PRESOL | X | FY 2011 ATLANTIC CITY TWO DAY TECHNICAL ASSISTANCE PROGRAM SEMINAR - Package #1

FBO DAILY ISSUE OF FEBRUARY 05, 2011 FBO #3360
SOLICITATION NOTICE

X -- FY 2011 ATLANTIC CITY TWO DAY TECHNICAL ASSISTANCE PROGRAM SEMINAR - Package #1

Notice Date: 2/3/2011
Notice Type: Combined Synopsis/Solicitation
NAICS: 721120 — Casino Hotels
Contracting Office: Equal Employment Opportunity Commission, Office of the Chief Financial Officer, Acquisition Services Division, 131 M Street, NE, 6th Floor, Washington, District of Columbia, 20507, United States
ZIP Code: 20507
Solicitation Number: RFQ0021-11
Archive Date: 2/24/2011
Point of Contact: Doreen P Starkes, Phone: (202) 663-4240
E-Mail Address: doreen.starkes@eeoc.gov
(doreen.starkes@eeoc.gov)
Small Business Set-Aside: N/A
Description: Attachment A - Quotation Response Form This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation 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 will not be issued. The Contracting Officer is utilizing policies and procedures prescribed in Part 12, Acquisition of Commercial Items. Solicitation Number RFQ0021-11 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-49 effective January 24, 2011. Casino hotels, convention Centers, hotels and other full service facilities that can satisfy the requirements contained in this solicitation are encouraged to submit a quotation. This solicitation is considered an unrestricted procurement. The U.S. Equal Employment Opportunity Commission (EEOC), Revolving Fund Division has a requirement for a contractor to provide a full service training facility to include: conference space, rental of audiovisual equipment and technical support, food and beverage service, business services, and lodging to conduct a two-day EEO Technical Assistance Program Seminar (TAPS). This seminar provides training to employers, unions and attorneys on the laws enforced by the EEOC. The Government anticipates a minimum of 100 attendees with an anticipated maximum of 200 attendees, plus an additional 25 individuals consisting of other staff and presenters who provide support for the conference. To be eligible for consideration, the contractor's proposed facility for the seminar must be located within U.S. Postal Code 08401. The Government contemplates the award of a firm-fixed price (FFP) contract. SCHEDULE OF SUPPLIES AND SERVICES. The quotation package shall include the following line items in a written quotation: Contract Line Item Number (CLIN) 0001, Conference Space - Quantity 2 days each (See List of Conference Space requirements below), Unit Price $ _____, Total for CLIN 0001 $ _____; CLIN 0002, Rental of Audiovisual Equipment and Technical Support - Quantity 2 days each (See Audiovisual requirements provided below), Unit Price $ ______, Total for CLIN 0002 $ _____; CLIN 0003, Food and Beverage Services - Quantity 400 attendees over two days (See list of Food and Beverage requirements below), Unit Price $ _____ per person rate per day, Total for CLIN 0003 $ _____; CLIN 0004, Business Services Expenses - 30 boxes (See Business Services requirements below), Unit Price $ _____, Total for CLIN 0004 $ _____. Total Price for CLINs 0001 through 0004 $ ______. The primary dates for consideration in order of preference are June 6-7, 2011 or June 9-10, 2011 (1st Choice), June 20-21, 2011 or June 23-24, 2011 (2nd Choice); and June 7-8, 2011; June 8-9, 2011; June 21-22, 2011 or June 22-23, 2011 (3rd Choice). Please state availability for each date in the technical portion of the quotation. No other dates or combination of dates will be considered by the Government. The seminar provides for meeting space for training sessions and food and beverage service for breakfast, lunch, morning and afternoon breaks. Registration and continental breakfast start each day at 7:00 a.m. ET. The seminar starts at 8:30 a.m. ET and ends at 5:00 p.m. ET on the first and second day. A contract will be awarded to the responsible quoter whose quotation represents the best value to the Government. Interested parties must indicate in their quotation whether they accept payment via Government-wide commercial purchase card. The prospective contractor must be registered in the Central Contractor Registration (CCR) database prior to award of the resulting contract. Registration is free and can be completed on-line at http://www.ccr.gov/. Each quotation must clearly indicate the capability of the quoter to meet the requirements specified in this combined synopsis/solicitation. GENERAL REQUIREMENTS: The following requirements for the training facility are specified in terms of minimum requirements. Accessibility: Americans with Disabilities Act (ADA) Requirements: All facilities, including training rooms, restrooms, and audiovisual equipment must be fully accessible to individuals with disabilities, in compliance with the ADA, as amended by the ADA Amendments Act. Accommodations for disabled individuals may include, but