FACILITY TO HOST THE FY2015 & 2016 ATLANTA TWO DAY TECHNICAL ASSISTANCE PROGRAM SEMINAR
Equal Employment Opportunity Commission, Office of the Chief Financial Officer | Published February 18, 2015 - Deadline March 13, 2015
This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation 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. Solicitation Number RFQ0016-15 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-78 effective December 26, 2014. Convention centers, hotels, and other full service facilities that can satisfy the requirements listed below are encouraged to submit a quotation. This solicitation is considered an unrestricted procurement.
The U.S. Equal Employment Opportunity Commission Training Institute has a requirement for a contractor to provide meeting facilities, rental of audio visual equipment/support services, food and beverages, and lodging to conduct a two-day Technical Assistance EEO Seminar (TAPS). The United States Equal Employment Opportunity Commission (EEOC) has developed a program of EEO Seminars which will provide training to employers, unions and attorneys on the laws enforced by the EEOC.
The Government anticipates 206 attendees, with a minimum of 125 attendees and an anticipated maximum of 250 attendees, plus an additional 25 individuals consisting of other staff and presenters who provide support for the conference. To be eligible for consideration, the contractor's proposed facility for the seminar must be located within 20 miles of the Equal Employment Opportunity Commission's Atlanta District Office located at 100 Alabama Street, SW, Atlanta, GA 30303.
The government contemplates the award of a firm-fixed price (FFP) contract.
The quotation package shall include the following line items in a written quotation:
Base Period (FY2015): Contract Line Item Number (CLIN) 0001, Rental of Conference Space - Quantity 2 days each (See below list of Conference Space Requirements), Unit Price $________. Total for Base Period CLIN 0001 $________; CLIN 0002, Rental of Audio Visual Equipment and Technical Support - Quantity 2 days each (See below list of audio visual requirements), Unit Price $_________. Total for Base Period CLIN 0002 $________; CLIN 0003, Food and Beverage Services - Quantity 412 attendees over two days (See below list of food and beverage requirements), Unit Price $________ per person rate per day. Total for Base Period CLIN 0003 $_________. Total Price for CLINs 0001 through 0003: $__________.
Option Year (FY2016): Contract Line Item Number (CLIN) 0004, Rental of Conference Space - Quantity 2 days each (See below list of Conference Space Requirements), Unit Price $_______. Total for Option Year CLIN 0004 $_______; CLIN 0005, Rental of Audio Visual Equipment and Technical Support - Quantity 2 days each (See below list of audio visual requirements), Unit Price $________. Total for Option Year CLIN 0005 $________; CLIN 0006, Food and Beverage Services - Quantity 412 attendees over two days (See below list of food and beverage requirements), Unit Price $________ per person rate per day. Total for Option Year CLIN 0006. Total Price for CLINs 0004 through 0006: $__________.
The preferred dates for consideration in order of preference for the Base Period are August 27-28, 2015, (1st Choice), August 20-21, 2015, (2nd Choice) and August 19-20, 2015, (3rd Choice).
The preferred dates for consideration in order of preference for Option Year (2016) are August 25-26, 2016, (1st Choice), August 18-19, 2016, (2nd Choice) and August 24-25, 2016, (3rd Choice).
Please indicate availability for each date in the technical portion of the quotation. No other dates or combination of dates will be considered by the Government.
The seminar provides for meeting space for training sessions, along with food and beverage service for breakfast, lunch, and morning and afternoon breaks. Registration and continental breakfast start each day at 7:30 a.m. The seminar starts at 9:00 a.m. and ends at 4:30 p.m. on the first and second day.
A contract will be awarded to the responsible quoter 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 System for Award Management (SAM) database prior to award of the resulting contract. Registration is free and can be completed on-line at http://www.sam.gov. Each quotation must clearly indicate the capability of the quoter to meet the requirements specified in this combined synopsis/solicitation.
