X -- LEASE OR RENTAL OF FACILITIES

Notice Date

April 10, 2001

Contracting Office

USAID, M/OP/HRAM/AFM, 1300 Pennsylvania Avenue, NW, RRB, ROOM7.10-061, Washington, DC 20523

ZIP Code

20523

Solicitation Number

M/OP-04-101

Response Due

April 20, 2001

Point of Contact

Gwendolyn Ruffin, 202/712-5666, Internet gruffin@usaid.gov

E-Mail Address

Gwendolyn Ruffin (gruffin@usaid.gov)

Description

The U.S. Agency for International Development (USAID) is requesting quotes for issuance of Purchase Order(s) to cover two events for two facilities with lodging and logistics for conference facilities, lodging, and logistics support. Two 3-week training sessions will be conducted from the dates of July 8 to July 27, 2001 Senior Leadership Training Event; and September 15 to October 5, 2001 Senior Leadership Training Event. There will be an estimated amount of 30 participants and 1-2 USAID observers/coordinators for the entire three weeks. In addition, there may be an occasional overnight guest speaker (names to be furnished) who will need from 1-3 nights lodging and meals. Name or participants will be furnished approximately 10 days before each training course. The Contractor shall provide: One (1) large meeting room. A large meeting area estimated at least 1200 to 1800 square feet should be available 24 hours/day (with ability to lock doors). The meeting room should be set up no later than 8 AM of the morning of the first Sunday opening session. Meeting area must accommodate 32 participants, two facilitators and two or more observers. Table seating should be in large half rounds with 5-6 people per table for participants. The rooms should be well lit with either chandeliers/conference room lighting or natural window lighting. The Contractor shall also provide two 5-6 foot table(s) in the back of the room for supplies, observers Facilitator's Table for electronic equipment (projection equipment and computer supplied by training facilitators); Large screen, VCR, 5 Flip Charts, and water/glasses for each table. Three (3) breakout rooms available from 7 AM to 6 PM daily, Monday through Friday. Breakout rooms should easily accommodate 10 to 12 people, and include one Flip Chart per room, table and chairs. One (1) hospitality Suite. A hospitality room/lounge large enough to accommodate all 34 participants (800-1000 square feet), facilitators and other USAID observers/staff. The hospitality room/lounge shall be available 24 hours a day for the entire three weeks to all participants/facilitators. It is preferred that all rooms have windows. Internet Lines are requested at a minimum of 3 direct internet lines in the hospitality suite. Contractors shall provide the name and telephone number of the facility technical IT person if there are questions USAID may have regarding connectivity. The environment of room should be fully equipped with living room furniture, kitchen facilities (microwave, large refrigerator, storage, and a sink at a minimum), a large screen TV and VCR, one flip chart, seating for everyone, as well as access to Internet/data lines and desk/working areas. The room may be used for working lunch sessions, evening and weekend sessions and socials, as well as a general meeting area for participants outside of the training session. In addition, the hospitality suite will serve as a work area for participants to access Internet (USAID shall provide 4-5 lap top PCs, printer) and as a library with 50-100 management books and videos. Contractors shall provide a bookcase or table to accommodate the books and videos. Ability to lock room due to the equipment that will be stored there; however, all participants/observers/facilitators should be able to access (via key, etc.) at any time. The library facilities/PC access working area may be accommodated in a separate room adjoining the main hospitality suite if there is no hospitality suite large enough and available. Restroom facilities should be nearby, if not part of the suite. The suite should be available for set-up on the FRIDAY BEFORE THE SUNDAY TRAINING EVENT and available for packing/break-down the Saturday morning after the training session is completed. A catered welcome event to be held on the first Sunday of the training session, following participant registration for 34 people. Request a heavy hors d'oeuvres reception with both hot and cold hors d'oeuvres, possibly including small sandwiches. Contractors shall provide food & beverage options (menus) with pricing. Note: USAID will not pay for alcoholic beverages, the Contractor may propose a separate cash bar during the welcome event. There is a need for a wide range of selections within a buffet type set-up though other options will be considered. Sleeping rooms from the start of the Sunday session, through the last Thursday of the session, with checkout on the last Friday of the training for all participants at a minimum of (34 rooms x 19 nights = 570 room nights). Please specify if late-check-out is possible (around 2 PM on the last Friday). The two USAID coordinators will require 3 additional days lodging, the Friday & Saturday before the session and checking out the Saturday following the training (2 people * 22 nights = 44 room nights). There will be a minimum of 34 participants, USAID coordinators, and facilitators throughout the training event with a maximum of 37 people for the term of the course. Lodging rates should be within the government per diem rate. Rooms should be available on individual lodging and