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

X -- FACILITIES AND SERVICES FOR SOELR 2001 CONFERENCE SOL OPM-RFP-00-001041JCB DUE 082300 POC Fred Chatterton, Contracting Officer, (202)606-1004, Judy Brader, Contract Specialist, (202)606-1924 WEB: OPM Contracting Opportunities home page, http://www.opm.gov/procure. E-MAIL: click here to contact the Contract Specialist handling, jcbrader@opm.gov. This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR subpart 12. Solicitation number is OPM-RFP-001041JCB and is issued as a Request For Proposals (RFP). This solicitation incorporates Federal Acquisition Regulation provisions and clauses in effect through Federal Acquisition Circular 97-17. Incorporated by reference are FAR 52.212-1, Instructions to Offerors-Commercial Items; 52.2l2-2, Evaluation-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 between March 26, 2001 and June 22, 2001, excluding the periods of April 23 -- 27, 2001, April 16 -- 20, 2001, and June 4 -- 8, 2001 for a maximum of 1,000 Federal employee professionals. Offerors should propose dates that fall between Monday -- Friday for the March 26 through June 22 time frame. Preference will be given to those offers which propose dates within the March 26 through June 22 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 within the Central or Mountain time zones and, at least 50 miles 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 1,000 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 and/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 approximately 1,000 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 should include a plenary room to handle approximately 1,000 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. 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. The facility must also provide 9 rooms that comfortably seat 100 participants, theater style; 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 approximately 1,000 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 a maximum of 1,000 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 a maximum of 1,000 participants. A soup/sandwich/chips and beverage lunch will be served by facility on Tuesday for approximately 550 pre-conference workshopparticipants. A buffet style dinner (4 serving lines, both sides, with rounds of 10) for approximately 1,000 people will be served by facility on Tuesday evening from 6:30 p.m. -- 8:00 p.m. A Speakers' Reception will be provided by facility on Wednesday 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 1,000 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 buffet lunch or boxed lunch (sandwich, fruit, chips, drink) will be provided by facility on Friday, at noon, for approximately 700 people. Breaks: Tuesday and Wednesday (a.m. and p.m.) -- 2 coffee breaks with snacks, Thursday (a.m.) and 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, telephones, and the exhibit area. 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 provide the maximum (1,000) number of sleeping rooms and offer one (1) complimentary room or suite per every 50 room nights, based on total number of room nights. Shuttle service between conference center/hotel and any overflow facilities will be required. PROPOSALS -- Technical Proposal: Submit original and two copies containing the following: (1) Describe the nature and seriousness of any judgments rendered against the Offeror 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. (2) Provide the overall total number of sleeping rooms at the proposed property and names, locations, and number of sleeping rooms at overflow properties; and overall capacity for meals and for meeting rooms. (3) Provide dates available within a March 26 -- June 22, 2001 time frame, excluding the weeks of April 9-13, April 16-20, 2001, and June 4-8, 2001. (4) Describe the facility, providing layout of meeting rooms proposed 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 registration area, exhibitors' space and where coffee break stations will be located and how many stations will be set up. (5) Provide the rate at which sleeping rooms will be provided and discuss any relevant taxes on those rooms which might apply to a proposal keeping in mind that preference will be afforded to those Offerors who provide rates and the Federal Government per diem rate inclusive of taxes. (6) Identify the time zone in which the Offeror's site is located -- preference will be given to those Offerors with sites within the Central or Mountain time zones. Note the location of airports, train facilities and limousine and bus services to the hotel. (7) Discuss the quality of lodging and 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). (8) Provide a description of onsite audiovisual services, including the type of sound systems that will be used in each of the meeting rooms as well as onsite technical assistance available. (9) Describe onsite and nearby eating facilities and how the Offeror would handle onsite conference (location, time frame, and available staff) to serve a reception for 1,000 people, a sit down luncheon for 1,000, and a buffet-style dinner for 1,000. Provide specifics about meals to be provided, including menus with a range of values of entrees, etc., proposed. (10) Discuss available parking, shuttle service at the site. (11) Provide information about past performance (include 3 references). (12) Provide information on any company-wide policy prohibiting discrimination on the basis of sexual orientation and parental status. (13) Describe the extent to which you participate in any welfare to work program. As indicated above, 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, OPM will evaluate the nature and seriousness of any judgments rendered against the offeror within the last three years, or any lawsuits currently pending, based upon alleged violations of the Civil Rights Act of 1964, if the lawsuits wereinitiated by a Government entity. Also, OPM will provide bonus points for Offerors who have established a company-wide policy prohibiting discrimination on the basis of sexual orientation and parental status and who include a copy of the policy in their proposals. Finally, OPM will provide bonus points for participation in a welfare-to-work program. Cost Proposal: The cost proposal must include the proposed cost for the individual sleeping room per night, the cost per meals (and identifying the menus proposed), 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 1000 attendees. Offerors must provide any special contract terms or conditions, including any specific hotel contract or agreement under which conference facilities and services would be provided as part of their cost proposal. PROPOSAL EVALUATION TECHNICAL EVALUATION Offerors 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. The nature and seriousness of any judgments rendered against the offeror 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. 2. 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). 3. Dates within March 26 -- June 22, 2001, excluding the weeks of April 9-13, April 16-20, and June 4-8, 2001. 4. Ability to accommodate specific meeting space requirements (in terms of plenary, breakout, and storage rooms, and exhibit and registration areas). 5. Extent to which lodging is at or near Federal government per diem inclusive of all taxes. 6. Location in the Central or Mountain Time Zones within the continental U.S. (assuming accessibility to transportation) in order to maximize the ability of participants from those time zones to attend this national residential conference (must be more than 50 miles outside of Washington, D.C.). 7. Quality of lodging and conference space and ability to handle high volume hotel check in/check out. 8. Ability to provide onsite audio-visual equipment and technicians. 9. Food service capabilities including the quality and value of menus proposed. 10. Availability of parking/shuttle services. 11. Past performance (based on three references). 12. Company-wide policy prohibiting discrimination on the basis of sexual orientation and parental status. 13. Participation in a welfare to work program. After the above evaluation is completed, site visits as OPM deems necessary to one or more of the Offerors within the competitive range will take place. The technical evaluations of proposals will be adjusted based upon information or observation of facilities during any site visit(s). COST EVALUATION Offerors will be evaluated in terms of their total estimated cost for providing all the services described in this solicitation for 1,000 participants. CONTRACT AWARD A contract will be awarded to the Offeror that is determined to offer the best value to the OPM considering primarily the results of the technical evaluation and site visit (if any) and secondarily, the total estimated cost for providing all services described in this solicitation. Proposals must be received by the Office of Personnel Management no later than 3:00 pm on August 23, 2000 at the above address. POC Fred Chatterton, CO (202)606-1004/ Judy Brader, CS (202)606-1924. Posted 08/02/00 (W-SN480948). (0215)

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