GENERAL REQUIREMENTS: The following requirements for the training are specified in terms of minimum requirements. Accessibility: Americans with Disabilities Act (ADA) Requirements: All facilities, including training rooms and rest rooms and audio-visual equipment, must be fully accessible to individuals with disabilities in compliance with the Americans with Disabilities Act Amendments Act. Accommodations for disabled individuals may include, but are not limited to, accessible parking spaces, elevators, adequate sound systems, wide aisles and wheelchair ramps. A site visit may be conducted by the Disability Business and Technical Assistance Centers (DBTAC) prior to the award of the contract. Parking: There must be adequate free or low cost on-site parking for all participants. Transportation: The quoter shall provide a price list of all local transportation options to and from the airport and rail station, if applicable. The quoter shall indicate in its quotation whether it provides free or low cost shuttle services. The quotation shall list all facility parking cost options.
CLIN 0001 - Conference Space - Specific requirements each day for the Base Period and Option Year are as follows: One large room with room capacity to accommodate as many as 250 participants, with classroom style seating, available from 7:30 a.m. to 5:00 p.m. EST. This room shall include a raised stage/platform which is wheelchair accessible and no more the 24" high on at least one side by a ramp with a run to rise ratio no greater than 8.3%; two (2) tables with four (4) chairs, situated at the front of the room equipped with podium and microphone on a riser. There shall be sufficient space at the back of the room to place three (3) additional tables for handouts, and additional chairs, if needed. Four (4) registration tables with six (6) chairs shall be positioned outside the large room for seminar registration purposes, along with two (2) tall round tables. Registration will occur between 7:30 a.m. and 9:30 a.m. EST. An additional large room for luncheon up to 250 participants with table rounds (banquet style) of 8 to 10 per table available between 12:00 noon and 1:30 p.m. EST. The meeting room must have a suitable sound system so all participants may hear and ask questions of the speakers. The meeting room should be arranged in classroom style with chairs and tables for writing and handouts. All chairs and tables shall be in acceptable condition (the furniture is not broken, soiled, rusted or damaged in any way that would injure the individual or damage clothing). Aisle space, including the space between tables and desk, needs to be accessible for persons in a wheelchair. Walls should be constructed in such a manner that they confine inside sound and reduce or prevent the transmission of extraneous sound. All rooms (including luncheon area) should be equipped with a working sound system which may be controlled by the speaker and which projects equally to all areas of the room. Rooms should be configured to allow every participant a clear view of the speaker and all visual aids. Each participant should have a clear view of at least one of the projection screens in use. Rooms should be well lit to accommodate extensive reading and writing and all lighting should be uniform and should not produce a glare. Heating and air conditioning should provide a comfortable level of air quality and room temperature when rooms are at the maximum capacity.
CLIN 0002 - Rental of Audio Visual Equipment and Technical Support - Specific requirements each day for the Base Period and Option Year are as follows: 1 - Large General Session Room (both days): (a) Podium with wireless microphone (1 each); (b) Cordless hand-held microphone (4 each); (c) Lavaliere microphone (2 each); (d) Mixer sufficient to amplify, simultaneously, two (2) speakers and the audio track of a DVD or sound recording; (e) 10'x10' Projection Screen (2 each); (f) AV package (movable card with electrical connections and cords to accommodate EEOC's LCD projector and laptop computer); (g) Technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentation. 2 - For the Luncheon room, only one of the two days (a) Podium with wire microphone. The contractor must submit a detailed pricelist for the audio-visual equipment and technical support, including high speed wireless (Wi-Fi) Internet access, and electrical connections. Also, include the price for the items, inclusive of an hourly rate and the number of labor hours with breaks included in a day rate for audio visual support services (if needed), plus the gratuity/service charge.
