B08_Attachment_1-Suitability_Determination.docx

DOCX document 25 KB Posted May 17, 2022

Attached to: NATIONAL INSPECTORS MEETING 2022
Solicitation number: 140E0122Q0054
Issued by: Department of the Interior Bureau of Safety and Environmental Enforcement

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B08_ATTACHMENT_2-_Past_Performance_Reference_Form.docx	DOCX document	May 17, 2022
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B08_Attachment_4-_Representations_and_Certifications.docx	DOCX document	May 17, 2022
B01_-_Synopsis.pdf	PDF	May 17, 2022
Sol_140E0122Q0054.pdf	PDF	May 17, 2022
B08_ATTACHMENT_3-PriceSubmission.docx	DOCX document	May 17, 2022

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ATTACHMENT 1, SUITABILITY DETERMINATION

HOTEL: ____________________________________________________________________

DUNS #:____________________________________________________________________

Small Business Size Standard under NAICS CODE 721110: __________________________

Dates Available

Please Circle

April 16-18, 2019

Space Hold- Yes or No

AND/OR

Dates Available

Please Circle

April 23-25, 2019

Space Hold- Yes or No

INSTRUCTIONS: The Offeror shall complete and submit this Attachment 1 as part of their Technical Submission and shall demonstrate they meet the requirements of Section 2, Statement of Work and the following.

1. Attach meeting room floor plans, specifications, and any relevant informational literature on the hotel and its facility and services.

Insert Yes or No

Offeror attached Meeting Rooms floor plans, specifications, and any relevant informational literature on the hotel and its facility and services

2. Describe below your ability to meet the requirements of the Statement of Work (Section 2) while demonstrating hotel services offered:

3. Describe below the one (1) large meeting room (Main Conference Room) proposed (Section 2.4.1.1):

Check Yes or No

Confirm below that the following elements are met

Contractor Comment/Description

Insert Yes or No

Main Conference Room with Classroom Style Seating for 200 Participants

Insert your description of how you meet this requirement

Insert Yes or No

Each individual table noted below must be at least 8 feet in length and 30” wide and comfortably sit three (3) participants per 8 foot table.

Insert your description of how you meet this requirement

Insert Yes or No

One (1) panel discussion table shall be positioned at the front of the room with seating for four (4) persons. The podium should be positioned to the right of the table. Two (2) or three (3) screens (as dictated by room size and configuration) for power point presentation should be positioned so that all participants can see presentations

Insert your description of how you meet this requirement

Insert Yes or No

Depending on the dimensions and layout of the main conference room, tables and chairs shall be arranged in rows with either, one (1) center aisle or two (2) aisles to allow safe egress for all attendees

Insert your description of how you meet this requirement

Insert Yes or No

If arranged with one (1) center aisle, two (2) wireless handheld microphones with floor stands shall be placed in the center aisle with one (1) floor microphone near the front and rear of the aisle.

Insert your description of how you meet this requirement

Insert Yes or No

If arranged with two (2) aisles, one (1) wireless handheld microphone with floor stand shall be placed near the center-most point of each aisle for audience participation.

Insert your description of how you meet this requirement

Insert Yes or No

Two to three (2-3) tables with two (2) chairs each will be located outside the main conference room to be used for attendee registration. BSEE personnel will staff the registration tables. Registration will begin at 7:00 a.m. on each day of the meeting and remain open at BSEE’s discretion; and

Insert your description of how you meet this requirement

Insert Yes or No

Contractor shall provide four (4) easels in proximity to the meeting space. One (1) easel will be located near the registration table and used for BSEE-provided class schedules, etc. One (1) easel shall be located near the lobby or front entrance and placed in an area and manner to be easily seen by arriving attendees. This easel will display signage used to identify the meeting and for directional purposes. Two (2) easels will be placed inside the main conference room. The contractor will permit BSEE to relocate the easels within the contracted meeting space as needed.

Insert your description of how you meet this requirement

4. Describe below the two (2) breakout session rooms with classroom style seating for 50-60 participants (Section 2.4.1.2):

Check Yes or No

Confirm below that the following elements are met

Contractor Comment/Description

Insert Yes or No

Two (2) breakout session rooms with classroom style seating for 50-60 participants.

Insert your description of how you meet this requirement

Insert Yes or No

Each individual table must be at least 8

feet in length and 30” wide and comfortably seat 3 participants per 8 foot table per room.

Insert your description of how you meet this requirement

Insert Yes or No

Depending on the dimensions and layout of the breakout session rooms, tables shall be arranged in rows with, one (1) center aisle .

