MODIFICATION
R -- OGC Legal Training Conference - June 8-12, 2015 - Richmond, VA
- Notice Date
- 4/3/2015
- Notice Type
- Modification/Amendment
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Small Business Administration, Office of Chief Finanical Officer- Aquisition Division, SBA Contracting, 409 Third Street, S.W., Washington, District of Columbia, 20416, United States
- ZIP Code
- 20416
- Solicitation Number
- 5202010EQ0004
- Archive Date
- 5/1/2015
- Point of Contact
- Melissa Capitani, Phone: 3038447008
- E-Mail Address
-
melissa.capitani@sba.gov
(melissa.capitani@sba.gov)
- Small Business Set-Aside
- N/A
- Description
- REQ/SOLICITATION #5202010EQ0004 THIS SOLICITATION IS BEING ISSUED AS A REQUEST FOR QUOTATION HOTEL, DINING, AND AUDIO/VISUAL EVENT PRODUCTION OGC Legal Training Conference LOCATION WILL BE RICHMOND, VIRGINIA FIRM CONFERENCE DATES ARE MONDAY, JUNE 8, 2015 THROUGH FRIDAY, JUNE 12, 2015 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will NOT be issued. The NAICS is 721110 and the Small Business Size Standard is $32.5 million. A. BACKGROUND SBA intends to procure a facility to host an attorney-wide training event, "Legal Training Event," to be held in downtown Richmond, Virginia from June 08, 2015 - June 12, 2015. The Contractor shall provide all services, space and supplies for meeting, lodging and food to accommodate approximately 140 attendees. Lodging and food service cost shall not exceed the current government per diem rate for the Richmond, Virginia locality. The Contractor shall provide fully furnished training facilities including audio visual and internet support. Additionally, the contractor shall provide on-site parking. A small preparatory group and some training attendees will arrive on Monday, June 08, 2015 with the majority of the group arriving on Tuesday, June 09, 2015. Attendees will be arriving from the all over the United States and its territories. B. OBJECTIVES OGC attorneys hold positions of great responsibility and they are obligated to adhere to a strict code of ethics. The attorneys act as both advocates and advisors for the SBA and they are critically linked to all program operations. As advocates, the attorneys act on behalf of the SBA, researching and applying written law and representing the Agency in trials. As advisors, they counsel SBA employees about their legal rights and obligations and suggest particular courses of actions in business matters. Therefore, it is critical for the attorneys to keep informed about legal and non-legal developments that affect their practice. This conference will fulfill critical training required for the attorneys to stay abreast of those developments. The three goals of this conference are: 1. To maintain and sharpen the skills of OGC attorneys so that they remain proficient in their work; 2. To keep up with the latest developments within their particular area of law; and 3. To communicate and train the legal staff on the dramatic changes in many areas of the law that directly impact the Agency. C. 1. PERFORMANCE WORK STATEMENT SBA 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 that requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. The Contractor shall provide lodging, meals, training space and audio/visual (A/V) for the event as identified in the subparts below: 1.1 HOTEL AND LODGING REQUIREMENTS 1.1.1 The hotel shall be within a 15-mile drive of the Richmond International Airport. Downtown Richmond is the preferred location for the venue. 1.1.2 Contractor shall block a minimum of 140 single occupancy sleeping rooms (no additional charge for double occupancy). Lodging shall not exceed the local Government per diem rate for the duration of the event. Date Rooms Monday, June 8, 2015 (check in) 15 Tuesday, June 9, 2015 (check in) 140 rooms Wednesday, June 10, 2015 140 rooms Thursday, June 11, 2015 140 rooms Friday, June 12, 2015 Departure/check out SBA will provide a list of attendees shortly after contract award to assist in creating the reservations. In the alternative, we request that contractor provide a web link, if available, so that guests can make hotel reservations online themselves and allow the Contracting Officer Representative (COR) and others on the planning team to check on room pick-up throughout the planning process. The entire event, including lodging, will be contracted and invoiced against a single contract. Attendees will furnish a credit card at check-in for incidentals and personal expenses only. Due to the Agency's mission, in order to be able to provide immediate support to America's small business community on a moment's notice, SBA requires flexibility in its ability to change the number of participants' guest rooms reserved. SBA will guarantee 80% occupancy rate of its participant's guest room without penalty. 1.1.3 Hotels that provide guestrooms with modern TV and complimentary internet access are preferred as are hotels with a three diamond facility (and three diamond restaurant) or better as defined by the American Automobile Association. 1.1.4 Fast and easy check-in and check-out capabilities are required. The hotel must plan/staff to ensure check-in/check-out procedures move quickly and efficiently. Luggage storage is required if guestrooms are not available for early check-in. The hotel shall allow confirmed guest reservations to arrive up until 11:00 pm of the first two days of the event. SBA may require front desk to hand out an informational welcome flyer to the attendees upon check-in. Express check-out via guestroom TV or under guestroom door is desired. 