2023 EXCEL CONFERENCE

The purpose of this amendment, A0001, is to provide answers to questions received in response to RFQ No. 45310023Q0007 by the question closing date. See attachment with filename "Questions and Answers_EXCEL Conference_EEOC RFQ 45310023Q0007_022323". 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 Products and Commercial Services. Solicitation Number 45310023Q0007 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01 effective on December 30, 2022. Convention centers, hotels, and other full service facilities that can satisfy the requirements listed below are encouraged to submit a quotation. This solicitation is considered an unrestricted procurement. 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) 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 1000 registrants, plus an additional 120 attendees consisting of other staff, presenters, and exhibitors who provide support for the conference. The training conference will run for four (4) days. The preferred schedule is Sunday pre-conference registration for pre-conference sessions on Monday. Full conference registration will be held on Sunday and Monday. Pre-conference sessions will run on Monday (Day 1) from 8:00 AM – 5:00 PM. The full conference will run from Tuesday (Day 2) at 8:00 AM and ending on Thursday (Day 4) at 5:00 PM. The plenary sessions will be on Tuesday (Day 2) Wednesday (Day 3), and Thursday mornings (Day 4). Breakout sessions will be held on Tuesday, Wednesday, and Thursday mornings after the plenary sessions until 5 pm. Food and beverage service is needed for continental breakfast for three (3) days (Tuesday, Wednesday, and Thursday), and for a light lunch for three (3) days (Tuesday, Wednesday, and Thursday). 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 6 pre- post-conference workshops for up to 300 people outside of the Tuesday through Thursday Conference. THE REQUIREMENTS FOR LOCATION AND DATES The contractor must be able to provide a facility for the entire scope of the contract. The EEOC will only accept quotations for the following dates and locations. The preferred dates for the 2023 EXCEL Training Conference include any four consecutive business days beginning on a Monday and ending on a Thursday during any of the dates listed below. Alternatively, three consecutive business days with fourth day being a weekend day that either prefaces or follows the three business days during any of the following dates: July 17 – July 21, 2023 July 24 – July 28, 2023 July 31 – August 4, 2023 August 14 – August 18, 2023 August 21 – August 25, 2023 August 28 – September 1, 2023 Pre-Conference runs from 8:00 a.m. - 5:00 p.m. (EST). Conference runs from 8:00 a.m. - 5:00 p.m. (EST). We will require the use of the registration area for pre-registration and assembling materials, one day prior to the Pre- Conference from the hours of 8:00 a.m. – 5:00 p.m. (EST). The preferred location for the 2023 EXCEL Conference is the Metropolitan Washington DC area. This includes Northern Virginia, Baltimore, Maryland, and the surrounding area. If the EEOC does not receive a technically acceptable quotation package Richmond, VA, Atlantic City, NJ and Philadelphia, PA may serve as alternate locations. 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 Contract Line Item Number CLIN 0001, Lodging – Quantity 5 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 Requirements- Quantity 4 days (See below list of business center requirements), Unit Price $ , Total for CLIN 0003 $ , CLIN 0004, Food and Beverage Services Quantity 3 days (See below list of food and beverage requirements), Unit Price $ , Total for CLIN 0004 $ , CLIN 0005, Audio Visual Equipment and Technical Support, Quantity 4 days, (See below list of Audio Visual requirements), Unit Price $ , Total for CLIN 0005 $ . Total Price for CLINs 0001 through 0005: $ . A contract will be awarded to the responsible quoter whose quotation represents the best value to the Government. The prospective contractor must be registered in the System for Award Management (SAM) database prior to award of the resulting contract. Registration is free and can be completed on-line at 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.EEOC is looking for a full-service provider that will also be able to meet the following requirements: The contractor shall provide meeting space, food and beverage and lodging to serve 600 to 1,000 registrants and provide A/V, and business services. Services are also subject to change as decisions are made by senior management daily, as the event gets closer. 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 and 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 125 hotel room nights for external speakers, which will be paid directly under this contract. The contractor shall provide a room block for up to an additional 1,240 room nights for registrants, exhibitors, and internal staff. These individuals will be responsible for direct payment to the contractor. The contractor shall provide hotel rooms at or below the Federal government’s per diem rate for lodging. 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 and EEOC issued staff credit card information. The Institute requires the contractor to block up to 200 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, mints, one pitcher of water and two (2) glasses per table or set up using classroom/theatre 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 AV equipment. A plenary room that can accommodate 1,000 registrants and 100 presenters/staff in classroom style seating or can accommodate up to 1000 registrants and 100 presenters/staff using round tables that seat 10 people is required on Day 2 (Tuesday) from 8:00AM to 12:00PM, on Day 3 (Wednesday), and on Day 4 (Thursday) from 8:00 AM to 10:00 AM. 