On-line Publication Database Subscription Services
Added: Jan 25, 2010 11:48 am
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. This solicitation is being issued as a Request for Quotation (RFQ) No. 0014-10, and is in accordance with Federal Acquisition Regulation (FAR) Part 12.6, Acquisition of Commercial Items. This announcement is considered an unrestricted procurement. The North American Industry Classification System (NAIC) Code for this requirement is 519130. Quotations are being requested and a written solicitation will not be issued. This solicitation document and incorporated provisions and clauses are those in effect through FAC 2005-38, effective January 11, 2010. The Equal Employment Opportunity Commission (EEOC) contemplates the award of a Firm-fixed price type contract to access an On-line Publication Database Subscription Services to include items as stated in CLIN 0001 below. The period of performance will be for one year, from date of award up through twelve months thereafter. The contractor must be in compliance with the web-based internet information and applications section 508(c) Paragraph 1194.22, of the Rehabilitation Act of 1973. Furthermore, all future versions of web-based applications or services offered shall be in compliance with Section 508(c). Businesses and distributors that specialize in the distribution and on-line access of periodicals and publications that can satisfy the requirements listed below are encouraged to submit a quotation. The quotation package shall include the following items: Academic Search Premier; EconLit with Full Text; Gallery Watch CRS Reports; PsycARTICLES; PSYCINFO; SocINDEX with Full Text; and Psychology and Behavioral Sciences Collections. The following CLIN includes the above items and is applicable to this procurement (Firm-Fixed Price): Quantity: 12 months: CLIN 0001: Access an On-line Publication Database Subscription Services: TOTAL COST TO THE GOVERNMENT (CLIN 0001). $_________. Your quotation in response to RFQ0014-10 is due on Thursday, January 28, 2010, by 12:00 Noon (Washington DC local time). Submission must be sent to the following mailing address: U. S. Equal Employment Opportunity Commission, Acquisition Services Division, 131 M Street, N.W., Room 4SW18A, Washington, DC 20507, ATTN: Caroline A. Fowler, Contracting Officer. A quotation submitted electronically, (via e-mail) to caroline.fowler@eeoc.gov, with a cc: to anthony.price@eeoc.gov. will be accepted. Questions regarding this request for quotation should be submitted to Caroline A. Fowler, Contracting Officer, via e-mail at caroline.fowler@eeoc.gov, with a cc: to Anthony Price, Alternate Contracting Officer at: anthony.price@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0014-10 is Tuesday, January 26, 2010 at 3:00 p.m (Washington, DC local time). 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 EEOC. Award will be made to the quoter determined to be the best value to the Government, using the lowest price technically acceptable approach. The anticipated contract award date is on or before February 10, 2010. Evaluation factor for award: The EEOC will use the following factors (listed in descending order of importance) to evaluate quotes. Quotations will be rated on a go or no-go basis using the following factors: Technical capability and past experience. Factor I: Technical Capability: Quotations will be evaluated on the quoters ability to provide the required services for the specified period (12 months). Factor II. Past Experience: The vendor must provide a minimum of three (3) references of past experience for same or similar projects awarded within the past three (3) years. Information for each reference shall include the following: 1. Name and address of government agency or other non-government client; 2. Name, title and telephone number of Contracting Officer or point of contact; 3. Name, title and telephone number of clients program or project manger, if applicable; 4. Contract number, period of performance, and dollar value of contract, and 5. Description of services provided. Factor III: Price. 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 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 provisions at 52.212-1, Instructions to Offer-Commercial Items applies to this solicitation. The provision at 52-212-2, Evaluation-Commercial Items applies to this solicitation. The quoter shall include a completed copy of the provisions at 52.212-3, Offerors Representations and Certifications-Commercial Items with his/her quote. The following clauses shall apply to this solicitation: FAR 52.252-2, Clauses incorporated by Reference; 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 52.222-3, 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 52.222-36, Affirmative Action for Workers with Disabilities; Clause 52.222.50, Combating Trafficking in Persons; Clause 52.225-13, Restrictions on Certain Foreign Purchases; Clause 52.232-33, Payment by Electronic Funds Transfer- Central Contractor Registration/ Clause 52.233-3, Protest After Award; and Clause 52.233-4, Applicable Law for Breach of Contract Claim are incorporated by reference. To obtain the above provision/clauses in full text, please visit www.arnet.gov. Method of Payment: via the Electronic Funds Transfer.