CLIN 0003 - Food and Beverage - Specific requirements each day for the Base Period and Option Year are as follows: Continental Breakfast to be served each day between 7:30 and 9:00 a.m. EST. and to include a selection of croissants, Danish pastries, muffins, bagels, and breads; assorted sliced fruit, butter, jelly, cream cheese, and fruit juices, freshly brewed coffee, decaffeinated coffee, tea, and bottled water. Morning Break is to be served each day between 10:45 a.m. and 11:15 a.m. EST. and shall include, at a minimum, a refresher of coffee service and water. A sit-down, three-course, business plated luncheon is to be served each day between 12:00 Noon and 1:30 p.m. EST. (banquet set-up) (not the room used for General Session). Typical lunch shall consist of salad, boneless chicken with a sauce, rice or pasta, chef's choice of vegetable and starch to maximize color and flavor; dinner rolls and butter, dessert; and appropriate condiments; and be served with regular and decaffeinated coffee, hot and iced tea. Afternoon Break is to be served each day between 2:45 and 3:30 p.m. EST. to include assorted soft drinks, bottled water, herbal teas, cookies and/or brownies, and whole fruit. The contractor shall also submit an all-day food and drink package with a per person rate per day. All food and beverage services need to be located in areas accessible to individuals with disabilities. The luncheon should be arranged so that all individuals can be seated and served sufficiently. Pricing for food and beverages shall include the price for the item(s), plus the gratuity (service charge), and a statement from the contractor indicating whether the U. S. Government is exempt from state tax, if applicable. The EEOC is a tax exempt Federal Agency; please do not include any sales tax in quotations for which the Federal Government is exempt. Anticipated number of participants for base and option year is 206 each day. The expected maximum number of participants is 250 each day. The Contracting Officer Representative (COR) will contact the contractor within 72 hours of the event to confirm the number of participants. The contractor shall provide food and beverage for a minimum of 125 participants each day. The contractor shall invoice the EEOC at the agreed upon rates for meeting room rental, audio visual equipment, and food and beverage service. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. If the quoter has any supplemental agreements, those agreements should be submitted with the quotation. If the quoter requires signature of a supplemental agreement that was not submitted with the quotation, the quotation will be rejected.
LODGING REQUIREMENTS: Costs associated with lodging shall not be paid under this contract. Participants and presenters shall be directly responsible for payment of individual sleeping rooms and all incidental charges upon check-out. EEOC requires that the contractor shall provide lodging accommodations in both the base period and option period to include a block of at least twenty-five (25) rooms per night for participants, presenters, and/or EEOC staff. The contractor shall provide the sleeping rooms for EEOC staff and presenters at or below the federal government's domestic per diem rate which is available on-line at http://www.gsa.gov. The contractor shall provide information regarding the sleeping room rates with their quotation for those participants who wish to reserve sleeping rooms. The contractor must provide accommodations with single and double beds for sleeping one, two or three nights. Rooms will be needed the night before the event starts and the night of the first and second days of the event. Sleeping rooms shall be accessible and located within the same building, hotel complex or conference facility as the training/meeting rooms. Sleeping rooms must be equipped with private bath, bed, dresser, table, chair, closet space and heating and air conditioning and receive daily maid and linen service. Rooms are to have secure locks and/or chains. The quantity of rooms specified above is an estimate only, and not representative to the contractor that this estimated quantity will be ordered. The government makes no commitment to this estimated quantity. State and local tax will not be charged attendees with government identification consistent with local and state laws. Federal tax shall not be charged to guests who present tax exempt forms at check-in/check-out. NOTICE: If government tax exemption is not recognized in the state hosting the seminar for lodging, the quoter shall state so with their quote submission when responding to the RFQ. After award, the government will not recognize taxes for lodging if the certification is absent of the quote submission.
Contract Administration: The Contracting Officer's Representative (COR) under the resulting contract shall be designated at the time of the contract award. The contractor shall invoice the EEOC at the agreed upon rates for conference space, rental of audio visual equipment and technical support, and food and beverage service. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. The contractor shall submit a final invoice of all charges within five (5) business days after completion of the seminar to the COR and he/she shall be provided at least five business days to review the invoice charges and services provided for acceptance. Method of Payment: The preferred payment method is payment by government-wide commercial purchase card. The Contractor is to apply charges to government purchase card only after final invoice has been accepted and reconciled by the COR.
