe. (11) Do you source food from local growers or take into account the growing practices of farmers that provide the food? Please describe. (12) Do you use biobased or biodegradable products, including biobased cafeteriaware? Please describe. (13) Do you provide training to your employees on these green initiatives? Please describe. (14) What other environmental initiatives have you undertaken, including any environment-related certifications you possess, EPA voluntary partnerships in which you participate, support of a green suppliers network, or other initiatives? Include Green Meeting information in your quotation so that we may consider environmental preferability in selection of our meeting venue. End of Clause Interested sources shall submit all price, descriptive literature, technical proposals, and Hotel Contract to John M. Robb, Contracting Officer, US EPA, Region III, 3PM10, Philadelphia, PA 19103. Phone 215-814-5468, Fax 215-814-5211, or email robb.john@epa.gov. Faxed quotes will be accepted. Closing date for receipt of proposals is August 24, 2010 at 4:00PM EST.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/EPA/OAM/3PM10/RFQ-PA-10-00105/listing.html)
- Place of Performance
- Address: Cumberland, Maryland, United States
- Record
- SN02216259-W 20100725/100723235435-686ad6c13e0910a84b1209662ed6b3b3 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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