04/04/2025- The purpose of this amendment A0006 is to inform all participating contractors that the Request for Quote (RFQ) 45310025Q0011 for both Fiscal Year 2025 and Fiscal Year 2026 EXCEL Conference has been canceled. ______________________________ 03/07/2025- The purpose of this amendment A0006 is to inform all participating contractors that the Request for Quote (RFQ) 45310025Q0011 for the Fiscal Year 2025 EXCEL Conference has been omitted from the EEOC's RFQ requirements. EEOC intends to proceed with evaluating the RFQ responses for Fiscal Year 2026 submissions. ______________________________ 01/24/2025 - The purpose of this amendment A0005 is to add CLIN 0006, a quantity of ten (10) Projectors for the Breakout Room. CLIN 0006 is optional and will not be counted toward the Technical Evaluation. See attachment-Revised 01_24_2025_ FY25_SAMPLE EXCEL + Conference+Pricing+Template_Blankv2. NOTE: Projector should be suitable for room size for optimized audience viewing. ______________________________ 01/22/2025- The purpose of this amendment A0004 is to provide the attach Questions and Answers for RFQ #45310025Q0011- EXCEL Conference. ______________________________ 01/16/2025- The purpose of this amendment A0003 is to provide the deadline for questions, Friday, January 17, 2025, 2pm EST . ______________________________ 01/15/2025- The purpose of this amendment A0002 are as follows: Extend the quote due date from January 15, 2025, 10 a.m. to February 5, 2025, 10 a.m., Washington, DC Local Time; and add “Locations” Detroit, Chicago, and Minneapolis for the 2025 EXCEL Training Conference. SEE ATTACHMENT SF30_Amendment_45310025Q0011_A0002_RFQ EXCEL Conference_JDAIISigned ______________________________ 12/31/2024- The purpose of this amendment A0001 are as follows: Attach Questions and Answers for RFQ #45310025Q0011- EXCEL Conference; Revision of Sample of Lodging Nights (2025 & 2026); and Added language to the CLIN 0005 - Audio/Visual (A/V) Requirements (Rental) , A/V for Breakout Rooms , " The contractor must provide the following equipment: microphones (1 wireless and 1 wired in each breakout room), projector screen ...." SEE ATTACHMENT SF30_Amendment_45310025Q0011_A0001_RFQ EXCEL Conference_JDAIISigned _______________________________ Statement of Work (SOW) EXamining Conflicts in Employment Laws (EXCEL) Training Conference FY 2025 & FY 2026 The U.S. Equal Employment Opportunity Commission (EEOC), Revolving Fund Division, EEOC Training Institute (hereinafter referred to as the Institute) has a requirement for a contractor to provide a full-service training facility to include lodging, meeting and exhibitor space, food and beverage service, audio/visual equipment, limited audio/visual support services and business center support to conduct the annual EXamining Conflicts in Employment Laws (EXCEL) Training Conference (hereinafter referred to as the conference). This annual conference provides training to federal agencies and private employers on the laws enforced by the EEOC. The Institute anticipates a minimum of 600 registrants with a maximum of 1,000 registrants, plus an additional 100 attendees consisting of other staff, presenters, and exhibitors who provide support for the conference. The EXCEL Training Conference will be held for four (4) days. The preferred schedule is Pre- Conference registration will be held on Sunday and the Pre-Conference sessions on Monday. Full conference registration will be held on Sunday and Monday. Pre-Conference sessions will be held on Monday (Day 1) from 8:00AM – 5:00PM. The full conference will be held from Tuesday (Day 2) at 8:00AM, ending on Thursday (Day 4) at 5:00PM. The plenary sessions will be held on the mornings of Tuesday (Day 2), Wednesday (Day 3), and Thursday (Day 4). Breakout sessions will be held on the mornings of Tuesday (Day 2), Wednesday (Day 3), and Thursday (Day 4) after the plenary sessions until 5:00PM. Food and beverage service is required for continental breakfast and for a light lunch for three (3) days, Tuesday (Day 2), Wednesday (Day 3), and Thursday (Day 4). The Institute also requires morning and afternoon breaks each day (Tuesday-Thursday), and a conference reception on one day during the conference (the exact date and time will be determined later by the Institute). The Institute may offer six (6) pre- conference and post-conference workshops for up to 300 people outside of the Tuesday - Thursday conference. REQUIRMENTS FOR LOCATION AND DATES The contract must be able to provide a facility for the entire scope of the contract. The EEOC will only accept quotations for following dates and locations. The preferred dates and