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FBO DAILY ISSUE OF NOVEMBER 10, 2004 FBO #1080
SOLICITATION NOTICE

V -- EEOC Executive Leadership Conference

Notice Date

11/8/2004
 

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
 

ZIP Code

20507
 

Solicitation Number

RFQ050013
 

Response Due

11/12/2004
 

Archive Date

11/27/2004
 

Point of Contact

Caroline Fowler, Contracting Officer, Phone (202) 663-4219, Fax (202) 663-4178, - Gregory Browne, Contract Specialist, Phone (202) 663-4292, Fax (202) 663-4178,
 

E-Mail Address

caroline.fowler@eeoc.gov, gregory.browne@eeoc.gov
 

Description

REQUEST FOR QUOTE: PLEASE READ THIS SOLICITATION IN ITS ENTIRETY-This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quoters are being requested and a written solicitation will not be issued. The solicitation number is RFQ05-0013 and this solicitation is issued as a Request For Quote (RFQ). This requirement is not a small business set-aside. There will be one award. The quotation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-25. The North American Industry Classification System code is 721110, with a business size standard of $5 million. The period of performance is from November 30, 2004 through December 3, 2004 (four days). The Equal Employment Opportunity Commission (EEOC) intends to enter into a Fixed Price Contract for the following commercial services: CONTRACT LINE ITEM DESCRIPTIONS: 0001 -Food and Beverages:0001A Full Breakfast Buffet, Morning Break, Lunch, Afternoon Break and Dinner (90 ea for two days); 0001B Full Breakfast Buffet, Morning Break Lunch and Afternoon Break and Dinner (70 ea); 0001C-Evening Reception (90 ea);.0001D Snacks (Bus Trip-65 ea.); 0002- Meeting Rooms; 0003-Rental of Audio-Visual Equipment and Provide Training Aids (1 lot); 0004 Lodging: 0004A - Two days (90 ea); 0004B - One day (70 each); and 0005- Rental of Coach Transportation (from hotel to Pearson Government Solutions located in Lawrence, Kansas- (1 ea). TOTAL COST TO GOVT: DETAILED STATEMENT OF WORK: The EEOC is seeking a contractor to provide a full service conference facility to include training rooms, a separate luncheon room, snacks/beverages, audiovisual equipment and training aid support storage space and coach transportation for the EEOC Executive Leadership Conference. (NOTE: All contacts and discussions/negotiations on this RFQ and the resultant contract will be limited to the hotel/conference center and the EEOC. The requirements of the resultant contract will not be handled by a third party. Location(city), date and time of the conference are as follows: Location (city: Kansas City, MO orKS Centrally located within 30 miles of the metropolitan area of Kansas City, MO or KS . Dates: Tuesday, November 30, 2004 through Friday, December 3, 2004 (typical attendee will stay 2-3 nights). REGISTRATION will begin on: Tuesday, 11/30/04 thru Thurs. 12/02/04; Starting Time of Conference: 8:00 a.m.; Ending Time of Conference: 6:00 p.m. Description of Specific Requirements: The seminar will begin at 8:00 a.m, with registration starting at 8:00 a.m. and ending on Thursday at 6:00 p.m. (Registration on Tuesday from Noon until 6;00 p.m.) Breakfast will start at 7:00 a.m. and end at 8:30 a.m. EEOC anticipates a maximum of 90 participants will attend. EEOC requires the following: LODGING: A maximum of 90 sleeping rooms (11/30/2004 thru 12/01/2004) and 70 sleeping (12/02/04) will be required for attendees. No sleeping rooms will be required on 12/03/04. This block of rooms must be located at the meeting site and available through a cutoff date to be determined upon award of the resultant contract. The Contractor shall provide these rooms at or below the Federal government lodging rate for the Kansas City MO or KS area. Room arrangements will be made by each participants. Estimated costs of these rooms are included as part of this Statement of Work. The majority of the sleeping rooms (90) will be needed between Tuesday and Wednesday nights. MEETING FACILITIES: The following requirements for the conference facility shall meet all Americans with Disability Act (ADA) requirements, including its public restrooms and accessibility to the facility. The facility must be fully accessible to individuals with accommodations for disabled individuals which may include, but not limited to, wheelchair ramps and accessible parking spaces, elevators, sound systems and aisles. All meeting rooms must be available for three consecutive nights and four consecutive days as follows: Registration Area: Registration tables with chairs, positioned outside the large room and must be near electrical outlets and include telephone access to internet and conference message board; Secured storage space where conference material can be sorted an stored. A room with a work table, electrical outlets, telephone and access to internet must be available throughout the conference; One large Room, with classroom