1.1.5 Onsite parking is required and shall be free of charge or at a significantly reduced fee for attendees during the training for a minimum of 40 attendees. 1.1.6 Contractor must be in full compliance with the Americans with Disabilities Act and implementing regulations, Federal, State and Municipal Health Codes. 1.1.7 Contractor shall have a complimentary fitness center onsite. 1.1.8 Contractor must be able to accommodate both meetings and lodging needs in the same building, or as part of the same facility. 1.1.9 An onsite restaurant is required and contractor hotel must be located within safe walking distance from numerous commercial public dining options. 1.1.10 Contractor shall maintain a current certification on the FEMA National Master List and be in full compliance with Hotel and Motel Fire and Safety Act of 1990 throughout the term of the contract. 1.1.11 Contractor shall be bonded, licensed, and properly insured for all Conference Center operations, preparing and/or catering meals, and serving meals. 1.1.12 Contractor must have an on-site business center with 24 hour availability. Minimum office equipment in the business center shall include a fax machine, black/white copy machine and printer, desktop PC with workstation or a laptop docking station. Business center must be internet accessible. 1.1.13 The Government will not pay for amenities charged to the room such as phone service, spa, room service, or any other chargeable service or product. The Government will be responsible ONLY for lodging and meals specified in this PWS. Payment for any other lodging and meals or chargeable room amenities is the responsibility of each individual hotel guest. 1.2 CONFERENCE SERVICE REQUIREMENTS Conference space will be used as training classrooms. Also see Section 1.3 for audio visual requirements for the training classrooms. 1.2.1 The Contractor shall assign an on-site point of contact throughout the duration of the training. The person shall be the single point of contact (POC) for the Contracting Officer (CO), SBA COR and/or other designated SBA representative. The name of the POC and any alternates who shall act for the contractor in the absence of the contractor's POC shall be provided in the contractor's proposal. The hotel POC, SBA COR and/or other designated SBA representative will have a pre-meeting with the facility staff and tour of the facility on the morning of Monday, June 8, 2015. Upon arrival, contractor will provide the COR and/or other designated SBA representative with a telephone directory of "key" hotel personnel assigned to support SBA during the conference. The telephone directory must include "key" personnel's business hours and telephone numbers (a telephone answering service is not acceptable). 1.2.2 The Contractors POC or alternate shall be responsible for working with the SBA COR and/or other designated SBA representative to resolve any issues within 1 hour after the issue is identified. 1.2.3 Contractor shall provide one (1) large room, fully furnished, (24 hour hold) for general session meetings with unobstructed interior views large enough for various training room configurations/setups (classroom, U-shape, circles, etc.) to comfortably accommodate approximately 140 participants. The general session room will have risers with a podium and panel style table with seating for six (6). 1.2.4 Contractor shall provide four (4) breakout rooms setup with classroom style seating to accommodate approximately 40 participants each (general session room may adequately serve as 1 of 4 breakout rooms). 1.2.5 Contractor shall provide one (1) room, fully furnished, with dedicated house phone to comfortably accommodate approximately 15 participants to be used as a "war" room/office. 1.2.6 Contractor shall provide one (1) room with a conference table to comfortably accommodate approximately 15 participants to be used for senior management meetings. 1.2.7 General session, breakout rooms, and office must be internet accessible (complimentary internet) and within close proximity of one another. All function space shall be clean, well ventilated, well lit, adequately soundproofed and handicapped accessible. 1.2.8 Contractor shall provide space for training registration consisting of two (2) tables; two (2) chairs per table and two (2) additional tables to be placed behind registration tables beginning on June 08, 2015 and available through June 12, 2015. 1.2.9 The general session, breakout rooms, office and meeting rooms must be blocked for the sole use of SBA for the duration of the event and shall be available and set-up by 7 a.m. from June 9, 2015 through the event end on June 12, 2015. This includes any hotel provided audio-visual equipment (see Section 1.3). 1.3 AUDIO VISUAL EQUIPMENT 1.3.1 The contractor shall provide on-site technical support expertise in audio visual equipment set up and troubleshooting techniques necessary to resolve routine malfunctions from the hours of 7 a.m. to 5 p.m. during the training sessions. The on-site technical support must be available to provide support within 30 minutes of hotel being notified by COR and/or designated SBA representative of a problem. 