are not limited to accessible parking spaces, elevators, and adequate sound systems, wide aisles and wheelchair ramps. EEOC reserves the right to perform site visits prior to award of this contract. A site visit may be conducted by the Disability Business and Technical Assistance Centers (DBTAC) prior to the award of the contract. The contractor's training facility must have adequate free or low cost parking for all participants. The quotation shall list all facility parking cost options. CLIN 0001 - Conference Space - Specific requirements each day are: One large room with room with capacity to accommodate up to 200 participants with classroom style seating, available from 7:00 a.m. to 5:00 p.m. ET. This room shall include a raised platform no more than 24 inches high which is wheelchair accessible on at least one side by a ramp with a run to rise ratio no greater than 8.3%; two (2) tables with four (4) chairs, situated at the front of the room equipped with podium and microphone on a riser. There shall be sufficient space at the back of the room to place additional chairs, if needed. Four (4) registration table(s) with eight (8) chairs shall be positioned outside the large room for seminar registration purposes which will occur between 7:00 a.m. and 4:00 p.m. ET. One additional breakout room for up to 100 participants, classroom style seating, for workshops, available from 7:00 a.m. to 5:00 p.m. ET. An additional large room for a luncheon for up to 200 participants with table rounds (banquet style) of 8 to 10 per table available between 11:45 a.m. and 1:30 p.m ET. All meeting rooms must have a suitable sound system so all participants can hear and ask questions of the speakers. All meeting rooms should be arranged classroom style with chairs and tables for writing and handouts. All chairs and tables shall be in acceptable condition (the furniture is not broken, soiled, rusted or damaged in any way that would injure the individual or damage clothing). Aisle space, including the space between tables and desk, needs to be accessible for persons in a wheelchair. Walls should be constructed in such a manner that they confine inside sound and reduce or prevent the transmission of extraneous sound. All rooms (including luncheon area) should be equipped with a working sound system that can be controlled by the speaker and that projects equally to all areas of the room. Rooms should be configured to allow every participant a clear view of the speaker and all visual aids. Each participant should have a clear view of at least one of the projection screens in use. Rooms should be well lit to accommodate extensive reading and writing and all lighting should be uniform and should not produce a glare. Heating and air conditioning should provide a comfortable level of air quality and room temperature when rooms are at the maximum capacity. CLIN 0002 - Rental of Audiovisual Equipment and Technical Support - Specific requirements each day are: (1) Large General Session room: (a) Podium with wired microphones (1 each); (b) Hand-held cordless microphone (2 each); (c) Lavaliere microphone (4 each); (d) Wired table-top microphone (2 each); (e) Mixer sufficient to amplify, simultaneously, both up to 4 speakers and the audio track of a DVD or sound recording (1 each); (f) 10' x10' Projection Screen (1 each); (g) AV package (movable cart with electrical connections and cords to accommodate EEOC's LCD projector and laptop computer); and (h) Technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentations. For the Breakout room: (a) Podium with wired microphones (1 each); (b) Hand-held cordless microphone (2 each); (c) Lavaliere microphone (2 each); (d) Wired table-top microphone (1 each); (e) Mixer sufficient to amplify, simultaneously, up to 2 speakers and the audio track of a DVD or sound recording (1 each); (f) 10 x 10' Projection Screen (1 each); (g) AV package (movable cart with electrical connections and power strip to accommodate EEOC's LCD projector and laptop computer); (h) Technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentations. For the Luncheon room: (a) Wireless handheld microphone (1 each). The quoter must submit a detailed price list for the AV equipment and technical support inclusive of the price for the items, an hourly rate and the number of hours with breaks included in a day rate for audiovisual support services (if needed), plus the gratuity (service charge). CLIN 0003 - Food and Beverage - Specific requirements each day are: Continental Breakfast to be served each day between 7:00 a.m. and 8:30 a.m. ET and to include assorted breakfast breads, bagels and cream cheese, sliced fresh fruit and yogurt, freshly brewed coffee, decaffeinated coffee, tea, hot water and assorted fruit juices. Morning Break is to be served each day between 10:15 a.m. and 10:45 a.m. ET and shall include, at a minimum, a refresher of coffee service and water. Provide a recommended list of beverages and their