SOW for Hotel NGU Training.pdf

Attachment 1 Request for Quote number

RFQ: HSCEMD-12-Q-00004

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STATEMENT OF WORK

U.S. DEPARTMENT OF HOMELAND SECURITY

IMMIGRATION AND CUSTOMS ENFORCEMENT

NATIONAL GANG UNIT (DHS ICE HSI)

2012 National Gang Unit Symposium and Training

1.0 General

1.1 Homeland Security Investigations (HSI), Transnational Crime and Public

Safety, Division 3, National Gang Unit (NGU) is hosting a training conference for agents, supervisors, task force officers assigned to Operation Community Shield Task Forces (OCSTF) and other federal, state and local law enforcement partners under the auspices of Operation Community Shield (OCS). The training will be held in the Buckhead suburb of Atlanta, Georgia on one of two available dates:

June 11, 2012, through June 14, 2012, with advance team arrival on June 9, 2012 and departing on June 16, 2012, or

June 25, 2012, through June 29, 2012, with advance team arrival on June 23, 2012 and departing on June 30, 2012.

The specified dates and location are firm and cannot be negotiated. Quotes offering alternative dates and locations will be considered non-responsive.

1.2 Scope: DHS ICE NGU desires to hold a conference in a hotel facility that at a minimum can accommodate the requirements outlined in Section 2 below.

1.3 NOTE: This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. The Department of Homeland Security (DHS) will not consider a quote submitted by any offeror that is not a hotel. Nor will a quote be considered if the total requirement of sleeping rooms is not available either in the same facility as the conference rooms, or in a maximum of one other facility located no more than .5 miles from the conference facility. DHS will not accept phone calls, e:mails, or quotes from third parties inquiring or quoting on the behalf of hotels.

1.4 Government point of contact name, phone number and e:mail address:

Shall be provided upon award.

2.0 Requirements:

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2.1 On their company letterhead, the hotel shall provide a detailed proposal of what they specifically offer to meet the general requirements listed below.

Contractors must provide specifics for all requirements. Floor plans and pictures should be provided for meeting room space and sample sleeping rooms. Floor plans must be provide to indicate proximity of the various venues to one another.

2.2 Conference area information requested:

2.2.1 Transportation to/from Major Airport: List the type of

transportation or shuttle available to and from airport. Specify whether such is provided as a courtesy or the amount of any charge.

2.2.2 Parking: List whether secure on-site parking is available for overnight guests and local conference attendees. Specify whether such is provided as a courtesy or the amount of any charge. If secure on-site parking is not available, identify the distance to nearest parking to accommodate a group of this size, the cost per day, and whether or not it is indoor parking or outdoor parking, and whether or not there is a parking attendant on duty during conference hours. Off-site parking must be no more than .5 miles away from the conference venues.

2.2.3 Restaurants and Area Attractions: Specify whether facilities house onsite restaurant(s). Please also list what restaurant(s), shopping malls, and area attractions are within 1-3 blocks of hotel.

2.2.4 Transportation to/from Local Restaurants and Attractions: List the type of transportation or shuttle service available to local eating establishments, shopping malls, and area attractions. Specify whether such is provided as a courtesy or the amount of any charge.

2.2.5 Internet Access: Facilities must have high speed wireless access in overnight guest rooms, general assembly/banquet rooms, and breakout rooms. Specify whether such is provided as a courtesy or the amount of any charge.

2.2.6 Fitness Facilities: Specify whether guests are granted access to a fitness facility either on or off premises. Specify whether such is provided as a courtesy or the amount of any charge.

2.2.7 Business Center: Specify whether there is an on-site business center available to hotel guests, and the hours of operation.

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2.2.8 Secure Safe: Specify that hotel has in-room safes in each sleeping room, and whether or not such is provided as a courtesy or the amount of any charge.

2.3 Overnight/sleeping rooms: Ten (10) conference attendees will arrive in advance of the conference on , Saturday, June 9, 2012 and will require sleeping rooms for the 9th through the 11th. The balance of the approximately 275 total attendees will be arriving on June 11, 2012, and will require sleeping rooms for the nights of June 11, 2012 through June 14, 2012. Departure for the majority of attendees will be on the morning of June 15, 2012. Five attendees will remain to ship out necessary material and will be departing on the morning of Saturday, June 16, 2012. If the alternate dates are selected (June 23, 2012 through June 30, 2012), the sleeping room usage per day of the week will be the same. Contractor must affirm as part of their proposal that all conference attendees will either have sleeping rooms within the offeror’s facility, or within no more than one other facility at a distance not to exceed .5 miles from the conference venues. An offer where the sleeping rooms are spread out over more than two facilities will be considered non-responsive. Lodging rates MUST be within the Government per diem rate or lower for the area.