1.3.2 On Tuesday, June 9, 2015, the hotel's audio-visual technician will be available from 7:30 a.m. to 12:00 p.m. to assist SBA's presenters with their personal audio visual equipment set up. Actual start time may change based on final training schedule. SBA's COR and/or designated SBA representative will confirm actual days and times that the audio visual technician is needed. 1.3.3 The general conference room must contain standard audio visual presentation equipment (LCD projectors, microphones/lavaliers, projector screen or 60" or larger LED/LCD/HD TV screen, connection cables, power cords). 1.3.4 The four (4) breakout rooms must have internet access and may require standard audio visual presentation equipment (LCD projectors, microphones/lavaliers, projector screen or 60" or larger LED/LCD/HD TV screen, connection cables, power cords). 1.3.5 The one (1) small room to comfortably accommodate approximately 15 participants to be used as a "war" room/office must contain complimentary internet access, four (4) tables and eight (8) chairs. 1.4 FOOD AND BEVERAGE SERVICE REQUIREMENTS 1.4.1 Food and beverage service shall meet Federal Governments per diem. Presentation of food should be visually appealing, colorful and offer a good variety of nutritional value and varied selections at each meal and break. Several food options should be provided per meal. 1.4.2 Meals shall be served buffet style or plated at predetermined times as agreed upon and must not be served in the training classrooms. Meals will be served at predetermined times during normal meal hours as agreed upon by the hotel and SBA's on-site representative. SBA's training schedule will indicate planned meal hours. SBA's on-site representative will confirm meal plan hours with hotel's representative at least one week prior to training start date. However, due to the nature of training, the parties anticipate the need to have some reasonable flexibility in actual meal schedules as not to disrupt the training. It is anticipated the contractor shall provide the following meals and service for all participants in attendance at the local per diem rate and the Proportioned Meal rate for the event location: Date Participants Meal Meal Allowance Per Person(pp) Tuesday, June 09, 2015 140 D D: $34.00 pp Wednesday, June 10, 2015 140 B, L, D B: $11 pp L: $16 pp D: $34 pp Thursday, June 11, 2015 140 B, L B: $11 pp L: $16 pp Friday, June 12, 2015 140 B, Boxed L B: $11 pp Boxed L: $16pp 1.4.3 Contractor will furnish all food items, cooked, and delivered to the areas and designated times as identified by catering manager and COR and/or designated representative in accordance with this PWS. 1.4.4 Contractor shall provide full service catering to include setting up, plates, napkins, silverware, glasses/cups, clean up equipment to keep food hot/cold and removal of all trash. 1.4.5 Contractor shall provide light refreshments each day of the event (starting June 09, 2015 afternoon only through June 12, 2015) for breaks. The breaks are twice a day, once mid-morning at approximately 10 a.m. and the other midafternoon at approximately 3:00 p.m. Service shall include coffee, tea, iced tea, bottled water or soft drinks & ice water, refreshed as needed. Contractor must also provide the same for morning and afternoon breaks and include a light snack such as cookies, donuts, muffins, bagels, fruit, vegetables, pretzels or chips. 1.4.6 Price shall be inclusive of all applicable service charges. 2.0 DELIVERABLES The Contractor shall host, provide lodging, furnished event space, food/beverage, equipment and services necessary to fulfill the requirements of this PWS, except for the Government furnished items specified in section 7.0. 3.0 TRAVEL Contractor travel is not required 4.0 OTHER DIRECT COSTS N/A 5.0 SERVICE DELIVERY SUMMARY Performance Objective PWS Performance Threshold Provide services specified in the PWS C.1, 2.0, 7.0, 8.0 and 9.0 and all subparts Specified services are provided 100% of the time. Problem Resolution and Business Relations C.1, 2.0, 7.0, 8.0 and 9.0 and all subparts Problems identified are mutually resolved in a timely manner (within 1 hour) 98% of the time. 6.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES Government will furnish laptops, printers and general office supplies for use in registration and war/office area only. 7.0 GENERAL INFORMATION 7.1 SECURITY 7.1.1 Rooms shall be accessed via interior corridors only. 7.1.2 Emergency Exits and fire extinguisher stations shall be clearly marked. 7.1.3 Contractor shall have lighted, safe, secure parking on hotel grounds. 7.1.4 Electronic Key Lock Systems for all guest rooms and rooms should have deadbolts and secondary locks on guest room doors. 7.1.5 All guest room doors should be self-closing. 8.0 PLACE OF PERFORMANCE Downtown Richmond, Virginia (preferred) or within 15 miles of the Richmond International Airport. 9.0 PERIOD OF PERFORMANCE June 08, 2015 - June 12, 2015 and conference support to the Government between the hours of 7:00am - 7:30pm, during established training dates. This combined synopsis/solicitation also includes two attachments entitled "MEETING REQUIREMENTS" and "TENTATIVE SCHEDLE". Please refer to these documents for planning purposes. D. MANDATORY REQUIREMENTS 1. Offerors are required to submit an Event Agenda with their proposal. The agenda should identify the logistics of the requirements specified within the RFQ. 2. Offerors must include catering menu; indicate discount off menu prices, if applicable. 