SOLICITATION NOTICE
X -- FACILITY TO HOST THE FY 2008 EXCEL CONFERENCE
- Notice Date
- 6/25/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Equal Employment Opportunity Commission, Office of the Chief Financial Officer & Administrative Services, Procurement Management Division, 1801 L Street, N.W., Room 2505, Washington, DC, 20507, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- RFQ070099
- Response Due
- 7/6/2007
- Archive Date
- 7/21/2007
- Description
- This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation (FAR) Part 12, Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. The Contracting Officer is utilizing policies and procedures prescribed in Part 12, Acquisition of Commercial Items, and Part 13.5 Test Program for Certain Commercial Items. This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-16 effective March 22, 2007. Hotels and other full service facilities that can satisfy the requirements listed below are encouraged to submit a quotation. The U.S. Equal Employment Opportunity Commission - Revolving Fund Division (Training Institute) has a requirement for a contractor to provide a full service training facility to include lodging, meeting space, food and beverage service, audio-visual equipment and audio-visual support services, and limited business center support to conduct the FY 2008 Examining Conflict in Employment Laws (EXCEL) Conference, which will be referred to as the Conference. The Training Institute will be referred to as the Institute. The Institute provides training to federal agencies and their representatives on the laws enforced by the EEOC. The 4-day Conference requires exhibit space and meeting space for plenary sessions, 10 individual breakout sessions, and food and beverage service for breakfast, lunch, and morning and afternoon breaks. The Conference will officially start on Sunday evening for pre-registration between the hours of 2:00 PM and 6:00 PM, and continue through Thursday at 12 noon. Thursday will have a limited number of attendees. The Institute anticipates a minimum of 900 participants with a maximum of 1,100 participants plus an additional 120 individuals consisting of other staff, presenters, and vendors who provide support for the conference. To be eligible for consideration, the contractor's proposed facility for the FY 2008 EXCEL Conference must be located in Chicago, IL within the following postal codes 60601, 60603, 60605, and 60611. The only weeks for consideration are July 14-17, 2008, July 21-24, 2008, or August 18-21, 2008. The EEOC contemplates the award of a Firm-Fixed Price Indefinite-Delivery Indefinite Quantity Contract. Period of Performance: The period of performance under this contract shall be July 14 -17, 2008, July 21-24, 2008, or August 18-21, 2008. The quotation package shall include the following line items in a written quotation: CLIN 0001. Lodging - Quantity 5 days each (See List of Lodging Requirements below), Unit Price $_____, Total for CLIN 0001 $_____; CLIN 0002. Rental of Conference Meeting Space - Quantity 5 days each (See List of Meeting Space Requirements below), Unit Price $ _____, Total for CLIN 0002 $ _____; CLIN 0003. Food and Beverage Services - Quantity 5 days each (See List of Food & Beverage Requirements below), Unit Price $ _____, Total for CLIN 0003 $ _____; CLIN 0004. Rental of Audio-Visual Equipment & Support - Quantity 4 days each (See List of Audio-Visual Requirements below), Unit Price $_____, Total for CLIN 0004; CLIN 0005. Business Center Expenses - 5 days each (See List of Business Center Requirements below), Unit Price $_____, Total for CLIN 0005 $ _____. Registration is held the Sunday afternoon before the conference between 2:00PM and 6:00 PM. For the FY 2008 EXCEL Conference dates will be July 14-17, 2008 with pre-conference registration on July 13, 2008, July 21-24, 2008 with pre-conference registration on July 20, 2008, or August 18-21, 2008 with pre-conference registration on August 17, 2008. The conference will consist of a pre-conference registration day, and four (4) days of training with the 4th day having a limited number of sessions and attendees. The conference will officially start on Sunday evening for pre-registration between the hours of 2:00 PM and 6:00 PM, and continue through Thursday. Thursday will have a limited number of attendees. A contract will be awarded to a responsible vendor whose quotation represents the best value to the Government. Interested parties must indicate in their quotation whether they accept payment via Government-wide commercial purchase card. The prospective contractor must be registered in the Central Contractor Registration (CCR) database prior to award of the resulting contract. Registration is free and can be completed on-line at http://www.ccr.gov/. Each quotation must clearly indicate the capability of the vendor to meet the requirements specified in this combined synopsis/solicitation. General Requirements: The following requirements for the training facility are specified in terms of minimum requirements. Americans with Disabilities Act (ADA) Requirements: All facilities, including rest rooms, meeting space, office space, and