locations for the EXCEL Training Conference in each fiscal year 2025 & 2026 as follows: The preferred dates and locations for the 2025 EXCEL Training Conference are: Location: Atlanta, Georgia Detroit, Michigan Chicago, Illinois Minneapolis, Minnesota Dates: July 12 - July 17, 2025 August 9 - August 15, 2025 August 16 - August 21, 2025 August 23 - August 28, 2025 August 30 - September 4, 2025 The preferred dates and locations for the 2026 EXCEL Training Conference are: Locations: Detroit, Michigan (1st preference) Minneapolis, Minnesota (2nd preference) Chicago, Illinois (3rd preference) Denver, Colorado (4th preference) Phoenix, Arizona (5th preference) San Diego, California (6th preference) Palm Springs, California (7th preference) Dates: June 6 - June 11, 2026 June 13 - June 18, 2026 June 20 - June 25, 2026 June 27 - July 2, 2026 July 11 - July 16, 2026 July 18 - July 23, 2026 August 22 – August 27 August 29 - September 3, 2026 The Pre-Conference and full conference will be held from 8:00AM – 5:00PM. We will require the use of the registration area for the Pre-Conference and assembling of materials one day prior to the Pre-Conference from the hours of 8:00AM – 5:00PM. Please indicate availability for each date in the technical portion of the quotation. No other dates or combination of dates will be considered by the Government. The Government contemplates the award of a Firm-Fixed Price (FFP) contract. The following requirements for the training facility are specified in terms of minimum requirements. The contractor must meet the following minimum requirements: The quotation package shall include the following line items in a written quotation: SCHEDULE OF SUPPLIES AND SERVICES FY 2025: CLIN 0001, Lodging - Quantity four 4 days each (See below list of lodging requirements), Unit Price $ , Total for CLIN 0001 $ . CLIN 0002, Rental of Conference Meeting Space - Quantity 4 days each (see below list of conference meeting space requirements), Unit Price $ , $ , Total for CLIN 0002 $ . CLIN 0003, Business Center Services Expenses - Quantity 4 days, (See below list of business center requirements), Unit Price $ , Total for CLIN 0003 $ . CLIN 0004, Food and Beverage Services - Quantity 4 days (See below list of food and beverage requirements), Unit Price $ , per person per day, Total for CLIN 0004 $ . CLIN 0005, Rental of Audio/Visual Equipment and technical support - Quantity 4 days each (See below list of audio/visual requirements), Unit Price $ , Total for CLIN 0005 $ . Total Price for CLINs 0001 through 0005: $ FY 2025: CLIN 0001, Lodging - Quantity four 4 days each (See below list of lodging requirements), Unit Price $, Total for CLIN 0001 $ CLIN 0002, Rental of Conference Meeting Space - Quantity 4 days each (see below list of conference meeting space requirements), Unit Price $ , Total for CLIN 0002 $ CLIN 0003, Business Center Services Expenses - Quantity 4 days, (See below list of business center requirements), Unit Price $ , Total for CLIN 0003 $ CLIN 0004, Food and Beverage Services - Quantity 4 days (See below list of food and beverage requirements), Unit Price $ per person per day, Total for CLIN 0004 $ CLIN 0005, Rental of Audio/Visual Equipment and technical support - Quantity 4 days each (See below list of audio/visual requirements), Unit Price $ , Total for CLIN 0005 $ Total Price for CLINs 0001 through 0005: $ FY 2026. A contract will be awarded to the responsible quoter whose quotation represents the best value to the Government. The quoter must be registered in the System for Award Management (SAM) database at the time the quotation is submitted. Registration is free and can be completed on-line http://www.sam.gov. Each quotation must clearly indicate the capability of the quoter to meet the requirements specified in this combined synopsis/solicitation. CONFERENCE GENERAL REQUIREMENTS The contractor shall be a high quality “full-service” provider with a past performance history that includes a minimum of 3 years of experience as a primary contractor with a professional staff to execute the requirements specified in this Statement of Work. All staff provided by the contractor shall be either direct employees of the contractor or employees of an approved subcontractor. The primary contractor shall have full responsibility for the contractor and subcontractor staff and shall make direct contact with the Contracting Officer’s Representative (COR) to ensure that all arrangements are mutually understood concerning any logical and/or financial arrangements that may impact the EEOC. The contractor shall provide meeting space, food and beverage and lodging to serve 600 to 1,000 registrants