SOLICITATION NOTICE
99 -- of Conference Facilities, AV Equipment and Services, and Freight/Moving Services
- Notice Date
- 5/23/2016
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Labor, Office of the Assistant Secretary for Administration and Management, Office of Procurement Services, 200 Constitution Avenue, NW, S-4307, Washington, District of Columbia, 20210-0001, United States
- ZIP Code
- 20210-0001
- Solicitation Number
- 16-WAHD-OAA-NAT-0042
- Point of Contact
- Myla Gale, Phone: 2026934570
- E-Mail Address
-
gale.myla@dol.gov
(gale.myla@dol.gov)
- Small Business Set-Aside
- N/A
- Description
- COMBINED SYNOPSIS/SOLICITATION i. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 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. ii. This solicitation document is issued as a request for quote (RFQ). When submitting quotes, please use the reference number 16-WAHD-OAA-NAT-0042. iii. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-87; March 7, 2016. iv. This is a full and open competition. The associated NAICS code is 721110 (Hotels (except Casino Hotels) and Motels). The small business size standard is $32.5 million dollars. v. This combined solicitation/synopsis is for the acquisition of Conference Facilities, AV Equipment and Services, and Freight/Moving Services in Richmond, VA, according to the Statement of Work below. STATEMENT OF WORK FOR WAGE AND HOUR DIVISION SECTION 14C TRAINING PART 1 1. GENERAL INFORMATION The DOL Wage and Hour Division (WHD) is responsible for enforcing some of our nation's most comprehensive federal labor laws relating to the minimum wage, overtime pay, recordkeeping, youth employment and special employment, family and medical leave, migrant workers, lie detector tests, worker protections in certain temporary worker programs, and prevailing wages for government service and construction contracts. The mission of the Branch of Training and Education is to equip all WHD management and staff with the necessary skills and knowledge to perform successfully in support of WHD's mission. In providing training, the Branch of Training and Education never loses sight of the fact that WHD is an enforcement agency. Section 14(c) National Training addresses advanced regulatory knowledge and investigative techniques related to enforcement of the Section 14(c) provisions of the Fair Labor Standards Act (FLSA). The WHD would have difficulty effectively teaching and reinforcing concepts outlined in the training materials absent the opportunity for trainees, instructors, and agency experts to activity engage in face-to-face classroom instruction and interaction. The absence of training would comprise the quality and consistency of WHD investigations and hinder the agency's ability to expand enforcement. Alternative methods of instruction, such as online training, are not effective tools in conveying all the detailed and nuanced coursework that reinforces investigator and manager enforcement proficiency. Non-supervisory employees responding to the FY16 Training Needs Assessment identified Section 14(c) enforcement training as a priority trainee need, second only to immigration training. First-line supervisors, regional managers, and enforcement coordinators have also identified training in these program areas as a top priority. The training is a critical component of WHD's Operating Plan and directly supports the agency's three strategic priorities and approach to enforcement. The absence of Immigration Training would comprise WHD's ability to promote and achieve compliance to enhance the welfare of the Nation's workforce and ensure a fair day's pay for a fair day's work 1.1 OBJECTIVES Section 14(c) Training is a three-and-a half day classroom training that focuses on advanced regulatory knowledge and investigative techniques related to enforcement of Section 14(c) of the Fair Labor Standards Act as well as other provisions of the FLSA and Service Contract Act (SCA) that are frequently encountered in Section 14(c) investigations. The first three days of the training reinforces enforcement proficiency to investigators and supervisors by exposing them to agency experts and regional solicitors. These experts reconcile independent learning with nationally standardized training and provide trainees an arena to receive immediate feedback on complex enforcement and regulatory questions. Managers will receive an additional half-day of training to assist them with reviewing case files, evaluating the strengths of cases, and assessing civil monetary penalties. The absence of this training would hinder the development of investigators and supervisors in complex enforcement areas and compromise the quality of WHD investigations. To minimize costs, the trainings are to be held regionally, with all trainees traveling from within their respective region or the nearest adjacent region. A combined training will be held in the Northeast and Southeast Region as well as the Midwest and Southwest Region. Locations were selected based on the least expensive option considering the originating cities of the participants and which still met agency needs. 