RFQ__GC180025_-_EEOC_Complex_Litigation_Conference_Chicago.pdf

EEOC RFQ# GC180025 Page 1 of 5

STATEMENT OF WORK

TO BE PERFORMED BY A HOTEL CONTRACTOR FOR THE

EQUAL EMPLOYMENT OPPORTUNITY COMMISSION

OFFICE OF GENERAL COUNSEL

COMPLEX LITIGATION CONFERENCE

1. INTRODUCTION AND BACKGROUND

The Equal Employment Opportunity Commission (“EEOC”) is an agency of the United States of America charged with the administration, interpretation and enforcement of Title VII of the Civil Rights Act of 1964 as amended, the Americans with Disabilities Act, the Age Discrimination in Employment Act, the Equal Pay Act and the Genetic Information Nondiscrimination Act (GINA). The work described in this statement is to be performed for the Office of General Counsel – Complex Litigation Conference – in Chicago, Illinois. The Office of General Counsel has a requirement for a contractor to provide training space for this program.

2. PURPOSE OF THE WORK

The work requires the services of a hotel in downtown Chicago, to provide a full-service training facility to include a meeting room, audio visual equipment, snacks/beverages during conference breaks, and breakfast each morning for 50 attendees.

Office Sponsoring Event: EEOC Office of General Counsel

Description of Training: EEOC Complex Litigation Training

Dates of Training: August 20-23, 2018

Location: Downtown Chicago, Illinois

The training will commence on 8:00 a.m. on August 21, and end at 3:00 p.m. on August 23.

On August 21and 22, the training will run from 8:00 a.m. – 5:00 pm. On August 23, the training will run from 7:30 am – 3:00 pm. All sessions will be held at the hotel location.

3. DESCRIPTION OF SPECIFIC REQUIREMENTS

Section A: Business Services

Attendees for the training will reserve their hotel rooms by a pre-agreed date and will arrive and register in the hotel beginning Monday, August 20, 2018. The room rate will be at or below the applicable federal per diem hotel rate, and will be paid individually by each attendee.

Section B: Meeting Rooms

Meeting Rooms should be designated with training or instruction as the main purpose of design.

The contractor shall provide the following facilities:

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• Space: One large room for up to 50 participants configured in rounds or pods able to seat at least 6 persons at each. The tables shall seat participants comfortably with adequate space for material and writing room, with each table having movable chairs.

• Speaker table: Table with 4 chairs positioned at the front of the meeting room for panelists to sit and address the group

• Sound Acoustics: Room must have a suitable sound system so all participants may hear and ask questions of speakers. Walls should be constructed in such a manner that they confine sound and reduce or prevent the transmission of extraneous sound. Meeting rooms that are divided by partitions must be sound proof enough to prevent disturbance from other outside traffic. Meeting rooms 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.

• Furniture: Chairs and tables or desks of sufficient size and in acceptable condition.

Acceptable condition means that furniture is not broken, soiled, rusted or damaged in any way that would injure the individuals or damage clothing. Chairs must be comfortable for long periods of sitting. Note that aisle space, including the space between tables and desks, need to be accessible for persons in wheelchairs.

• View of Speaker: Rooms should be configured as to allow every participant a clear view of the speaker and all visual aids.

• Lighting: Rooms should be well lit to accommodate extensive reading and writing.

Lighting should be uniform and should not produce a glare.

• Ventilation: Meeting rooms should have adequate ventilation, heating and air conditioning which maintains air quality and room temperature at comfortable levels when rooms are at maximum capacity.

Section C: Food and Beverages

All food and beverage services must be located in areas accessible to individuals with disabilities (e.g. wheelchair accessible).

• Breakfast: To be served on Tuesday, Wednesday and Thursday of the training between 7:30 AM and 8:30 AM, the contractor shall provide a complimentary Continental breakfast served each morning in the hotel atrium or equivalent space or in/near the training room.

• Morning Break: To be served on Tuesday, Wednesday and Thursday of the training between 10:00 AM and 10:30 AM, to include refresher coffee service, hot water and tea bags, and water and ice.

