SPECIAL NOTICE
X -- EPA Region 3, Hotel Meeting Room Services
- Notice Date
- 4/15/2016
- Notice Type
- Special Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Region III US Environmental Protection Agency Contracts Branch (3PM10) 1650 Arch Street Philadelphia PA 19103-2029 USA
- ZIP Code
- 00000
- Solicitation Number
- RFQ-PA-16-00004
- Point of Contact
- Robb, John
- 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 in the state of Pennsylvania. Request for Quote SOL-R3-16-00004 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 2005-87. 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: 220 single occupancy, non-smoking, government rate rooms will be provided as follows: 110 rooms on the first day of meeting, and 110 rooms on the second day of meeting, and 0002- Meals/Breaks/Light Refreshments: The following buffet-style meals will be provided, as follows: 6:00 pm dinner on the first day of meeting, 7:00 am hot breakfast, 12:00 pm lunch and 6:00 pm dinner on the second day of meeting, and 7:00 am hot breakfast, 12:00 pm lunch on the third and final day of meeting. The following light refreshment breaks, which are encouraged to promote conversation and teambuilding, will be provided, as follows: One mid-afternoon (3:00 pm) snack on the first day of meeting, One mid-morning (10:00 am) and one mid-afternoon (3:00 pm) snack on the second day of meeting, and One mid-morning snack (10:00 am) on the third and final day of meeting. The set up for the breaks should be such that a group of 60 could break at differing times from a group of 110. 0003 Meeting Space: Meeting space for two daily, simultaneous functions to be provided on each day of meeting, as follows: One conference room with a capacity of up to 110 individuals (classroom style) and one conference room with a capacity of up to 60 individuals (classroom style). Speaker prep room to accommodate up to 10 people. The meeting space shall be such that all meetings are to be held without the need to relocate during the conference. (All meeting room rentals, conference fees, wireless internet, usage fee, resort fees, tax, tip to be included.) 0004 ¿ Audio Visual Support: One mobile or Lavaliere microphone, projection screen, podium, and podium microphone, and internet access for each meeting room. Statement of Work for EPA ¿s 2015 RCRA Inspectors Workshop The Land & Chemicals Division ¿s Office of State Programs of EPA Region III will host the 2016 LUST Technical Conference in December 2016. This three-day conference focuses on training, teambuilding and networking. The attendees are trained by technical and regulatory experts on the federal regulations governing corrective action and cleanup requirements in leaking underground storage tank sites to fulfill the requirements of RCRA Subtitles I. In addition, EPA Region III promotes teambuilding and networking during the workshop, which promotes a good working relationship between EPA and the States. Scope of Work Period of performance dates for the conference are September 21-23, 2016. The first day of the conference, participants will arrive at the facility for hotel check-in, registration will occur from 11:00 a.m. to 1:00 p.m., and the meeting will run from 1:00 p.m. to 4:30 p.m. The second day of the workshop will start at 8:00 a.m. and end at 4:30 p.m. The workshop shall end at 12:00 p.m. on the third and final day. The meeting location shall be located in the zip code of 15522 and 17325 in the state of Pennsylvania. Any site proposed outside of these zip codes will not be considered for award. Interested sources may not propose multiple sites to accommodate the attendees. Other Requirements The contractor ¿s location should provide amenities that promote teambuilding exercises in an environmental setting. The exercises shall include, but are not limited to, picnic areas, volleyball, swimming, jogging/running, fitness center. 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 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 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 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. 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 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. 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 System for Award Management web site: https://www.sam.gov/portal/SAM/#1 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 technical proposal, price proposal, 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. 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 May 03, 2016 at 4:00PM EST.
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