X -- FACILITIES AND SERVICES FOR NATIONAL BUSINESS MEETING CONFERENCE

Notice Date

December 8, 2000

Contracting Office

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

ZIP Code

20415

Solicitation Number

OPK-RFP-01-0004DHH

Response Due

January 8, 2001

Point of Contact

Denise Haizlip Harrod

E-Mail Address

Contract Specialist E-Mail (dhharrod@opm.gov)

Description

X -- This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR subpart 12. Solicitation number is OPM-RFP-01-0004DHH 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 North American Industry Classification System (NAICS) code is 72111, 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 National Business Meeting Conference to be held within one of the following dates -- September 10-14, 2001, October 22-26, 2001, October 29-November 2, 2001, November 5-9, 2001 or November 12-16, 2001. OPM will award a contract for one conference session. Site must be within the metropolitan area of one of the following cities, Boston, Orlando, Kansas City, New Orleans or San Diego. Site must be within 50 miles of an airport that services major cities in the continental United States and provides bus, taxi, limousine or train facilities. We prefer a site convenient to public transportation. Restaurants and eating facilities appropriate to meet the diverse needs of 185 people must be within reasonable walking/driving distance of the conference facility. STATEMENT OF WORK -- Hotel/conference facility must be able to accommodate the required meeting and lodging rooms in the same building. Hotel personnel must be able to handle a high volume of people checking in and out of their rooms during the same time period without causing undue delay. The hotel must provide late checkouts of 1:00 p.m. to all participants and staff. The site should have contiguous break out meeting space in order to minimize travel time between sessions and to maximize the potential for scheduling activities involving more than one speaker in simultaneous sessions, and the hotel must have an adequate complement of security personnel. Consideration will be given to facilities that include additional services or discounts as part of the conference contract. The facility must be willing to make conference areas non-smoking. The facility must meet all requirements for persons with disabilities, and the building must be equipped with a sprinkler system and meet fire/safety regulations. The facility shall comply with the provisions of the Immigration Reform and Control Act of 1986 (IRCA), as amended and all other anti-discrimination requirements of applicable law. The facility must be able to provide adequate parking (preferably free), with in-and-out privileges to meet the needs of participants. The facility must have restroom capabilities accessible and sufficient to accommodate 185 people. Transportation -- Shuttle service between conference center/hotel and airport will be required on Sunday evening, various times on Monday, Thursday evening and Friday afternoon.(greater consideration will be given to site which provides this service at no additional charge). Sleeping Rooms -- (a) Total of 20 for Sunday nights and 185 rooms for four room nights (Monday through Thursday) at the government per diem rate inclusive of all taxes. 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. (3) The hotel will hold sleeping rooms up to 30 days before the start of the conference. Storage and Office Space -- (1) The facility must provide storage room for conference materials to arrive on Saturday prior to the conference and held until needed by the conference staff on Sunday, Monday and Tuesday. (2) Office space will be required on a 24-hour basis from Sunday noon to Friday afternoon at 2 p.m. It must accommodate a minimum of four laptop computers, two printers, tables for materials, telephones. Office space is to be secured with limited access. Private space is required for three to six executives to meet at any time during each day of the conference. (3) Staff must have access to photocopying and facsimile equipment or conference center must be able to provide immediate services. (Greater consideration given to the site which provides these services at no additional charge or at a reduced rate.) Pre-Conference Registration -- (1)Registration area must be in close proximity to the main meeting room with space for staff and materials to be handed out to registrants. This area must allow for expeditious traffic flow of participants. (2)The hotel must provide space for message boards for telephone messages, agenda, special announcements, tripods to hold signage, etc. (3)The area must be available Monday at noon to set up for that afternoon's (4:00-6:00) registration. Reception -- Space to accommodate 185 participants on Monday, late afternoon reception with cash bar and food service on Monday. Plenary Sessions -- The plenary session room must hold, in round tables of ten, 185 persons Tuesday through Friday noon. A stage/riser is required large enough to accommodate a panel of up to six people; podium and microphone. Accommodations must allow for use of a microcomputer/laptop and a data display in the plenary room. Must be able to move directly from plenary session to breakout rooms to lunch without inconvenience to participants. Breakout Rooms -- Approximately five breakout rooms, accommodating 30-60 people each in classroom-style seating; in close proximity to the plenary