audio-visual equipment must meet ADA requirements for accessibility. Accommodations for disabled individuals may include, but are not limited to, wheelchair ramps and accessible parking spaces, elevators, sound systems, and aisles. Lodging Requirements: The contractor shall provide a maximum of 120 room nights for external speakers, which will be paid directly under this contract. The contractor shall block up to 1,100 rooms for participants and internal staff that are responsible for paying the contractor directly. The INSTITUTE will manage the room block for all attendees, speakers and staff and will turn back any unused rooms to the hotel without penalty by a cutoff date to be determined upon award of the resultant contract. The INSTITUTE will provide the contractor with a master list of attendees and staff credit card information. The INSTITUTE requires the contractor to block up to 50 rooms outside the actual days of the Conference. All room nights used by the Conference will be credited to the INSTITUTE'S room block. All attendees and staff will be responsible for paying the hotel directly. The Institute will require the contractor to block approximately 25 rooms one (1) day prior to the pre-conference registration date (Saturday), and 25 rooms one (1) day after the conference (Friday) at the government lodging rate. Also, the Institute will require the contractor to block approximately 5 rooms from the Thursday of the week prior to the conference up to the start of the conference. All room nights used by the CONFERENCE will be credited to Institute's room block. The contractor shall provide these rooms at or below the Federal government's per diem rate for lodging at the proposed site. Conference Meeting, Exhibitor, and Office Space Requirements: Meeting rooms must be set up in classroom style with 6'tables, no more than 2 people per table, and one pitcher of water and glasses per table. A podium and two (2) tables located in the front of the classroom are required. Rooms must have additional space to accommodate AV equipment. A plenary room that can accommodate 1,200 attendees in classroom style seating is required on Days 1 and 2 from 8:30 AM to 12:00 noon. The plenary room must have additional space to accommodate a raised platform and the required AV equipment. The breakout rooms are required on Days 1 and 2 from 1:30 PM to 5:00 PM, on Days 3 and 4 from 8:30 AM - 5:00 PM. For Days 1, 2, and 3 the following breakout rooms are required: Two rooms to accommodate 150-200 attendees; six rooms to accommodate 100-149 attendees and two rooms to accommodate 50-99 attendees. Day 4, the following breakout rooms are required: One room for 500 attendees; one room for 100-149 attendees, and two rooms for 50-99 attendees. Exhibitor Space for up to 40 exhibitors is required. Each Exhibitor space shall be equipped with a 6 ft. table, two chairs, and pipe and drape for the tables. The contractor will furnish a table with table cloth and drape for the front, two chairs and a wastebasket per exhibit space. The exhibitors will be responsible for all additional equipment and booth requirements and will communicate directly with the hotel. Pre-function and Office Areas must be a secured room with four (4) access keys to store EEOC equipment and space to accommodate a minimum of five 6 ft. tables. The contractor shall store the Government Furnished Material (GFM) and equipment in a secure place. The Pre-Function area will be used to assemble up to 10 pallets of conference materials. The office space will be used to store EEOC's AV equipment and for staff and presenters to prepare for the conference. Secured storage space for conference materials is required in the registration area. Food and Beverage Requirements: The contractor shall submit with their quotation a price list for proposed food and beverages for pre-registration reception, a conference kickoff reception, breakfast, lunch and evening receptions. Pricing for food and beverage shall include the price for the item, plus the gratuity (service charge), and a statement from the contractor indicating whether the U.S. Government is exempt from state tax, if applicable. Receptions: The proposed receptions include a pre-registration and kickoff reception. The pre-registration reception will consist of beverages and light snacks for up to 500 people on Sunday evening. The menu shall consist of a light snack (pastries, fruit, cookies, brownies, pretzels, etc.), large containers of water, ice tea, lemonade, freshly brewed coffee and decaffeinated coffee. Food and beverage requirements for the Monday evening kick-off reception for 900 people will be determined in collaboration with the sponsoring Exhibitor. The cost of the Monday evening reception may be paid directly to the Contractor by an Exhibitor, depending on arrangements with the Exhibitor. The space designated for the reception must accommodate approximately 900 people with social seating available throughout the area; the duration of each reception will be approximately 1-1/2 hours. Breakfast and Lunch: Breakfast and lunch will be served at round tables for 8-10, with a maximum capacity of 1200 people; each