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

R -- FACILITIES AND SERVICES FOR OPM'S YEAR 2000 STRATEGIC COMPENSATION CONFERENCE SOL OPM-RFP-00944 DUE 020700 POC Ray Hesson, 202-606-1045; Fred Chatterton, 202-606-1004 WEB: OPM Procurement Home Page, http://www.opm.gov/procure. E-MAIL: Contracting Officer e-mail, rdhesson@opm.gov; afchatte@opm.gov. R -- Facilities and Services for the OPM Strategic Conference. OPM wants to establish a contract with a facility that has suitable meeting space to hold a year 2000 Strategic Compensation Conference as described herein. This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR subpart 12. Solicitation number is OPM-RFP-00944 and is issued as a Request For Proposals (RFP). This solicitation documents and 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. OPM is primarily interested in receiving proposals from hotels and conference centers. It is OPM's intention to manage this activity without consultant or other administrative support except for the support services provided by the hotel and/or conference center. 1. Background: The Strategic Compensation Conference is sponsored by the U.S. Office of Personnel Management (OPM), Workforce Compensation and Performance Service, as a forum for laying the groundwork for education about possible revisions in the Federal compensation structure. The potential changes will require that Federal executives and managers as well as human resources specialists understand underlying concepts of how to manage compensation in a less rigidly defined pay environment. Similar conferences will probably be held in the future every 12-24 months. 2. Requirements: Three consecutiveweekdays during the period from August 1, 2000 -- September 15, 2000. Preferred dates are: 3 days -- September 6 -8, 2000 3 days -- September 12-14, 2000 3 days -- September 13-15, 2000 Site must be within the Washington, DC metropolitan area. We prefer a site convenient to public transportation/Metro. 3. Space Needs: (all meeting space should be in the same facility) a. Plenary Sessions (Keynote speaker/Luncheon speaker) -- (1) Plenary room to accommodate 700 people seated theater-style in the same room, with unobstructed view of the stage for the plenary sessions. Must be separate from room used for meal functions. (2) Luncheon facilities for the first 2 days that will seat 700 people in one room at round tables of 8-10 people for a plated lunch. (3) Luncheon on the third day will probably be for a smaller group staying for post-conference workshops to be held the last half-day of the conference. (4) Must have a good sound system and be able to accommodate an overhead projector and screen. (5) The room should have its own controls for light, heat, air, and sound. b. Breakout Sessions (Concurrent sessions) -- (1 ) Up to six breakout rooms for all three days as necessary to accommodate a total of 700 attendees comfortably classroom-style. Rooms will be separate from the plenary space. There must also be space in the front of each room for a table, four chairs, lectern, and microphones. The rooms should have no visual obstacles such as columns. (2) Data lines and electrical outlets must be available for computer to access the Internet. (3) The rooms should each have separate controls for heat, air, light, and sound. (4) The rooms should accommodate overhead projectors and screens. (5) The rooms should be able to contain the sound, even if microphones are used, so that other sessions are not disturbed. All conference and breakout rooms to be available all 3 days from 6:30 am -- 6:30 pm. c. Audiovisual Needs: Hotel must have a complete audiovisual (AV) service on-site with capability to facilitate a conference that requires state-of-the-art AV support. This includes wireless lavalieres and microphones. AV technicians must be on-site during all sessions and meal functions where AV support is used. Costs of AV service should be included in the proposal. d. Registration/Check-in/Information Area: (1) Registration area to accommodate registration for 700 participants and space for the continental breakfast/coffee. (2) The area should include the proper wiring for a computer, printer, and any other office equipment we need for registration. The hotel will provide a house phone to be located at one of the registration tables and a message board placed near the phone. (3) The registration area should be a separate area, and large enough to accommodate display tables -- two 8-foot tables, side by side. e. Transportation: (1) Ample parking for 600-700 cars if not convenient to public transportation. (2) Shuttle service to the Metro (if necessary) and to area airports. 4. Sleeping rooms: a. 200 to 300 sleeping rooms for the night before the conference and for the 2 nights of the conference. Note: Room charges will be paid directly by the participants. b. All rooms should be at the same hotel. c. If overflow hotels are needed to provide the full complement of sleeping rooms, the conference facility will be responsible for arrangement of locations of comparable quality and standards or higher, at the prevailing Government per diem rate, inclusive of all taxes, and for coordination of all arrangement up to and including the dates of the conference. d. Shuttle service between conference center/hotel and alternate facilities will be required (greater consideration will be given to site which provides this service at no additional charge). e. Participants will make their own reservations directly with the hotel. f. Hotel rate (inclusive of any taxes) must not exceed applicable Federal Travel Regulation allowance (current Government per diem rate) in effect at the time of the conference. g. Hotel must hold the sleeping rooms for conference participants up to 30 days before the conference begins. h. Must be able to provide late check out time of 1:00 pm to all participants and staff. i. Offerors are encouraged to provide complimentary sleeping rooms, one room per every 50 room nights and one suite per every 100 room nights, based on total number of room nights. 