• Afternoon Break: To be served on Tuesday and Wednesday of the training between 3:00

PM and 3:30PM, to include sodas, coffee, hot water and tea bags, cookies/brownies or fruit and water and ice.

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Section D: Audio Visual Requirements

The Meeting Room shall be furnished with the following:

1. A computer projection Screen to provide adequate viewing for a room with 50 attendees.

2. A movable cart with electrical connections and cords to accommodate both LCD projector and a laptop computer; connection with Agency’s computer equipment.

3. Five Push-to-Talk microphones (lavalier or table top).

4. The contractor will be responsible for setting up the audio-visual equipment to the EEOC’s specifications.

Section E: Other Requirements

• Accessibility: All facilities, including rest rooms and audio-visual equipment, must be fully accessible to individuals with disabilities. The facility shall meet all Americans with Disabilities Act of 1990 requirements. Accommodations for disabled individuals may include, but are not necessary limited to, wheelchair ramps and accessible parking spaces, elevators, bathrooms, sound systems and aisles.

• Other Services: The contractor shall provide the participants access to internet, telephone, facsimile, and copying services during the conduct of the training. The contractor shall provide internet, copying and facsimile services at reasonable rates. Reasonable rate is considered the average rate charged by comparable facilities.

Section F: Contracting Officer’s Technical Representative

The Contracting Officer’s Technical Representative (TBD) will be responsible for the following:

- act as the point-of-contact for the contractor;

- provide all technical information necessary for contract performance;

- inspect and accept all required services.

Section G: Other Provisions

The EEOC Complex Litigation Training is part of the Equal Employment Opportunity Commission, and as a federal agency, is not subject to state and local taxes.

Payment for services rendered will be made via government-wide Electronic Funds Transfer (EFT). All contractors must be registered in the System for Acquisition Management (SAM) prior to award.

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QUOTE INSTRUCTIONS

All submissions must be made electronically, via e-mail to:

ANTHONY.TERRELL@EEOC.GOV

All submissions must be in one of any of the following data formats:

• Microsoft Word .doc, .docx

• Microsoft Excel .xls, .xlsx

• Adobe Acrobat .pdf

All submissions MUST be received no later than 10:00AM, Tuesday, June 19, 2018.

All Quotes must contain the following:

• Company Name and DUNS Number (as registered in SAM)

• Hotel Name

• Hotel Address

• Primary and Secondary Points of Contact for contract purposes

• Stated ability to meet EACH requirement and ALL required dates

• A firm fixed-price (including fees, excluding tax) for each of the following

ITEM QUANTITY COST

Meeting Rooms (all day) 1 (3 days) $

Beverages for AM Breaks 150 (3 days x 50 guests) $

Beverages/Snacks for PM Breaks 100 (2 days x 50 guests) $

Audio/Visual Support Package 1 (3 days) $

TOTAL $

Group Room Rate Per Night $

All submissions are limited to 4 pages.

mailto:ANTHONY.TERRELL@EEOC.GOV

EEOC RFQ# GC180025 Page 5 of 5

EVALUATION FACTORS for The Complex Litigation Conference Services

USING LOWEST PRICE TECHNICALLY ACCEPTABLE (LPTA)

The Government will award to the Quoter submitting the lowest price technically acceptable quotation. In order to be considered technically acceptable, quotations must meet the following requirements:

Factors Evaluated as GO/NO-GO

FACTOR STANDARD

1. Location Quoter’s venue must be located in the “downtown Chicago area”

2. Capabilities Quotation response must demonstrate the ability to meet the requirements described in the SOW. Specifically, quotation response will be evaluated to demonstrate Quoter’s ability to:

1. Provide all required Meeting Room requirements

2. Provide all Meal Service requirements

3. Confirm availability for all the required dates

3. Price Quoted prices must be deemed fair and reasonable, in accordance with all published GSA Schedule Contract rates, GSA Per Diem rates, and market standards. Price reductions will be sought.

A single award will be made to the lowest priced technically acceptable Quoter.