99--Hotel and Conference Services

NAICS Code: 721110 This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type Purchase Order for Hotel Accommodations, Conference Space and Hotel Services, located within the following zip codes of Baltimore County, Maryland: 21030, 21031, 21065, 21093, 21094, 21204,21252, 21284, 21285 or 21286. The Request for Quote is in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written request for quote will not be issued. This is NOT a solicitation for Event Planning Services or 3rd Party Event Planning Services. The EPA will NOT consider a proposal submitted by an offeror that is not a hotel. This is NOT a solicitation for Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. The Request for Quote number is RFQ-PA-09-00012. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-32. NAICS Code 721110 and the small business size standard is $7.0 million. This solicitation is unrestricted and constitutes the only document that will be issued. LINE ITEMS: 0001: Hotel Lodging: * 362 sleeping room nights to accommodate 181 participants for two (2) nights. Rooms shall be individual/private sleeping rooms with bathroom facilities. 0002: Meeting Space: * Meeting room able to accommodate 181 individuals. One room with a capacity of up to 100 individuals (classroom style), and one room with a capacity of up to 80 individuals (classroom style). The meeting space shall be such that all meetings are to be held without the need to relocate during the workshop. 0003: Meals/Breaks w/light refreshments as follows:* 6:00 pm dinner on the first day of meeting, 7:00 am hot breakfast, 12:00 pm lunch and 6:00 pm dinner on the second day of meeting, and 7:00 am hot breakfast on the third and final day of meeting. The following light refreshment breaks shall be provided, as follows: one mid-afternoon (3:00 pm) snack on the first day of meeting, one mid-morning (10:00 am) and one mid-afternoon (3:00 pm) snack on the second day of meeting, and one mid-morning snack (10:00 am) on the third and final day of meeting. The set up for the breaks shall be such that a group of 100 may break at differing times from a group of 80. 0004: Audio-visual Support: * Two Lavaliere microphones (one for each meeting room) and a projection screen for each meeting room.STATEMENT OF WORKThe Land & Chemicals Division, Office of Land Enforcement, of EPA Region III will host the 2009 RCRA Inspectors Workshop scheduled for November 2009. This two-day workshop focuses on training, teambuilding and networking. The attendees are trained by EPA and state technical and regulatory experts on the federal regulations governing hazardous waste and underground storage tanks in order to meet inspector requirements of RCRA Subtitles C and I. In addition, EPA Region III promotes teambuilding and networking during the workshop, which promotes a good working relationship between EPA and the States. A total of 362 single occupancy, non-smoking, government rate rooms will be provided as follows: 181 rooms on the first day of the meeting and 181 rooms on the second day of the meeting. Lodging rates shall be within the Government Per Diem rate or lower for the selected area. A response to requirements listed below shall be submitted on hotel letterhead and shall address all requirements listed in a separate technical proposal. A hotel contract shall be submitted with your proposal (NOTE: be advised that the Government's terms and conditions, per the referenced clauses, will take precedence over the vendor's terms and conditions) along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to/from airport, AV equipment, and menus. To be eligible for award under this RFQ, the offeror must propose a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et.seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm; and must be registered on the Central Contractor Registration website (www.ccr.gov). Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). The hotel facility shall accommodate an estimated 181 attendees with the following needs: The first day of the workshop, participants will arrive at the facility for hotel check-in and the start of the workshop at 1:00 p.m. The second day of the workshop will start at 8:00 a.m. and end at 5:00 p.m. The workshop shall end at 12:00 p.m. on the third and final day. The contractor shall provide the following for the meeting on a per person, per night charge: - 362 single occupancy, non-smoking, government rate rooms shall be provided as follows:181 rooms on the first day of meeting, and181 rooms on the second day of meeting, and - The following buffet-style meals shall be provided, as follows:6:00 pm dinner on the first day of meeting,7:00 am hot breakfast, 12:00 pm lunch and 6:00 pm dinner on the second day of meeting, and 7:00 am hot breakfast on the third and final day of meeting. - The following light refreshment breaks shall be provided, as follows: one mid-afternoon (3:00 pm) snack on the first day of meeting, one mid-morning (10:00 am) and one mid-afternoon (3:00 pm) snack on the second day of meeting, and one mid-morning snack (10:00 am) on the third and final day of meeting. The set up for the breaks should be such that a group of 100 could break at differing times from a group of 80. - Meeting space for two daily, simultaneous functions to be provided on each day of meeting, as follows: One room with a capacity of up to 100 individuals (classroom style) and one room with a capacity of up to 80 individuals (classroom style). The meeting space shall be such that all meetings are to be held without the need to relocate during the workshop. - All meeting room rentals, conference fees, wireless internet, usage fee, resort fees, tax, tips shall be included. - Two Lavaliere microphones (one for each meeting room) and a projection screen for each meeting room. The contractor's location shall provide amenities that promote teambuilding exercises in an environmental setting. The exercises shall include, but not be limited