meal will last for a minimum of 1-1/2 hours. The contractor shall provide up to 20 staff meals for 30 minutes after the scheduled mealtime. The staff meals may be provided either in the main dining room or in a room close to the dining room. The INSTITUTE will pay the contractor for meals, breaks, and receptions based on the actual number served. The contractor shall provide a breakfast buffet for four (4) days and a plated-lunch for three (3) days. Typical breakfast food shall consist of assorted chilled juice, sliced fresh fruit served with yogurt, assorted breakfast pastries, bread with gourmet marmalades, jams and butter, eggs, French toast or pancakes; meat: bacon, ham or sausage; regular and decaffeinated coffee, tea bags and hot water for tea, and large containers of water. A typical lunch shall consist of salad, boneless chicken with a sauce, rice or pasta, chef's choice of vegetable and side dish to maximize color and flavor, dinner rolls & butter, dessert, regular and decaffeinated coffee, hot and iced tea. Breaks: Thirty (30) minute AM and PM Breaks are required for a maximum of 1,100 people. The AM break menu shall consist of beverages only: hot and iced tea, regular and decaffeinated coffee. The PM break menu shall consist of beverages and a light snack (i.e., cookies, pretzels, etc.). The AM and PM Breaks are each scheduled for 30 minutes. All interested parties shall provide a price list of recommended beverages, snacks, breakfast, and lunch meals when responding to this RFQ. Audio Visual (AV) Requirements: The contractor shall submit with their quotation a detailed price list for the required AV equipment and staffing. Plenary sessions: Video-taping capabilities, for internal use only, will be required during the plenary session only. The price list shall include the following items to support the plenary session: LCD Projectors- Qty 4; Projection Screens 10.5 x 14 flown with dress kit - Qty 6; Scan Converters - Quantity 2; Professional Video Cameras w/sports - Qty 1; Audio Video Mixer, 12 channel - Qty 1; AC drops 100 AMP- Qty 1; VCR - Qty 1; VGADA and VDA splitter - Qty 6; cables to run two Projectors from one laptop (provided by the Institute) - Qty 1 Lot , Projection Carts - Qty 2; Pipe and Drape (front platform) - Qty 1; Stage wash 1 Qty 1; Lighting (stage) - Qty 1 Lot, Podium with wired microphones - Qty 1; Wired Microphones w/stands - Qty 6; Wireless Microphones w/Stands - Qty 6; Tables 8ft, with drape - Qty 2; and Labor to set-up, breakdown and support for the Plenary Session - Quantity 2 Days. Breakout rooms: The price list shall include the following equipment for 10 breakout rooms. Projection Screen 8 x 8 - Qty 6; Projection screen 10' x 10' - Qty 4; Audio Mixer 4/6 channel - Qty 10; AC drops - Qty 10; Gender changer adapters - Qty 10: VGA Cables w/ tape down cords - Qty 10; Projection Carts - Qty 10; Tables 8ft, with drape - Qty 20; flip chart easel/w paper - Qty 10; Podium with wired microphones - Qty 10; Wired microphones w/stands - Qty 20; Wireless microphones w/Stands - Qty 10; and Labor to set-up, breakdown and support for the breakout sessions - Qty 4 Days. The INSTITUTE will provide all laptops and projectors for breakout rooms. General session AV requirements: projection carts 48" - Qty 3; and Electronic signage or Tripods - Qty 25. Registration area: The following equipment is required: internet connection, AC connection, and phone for local calls only within the conference space. Business Center Requirements: The contractor must be able to handle mailing, copying and faxing of course materials on-site. The Institute typically receives 10 pallets of course materials, 25 to 30 packages and AV equipment, and ships 50 packages at the completion of the conference. The contractor must provide a list of all business center charges to include labor charges. Attendees typically ship out their training materials at the completion of the Conference. The contractor shall provide ample FedEx Boxes (large) for attendees to ship training materials. Attendees will pay the contractor directly for their shipping and handling charges. Reporting Requirements: The contractor must be able to provide detailed reporting information prior to and throughout the CONFERENCE on room usage, food and beverage consumption, confirmation information and any other relevant information needed to successfully manage this event. General Requirements: Facilities - The following requirements for the training facility are specified in the terms of minimum Americans with Disabilities Act (ADA) requirements: All facilities, including restrooms, meeting space, exhibitor space, office space, and audio-visual equipment must meet ADA requirements for accessibility. Accommodations for disabled individuals may include, but are not limited to, wheelchair ramps and accessible parking spaces, elevators, sound systems, and wide aisles. Transportation - The contractor shall provide a price list of all local transportation options to and from the airport and rail station, if applicable. The contractor shall indicate in its quotation whether it provides free or low cost shuttle services. The contractor shall list all