SOLICITATION NOTICE
X -- 2013 RCRA Corrective Action Workshop
- Notice Date
- 7/26/2013
- Notice Type
- Presolicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Region IIIUS Environmental Protection AgencyContracts Branch (3PM10)1650 Arch StreetPhiladelphiaPA19103-2029USA
- ZIP Code
- 00000
- Solicitation Number
- SOL-R3-13-00003
- Response Due
- 8/8/2013
- Archive Date
- 9/7/2013
- Point of Contact
- John Robb
- 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. The meeting location shall be located within an eight-five (85) mile radius of Cumberland, Maryland. Request for propsal SOL-R3-13-00003 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 2005-67. 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: 202 single occupancy, non-smoking, government rate rooms shall be provided as follows: 2 rooms on the evening before Day 1; 100 rooms on the first day of meeting; and 100 rooms on the second day of meeting 0002: Meeting Space: On Day 1 and 3, one (1) each large Meeting room, to accommodate 120 attendees, is required; On Day 2, two (2) each small rooms, each accommodating 60 attendees is required. (NOTE: All meeting room rentals, conference fees, wireless internet, usage fee, resort fees, tax, and tips shall be included). 0003: Meals/Breaks w/Light Refreshments: The following buffet-style meals shall be provided, as follows: 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 light refreshment breaks, shall be provided, as follows: one (1) each afternoon break on Day 1; one (1) each morning break, and one each afternoon break on Day 2; and one (1) each morning break on Day 3 0004: Audio-visual Support: One (1) each Tripod Screen is required on Day 1 and 3; Two (2) each Screens are required on Day 2; One (1) each video projector is required on Day 1 and 3; Two (2) each video projectors are required on Day 2. One (1) each laptop computer on Day 1 and 3; Two (2) each laptop computers on Day 2; One (1) each wireless handheld microphone on Day 1 and 3; One (1) each wireless LAV microphone on Day 1 and 3; One (1) each hardback flipchart easel with pad and markers on Day 1 and 3; Two (2) each hardback flipchart easels with pads and markers on Day 2 Scope of Work The Land and Chemicals Division of EPA Region III has a requirement for a biennial corrective action meeting for both EPA and State corrective action staff. This meeting focuses on training and teambuilding. 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 teambuilding during the 3-day event. The teambuilding promotes a good working relationship between EPA and the States during the year. The meeting shall start at 11:00 am on Day 1 of the workshop and shall end at 1:00 pm on Day 3 of the workshop. The meeting location shall be within 85 miles of Cumberland, Maryland which is central to EPA Region III. Thereby, all participants are able to travel by automobile no more than five hours to this location. Other Requirements The contractor?s location should facilitate teambuilding exercises in an environmental setting. The exercises should 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, and actual outdoor sampling. Period of Performance The workshop shall be held on three consecutive weekdays (excluding holidays) in October 2013. Vendors may choose which option based on availability. Vendors may offer both dates if available. Option 1: October 22, 23, 24 Option 2: October 16, 17, 18 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, and menus. To be eligible for award under this RFQ, the offeror shall 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 Nationa l 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 shall be rejected as non-responsive. In addition, the offerors facility shall be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). Award shall be made to the lowest priced, technically acceptable offeror 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. Offers shall be valid for at least sixty (60) days from the date due. 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 shall make their full text available. The full text of a clause may be accessed electronically at this web address: 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 equal 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 three (3) years which are similar in scope, magnitude, relevance and complexity to this requirement. Vendor shall 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 Basis for Award: Award shall be made to the lowest priced, technically acceptable offeror. 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. In the absence of providing a completed copy of FAR 52.212-3 ?Offeror Representations and Certification-Commercial Items? in the proposal, vendors shall 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. (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(c)(2)(xii) the following provisions under the clause apply (b)(15) thru (22). 52.233-2 Service of Protest (Sep 2006); 52.232-18 Availability of Funds (APR 1984). 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (May 2011) 52.223-1 Biobased Product Certification (May 2012) 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (Jul 2012) 52.223-4 Recovered Material Certification (May 2008) 52.223-5 Pollution Prevention and Right-to-Know Information (May 2011) 52.223-9 Estimate of Percentage of Recovered Material Content for EPA-Designated Items (May 2008) 52.223-10 Waste Reduction Program (May 2011) 52.223-11 Ozone-Depleting Substances (May 2001) 52.223-12 Refrigeration Equipment and Air Conditioners (May 1995) 52.223-15 Energy Efficiency in Energy-Consuming Products (Dec 2007) 52.223-16 IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products (Dec 2007) 52.223-17 Affirmative Procurement of EPA-designated Items in Service and Construction Contracts (May 2008) 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. Complete and attach the following with your proposal: 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. (c) 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 a technical proposal, a price proposal, descriptive literature, and a hotel contract to John M. Robb, Contracting Officer, US EPA, Region III, 3PM10, Philadelphia, PA 19103. Phone 215-814-5468. Quotes shall include the vendor?s DUNS and Tax ID numbers. Quotes must be sent via US Mail, Fed Ex, UPS, etc. Faxed and electronic copies of your quote WILL NOT be accepted. Questions regarding this RFQ may be emailed to robb.john@epa.gov. Closing date for receipt of proposals is August 8, 2013 at 4:00PM EST.
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