Insert your description of how you meet this requirement

5. Describe below how the audiovisual equipment and business center services will be provided (Section 2.5):

Check Yes or No

Confirm below that the following elements are met

Contractor Comment/Description

Insert Yes or No

Main Conference Room Audio Visual Equipment: The Contractor shall provide:

· a podium, with powered speaker and wired microphone;

· podium wireless lapel microphone and speaker option;

· podium laser pointer;

· podium wireless control to advance Power Point Presentation slides;

· one working LCD projector package with powers cords and cables to connect to a standard laptop; the laptop will be provided by BSEE. The projector package shall include two (2) or three (3) screens that are 10-foot or larger (as dictated by room size and configuration) for PowerPoint Presentations. Screens shall be positioned and sufficiently illuminated so that all participants can see presentations.

· two (2) flipchart package (stand, writing pad & colored markers);

· two (2) table microphones for placement on one (1) panel discussion table located to the left of the podium and two (2) wireless lapel microphones;

· two (2) wireless hand-held microphones, with floor stands for audience participation;

· a Polycom Viewstation or its equivalent for video conferencing capabilities, if needed.

Insert your description of how you meet this requirement

Insert Yes or No

Breakout Sessions Audio Visual Equipment: The Contractor shall provide:

· a podium, with powered speaker and wired microphone;

· a podium wireless lapel microphone and speaker option;

· a podium laser pointer;

· a podium wireless control to advance Power Point Presentation slides;

· one (1) table microphone for placement on one (1) panel discussion table located to the left of the podium and one (1) wireless lapel microphone;

· one (1) working LCD projector package with powers cords and cables to connect to a standard laptop; the laptop will be provided by BSEE. The projector package shall include one (1) or two (2) screens that are 10-foot or larger (as directed by room size and configuration) for PowerPoint presentations. Screens shall be positioned and sufficiently illuminated so that all participants can see presentations;

· one (1) Flipchart package (stand, writing pad & colored markers);

Insert your description of how you meet this requirement

Insert Yes or No

Internet Access: The Contractor shall provide access to reliable internet service within the contracted meeting space during the set-up activities and designated meeting hours.

Insert your description of how you meet this requirement

6. Describe below how the Light Refreshments will be provided (Section 2.6):

Check Yes or No

Confirm below that the following elements are met

Contractor Comment/Description

Insert Yes or No

The Contractor shall provide light refreshments three (3) times daily (early morning, mid-morning and mid-afternoon)

Insert your description of how you meet this requirement

Insert Yes or No

All light refreshment services shall be located in areas accessible to individuals with disabilities (e.g. wheelchair-accessible)

Insert your description of how you meet this requirement

Insert Yes or No

The Contractor shall provide light refreshments (i.e., a mixture of danishes, muffins, fruit, and freshly brewed regular and decaffeinated coffee, tea and assorted fruit juices) at 7:30 a.m. each day. Light refreshments shall be left in the area until after the morning break.

Insert your description of how you meet this requirement

Insert Yes or No

The Contractor shall provide light refreshments during the mid-morning break (i.e., refresher regular and decaf coffee, hot and ice tea, water, and ice) estimated to be between 9:30 a.m. and 10:30 a.m.

Insert your description of how you meet this requirement

Insert Yes or No

The Contractor shall provide light refreshments during the mid-afternoon break (i.e., sodas, bottled water, cookies/brownies or fruit and ice water, etc.) estimated to be between 2:00 p.m. and 3:00 p.m.

Insert your description of how you meet this requirement

7. Describe the proposed Event Coordinator and their experience. Explain how they will serve as the single point of contact for coordination and meeting activities. Detail the qualified alternate in the event coordinator is absent. (Section 2.8)

8. Describe the quality controls in place to ensure the rooms and services confirm to the requirements of Section 2, Statement of Work. (Section 2.9)

9. Describe below the condition of the hotel facility (new, old, remodeled). Detail the convenience, comfort and safety of the hotel.

10. Describe below the condition of the meeting rooms (size and shape, obstructions such as pillars, soundproofing, security, proximity of rooms to each other).

11. Detail below the availability of public transportation between the hotel and the airport, accessibility to airport, and characteristics of the neighborhood in which the hotel is located.

12. Provide the hotel’s Federal Emergency Management Agency (FEMA) certification number. The FEMA number can be verified at www.usfa.fema.gov/hotel/index.cfm. (Section 2.3)

FEMA NUMBER: _____________________

13. Provide a statement certifying that you are compliant with the requirements of the ADA. The following statement will suffice. (Section 2.3)

The (insert name) Hotel hereby certifies that it is fully compliant with the Americans with Disabilities Act,42U.S.C. Section 12101 et seq. (ADA).

14. The hotel shall provide evidence (e.g. copy of the page out of the applicable publication or copy of the letter received from the applicable rating company) of your hotel’s current rating per one of the following:

· First class or higher per the Official Hotel Guide;

· Three Crowns or higher per the OAG Business Travel Planner;

· Three diamonds or higher per AAA Request for Quotation No. 140E0119Q0020, Attachment 1 Suitability Determination Page 6 of 7

File details come from the government source that posted it. Updated May 17, 2022.