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2. Morning Break is to be served each day between 10:45 a.m. and 11:15 a.m. EST and shall include, at a minimum, a refresher of coffee service and water.
3. A sit-down, three-course, business plated luncheon is to be served each day between 12:00 p.m (noon) and 1:30 p.m. EST (banquet set-up) (not the room used for General Session). Typical lunch shall consist of salad, boneless chicken with a sauce, rice or pasta, chef's choice of vegetable and starch to maximize color and flavor; dinner rolls and butter, dessert; and appropriate condiments; and be served with regular and decaffeinated coffee, hot and iced tea.
4. Afternoon Break is to be served each day between 2:45 and 3:30 p.m. EST to include assorted soft drinks, bottled water, coffee, herbal teas, cookies and/or brownies, and whole fruit.
Quoter should also submit an all-day food and drink package with a per person rate per day.
All food and beverage services need to be located in areas accessible to individuals with disabilities. The luncheon should be arranged so that all individuals can be seated and served sufficiently. Pricing for food and beverages shall include the price for the item(s), plus the gratuity (service charge), and a statement from the contractor indicating whether the U. S. Government is exempt from state tax, if applicable. The EEOC is a tax exempt Federal Agency; do not include any sales tax in quotations for which the Federal Government is exempt.
Anticipated number of participants for base and option year is 206 each day. The expected maximum number of participants is 250 each day. The Contracting Officer's Representative (COR) will contact the contractor 72 hours prior to the event to provide a preliminary participant count, and will provide an updated count day before the event. The contractor shall provide food and beverage for a minimum of 125 participants each day. The contractor shall invoice the EEOC at the agreed upon rates for meeting room rental, audio visual equipment, and food and beverage service. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. If the quoter requires supplemental agreements, those agreements should be submitted with the quotation. If the quoter requires signature of a supplemental agreement that was not submitted with the quotation, the quotation will be rejected.
CLIN 0004 - Conference Space - Option Year
Specific requirements for each day are:
1. One large room for up to 250 participants, with classroom style seating, available from 7:30 a.m. to 5:00 p.m. EST This room shall include a raised platform, no more than 24" high, which is wheelchair accessible on at least one side by a ramp with a run to rise ratio no greater than 8.3%; two (2) tables with four (4) chairs, situated at the front of the room equipped with podium and microphone on a riser. There shall be sufficient space for two (2) tables and chairs for A/V equipment set-up, as well as one (1) additional skirted table in the back of the room for handouts and additional chairs, if needed.
2. Four (4) registration table(s) with six (6) chairs and two (2) tall round tables shall be positioned outside the large room for seminar registration purposes which will occur between 7:30 a.m. and 9:30 a.m. EST.
3. An additional large room for luncheon up to 250 participants with table rounds (banquet style) of 8 to 10 per table available between 12:00 p.m. (noon) and 1:30 p.m. EST.
All meeting rooms must have a suitable sound system so all participants may hear and ask questions of the speakers. Meeting rooms should be arranged classroom style with chairs and tables for writing and handouts. All chairs and tables shall be in acceptable condition (the furniture is not broken, soiled, rusted or damaged in any way that would injure the individual or damage clothing). Aisle space, including the space between tables and desk, need to be accessible for persons in a wheelchair. Walls should be constructed in such a manner that they confine inside sound and reduce or prevent the transmission of extraneous sound. All rooms (including luncheon area) should be equipped with a working sound system which may be controlled by the speaker and which projects equally to all areas of the room. Rooms should have free WiFi and be configured to allow every participant a clear view of the speaker and all visual aids. Each participant should have a clear view of at least one of the projection screens in use. Rooms should be well lit to accommodate extensive reading and writing and all lighting should be uniform and should not produce a glare. Heating and air conditioning should provide a comfortable level of air quality and room temperature when rooms are at the maximum capacity.
Access to training rooms to be provided by 4:00 p.m. EST on the day before the seminar start date to set-up the room, including audio-visual equipment, bring in materials, and test A/V.
CLIN 0005 - Rental of Audio Visual Equipment - Option Year - Specific requirements for each day:
1. Large General Session room:
a. Podium with wireless microphone (1)
b. Cordless hand-held microphone (4)
c. Lavaliere microphone (2)
d. LCD Projector (2)
e. Mixer sufficient to amplify, simultaneously, both multiple speakers and the audio track of a DVD or sound recording
f. 10' x10' Projection Screen (2)
g. AV package (movable cart with electrical connections and cords to accommodate EEOC's LCD projector and laptop computer)
h. Technical assistance in setting up all equipment, including splitters in order to assure that all registrants can hear and see all presentations.
2. For the Luncheon room, only one of the two days:
a. Podium with wired microphone may be needed, if there's a luncheon speaker.
