X -- FACILITIES AND SERVICES FOR STRATEGIC LEADERSHIP SUMMIT

Notice Date

June 21, 2001

Contracting Office

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

ZIP Code

20415

Solicitation Number

OPM-RFQ-01-0001OHREEO

Response Due

January 12, 2001

Point of Contact

Cynthia Simpson, (202)606-4510

E-Mail Address

click here for additional information or to requestion (chsimpso@opm.gov)

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR subpart 12. Solicitation number is OPM-RFP-01-001SLS and is issued as a Request For Proposals (RFP). This solicitation incorporates Federal Acquisition Regulation provisions and clauses in effect through Federal Acquisition Circular 97-24. 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. 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. STATEMENT OF WORK: General -- The Strategic Leadership Summit is a meeting of all U.S. Office of Personnel Management (OPM) supervisors and managers, sponsored by OPM's Office of Human Resources and Equal Employment Opportunity, as a forum to address the challenges that face all parts of the Agency and to discuss ideas for achieving the Agency's strategic goals through interoffice collaboration and corporate leadership that emphasizes strategic thinking, planning, and action. Similar summits will probably be held in the future every 12-18 months. Requirements: Schedule -- Two consecutive weekdays Tuesday through Thursday between September 10, 2001 to November 9, 2001. Location: The facility must be either within the Washington, DC metropolitan area, near public transportation/Metro, or within 175-mile radius of Washington, DC. The facility must offer easy airport connections to accommodate out-of-town attendees. Direct airport shuttle service is highly desirable. The facility should be located near outside entertainment, e.g., restaurants and shopping stores. Space Needs (all meeting space should be in the same facility): Plenary Sessions (Keynote speaker/Luncheon speaker) -- 1. Room to accommodate 300 people seated at round tables of 8-10 people with unobstructed view of the stage for the plenary sessions. 2. Luncheon for day 1 will seat 300 people in one room at round tables of 8- 10 people for a plated lunch. 3. Luncheon for day 2 will be for 4-6 smaller groups of 50-75, boxed lunches for breakout workshops. Room must have a good sound system and be able to accommodate an in-focus machine, overhead projector and screen. The room should have its own controls for light, heat, air, and sound. Breakout Sessions (Concurrent sessions) Four to six breakout rooms for the 2 days that will each seat no more than 50-75 people comfortably, banquet or classroom style. Some rooms may accommodate fewer than 50 people, classroom style. There must also be space in the front of each room for a table, one chair, lectern, and microphones. The rooms should be accessible to the handicapped and have no visual obstacles such as columns. Data lines and electrical outlets must be available for computer to access the Internet. The rooms should each have separate controls for heat, air, light, and sound. The rooms should accommodate in-focus projector, overhead projectors and screens. The rooms should be able to contain the sound, even if microphones are used, so that other sessions are not disturbed. Equipment needs for each room should include a microphone, overhead projector, screen, table for equipment setup, and an easels with pads and markers. Plenary and breakout rooms to be available all 2 days from 6:30 am -- 6:30 pm. Audiovisual Needs: Hotel must have a complete audiovisual (AV) service on-site with capability to facilitate a summit 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. Registration/Check-in/Information Area: Registration area to accommodate registration for 300 participants and space for the continental breakfast/coffee. 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. The registration area should be a separate area, and large enough to accommodate display tables -- two 8-foot tables, side by side -- and 4 chairs. The hotel should provide a table and house phone located near the breakout sessions for help and information. Transportation: Ample on-site parking if within the Washington, DC metropolitan area if not close to public transportation. Shuttle service to the Metro (if necessary) and to area airports. Sleeping Rooms: Total of 75 sleeping rooms extended over 2 consecutive nights, 1 night before the summit and 1 night of the summit if held within the Washington, DC commuting area. Up to 300 sleeping rooms may be required if summit is held outside of Washington, DC commuting area. All rooms should be at the same hotel. If overflow hotels are needed to provide the full complement of sleeping rooms, the summit facility will be responsible for arrangement of locations of comparable quality and standards or higher, at the prevailing Government per diem rate, exclusive of any taxes, and for coordination of all arrangement up to and including the dates of the summit. Shuttle service between hotel/conference center and alternate facilities will be required (greater consideration will be given to site which provides this service at no additional charge). 