RFQ20Q0007-Combined Synopsis-Solicitation.pdf

This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation Part 12, Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. The Contracting Officer is utilizing policies and procedures prescribed in Part 12, Acquisition of Commercial Items. Solicitation Number RFQ 45310020Q0007 is being issued as a Request for Quotation (RFQ) and should be referenced on all correspondence. The RFQ document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-03 effective on December 13, 2019. This solicitation is considered an unrestricted procurement.

STATEMENT OF WORK

TRAINING SPACE FOR FEDERAL SECTOR COURSES

1. BACKGROUND

U.S. Equal Employment Opportunity Commission (EEOC) enforces the Federal laws prohibiting job discrimination in both the private and federal sectors -- Title VII of the Civil Rights Act of 1964, as amended, the Age Discrimination in Employment Act of 1967, the Equal Pay Act of 1963, Title I and Title V of the Americans with Disabilities Act 0f 1990, as amended, Section 501 and 505 of the Rehabilitation Act of 1973, the Civil Rights Act of 1991, Title II of the Genetic Information Nondiscrimination Act, and the Lilly Ledbetter Fair Pay Act of 2009.

EEOC also provides oversight and coordination of all Federal equal employment opportunity regulations, practices and policies.

EEOC through its EEOC Training Institute offers training courses and seminars which provide education and technical assistance to employers, attorneys, unions, and other interested parties in the Federal and private sectors. EEOC offers a variety of training programs geared specifically for Federal employees. The training is ideal for Federal employee’s supervisors, EEO counselors and investigators, agency representatives and attorneys, and anyone else interested in EEO issues and practices affecting the Federal workplace.

For fiscal year 2020 (March 2020 thru September 2020), the EEOC Training Institute has a requirement for a contractor to provide training space for some of its Federal sector course offerings. The EEOC Training Institute has already developed course materials for this training and will provide the instructors.

EEOC anticipates awarding a Firm Fixed Price Purchase Order.

2. PURPOSE

The purpose is to seek a contractor to provide a full-service training facility to support our requirements for 27 courses. The requirements should support areas of business services, meeting room(s), food and beverages, and location. In addition, the services must adhere to and support the dates specified as follows:

EEO Training for New Counselors (5 Days) One Class, 30 Attendees Maximum, 8:00am - 5:00pm (M-TH), 8:00am – 12:00pm (F)

March 16-20, 2020 May 4-8, 2020 June 8-12, 2020 July 13-17, 2020 August 17-21, 2020 September 14-18, 2020

EEO Training for New Investigators (5 Days) One Class, 30 Attendees Maximum, 8:00am - 5:00pm (M-TH), 8:00am – 12:00pm (F)

March 30-April 3, 2020 May 11-15, 2020 June 15-19, 2020 July 20-24, 2020 August 24-28, 2020 September 14-18, 2020

EEO Refresher Training for Counselors (1 Day) One Class, 40 Attendees Maximum, 8:00am - 5:00pm

April 21, 2020 September 1, 2020

EEO Refresher Training for Investigators (1 Day) One Class, 40 Attendees Maximum, 8:00am - 5:00pm

April 22, 2020 September 2, 2020

Disability Program Manager - Basics (2 Days) One Class, 30 Attendees Maximum, 8:00am - 5:00pm

April 28-29, 2020 August 12-13, 2020

Anti-Harassment Program Management (2 Days) One Class, 30 Attendees Maximum, 8:00am - 5:00pm

September 1-2, 2020

Final Agency Action (3 Days) One Class, 30 Attendees Maximum, 8:00am - 5:00pm

June 23-25, 2020

MD-715 Basics (1 Day) One Class, 30 Attendees Maximum, 8:00am - 5:00pm

March 31, 2020 September 8, 2020

Barrier Analysis (2 Day) One Class, 30 Attendees Maximum, 8:00am - 5:00pm

April 1-2, 2020 September 9-10, 2020

Drafting Letters of Acceptance and Dismissal Decisions (2 Days) One Class, 30 Attendees Maximum, 8:00am - 5:00pm

March 24-25, 2020 July 8-9, 2020

Special Emphasis Program Manager (2 Days) One Class, 30 Attendees Maximum, 8:00am - 5:00pm

May 19-20, 2020

3. DESCRIPTION OF SPECIFIC REQUIREMENTS

Business Services

Check-in Services – Check-in of registered attendees will occur between 8:00 AM and 8:30 AM on the first day of each course. Contractor will provide space for check-in of attendees and access for set-up of meeting room(s) to distribute training materials prior to the beginning of each class.

Secured Storage Space: The contractor shall provide for the receipt and accommodation of government course materials (up to 6 boxes per course, each weighing about 25-30 pounds) prior to the scheduled course. The contractor shall store the materials received in a secure place accessed only by an authorized EEOC official.

Other Services: The contractor shall provide access to a telephone, a facsimile machine and copying services during the course. These services shall be provided at a reasonable rate, if there is a charge. Reasonable rates are based on the average rate charged by comparable facilities.