prices. A sit-down business plated luncheon is to be served each day between 11:45 a.m. and 1:30 p.m. ET (banquet set-up) (not the room used for General Session). Typical lunch shall consist of salad, boneless chicken with a sauce, rice or pasta, chef's choice of vegetable and starch to maximize color and flavor; dinner rolls and butter, dessert, regular and decaffeinated coffee, hot and iced tea. Afternoon Break is to be served each day between 2:15 p.m. and 2:45 p.m. ET to include assorted soft drinks, bottled water, herbal teas, milk and cookies and/or brownies and whole fruit. Quoter should also submit an all-day food and drink package with a per person rate per day. All interested parties shall provide a list of recommended breakfast and lunch menus, beverages and snacks and their related prices when responding to this RFQ. All food and beverage (F&B) services need to be located in areas accessible to individuals with disabilities. The luncheon should be arranged so that all individuals can be seated and served sufficiently. Anticipated number of participants is 180 each day. The expected maximum number of participants each day is 200. The Contracting Officer's Technical Representative (COTR) will contact the contractor within 72 hours of the event to confirm the number of participants. The contractor shall provide food and beverage for a minimum of 100 participants each day.. The contractor shall invoice the EEOC at the agreed upon rates for meeting room rental, audiovisual equipment, and food and beverage service. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. Pricing proposed for food and beverages shall be per person to include the price for the item(s), plus the gratuity (service charge), and a statement from the contractor indicating whether and under what conditions the U. S. Government is exempt from state tax, if applicable. CLIN 0004 - Business Services - The contractor shall provide for the receipt and accommodations of government seminar materials prior to the scheduled event. The contractor shall store the materials received in a secure space accessed only by the designated government official or an authorized contractor official. The contractor shall provide a minimum of two (2) access keys. Space shall be sufficient to store at least 30 boxes of handout materials, weighing approximately 25 pounds per box, approximately 12" x 10" x 15" for up to 3 business days before the event and during the event. Lodging Requirement. Costs associated with lodging shall not be paid under this contract. Participants and presenters shall be directly responsible for payment of individual sleeping rooms and all incidental charges upon check-out. EEOC requires that the contractor shall provide lodging accommodations to include a block of twenty-five (25) rooms per night for participants, presenters and/or EEOC staff. The contractor shall provide the sleeping rooms for EEOC staff and presenters at or below the federal government's current domestic per diem rate which is available on-line at http://www.gsa.gov. The contractor shall provide information regarding the sleeping room rates with their quotation for those participants who wish to reserve sleeping rooms. The contractor must provide accommodations with single and double beds for sleeping one, two or three nights. Rooms will be needed the night before the event starts and the nights of the first and second days of the event. Sleeping rooms shall be accessible and located within the same building, hotel complex or conference facility as the training/meeting rooms. Sleeping rooms must be equipped with private bath, bed, dresser, table, chair, closet space and heating and air conditioning and receive daily maid and linen service. There must be at least two sleeping rooms with roll in showers to accommodate individuals who use wheelchairs. Rooms are to have secure locks and/or chains. The quantity of rooms specified above is an estimate only, and not representative to the contractor that this estimated quantity will be ordered. The government makes no commitment to this estimated quantity. State and local tax will not be charged to attendees with government identification consistent with local and state laws. Federal tax shall not be charged to guests who present tax exempt forms at check-in/check-out. NOTICE: If government tax exemption is not recognized in the state hosting the seminar for lodging, the quoter shall state so with their quote submissions when responding to RFQ0021-11. After award, the government will not recognize taxes for lodging if the certification is absent of the quote submission. Contract Administration. The COTR under the resulting contract shall be designated at the time of the contract award. Invoicing: The contractor shall invoice the EEOC at the agreed upon rates for conference space, rental of audiovisual equipment and technical support, food and beverage service, and business services. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. The contractor shall submit a final invoice of all charges within five (5) business days after completion of the seminar to the COTR and he/she shall be provided at least five (5) business days to review the invoice charges and services provided for acceptance. Method of Payment: The preferred payment method is payment by government-wide commercial purchase card. The Contractor is to apply charges to the government purchase card only after the final invoice has been accepted and reconciled by the COTR. Cancellation: Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than 45 business days prior to the scheduled event. By receipt of this cancellation notice, the contractor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation within 45 business days of the scheduled event date, Paragraph (l) Termination for the Government's Convenience or (m) Termination for Cause of FAR Clause 52.212-4, Contract Terms and Conditions - Commercial Items will govern. 1. SUBMISSION OF QUOTATION: All interested parties shall submit with their quotation a detailed breakdown of all costs to include conference space, rental of audiovisual equipment and technical support, food and beverage service, business services, and any other miscellaneous services and equipment which are necessary for the success of the seminar. Quotations shall be submitted in three (3) separate volumes as follows: Volume 1 - Technical Capability; Volume 2 - Past Performance; and, Volume 3 - Price. Pricing must be submitted using the line item structure in the above Schedule of Supplies and Services of this RFQ. Quoter shall submit proposed pricing utilizing Attachment 1, the quotation Response Form. A separate attachment may be included in Volume 3 for pricing information on menu items, transportation, parking, applicable tax rates, and sleeping room rates. Your quotation in response to RFQ0021-11 is due February 9, 2011, 11:00 a.m. ET. Quotations will be accepted in hard copy by U.S. Mail and electronic copy via e-mail. If submitting the quotation by mail, send two (2) hard copies to the following mailing address: U.S. Equal Employment Opportunity Commission, Acquisition Services Division, 131 M Street, N.E., Room 4SW14C, Washington, D.C. 20507 Attn: Doreen Starkes, Contracting Officer. One (1) electronic copy of the quotation may be submitted via e-mail, addressed to Doreen.Starkes@eeoc.gov. 2. QUESTIONS: Questions regarding this request for quotation should be submitted to Doreen Starkes, via e-mail to Doreen.Starkes@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0021-11 is February 7, 2011, 11:00 a.m. ET. Any questions received after the specified date and time above will not be responded to. The Government will not reimburse interested parties for any cost associated with responding to this business opportunity. All responsible sources may submit a quotation which shall be considered by the agency. The anticipated contract award date is on or before February 23, 2011. BASIS FOR AWARD: The Government intends to award a contract to the responsible quoter whose quotation is responsive to this solicitation and is determined to be the best value to the Government, using the tradeoff approach. Selection of the best value to the Government will be achieved through a process of evaluating the strengths and weaknesses of each quoter's quotation against the evaluation criteria described below. In determining the best value to the Government, the Technical Capability and Past Performance Evaluation Criteria, when combined, are more important than the evaluated price. The Government is more concerned with obtaining a superior Technical Capability quotation than making an award at the lowest evaluated price. However, the Government will not make an award at a price premium it considers disproportionate to the benefits associated with the evaluated superiority of one technical quotation over another. Thus, to the extent that quoter's technical and past performance quotations are evaluated as close or similar in merit, the evaluated price is more likely to be a determining factor. EVALUATION FACTORS FOR AWARD: The following factors shall be used to evaluate quotations (these factors are listed in their relative order of importance): Technical Capability, Past Performance, and Price. Factor 1 - Technical Capability: (a) Contract Requirements. Quotations will be evaluated on the quoter's ability to provide all of the contract requirements relating to meeting space, audiovisual equipment and technical support, food and beverage service and menu options, business services, and lodging. Quotations must address the quoter's ability to meet or exceed the requirements of the ADA, as amended by the ADA Amendments Act as it relates to the facility conference space, lodging, and parking. Quotations will be evaluated on the quality of the customer services provided, the layout design and quality of the facilities as