2011 Software Developers Conference

This is a combined synopsis/solicitation of commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation package will not be issued. Solicitation number TIRNO-11-Q-ETA03 is issued as a Request for Quotation (RFQ) with the evaluation and award prescribed in FAR Part 13 Simplified Acquisition Procedures. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-50. This procurement is unrestricted. The associated North American Industry Classification System (NAICS) code is 721110 and the small business size standard is $7.0 million. This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. The Internal Revenue Service (IRS) will not consider proposal submitted by an offeror that is not a hotel. Proposals shall be submitted on letterhead and must address all requirements listed, 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, and menus. The Internal Revenue Service (IRS), Office of Electronic Tax Administration and Refundable Credits (ETARC), will be hosting the IRS Software Developers Conference. The conference will be held in the Washington, DC Metropolitan area June 7 - 9, 2011. The expected attendance is approximately 150 - 250 attendees. The award will be made to one offeror who fully meets the requirements for providing up to 120 sleeping rooms per night for two (2) nights (reserved and guaranteed at prevailing government rate; individually paid by IRS employees/guests with arrival June 7, 2011 and departure on June 9, 2011) and conference facilities to include general meeting room, breakout rooms, office space, audiovisual equipment and light refreshments as specified below for the Internal Revenue Service (IRS), 2011 Software Developers Conference. The conference will be in held in the Washington, DC Metropolitan area. The period of performance will be June 7-9, 2011. Government rates will be extended up to three days prior and/or following the conference. Hotel shall provide a quotation for the following contract line item number (CLIN): CLIN 0001: One (1) general meeting room with standard table and chairs to accommodate up to 250 participants (schoolroom style) for two days; CLIN 0002: Three (3) breakout rooms with standard table and chairs to accommodate up to 30 participants each (schoolroom style) for two days. Breakout rooms may be separate rooms or manufactured within the main conference space through the use of moveable walls; CLIN 0003: Mid-morning and mid afternoon refreshment break (inclusive of service charge) for up to 250 participants for two days; mid-morning refreshments break includes but not limited to: coffee, tea, juices, assorted muffins, and bagels. Mid-afternoon refreshment break includes but not limited to: coffee, tea, assorted sodas, cookies, brownies, pretzels, and popcorn. Please provide menus and prices. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue.; CLIN 0004: State-of-the-art audiovisual equipment (inclusive of service charge) for the main meeting room and breakout rooms: (4) 9 x 8 Screen w/Dress Kit; (4) LCD Data Projector; (3) Laptop Computer; (4) Podium Microphones; (4) Wireless Lavalier Microphones; (3) Wireless Handheld Microphones; (2) 4 Channel Mixer; (1) 12 Channel Mixer; and (40) Extension Cord Power Strips. The AV equipment shall be available during conference hours; CLIN 0005: Within 15 days of contract award, the contractor shall conduct an orientation briefing with IRS representatives at the site of the conference. The purpose of this meeting is to initiate the communication process between the Government and contractor key task participants. Both parties shall mutually agree upon the date and time; CLIN 0006: The Contractor shall provide registration desk facilities. The Contractor shall provide six (6) 8 foot tables and the tables shall be skirted, and CLIN 0007: The Contractor shall provide one (1) coordinators work space/speakers preparation room to accommodate up to 10 people. The meeting room must be available for use twenty-four (24) hours per day. The conference facility and lodging must be housed in the same facility. In addition, the facility must be within walking distance or provide shuttle service to/from a Washington, DC metro station and restaurants. Quotations must also include cost of parking if applicable. MANDATORY REQUIREMENTS: To be eligible for award, the hotel must meet the following mandatory requirements: (1) Hotel must be compliant with Hotel/Motel Fire Safety Act of 1990, 15 U.S.C. 2201 et Seq (Public Law 101-391) and must hold a FEMA Certification Number and must hold a FEMA Certification Number (See FEMA http://www.usfa.fema/gov/hotel); (2) the facility must be compliant with the American with Disability Act, 42 U.S.C. Section 12101 et.se (ADA); (3) the facility must have one of the following quality ratings: First class or higher per OAG Business Travel Planner; or Three diamonds or higher per AAA; and (4) contractor must be