Cancellation: Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than sixty (60) calendar days prior to the scheduled event. By receipt of this cancellation notice, the contactor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation within sixty (60) calendar days of the scheduled event date, Paragraph (l) Termination for the Government's Convenience or (m) Termination for Cause of FAR Clause 52-212-4, Contract Terms and Conditions - Commercial Items will govern.
SUBMISSION OF QUOTATION: All interested parties shall submit with their quotation a detailed breakdown of all costs to include conference space, rental of audiovisual equipment and technical support, food and beverage service, and any other miscellaneous service and equipment which are necessary for the success of the seminar. In addition, a Price quotation utilizing Attachment 1, Quotation Response Form, shall be included. Quotations shall be submitted in three (3) separate volumes as follows: Volume 1 - Technical Capability; Volume 2 - Past Performance; and "Volume 3 - Price. Pricing must be submitted using the line item structure in the above Schedule of Supplies and Services of this RFQ. A separate attachment may be included in Volume 3 for pricing information on menu items, transportation, parking, applicable tax rates, and sleeping room rates. Your quotation in response to RFQ0016-15 is due February 11, 2015 at 10:00 a.m. EDT. Quotations will be accepted in hard copy by U.S. Mail and electronic copy via e-mail. If submitting the quotation by mail, send two (2) hard copies to the following mailing address: U.S. Equal Employment Opportunity Commission, Acquisition Services Division, 131 M Street, N.E., Room 4SW20A, Washington, DC 20507 Attn: Anthony Price, Contracting Officer. One (1) electronic copy of the quotation may be submitted via e-mail, address to email@example.com.
QUESTIONS: Questions regarding this request for quotation should be submitted to Anthony Price, Contracting Officer via e-mail at firstname.lastname@example.org. Telephone inquires or responses are not acceptable. The deadline for submission of questions regarding RFQ0016-15 is February 27, 2015, 10:00 a.m. EDT. Any questions received after the above mentioned date and time will not be considered. 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 will be considered by the agency. The anticipated contract award date is on or before March 27, 2015.
BASIS FOR AWARD: The government intends to award a fixed-price contract to the responsible quoter whose quotation is responsive to the solicitation and is determined to be the best value to the Government, using the tradeoff approach. Selection of the best value to the Government will be achieved through a process of evaluating the strengths and weaknesses of each quoter's quotation against the below described evaluation criteria. In determining the best value to the Government, the Technical Capability and Past Performance Evaluation Criteria, when combined, are more important than the evaluated price. The Government is more concerned about obtaining a superior Technical Capability quotation than making an award at the lowest evaluated price. However, the Government will not make an award at a price premium it considers disproportionate to the benefits associated with the evaluated superiority of one technical and management quotation over another. Thus, to the extent that quoter's technical and past performance quotations are evaluated as close or similar in merit, the evaluated price is more likely to be a determining factor.
EVALUATION FACTORS FOR AWARD: The following factors shall be used to evaluate quotations. These factors are listed in their relative order of importance: Technical Capability, Past Performance and Price.
Factor 1 - Technical Capability: (a) Contract Requirements. Quotations will be evaluated on the quoter's ability to provide all of the contract requirements regarding meeting space, food and beverage, audio-visual equipment and technical support, and lodging. Quotations must address the quoter's ability to meet ADA requirements for accessibility as it relates to meeting space, lodging and parking. Quotations should reflect the quality of the customer services provided, the layout design and quality of the facilities as reflected by the physical layout and atmosphere of meeting space, amenities such as free Wi-Fi in the conference space, and upkeep of the facilities. (b) Location. Quotations will be evaluated on the ability of the quoter to provide a facility within 20 miles of the Equal Employment Opportunity Commission's Atlanta District Office Postal Code area 30303, with adequate low cost or free on-site parking for participants and presenters. (c) Availability of Dates - Base Year 2015. Quoters will be evaluated on the ability of the quoter to provide the required services on the dates requested. Additional consideration will be given to quoters who can provide the required services on the preferred dates in order of preference, (i.e., 1st choice date, 2nd choice date, and 3rd choice date). (d) Availability of Dates - Option Year 2016. Quoters will be evaluated on the ability of the quoter to provide the required services on the dates requested. Additional consideration will be given to quoters who can provide the required services on the preferred dates in order of preference, (i.e., 1st choice date, 2nd choice date and 3rd choice date) in Option Year 2016.