RFQ0014-10 Equal Employment Opportunity Commission
1/25/10, 11:48 AM FACILITY TO HOST THE FY 2009 EEOC/FEPA TRAINING CONFERENCE
Added: May 12, 2009 3:42 pm
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. 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 2005-32 effective on March 31, 2009. 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 (EEOC) through the Office of Field Program, State and Local Programs has a requirement for a contractor to provide a full service conference and training facility to include lodging, meeting space, food and beverage service, audio-visual equipment and support, and onsite business center services for the FY 2009 EEOC/Fair Employment Practices Agencies (FEPA) Training Conference for approximately 250 attendees which will be referred to as the Conference. To be eligible for consideration, the contractors proposed facility for the FY 2009 FEPA Conference must be located within the zip code 21201 and 21202 in the greater Baltimore, Maryland area. The only week for consideration is June 1-5, 2009. The EEOC contemplates the award of a Firm-Fixed Price Contract. The quotation package shall include the following line items in a written quotation: CLIN 0001, Meeting Facilities, Quantity 3 days (See List of Meeting Space Requirements below), Unit Price $____, Total for CLIN 0001 $_____. CLIN 0002, Food and Beverage Service: Quantity 3 days each (See list of Food & Beverage Requirements below), Unit Price $____ per person, Total for CLIN 0002 $_____; CLIN 0003, Audiovisual (A/V) Requirements: Quantity 3 days each (See list of A/V Requirements below), Unit Price $_____, Total for CLIN 0003 $_____. The Conference facility must provide for meeting space for plenary sessions, four (4) to five (5) individual and consecutive breakout sessions, and onsite food and beverage service for Early Morning Break, Mid-morning Break, and Mid-afternoon break. Attendees will schedule and pay individually for their guest room nights, lunch and dinner. Scheduling: Pre-registration will begin at 1:00 p.m. EST one (1) day prior to the first full day of the Conference and end at 6:00 p.m. EST. The conference will span three full days, beginning at 7:30 a.m. each day and ending at 6:00 p.m. 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 (which can be completed on-line at http://www.ccr.gov/ ) prior to award of the resulting contract. Each quotation must clearly indicate the capability of the vendor to meet the requirements specified in this combined synopsis/solicitation. The following requirements for lodging and conference space are minimum requirements: Lodging: Guest rooms shall be located onsite. The facility must be centrally located within a reasonable walking distance (no more than two blocks) of area retail, restaurants, and attractions. The contractor shall provide a list of all local restaurants located within a ten minute walk from the contractor's facility. Local Transportation: The contractor shall provide a list of options for commuting from and to all airport and railroad stations (if applicable) within the area. If the contract facility provides shuttle service, contractor shall indicate if the service is free or shall disclose fees or prices for the service. The contractor shall indicate in their quotation if the shuttle service is wheelchair accessible. ADA Requirements: The facility shall be in full compliance with the American with Disabilities Act (ADA) of 1990, covering public accommodations. This requirement extends to the entire facility, including accessibility to the facility and all onsite facilities, including sleeping rooms configured to meet the ADA, and accessibility to all public facilities within the hotel including public restrooms and eateries. The facility shall be equipped with appropriate walkways, ramps, parking, and elevators above the first floor, throughout the hotel and parking garage. All meeting rooms must be wheelchair accessible. Room Rate: The hotel room rate must be at or below the government per diem rate. The facility will not require advance payment from conference participants covering the first night of lodging. Guest rooms shall be located within the same building as the meeting rooms. Guest Rooms. Individual travelers will schedule and pay for their guest room nights. The schedule and range of guest rooms required for this conference are as follows: Saturday, May 30, 10 sleeping rooms, Sunday, May 31, 20 sleeping rooms, Monday, June 1, 30 sleeping rooms, Tuesday June 2, 250 sleeping rooms, Wednesday, June 3, 250 sleeping rooms, Thursday, June 4, 200 sleeping rooms, Friday, June 5, 10 sleeping rooms. Meeting Facilities: All meeting rooms must be wheelchair accessible. The meeting facility must be available for four (4) consecutive nights and four (4) consecutive days as specified below: Monday, June 1 through Friday, June 5, 2009. The following meeting rooms must be available throughout the conference: Registration Area: Registration area must be near main conference room(s) and will include six (6) skirted tables, configured as follows: three (3) tables head to head against the wall to accommodate training materials, and three (3) adjacent tables with six (6) moveable chairs. The facility shall provide signage identifying the conference location within the hotel: Secured Office: A secure office is needed where conference materials can be