registered in Central Contractor Registration (CCR) system (www.ccr.gov). The Government intends to award a Firm Fixed Price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will represent the best value to the Government, price and other factors considered. In determining the best value to the Government, the Technical Capability and Past Performance Evaluation Criteria, when combined, are more important than the total price. The Government reserves the right to evaluate proposals and make award without conducting discussions, but reserves the right to conduct discussions with one or more offerors and request revised proposals. Although price is not the determining factor for award, it may become the determining factor for award if two or more offers, after technical evaluations are completed, are determined to be technically equal. 1) Technical Capability: a) Contract Requirements - Proposals will be evaluated on the offerors ability to provide all of the requirements relating to lodging, meeting space, audiovisual equipment and food and beverage requirements. Proposals must address the offerors ability to comply with the Hotel and Motel Fire Safety Act of 1990 and the Americans with Disabilities Act (ADA) as it relates to lodging and meeting spaces. b) Location - Proposals will be evaluated on the ability of the offeror to provide a facility located within the Washington, DC Metropolitan area. c) Site Visit - As part of the technical evaluation, the IRS reserves the right to conduct a site visit at each of the hotels that submits a quotation. If a site visit is conducted, it will consist of one or more IRS representatives meeting with the appropriate hotel staff, in order to evaluate the hotel in terms of meeting the conference requirements. d) Availability of Dates - Proposals will be evaluated on the ability of the offeror to provide the required services on the dates requested. e) Other Considerations - Transportation to major airports, availability and cost of on-site guest parking and adequate, reasonable food services must be available on-site and within walking distance. 2) Past Performance: The offeror must provide references for at least three (3) federal government contracts for similar work performed within the past three (3) years. The offeror will be evaluated based on customer satisfaction and timeliness on requirements similar size and scope. The contact information for each reference shall include the following: a. Contract Value; b. Agency/Company Name; c. Agency/Company point of contact telephone number; d. Duration of Contract; and e. Type of services provided (brief description) 3) Price: Complete all unit prices and extended prices in Attachment 1 (Price Quotation Sheet). Prices must be inclusive of all service charges, fees, gratuities, etc., but should not include taxes. The Government will be providing the hotel with a tax exemption certificate prior to the conference. Make sure to complete all line items. For any items that may be complimentary or where the price may be included in one of the other line items, make sure to indicate this by making the item(s) as either - comp or N/A. Proposed prices will be compared to proposed cost of same or similar services in order to determine if the proposed prices are realistic, fair and reasonable. Although price is not the determining factor for award, it may become the determining factor for award if two or more offers, after technical evaluations are completed, are determined to be technically equal. The provisions at FAR 52.212-1, Instructions to offerors - Commercial, and FAR 212-2, Evaluation - Commercial Items, apply to this acquisition. Offerors shall include a fully executed copy of FAR provisions at 52.212-3, Offeror Representations and Certifications - Commercial Items, with their offer. FAR Clauses 52.212-4, Contract Terms and Conditions - Commercial Items, 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order - Commercial Items applies to this acquisition. Per 12.603(b) the SF 1449 is not used. FAR clause 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans and 52.232-33, Payment of Electronic Funds Transfer - Central Contractor Registration. Offerors not in possession of the above references clauses and provisions in full text may obtain a copy via the INTERNET at http://www.arnet.gov or by contacting the contract specialist. All responsible sources who can provide the above requirements shall submit written quotations not later than 7 days from the posted date of this announcement. The government intends to award a firm fixed price order. All quotes must include price(s); FOB point if applicable; a POC (name and telephone number); GSA number if applicable; business size and payment terms. Quotes over 10 pages in total will not be accepted by facsimile. All questions must be submitted in writing and received by facsimile at (202) 283-1365 or email Sharlene.A.Hagans@irs.gov.