SOLICITATION NOTICE
U -- Firm Fixed Price contract for Conference/Meeting Spaces, and Audiovisual for a conference to be held in downtown Washington, DC - Representations and Certifications/Terms and Conditions
- Notice Date
- 5/1/2014
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 611430
— Professional and Management Development Training
- Contracting Office
- Department of Justice, Offices/Boards/Divisions, Executive Office for Immigration Review, Contracts and Procurement Staff, 5107 Leesburg Pike, Suite 1711, Falls Church, Virginia, 22041
- ZIP Code
- 22041
- Solicitation Number
- DOJ-04-17-14-01
- Point of Contact
- Andrew Matthew Byrnes, Phone: 7036051739, Thomas J. McCafferty, Phone: 7036051742
- E-Mail Address
-
andrew.byrnes@usdoj.gov, thomas.mccafferty@usdoj.gov
(andrew.byrnes@usdoj.gov, thomas.mccafferty@usdoj.gov)
- Small Business Set-Aside
- N/A
- Description
- Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items Offeror Representations and Certifications—Commercial Items Description: This is a combined synopsis/solicitation to negotiate a Firm Fixed Price contract for hotel accommodations, training/meeting space and audiovisual for a training to be held in the Washington, DC metropolitan area. The Department of Justice Executive Office for Immigration Review (DOJ-EOIR), intends to procure a venue for its 2014 EOIR Legal Training Program. Internal approval is required before issuing award. The training is to be held in the Washington, D.C. metropolitan area from Monday, August 11, 2014 through Friday, August 15, 2014 with check-in on Sunday, August 10, 2014 and check-out on Saturday, August 16, 2014. Interested vendors must be able to provide a training that accommodates up to 664 attendees. The hotel must be within a three (3) block walking radius to restaurants and to a metro station. These dates have been pre-established; if these dates become unavailable, then the contractor may propose other weeks prior to August 31, 2014. Other weeks will only be considered if it is determined the requested dates are not available. The contractor must be able to provide all requirements specified for training needs in Parts A, B, C and D below. To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Register (www.ccr.gov) and be FEMA approved and listed on the U.S. Firm Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). The hotel must provide lodging rates within the Government per diem rate or lower for the Washington D.C. metropolitan area (currently at $167.00 excluding taxes). Please provide the cut-off date by which room reservations must be made to avoid paying for rooms not reserved for each date from Sunday, August 10, 2014 through Saturday, August 16, 2014. Proposed facilities not listed in the CCR and FEMA lists, will be rejected as technically unacceptable. In addition, the offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 01-336)(42 U.S.C. § 12010 et. seq.).   The hotel facility must accommodate attendees with the following needs: Part A: Hotel Lodging. • Sunday, August 10, 2014 for approximately 260 sleeping rooms • Monday, August 11, 2014 for approximately 350 sleeping rooms • Tuesday, August 12, 2014 for approximately 350 sleeping rooms • Wednesday, August 13, 2014 for approximately 350 sleeping rooms • Thursday, August 14, 2014 for approximately 350 sleeping rooms (with the majority check-out Friday morning) • Friday, August 15, 2014 for approximately 100 sleeping rooms (the remainder with check-out Saturday morning). Rooms must be individual/private sleeping rooms with toilet facilities at or below the government per diem rate for Washington, DC (currently at $167.00 excluding taxes). The Government would also like these rates available for two (2) days before and after the training. Payments for Part A shall be the sole responsibility of each participant including no-show fees. Please provide the cut-off date by which room reservations must be made to avoid paying for rooms not reserved for the training for each date from Sunday, August 10, 2014 through Saturday, August 16, 2014. Part B: Meeting Space and Audio-Visual Services. All meeting space must be on a 24 hour hold throughout the training starting on Sunday, August 10, 2014 at 2 p.m. and remain until Friday, August 15, 2014 at 1 p.m. The numbers for the breakout rooms may increase or decrease depending on final number of training participants. Sunday, August 10, 2014 • Provide a secure business office to accommodate up to 15 staff with Wi-Fi internet access, with six (6) or more work stations (desk/table to accommodate laptops). • Provide eight (8) 8ft covered tables and seating for eight (8), for registration/information area outside of the main conference room. These tables should remain in place throughout the training. Monday, August 11, 2014 • Provide a secure business office to accommodate up to 15 staff with Wi-Fi internet access, with six (6) or more work stations. Accessible 7:30 a.m. to 5:30 p.m. • Provide eight (8) 8ft covered tables and seating for eight (8), for registration/information area outside of the main conference room. These tables should remain in place throughout the training. • Provide two (2) meeting rooms conference style for groups of 15. • Provide two (2) meeting rooms conference style with a telephone for a group of 10. • Provide conference space classroom style for 500 people. The conference room should include: two (2) projection screens, two (2) LCD projectors, and a podium with microphone, two (2) wireless microphones, two (2) table microphones, and a five (5) channel mixer. Option: If the space is divisible in half, then two (2) of the 90-person breakout rooms will not be needed. Each half of the room to include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector. • Provide