1.2 SCOPE The scope of this purchase will encompass the reservation of meeting rooms and audio-visual equipment. 1.2.1 Meeting Room Requirements • General Session Room Number of Rooms required: 1 Number of Days required: 1 Dates required: [6/7/16] o Large meeting space, approximately 1,200 - 1,500 square feet o Must be spacious and able to accommodate 65 attendees and instructors seated theater style o Room must be ready for A/V set up [see sec. 1.2.2] o Room must be wireless internet capable with bandwidth greater than 15Mbps • Break-out session room Number of Rooms Required: [ 2 ] Number of Days Required: 4 days with 24-hour hold (1 room needed on 6/10/16) Dates required: [6/6/16 - 6/10/16 ] o Medium meeting space, approximately 850 - 1,500 square feet. The layout of the meeting space must be unobstructed by columns, insets, or other design traits. o Must be able to accommodate 30 people per room seated at 5 person crescent-rounds with 1 six-foot rectangular head table and 1 six-foot rectangular back table. o Rooms must be ready for A/V set up [see sec. 1.2.2] o Rooms must be wireless internet capable with bandwidth greater than 15Mbps o Must have more than 3 electrical outlets in each room. • Office Suite Number of Rooms Required: 1 Number of Days Required: 5 days with 24-hour hold Dates required: [ 6/6/16 - 6/10/16 ] o Small meeting space, approximately 600 - 800 square feet. Preferably on same floor/level as other meeting rooms. o Must be able to accommodate 10 people seated at a conference table or in a U-shaped table o Rooms must be ready for A/V set up [see sec. 1.2.2] o Rooms must be wireless internet capable with bandwidth greater than 15Mbps • Registration Area Small/Medium open space, approximately 500-1,000 square feet to be available during the first day of the training [6/7/16] 1.2.2 Audio-Visual Requirements and Miscellaneous Services • General Session: Projection Screen, AV cart, & PC audio patch [customer will bring own LCD projector] o Quantity: 1 Dates Required: [6/7/16] • Break Out Rooms: Projection Screen, AV cart, & PC audio patch [customer will bring own LCD projector] o Quantity: [1 setup per room] o Dates Required: [6/6/16 - 6/10/16] • Wireless Mic for General Session o Quantity: 1 o Dates Required: [6/7/16] • Lavalier Mic for Break Out Rooms o Quantity: [0 per room] o Dates Required:[] • Flip Chart Easels for Break Out Sessions ([7] per meeting room) (no paper required) o Quantity: [14] o Dates Required: [6/6/16 - 6/10/16] • Wireless Internet Connection for the General Session o Quantity: bandwidth greater than 15Mbps o Dates Required: [6/7/16] • Wireless Internet Connection for the Break-out Sessions o Quantity: bandwidth greater than 15Mbps o Dates Required: [6/6/16 - 6/10/16] • Wireless Internet Connection for the Office Suite o Quantity: bandwidth greater than 15Mbps o Dates Required: [6/6/16 - 6/10/16] • PC audio patch for General Session o Quantity: 1 o Dates Required: [6/7/16] • PC audio patch for Break-out Sessions o Quantity: [1 per room] o Dates Required: [6/7/16 - 6/10/16] • Copy Machine Accessibility and Paper o Quantity: 1,000 copies o Dates Required: [6/6/16 - 6/10/16] • Handling Service for Receiving Boxes (25lbs each) o Quantity: unlimited number of boxes received o Dates Required: [6/2/16 - 6/10/16] • Handling Service for Shipping Boxes (25lbs each) o Quantity: unlimited number of boxes shipped o Dates Required: [6/6/16 - 6/10/16] • Floor tape down done by DOL staff. 1.3 PERIOD OF PERFORMANCE The period of performance shall be for June 6 - 10, 2016. 1.4 PLACE OF PERFORMANCE The work to be performed under this contract will be performed at the contractor's location in the following area: Within 7.5 mile radius to Richmond, VA. 1.5. SECURITY The Contractor will be responsible for ensuring compliance by its employees with the security regulations of Contractor facilities where work is performed under this Contract. 