Conference

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Federal Acquisition Regulation (FAR) 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 solicitation will not be issued. Solicitation number HSCEMS-10-Q-00013 is being issued as a Request for Quote (RFQ) using Simplified Acquisition Procedures. This Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-38. The North American Industry Classification System code (NAICS) is 721110, Hotels (Except Casino Hotels) and Motels with a small business size standard of $7 Million. The Product Service Code is X112, Rent of Conference Space and Facility. The Standard Industrial Classification (SIC) is 7011, Hotels and Motels. CLIN Structure: CLIN 0001 - Conference and Meeting Rooms, which includes the following: one (1) conference/meeting room for general session for the period Tuesday, April 20, 2010 through Thursday, April 22, 2010, one (1) breakout room for only Wednesday, April 21, 2010, and one (1) registration area for the period Monday, April 19, 2010 through Thursday, April 22, 2010. CLIN 0002 - Light Refreshment Needs, which includes the following: Light refreshments for the morning and afternoon breaks for the period Monday, April 19, 2010 through Thursday, April 22, 2010. CLIN 0003 - Audio/Video Equipment, which includes the following: General Meeting Room: This room will have audio/video equipment to include one (1) projector screen, one (1) projector either LCD or regular, a podium with wired microphone and two (2) wireless microphones. Breakout Room: This room will have audio/video equipment to include one (1) projector screen, one (1) projector either LCD or regular, a podium with wired microphone and two (2) wireless microphones. CLIN 0004 - Hotel Rooms, which include the following: 110 hotel guest sleeping rooms, check in is on Sunday, April 18, 2010 and check out is Friday, April 23, 2010. Payment for individual hotel rooms will be included in the resulting order. However, each participant will be responsible for any hotel charges outside of the lodging rate to include a no-show fee if applicable. Statement of Work (SOW): OSLC Nationwide Law Enforcement Agency Training Conference Background The Office of State and Local Coordination (OSLC) is responsible for coordinating U.S. Immigration and Customs Enforcement (ICE) participation in multi-agency / multi authority programs and activities that relate to State and local governments and their respective law enforcement entities. OSLC also serves to articulate to the media and other stakeholders ICE's position on the full range of State and local issues, and is responsible for establishing and maintaining close, working relationships with federal agencies, department management officials and other high-level individuals in order to advance the programs of the agency and help secure the safety and security of all our nation's citizens. OSLC requires a forum to provide public awareness of existing Federal Agreements of Cooperation in Communities to Enhance Safety and Security (ACCESS). OSLC further holds a vested interest in providing information to the national law enforcement community as well as to examine current law enforcement technology and to liaison with other law enforcement entities across the nation in furtherance of the ICE, OSLC mission. Scope OSLC will conduct an annual nationwide training conference with their State and local enforcement agencies that participate with ICE, OSLC mission of the Immigration Authority Delegation Program to ensure public awareness initiatives; to promote public interest; and to continue the building of Federal and State and local partnerships. To begin on Monday, April 19, 2010 and concluding on Friday, April 23, 2010, OSLC will require hotel accommodations for approximately 110 single occupants with in-house conference/meeting room space to hold approximately 150 occupants as well as possessing the capability to set-up separate break rooms for the training participants. The hotel facility shall accommodate approximately 150 attendees with the following needs for: Part A: Hotel Lodging: Early participants will start checking in on Sunday, April 18, 2010, and will check out by Friday, April 23, 2010. Please see below for guest room block information. Rooms must be individual/private sleeping rooms with toilet facilities. Payments for Part A shall be the responsibility of ICE. However, any hotel charges outside of the lodging rate to include a no-show fee if applicable shall be the sole responsibility of each participant. April 18-23, 2010 GUEST ROOM BLOCK : Date 4/18 4/19 4/20 4/21 4/22 4/23 Number of Requested Guestrooms 3-5 110 110 110 110 C/O One (1) complementary guest sleeping suite is required for managers and staff to hold conference training property and daily meetings from Sunday, April 18, 2010 - Thursday, April 22, 2010. Part B: Meeting Space: One (1) large conference/meeting room for general session meetings is needed for Tuesday, April 20, 2010 - Thursday, April 22, 2010 to accommodate 150 participants that is setup with chairs and conference tables. This room will not have pillars and will have a 9 foot or greater ceiling (a minimum of 3500 square feet).The setup of chairs and conference tables can be either in a round table style formation of eight (8) surrounding chairs or a round table crescent style formation with (six) 6 surrounding chairs. Wireless access Internet capability will not be required for this room. Two (2) round tables will be used to seat presenters and presentation materials at the rear of this room. This room will have plenty of space for audio/video equipment to include one (1) projector screen, one (1) projector either LCD or regular, a podium with wired microphone and two (2) wireless microphones (for walking and presenting). A clock is also required to have at the back of the room. One (1) breakout room for general training session is needed for only Wednesday, April 21, 2010 to accommodate 60 participants that is setup with chairs and conference tables. This room will not have pillars and will have a 9 foot or greater ceiling (a minimum of 1800 square feet).The setup of chairs and conference tables can be either in a round table style formation of eight (8) surrounding chairs or a round table crescent style formation with six (6) surrounding chairs. Wireless access Internet capability will not be required for this room. One (1) round table will be used to seat presenters and presentation materials at the rear of this room. This room will have plenty of space for audio/video equipment to include one (1) projector screen, one (1) projector either LCD or regular, a podium with wired microphone and two (2) wireless microphones (for walking and presenting). A clock is also required to have at the back of the room. One (1) table and two (2) chairs will be provided by the Contractor to create a registration area for participants in front of the main conference/meeting room. Registration table and chairs will need to be setup Monday, April 19, 2010 at 2:30 P.M. MDT for early registration and will be made available until 7:30 P.M. MDT that same day. Early registration sign-in process will start on Monday, April 19, 2010 from 3 - 7 P.M. MDT. Registration table and chairs will also need to be setup Tuesday, April 20, 2010 at 7:30 A.M. MDT for registration sign-in process and will be made available until 5:30 P.M. MDT that same day. This registration setup and time will continue on Wednesday, April 21, 2010 and continue until Thursday, April 22, 2010 at 5:30 P.M. MDT. Part C: Refreshments The Contractor shall provide and accommodate light refreshments for morning and afternoon breaks. Light refreshments will be made available outside the main conference/meeting room for approximately 150 people on Monday, April 19, 2010 - Thursday, April 22, 2010. The offeror shall provide light refreshments that will start on Monday, April 19, 2010 from 3:00 P.M. MDT - 7:00 P.M. MDT. The Contractor shall maintain and provide light refreshments on Tuesday, April 20, 2010 through Thursday, April 23, 2010 with the morning break refreshments being from 9:45 A.M. MDT - 10:45 A.M. MDT and afternoon break refreshments being from 2:45 P.M. MDT - 3:45 P.M. MDT. Request the Contractor provide a per person price list of refreshments, for the dates referenced above. Tasks/Deliverables The required location for the OSLC required lodging and conference/meeting space is the Downtown Houston, Texas area, specifically within the 77002 through 77010 zip codes. The selected facility must have close proximity to various local eateries and shopping amenities within no more than a five (5) mile radius from the lodging and conference/meeting space. The facility must also include complimentary self-parking, in-house dining, access to audio/visual equipment and high-speed internet. Facility Access Control The Contractor will perform all internal building security operations and enforce all conference security regulations that apply to any and all access to its facility during the dates and times of the Conference activities. Employment of Illegal Aliens Subject to existing law, regulations and other provisions of this contract, the Contractor shall not employ illegal or undocumented aliens to work on, or with this contract. The Contractor shall ensure that this provision is expressly incorporated into any and all subcontracts or subordinate agreements issued in support of this contract. The Period of Performance is from April 18, 2010 through April 23, 2010. The place of performance is Downtown Houston, Texas area, specifically within the 77002 through 77010 zip codes. Provisions: 52.212-1 (Instructions to Offerors- Commercial Items), applies to this acquisition and 52.212-1 must be reviewed completely in containing the guidelines for submission of your quotation. Provisions: 52.212-2 (Evaluation Commercial Items), applies to this acquisition. The Government will award a contact resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors used to evaluate offerors are listed in order of importance: 1) Capability to meet the Statement of Work requirements, 2) Conference and Meeting Room Facilities, 3) Hotel Amenities, 4) Security, 5) On-site Visit, 6) Green Initiatives and 7) Price. 1) Capability to meet the Statement of Work: To determine the hotel's capabilities, the Contractor must furnish information regarding the hotel features and facilities that are being offered. Descriptive brochures, literature, and pictures that provide pertinent information will be accepted and reviewed. Data must be submitted with a technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary. 2) Conference and Meeting Room Facilities: The Contractor shall provide information and discuss the space made available for the conference. A large banquet conference/meeting room sufficient to hold a session (at least 3,500 square feet) and one breakout room approximately 1,800 square feet is required. Additionally, the Contractor shall discuss the availability of professional sales staff for assistance with the event and the audio/video needs, (i.e. projector, projector screen, and wireless microphones). No television or wireless access Internet capabilities are required for the conference/meeting or breakout rooms. 