PWS_CONSULTATION_MEETING.pdf

DOL-OPS-16-Q-00023

2016 ANNUAL ON-SITE CONSULTATION TRAINING CONFERENCE

PERFORMANCE WORK STATEMENT

OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION

2016 ANNUAL ON-SITE CONSULTATION TRAINING CONFERENCE

The U.S. Department of Labor, Occupational Safety and Health Administration (OSHA), will be hosting the 2016 Annual On-Site Consultation Training Conference. The OSHA

Act requires the Secretary of Labor to promulgate regulations for the establishment of

Agreements between OSHA and the states for the purpose of administering the On-site

Consultation Program. The regulations, established in the 29 CFR Parts 1908, describe

OSHA's On-site Consultation Program. The On-site Consultation Program offers at no cost, free and confidential advice to small and medium-sized businesses in all states across the country, with priority given to high-hazard worksites. Consultants from state agencies or universities work with employers to identify workplace hazards, provide advice on compliance with OSHA standards, and assist in establishing safety and health management systems.

OSHA’s Goal:

This training is the only formalized training offered for the consultation projects each year, and the consultation grant agreement requires that consultation project staff attend the annual training. The training will address such topics as Highway Worker Safety and

Health, Heat Stress Hazards, Strategies for Reaching Vulnerable Workers, Agricultural

Hazards, and Process Safety Management. Attendance at this training event by the consultation project staff is mission critical for the agency as consultation staffs are the primary mechanism for the agency to reach small businesses who want to be proactive in achieving a safe and healthy workplace. As a result, it is critical that consultation project staff be trained in current and emerging occupational safety and health issues.

The following mandatory requirements must be met for an offer to be considered. The significance of each of the factors below will be ranked as such: Factor I is significantly more important than Factor II, III and IV.

A. AWARD FACTORS:

I. Technical Required Hotel Specification under section B of this Performance

Work Statement (PWS).

II. Price – proposed price will determine the venue location of the Request for

Quote (RFQ) –

III. Location and Availability to secure the venue:

Kansas City, MO (Power and Light District and Crown Center)

Newport, RI (downtown areas)

Oklahoma City, OK (downtown areas)

Hotel must have one week available within the dates listed below:

Sunday, May 1, 2016 thru Friday, June 10, 2016

Within the time frame listed above hotel must be able to provide guestrooms at the government per diem rate for all attendees on the following days:

Sunday,– up-to-60 people

Monday,– up-to-170 people

Tuesday,– up-to-170 people

Wednesday,–up-to-170 people

Thursday,– up-to-100 people

Friday, – checkout

IV. Past Performance

B. HOTEL SPECIFICATIONS:

1) Hotel must have ¼ mile safe walkability from the Hotel to different restaurants, which doesn’t include major highways crossing

2) The hotel must be able to provide the entire meeting space requested in the same general area of the hotel

3) The hotel must be handicap accessible

4) The hotel must be able to provide audio visual equipment (i.e., large screens, microphones, cordless microphones and podium, audio visual cart, sound for infocus machine and laptops miscellaneous items (computer, printer, copier, internet, shipping and receiving services, photocopying ,and computer center) (see attached layout)

5) Provide internet access throughout the Hotel

6) Conference rooms are needed on the following days: (see attached layout)

Conference Room (QTY 1) –Monday thru Friday (Rounds for 30 attendees) –

Full LCD package with laptop for power point presentations, water, pens/pencil with writing pads, easel with paper and markers.

Conference Room (QTY 1) – Monday (classroom for up-to-90 attendees) - Full

LCD package with laptop for power point presentations, water, pens/pencil with writing pads, easel with paper and markers.

Conference Room (QTY 1) – Monday (U-Shape for up-to-12 attendees) – no audio visual equipment needed

Conference Room (QTY 1) – Monday (Conference for up-to-12 attendees) – no

Conference Room (QTY 1) – Monday (U-shape for up-to-25 attendees) – no

General Session Room (QTY 1) – Tuesday thru Thursday (classroom setup) with riser/podium with microphone in front of the room, two head tables setup on each side of podium with seating for 3 people with 2 desktop microphones on each table, 2 large projector screens in each corner with full LCD package with laptop, water, writing pads and pencils/pens on the tables for up- to-160 attendees.

(See Attached Layout)

Workshop Breakout Rooms (QTY4) – Tuesday thru Thursday (classroom setup for 35-40 attendees). Provide water, writing pads and pencils/pens on the table. Provide an easel, markers, paper for each breakout room, LCD full package with laptop for power point presentations, 1 podium with microphone and head table for 3 with 2 microphones, 1 lapel. (See Attached Layout)

Breakout Rooms (QTY 10) – Tuesday– (conference style for 15-30 attendees) – no audio-visual. The workshop breakout rooms and the general session room can be utilized as a regional breakout room. (See Attached Layout)

7. Registration Check In Table Space (Seating for 3 government attendees) –

Sunday thru Thursday. Internet access, color printer, electric and 1 laptop, and waste basket. (Near General Session)

8. Exhibit Tables (up-to-6) – Monday thru Thursday, – 6 long tables to display

OSHA exhibits near the general session and registration area. Electrical needed for tables.

9. Business Center that provides photocopying, faxing and computer center services

10. Provide a location and cost for shipment for up-to- 20 boxes weighing 7lbs -20 lbs. each.

11. Provide access to parking for an estimate of up- to-20 attendees

12. No ongoing renovation during the period of performance of the conference

13. Provide names, room locations and seating capacity of each available conference room

14. Provide information on the method of transportation to/ from the hotel and airport

15. Provide information on conference room rental waived for the number of guestrooms reserved

1. Miscellaneous Cost:

Parking Fee (per day)

Valet parking (per day)

Shuttle Cost from Airport to Hotel

Shuttle Cost from Hotel to Airport

Shipping Cost

City Tax Percentage

State Tax Percentage

Service Charge

2. PERIOD OF PERFORMANCE

The period of performance is will be provided upon date of award. A firm fixed price contract for conference room space and other miscellaneous expenses will be awarded for this training.