not shared environment. Please provide a description and/or picture of sleeping rooms and any special features, such as small refrigerators, coffee makers, hair dryers, etc. Please identify if rooms are upgraded to suites for USAID observers/coordinator. Meal Package (and/or lodging and meal package combination) beginning with breakfast on the first Monday of the training and concluding with lunch on the last Friday of the training for 32 participants. (3 meals per day package * 32 people x 18 days = 576 meal packages days + breakfast/lunch on Friday, Day 19 for 32 people excluding the facilitators). Meal packages for the USAID coordinators from the Friday evening prior to the training through breakfast on the Saturday following the training event (2 people * 3 extra days = 6 additional meal packages days). Please provide all options to meal plans that might be available. While buffets with variety (to meet all possible dietary needs) or selection off a menu at the time of meal are preferred, other options will be considered. Note: It is preferred that breakfasts for Monday to Friday (and the first Saturday) be set up as a buffet outside of the main training room, so participants can take their meals just before the session and/or continue them at the 8:15 AM training session. As with the lodging, the two training facilitators will be participants in meals with USAID staff but are required to pay for their meal package directly to the hotel and not under this order. Break Package for 34 people. A continuous break package is required during the weekdays (Monday through Friday) following breakfast, to be set up outside or near the general meeting room. Breaks should be refreshed throughout the day and include at least a mid-morning refreshment and early afternoon break with variety each day in the package. Please provide break options and pricing. An evening break package for two evening events during the three weeks that would include beverages and desserts. Please provide options and pricing. A 12-15 passenger rental van will be needed for availability to all US-licensed drivers age 21 or older who are on official government travel orders. The van should be rented and available beginning the evening of the first Sunday of the training through Friday noon of the last day. Please provide a list of all facility features (i.e. details of exercise room, swimming pools, shops, other on-site amenities) and other local attractions and services in the general area. Facility should be located within a three hour driving radius from Washington, D.C. The following clauses and provisions are incorporated and are to remain in full force in any resultant purchase order. FAR Part 52.212.1 Instructions to Offeror-Commercial Items (Oct 00) is incorporated by reference, applies to this acquisition. Quotations must be Clause 52.212-2 Evaluation-Commercial Items (Jan 99) Evaluation Factors will be based upon best value to the government; it's acceptability and price reasonableness. USAID considers the offeror's capability to be more important than its price. USAID will not select an offeror for award on the basis of superior capability without consideration of the amount of its price. The relative influence that capability and price will have on source selection authority will depend on the marginal differences among the competing offerors. In order to select the winning offeror, USAID will rank offerors from best to worst by making paired comparisons, trading off the marginal differences in capability and price. If one offeror has both the better capability and the lower price, then that offeror will be the better value. If one offeror has the better capability and the higher price, then the technical evaluation panel will decide whether the marginal difference in capability is worth the marginal difference in price. If the technical evaluation panel considers the better capability to be worth the higher price, then the more capable, higher-priced offeror will be the better value. If not, then the less capable, lower-priced offeror will be the better value. Within all the quotes received, the technical evaluation panel will continue to make paired comparisons until s/he decides which offeror represents the best value. Each Offeror shall include a completed copy of the provisions at FAR 52.212-3, Offeror Representation and Certifications-Commercial Items. Incorporated by reference are FAR 52.212-1, Instructions to Offerors-Commercial Items; 52.2l2-3, 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. Offerors wishing to respond to this solicitation shall provide this office with a price quote, including both the unit price and total price for the requested items. All quotes from responsible sources fulfilling the requirements of this solicitation will be considered if received by 3:00 P.M. on Friday, April 20, 2001. A firm fixed price purchase order will be issued for each individual facility chosen. Quotations are to be received signed, dated and submitted on your Company's letterhead or quotation form. They are to be submitted via mail directly at 1300 Pennsylvania Avenue N.W., Rm 7.10-061, Wash, DC 20523. POC: Gwendolyn Ruffin, M/OP/HRAM/AFM. No telephone request for solicitation package will be accepted. Only written requests received directly from the requestor are acceptable.

Web Link

Current CBD Notices (http://www.usaid.gov/procurement_bus_opp/procurement/announce/cbd/)

Record

Loren Data Corp. 20010412/XSOL001.HTM (W-100 SN50I7Y8)