NAICS Code: 721110 This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space and Hotel Services, located within a thirty-five (35) mile radius of Cumberland, Maryland. Request for Quote RFQ-PA-09-00006 is in accordancewith FAR Subpart 12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items. 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. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-29. amd 1. NAICS Code 721110 and the small business size standard is $7.0 million. This solicitation is unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is: March 1 through April 3, 2009. A total of 222 single occupancy, non-smoking, government rate rooms will be provided as follows: 22 rooms shall be provided on 03/31/2009; 100 rooms on 04/01/2009; and 100 rooms on 04/02/2009 shall be provided. 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, 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 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 100 attendees with the following needs: The Land and Chemicals Division of EPA Region III has an annual corrective action meeting for both EPA and State corrective action staff. This meeting focuses on training and teambuilding. The staff is trained by experts on tools and technologies that exist in order to meet the corrective action requirements of RCRA. Industry, consultants, vendors, as well as EPA and State staff give the presentations at this 3-day meeting. In addition, EPA Region III promotes teambuilding during the 3-day event. The teambuilding promotes a good working relationship between EPA and the States during the year. 1. Scope of Work The meeting shall start at 8:00 am on April 1, 2009 and shall end at 1:00 pm on April 3, 2009. The meeting location shall be within 35 miles of Cumberland, Maryland which is central to EPA Region III. Thereby, all participants are able to travel by automobile no more than four hours to this location. The contractor's location shall facilitate teambuilding exercises in an environmental setting. The exercises shall include, but are not limited to, nature walks, biking, boating, fishing, swimming, and jogging/running. In addition the contractor's location shall provide a setting for vendors to set up technical equipment such as drill rigs, trucks containing sampling equipment, actual and outdoor sampling. Schedule of Supplies/Services: 0001: Hotel Lodging: - 222 sleeping rooms nights to accommodate 100 participants. Check in on March 31, 2009 for 22 rooms; 4/1/09 for 100 rooms; 4/2/09 for 100 rooms; all parties checking out on Thursday, April 3, 2009. Rooms must be individual/private sleeping rooms with bathroom facilities. 0002: Meeting Space: - Meeting room able to accommodate 120 individuals. On 04/01/2009 and 04/03/2009 one (1) large room is required. On 04/02/2009 two (2) rooms, with each accommodating sixty (60) individuals. - Meeting room able to accommodate 80 people, for a poster session on 04/02/2009 0003: Meals/Breaks w/light refreshments:" The following buffet style meals will be provided: Breakfast for twenty (20) and lunch and dinner for one hundred (100) on 04/01/2009; breakfast, lunch and dinner for one hundred (100) on 04/02/2009 and; breakfast and lunch for one hundred (100) on 04/03/2009." The following breaks, which are encouraged to promote conversation and teambuilding, shall be provided: one afternoon break on 04/01/2009, one morning and one afternoon break on 04/02/2009, and one morning break on 04/03/2009. 0004: Audio-visual Support: " One tripod screen on 04/01/2009 and 04/03/2009; two screens on 04/02/2009" One LCD video projector on 04/01/2009 and 04/03/2009; two video projectors on 04/02/2009" One laptop computer on 04/01/2009 and 04/03/2009: two laptop computers on 04/02/2009" One wireless handheld microphone on 04/01/2009 and 04/03/2009" One wireless LAV microphone on 04/01/2009 and 04/03/2009: two wireless LAV microphones on 04/02/2009" One hardback flipchart easel with pad on 04/01/2009 and 04/03/2009: two hardback flipchart easels with pads on 04/02/2009" One set of flipchart markers on 04/01/2009 and 04/03/2009: two sets of flipchart markers on 04/02/2009 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. 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. Any offer that does not meet the RFQ requirements shall be rejected. The following provisions and clauses shall apply to this RFQ: FAR 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the 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(es): http://www.arnet.gov/far (FAR); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2 Evaluation Commercial Items (factors listed in descending order of 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 for completed work in the last five (5) years which are similar in scope, magnitude, relevance and complexity to this requirement. Please provide a POC, 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. Vendor may complete and reference the following commercial clauses at the ORCA web site: https://orca.bpn.gov/ 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 his/her proposal); FAR 52.212-4 Contract Terms and Conditions Commercial Items; 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, and a completed copy of provision FAR 52-212-3. 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 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, Fax 215-814-5211, or email
[email protected]. Faxed quotes will be accepted. Closing date for receipt of proposals is Tuesday, February 10, 2009 at 4:00PM EST.