and to provide business services. The contractor shall provide professional staff to organize, coordinate, and handle any last- minute requests, as well as execute all logistical requirements as specified in this SOW. The contractor shall make direct contact with the host to ensure that all arrangements are mutually understood concerning arrival times, accommodations, official functions, financial arrangements, and any other special information that may impact this event. The contractor or their approved subcontractors shall coordinate and implement all logistical arrangements for this event. Logistical support may include, but is not limited to, coordination of meeting accommodations, customer service or front desk information service, conference rooms, meal arrangement/catering, dedicated Internet, and audio/visual equipment. Americans with Disabilities Act (ADA) Requirements All facilities, including restrooms, recreational areas, dining space, registration area, meeting space, hotel rooms, exhibitor space, office space, and audio/visual equipment must meet ADA requirements for accessibility. Accommodations for individuals with disabilities may include, but are not limited to accessible hotel rooms, parking spaces, elevators, and sound systems, wide aisles, and wheelchair ramps. EEOC will perform site visits prior to the award of the contract. The site visit will include an ADA assessment of the property by the Disability Business and Technical Assistance Centers (DBTAC) prior to award of the contract. CLIN 0001 – Lodging Requirements The contractor shall provide a minimum of 400 hotel room nights for speakers and EEOC staff working the event. Space must be available Friday prior to the conference through Friday after the conference. The contractor shall provide hotel rooms at or below the Federal government’s per diem rate for lodging. The contractor will be paid for a minimum of 400 hotel room nights for speakers and EEOC staff directly under this contract. The contractor shall provide a room block for up to 2000 hotel room nights for registrants and exhibitors. The contractor shall provide hotel rooms at or below the Federal government’s per diem rate for lodging. These individuals will be responsible for direct payment to the contractor. The Institute will manage the hotel room block and will turn back any unused rooms to the contractor, without penalty, by a cutoff date to be determined upon award of the contract. The Institute will provide the contractor with a list of registrants, exhibitors, speakers and EEOC staff. The Institute requires the contractor to block up to 400 room nights at or below the Federal Government per diem rate for lodging during the week before and after the conference for seminar registrants and other conference personnel. These individuals are responsible for paying the contractor directly for lodging costs. All room nights booked by the Institute or conference registrants will be credited to the conference’s sole account. CLIN 0002 – Conference Meeting, Exhibitor and Office Space Requirements All Meeting Space must be set up in classroom style with 6' tables, no more than 2 people per table, or round tables with no more than 10 people per table, mints, one (1) pitcher of water and a glasses per person at the table or set up using classroom style. A podium and two (2) tables located in the front of the classroom are required for the presenters. Rooms must have additional space to accommodate A/V equipment. Plenary Room: A plenary room that can accommodate a minimum of 600 registrants up to 1,000 registrants and 100 presenters/staff in classroom style seating or can accommodate up to 1,000 registrants and 100 presenters/staff using round tables that seat 10 people and 2 to 4 comfortable chairs for the EEOC’s Chair and Keynote Speakers (large/high back chairs) is required on Tuesday (Day 2) from 8:00AM to 12:00PM, on Wednesday (Day 3), and on Thursday (Day 4) from 8:00AM to 10:00AM. The plenary room must have additional space to accommodate a raised platform that is ADA accessible. This includes a platform which is no more than 24” high and is wheelchair accessible on at least one side. If a wheelchair ramp is used, the ramp must have railings on both sides and the rise over run cannot be more than 8.3%. The A/V requirements will be discussed below. Dining Space (Ballroom): A dining space area within a separate ballroom or event space that can accommodate speakers as well as a minimum of 600 registrants up to 1,000 registrants and 100 presenters/staff. Exhibitor floor room are not acceptable unless approved. The ballroom will be set up in banquet rounds