a total of five (5) breakout rooms - three (3) for 75 people classroom style and two (2) for 90 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, and one (1) LCD projector. Option: If the conference space classroom style for 500 people is divisible in half, then two (2) of the 90-person breakout rooms will not be needed. Tuesday, August 12, 2014 • Provide a secure business office to accommodate up to 15 staff with Wi-Fi internet access, with six (6) or more work stations. Accessible 7:30 a.m. to 5:30 p.m. • Provide eight (8) 8ft covered tables and seating for eight (8), for registration/information area outside of the main conference room. These tables should remain in place throughout the training. • Provide two (2) meeting rooms conference style for groups of 15. • Provide two (2) meeting rooms conference style with a telephone for a group of 10. • Provide conference space classroom style for 500 people. The conference room should include: two (2) projection screens, two (2) LCD projectors, and a podium with microphone, two (2) wireless microphones, two (2) table microphones, and a five (5) channel mixer. Option: If the space is divisible in half, then two (2) of the 90-person breakout rooms will not be needed. Each half of the room to include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector. • Provide five (5) breakout rooms - three (3) for 75 people classroom style and two (2) for 90 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, and one (1) LCD projector. Option: If the conference space classroom style for 500 people is divisible in half, then two (2) of the 90-person breakout rooms will not be needed. • Provide three (3) breakout rooms - three (3) for 34 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone and one (1) LCD projector. • Provide conference space classroom style for 100 people; to include one (1) projection screen, one (1) podium with microphone and one (1) LCD projector. • Provide exhibit area with 15 covered tables with seating for two (2) at each table and 15 easels (Outside of Main Training Area if possible). Wednesday, August 13, 2014 • Provide a secure business office to accommodate up to 15 staff with Wi-Fi internet access, with six (6) or more work stations. Accessible 7:30 a.m. to 5:30 p.m. • Provide eight (8) 8ft covered tables and seating for eight (8), for registration/information area outside of the main conference room. These tables should remain in place throughout the training. • Provide two (2) meeting rooms conference style for groups of 15. • Provide two (2) meeting rooms conference style with a telephone for a group of 10. • Provide conference space classroom style for 500 people. The conference room should include: two (2) projection screens, two (2) LCD projectors, and a podium with microphone, two (2) wireless microphones, two (2) table microphones, and a five (5) channel mixer. Option: If the space is divisible in half, then two (2) of the 90-person breakout rooms will not be needed. Each half of the room to include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector. • Provide five (5) breakout rooms - three (3) for 75 people classroom style and two (2) for 90 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, and one (1) LCD projector. Option: If the conference space classroom style for 500 people is divisible in half, then two (2) of the 90-person breakout rooms will not be needed. • Provide three (3) breakout rooms - three (3) for 34 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone and one (1) LCD projector. • Provide conference space classroom style for 100 people; to include one (1) projection screen, one (1) podium with microphone and one (1) LCD projector. • Provide exhibit area with 15 covered tables with seating for two (2) at each table and 15 easels (Outside of Main Training Area if possible). Thursday, August 14, 2014 • Provide a secure business office to accommodate up to 15 staff with Wi-Fi internet access, with six (6) or more work stations. Accessible 7:30 a.m. to 5:30 p.m. • Provide eight (8) 8ft covered tables and seating for eight (8), for registration/information area outside of the main conference room. These tables should remain in place throughout the training. • Provide two (2) meeting rooms conference style for groups of 15. • Provide two (2) meeting rooms conference style with a telephone for a group of 10. • Provide conference space classroom style for 500 people. The conference room should include: two (2) projection screens, two (2) LCD projectors, and a podium with microphone, two (2) wireless microphones, two (2) table microphones, and a five (5) channel mixer. Option: If the space is divisible in half, then two (2) of the 90-person breakout rooms will not be needed. Each half of the room to include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, one (1) wireless microphone, and one (1) LCD projector. • Provide five (5) breakout rooms - three (3) for 75 people classroom style and two (2) for 90 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, and one (1) LCD projector. Option: If the conference space classroom style for 500 people is divisible in half, then two (2) of the 90-person breakout rooms will not be needed. • Provide three (3) breakout rooms - three (3) for 34 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone and one (1) LCD projector. • Provide conference space classroom style for 100 people; to include one (1) screen, one (1) podium with microphone and one (1) LCD projector. • Provide exhibit area with 15 covered tables with seating for two (2) at each table, and 15 easels (Outside of Main Training Area if possible). Friday, August 15, 2014 • Provide a secure business office to accommodate up to 15 staff with Wi-Fi internet