session. Breakout rooms must have modem line capability and be able to accommodate podium, overhead projector, screen, microphone, microcomputer/laptop, data display and two flip charts. All breakout rooms must be easily accessible from all conference areas. Meals and Breaks -- (1) Reception to consist of snacks & hor d'oeuvres, and a cash bar for 185 people on Monday evening from 5:30 to 7:00pm. (2) An executive luncheon on Thursday to accommodate 15-20 people. (3) Continental breakfast for 185 people Tuesday, Wednesday and Thursday mornings and Friday morning for 100 people. Set up and registration by 7:00 am (rolls, danish, bagels, fruit, juice, coffee, regular and decaf, tea). (4) One (1) plenary session luncheon on Wednesday to serve 185 people. Food service to provide a hot meal for 185 participants at the same time. Meal to include salad or soup; hot entr e of chicken or beef, starch and vegetable; rolls; dessert; coffee, regular and 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. (5) Mid-morning and mid-afternoon breaks for 185 people on Tuesday, Wednesday and Thursday. Mid-morning break for 100 people on Friday. 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. (6) Must provide beverage refills (coffee, tea, juice, soft drinks at no additional charge. Audio Visual Equipment -- Facility selected must have a complete audio-visual service on site with capability to facilitate a conference that requires state of the art A/V support. A/V technicians must be on site during all sessions where A/V support is used. Costs of audiovisuals are to be included in the proposal. Some audiovisuals' requirements are (1)Data line and electrical outlets available for computer to access the Internet(2)Laptops in plenary and breakout session rooms (3) Data display equipment in each plenary and breakout session (4) Lavalier, wireless microphones, podium microphones, hand-held microphones available as needed for plenary and breakout sessions (5) Overhead projectors available for each plenary and breakout session. INSTRUCTIONS FOR SUBMITTING PROPOSAL -- Technical Proposal -- Offerors will submit four copies of the technical proposal. Technical proposals must contain the following: (1) Dates available for the year 2001. (2) Description of the property proposed and full description of the facilities. Offeror must have hosted similar conferences with comparable number of attendees. Also provide layout of conference facilities proposed, including seating capacities, and availability of 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 in the vicinity of the facility. Provide information regarding meeting the Americans with Disability Act (ADA) requirements of the Hotel and Motel Safety Act. (3) Location of airports, train facilities, taxis, and limousine and bus services to the hotel. (4) Provide a description of your on-site audiovisual services, to include the type of sound system that will be used in each of the meeting rooms. (5) Describe your banquet facilities and how you would handle sit down luncheon for 185 people. Address how coffee/tea/soft drink service would be handled for breaks. How many stations will be set up and in what locations? (6) Provide three references with a contact's name and telephone number for conferences of a similar nature held within the past 3 years. Cost Proposal -The cost proposal must include the cost for meals (and identifying what the meal will consist of), the cost of conference facilities, including breakout rooms, and the cost of parking. Include all other related costs, such as audio-visual price list. Offerors must provide any special contract terms and conditions, including any specific hotel contract or agreement under which conference facilities would be provided as part of their cost proposal. PROPOSAL EVALUATION -- Offerors will be evaluated in terms of the quality and relevance of information presented against the factors indicated below: (1)Facility must have a history of compliance with the all anti-discrimination requirements of applicable law. (2) Total estimated cost. (3) Sleeping rooms at government per diem rate. (4) Location of facility within 50 miles of an airport. (5)Facility's ability to provide shuttle service. (6) Facility's ability to provide adequate security personnel. (7) Past Performance: Facility hosted similar conferences in the past with comparable numbers of attendees, and has a history of providing excellent food and beverage service, with minimal turn around time for set-up. (8) Overall quality and attractiveness of the specific dining facilities being offered, with a variety of menus and serving styles. (9) Facility has evidence of systematic planning and management demonstrated by the existence of specific plans for comparable events. (10) The offeror must have a history of providing excellent food and beverage service, with minimal turn around time for 185 person set up. (11) Collocation of Conference plenary room, breakout rooms, staff and executive offices; preferably all on one floor to conserve time. (12) The property must be available for a site survey. 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 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 3:00pm on January 8, 2001, at the above address. POC Fred Chatterton, CO (202) 606-1004/Denise Haizlip-Harrod, CS (202) 606-4116.

Web Link

OPM Procurement Web Page (http://www.opm.gov/procure)

Record

Loren Data Corp. 20001212/XSOL001.HTM (W-343 SN5084X7)