of ten (10) with an appropriately sized riser to hold a podium with podium microphone. This space is required on Tuesday (Day 2) - Thursday (Day 4) from 12:00PM to 1:30PM. Please see the Internet and A/V sections for additional specific requirements. The Plenary Room and Dining Space (Ballroom) functions cannot be held in the same room. Breakout Session Rooms: The breakout session rooms are required for Monday (Day 1), Pre- Conference from 8:00AM - 5:00PM is six (6) breakout rooms as follows: four (4) rooms to accommodate up to 100 registrants, and two (2) rooms to accommodate up to 75 registrants. On Tuesday (Day 2) from 1:30PM - 5:00PM, on Wednesday (Day 3), and on Thursday (Day 4) from 10:30AM - 5:00PM, the following breakout rooms for the full conference are required: two (2) rooms to accommodate up to 300 registrants; two (2) rooms to accommodate up to 200 registrants, and five (5) rooms to accommodate up to 150 registrants, and one (1) room to accommodate 75 people. The Plenary Session Room can also serve as a breakout session room if space is configured with air walls and the necessary A/V equipment is functional to accommodate the full agenda. Speaker-Ready Room The Speaker Ready room will be used by Institute speakers to prepare for their respective presentations from 8:00AM-5:00PM on Monday – Thursday. The room should be equipped with 2 small tables with chairs, lounge chairs, and comfortable seating. The area should be stocked with coffee, tea, and water pitchers with glasses. In addition, the Speaker Ready Room should have a small refrigerator and microwave for use by the speakers. Exhibitor Space Exhibitors will be at the EXCEL Training Conference. Exhibitor Space for up to 20 exhibitors is required for Monday – Thursday in a foyer area near the plenary session, registration area or dining space (ballroom) that accommodate the AM/PM break services. Ten (10) Exhibitor spaces shall be equipped with two (2) 6’ tables, two (2) chairs and ten (10) Exhibitor spaces shall be equipped with one (1) 6’ table, two (2) chairs. The contractor will furnish tablecloth and drape for the front of the tables and a wastebasket per exhibitor. The exhibitors will be responsible for all additional equipment and booth requirements and will work directly with the hotel. Pre-Function Room The Pre-Function room will be used to assemble up to ten (10) pallets of conference materials and supplies. This room needs to be available from 8:00AM on the Friday before the start of the conference through Friday at 5:00PM the day after the conference ends. The room needs to be equipped with carts to transport completed conference materials to the registration areas for the conference. The contractor also needs to provide a secured office that can be used to store laptops, A/V equipment, and conference materials during the same time. Only EEOC staff should have access to the secured office. The Pre-Function room and secured office shall be adjoining and shall have at least eight (8) tables, twenty (20) chairs, wastebaskets, and water pitchers with glasses. Registration and Office Areas The contractor needs to provide two (2) registration areas. One registration area must be available from Sunday afternoon 12:00PM – 6:00PM to accommodate Pre-Conference Registration and from Monday 7:30AM – Thursday 6:00PM to accommodate registrants, and the other registration area is needed from Tuesday – Thursday 7:30AM – 6:00PM to register staff, presenters and exhibitors. Each area shall have six (6) tables with four (4) chairs per table. Directional signage will be provided by the contractor to the registration area. CLIN 0003 – Business Center Requirements The contractor must be able to handle mailing, copying, and faxing limited course materials on- site. The Institute typically receives four (4) pallets of course materials, 25 to 30 packages and A/V equipment, and sends out 50 packages at the completion of the conference. Contractor must provide a list of all business center charges to include labor charges. CLIN 0004 – Food and Beverage Requirements The contractor shall provide a copy of the final price list as submitted in response to the solicitation food and beverages for the conference as follows: continental breakfast, light lunch, breaks (AM and PM) on Tuesday (Day Two), Wednesday (Day Three) and Thursday (Day Four) and one (1) evening reception. Pricing for food and beverage shall include the price for the item, plus the gratuity (service charge), and a statement from the contractor indicating whether, and under what conditions the U.S. Government is exempt from state tax. Tuesday Evening Kick-Off Reception: The food