NAICS Code: 721110 NAICS: 721110 SUBPART: SUPPLIES, EQUIPMENT AND MATERIAL CLASS CODE: R?-PROFESSIONAL, ADMINISTRATIVE AND MANAGEMENT SUPPORT SERVICES OFFADD: U. S. Environmental Protection Agency, Contracts Management Division (MC-105E-02), Attention: OARSC, Research Triangle Park, NC 27711 SUBJECT: R?-HOTEL/CONFERENCE FACILITY SERVICES FOR EPA CONFERENCE SOL: RFQ-RT-02-00385 DUE : August 15, 2002 POC: Beverly Barbour, Contract Specialist (919) 541-4095 DESC: THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS/SERVICES PREPARED IN ACCORDANCE WITH THE FORMAT IN SUBPART 12.6, AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION. PROPOSALS ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. The solicitation number is RFQ-RT-02-00385 and the solicitation is being issued as a Request for Quote. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 01-06. the North American Industry Classification System (NAICS) code is 721110 with a size standard of $6 million. The government intends to award a firm fixed price purchase order/contract from this solicitation. The Environmental Protection Agency anticipates that the contract will be as a result of full and open competition. This acquisition is for hotel/conference facilities and services defined below. The US Environmental Protection Agency has a requirement for training conference services and facilities to support a training event in San Diego, California in the Spring of 2003. The resulting contract shall provide a cost-efficient location to conduct a training conference for 4 days. The requirements for the facilities shall include the following items: TIME PERIOD: Requested period of performance will be 4 days during the months of March 2003 through May 2003. Contractor is required to designate all time period facilities will be available. (1). MEETING SPACES - Day 1 - 3 breakout rooms set-up/classroom style for 100 people. Day 2- 3 breakout rooms set-up/theater style and 1 Ballroom for 400 people set up /theater style. The ballroom will be used for the general session and will be set up for exhibits and poster session. Day 3 - 3 Breakout rooms for 150 people set-up /theater style and 1 Ballroom for Poster Session and Exhibits. Day 4 - 3 breakout rooms for 150 people set-up/theater style. (2) ROOM RESERVATIONS: It is requested that a block of rooms be reserved for attendees; 150 rooms the day preceding the conference and 200 rooms (including handicapped access rooms) for 1st, 2nd and 3rd day of the conference (to be held until 30 days prior to the conference). Attendees will be responsible for the confirmation of rooms and payment of room and applicable taxes. 15 rooms will be billed and paid separately under awarded purchase order. All rooms will be reserved at the prevailing government per diem rate for the San Diego area for the duration of the conference. These accommodations will be tax exempt. Pricing should consider 85% or more occupancy of the total facility rooms. (3) ADDITIONAL EQUIPMENT: Ten (10) 4x6 bulletin boards/cork boards on stands for 2nd and 3rd day; Eight (8) easels for three days. (4) AUDIO VISUAL EQUIPMENT: LCD Projector, Tripod Screen appropriate for room size, Wireless Microphone, Overhead Projector, Laser Pointer. (Audio Visual Equipment is required for each of the 3 breakout rooms for 4 days and for the general session room for 1 day); (5) BREAK SERVICE, for Federal employees only, to consist of the following: continental breakfast for 200 people for 2nd, 3rd and 4th days; coffee and tea at mid-morning for 200 persons for 2 days (2nd and 3rd); afternoon break of coffee, tea, soft drinks and cookies for 200 persons for 2 days (2nd and 3rd); light hot/cold hors d'oeuvres for working dinner for 200 persons on 2nd night (food only do not include costof beverages);(6) ADDITION SET UP: Registration/Information Area with telephone service for (in-house and incoming calls only)One extended table set up in a easily accessible area for the full conference period. (7)Hotel should have a service available for the receipt, acceptance, storage of conference materials prior to conference, and shipment of return materials via FedEx (using EPAs account). The following FAR provisions (which can be downloaded at the following site: http://www.epa.gov/oamrtpnc/spclaus/index.htm) apply to this solicitation: 52.212-1, Instructions to Offerors?Commercial Items, and 52.212-2, Evaluation-?Commercial Items. Offeror shall include with their offer a completed copy of provision 52.212-3, Offeror Representations and Certification--Commercial Items. The following FAR clause applies to this acquisition: 52.212-4, Contract Terms and Conditions-Commercial Items. The following additional FAR clauses which are cited in clause 52.212-5 are applicable to the acquisition: 52.222-21,Prohibition of Segregated Facilities; 52.222-22, Previous Contracts and Compliance Reports; 52.222-26, Equal Opportunity; 52.222-35, Affirmative Action for Special Disabled and Vietnam Era and Other Eligible Veterans ; 52.222.36, Affirmative Action for Handicapped Workers; 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era and Other Eligible Veterans; 52.232-34, Payment by Electronic Funds Transfer-Other than Central Contractor Registration. All technical questions are to be forwarded via email to the Contract Specialist at the following email address:
[email protected] should review any other information posted with this Request for Quotation on EPA's website at the following address: http//www.epa.gov/oam/rtp_cmd. Offerors should frequently go to the website and click on this RFQ to check the status of this procurement and to ascertain if any amendments issued. It is the Offeror's responsibility to frequently check the web site for status and amendments.