reflected by the physical layout and atmosphere of meeting space and the maintenance and upkeep of the facilities including amenities to support the conference such as free wi-fi in the conference space. (b) Availability of Dates. Quoters will be evaluated on the ability of the quoter to provide the required services on the dates requested. Additional consideration will be given to quotations which demonstrate availability of facilities on the preferred dates in order of preference, i.e. 1st choice date, 2nd choice date, and 3rd choice date. (c) Location. Quotations will be evaluated on the ability of the quoter to provide a facility on or near the boardwalk within the zip code 08401 U.S. Postal Code area, with adequate low cost or free parking for participants and presenters. Site Visits: The EEOC reserves the right to conduct a site visit of all quoters who are rated to be technically acceptable. The site visit will review and evaluate the same technical items identified in the Technical Capabilities portion of the technical evaluation factors. Factor 2 - Past Performance: The quoter must provide a minimum of three (3) references for past performance of similar work performed within the past three (3) years. The information for each reference shall include the following: 1. Name and address of government agency or non-government client; 2. Name, title, email and telephone number of Contracting Officer, or other point of contact; 3. Name, title, email and telephone number of client's program or project manager, if applicable; 4. Contract number, period of performance, and total dollar value of contract; and 5. Description of services provided. EEOC will evaluate past performance in terms of customer service on similar requirements, feedback from references on room design/layout and quality/upkeep of the facilities and décor, and the availability of amenities (e.g., high-speed internet, etc) and staff to support the conference. In the event that a quoter has no Past Performance history, this rating factor will be considered neutral and will neither increase nor decrease the overall rating. Factor 3 - Price: The price quotation will be evaluated against the Independent Government Cost Estimate. Each quoter shall complete the Response Form, Attachment A. which includes the quoter's pricing quotation. Evaluations of quotations will consider the following pricing information: pricing provided for all line items listed in this RFQ in the units and format provided; pricing of recommended menu options for breakfast, lunch, snacks and beverages; rates for audio-visual and business services; sleeping room rates; and cost options for facility parking rates. The EEOC is a tax exempt Federal agency; please do not include any sales tax in quotations for which the Federal Government is exempt. Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the quoter's initial quote should contain the quoter's best terms from a price and technical standpoint. The Government reserves the right to conduct discussions, if the Contracting Officer later determines them to be necessary. PROVISIONS AND CLAUSES. The Federal Acquisition Regulation (FAR) provisions at 52.212-1, Instructions to Offerors - Commercial Items and 52.212-2, Evaluation-Commercial Items, and 52.222-52 Exemption from Application of the Service Contract Act to Contracts for Certain Services-Certification, apply to this acquisition. The quoter shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items with your quote. The website for providing this information and from which a copy can be printed is https://orca.bpn.gov/. FAR Clauses 52.212-4, Contract Terms and Conditions - Commercial Items is incorporated by reference. FAR Clauses 52.222-3 Convict Labor, 52.222-19 Child Labor-Cooperation with Authorities and Remedies, 52.222-21, Prohibition of Segregated Facilities, 52.222-26 Equal Opportunity, 52.222-36 Affirmative Action for Workers with Disabilities, 52.225-1 Buy American Act, 52.225-13 Restrictions on Certain Foreign Purchases, 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration, 52.222-53 Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements, and 52.232-36 Payment by Third Party are incorporated by reference in accordance with FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Order - Commercial Items. To obtain the above provision/clauses in full text, please visit https://www.acquisition.gov/far/index.html. Preferred Method of Payment: Government-wide Commercial Purchase Card.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/EEOC/OCFOAS/PMD/RFQ0021-11/listing.html)
Place of Performance: Address: Atlantic City, New Jersey, 08401, United States; Zip Code: 08401
Record: SN02372670-W 20110205/110203234541-a6145e23c67e12fca7fb52ceb2438d41 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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X -- FY 2011 ATLANTIC CITY TWO DAY TECHNICAL ASSISTANCE PROGRAM SEMINAR - Package #1