at the reception will consist of Hors d’oeuvres, carving stations, and finger foods. The space designated for the reception must accommodate approximately 800 people with social seating available throughout the area and the duration of the reception will be approximately 1 hour, from 5:30PM - 6:30PM. A cash bar will be available for all drinks. Continental Breakfast is served for 1 hour from 7:00AM - 8:00AM Tuesday through Thursday. The contractor must provide table rounds to accommodate up to 1,000 people on Tuesday (Day 2), Wednesday (Day 3), and Thursday (Day 4). A typical Continental Breakfast shall consist of juice, fruit, yogurt, assorted breakfast pastries, protein, bagels, or croissants, regular and decaffeinated coffee, tea bags and hot water for tea, iced tea, and large containers of water. Lunch is served for 1½ hours from 12:00PM – 1:30PM. The contractor must provide table rounds for ten (10) and accommodate 1,000 people. The Dining Space can be used for breakout room and/or meeting space. A light lunch is provided on Tuesday (Day 2), Wednesday (Day 3) and Thursday (Day 4). This can be plated, buffet or salad bar type lunch which provides a protein- based entrée, a fruit or vegetable, dessert, lemonade and iced tea. The entrée must not include pork, beef or shellfish. 30-minute AM and PM Breaks is required for a maximum of 1,000 people. The AM break menu shall consist of the following beverages (regular and decaf coffee, hot and iced tea, and pitchers of water with glasses) and a light snack (cookies, pretzels, protein, etc.). The PM break menu shall consist of the following beverages and pitchers of water with glasses) and a light snack (cookies, pretzels, protein, etc.). The AM and PM Breaks are scheduled for 30 minutes each, Tuesday (Day 2) - Thursday (Day 4). The Institute will pay the contractor for meals, breaks, and reception based on the actual number of meals served. CLIN 0005 – Audio/Visual (A/V) Requirements (Rental) A/V for plenary sessions: The contractor shall provide the following items to support the plenary session: LCD Projectors, Projection Screens, Scan Converters, Video Cameras, A/V Mixers, A/V drops, VCR -1, VGADA and VOA splitter, cables to run two Projectors and laptops provided by the Institute, Projection Carts, Pipe and Drape, Stage Wash, Lighting, Podium with wired microphones, Wired Table Microphones w/stands, Wireless Floor Microphones w/Stands. The Institute requires internet access in plenary sessions and all breakout sessions. The contractor must provide internet service in the plenary room. The contractor must setup, breakdown and provide technical support of the A/V equipment during the plenary sessions. A/V for breakout rooms: The Institute will provide all laptops and in-focus projectors used in the breakout rooms. The contractor must provide the following equipment: microphones (1 wireless and 1 wired in each breakout room), flip chart/ paper and markers, gender adapters, electronic signage or tripods outside breakout sessions, and projection cart with A/V connection. The Institute requires internet access throughout the entire breakout rooms. The contractor must provide projected cost for the internet service in the breakout rooms. Registration area: The Institute requires an Internet connection which will be used with a hub throughout the conference to include registration, A/V connection, and phone for local calls within the conference space. In addition, the Institute requires a multifunction-colored printer to be used through the conference to include registration. Common Registration area: The Institute requires an internet connection near registration to be used with a hub for the completion of conference evaluations. This will be set up to support at least (6) to (8) laptops which will be provided by the Institute. Reporting Requirements Pre-Conference Reporting: The contractor will provide the Institute’s Contracting Officer’s Representative (COR) with an electronic list of all hotel confirmation numbers for all participants, staff and presenters on a weekly basis starting eight (8) weeks prior to the conference. The Institute COR will manage the conference room block up to 15 calendar days prior to the conference. From fourteen (14) calendar days before the conference through the duration of the conference, the contractor will manage the conference room block. During the Conference Requirements A Pre-Conference meeting will be conducted with the contractor and key Institute staff within five (5) business days prior to the conference. Daily Event meeting will be conducted with the contractor and key Institute staff daily as