U.S. Office Of Personnel Management, 1900 E Street, NW., Room 1342, Washington, DC 20415

R -- FACILITIES AND SERVICES FOR SOELR 2000 CONFERENCE SOL OPM-RFP-00936 DUE 012100 POC Alfred F. Chatterton, 202-606-1004; Ray Hesson, 202-606-1045 WEB: OPM Procurement Home Page, http://www.opm.gov/procure. E-MAIL: Contracting Officer e-mail address, afchatte@opm.gov. R -- This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR subpart 12. Solicitation number is OPM-RFP-00936 and is issued as a Request For Proposals (RFP). This solicitation incorporates Federal Acquisition Regulation provisions and clauses in effect through Federal Acquisition Circular 97-14. Incorporated by reference are FAR 52.212-1, 52.2l2-2, Instructions to Offerors-Commercial Items; FAR 52.212-3, Offeror Representation and Certifications-Commercial Items; FAR 52.212-4, Contract Terms and Conditions-Commercial Items; FAR 52.212-5, Contract Terms and Conditions-Commercial Items Required to Implement Statutes or Executive Orders-Commercial Items. No additional FAR clauses apply. The Standard Industrial Classification (SIC) code is 7011, with a small business size standard of $5 Million. This procurement is unrestricted, allowing both large and small businesses to submit proposals. The Office of Personnel Management is soliciting proposals to provide conference facilities, audiovisual support, sleeping accommodations, parking, and food services for OPM's four and one-half day Symposium on Employee and Labor Relations Conference to be held this fiscal year, between May 1, 2000 and September 15, 2000, for between 700 (minimum) and 1,000 (maxmimu) Federal employee professionals. Offerors should propose dates that fall between Monday -- Friday for the May 1 through September 15 time frame. Preference will be given to those offers which propose dates within the May 1 through June 25 time frame and to those facilities that can accommodate the maximum number of 1,000 people. A number of hotels/motels may be combined in the nearby area to equal the maximum number of sleeping rooms, although preference will be given to a hotel able to accommodate all participants. Preference will be given to sites outside the Washington, D.C. area, and within 50 miles of an airport which services major cities in the continental United States and provides bus, limousine, or train facilities. The site must have complete overnight accommodations (individual sleeping rooms/private baths) and dining facilities for approximately 700 (minimum) to 1,000 (maximum) people. Preference will be given to those sites offering their sleeping rooms at the prevailing Government per diem rate inclusive of all taxes either at the conference facility or nearby. Shuttle service between conference center/hotel and overflow facilities will be required. Greater consideration will be given to the site which provides shuttle service at no additional charge. Various restaurants and eating facilities appropriate to meet the diverse needs of 700 (minimum) to 1,000 (maximum) people must be within close walking/driving distance of conference facility. The facility must be able to provide adequate parking (preferably free) to meet the needs of the participants. Facility must be able to handle a high volume of people checking in and out of their rooms during the same time period without causing delays. Separate secure conference registration area and storage area within close proximity of the meeting rooms, complete with incoming/outgoing phone service is to be identified in proposal for conference staff to use on a 24 hour basis beginning Sunday noon, before conference, through Friday afternoon of the conference. Storage area is to accommodate approximately 150 boxes of conference materials which will be distributed to participants Sunday, Monday and Tuesday and then hold 40 boxes to be picked up no later than Saturday noon after the conference. Complementary area to accommodate up to 20 exhibitors each with a 6 foot skirted tables in close proximity to meeting and plenary rooms. Facility must have a complete audio-visual service and onsite AV technicians available during all times of conference and meals. Costs of audiovisuals are to be included in the proposal. Provide a room for aerobics with onsite instructor. Facility must meet all requirements for persons with disabilities and building must be equipped with a sprinkler system and meet fire/safety regulations. STATEMENT OF WORK -- Meeting Space Requirements -- The facility must provide complimentary soundproof conference rooms equipped with electrical and data lines for audio equipment and computers, and be available Tuesday, Wednesday, and Thursday from 7:30 a.m. -- 5:30 p.m., and on Friday