5. Meals and Breaks a. Continental breakfast for 700 people each morning. Set up and registration by 7:00 am (rolls, danish, bagels, fruit, juice, coffee, decaf, tea) b. Luncheons on each day. Food service to provide a hot meal for 700 participants at the same time. Meal to include salad or soup; hot entree of chicken or beef, starch, and vegetable; rolls; dessert; coffee, decaf, hot and iced tea. The kitchen should be able to handle special dietary needs, i.e., vegetarian, lactose intolerance. Lunch to be served at noon. Lunch on the third day would be for a smaller number of people and we would consider serving a buffet lunch. c. Mid-morning and mid-afternoon breaks. Coffee breaks to include coffee, decaf, and tea in the mornings, and coffee, decaf, tea, and iced tea/lemonade in the afternoon and a light snack. d. Must provide beverage refills (coffee, tea, juice, soft drinks) at no additional charge. 6. Storage and Office Space Needs Office space will be provided on a 24-hour basis from the day before the conference to the last day of the conference, to include: space to store all of our supplies and conference materials. work space separate from storage area. communication center. telephone connections to all in-house facilities, with ability to make outside calls. fax capability for incoming and outgoing messages. 7. Accessibility The hotel must meet the ADA standards for accessibility of meeting rooms and sleeping rooms. The hotel must meet the requirements of Hotel and Motel Safety Act. 8. Award Decision The Government will make award to the responsible offeror whose offer conforms to the solicitation and is most advantageous to the Government considering primarily the offeror's ability to meet the technical criteria specified below and secondarily, the offeror's total proposed price for meeting all the services specified in this solicitation. 9. Technical Evaluation Criteria Criteria are listed in descending order of importance: a. Past Performance The hotel must have hosted similar conferences in the past with comparable number of attendees. Hotel must have a history of providing food and beverage service, with minimal turn around time for set up for 700 persons in the same room. In addition, the overall quality and attractiveness of the specific dining facilities being offered will be a factor in the decision-making process. b. Quality of Conference Space Facility must have contiguous break out meeting space in order to minimize the travel time between sessions and to maximize the potential for scheduling activities involving more than one speaker in simultaneous sessions. Hotel must be willing to make the conference site non-smoking during the days that the conference is in session. The overall security of the facility is a concern and the hotel must have an adequate complement of security personnel. c. Additional Technical Evaluation Factors As part of the evaluation process, OPM may visit each facility deemed to have met the basic requirements to assess the degree to which they meet the technical factors as specified. Favorable consideration will be given to facilities which include additional services or discounts as part of the conference contract. A facility that can provide sleeping rooms in one hotel for all participants will receive favorable consideration. Favorable consideration will be given to the site that provides complimentary sleeping rooms. Favorable consideration will be given to those hotels offering free parking to conference participants. Favorable consideration will be given to the facility that provides complimentary coffee breaks. Hotels that can provide a flat rate for single and double occupancy will receive special favorable consideration. The property must be available for a site survey. 10. Price Evaluation: Prices will be evaluated by comparing the prices proposed by all offerors. Technical factors will have greater weight in making the selection decision. However, price will become a more significant discriminator when the scores are close. The Government may: 1. reject any or all offers, 2. accept other than the lowest offer; and 3. waive information and minor irregularities in offers received. 11. Instructions for Submitting Proposal a. Technical Proposal: The written technical proposals will be evaluated in terms of quality and relevance of information presented in response to this solicitation. The offerors technical proposal shall address all the evaluation criteria forth above. Offerors should submit an original and two copies of the proposal. Technical proposal should contain the following: Dates available for year 2000. Description of property proposed and full description of the facilities. Offeror must have hosted similar conferences with comparable number of attendees. Provide layout of conference facilities proposed, including seating capacities, and availability of these rooms. Describe how you will meet the requirements for office space, storage and conference registration area, including telephone, data lines and electrical outlets. Include additional eating establishments for participants. Provide information indicating that the site meets the Americans with Disability Act (ADA) standards for accessibility of meeting rooms and sleeping rooms and the requirements of the Hotel and Motel Safety Act. b. 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 and200 sleeping rooms. 12. Evaluation -- Commercial Items (a) 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, price and other factors considered. The following factors shall be used to evaluate offers: (Criteria are listed in descending order of importance). a. Past Performance b. Quality of Conference Space c. Additional Technical Evaluation Factors (b) Offerors will be evaluated in terms of their total estimated cost for providing all the services described in this solicitation for 700 participants and 200 sleeping rooms. Technical merit is significantly more important than cost. This RFP closes at 3:00 pm on February 7, 2000. Submit proposals, at the above address. Point of Contact Fred Chatterton, Contracting Officer (202)606-1004/ Ray Hesson, Contract Specialist (202-1045). Posted 01/10/00 (W-SN414551). (0010)

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