facility parking cost options. The contractor shall provide a list of all local restaurants located within a ten (10) minute walk from the contractor's facility. Security - The contractor shall identify the number of paid security staff within the facility and provide a list of additional security measures taken by the contractor to provide for the safety of CONFERENCE attendees and equipment. All interested parties shall submit with their quotation a detailed breakdown of all costs to include lodging, meeting space, food and beverage service, audiovisual equipment and support, business center space rental, and any other miscellaneous charges. Submission of Quotation: Your quotation in response to RFQ070099 is due July 6, 2007, 11:00 a.m. EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisitions Services Division, 1801 L Street, N.W., Room 6212, Washington, D.C. 20507 Attn: Gregory Browne; Contracting Officer. A quotation submitted via e-mail addressed to gregory.browne@eeoc.gov with a cc: copy to doreen.starkes@eeoc.gov and caroline.fowler@eeoc.gov will be accepted. Questions regarding this request for quotation should be submitted to Gregory Browne, via e-mail at gregory.browne@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ070099 is June 28, 2007 at 2:00 p.m. EST. The Government will not reimburse interested parties for any cost associated with responding to this business opportunity. All responsible sources may submit a quotation which shall be considered by the agency. The anticipated contract award date is on or before July 31, 2007. Evaluation factors for award: The following factors shall be used to evaluate quotes: technical capability, past performance, and price. Technical Capability and past performance when combined are more important than price. Technical capability subfactors: Quotations will be evaluated on the vendor's ability to: 1. Provide the required services on the dates requested. 2. Meet the minimum requirements regarding lodging, meeting space, food and beverage service, audio visual equipment and technical support, business center requirements, reporting requirements, and the vendor's ability to meet ADA requirements for accessibility as it relates to lodging and meeting space.; 3. Provide the required lodging at or below the federal government's per diem rate for lodging for all federal employees and presenters on official government travel orders; and 4. Provide a centrally located facility with inexpensive transportation options to and from the airport, local restaurants, and other area attractions. Quotations must address safety and security issues both within the hotel complex and the surrounding area. Past Performance: The vendor must provide a minimum of three (3) references for past performance for similar work awarded within the past three (3) years. The information for each reference shall include the following: 1. Name and address of government agency or other non-government client; 2. Name, titles and telephone number of Contracting Officer, or other point of contact; 3. Name, title and telephone number of client's program or project manager, if applicable; 4. Contract number, period of performance, and dollar value of contract; and 5. Description of services provided. EEOC will evaluate past performance in terms of timely deliveries and customer service on similar requirements. Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the vendor's initial quote should contain the vendor's best terms from a price and technical standpoint. The Government reserves the right to conduct discussions, if the Contracting Officer later determines them to be necessary. The Government also reserves the right to conduct a site visit. The provisions at 52.212-1, Instructions to Offerors - Commercial Items applies to this acquisition. The provisions at 52.212-2 Evaluation-Commercial Items applies to this acquisition. The vendor shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items with your quote. Clause 52.212-4, Contract Terms and Conditions-Commercial Items and Clause 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Order-Commercial Items are incorporated by reference. Clause 52.203-6, Restrictions on Subcontractor Sales to the Government - Alternate I, Clause 52.222-3 Convict Labor, Clause 52.222-21, Prohibition of Segregated Facilities, Clause 52.222-26 Equal Opportunity, Clause 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans, Clause 52.222-36 Affirmative Action for Workers with Disabilities, Clause 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans, Clause 52.225-13 Restrictions on Certain Foreign Purchases, and Clause 52.232-36, Payment by Third Party are incorporated by reference. To obtain the above provision/clauses in full text, please visit www.arnet.gov. Method of payment: Payment will be made by Government-wide commercial purchase card.
- Place of Performance
- Address: Chicago, Illinois Metropolitan area postal zip codes: 60601, 60603, 60605, and 60611.
- Zip Code: 60601
- Country: UNITED STATES
- Zip Code: 60601
- Record
- SN01327385-W 20070627/070625221256 (fbodaily.com)
- Source
-
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