from 7:30 a.m. to 12:30 p.m. All break out rooms, plenary and luncheon rooms are to be in close proximity to each other. The facility must include a plenary room to handle at least 700 (minimum) to 1,000 (maximum) people theater style in a room separate from room used for meal functions. In addition, this room is to be free of visual barriers, accommodate a riser and audio equipment for a keynote speaker. In addition, the facility must provide 3 rooms that comfortably seat 200 participants, theater room style; space in front of room for a table, four chairs, lectern and microphone. In addition, the facility must provide 9 rooms that comfortably seat 100 participants, theaterstyle; space in front of room for a table, four chairs, lectern and microphones. Preference will be given to those sites whose rooms permit school room style seating (versus theater style). The facility must accommodate the movement of 700 (minimum) to 1,000 (maximum) participants going directly from plenary session to breakout sessions to lunch without inconvenience to participants. All breakout rooms must be easily accessible from all conference areas and equipped with a platform or riser in each. Meals & Breaks -- All meals and breaks will be for 700 (minimum) to 1,000 (maximum) people. Preference will be given to the facility who provides complimentary coffee/tea service and beverage refills at no charge. Continental breakfast is served each morning, Tuesday -- Friday, in the meeting area(s) for 700 (minimum) to 1,000 (maximum) participants. A soup/sandwich/chips and beverage lunch will be served by facility on Tuesday for approximately 450 pre-conference workshop participants. A buffet styledinner (4 serving lines, both sides, with rounds of 10, for approximately 700 (minimum) -- 1,000 (maximum) people will be served by facility on either Tuesday or Wednesday evening from 6:30 p.m. -- 8:00 p.m. A Speakers Reception will be provided by facility on either Wednesday or Thursday evening from 6:00 p.m. -- 8:00 p.m. for approximately 120 people buffet style. A sit down luncheon on Thursday from noon to 1:30 for approximately 700 (minimum) to 1,000 (maximum) people at rounds of 10 will be provided. The meal will consist of pre-selected entrees, 2 side orders of vegetables, tossed salad, roll, dessert and beverage. A box lunch to go (sandwich, fruit, chips, drink) will be provided by facility on Friday, at noon, for approximately 700 (minimum) to 1,000 (maximum) people. Breaks: Tuesday (a.m.) -- 1 coffee break with snacks, Wednesday (a.m. & p.m.) -- 2 coffee breaks with snacks, Thursday (a.m.)& Friday (a.m.) -- 1 coffee break. Morning breaks will consists of regular/decaffeinated coffee/hot tea with snacks being fruit/pastries. Afternoon breaks will consists of coffee/tea/cold drinks with fruit/cakes/cookies. Break Areas should be in close proximity to meeting rooms and suitable to process a large crowd of people in minimal time frame. Areas are to be in close proximity to restrooms and telephones. Lodging -- 700 (minimum) to 1,000 (maximum) individual sleeping rooms with private bath and within close proximity to conference center. Combinations of several hotels to achieve maximum number of individual sleeping rooms with private bath, in nearby area of conference facility, are welcomed. Preference will be given to those facilities which offer sleeping rooms at the prevailing Government per diem rate (rates effective January 1, 2000) inclusive of all taxes. If overflow hotels are needed to provide the full inventory of sleeping rooms, the conference facility will be responsible for arrangement of locations of comparable quality and standards or higher at rates which do not exceed the rate charged by the host facility, and for coordination of all arrangements up to and including the dates of the conference. Participants will make reservations for sleeping rooms directly with hotel and pay for their rooms directly to the hotel. Primary site will refer participants to overflow sites once all rooms are filled at the primary site. Offers must provide participants and staff a 1:00 p.m. checkout time on Friday. Preference will be given to facilities that offer 1 complimentary room or suite per every 50 room nights, based on total number of room nights. Shuttle service between conference center/hotel and overflow facilities will be required. PROPOSALS -- Technical Proposal: Submit original and two copies containing the following:(1) Overall total number of sleeping rooms at the proposed property and names, locations, and number of sleeping rooms at overflow properties; and overall capacity of meeting rooms. (2) Dates available within May 1 -- September 15, 2000 time frame. (3) Description