RFQ_47J000-19-Q-0003_JI_All_Hands_Training_Sep2019.pdf

RFQ 47J000-19-Q-0003 | JI All Hands Training, Pittsburgh, PA

STATEMENT OF WORK

GSA, OIG, OFFICE OF INVESTIGATIONS

ALL-HANDS TRAINING

1. TITLE OF PROJECT

September 2019 All-Hands Training for the General Services Administration (GSA), Office of Inspector General (OIG), Office of Investigations (JI).

2. PERIOD OF PERFORMANCE

The period of performance is September 9, 2019 through September 14, 2019.

• September 9 and September 14 are travel days for (24) Supervisors with training days occurring September 10 through September 13, 2019.

• September 9 and September 13 are travel days for (74) participants with training days occurring September 10 through September 12, 2019.

3. SCOPE

This statement of work (SOW) is for an All-Hands training, which includes lodging, along with meeting rooms, equipment, and meeting support services in a hotel-like environment to meet JI meeting needs during the period described above. Approximately 98 people will participate in the All-Hands training.

All pricing for 98 lodging accommodations shall be in accordance with GSA per diem rates. The contractor must be capable of providing individual, overnight, private lodging accommodations for traveling professionals; meeting room services; breakout rooms; and speaker prep areas when meetings are in session; large, open space to accommodate sessions for all participants; and recreational facilities (i.e. exercise room, gymnasium). No meeting planning services are required in conjunction with this requirement.

4. SPECIFIC TASKS

4.1 Location Requirements

The meeting facility must:

1. Be located in Pittsburgh, PA near the Station Square/Downtown area; and

2. Within .50 miles walking distance of public transportation or have available shuttle service to surrounding

3. Within .50 miles walking distance to at least (5) full service restaurants; and

4. Have the ability, at a minimum, to provide all services as defined in section 4.2.

4.2 Services Required

JI requires the contractor to ensure that our participants and speakers receive high-quality services to facilitate their All-Hands training.

4.2 a Hotel-Like Environment and Co-Location of All Services

Meeting Facility location must meet all of the following:

• Hotel-like environment defined as any building or property providing accommodations, meals, and other services for travelers and local guests;

• Co-location of all services, defined as a venue where meeting rooms, breakout rooms, speaker preparation rooms, lodging accommodations, and other services are:

o Under one roof, or in adjacent buildings where participants can easily get to and from these locations with an estimated walking distance of no more than a ½ mile;

o Designed and used for professional employees, not vacationers or a resort atmosphere;

o Provided in a spacious, safe, climate-controlled, comfortable facilities, including classrooms, breakout rooms, and speaker preparation rooms;

and o Accessible to amenities such as a lounge, food and beverage options, recreation room, fitness area, and common areas participants can use for group collaboration is desirable.

4.2 b Breakout Rooms:

The Contractor will be required to provide one (1) breakout room on September 13, 2019 from 7:30AM -12:00PM CST and two (2) breakout rooms on September 13, 2019 from 1:00PM – 5:00PM CST. Typically, one breakout room is required for every 25 participants. Each breakout room shall have the following:

• Classroom layout for 25 participants

• Electrical supply for 25 laptops

• Seating for all course participants and instructors;

• Sufficient space to accommodate participants, two panelists seated at presentation table, and podium;

• Electrical supply outlets at front of room/stage for laptop, and/or power strips;

• Breakout room materials to include:

o Two flip charts with self-adhesive backing (or tape if not self-adhesive) and easels, replenished as needed, up to one a day;

o Assorted color flip chart markers, replenished as needed;

• One LCD projector and large projection screen of sufficient size and clarity for unobstructed projected images, videos, and text to be easily seen and read from the back of the room;

• One podium with wired speaker microphone;

• Audio system including speakers for microphone and digital file play-back through an amplified public address system;

• Wireless microphone, battery-operated, or rechargeable-battery lapel microphone, system capable of projecting through an amplified public address system. If battery-operated, batteries shall be replenished as needed to maintain optimal transmission capability; and

• Wireless Internet Access, as defined in section 4.2g, for training participants

It is also highly desirable to have dimmable lighting to maximize projection capabilities.