style seating for up to 90 individuals for a Group Meeting on Wednesday and Thursday between 8:00 a.m. - 6:00 p.m. This room shall include 1 front covered table on a short dais or riser with 6 moveable chairs and podium. One large room for a Reception (Wed. 12/01/04) for up to 90 individuals, from 5:30 p.m. - 7:00 p.m.. Set up will be determined after award of the resultant contract; Two Medium sized room for up to 40 individuals, with classroom style tables with chairs and tables for writing and handouts. This room will be used on Tues. Thurs and Friday between 8:00 am. until 6:00 pm.; One small room for up to 20 individuals on Thurs. between 8:00 am. until 6:00 pm. The tables in these rooms shall be covered and include writing paper, pens , ice water with glasses, and candy or mints at the start of morning and afternoon sessions. Meeting rooms shall be well lit to accommodate extensive reading and writing. Lighting shall be uniform and shall not produce a glare. Meeting rooms shall have adequate ventilation, heating and air conditioning, which maintains air quality and room temperature at comfortable levels when rooms are at maximum capacity. Audio Equipment needed as follows: For Tuesday - Telephone and internet access near registration desk between 5:00 p.m to 6:00 p.m.; Wed. Thru Thurs.- A podium with microphone, a stand microphone for general meeting room and a wireless microphone, a telephone located at registration table and secured office space; a LCD projector, screen and internet connection for presentation in main meeting room, sufficient for all 90 participants to view presentation materials clearly; Training Aids needed are as follows: Tues through Thursday- between 4 to 6 flip chart pads and stands, and markers for writing; Food and Beverage Service: Full Breakfast Buffet for three days (Tues. thru Thurs. serving up to 90 individual and on Friday up to 70 individuals). Morning Break: (including coffee, tea, water, fruit and pastries); -Afternoon Refreshments(include coffee, tea, soft drinks, water and cookies for up to 65 people (Tues), 90 (Wed and Thurs) and 70 on Friday); Lunch and Dinner: A sit down business luncheon and dinner for up to 90 people on Wed. and Thurs (lunch only). Dinner on Thurs will be for up to 70 people. Evening Reception: Wednesday for up to 90 individuals (include service and setup: 3 cold and 1 hot platters/trays). Coach Transportation (ADA Accessibility required): The contractor shall provide coach transportation for up to 65 individuals from the hotel to Lawrence, Kansas. Expenses: Includes but not limited to, business office support, i.e., copying, fax, long distance calls from the registration desk and secured office. Signs: Signs and floor plans directing participants to the conference meeting rooms and breakout session rooms shall be provided by the contractor. Meetings: Within 4 days prior to 11/30/2004, a pre-conference meeting via telephone or in person shall be held at the conference facility to discuss the objective of the conference, if required..Copies of the DRAFT Conference Agenda is available upon request. All request should be sent via e-mail to Caroline A. Fowler at: caroline.fowler@eeoc.gov., with a cc to Gregory.browne@eeoc.gov. The following FAR Clauses and provisions apply to this acquisition:52.212-1; Instructions to Offers- Commercial;52.212-2; Evaluation-Commercial Items, significant evaluation factor are technical ability, price and past performance. Technical ability is significantly more important than price. The price proposal will be evaluated separately for overall cost advantage to the government. Quality, delivery, and customer service will be evaluated under past performance.(NOTE: EEOC encourages quoters to submit price as a per person conference fee that includes lodging, food and beverage, meeting space and audiovisual services. Fees should also include Bus services to Lawrence, KS).52.212-3, Offeror Representations and Certifications - Commercial Items - This document must be completed and provided with offer;52.212-4; Contract Terms and Conditions - Commercial Items NOTE: This is not subject to the Contract Disputes of 1978, as amended (41 U.S.C. 601-613), as stated in Clause 52.212-4. Disputes rising under or relating to his contract shall be resolved in accordance with Claluse FAR 52.233-1 Disputes (JUL 2002) ( DEVIATION), which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract. To access the full text Clause FAR 52.233-1 Disputes (JUL 2002) (DEVIATION), go to www.arnet.gov, then select Federal Acquisition Regulation under the AcqNet Navigation menu;52.212-5; Contract Terms and Conditions Required to Implement Statues or Executive Orders -Commercial Items, which includes 52.203-6; Restrictions on Subcontractor Sales to the Government, with Alternate I and 52.232-33, Payment of Electronic Funds Transfer - Central Contractor Registration; 52.225-1 Buy American Act-Supplies;52.232-36, Payment by Third Party (May 1999) - The contractor will contact the EEOC purchase card holder to obtain the applicable purchase card account number. The name and telephone number of the applicable EEOC purchase cardholder will be provided by the Contracting Officer at the time of award. 