agreed. Signature Authority: All on-site charges must be approved and signed only by the Institute’s COR and/or the EEOC Contracting Officer. Daily Reconciliation: The contractor shall provide a daily reconciliation list to the Institute COR by 9:00AM the following business day after the charges are incurred. These charges include lodging paid by EEOC, food and beverage, A/V equipment and labor, and Business Center. Post-Conference: The contractor shall submit a final invoice of all charges within five (5) business days after the completion of the conference. A detailed report should be submitted with the invoice and should consist of a detailed banquet/event order (BEO) form. The BEO must provide the following information: room usage by date; detailed lodging charges for all registrants, staff and presenters for the conference; detailed breakdown, by day, for all food and beverage charges; a detailed breakdown by day and room number, for all A/V equipment rental charges and A/V support charges; all business center cost; and all miscellaneous costs to include but not limited to internet connections, re-keying charges, electrical hook-ups, etc. GENERAL REQUIREMENTS Transportation: The contractor shall provide a price list of all local transportation options to and from the airport and rail station, if applicable. The contractor shall indicate in its quotation whether it provides free or low-cost shuttle services. The contractor shall list all facility parking discounts and cost options. The contractor shall provide a list of all local restaurants located within a ten (10) minute walk from the contractor’s facility. Security: The contractor should identify if they have paid security within the facility and provide a list of additional security measures taken by the contractor to provide for the safety of conference registrants, staff, presenters and equipment. LIST OF DELIVERABLES Logistical Support Plan: Within seven (7) business days of the contract award, the contractor shall comprise a Detailed Logistical Support Plan for provision of all required support. The plan will include a proposed budget and detailed schedule as applicable. The EEOC shall review the Logistical Support Plan and provide acceptance and/or comments to the contractor. The contractor shall be available to EEOC for weekly status reports to facilitate the coordination of evolving operational and logistical issues regarding the tasks outlined in the SOW. Account Reconciliation: EEOC requests that the hotel bill be prepared in a logical and chronological sequence and that backup data accompany the bill. The contractor shall complete its accounting of the conference within five (5) days of the conclusion of the conference. Invoicing: The contractor shall invoice the EEOC at the agreed upon rates for lodging, conference space, rental of audio/visual equipment and technical support, food and beverage service, and business center services. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. The contractor shall submit a final invoice of all charges within five (5) business days after completion of the conference to the COR and the COR shall be provided at least five business days to review the invoice charges and services provided for acceptance. CONTRACT ADMINISTRATION Contracting Officer’s Representative (COR) – TBD Method of Payment Pursuant to FAR Clause 52.232-33 entitled, “Payment by Electronic Funds Transfer – System for Award Management (OCT 2018)”, the Government intends to make a payment via Electronic Funds Transfer using information provided in the System for Award Management (SAM) database. Cancellation Should EEOC elect to cancel this contract, EEOC will provide a written notification to the contractor no later than sixty (60) calendar days prior to the scheduled event. By receipt of this cancellation notice, the contractor agrees to release EEOC from any cancellation penalties or charges. If there is a cancellation within sixty (60) calendar days of the scheduled event date, Paragraph (l) Termination for the Government’s Convenience or (m) Termination for Cause of FAR Clause 52.212-4, Contract Terms and Conditions – Commercial Products and Commercial Services will govern. SUBMISSION OF QUOTATION: All interested parties shall submit with their quotation a detailed breakdown of all costs to include conference space, rental of audiovisual equipment and technical support, food and beverage service, business services, and any other miscellaneous services and equipment which are necessary for the success of the conference. Quotations shall be submitted in three (3) separate volumes as follows: Volume 1 - Technical Capability; Volume 2 - Past Performance; and Volume 3 - Price. Pricing must be submitted using the line-item structure in the above Schedule of Supplies and Services of this RFQ. A separate attachment may be included in Volume 3 for pricing information on menu items, transportation, parking, applicable tax rates, and sleeping room rates. Your quotation in response to solicitation number 45310025Q0011 is due January 15, 2025, at 10:00 a.m. ET (Washington, D.C. local time). Quotations will be accepted via e-mail. One (1) electronic copy of the quotation may be submitted via e-mail, addressed to