Factor 2 - Past Performance: The quoter must provide references for a minimum of three (3) government or non-government contracts which provided the same or similar services; contracts must have been awarded within the past three (3) years. One of the references should be a government/federal agency. The information for each reference shall include the following:
1. Name and address of government agency and other non-government client;
2. Name, title, email and telephone number of Contracting Officer or other point of contact;
3. Name, title, email and telephone number of client's Program Manager, if applicable;
4. Contract number, period of performance, and total contract value; and
5. Description of services provided.
EEOC will evaluate past performance in terms of customer service on similar requirements, feedback from references on meeting room design/layout and quality/upkeep of facilities and décor, and the availability of amenities and staff to support the conference. A quoter without a record of relevant past performance or for whom information on past performance is not available; the quoter may not be evaluated favorably or unfavorably on past performance.
Factor 3 - Price: The price quotation will be evaluated against the independent Government Price Estimated. Evaluations of quotations will consider the following pricing information: pricing provided for all line items listed in the Schedule of Supplies and Services of this RFQ in the units and format provided; pricing of recommended menu options for breakfast, lunch, snacks and beverages; rates for business services, sleeping room rates; and all cost options for transportation and facility parking rates.
Evaluation of Options: Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate quoters for award purposes by adding the total price for the option to the total price for the basic requirement. Evaluation of the option will not obligate the Government to exercise the option.
Site Visits: The EEOC reserves the right to conduct a site visit of all quoters who are rated to be technically acceptable. The site visit will review and evaluate the same technical items identified in the Technical Capabilities Portion of the technical evaluation factors.
Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the quoter's initial quote should contain the quoter'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 prior to award.
Applicable Provisions and Clauses: The provisions at 52.212-1, Instructions to Offerors - Commercial Items applies to this acquisition. The vendor shall include a completed copy of the provisions at 52.212-3, Offeror Representations and Certifications - Commercial Items with your quote submission. The Contracting Officer has determined that paragraph 52.212-3(k)(2) which pertains to exemption from the application of the Service Contract Labor Standards applies. The Clause 52.212-4, Contract Terms and Conditions-Commerical Items and Clause 52.212-5 Contract Terms and Condition Required to Implement Statues or Executive Order-Commercial Items are incorporated by reference. Clause 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards, Clause 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment, Clause 52.217-9 Option to Extend the term of the Contract, (a) The Government may extend the term of this contract by written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to this option clause. (c) The total duration of this contract, including the exercise of the option under this clause, shall not exceed 24 months. Clause 52.223-3 Convict Labor, Clause 52.222-19 Child Labor - Cooperation with Authorities and Remedies, Clause 52.222-21, Prohibition of Segregated Facilities, Clause 52.222-26 Equal Opportunity, Clause 52.222-35 Equal Opportunity for Veterans, Clause 52.222-36 Affirmative Action for Workers with Disabilities, Clause 52.222-37 Employment Reports on Veterans, Clause 52.222-50 Combating Trafficking in Persons, Clause 52.223-18 Encouraging Contractor Policies to Ban Texting Messaging While Driving, Clause 52.225-13 Restrictions on Certain Foreign Purchases, Clause 52.232-33, Payment by Electronic Funds Transfer - System for Award Management are incorporated by reference, Clause 52.233-3 Protest after Award and Clause 52.233-4 Applicable Law for Breach of Contract Claim. Clause 52.222-53 Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements. To obtain the above provision/clauses in full text, please visit https://www.acquisition.gov/far. Method of payment: Electronic Funds Transfer.