assembled, sorted and stored. This will also be used as a work area for staff. The room must include three (3) six foot (6 ft.) tables with skirting, and trash receptacle. Telecommunications Requirements - electrical outlets and house phone. Conference Headquarters/ Hospitality Room: The room or suite needs to accommodate up to 50 people with a conference table and comfortable seating. Telecommunications Requirements - A house phone. Four (4) Meeting Rooms: Four (4) meeting rooms to accommodate 50 people each, set in classroom style with no more than two (2) people per six-foot (6 ft.) table or four (4) people per eight-foot (8 ft.) table which are covered and skirted. Each table shall contain writing paper, pens, ice water with glasses, and candy or mints for participants. Tables shall be refreshed for the afternoon sessions. All chairs must be in working order, free from soil and able to move easily. There should be enough space between tables to maneuver a wheelchair. Plenary Meeting Room: Plenary meeting room shall accommodate up to 250 people set in classroom style with no more than two (2) people per six foot (6 ft.) tables or four (4) people per 8-foot (8 ft.) tables which are covered and skirted. Spacing between rows of seating should be sufficient for easy wheelchair access. Two (2) six-foot (6 ft.), covered and skirted head tables on a 24 riser with four (4) moveable chairs and podium w/ microphone. The riser shall be wheelchair accessible. The tables shall include writing paper, pens, ice water with glasses, and candy or mints for the participants at the start of the morning and refreshed for the afternoon sessions. 7:30 a.m. - 6:00 p.m. Food and Beverage Service. The facility shall provide the following services for up to 250 participants. The facility shall provide the following services for up to 250 participants: Monday, June 1, none; Tuesday, June 2, none; Wednesday, June 3, a. Early Morning Break - menu includes coffee, tea, water, fruit juices, pastries, fresh fruit, b. Mid-Morning Break - menu includes coffee and tea, c. Mid-Afternoon Break - menu includes coffee, tea (hot or cold), soft drinks, cookies, Reception menu - light hors d oeuvres; Thursday, June 4, a. Early Morning Break - menu includes coffee, tea, water, fruit juices, pastries, fresh fruit, b. Mid-Morning Break - menu includes coffee and tea, c. Mid-Afternoon Break - menu includes coffee, tea (hot or cold), soft drinks, cookies; Friday, June 5, , a. Early Morning Break - menu includes coffee, tea, water, fruit juices, pastries, fresh fruit, b. Mid-Morning Break - menu includes coffee and tea. Throughout the Conference, participants are on their own for lunch and dinner breaks. However, there should be a sufficient number of eateries at varying price ranges within a 5 to 10 minute walk from the Conference site. Audiovisual Requirements: The following services and audiovisual equipment will be required: Monday, June 1, none; Tuesday, June 2, none; Wednesday, June 3 - Technician required to setup and strike equipment. Technician will also be available throughout day to assist as needed. The following equipment is required: (1) Mixer, (1) podium microphone and 12 table top microphones and stands, four (4) stackable floor microphones, patch into house sound system, LCD projector and screen, and four (4) flip charts with markers and/or availability of dry eraser boards, and one (1) internet hookup; Thursday, June 4 and Friday, June 5 - Technician required to setup and strike equipment. Technician will also be available throughout day to assist as needed. The following equipment is required: (1) Mixer, (1) podium microphone and 12 table top microphones and stands, four (4) stackable floor microphones, patch into house sound system, LCD projector and screen, and four (4) flip charts with markers and one (1) internet hookup. MISCELLANEOUS REQUIRMENTS: Business Center. Business office support (copying, faxing, shipping/receiving etc.) Hotel must provide a price list for copying, faxing and shipping and receiving charges for the hotel to include any surcharges and taxes. Receipt and Storing of Materials: The hotel shall have procedures and facilities in place to receive and store all conference materials shipped in overnight mail. The hotel shall receive and store all conference materials shipped in support of the conference. Hotel shall identify if there is a charge for storage. If so, the hotel shall include this in business center charges. Pre-Conference Meeting and Conditions: A Pre-Conference meeting will be conducted either by telephone or in person with the Contractor and key EEOC staff prior to the conference, to be held at the contractor's facility to discuss the objectives of the conference, meet staff responsible for implementing the contract and address any questions regarding elements of the statement of work, within four (4) business days prior to the start of the Conference. Signage. Signs and floor plans directing participants to the meeting rooms shall be provided by the facility. This shall include a daily electronic announcement board, announcing the 2009 EEOC/FEPA Training Conference. The electronic board shall easily be visible to participants and identify meeting room locations. Parking. The facility shall have adequate parking at the facility to accommodate the participants. Facility shall identify the cost of parking which will be paid