[email protected] and
[email protected]. QUESTIONS: Questions regarding this request for quotation should be submitted to John Adams, Contract Specialist via e-mail at
[email protected] and gov Contracting Officer at
[email protected] Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding solicitation number 45310025Q0011 is due December 20, 2024, 10:00 a.m. ET (Washington, D.C. local time) . Any questions received after the above- mentioned date and time will not be considered. The Government will not reimburse interested parties for any cost associated with responding to this business opportunity. All responsible sources may submit a quotation which shall be considered by the agency. The anticipated contract award date is on or before March 18, 2025. BASIS FOR AWARD: The government intends to award a firm fixed-price contract to the responsible quoter whose quotation is responsive to the solicitation and is determined to be the best value to the Government, using the tradeoff approach. Selection of the best value to the Government will be achieved through a process of evaluating the strengths and weaknesses of each quoter’s quotation against the below described evaluation criteria. In determining the best value to the Government, the Technical Capability and Past Performance Evaluation Criteria, when combined, are more important than the evaluated price. The Government is more concerned about obtaining a superior Technical Capability quotation than making an award at the lowest evaluated price. However, the Government will not make an award at a price premium it considers disproportionate to the benefits associated with the evaluated superiority of one technical and management quotation over another. Thus, to the extent that quoter’s technical and past performance quotations are evaluated as close or similar in merit, the evaluated price is more likely to be a determining factor. EVALUATION FACTORS FOR AWARD: The following factors shall be used to evaluate quotations. These factors are listed in their relative order of importance: Technical Capability, Past Performance, and Price. Factor I – Technical Capability: Contract Requirements: Quotations will be evaluated on the Quoter’s ability to provide all the contract requirements relating to lodging, meeting space, food and beverage, AV support and equipment, Business Center, and comply with the reporting requirements. Quotations must address the Quoter’s ability to comply with the Americans with Disability Act (ADA) as it relates to lodging and meeting space. Quotations will be evaluated on the quality of the customer services provided and the quality of the facilities reflected in maintenance and upkeep of the facilities. Location: Quotations will be evaluated on the ability of Quoter to provide a centrally located facility with inexpensive transportation options to and from the airport. Additionally, restaurants must be within a short walking distance of (ten (10) minutes or less) of the proposed facility. Quotations must address safety and security issues both within the hotel complex and the surrounding area. Availability of Dates: Quotations will be evaluated on the ability of the Quoter to provide the required services on the dates requested. Additional consideration will be given to quotations which demonstrate availability of facilities on the preferred dates in order of preference (i.e., 1st choice date, 2nd choice date, 3rd choice date, etc.) Factor II – Past Performance: The quoter must provide references for a minimum of three (3) government or non-government contracts which provide the same or similar services; contracts must have been awarded within the past (3) years. The information for each reference shall include the following: Name and address of government agency and other non-government client; Name, title, email and telephone number of Contracting officer or other point of contact; Name, title, email, and telephone number of client’s program manager, if applicable; Contract number, period of performance, and total dollar value of