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 AV requirements will be discussed below. The breakout rooms are required for Day 1 (Monday) Pre-Conference from 8:00 AM –5:00 PM for 6 breakout rooms to accommodate up to 50 registrants. On Day 2 (Tuesday) from 1:30 PM to 5:00 PM, on Day 3 (Wednesday), and on Day 4 (Thursday) from 10:30 AM – 5:00 PM the following breakout rooms are required: two (2) rooms to accommodate up to 300 registrants; two (2) rooms to accommodate up to 100 registrants, and five (5) rooms to accommodate up to 200 registrants, and one (1) room to accommodate 75 people. 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 for up to 20 exhibitors is required for Monday-Thursday. Ten (10) Exhibitor spaces shall be equipped with two (2) 6’ tables, two chairs and ten (10) Exhibitor spaces shall be equipped with one (1) 6’ table, two 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: The Pre-Function room will be used to assemble up to ten pallets of conference materials and supplies. This room needs to be available from 8 am on the Saturday before the start of the conference through Friday at 5 p.m. 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, AV equipment, and conference materials during the same time. Only EEOC staff should have access to the secured office. The pre-function and office areas shall be adjoining and shall have at least eight (8) tables, twenty (20) chairs, waste baskets, water pitchers, and drinking glasses. Venue Requirements: The venue must include ADA accessible rooms, ADA accommodations, as well as provide the following room set up and requirements. Plenary Session – (minimum capacity: 600 but up to 1,000 registrants A plenary room that can accommodate 1,000 registrants and 100 presenters/staff in classroom style seating or can accommodate up to 1000 registrants and 100 presenters/staff using round tables of 10, 2 to 4 comfortable chairs for the EEOC’s Chair and Keynote Speakers (large/high back chairs) is required on Day 2 (Tuesday) from 8:00 AM to 12:00 PM, Day 3 (Wednesday) from 8:00 AM to 10:00 AM, and on Day 4 (Thursday) from 8:00 AM to 10:00 APM. 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%. Please also see the Internet, and audio and video sections for additional specific requirements. Luncheon (minimum capacity: 600 registrants) – in a separate ballroom or event space that can accommodate a speaker. Exhibit floor rooms are not acceptable, unless approved. The space will be set up in banquet rounds of ten (10) with an appropriately sized riser to hold a podium with podium microphone and is required on Day 2 through Day 4 (Tuesday –Thursday) from 12:00 PM to 1:00 PM. Please also see the Internet and audio video sections for additional specific requirements. The Plenary session and luncheon ballroom functions cannot be held in the same room. Breakout rooms required : For Day 1 (Monday) Pre-Conference from 8:00 AM – 5:00PM 6 breakout rooms to accommodate up to 50 registrants. Two (2) rooms to accommodate up to 300 registrants; two (2) rooms to accommodate up to 100 registrants, five (5) rooms to accommodate up to 200 registrants, and one (1) room to accommodate 75 people are required on Day 2 (Tuesday) from 1:30 PM to 5:00 PM, on Day 3 (Wednesday) from 10:30 AM - 5:00 PM, and on Day 4 (Thursday) from 10:30 AM – 512:00 PM. The Plenary session room can also serve as the breakout session rooms if the space is configured with air walls and the necessary A/V equipment is functional to accommodate the full agenda. Please also see the Internet and audio and video sections for additional specific requirements. Information Tables (Exhibitors) in a foyer area near the Plenary sessions, registration area or lunch ballroom that can possibly accommodate the AM/PM break services and 10-30 exhibits. Individual Exhibit Space – see description of exhibitor space above. Registration and Office Areas The contractor needs to provide two (2) registration areas. One registration area must be available from Sunday afternoon 3:00 PM – 7:00 PM to accommodate Pre-Conference Registration and from Monday 7:30 AM – Thursday 6:00 PM to accommodate registrants, and the other registration area is needed from Tuesday – Thursday 7:30 AM – 6:00 PM 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 4 pallets of course materials, 25 to 30 packages and AV 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 submit with their quotation a price list for proposed food and beverages for the conference as follows: continental breakfast, light lunch, breaks (AM and PM) on multiple days 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 1,000 people with social seating available throughout the area and the duration of the reception will be approximately 1 hour, from 5:30 pm through 6:30 pm. A cash bar will be available for all drinks. Continental Breakfast is served for 1 hour from 7:00 AM – 8:00 AM Tuesday through Thursday. The contractor must provide table rounds to accommodate up to 1000 people on Tuesday, Wednesday, and Thursday. 