As part of their proposal, Contractor is to specify any state and/or local taxes and fees to which the federal government is not exempt, and the rate that will be charged to the individual attendees on their travel cards.

NOTE: Lodging rates and tax and fee rates on the Schedule of Prices are for information and planning purposes only, and will not be utilized as a evaluation factor for award.

2.4 Conference Meeting Rooms: NOTE: For security reasons, all conference venues must be located within close walking distance of one another and must be located on the same floor of the hotel. Also the hotel must guarantee as part of their proposal that all rooms offered are for the duration of the conference and will not be changed during those three days.

Requirements include the following:

2.4.1 One large, general assembly room to seat all 275 attendees in classroom seating style for all three days of the conference, 8:00 AM through 5:00 PM.

2.4.2 One large ballroom to seat all 275 attendees, round table style, for the working lunch to be held for each day of the conference from 11:30 AM through 1:30 PM. Hotel must have sufficient staff and an on-site kitchen large enough to prepare, serve, and clear lunch for all attendees within a one and a half hour time period.

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2.4.3 Four (4) breakout rooms which can each hold 50 individuals classroom style for each day of the conference during the hours of 8:00 AM through 5:00 PM daily.

2.4.4 One small conference room (to be utilized as an office by the advance team) from June 9th through June 15th (or June 23rd through June 29th) during the hours of 8:00 AM through 5:00 PM.

2.4.5 All conference rooms must have high speed internet connectivity available.

2.5 Equipment and Services: Certain equipment and services will be needed for this event. Hotel must include an on-site audio visual company with an office and technical personnel on the property to handle all audio visual needs, as identified below. Also, this conference requires two skirted registration tables outside the General Assembly room with two chairs and a waste paper basket. Audio visual equipment requirements for the conference include:

2.5.1 General Assembly Room Audio:

2.5.1.1 1 Ea Channel Mixer (4 Mic 1 line)

2.5.1.2 1 Ea Wired Handheld Microphone

2.5.1.3 1 Ea House Sound System and Speakers

2.5.2 General Assembly Room Scenic to include approximately 40 ea 16 ft tall drape

2.5.3 General Assembly Room Video:

2.5.3.1 1 Ea 4 output VGA DA

2.5.3.2 2 Ea 10’6” X 14’ Screen Kit

2.5.3.3 1 Ea Safelock Stand/Podium

2.5.3.4 2 Ea 5000 Lumen XGA DLP Projectors

2.5.3.5 3 Ea 50’ VGA Cables

2.5.4 Lunch ballroom Audio:

2.5.4.1 1 Ea Podium Microphone Package

2.5.5 Lunch ballroom Scenic to include:

2.5.5.1 1 Ea Podium

2.5.5.2 1 Ea Small Dais with two chairs

2.5.6 Each of the four breakout rooms to include the following Audio:

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2.5.6.1 1 Ea Podium Microphone Package

2.5.6.2 1 Ea 4 Channel Mixer (4 Mic 1 Line)

2.5.6.3 1 Ea Wired Handheld Microphone

2.5.7 Each of the four breakout rooms to include the following Video:

2.5.7.1 1 Ea 7’ Tripod Screen

2.5.7.2 1 Ea 10’ AC Power Strip

2.5.7.3 1 Ea 3700 Lumen XGA LCD Projector

2.5.7.4 1 Ea Safelock Stand/Podium

2.6 Beverages and Light Refreshments:

2.6.1 For each day of the conference, beverages and light refreshments will be provided for a morning and afternoon break. Examples of beverages and light refreshments could include but are not limited to items such as: juice, coffee, soft drinks, tea, milk, doughnuts, bagels, fruit, cookies, pretzels, muffins, chips, or similar snacks.

2.6.2 Such beverages and light refreshments will be provided during the following times:

2.6.2.1 Mid-morning coffee/beverage break at approximately 10 a.m.

2.6.2.2 Mid afternoon break at approximately 2 p.m.

2.6.3 As part of their proposal on company letterhead, the hotel is requested to provide a detailed listing outlining what specific beverages and refreshment items are being offered for mid-morning coffee/beverage break, and mid-afternoon break. Conference room rental rates are to be inclusive of all light refreshment costs, if any.