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. Hotel rate (exclusive of any taxes) must not exceed applicable Federal Travel Regulation allowance (current Government per diem rate) in effect at the time of the summit. Hotel must hold the sleeping rooms for summit participants up to 30 days before the summit begins. Must be able to provide late check out time of 1:00 pm to all participants and staff. Offerors are encouraged to provide complimentary sleeping rooms, one room per every 50 rooms per night and one suite per every 100 rooms per night, based on total number of room per night. Meals and Breaks: Continental breakfast served for 300 people for the first 2 mornings. Set up and registration by 7:00 am. Breakfast should consists of rolls, danish, bagels, fruit, juice, coffee (regular and decaffeinated), and tea. Lunch served on the first day. Food service to provide a hot meal for 300 participants simultaneously. Meal should include salad or soup; hot entree, starch, and vegetable; rolls; dessert; coffee (regular and decaffeinated), hot and iced tea. The kitchen should be able to handle special dietary needs, i.e., vegetarian, kosher, and lactose intolerant. Lunch to be served at noon. Mid-morning and mid-afternoon break service for 2 days. Coffee breaks to include coffee (regular and decaffeinated) and tea in the mornings; and coffee (regular and decaffeinated), tea (hot and iced), lemonade in the afternoon and a light snack. Must provide beverage refills (coffee / regular and decaffeinated, tea, juice, soft drinks) at no additional charge. A Networking Reception will be held on the evening of the first day from 6:00 p.m. -- 8:30 p.m. for approximately 75-100 people (within the Washington, DC metropolitan area) and up to 300 people (outside the Washington, DC area) buffet style. Storage and Office Space Needs: Office space will be provided on a 24-hour basis from the day before the summit to the last day of the summit, to include: 1. Space to store all of our supplies and summit materials. 2. Workspace separate from storage area. 3. Communication center. 4. Telephone connections to all in-house facilities, with ability to make outside calls. 5. Fax capability for incoming and outgoing messages. Accessibility: The hotel must meet the Americans with Disability Act (ADA) standards for accessibility of meeting rooms and sleeping rooms. The hotel must meet the requirements of Hotel and Motel Safety Act. TECHNICAL EVALUATION AND AWARD CRITERIA: 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 should address all the evaluation criteria set forth above. Offerors will submit an original and two copies of the proposal. Technical proposal will contain the following: (1) Dates available for year 2001. (2) Description of proposed property and full description of the facilities. Offeror must have hosted similar summits/conferences with comparable number of attendees. Also provide layout of proposed summit facilities, including seating capacities, and availability of these rooms. Describe how you will meet the requirements for office space, storage and summit 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. The property must also be available for a site survey. 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. Offeror must be willing to make the summit site non-smoking during the days that the summit is in session. The hotel must have a complement of security personnel. (3) Specify location of airports, train facilities, and limousine and bus services to the hotel, including complimentary shuttle service. (4) 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. (5) 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. (6) Describe your banquet facilities and how you would handle sit down luncheons for the 300 people. Also 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 300 persons. In addition, the overall quality and attractiveness of the specific dining facilities being offered will be a factor in the decision process. (7) Provide three references with name and telephone number for summits/conferences of a similar nature held within the past 3 years. 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. The technical portion of your quotation will be evaluated based on the following factors, which are in descending order of importance. NOTE: During the evaluation process, OPM may request a site visit to gain first-hand knowledge of the facilities being evaluated. Technical Evaluation Criteria: (1) Facility. Consideration will be given to factors such as, but not limited to, the following: (a) All rooms must be well lighted, well ventilated, free from distracting noise such as noise from traffic or other guests in corridors, and accessible to the handicapped. (b) Chairs must be comfortable for long sessions. (c) The breakout rooms need to be banquet or classroom style. Higher points will be given for room located in the same general areas as opposed to being in different parts of the facility. Higher points will be given to a facility that has room divided by solid walls versus air walls. (d) The facility needs to have a lobby or other open area close to the plenary session for registrations and breaks. (e) If outside the Washington, DC metropolitan area, the facility should be located near outside entertainment, e.g., restaurants and shopping. (2) Location. 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 summit site non-smoking during the days that the summit is in session. The hotel should have a complement of security personnel. (3) Overnight Accommodations. OPM will give consideration to facilities, which include additional services or discounts as part of the 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 as noted above. OPM will give consideration to those hotels offering free parking to summit participants. OPM will give consideration to the facility that provides complimentary coffee breaks. Hotels that provide a flat rate for single and double occupancy will receive special consideration. (4) Past Performance. The hotel must have hosted similar summits/conferences in the past with comparable number of attendees. (5) Food Service. Hotel must have a history of providing food and beverage service, with minimal turn around time for set up for 300 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. 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. Price Proposal and Cancellation Policy -- Provide price proposal for cost items under the REQUIREMENTS section above. Provide a copy of the hotel contract, showing the cancellation policy.

Record

Loren Data Corp. 20010625/XSOL003.HTM (W-172 SN50P6T3)