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 12:00 PM – 1:30 PM. The contractor must provide table rounds for 10 and accommodate 1000 people. The Lunch Room can be used for breakout room meeting space. A light lunch is provided on Tuesday, Wednesday and Thursday. This can be boxed, 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. A 30-minute AM and PM Break is required for a maximum of 1,000 people. The AM break menu shall consist of the following beverages (regular and decaf coffee, and hot and iced tea and pitchers of water). The PM break menu shall consist of the following beverages (sodas and pitchers of water) and a light snack (cookies, pretzels, protein, etc.). The AM and PM Breaks are scheduled for 30 minutes each, Tuesday-Thursday. All interested parties shall provide a pricing list of recommended beverages, snacks, continental breakfast, lunch meals, and evening reception menu when responding to this RFQ. The Institute will pay the contractor for meals, breaks, and reception based on the actual number of meals served. CLIN 0005 – Audio Visual (AV) Requirements AV for plenary sessions: The contractor must submit a detailed price list for the AV equipment. The contractor shall provide the following items to support the plenary session: LCD Projectors, Projection Screens, AV Mixers, AV drops, VCR -1, VGADA and VDA splitter, cables to run two Projectors from one laptop (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 and internet. The contractor must provide internet service in the plenary room. The contractor must setup, breakdown and provide technical support of the AV equipment during the plenary sessions. AV 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 wireless and wired (TBD), flip chart / paper and markers, gender adapters, electronic signage or tripods outside breakout sessions and projection cart with AV connection. The Institute requires internet access in all breakout rooms. The Institute will provide all laptops and projectors. Registration area: The Institute requires an Internet connection which will be used with a hub throughout the conference to include registration, AV connection, and phone for local calls within the conference space. In addition, the Institute requires a multifunction 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-Award Reporting: In the quotation, the quoter must submit a detailed breakdown of all costs to include food and beverage, lodging, meeting space, AV equipment, labor costs, business services and any other miscellaneous charges which are necessary for the success of the conference. Pre-Conference Reporting : The contractor will provide the Institute’s Contracting Officer 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: 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 at or around 5:00 p.m. Signature Authority : All on-site charges must be approved and signed only by the Institute’s COR. Daily Reconciliation: The contractor shall provide a daily reconciliation list to the Institute COR by 9:00 AM the following business day after the charges are incurred. These charges include lodging paid by EEOC, food and beverage, AV 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) forms. 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 AV equipment rental charges and AV 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. Common Registration area: The Institute requires an internet connection near registration to be used with a hub throughout the conference to include registration, completion of conference evaluations, AV connection, and phone for local calls within the conference space. This will be set up to support at least 6 to 8 laptops which will be provided by the Institute. In addition, the Institute requires a multifunction printer to be used through the conference to include registration. Deliverables: 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. List of Deliverables: Account Reconciliation: EEOC requests that the hotel bill be prepared in a logical and chronological sequence and that backup data accompany the bill. The vendor shall complete its accounting of the conference within 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 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. Method of Payment : Pursuant to FAR Clause 52.232-33 entitled, “Payment by Electronic Funds transfer (EFT) – 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 Items 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 45310023Q0007 is due February 27, 2023, 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 Doreen Starkes, Contracting Officer at [email protected] . Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding solicitation number 45310023Q0007 is due February 22, 2023, 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 14, 2023. 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 Disabilities 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 . 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: 1. Name and address of government agency and other non-government client; 2. Name, title, email and telephone number of Contracting officer or other point of contact; 3. Name, title, email and telephone number of client’s program manager, if applicable; 4. Contract number, period of performance, and total dollar value of contract; and 5. 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 ( see attachments ). 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 factors. 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 period of performance is from the date of the award through the execution of the 2023 conference. Applicable Provisions and Clauses: The provisions at 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services. Items 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 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements, Clause 52.204-10 Reporting Executive Compensation and First –Tier Subcontract Awards, Clause 52.204-25 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 52.232-33, Payment by Electronic Funds Transfer – System for Award Management are incorporated by reference, 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