of the facility, providing layout of meeting rooms proposed, and including seating capacities (both theater and school room style). Describe how you will meet the requirements for secure conference registration and storage space (including, location of exhibitors space and where coffee break stations will be located and how many stations will be set up. (4) Location of airports, train facilities and limousine and bus services to the hotel. (5) Quality of conference space (soundproof, permanent or moveable walls, lighting, temperature controls, and accessibility of meeting rooms to plenary rooms and lodging rooms, including plans for check in and 1:00 p.m. check out of a high volume of people) (6) Provide a description of onsite audiovisual services, to include the type of sound systems that will be used in each of the meeting rooms as well as onsite technical assistance available. (7) Describe onsite and nearby eating facilities and how you would handle onsite conference (location, time frame, and available staff) to serve sit down luncheon and buffet style dinner for 700 to 1,000 people. (8) Available parking, shuttle service at site, (9) Past performance (provide 3 references). (10) Describe extent to which you participate in any welfare to work program. (11) OPM has the responsibility to ensure compliance with merit principles in the Federal Government including the statutory requirement to maintain a discrimination-free workplace. OPM also has a responsibility to ensure that civil rights are adhered to throughout the Federal community. In order to meet the objectives of this conference and OPM's responsibilities, the selected contractor must demonstrate that it has a record of integrity in the area of civil rights. Offerors are therefore required to disclose any judgments rendered against them within the last three years, or any lawsuits currently pending, based upon alleged violations of the Civil Rights Act of 1964, if the lawsuits were initiated by a Government entity. Cost Proposal: The cost proposal must include the proposed cost for the individual sleeping room per night, the cost per meals, the cost of the conference facility, including breakout rooms, and the cost of parking. Include all other related costs, such as audio-visual equipment and coffee break service. Finally, include a total estimated price for the entire event based on 700 attendees. PROPOSAL EVALUATION TECHNICAL EVALUATION Offerors will be eliminated from the competition if they have any judgments rendered against them within the last three years, or any lawsuits currently pending, based upon alleged violations of the Civil Rights Act of 1964, if the lawsuits were initiated by a Government entity. Proposals which demonstrate the offeror does not have any judgments rendered against them within the last three years, or any lawsuits currently pending, based upon alleged violations of the Civil Rights Act of 1964, if the lawsuits were initiated by a Government entity, will be evaluated in terms of the quality and relevance of information presented against the factors indicated below. These criteria are listed in descending order of importance: 1. Overall participant capacity of facility (in terms of lodging, meals, and meeting space). Preference will be given to those facilities which can accommodate the maximum number of attendees (1,000). 2. Dates within May 1 -- September 15, 2000 time frame with preference given to May 1 -- June 25 time frame. 3. Ability to accommodate specific meeting space requirements (in terms of plenary, breakout, and storage rooms; and exhibit and registration areas). 4. Extent to which lodging is at or near Federal government per diem 5. While any location within continental U.S. is acceptable (assuming accessibility to transportation), in order to facilitate a residential conference, preference will be given to those sites at least 50 miles outside of Washington, D.C. 6. Quality of conference space and ability to handle high volume hotel check in/check out. 7. Ability to provide onsite audio-visual equipment and technicians 8. Food service capabilities 9. Availability of parking/shuttle services 10. Past performance (based on three references) 11. Participation in Federal welfare to work program COST EVALUATION Offerors will be evaluated in terms of their total estimated cost for providing all the services described in this solicitation for 700 participants. Technical merit is significantly more important than cost. This RFP closes at 3:00 pm on January 21, 2000, at the above address. POC Fred Chatterton, CO (202)606-1004/ Ray Hesson, CS (202)606-1045. Posted 12/30/99 (W-SN412358). (0364)

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