by the individual attendees. Confirmation Policy. The EEOC anticipates the need for up to 250 sleeping rooms on Day 1 through Day 4. EEOC will call the hotel contact person to obtain a listing of registered participants prior to the lodging date to verify the rooming list as it develops, and will confirm the rooming list 72 hours prior to the lodging date. Amendments/substitutions may be necessary. Payment Lodging. Participants will call individually to obtain room scheduling and shall be responsible for payment of individual guest rooms and all incidental charges upon checkout. Payment amount for lodging cannot exceed, on a daily basis, the maximum per diem rate in effect in accordance with the Federal Travel Regulations including taxes, gratuities, and other costs. Charges for incidental expenses such as telephone charges and room service will be the responsibility of individual guests. Other. It is anticipated that some additional and/or miscellaneous expenses might be incurred during the conference such as service and setup charges, electrical hook-up fees, and other necessary but unpredictable expenses which may arise during the conference. The facility shall agree to allow the EEOC to bring in their agency audio-visual and other equipment and connect these to the facility's audio visual/public address system, as necessary. REPORTING REQUIREMENTS. Pre-Award Reporting: The CONTRACTOR must submit a detailed breakdown of all costs to include meeting space, AV equipment, labor costs, and any other miscellaneous charges which are necessary for the success of the Conference. Prior to Conference Reporting: The contractor shall provide the EEOC Contracting Officers Technical Representative (COTR) with an electronic list of all hotel confirmation numbers for all participants, staff and presenters on a weekly basis starting two (2) weeks prior to the Conference. During Conference Reporting: a. Daily Reconciliation. In addition to pre conference meeting, the Contractor shall provide a daily reconciliation list of all charges incurred to the EEOC COTR or designated representative. These charges shall include food and beverage, AV equipment and labor, and telecommunication and business center charges. Signature Authority. All on-site charges within the scope of the contract must be approved and signed only by the EEOC COTR or representative. Post Conference: The Contractor shall submit a final invoice of all charges within five (5) business days after the completion of the Conference. The Contractor shall submit a detailed report with the invoice that consists of the following: room usage by date and attendee, detailed AV charges by meeting room and a detailed breakdown by day for all food and beverage charges and a grand total by category for reconciliations of the event. CANCELLATION. Should EEOC elect to cancel the contract, EEOC shall provide written notice of the cancellation to the contractor no later than five (5) business days prior to the scheduled lodging date. By receipt of this cancellation notice, the contractor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation within five (5) business days of the scheduled conference date, the clause 52.249-4 TERMINATION FOR CONVENIENCE OF THE GOVERNMENT (SERVICES) (SHORT FORM) will govern. Submission of Quotation: Your quotation in response to RFQ0089-09 is due on May 14, 2009, at 2:00 p.m. EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Acquisition Services Division, 131 M Street, NE, Room 4SW14C, Washington, D.C. 20507 Attn: Doreen Starkes; Contracting Officer. A quotation submitted via e-mail to DOREEN.STARKES@EEOC.GOV will be accepted. Questions regarding this request for quotation should be submitted to DOREEN.STARKES@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0089-09 is May 13, 2009, at 3:00 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 May 21, 2009. Quotations shall be submitted in three (3) separate volumes as follows: Volume 1 Technical Capability; Volume 2 Past Performance; and, Volume 3 Price. 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. Factor 1 - Technical Capability: Quotations will be evaluated on the vendor's ability to: 1. Meet the minimum requirements regarding lodging, meeting space, food and beverage service, AV equipment, reporting requirements, and the vendor's ability to meet ADA requirements; 2. 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 surrounding area; 3. Provide the required services on the dates requested; and 4. Provide the required lodging at or below the federal government's per diem rate for lodging. 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, telephone number, and e-mail address of Contracting Officer, or other point of contact; 3. Name, title, telephone number, and e-mail address 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. Past performance will be evaluated based on timeliness, customer service, and corrective actions taken (if necessary). Factor 3 Price: The Government will evaluate price in comparison to the Independent Government Estimate. Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the vendors 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 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration are incorporated by reference. To obtain the above provision/clauses in full text, please visit www.arnet.gov. Method of payment: Electronic Funds Transfer.