JI reserves the right to conduct a site visit of proposed training spaces prior to the execution of a contract.

4.3 c Standard, Plenary Meeting Room

Plenary meeting room shall be well-lit, climate-controlled, dedicated to JI from 7:30AM CST through 5:30PM CST Tuesday, September 10 through Thursday, September 12, 2019, and suitable for professionals. It shall accommodate the occupancy capacity identified in section 3. The plenary room shall have the following:

• Theatre layout for 98 participants

• Seating for all participants;

• Presentation table(s) and seating for five panelists and side-seating for four support staff;

• Electrical supply outlets at front of room/stage for laptop, printer, and/or power strips;

• Plenary meeting room materials to include:

o Two flip charts with self-adhesive backing (or tape if not self-adhesive) and easels, o Assorted color flip chart markers;

o A side-table for discussion/presentation materials ;

• One LCD projector and large projection screen of sufficient size and clarity for unobstructed projected images, videos, and text to be easily seen and read from the back of the room;

• One podium with wired speaker microphone;

• Audio system including speakers for microphone and digital file play-back through an amplified public address system;

• Wireless microphone, battery-operated, or rechargeable-battery lapel microphone, system capable of projecting through an amplified public address system. If battery-operated, batteries shall be replenished as needed to maintain optimal transmission capability; and

• Wireless Internet Access, as defined in section 4.2g, for meeting participants

It is also highly desirable to have tiered meeting rooms and dimmable lighting to maximize projection capabilities.

4.2 d Additional Services Requirements:

• The contractor will provide a registration table in the lobby or check-in area for training participants to check-in. The table will be staffed by JI personnel.

4.2 e Lodging Accommodations

The contractor shall provide a room block for overnight lodging accommodations suitable for traveling professionals attending JI training sessions. Specifically, the contractor shall provide a room block for overnight lodging accommodations for:

• 98 participants from Monday, September 9, 2019 to Thursday, September 9, 2019 (four nights); and

• 24 participants on Friday, September 13, 2019 (one night)

At a minimum, all overnight accommodations shall meet the following requirements:

• Single-occupancy rooms (each participant gets their own, private, overnight room);

• Single-occupancy bathrooms (each course participant gets their own, private bathroom);

• Be accessed by an individual key or card entry system for personal security purposes;

• Be within walking distance of no more than a ½ mile from dining and meeting room facilities;

• Furnishings shall include : bed, dresser, alarm clock, writing desk, ergonomic chair for use at the desk, work lamp, private telephone with free local and toll-free access, internet access and/or WIFI connectivity (refer to requirements in section 4.2g), towels, and cable television;

• Check-in/front desk/concierge facilities to assist training participants;

• Common gathering area such as a lounge or an area for eating, meeting, visiting, and the formation of collaboration groups, outside of the provided dining facilities;

• ADA rooms and services shall be available for those who are hearing, vision, and mobility impaired; and

• The training site proposed by the contractor must comply with the Hotel and Motel Fire

Safety Act of 1990 (PL101-391).

Other highly desirable accommodation attributes include:

• Standard amenities for business travelers including blow-dryers and irons with ironing boards;

• A safe or similar place for the occupant to securely store laptop computers and other valuables; and

• Shuttle Service to/from Pittsburgh International Airport to accommodate the lodgers’ arrival and departure time schedule.

4.2f Meals and Refreshments

Food and beverage will not be provided as part of this training.

4.2 g Technological Capabilities – Wireless Internet Access and Audio Visual and IT Technical Assistance

Wireless Internet Service: The venue shall provide 24/7 accessibility and availability of wireless internet service with a minimum download speed of six (6) Mbps and a minimum upload speed of two (2) Mbps. If a password is required, it shall be given to the lodgers.

Audio Visual and IT technical assistance provided by the contractor shall be knowledgeable about the Contractor’s systems and able to successfully troubleshoot system issues as timely as possible.

Such assistance provided by the contractor shall be available to JI individuals providing technical assistance for JI and contractor-provided equipment.