Meeting Room(s)

Meeting room(s) should be designed with training or instruction as the main purpose of design.

The contractor shall provide the following facilities:

• Space: One large room (per class) with seating in rounds or pods of 4-6 persons each.

The room(s) shall accommodate 30-40 participants comfortably with adequate space for training materials and writing room.

• Sound Acoustics: The room(s) must have a suitable sound system so all participants may hear and ask questions of the speakers. Walls should be constructed in such a manner that they confine sound and reduce or prevent the transmission of extraneous sound. The room(s) divided by partitions must be sound proof enough to prevent disturbances. The room(s) should be equipped with a sound system which may be controlled by the instructor and projects equally in all areas of the room.

• Furniture: Chairs/tables or desks must be of sufficient size and in an acceptable condition. An acceptable condition means the furniture is not broken, soiled, rusted or damaged in any way that would injure an individual or damage clothing. Chairs must be comfortable for long periods of sitting and moveable; preferably on wheels. Aisle space, including the space between tables or desks must be accessible for participants in wheelchairs.

• View of Speakers: Room(s) should be configured as to allow every participant a clear view of the speaker and all visual aids.

• Lighting: Room(s) should be well lit to accommodate extensive reading and writing.

Lighting should be uniform and should not produce a glare.

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

• Security: Room(s) should be secured (keyed or cardkey entrance) so class attendees may leave their training materials and personal belongings in the training room(s) when the course is not in session.

• WiFi Capability: Room(s) must have WiFi capability so that the instructor and class attendees can access the internet at all times during the event.

Food and Beverages

Contractor allows for the delivery of catering to be set-up by EEOC staff. Contractor provides an area near training room where food can be set-up for participants; to include Continental Breakfast, Morning Break and Afternoon Break. Food and beverages must be accessible to individuals with disabilities (e.g. wheelchair accessible).

Audio Visual

The large meeting room(s) shall provide the following:

1. A computer projection screen to provide adequate viewing for a room with 30-40 attendees.

2. A LCD projector either built into the room or provided on a movable cart with electrical connections and cords to accommodate both the LCD projector and a laptop computer.

3. A laptop computer or other technical device to run Microsoft Powerpoint programs.

4. The contractor will be responsible for setting up the audio-visual equipment and assisting instructors throughout each training course.

Other Requirements

Parking: Adequate parking should be available adjacent to the facility or in the immediate surrounding area.

Accessibility: All facilities and equipment, including rest rooms must be fully accessible to individuals with disabilities. The facility shall meet all Americans with Disabilities Act of 1990 requirements.

Government Contracting Officer’s Representative (COR)

The COR, 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.

Confirmation, Rescheduling and Cancellation Policies

The COR will contact the contractor three (3) calendar days prior to the course to confirm the number of participants for the refreshment order.

Should EEOC elect to reschedule a scheduled course date, EEOC will provide a written notification five (5) calendar days prior to the course in order for the vendor to provide an alternative time frame to accommodate the new scheduled course date.

Should EEOC elect to cancel a particular course, EEOC will provide a written notification of cancellation to the contractor no later than five (5) calendar days prior to the scheduled course date.

Should EEOC elect to cancel this contract, EEOC will provide a written notification of cancellation to the contractor no later than ten (10) calendar days prior to the first scheduled course date. By receipt of this written cancellation notification within the period specified, the contractor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation of the contract within ten (10) calendar days of the scheduled course date, Paragraph

(l) Termination for Government’s Convenience or (m) Termination for Cause of FAR Clause 52.212-4, Contract Terms and Conditions – Commercial Items will govern.

The EEOC Training Institute is part of the EEOC and as a Federal agency, is not subject to state and local taxes.

Period of Performance

March 2020 through September 2020

Place of Performance

The training facility/facilities shall be located in Washington, DC. The facility shall be within 5- 10 minutes walking distance of a Washington Metropolitan Area Transit Authority (WMATA) Metro station. Regularly running free shuttle service shall be within 5-10 minutes from a WMATA metro station to the training facility is also acceptable.

Method of Payment

Payments by the Government under this contract for services rendered will be made via Electronic Funds Transfer (EFT) (See attachment, FAR clause 52.232-33, Payment by Electronic Funds Transfer –System for Award Management). The contractor shall submit an invoice to the Contracting Officer’s Representative within five (5) business days following each course. All invoices submitted must reference the contract number identified in Block 2 of Page 1 of the contract. The contractor agrees not to request any EFT payments until the final invoice has been reconciled and the COR authorizes the charge.

Electronic copies of invoices shall be uploaded to the electronic invoicing system portal via www.ipp.gov, the U.S. Department of the Treasury’s Invoice Processing Platform System (IPP), in accordance with the attached custom clause. At the time of award, the IPP Commercial Vendor Notification Letter will be attached with the award document.

http://www.ipp.gov/