access, with six (6) or more work stations. Accessible 7:30 a.m. to 5:30 p.m. • Provide eight (8) 8ft covered tables and seating for eight (8), for registration/information area outside of the main conference room. These tables should remain in place throughout the training. • Provide two (2) meeting rooms conference style for groups of 15. • Provide two (2) meeting rooms conference style with a telephone for a group of 10. • Provide conference space classroom style for 500 people. The conference room should include: two (2) projection screens, two (2) LCD projectors, and a podium with microphone, two (2) wireless microphones, two (2) table microphones, and a five (5) channel mixer. Option: If the space is divisible in half, then two (2) of the 90-person breakout rooms will not be needed. Each half of the room to include: one (1) projection screen, one (1) podium with microphone, one (1) table with microphone, (1) one wireless microphone, and one (1) LCD projector. • Provide a total of five (5) breakout rooms - three (3) for 75 people classroom style and two (2) for 90 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone, and one (1) LCD projector. Option: If the conference space classroom style for 500 people is divisible in half, then two (2) of the 90-person breakout rooms will not be needed. • Provide three (3) breakout rooms - three (3) for 34 people classroom style. Each room to include: one (1) projection screen, one (1) podium with microphone and one (1) LCD projector. • Provide conference space classroom style for 100 people; to include one (1) projection screen, one (1) podium with microphone and one (1) LCD projector. All meeting space and the business office must be on a 24 hour hold. Proposal must indicate whether the hotel agrees to allow DOJ to use its own audio-visual equipment if necessary, such as LCD Projectors, laptops or other agency owned equipment and if there is a cost incurred for connection to hotel equipment and the internet. Part C: Location Requirements: 1. Facilities that are located in downtown Washington, D.C. will receive the highest consideration as this is the most desirable location/ for this event. 2. The hotel must be within a three (3) block walking radius to restaurants and to a metro station. Part D: Printing and Distribution: Hotel must provide access to its business center for faxing, use of copier machines and other office supplies as needed. Part E: Catering. There will be no catering services provided. All participants will be responsible for their own food and beverages based on their per diem. Request quotes for box lunches, snacks, or non-alcoholic beverages available on-site for purchase by participants. Prospective offerors are to submit a written quote that addresses all of the services, types of accommodations and equipment to be provided. Proposals are to include total and itemized rates/prices on ability to accommodate conference (to include location and amenities), Meeting space, Audiovisual. A purchase order will be awarded to the offeror that poses the overall best value to the government price and other factors considered. Proposals will be evaluated based on 1) Technical Merit (hotel must meet or exceed the technical requirements listed within the combined synopsis/solicitation), 2) Past Performance (the contractor shall submit information on three similar conferences held at the facility within the past two years to include the number of attendees, length of conference, contract value and a point of contact from the company who can respond to questions concerning conference); and, 3) Cost. Technical merit and past performance when combined are significantly more important than price as proposal evaluations becomes closer. The Government reserves the right to perform a site visit that may be considered as part of the evaluation process. This requirement will be procured under FAR Subpart 12.6, Subpart 13.106 and Subpart 13.5 as supplemented with additional information included in this notice. FAR 52.212-3, Offeror Representations and Certifications - Commercial Items, must be completed and included with any and all quotes submitted in response to this solicitation. FAR Clauses 52.212-4, Contract Terms and Conditions-Commercial Items are hereby incorporated by reference. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items is hereby incorporated by reference. VAAR 852.270-4 Commercial Advertising; All referenced FAR clauses may be copied at www.arnet.gov/far. Federal Regulations require that any hotel/conference space contracted shall comply with the American with Disabilities Act (ADA) requirements and the FEMA, Fire prevention and Control Guidelines. The vendor selected for award under this requirement must be registered in the Central Contractor Registration at www.ccr.gov, prior to award in accordance with FAR 52.204-7 Central Contractor Registration (Oct. 2003). Any Commercial hotel agreements are unacceptable as they require the Government's legal review, negotiations and approval and thus will cause undue administrative delay. Proposal should be faxed or emailed to the attention of Andrew Byrnes at (703) 305-0962 (fax) or Andrew.Byrnes@usdoj.gov. All questions must be submitted in writing. No telephonic responses will be accepted. Quotations are due on May 8th, by 12:00 PM EST. Oral quotations will not be accepted.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOJ/JMD/EOIR/DOJ-04-17-14-01/listing.html)
- Place of Performance
- Address: 5107 Leesburge Pike, Falls Church, Virginia, 22041, United States
- Zip Code: 22041
- Zip Code: 22041
- Record
- SN03353712-W 20140503/140501234738-7d2d91168483add8de82d82dbdc0d921 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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