4.2h Special Accommodations

JI participants may have a special accommodation request. These include ADA rooms for those with a disability, special meals for those with dietary restrictions, equipment such as a refrigerator for keeping medicines cold and/or storing special dietary requirements, a Sharps container for proper syringe disposal, etc. No special accommodation request shall be met without JI’s knowledge and approval. If a special accommodation is received by JI, the contractor will be notified and all efforts should be made to meet approved accommodations. Any special accommodation that would incur an additional cost must be approved by JI prior to incurring the expense.

5. HOURS OF OPERATION

Lodging services must be available 24/7. Meeting rooms must be dedicated and available from 7:30AM-5:30PM CST Tuesday, September 10, 2019 through Friday, September 13, 2019.

PRICE/COST SCHEDULE

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

Sleeping Rooms (Per Diem)

LOT

Meeting Rooms (Breakouts, Plenary)

Audio/Visual Services

TOTAL

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

ELIGIBILITY: This solicitation is limited to responsible parties with the ability to provide lodging and meeting services as described in the Statement of Work. Offers will be considered only from offerors who are regularly established in the business called for and, in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities, and personnel directly employed or supervised by them to render prompt and satisfactory service. Contractors shall have both a valid and current SAM and ORCA registration to be considered for award.

SUBMISSION OF REQUIRED DOCUMENTS: Contractor shall submit 3 separate volumes via email to jessica.coleman@gsaig.gov

Volume #1: Technical Information – Contractor shall submit one (1) complete copy of the Technical Proposal. No pricing information shall be contained in this package.

Technical Submission: The technical submission will primarily determine the qualifications and capability of the offeror to participate in this contract. It should be specific and complete in every detail. The submission should be concise and provide sufficient information to demonstrate the offeror’s capacity to satisfactorily perform the tasks outlined in the solicitation. No price information shall be included in the technical proposal.

a. Contents of Technical Submission – the technical submission shall include at a minimum:

• Contractor shall fully demonstrate the ability to satisfactorily perform the tasks outlined in the

SOW in Section 4.

• Provide Cancellation Policy

• Provide an explanation of how you will address attrition

• Provide current Certificate of Liability Insurance

Volume #2: Past Performance Information -- Relevant Experience

Performance evaluation will assess the relative risks associated with an offeror's likelihood of success in performing the solicitation's requirements as indicated by that offeror's record of Relevant Experience/Past Performance. Include at a minimum, dollar value, and Point of Contact(s) including phone/fax numbers.

• The Contractor shall identify Federal, State, and local government contracts and private contracts, and should describe the past experience of the company in providing the same/comparable supplies and services as specified in this solicitation within the past three (3) years. Provide a list of three (3) references pertaining to those contracts including name, address, contact person, and telephone number that can validate level of performance. Be sure to include a contract description and total contract value. Offerors with no relevant performance history will receive a neutral rating.

mailto:jessica.coleman@gsaig.gov

Volume #3: Pricing proposal. See FAR 52.212-19(g), Pricing proposal shall consist of properly completed Price/Cost Schedule and FAR provision 52.212-3, Offeror’s Representations and Certifications (unless Offeror’s Representations and Certifications are available online at the SAM website, www.sam.gov).

Offeror must indicate pricing on each line item of the Price/Cost Schedule or no further consideration will be given and the offer will not be eligible for award. The Government may determine that an offer is unacceptable if the prices are significantly unbalanced. Price realism may be performed by the Contracting Officer. If, during evaluation, it is determined that discussions are necessary, offerors’ Final Proposal Revisions (FPR) will be considered after discussions in making the source selection decision. No technical information should be contained in the pricing proposal.

Technical Questions: Offerors shall submit all questions regarding this solicitation to the Contracting Officer via email at jessica.coleman@gsaig.gov. Questions must be received on or before May 31, 2019 by 12PM EST or they will not be addressed. Verbal questions will not be accepted. All responses to questions, which may affect offers, will be incorporated into a written amendment to the solicitation.

Basis of Award

A. BASIS FOR AWARD.

Award will be made to the lowest priced, technically acceptable responsible offeror, whose proposal conforms to all stated terms, conditions, representations, certifications, and any other information required by this solicitation. Technical tradeoff will not be made and no additional credit will be given for exceeding the minimum requirements. In the event an offeror’s proposal is determined to be unacceptable in any of these factors, the entire proposal will be considered unacceptable and the offeror will be ineligible for award.