1.5.1 PRIVACY Contractor shall take all necessary steps to protect the privacy of DOL employees attending the training. Portions of information disclosed during the performance of this task are protected by the provisions of the Privacy Act of 1974; therefore, all personnel assigned to this Contract are required to take proper precautions to protect the information from disclosure. 1.5.2 COMMITMENT TO PROTECT SENSITIVE INFORMATION The Contractor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information: 18 U.S.C. 641 (Criminal Code: Public Money, Property or Records) 1.5.3 CONTRACTING OFFICER REPRESENTATIVE The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. PART 2 DEFINITIONS & ACRONYMS CO - Contracting Officer COR - Contracting Officer's Representative: A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor DEFECTIVE SERVICE - A service output that does not meet the standard of performance associated with it in the Statement of Work. DOL - Department of Labor OASAM - Office of the Assistant Secretary for Administration and Management OMB - Office of Management and Budget PIV - Personal Identity Verification POP - Period of Performance SOW - Statement of Work PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES 3. GOVERNMENT FURNISHED ITEMS AND SERVICES The Government shall provide LCD projectors, easel paper, surge protectors and other assorted supplies and instructional materials. Attendees will primarily use their government issued laptop. 3.1 INFORMATION SOURCES Knowledgeable DOL personnel will be made available to assist Contractor personnel in obtaining information pertinent to this SOW. PART 4 CONTRACTOR FURNISHED ITEMS AND SERVICES 4. CONTRACTOR WILL FURNISH ITEMS LISTED BELOW: • Meeting space • Meeting space furniture including but not limited to tables, chairs, linens (if requested), etc. • All AV equipment and services outlined in section 1.2.2 o LCD service package (Carts, screens, and power cords) o Lavalier mic o Flip chart easels o PC audio patch o Copier machine and copy paper o Moving equipment required for shipment and receiving of DOL boxes PART 5 SPECIFIC TASKS 5. TASKS The following is the set of tasks required under this Statement of Work and any resulting Contract. Task 5.1: Space and Facilities Management 5.1.1 Provide WHD with guest rooms and meeting room space as outlined in SOW. 5.1.2 Ensure that guests with disabilities are properly accommodated under the requirements of the American with Disabilities Act. 5.1.3 Ensure facilities are clean. Task 5.2: Meeting Coordination 5.2.1 Provide a designated meeting coordinator (POC) to liaise with WHD representatives. Meeting coordinator will ensure that there are clear lines of communication between WHD and hotel staff through on-going consultation and status inquiries. vii. Schedule: June 6 - 10, 2016 viii. The provision at FAR 52.212-1, Instructions to Offerors - Commercial, applies to this acquisition. (See at http://farsite.hill.af.mil/vffara.htm) ix. FAR 52.212-2 Evaluation-Commercial Items (OCT 2014): The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, Lowest Price Technically Acceptable. Technical acceptability is based on the Contractor being able to accommodate the above number of participants for the desired dates. x. FAR 52.212-3 Offeror Representations and Certifications-Commercial Items (MAR 2016): The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) website accessed through http://www.acquisition.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (p) of this provision. xi. FAR 52.212-4, Contract Terms and Conditions - Commercial Items (MAY 2015) applies to this acquisition. (See at http://farsite.hill.af.mil/vffara.htm) xii. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (MAR 2016) applies to this acquisition. xiii. Additional contract requirement(s) or terms and conditions that apply to this contract: a. FAR 52.217-8, Option to Extend Services (Nov 1999) b. DOLAR 2952.201-70, Contracting Officer's Technical Representative (COTR) (MAY 2004), applies to this acquisition (http://farsite.hill.af.mil/reghtml/regs/other/dolar/2952.htm) c. To be eligible for award under this solicitation, the offeror must propose a facility that: i. Is compliant with the requirements of the Americans with Disabilities Act, ii. Is registered on the System for Award Management (www.sam.gov). iii. Meets all of the requirements of this solicitation. d. The proposed venue must accept Government purchase orders. This solicitation is for a venue to host the event; event-planning services are neither requested nor required. e. The contractor must meet the requirements of the Statement of Work and have a current collective bargained agreement with the venue's workforce. f. Indicate in proposal if subcontractors will be utilized for AV