RFQ0089-09 Equal Employment Opportunity Commission
5/12/09, 3:42 PM FY 2011 CHICAGO TWO DAY TECHNICAL ASSISTANCE PROGRAM SEMINAR
Added: Jan 11, 2011 7:22 am
This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation 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 RFQ0013-11 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-47 effective December 13, 2010. Convention centers, hotels andother full service facilities that can satisfy the requirements contained in this solicitation are encouraged to submit a quotation. This solicitation is considered an unrestricted procurement. The U.S. Equal Employment Opportunity Commission (EEOC), Revolving Fund Division has a requirement for a contractor to provide a full service training facility to include: conference space, rental of audiovisual equipment and technical support, food and beverage service, business services, and lodging to conduct a two-day EEO Technical Assistance Program Seminar (TAPS). This seminar provides training to employers, unions and attorneys on the laws enforced by the EEOC. The Government anticipates a minimum of 200 attendees with an anticipated maximum of 225 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 in one of the following U.S. Postal Code areas: See attachment for a complete list of area zip codes. The Government contemplates the award of a firm-fixed price (FFP) contract. SCHEDULE OF SUPPLIES AND SERVICES. The quotation package shall include the following line items in a written quotation: Contract Line Item Number (CLIN) 0001, Rental of Conference Space - Quantity 2 days each (See List of Conference Space requirements below), Unit Price $ _____, Total for CLIN 0001 $ _____; CLIN 0002, Rental of Audiovisual Equipment and Technical Support - Quantity 2 days each (See Audiovisual requirements provided below), Unit Price $_______, Total for CLIN 0002 $ _____; CLIN 0003, Food and Beverage Services - Quantity 400 attendees over two days (See list of Food and Beverage requirements below), Unit Price $ _____ per person rate per day, Total for CLIN 0003 $ _____; CLIN 0004, Business Services Expenses - 50 boxes (See Business Services requirements below), Unit Price $______, Total for CLIN 0004 $ _____. Total Price for CLINs 0001 through 0004 $_______. The primary dates for consideration in order of preference are August 10-11, 2011 (1st Choice), August 16-17, 2011 (2nd Choice), and August 18-19, 2011 (3rd Choice). Please state 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 and food and beverage service for breakfast, lunch, morning and afternoon breaks. Registration and continental breakfast start each day at 7:30 a.m. CT. The seminar starts at 9:00 a.m. CT and ends at 4:00 p.m. CT 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 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 quoter 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. Accessibility: Americans with Disabilities Act (ADA) Requirements: All facilities, including training rooms, restrooms, and audiovisual equipment must be fully accessible to individuals with disabilities, in compliance with the ADA, as amended by the ADA Amendments Act. Accommodations for disabled individuals may include, but are not limited to accessible parking spaces, elevators, and adequate sound systems, wide aisles and wheelchair ramps. 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 contractor's training facility must have adequate free or low cost parking for all participants. The quotation shall list all facility parking cost options. EEOC reserves the right to perform site visits prior to award of this contract. A site visit may be conducted by the Disability Business and Technical Assistance Centers (DBTAC) prior to the award of the contract. CLIN 0001 - Conference Space - Specific requirements each day are: One large room with room with capacity to accommodate as many as 225 participants with classroom style seating, available from 7:30 a.m. to 5:00 p.m. CT. This room shall include a raised platform which is wheelchair accessible 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 additional chairs, if needed. Four (4) table(s) with eight (8) chairs shall be positioned outside the large room for seminar registration purposes which will occur between 7:30 a.m. and 4:00 p.m. CT. The registration area shall include but is not limited to the following features: internet connection, AC power connection, and telephone for local calls within the conference facility. An additional large room for a luncheon for up to 225 participants with table rounds (banquet style) of 8 to 10 per table available between 12:00 noon and 1:15 p.m CT. All meeting rooms must have a suitable sound system so all participants may hear and ask questions of the speakers. All meeting rooms should be arranged 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, need 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 Audiovisual Equipment and Technical Support - Specific requirements each day are: (1) Large