R -- CONFERENCE SPACE, FOOD AND LODGING FOR THE STRATEGIC COMPENSATION CONFERENCE

Notice Date

December 14, 2000

Contracting Office

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

ZIP Code

20415

Solicitation Number

OPM-RFP-01-0002DDH

Response Due

January 12, 2001

Point of Contact

Denise Haizlip-Harrod

E-Mail Address

Contract Specialist e-mail (dhharrod@opm.gov)

Description

R -- The Office of Personnel Management is soliciting proposals to provide conference facilities, audiovisual support, sleeping accommodations, parking, and food services for OPM's three day Strategic Compensation Conference to be held in Years 2001 and 2002. OPM will award a contract for one year with the option to extend an additional year. The proposed dates for Year One are in order of preference are: September 5-7, 2001, September 11-13, 2001 or August 28-30, 2001. The dates for the additional year of Year 2002 should be three consecutive days within the time frame of September through October 2002. The site must be within the Washington, DC metropolitan area. Site should be located near public transportation/Metro. This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR subpart 12. Solicitation number is OPM-RFP-01-0002DHH 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. STATEMENT OF WORK -- Meeting Space Requirements: All meeting space should be in the same facility. PLENARY SESSIONS (Keynote speaker/Luncheon speaker) (1) Plenary room to accommodate 500 people seated preferably theater-style in the same room, with unobstructed view of the stage for the plenary sessions. Room should be separate from room used for meal functions, (a) Must have a good sound system and be able to accommodate an overhead projector and screen, and (b) The room should have its own controls for light, heat, air, and sound. (2) The Breakout Sessions -- Concurrent sessions should consist of (a) Six breakout rooms separate from the plenary space for all three days that will each seat at least 100 people comfortably, classroom style. Some rooms may accommodate fewer than 100 people, classroom style. 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, (b) Data lines and electrical outlets must be available for computer to access the Internet, (c) The rooms should each have separate controls for heat, air, light, and sound, (d) The rooms should accommodate overhead projectors and screens, (e) The rooms should be able to contain the sound, even if microphones are used, so that other sessions are not disturbed, and (f) All conference and breakout rooms to be available all three days from 6:30 am -- 6:30 pm (3) Audiovisual Needs: Facility 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. (4) Registration/check-in/information Area: (a) Registration area to accommodate registration for 500 participants and space for the continental breakfast/coffee. (b) The area should include the proper wiring for a computer, printer, and any other office equipment we need for registration. The facility will provide a house phone to be located at one of the registration tables and a message board placed near the phone. (c) The registration area should be a separate area, and large enough to accommodate display tables -- two 8-foot tables, side by side. (d) The hotel should provide a table and house phone located near the breakout sessions for help and information. (5) Parking: (a) Ample parking for 400-500 cars if not convenient to public transportation. (b) Shuttle service to the Metro (if necessary) and to area airports the evening before the conference and various times during the three conference days. (6) Sleeping rooms: (a) Total of 200 to 300 room nights extended over three consecutive nights, one night before the conference and two nights of the conference (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 proposing of locations of comparable or better quality and standards, at the prevailing Government per diem rate, inclusive of all taxes, and for coordination of all arrangements 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. Room charges will be paid directly by the participants. The hotel, however, should not require guests to prepay for the first night's stay or be charged immediately when using a credit card (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 1:00pm to all participants and staff; and (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. (7) Meals and Breaks: (a) Continental breakfast served for 500 people for the first two mornings and 250 for the 3rd morning. Set up required by 7:00am (rolls, danish, bagels, fruit, juice, coffee, decaf, tea) (b) Lunch served for 500 people the first two days should be a plated lunch in one room at round tables of 8-10 people . (c) Lunch on the 3rd day would be for 250 people, which may be a buffet lunch. Food service to provide a hot meal for 500 participants simultaneously. (d) Meal should include salad or soup, hot entree, starch, and vegetable; rolls; dessert; coffee, decaf, hot and iced tea. The kitchen should be able to handle special dietary needs, i.e., vegetarian, and lactose intolerant. Lunch to be served at noon. (e) Each mid-morning and mid-afternoon break service will be for 500 people for the first two days. On the third day, service will be for 250 for each break. Coffee breaks to include coffee, regular and decaf, and tea in the mornings; and coffee, regular and decaf, tea, and iced tea/lemonade in the afternoon and a light snack; and (f) Must provide beverage refills (coffee, tea, juice, etc.) at no additional charge. (8) 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 (approximately 30 boxes, 3 laptops, 2 printers) and should be secured with limited access. Also, need 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. (9) 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. INSTRUCTIONS FOR SUBMITTING PROPOSAL -- Technical Proposal: Submit an original and three copies of the proposal. Technical proposal will contain the following: (1) Dates available for years 2001 and 2002. (2) Description of proposed property and full description of the facilities. (3) Provide layout of proposed conference facilities, including seating capacities, and availability of these rooms. (4) 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. The site must meet 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. (5) Location of airports, train facilities, and limousine and bus services to the hotel. Number of sleeping rooms at the proposed property and names, locations, and number of sleeping rooms at overflow properties. Include plans for check in and check out of a high volume of people. (6) 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. Describe your banquet facilities and how you would handle sit down luncheons for the 500 people, with capabilities to add an additional 10 percent. (7) Address how coffee/tea service would be handled for breaks, how many stations will be set up, and the locations of the stations. The offeror must have a history of providing excellent food and beverage service, with minimal turn around time for set up for 500 persons. In addition, the overall quality and attractiveness of the specific dining facilities being offered will be a factor in the decision process. (8) Provide three references with name and telephone number for conferences of a similar nature held within the past three years. Cost Proposal -- The cost proposal must include the cost for rooms and meals (identifying the menus proposed), the cost of conference space facility, including breakout rooms, and the cost of parking. Include all other related costs, such as audio-visual prices for the entire event of 500 attendees. 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 -- The Government will make an 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. Technical Evaluation Criteria: These criteria are listed in descending order of importance: (1) 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 a minimal turn around time for set up for 500 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. (2) 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. The property must also be available for a site survey. Site should have contiguous breakout 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. Offeror must be willing to make the conference site non-smoking during the days that the conference is in session. (3) Additional Technical Evaluation Factors -- As part of the evaluation process, OPM may visit each facility deemed to be in the competitive range assess the degree to which they meet the technical factors as specified. OPM will give consideration to facilities, which include additional services or discounts as part of the conference contract. Facility that can provide sleeping rooms in one hotel for all participants will receive special consideration. OPM will give consideration to the site that provides complimentary sleeping rooms. OPM will give consideration to those hotels offering free parking to conference participants. OPM will give consideration to the facility that provides complimentary coffee breaks. Hotels that provide lodging at or near Federal Government per diem inclusive of all taxes will receive special consideration. 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. CONTRACT AWARD -- A contract will be awarded to the Offeror that is determined to offer the best value to 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 12, 2001, at the above address. POC Fred Chatterton, CO (202) 606-1004/Denise Haizlip-Harrod, CS (202) 606-4116.

Web Link

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

Record

Loren Data Corp. 20001218/RSOL002.HTM (W-349 SN508965)