OPM 2008 Federal Executive Board Conference

This is a combined synopsis/solicitation issued as a request for quote (RFQ) in accordance with Federal Acquisition Regulation (FAR) Subpart 12.6 - Streamlined Procedures for Evaluation and Solicitation for Commercial Items and incorporates provisions and clauses in effect through FAR Change Circular 2005-24 effective March 31, 2008. This is unrestricted to both large and small business, and constitutes the only bid document that will be issued. The applicable NAICS Code is 721110 and the small business size standard is $6 million. This RFQ is for a Firm Fixed Price type contract for Hotel Accommodations, Meeting Space, Audio Visual Equipment Rental, Continental breakfast, mid-morning refreshments, lunch and Mid-afternoon refreshments for 75 participants on Wednesday and Thursday, and reception Tuesday evening for 85 participants to host the Federal Executive Board Conference. This IS NOT a solicitation for Event Planning Services. The period of performance for this requirement is July 29-31, 2008 (preferred), or an alternate Tuesday to Thursday timeframe during the month of July. The hotel must be located in the Northwest part of downtown Washington, DC. This location provides access for Office of Personnel Management (OPM) meeting coordinators. We require a plenary session room to hold up to 75 attendees in a classroom style setup -two (2) persons per 6-foot table preferred from Tuesday through Thursday; two (2) breakout rooms to hold 35 people in a conference style setup for Tuesday and Wednesday; registration area adjacent to plenary session room--able to hold two (2) 6-foot table with four (4) chairs for registration with setup of a house phone and nearby electrical outlets and two (2) 6-foot chairs for handouts; space near the plenary session room for morning coffee service and afternoon refreshment service; space for evening (5:00-7:00pm) reception-room must be separate from plenary session room; and space for a speaker ready room preferably located near the plenary session room. In addition, we require approximately 55 rooms per night on Tuesday and Wednesday and 10 rooms per night on Monday and Thursday of the week of the event, specified conference needs are described below, and lodging rates within the stated Federal Government per diem per Federal Travel Regulations or best rate available. OPM's Human Capital Leadership and Merit System Accountability Division will be combining training and presentation of certificates to chairs of the Federal Executive Board. The HCLMSA reserves the right to conduct an on-site inspection of offered facilities. The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm . The hotel facility must be compliant with the requirements of the American with Disabilities Act (Public Law 101-336) 42 U.S.C. 12101 ET. Seq.). Hotel Lodging - 10 sleeping rooms for participants check-in on July 28, 2008 (preferred) with check-out July 31, 2008 (preferred); 55 sleeping rooms for participant check-in on July 29, 2008 (preferred) and check-out on July 31, 2008 (preferred). All rooms must be individual/private-sleeping rooms with private toilet facilities at government per diem rate for Washington, DC. Payments for Hotel Lodging for 10 rooms shall be the sole responsibility of the Human Capital Leadership and Merit System Accountability Division (HCLMSA) at OPM. Payment for all other rooms will be made by the individual participants attending the conference. Other requirements: Provide information (availability/cost) on amenities of hotel i.e., parking, AV equipment, and menus. The following provisions and clauses shall apply to this solicitation: 52.212-1 Instructions to Offerors Commercial Items; 52.212-2 Evaluation Commercial Items. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1. Availability of preferred date(s)/timeframe; 2. Location; 3. Accommodations; 4. Food service capabilities; 5. A/V capabilities; 6. Past Performance; and 7. Price/Availability of per diem rates. The evaluations factors are listed in descending order of importance. T echnical factors and past performance, when combined, are significantly more important, when compared to price. 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address: http://www.arnet.gov/far (FAR); 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representations and Certification along with his/her offer); 52.212-4, Contract Terms and Conditions Commercial Items; and 52.212-5, Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603©(2)(xii) the following provisions under the clause apply (b) (11)-(b)(15), (b)(19)(i), (b)(21), (b) (25) (b) (26) applies if Government Purchase Card is used, (c) (1), (c) (2), and (c) (4); FAR 52.232-18. Availability of Funds. Proposals shall include all information required in 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3. Closing date for receipt of proposals is April 8, 2008 at 2:00 pm EDT . All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals on letterhead, and descriptive literature. Any offer that does not meet the solicitation requirements may be rejected as non-responsive. Technical proposal must include descriptive literature that details sleeping rooms, meeting room space, diagrams and square footage. Submit technical and price proposals separately to Patricia Broome, Contracting Officer, 202-606-2952, 1900 E Street, NW, Room 1342, Washington, DC 20415. The Government will only accept faxed proposals to fax number 202-606-1464, or email proposals to [email protected] .