contract; and Description of services provided. List any problems encountered on each contract and the quoter’s corrective actions. EEOC will evaluate past performance based on timeliness, customer service and corrective actions taken (if necessary). A quoter without a record of relevant past performance or for whom information on past performance is not available will not be evaluated favorably or unfavorably on past performance. Factor III – Price: The price quotation will be evaluated against the Independent Government Price Estimate. Evaluations of quotations will consider the following pricing information: pricing provided for all line items listed in the Schedule of Supplies and Services of this RFQ in the units and format provided. Site Visits: The EEOC will conduct a site visit of all quoters who are rated to be technically acceptable. The site visit will review and evaluate the same technical items identified in the Technical Capabilities Portion of the technical evaluation factor. SUPPLEMENTAL AGREEMENTS If any hotel submitting a quotation has any supplemental agreements, those agreements must be submitted with their quotation. If the hotel requires signature of a supplemental agreement that was not submitted with the quotation, the quotation will be rejected. Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the quoter’s initial quote should contain the vendor’s best terms from a price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. PERIOD OF PERFORMANCE The base period is from the date of the award through the execution of the FY 2025 EXCEL Training Conference. The EEOC is an agency of the U.S. Government. Contracts with the EEOC are governed by the Federal Acquisition Regulation (FAR). To the extent that any provision of this agreement conflicts with the FAR, the FAR must control. Applicable Provisions and Clauses: The provisions at 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services applies to this acquisition. The vendor shall include a completed copy of the provisions at 52.212-3, Offeror Representations and Certifications - Commercial Products and Commercial Services, with your quote. The contracting officer has determined that paragraph 52.212-3(k)(2) which pertains to exemption from the application of the Service Contract Labor Standards applies. The Clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services and Clause and 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Order-Commercial Products and Commercial Services are incorporated by reference. Clause 52.203-6 Restrictions on Subcontractor Sales to the Government Alternate I, Clause 52.203-17 Contractor Employee Whistleblower Rights Clause 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements, Clause 52.204-10 Reporting Executive Compensation and First –Tier Subcontract Awards, Clause 52.204-23 Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities, Clause 52.204-12 Unique Entity Identifier Maintenance Clause 52.204-13 System for Award Management Maintenance Clause 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment, Clause 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment, Clause 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations, Clause 52.217-9 Option to Extend the term of the Contract, (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days prior to the contract expiration date, provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 36 months. (End of clause) Clause 52.222-3 Convict Labor, Clause 52.222-19 Child Labor – Cooperation with Authorities and Remedies, Clause 52.222-21, Prohibition of Segregated Facilities Clause 52.222-26, Equal Opportunity, Clause 52.222-35 Equal Opportunity for Veterans, Clause 52.222-36 Equal Opportunity for Workers with Disabilities, Clause 52.222-37 Employment Reports on Veterans, Clause 52.222-40 Notification of Employee Rights Under the National Labor Relations Acts, Clause 52.222-41 Service Contact Labor Standards, Clause 52.222-50 Combating Trafficking in Persons, Clause 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving, Clause 52.225-13 Restrictions on Certain Foreign Purchases, Clause 52.232-1 Payments Clause 52.232-33, Payment by Electronic Funds Transfer – System for Award Management Clause 52.232-40, Providing Accelerated Payments to Small Business Subcontractors, Clause 52.233-3 Protest after Award, Clause 52.233-4 Applicable Law for Breach of Contract Claim, and Clause 52.222-53 Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services-Requirements. To obtain the above provision/clauses in full text, please visit https://www.acquisition.gov/far See Attachment- Custom Clause for Electronic Invoicing