General Session room: (a) Podium with wired microphones (1 each); (b) Hand-held cordless microphone (1 each); (c) Lavaliere microphone (3 each); (d) Wired table-top microphone (1 each); (e) 6 Channel Mixer sufficient to amplify, simultaneously, both multiple speakers and the audio track of a DVD or sound recording (1 each); (f) Crab Box (1 each); (g) 10' x10' Projection Screen (1 each); (h) AV package (movable cart with electrical connections and cords to accommodate EEOC's LCD projector and laptop computer); and (i) Technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentations. For the Luncheon room: (a) Podium with wired microphone (1 each). The quoter must submit a detailed price list for the AV equipment and technical support inclusive of an hourly rate and the number of hours with breaks included in a day rate for audiovisual support services (if needed), plus the gratuity (service charge).CLIN 0003 - Food and Beverage - Specific requirements each day are: Continental Breakfast to be served each day between 7:30 a.m. and 9:00 a.m. CT and to include assorted breakfast breads, bagels and cream cheese, sliced fresh fruit and yogurt, freshly brewed coffee, decaffeinated coffee, tea, hot water and assorted fruit juices. Morning Break is to be served each day between 10:15 a.m. and 10:45 a.m. CT and shall include, at a minimum, a refresher of coffee service and water. Examples of food items for morning breaks (i.e. All Day Coffee Break) - fresh breakfast bakeries/pastries (croissants, muffins), fresh fruits, and beverages (coffee, juice, water, and tea). A sit-down business plated luncheon is to be served each day between 12:00 p.m. and 1:15 p.m. CT (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 (examples of desserts include carrot cake, key lime pie, cheesecake); regular and decaffeinated coffee, hot and iced tea. Afternoon Break is to be served each day between 2:15 p.m. and 2:45 p.m. CT to include assorted soft drinks, bottled water, herbal teas, milk and cookies and/or brownies and whole fruit. All interested parties shall provide a list of recommended breakfast and lunch menus, beverages and snacks and their related prices when responding to this RFQ. All food and beverage (F&B) 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. Anticipated number of participants is 200 each day. The expected maximum number of participants each day is 225. The Contracting Officer's Technical Representative (COTR) 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 120 participants each day. The contractor shall provide a separate price for each participant if the guaranteed minimum of 120 is exceeded. The staff meals may be provided either in the main luncheon room or in a room close to the luncheon room. The contractor shall invoice the EEOC at the agreed upon rates for meeting room rental, audiovisual equipment, and food and beverage service. Pricing for food and beverages shall be per person to include the price for the item(s), plus the gratuity (service charge), and a statement from the contractor indicating whether and under what conditions the U. S. Government is exempt from state tax, if applicable.CLIN 0004 - Business Services - The contractor shall provide for the receipt and accommodations of government seminar materials prior to the scheduled event. The contractor shall store the materials received in a secure space accessed only by the designated government official or an authorized contractor official. The contractor shall provide a minimum of four (4) access keys. Space shall be sufficient to store at least 50 boxes of handout materials, weighing approximately 30 pounds per box, approximately 12" wide x 10" high x 15" long for up to three (3) business days before the event.Lodging Requirement. 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 to include a block of 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 current 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 nights 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 submissions when responding to RFQ0013-11. After award, the government will not recognize taxes for lodging if the certification is absent of the quote submission.Contract Administration. The COTR under the resulting contract shall be designated at the time of the contract award. Invoicing: The contractor shall invoice the EEOC at the agreed upon rates for conference space, rental of audiovisual equipment and technical support, food and beverage service, and business services. 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 COTR and he/she shall be provided at least five (5) 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. Contractor to apply charges to the government purchase card only after the final invoice has been accepted and reconciled by the COTR.Cancellation: Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than 60 business days prior to the scheduled event. By receipt of this cancellation notice, the contractor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation within 60 business 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. 