or freight handling services g. The Government intends to award a firm-fixed-price purchase order resulting from this combined synopsis/solicitation. h. ELECTRONIC SUBMISSION OF PAYMENT REQUESTS CLAUSE (FEBRUARY 2014) (a) Definitions. As used in this clause- (1) Contract financing payment has the meaning given in FAR 32.001. (2) Invoice payment has the meaning given in FAR 32.001. (3) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract. (b) Electronic Payment Requests. Except as provided in paragraph (f) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this clause, and therefore no additional electronic invoice submission is required. (c) Data Transmission. A contractor must ensure that the data transmission method and format comply with the following provisions: An original invoice shall be prepared and submitted to the Department of Labor (DOL) by email to: DOL-NO-WH@quickpay.dol.gov (1) The contractor shall: a. Address the invoice to the appropriate e-mail address specified in the contract. b. Submit the invoice via attachment in PDF or TIFF format. c. Submit only one invoice per electronic submittal. d. Enter specific information in the subject line of the e-mail in the following format: <Contractor Name>, DOL Agency, <Contract Number, BPA Call or Order Number>, Invoice Number, <Invoice Amount> Example: ABC Co, OASAM, DOL00-00-X0000/X0000, Invoice Number AB-1298433, $15,000.00. e. Submit a copy of the email with the attached invoice to the contracting officer's representative (COR) at the COR email address specified in the contract. f. Before sending another e-mail with the same invoice attachment, confirm whether DOL has already responded and/or whether you have received a success or failure response to your submission. (2) The contractor MUST NOT: a. Submit an invoice that exceeds the size limit of 16 megabytes (approximately 400-500 pages). However, if the invoice exceed this limit, a summary invoice attachment of less than 16 megabytes should be e-mailed to the payment e-mail address above; while the detailed invoice, including any supplemental information, shall be sent to the COR or other representative at the address. b. Submit an invoice that is heavy in shading or color. 1. An e-mailed PDF image cannot have any text that has a background with any color other than white. If the image has a shaded background, it will be converted to black, and the text will be illegible. 2. An emailed TIFF image must be black and white. c. Submit more than one attachment, as subsequent attachments will not be recognized. d. Submit more than one invoice in a single attachment. e. Attempt to use the "Recall or Resend" email message feature. (d) General Information. Payment due dates will be calculated only from the date that invoices are received in the electronic invoicing e-mail box and determined to be proper invoices. Inquiries regarding invoices should be e-mailed to DCASinvoiceinquiry@dol.gov. The relevant invoice must be attached to the inquiry e-mail and the subject line of the e-mail must state "INQUIRY," followed by the information described in paragraph (1) d. above. Example: INQUIRY: <Contractor Name>, DOL Agency, <Contract Number, BPA Call or Order Number>, Invoice Number, <Invoice Amount> Do NOT use the electronic invoicing e-mail address for inquiries about the invoice. (e) Invoice requirements. Invoices shall comply with FAR 32.905. (f) Exceptions. Paper invoices should only be faxed or mailed through U.S. mail when electronic mail cannot be accomplished. When invoices must be faxed due to e-mail size limitations, fax them to: 202-693-0637 Attention DOL/Wage and Hour Division, Financial Management Branch, Kathleen Hunter-Davis. When paper invoices must be mailed due to e-mail size limitations, mail them to the following address: U.S. Department of Labor Office of Financial Management Operations Room S-5526 Attn: DCAS 200 Constitution Avenue, N.W Washington, DC 20210 DCASinvoiceinquiry@dol.gov (End of clause) xiv. Any questions regarding this solicitation should be emailed to Myla Gale at gale.myla@dol.gov. Questions are due no later than May 25, 2016 at 12:00 PM EST. xv. Offers are due to the Contract Specialist no later than 10:00 AM EST on May 27, 2016. All quotes must be emailed to Myla Gale at gale.myla@dol.gov. ****************End of Description****************
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- Place of Performance
- Address: Richmond, Virginia, United States
- Record
- SN04126104-W 20160525/160523234754-ed96136205b5badd0736ec8f3ad21fca (fbodaily.com)
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