3) Hotel Amenities: The Contractor shall provide information and discuss the availability of Hotel amenities. The availability of business rooms and services (such as: a copier, a fax machine, and computers), availability of an in-house business services center (such as: copy service, fax service, full-service business center, network/Internet printing, overnight delivery/pickup of 40 boxes or more, and laundry/dry cleaning accessibility. The hotel shall also provide the following complementary amenities: possibility for upgrades of guest rooms, self-parking, shuttle service is within a 3-5 mile radius of the hotel as well as to/from the airport and hotel, high-speed Internet access for the hotel rooms and public areas, and the receiving of the packages at the front desk. 4) Security: The Contractor shall provide information and discuss the hotel's security. This includes standard hotel security measures, such as: safes in hotel rooms, security cameras in common areas, conference/meeting rooms, and on-site security guard(s). The Contractor will discuss and assess if additional security is necessary and will accommodate special security requirements of the participants. 5) On-Site Visit: A site visit will be required to verify the walking distance to outside restaurants, parking locations, shopping areas, outside grounds and inside dining establishments. A site visit will also be required to verify guest rooms, conference/meeting room, and breakout room. 6) Green Initiatives: The hotel shall confirm if they provide Green Initiative programs. The hotel shall provide a list of the Green Initiatives that are being utilized at the hotel. 7) Price: The Government will evaluate price in comparison to the quotes received. Ability to meet the requirements set forth in this RFQ shall be demonstrated by the Contractor's submission of a signed quotation that has not taken exception to the schedule. The quote shall include any fees incurred due to a cancellation. The Contractor shall provide pricing for all CLINS and the Contractor's DUNS number. The Contractors are advised to ensure pricing is a Firm Fixed Price and clear as the total amount. The hotel shall block 110 guest sleeping rooms and shall provide all requirements specified for conference needs in Parts A, B and C. Lodging rates must be within the Government Per Diem rate of $118.00 (or prevailing Government Per Diem Rate at time of conference) for the downtown Houston, Texas area. The vendor must be located in the downtown Houston area within radius of zip codes 77002-77010. A response to requirements listed shall be submitted on letterhead and shall address all requirements listed in a separate technical quote. A hotel contract shall be submitted with your quote, along with descriptive literature to include meeting room space, diagrams and square footage, information on the availability/cost of amenities at hotel (i.e. parking, shuttle services, and transportation to and from the airport, audio/video equipment and menus). All Contractors shall submit a complete copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items with their quote. An offeror shall complete only paragraph (j) of this provision if the offeror has completed the annual representations and certificates electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (b) through (i) of this provision. The clause at 52.212-4, Contract Terms and Conditions- Commercial Items, applies to this acquisition and an addendum to FAR 52.212-4 is hereby incorporated by reference or full text as applicable. FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Deviation) applies with following applicable clauses for paragraph (b): FAR 52.219-4 Restrictions on SubContractor Sales to the Government; FAR 52.219-6, FAR 52.219-8 Utilization of Small Business Concerns; FAR 52.222-21 Prohibition on Segregated Facilities, FAR 52.222-26 Equal Opportunity, FAR 52.222-35 Affirmative Action for Special Disabled and Vietnam Era Veterans, FAR 52.222-36 Affirmative Action for Handicapped Workers, FAR 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era, 52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration; 52.204-8 Annual Representations and Certifications; HSAR 3052.209-70 Prohibition on Contracts with Corporate Expatriates. Contractors must have a valid DUNS number by submission of an offer. The offeror acknowledges that a prospective awardee must be registered in the Central Contractor Registration (CCR) database at http://www.ccr.gov prior to award, during performance, and through final payment of any contract resulting from this solicitation. Lack of registration in the CCR database will make an offeror ineligible for award. Inspection and acceptance will be made at destination. The final response date for this solicitation is Wednesday, March 24, 2010 at 1:00 P.M. Eastern Daylight Time. Notification of any revisions to this solicitation will be provided via the Federal Business Opportunities (FBO) website at http://www.fbo.gov. All questions or inquires must be submitted in writing prior to Friday, March 19, 2010 at 1:00 P.M. Eastern Daylight Time. Quotation information may be submitted electronically via e-mail or fax. Submit responses to: Attn: Andrea Moore, Contract Specialist at , andrea.moore@dhs.gov , telephone (202) 732-2676, facsimile (202) 732-7219. Reference solicitation number HSCEMS-10-Q-00013 on all documents and requests for information. The anticipated award date is April 2, 2010 Point of Contact: Primary Point of Contact: Andrea Moore, Contract Specialist Andrea.moore@dhs.gov Phone: (202) 732-2676 Fax: (202) 732-7219 Secondary Point of Contact: Karen Glass, Contracting Officer Karen.Glass@dhs.gov Phone: (202) 732-2592 Fax: (202) 732-7219