3. All offerors must be registered in and have completed certifications in the System for Award Management or SAM which is the Official US Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. This is NO fee to register for this site. Entities may register at no cost directly from https://www.sam.gov/portal/SAM/#1 No award will be made to any offeror not registered in SAM. E. PAYMENTS/BILLING 1. Payments will be made for rooms, food, beverage, audio-visual, and meeting space from the base contract. 2. Payments shall be made in accordance with contract terms and conditions. 3. One payment will be made upon receipt of an offeror's final invoice submitted after successful completion of the training. F. EVALUATION FACTORS 1.The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the most advantageous to the Government, price and all other technical factors considered. Technical factors are more important than price in determining Best Value. This acquisition shall be evaluated using the best value method. See Factor 1: Technical Proposal below. Each paragraph listed below holds the same level of importance when evaluating offers. 2. A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. 3.The Government reserves the right to visit, inspect, preview the venue prior to making a final award selection. 3. FACTOR 1: TECHNICAL PROPOSAL. Discuss anticipated methodology to meet performance objectives as related to the specific tasks identified in Paragraph C.1, 2.0, 5.0, 7.0, 8.0, 9.0, 10.0 & D, and subparts, of the PWS. It is highly recommended that each paragraph listed and their subparagraphs be addressed in the technical proposal. Offerors shall also submit documentation and descriptive literature (brochures) and menus which clearly identifies how the offer submitted meets the requirements. The evaluation will be based on the demonstrated capabilities of the prospective Contractors in relation to the needs of the project as set forth in the PWS. The merits of each proposal will be evaluated carefully; each proposal must document the feasibility of successful implementation of the requirements of the PWS. Award will be made to the offeror who best addresses all the needs of the PWS with the highest quality and capabilities. In accordance with FAR 15.304(c)(3)(iii), the contracting officer has determined that past performance is not an appropriate evaluation factor for this acquisition. Offerors shall not provide any past performance in response to the proposal. 4. FACTOR 2: PRICE CRITERIA. Price will not be assigned an adjectival rating or scored; it will be evaluated by the Contracting Officer, to determine whether it is fair and reasonable and if it reflects the offeror's understanding of the work. Guest rooms, meeting space, A/V, parking, shuttle service and meals may be complete meeting package if consistent with usual conference pricing. Therefore, in lieu of breaking out the cost of the conference, offerors may price this requirement as a package. However, in doing so, the offeror represents and certifies that the cost of hotel rooms and meals are within the allowable Federal Travel Regulation per diem rates listed in this PWS for their location. Otherwise, all offers shall be broken down by nightly rates per room, meals, conference facilities, and audio-visual service and support. Lodging Rate may not exceed prevailing Federal Government per-diem for Richmond, VA. Fiscal Year 2015 per diem rates for Richmond, Virgina for the month of June are $113.00 per night. Indicate any additional special considerations/concessions provided. Offerors shall include the details of their cancellation terms and conditions with their offer. G. QUOTATION SUBMISSION IT IS STRONGLY URGED THAT THIS ENTIRE SOLICITATION BE READ THOROUGHLY. THERE ARE MANDATORY DOCUMENTS AND INFORMATION THAT MUST ACCOMPANY A PROPOSAL TO BE CONSIDERED RESPONSIVE AND ACCEPTABLE. EVENT AGENDA, MENUS, ALONG WITH COMPLETE PRICING MUST BE INCLUDED. INCOMPLETE OFFERS WILL BE DETERMINED NONRESPONSIVE AND NOT CONSIDERED FOR EVALUATION OR AWARD. Please contact, Contracting Officer Melissa Capitani at melissa.capitani@sba.gov with any questions. All questions MUST be received via e-mail message to Ms. Capitani no later than COB Tuesday, April 7, 2015. Late queries will not be entertained. All quotations must be submitted by 12:00 pm Mountain Standard Time on April 16, 2015 via e-mail to: melissa.capitani@sba.gov. NOTE: The contract shall require that tax exempt forms be accepted, if applicable. CLAUSES/PROVISIONS: Full text of clauses and provisions are available at http:www.acquisition.gov The provisions at FAR 52.212-1, Instructions to Offers- Commercial; FAR 52.212-3, Offeror Representations and Certifications-Commercial, Offer Representations and Certifications - Commercial Items, (NOTE - offers MUST submit completed copy with their offer); FAR 52.212-4, Contract Terms and Conditions, Commercial Items all apply to this acquisition; and FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-77 through November 13, 2014 and 77 Correction November 13, 2014.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/SBA/OOA/OPGM/5202010EQ0004/listing.html)
- Place of Performance
- Address: Richmond, Virginia, United States
- Record
- SN03689177-W 20150405/150403234759-9955a7a83644684be115c5b6f41630dd (fbodaily.com)
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