**ALL factors must be rated ACCEPTABLE to be considered for award.

B. EVALUATION METHODOLOGY. The award decision will be based on the following:

1. Technical Approach - Technical approach to complete the project in accordance with the Statement of Work (SOW). Offerors shall submit a capability statement showing how they intend to meet requirements of contract IAW SOW. At a MINIMUM shall include the following:

• Contractor shall demonstrate the ability to satisfactorily perform the specifics outlined in the SOW in Section 4.

• Provide a Cancellation Policy

• Provide an explanation of how you will address attrition

• Provide current Certificate of Liability Insurance

2. Relevant Experience/Past Performance – The Relevant Experience/Past

Performance evaluation will assess the relative risks associated with an offeror's likelihood of success in performing the solicitation's requirements as indicated by that offeror's record of Relevant Experience/Past Performance. Include, dollar value, and Point of Contact(s) including phone/fax numbers.

(See addendum 52.212-1)

• The Contractor shall identify Federal, State, and local government contracts and private contracts, and should describe the past experience of the company in providing the same/comparable supplies and services as specified in this solicitation within the past three

(3) years. Provide a list of three (3) references pertaining to those contracts including name, address, contact person, and telephone number that can validate level of performance. Be sure to include a contract description and total contract value. Offerors with no relevant performance history will receive a neutral rating.

3. Price. Pricing proposal. See FAR 52.212-1(g), pricing proposal shall consist of properly completed Price/Cost Schedule and FAR provision 52.212-3, Offeror’s Representations and Certifications (unless Offeror’s Representations and Certifications are available online at the SAM website, www.sam.gov).

Offeror must indicate pricing on each line item of the Price/Cost Schedule or no further consideration will be given and the offer will not be eligible for award. The Government may determine that an offer is unacceptable if the prices are significantly unbalanced. Price realism may be performed by the Contracting Officer. If, during evaluation, it is determined that discussions are necessary, offerors’ Final Proposal Revisions (FPR) after discussions will be considered in making the source selection decision.

Each factor will be scored as Acceptable or Unacceptable as defined below. Each proposal will be evaluated against the statement of work (SOW) and the stated evaluation criteria. Each proposal is evaluated using the same standards.

"Lowest Price, Technically Acceptable" Evaluation Standards

Acceptable ALL of the minimum acceptable criteria are clearly met by the proposal. The offeror's proposal meets the performance and technical capability requirements defined in the statement of work. NOTE: Once the proposals have been determined to be "technically acceptable," award will be based on cost/price only.

Unacceptable Not all of the minimum acceptable criteria are met by the proposal. An unacceptable proposal contains one or more deficiencies. Proposal fails to meet specified minimum performance and technical capability requirements defined in the statement of work.

The following table will be used for each proposal received to score each LPTA factor as to whether it is Acceptable or Unacceptable.

Non- Cost/Price Factors Offeror Technically Acceptable

The ability to host 98 participants in breakout rooms/large conference room.

Within .50 miles walking distance of public transportation or have available shuttle service to surrounding areas and must also be within .50 miles walking distance to at least (5) full service restaurants.

Lodging Requirements: Single Rooms. All sleeping rooms must be equipped with a private bath, and individually climate-controlled.

Wireless Internet Service: The venue shall provide 24/7 accessibility and availability of wireless internet service with a minimum download speed of six (6) Mbps and a minimum upload speed of two (2) Mbps. If a password is required, it shall be given to the lodgers.

Must be Americans with Disabilities Act (ADA) compliant

Indicate rooms are available on the required dates.

Past Performance

C. Instructions to ALL Offerors:

All RFQ responses shall be submitted and received by June 10, 2019 NLT 3PM EST. Failure to comply with ALL criteria as set forth by the solicitation and ALL documentation requested in this basis of award will result in your proposal being deemed NON-RESPONSIVE, and therefore not evaluated. The due date for communications and questions concerning the RFQ will be 12PM EST on or before May 31, 2019. If you have any questions, please contact the Contracting Officer, Jessica Coleman, jessica.coleman@gsaig.gov.