to, swimming pool and a fitness center. The proposed Period of Performance for this requirement is: November 4 thru 6, 2009 OR November 17 thru 19, 2009. Place of Performance shall be located within the following zip codes of Baltimore County, Maryland: 21030, 21031, 21065, 21093, 21094, 21204, 21252, 21284, 21285, or 21286. The provision at 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition. The provision at 52.212-2, Evaluation - Commercial Items, applies to this acquisition. Evaluation criteria is as follows:Evaluation Commercial Items (the first two factors listed below are of equal importance): Item 1. Technical Capability of the services offered to meet the Government's requirement. Item 2. Past Performance: Contractor shall provide a list of three (3) sources/references, preferably Government customers, for completed work in the last five (5) years which are similar in scope, magnitude, relevance and complexity to this requirement. Contractor shall provide a point of contact, telephone number, Order Number, brief scope of work, total dollar value, and period of performance. The EPA may also contact other sources not listed, as well as contact internal EPA sources that may have contracted with the vendor in the past Item 3. Price. Award will be made to the offeror who represents the best overall value to the Government. The past performance and technical capability are of equal importance. Both factors combined are more important than price in awarding a Purchase Order resulting from this RFQ. Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors above. Evaluation may be made with or without discussions with the offeror(s). The EPA reserves the right to conduct an on-site inspection of the offeror's proposed facilities. All responsible sources IAW FAR Part 9.1, that meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals, hotel contract and descriptive literature. FAR 52.212-3 Offeror Representations and Certification-Commercial Items. (Offerors MUST include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with their proposal). Vendors are encouraged to complete and reference the following commercial clauses at the ORCA web site: https://orca.bpn.gov/ FAR 52.212-4 Contract Terms and Conditions Commercial Items applies to this acquisition. FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c) (2)(xii) the following provisions under the clause apply (b)(15) thru (22), Service of Protest (Sep 2006). ****Proposals shall include all information required in FAR 52.212-1, Schedule of Prices Offered, Technical Proposal and Past Performance Information, completed copy of provision 1552.223.71 and a completed copy of provision FAR 52-212-3. Full text of each clause may be found at http://www.arnet.gov/far Offerors MUST include a completed copy of 1552.223-71 EPA Green Meetings and Conferences: 1552.223-71 EPA Green Meetings and Conferences (MAY 2007) (a) The mission of the EPA is to protect human health and the environment. We expect that all Agency meetings and conferences will be staged using as many environmentally preferable measures as possible. Environmentally preferable means products or services that have a lesser or reduced effect on the environment when compared with competing products or services that serve the same purpose. (b) As a potential meeting or conference provider for EPA, we require information about environmentally preferable features and practices your facility will have in place for the EPA event described in the solicitation. (c) The following list is provided to assist you in identifying environmentally preferable measures and practices used by your facility. More information about EPA=s Green Meetings initiative may be found on the Internet at http://www.epa.gov/oppt/greenmeetings/. Information about EPA voluntary partnerships may be found at http://www.epa.gov/partners/index.htm. (1) Do you have a recycling program? If so, please describe. (2) Do you have a linen/towel reuse option that is communicated to guests? (3) Do guests have easy access to public transportation or shuttle services at your facility? (4) Are lights and air conditioning turned off when rooms are not in use? If so, how do you ensure this? (5) Do you provide bulk dispensers or reusable containers for beverages, food and condiments? (6) Do you provide reusable serving utensils, napkins and tablecloths when food and beverages are served? (7) Do you have an energy efficiency program? Please describe. (8) Do you have a water conservation program? Please describe.(9) Does your facility provide guests with paperless check-in & check-out? (10) Does your facility use recycled or recyclable products? Please describe.(11) Do you source food from local growers or take into account the growing practices of farmers that provide the food? Please describe. (12) Do you use biobased or biodegradable products, including biobased cafeteriaware? Please describe. (13) Do you provide training to your employees on these green initiatives? Please describe. (14) What other environmental initiatives have you undertaken, including any environment-related certifications you possess, EPA voluntary partnerships in which you participate, support of a green suppliers network, or other initiatives? Include AGreen Meeting@ information in your quotation so that we may consider environmental preferability in selection of our meeting venue. End of Clause Closing date for receipt of quotes is Thursday, May 14, 2009 at 4:00PM EST. Interested sources shall submit all price, descriptive literature, technical proposals, and Hotel Contract to John M. Robb, Contracting Officer, US EPA, Region III, 3PM10, Philadelphia, PA 19103. Phone 215-814-5468. All technical questions must be submitted in writing to [email protected]. Contractor shall submit two (2) each copies of the technical portion of their quote, and one (1) each copy of the price quote. The technical portion and the price quote shall be separate. Faxed or emailed quotes will not be accepted.