The contractor must submit a detailed pricelist for the audio-visual equipment and technical support, including high speed wireless (Wi-Fi) Internet access, and electrical connections. Also, include the price for the items, inclusive of an hourly rate and the number of labor hours with breaks included in a day rate for audio visual support services (if needed), plus the gratuity/service charge.
CLIN 0006 - Food & Beverage - Option Year - Specific requirements for each day are:
1. Continental Breakfast to be served each day between 7:30 and 9:00 a.m. EST and to include a selection of croissants, Danish pastries, muffins, bagels, and breads; assorted sliced fruit, butter, jelly, cream cheese, and fruit juices, freshly brewed coffee, decaffeinated coffee, tea, and bottled water.
2. Morning Break is to be served each day between 10:45 a.m. and 11:15 a.m. EST and shall include, a refresher of coffee service and water.
3. A sit-down, three-course, business plated luncheon is to be served each day between 12:00 p.m (noon) and 1:30 p.m. EST (banquet set-up) (not the room used for General Session). Typical lunch shall consist of salad, boneless chicken with a sauce, rice or pasta, chef's choice of vegetable and starch to maximize color and flavor; dinner rolls and butter, dessert; and appropriate condiments; and be served with regular and decaffeinated coffee, hot and iced tea.
4. Afternoon Break is to be served each day between 2:45 p.m. and 3:30 p.m. EST to include assorted soft drinks, bottled water, coffee, herbal teas, cookies and/or brownies, and whole fruit.
Quoter should also submit an all-day food and drink package with a per person rate per day.
All food and beverage services need to be located in areas accessible to individuals with disabilities. The luncheon should be arranged so that all individuals can be seated and served sufficiently. Pricing for food and beverages shall include the price for the item(s), plus the gratuity (service charge), and a statement from the contractor indicating whether the U. S. Government is exempt from state tax, if applicable. . The EEOC is a tax exempt Federal Agency; do not include any sales tax in quotations for which the Federal Government is exempt.
Anticipated number of participants is 206 each day. The expected maximum number of participants is 250 each day. The Contracting Officer's Representative (COR) will contact the contractor 72 hours prior to the event to provide a preliminary participant count, and will provide an updated count one day before the event. The contractor shall provide food and beverage for a minimum of 125 participants each day. The contractor shall invoice the EEOC at the agreed upon rates for meeting room rental, audio visual equipment, and food and beverage service. Charges for food and beverage service shall be reflected on the invoice as the cost incurred per person. If the quoter requires supplemental agreements, those agreements should be submitted with the quotation. If the quoter requires signature of a supplemental agreement that was not submitted with the quotation, the quotation will be rejected.
LODGING REQUIREMENTS: Costs associated with lodging will not be paid under this contract. Participants and presenters shall be directly responsible for payment of individual sleeping rooms and all incidental charges upon check-out. EEOC requires that the contractor shall provide lodging accommodations in both the base period and option period to include a block of twenty-five (25) rooms per night for participants, presenters, and/or EEOC staff. The contractor shall provide the sleeping rooms for EEOC staff and presenters at or below the federal government's domestic per diem rate which is available on-line at http://www.gsa.gov. The contractor shall provide information regarding the sleeping room rates with their quotation for those participants who wish to reserve sleeping rooms. The contractor must provide accommodations for up to 3 nights beginning the night before the event and ending with checkout on the morning after the event. Sleeping rooms shall be accessible and located within the same building, hotel complex or conference facility as the training/meeting rooms. Sleeping rooms must be equipped with private bath, bed, dresser, table, chair, closet space and heating and air conditioning and receive daily maid and linen service. Rooms are to have secure locks and/or chains. The quantity of rooms specified above is an estimate only, and not representative to the contractor that this estimated quantity will be ordered. The government makes no commitment to this estimated quantity. State and local tax will not be charged attendees with government identification consistent with local and state laws.
NOTICE: If government tax exemption is not recognized in the state hosting the seminar for lodging, the quoter shall state so with their quote submission when responding to the RFQ. After award, the government will not recognize taxes for lodging if the certification is absent of the quote submission.
CONTRACT ADMINISTRATION: The Contracting Officer's Representative (COR) under the resulting contract shall be designated at the time of the contract award.
INVOICING: The contractor shall invoice the EEOC at the agreed upon rates for conference space, rental of audio visual equipment and technical support and food and beverage 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 seminar to the COR and he/she shall be provided at least five (5) business days to review the invoice charges and services provided for acceptance.
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.