2.6.4 A projected menu for food and beverages for a daily working lunch during the three day conference shall be provided as part of the hotel’s proposal on company letterhead. Applicable charges, to include service charges, shall be identified as part of the proposal as well in the Schedule of Prices. If food and beverage charges are included as part of the conference room rental rate, that should be identified accordingly. Menu will include at least one hot entrée per meal, with appropriate sides and beverages.

2.7 Allocation of costs:

2.7.1. Overnight rooms will be individually booked by the conference participants desiring overnight stay. All costs for those rooms and/

Attachment 1 Request for Quote number

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2.7.2 Only costs such as: charges for conference rooms, luncheon refreshments, equipment, etc. shall be captured under the Order arising from this solicitation.

2.7.3 If the Hotel requires a Banquet Event Order (BEO), language must be included to certify that revised selections do not change the total cost originally set in the Government Purchase Order.

The NGU coordinator on site will sign these documents provided that:

the change is within the current cost of the purchase order;

any additional estimated charges are made clear; and agreed to by the Government Contracting Officer or a Government Purchase Cardholder, as applicable, prior to the event.

2.7.4 Should there be additional estimated charges not part of this award that are under the micro-purchase threshold ($3,000.00), then the purchase card holder that is signing the BEO may be able to pay for those charges with a purchase card when ICE is invoiced; however should estimated charges be over the micro-purchase threshold, then NGU will need to contact an ICE Contracting Officer and provide additional funds before the BEO may be signed. Any changes above $3,000.00 that will impact the cost of the order can only be approved by a warranted Contracting Officer prior to implementation. Failure to gain such approval in advance will jeopardize prompt payment for such charges.

2.8 Proposed Event Agreement: If the Hotel requires an Event Agreement to be signed by the Government in advance, a copy of this document must be included with the proposal.

2.9 Regulatory Requirements:

2.9.1 FEMA Certification: Facilities must be FEMA certified and

FEMA certification numbers should be provided for each proposed facility. For more information or to apply for certification, hotels should access the following website http://www.usfa.dhs.gov/applications/hotel/.

The Hotel and Motel Fire Safety Act of 1990, Public Law 101-391, is an Act of Congress aimed at improving fire safety in hotels, http://www.usfa.dhs.gov/applications/hotel/

Attachment 1 Request for Quote number

Page 7 of 8 pages motels, and other places of public accommodation. The Act states that Federal employees, when on official travel, should stay in fire-safe accommodations. Conferences, seminars, and other meetings, funded in whole or in part with Federal funds, must be held at facilities with fire-safe accommodations. A hotel must apply for listing. There is no charge for listing. To obtain a paper application form, download it from the Web site provided above, or call (301) 447-1358. Fill out the application form fax it to the United States Fire Administration (USFA) at (301) 447-1651 (see website for further details). Offers from hotel facilities that are not listed on the U.S. Fire Administration Hotel and Motel National Master List will be rejected as technically unacceptable. The offerors facility must also be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et.seq.).

2.9.2 Central Contractor Registration (CCR): Facilities must be currently CCR registered in order to be considered for award.

Central Contractor Registration (CCR) is the primary registrant database for the U.S. Federal Government. Hotels should access the following website http://www.ccr.gov/. CCR is a federally mandated and funded program, as such; there is no cost to registrants for registering in CCR. Potential registrants will need to have a Dun and Bradstreet number (DUNs number) and their banking EFT information in order to register.

3.0 Evaluation for Award

3.1 Award for this solicitation will be made to that offeror who provides the lowest price technically acceptable offer for this requirement. In order to be considered technically acceptable (reference Section 2.1), a technical proposal on company letterhead must include information and drawings/pictures as applicable for the following:

3.1.1 Conference/ballroom/breakout/office rooms which meet all specifications listed in Sections 1.1 and 2.4

3.1.2 Sleeping rooms which meet all specifications listed in Section 2.3, 2.2.5, 2.2.8, and 2.9.1.

3.1.3 Equipment and Services as specified in Section 2.5

3.1.4 Food service as identified in Section 2.4.2 and 2.6 (to include a copy of the proposed working lunch menu)

3.1.5 Contractor must be compliant with Section 2.9.2.

http://www.ccr.gov/

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3.1.6 Contractor must have secure parking available either on-site or within reasonable walking distance, reference Section 2.2.2

3.2 Offer must include a completed Schedule of Prices for all items.

3.4 Offer must include a contractor signed copy of the SF 1449 form.