1. 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, business services, and any other miscellaneous services and equipment which are necessary for the success of the seminar. 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 RFQ0013-11 is due January 20, 2011, 11:00 a.m. Quotations will be accepted in hard copy by U.S. Mail andelectronic 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, D.C. 20507 Attn: Anthony Price, Contracting Officer. One (1) electronic copy of the quotation may be submitted via e-mail, addressed to anthony.price@eeoc.gov. 2. QUESTIONS: Questions regarding this request for quotation should be submitted to Anthony Price, via e-mail at anthony.price@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ0013-11 is January 13, 2011, 11:00 a.m. EST. Any questions received after the specified date and time above will not be responded to. 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 February 4, 2011.BASIS FOR AWARD: The Government intends to award a contract to the responsible quoter whose quotation is responsive to this 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 evaluation criteria described below. 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 with 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 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 the contract requirements relating to meeting space, audiovisual equipment and technical support, food and beverage service and menu options, lodging, and secured storage. Quotations must address the quoter's ability to comply with the ADA, as amended by the ADA Amendments Act as it relates to the facility conference space, lodging, and parking. Quotations should reflect the quality of services provided and maintained. (b) Availability of Dates. 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 quotations which demonstrate availability of facilities on the preferred dates in order of preference, i.e. 1st choice date, 2nd choice date, and 3rd choice date. (c) Location. Quotations will be evaluated on the ability of the quoter to provide a facility within the following U.S. Postal Code areas (see attachment for a complete list of area zip codes), with adequate low cost or free parking for participants and presenters. 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.Factor 2 - Past Performance: The quoter must provide a minimum of three (3) references for past performance of similar work performed within the past three (3) years. The information for each reference shall include the following: 1. Name and address of government agency or 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 or project manager, if applicable; 4. Contract number, period of performance, and total dollar value of contract; and 5. Description of services provided. EEOC will evaluate past performance in terms of customer service on similar requirements, feedback from references on quality/upkeep of the facilities and décor, and the availability of amenities and staff to support the conference (e.g., high-speed internet, etc). In the event that a quoter has no Past Performance history, this rating factor will be considered neutral and will neither increase nor decrease the overall rating.Factor 3 - Price: The price quotation will be evaluated against the Independent Government Estimate. 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.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. PROVISIONS AND CLAUSES. The Federal Acquisition Regulation (FAR) provisions at 52.212-1, Instructions to Offerors - Commercial Items and 52.212-2, Evaluation-Commercial Items, and 52.222-52 Exemption from Application of the Service Contract Act to Contracts for Certain Services-Certification, apply to this acquisition. The quoter shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items with your quote. The website for providing this information and from which a copy can be printed is https://orca.bpn.gov/. FAR Clauses 52.212-4, Contract Terms and Conditions - Commercial Items is incorporated by reference. FAR Clauses 52.222-3 Convict Labor, 52.222-19 Child Labor-Cooperation with Authorities and Remedies, 52.222-21, Prohibition of Segregated Facilities, 52.222-26 Equal Opportunity, 52.222-36 Affirmative Action for Workers with Disabilities, 52.225-1 Buy American Act, 52.225-13 Restrictions on Certain Foreign Purchases, 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration, 52.222-41 Service Contract Act of 1965, 52.222-53 Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements, and 52.232-36 Payment by Third Party are incorporated by reference in accordance with FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Order - Commercial Items. To obtain the above provision/clauses in full text, please visit https://www.acquisition.gov/far/index.html. Method of payment: Electronic Funds Transfer (EFT).
RFQ0013-11 Equal Employment Opportunity Commission
1/11/11, 7:22 AM