SOLICITATION INSTRUCTIONS/SUBMISSION OF QUOTATION: Quotations shall include information that clearly addresses the requirements of CLIN 001through CLIN 006 including (maps of conference rooms, facility pictures, space dimensions, seating capacity charts) and menu lists and information on the accessibility of the venue's facilities. In addition, a Pricing Proposal utilizing the Attachment No. 1, Response Form shall be included. Your quotation, in response to RFQ EEC45017Q0011 is due on or before January 31, 2017 at 10:00 a.m. ET. A quotation submitted via email addressed to [email protected] will be accepted. The mailing address is as follows:
U.S. Equal Employment Opportunity Commission
131 M Street. N.E., 4th Floor
Washington D.C. 20507
ATTN: Anthony Price
A format for submission of quotations is included as an Attachment No. 1, (Quotation -- Response to Solicitation No. EEC45017Q0011 - Facility to Host the Atlanta Two-Day Technical Assistance Program Seminar.
QUESTIONS: Questions regarding this request for quotation should be submitted to Anthony Price [Contracting Officer] via e-mail at [email protected]. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ EEC45017Q0011 is January 25, 2017 at 10:00 a.m. ET. 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 February 14, 2017.
BASIS OF 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 evaluation criteria described below. 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.
The EEOC is a tax exempt Federal agency; please do not include any sales tax in quotations for which the Federal Government is exempt.
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
a. Contract Requirements
Quotations will be evaluated on the quoter's ability to provide all the contract requirements regarding meeting space, food and beverage, audio-visual equipment and technical support and lodging. Quotations must address the quoter's ability to meet ADA requirements for accessibility as it relates to meeting space, lodging and parking. Quotations should reflect the quality of the customer services provided, the layout design and quality of the facilities as reflected by the physical layout and atmosphere of meeting space, amenities such as free Wi-Fi in the conference space, and upkeep of the facilities.
b. Availability of Dates - Base Year 2017
Quotations will be evaluated on the ability of the quoter to provide the required services on the dates requested. Additional consideration will be given to quoters who can provide the required services on the preferred (1st choice) dates in 2017.
c. Availability of Dates - Option Year 2018
Quotations will be evaluated on the ability of the quoter to provide the required services on the dates requested. Additional consideration will be given to quoters who can provide the required services on the preferred (1st choice) dates in 2018.
d. Location
Quotations will be evaluated on the ability of the quoter to provide a facility located within 20 miles of the Equal Employment Opportunity Commission, Atlanta District Office located at 100 Alabama Street, SW, Suite 4R30, Atlanta, Georgia 30303 with adequate low-cost or free parking for participants and presenters.
Factor II - Past Performance
The quoter must provide references for a minimum of three (3) government or non-government contracts which provided the same or similar services; contracts must have been awarded within the past three (3) years. One of the references must be a federal government agency. 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.
EEOC will evaluate past performance in terms of customer service on similar requirements, feedback from references on meeting room design/layout and quality/upkeep of facilities and décor, and the availability of amenities and staff to support the conference. A quoter without a record of relevant past performance or for whom information on past performance is not available; the quoter may not be evaluated favorably or unfavorably on past performance.
Factor III - Price
The price quotation will be evaluated against the independent Government Price Estimate. Each quoter shall complete the Quotation Response Form Attachment No. 1 which includes the quoter's pricing quotation. 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; pricing of recommended menu options for breakfast, lunch, snacks and beverages; sleeping room rates; and all cost options for transportation and facility parking rates.
EVALUATION OF OPTIONS: Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the government will evaluate quotations for award purposes by adding the total price for the option years (CLIN 0004 through CLIN 0006) to the total price for the basic requirement (CLIN 0001 - 0003). Evaluation of the options will not obligate the government to exercise the options.
Site Visits: The EEOC reserves the right to conduct a site visit prior to award 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.
Notice: The Government reserves the right to make a contract award without discussion with quoters (except clarifications as described in FAR 15.306(a)). Therefore, the vendor'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.
APPLICABLE PROVISIONS AND CLAUSES: The following Federal Acquisition Regulation (FAR) provisions and/or clauses apply to this acquisition: FAR Provisions: FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-3 Offeror Representations and Certifications Commercial Items; and, 52.204-7, System for Award Management. The quoter shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial items with their quote. FAR Clauses: FAR 52.212-4 Contract Terms and Conditions- Commercial Items, FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items are incorporated by reference: 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards; 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment; 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations; 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 expiration date of the contract; provided the 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 twenty-four (24) months; 52.222-3, Convict Labor; 52.222-19, Child Labor-Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52,222-36, Equal Opportunity for Workers with Disabilities; 52.222-50, Combating Trafficking in Persons; 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Serivces-Requirements; 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving; 52.225-1, Buy American Act-Supplies; 52.225-13, Restrictions on Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer-System For Award Management are incorporated by reference; 52.233-3, Protest After Award; 52.239-1, Privacy or Security Safeguards; and, 52.233-4, Applicable Law for Breach of Contract Claim; are incorporated by reference. To obtain the above provision and clauses in full text, please visit https://www.acquisition.gov. Method of payment: Electronic Funds Transfer (EFT).