52.225-2 Buy American Act Certificate;52.204-6; Contractor Identification Number Data Universal Numbering System (DUNS);52.246-1 Contractor Inspection Requirements;52.232-18 Availability of Funds. PROPOSAL SUBMISSION REQUIREMENTS: Each proposal package shall consist of the following completed and signed documents: SF 1449, all amendments issued, most current representations and certifications for commercial items, three business reference with recent and relevant contracts for the same or similar items in accordance with FAR 52.2212-1(b ) (10), for past performance evaluation, and an ACH form. A completed ACH form must be on file prior to contract award. Quoters shall submit signed and dated offers by facsimile to (202) 663-4178 to the attention of Caroline A. Fowler, Contracting Officer, by any available express mail service to the attention of Caroline A. Fowler, EEOC, Procurement Management Division, 1801 L. Street , NW, Rm 2505, Washington, DC 20507, or by hand delivery to the same address. Due to security considerations, do not send offers via U.S. mail. Quotes shou1d be submitted on the SF 1449. The date and time for receipt of proposals is November 12, 2004 at 2:00 PM, Eastern Standard Time. Quoters must indicate RFQ No. 05-0013, time specified of offer, name, address and telephone number of quoter, technical description of the items/services being offered in sufficient detail to evaluate compliance with the requirements in the RFQ, price and any discount terms. Quoters must include a completed copy of representations and certifications at FAR 52.212-3, and acknowledgement of all amendments, if any. All offers that fail to furnish required representations and certifications or past performance information or reject the terms and conditions of the solicitation may be excluded from consideration. An Award will be based on best value to the government with technical ability significantly more importance than price. Any amendments hereby issued to this RFQ shall be synopsized in the same manner as this solicitation and must be acknowledged by each quoter. Quoters must hold prices firm for 60 calendar days from the date specified for receipt of offers.Offers or modifications to offers received at the address specified for the receipt of offers after the exact time specified may not be considered. Effective October 1, 2003, ALL contractors MUST be registered on the Central Contractor Registration (CCR) and must remain registered through final payment on the contract. For additional information and to register, go to www.ccr.gov. Quoters responding to this solicitation must be registered on CCR for their offers to be considered for award. Also, ALL contractors MUST be registered on the CPS (Contractor Performance System). To register go to http://cps.od.nih.gov. Click on the hypertext “Registration for Existing Contracts: listed under the column labeled “ Contractor Information”, read the information provided on the page and click the hypertext https://cpscontractor.nih.gov/”, this will put you on the Login screen of the Contractor Performance System (CPS). On the right-hand side of the screen you will see a question “Registered to the NEW CPS yet”? Click here to start the process under the work “BULLETINSS’. Click the word “here” which is in hypertext format. Enter the required information to register.If you have any questions, you can contact CPS Support by e-mail (cps-support-I@list.nih.gov) or call (303) 451-2771.Questions regarding this requirement may be addressed in writing, via e-mail, to Caroline A. Fowler at : caroline.fowler@eeoc.gov. ,with a cc to Gregory Browne at gregory.browne@eeoc.gov. Ms. Fowler is the Contracting Officer (CO) and may be reached at (202 663.4219. Mr. Browne is the Alternate CO and may be reached at (202) 663-4292. All FAR forms, clauses and provisions necessary to submit an quote may be access at the following web site: http://www.arnet.gov/far. This combined synopsis/solicitation and necessary form are are available in the EEOC, Procurement Management Division, 1801 L. Street, NW, 6th Floor, Washington, DC. 20507. See Note 1 NOTE: THIS NOTICE WAS NOT POSTED TO WWW.FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (08-NOV-2004); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
 

Web Link

Link to FedBizOpps document.
(http://www.eps.gov/spg/EEOC/OCFOAS/PMD/RFQ050013/listing.html)
 

Place of Performance

Address: Kansas City Mo or Kansas City KS

Zip Code: 64111

Country: US
 

Record

SN00705430-F 20041110/041108211747 (fbodaily.com)
 

Source

FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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