X -- BAPD Conferences

Question 1. We are sold out the first week of June. Would you consider the week of June 15th instead, for the base period? And would you also consider an alternate week for the November option 1 period? Answer 1. PBGC will consider proposals with alternate dates. However, we are under no obligation to consider alternate dates as equivalent to the preferred dates listed below. ============= THIS IS A RE-COMPETE OF SYNOPSIS/SOLICITATION NUMBER TJ1002 DATED JANUARY 15, 2008. INTERESTED PARTIES MUST SUBMIT UPDATED OFFERS FOR THIS SYNOPSIS/SOLICITATION TO BE CONSIDERED. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 and Subpart 13.5, 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. This synopsis will serve as the Request for Quotations (RFQ) using FAR part 13.5 and Part 12 which seeks written quotes for the type of requirement outlined herein. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-23. Scope of Work: This SOW is for PBGC Benefits Administration and Payroll Department (BAPD) conferences to be held at a location between 30 and 110 miles from 1200 K Street, NW, Washington, DC 20005. The Contractor must provide professional staff to organize, coordinate, handle last minute details and execute all logistics specified in this SOW. All staff provided by the Contractor must be either direct employees of the Contractor or employees of an approved subcontractor. Additionally, the Contractor must allow PBGC to communicate with the subcontractor(s). The Contractor must have full responsibility for the staff. The Contractor must make direct contact with PBGC to ensure that all arrangements are mutually understood concerning arrival times, accommodations, official functions, financial arrangements and any other special information that may impact these conferences. Period of Performance: The four programs are scheduled as follows: Base Period: BAPD Training Conference: Arrival June 1, 2008 and departure June 6, 2008. Option Period 1: BAPD Leadership Conference: Arrival November 16, 2008 and departure November 20, 2008 Option Period 2: BAPD Training Conference: Arrival June 28, 2009 and departure July 2, 2009 Option Period 3: BAPD Leadership Conference: Arrival November 15, 2009 and departure November 19, 2009 Specific Tasks: Upon immediate direction from the PBGC Contracting Officer's Technical Representative (COTR) and PBGC event Contractor, Carmen Gorby, the Contractor must provide logistical support for all attending guests, and must coordinate and implement all logistic arrangements for this event. Typical support may include but is not limited to coordination of hotel accommodations, front desk service, general session and break-out meeting space, food and beverage, and audiovisual equipment. In addition, the conference center will be required to come to agreement with PBGC's event Contractor. Lodging Room Specifications: Single standard lodging accommodations must include a private room with a private bath, Lodging Rooms must include complimentary Internet (wired or Wifi) access. In addition to standard hotel unit furnishings, television with basic cable services, in-room local and long distance telephone capabilities and in-room wake-up service or in-room alarm clock must be provided. The Contractor must provide accommodations based on the following estimated patterns: BAPD June Training Programs: 2008: Sunday - 90; Monday - 120; Tuesday - 140; Wednesday - 140; Thursday -110; Friday - check-out 2009; Sunday - 90; Monday - 120; Tuesday - 140; Wednesday - 140; Thursday - check-out 4 upgrades each night 2008 and 2009 BAPD November 2008 & 2009 Leadership Programs: Sunday - 40; Monday - 60; Tuesday 60; Wednesday - 60; Thursday - check-out 4 upgrades each night Conference/Break-Out Rooms: All meeting spaces must be IACC approved (or equivalent). All meeting spaces must be equipped with in-house audio visual, high-speed Internet Access, teleconferencing and videoconferencing capabilities. Meeting space must be secured and available for 24-hour access. Event space requested as follows for each program: BAPD June Training Programs General Session: 140 people at Crescent Rounds, 6-8 ppl per table; Monday through Thursday; 8 am to 6 pm. Breakout: 75 people at Crescent Rounds, 6-8 ppl per table; Monday to Thursday; 8 am to 6 pm Breakout: 12 people at a Conference Table; Monday to Thursday; 8 am to 6 pm BAPD November Leadership Programs General Session: 50 people at Crescent Rounds, 6-8 ppl/table; Monday to Thursday; 8 am to 6 pm Breakout: 12 people at a Conference Table; Monday to Thursday; 8 am to 6 pm Rates: The Contractor must provide both a Complete Meeting Package (CMP) rate and a Day Meeting Package (DMP) rate for attendees not staying overnight. The CMP rate will include: accommodations, 3 buffet meals each day beginning with dinner on day of arrival and ending with lunch on day of departure, continuous refreshment breaks, meeting space, standard audio-visual equipment, use of health club, complimentary guest room internet access, bottled water in the guest rooms and service charge. The DMP rate will include: meeting rooms, continuous refreshment breaks, standard audio-visual equipment and meeting related charges for a full day, use of Health Club, lunch and service charge. ? Within the CMP rate, each individual overnight guest will be responsible for the U.S. Government lodging per diem rate valid at the time of performance for their specific stay. This portion of the CMP rate must be charged to the individual folio and paid by the individual traveler. ? Hotel Occupancy Tax Exemption: Under the Hotel 3.163 Regulations for government exemptions, PBGC is exempt from all occupancy taxes. ? Front Desk Service: Assist with check-in and check-out procedures. The Contractor must verify all guests against the rooming list. Each attendee will incur their own lodging costs related to their stay. The Contractor must verify that all miscellaneous expenses such as, room service, movies, laundry, local and long distances telephone charges are paid by individual attendees prior to departure. Each guest will pay for his or her hotel bill using their Government issued credit card. ? Food and beverage: Request for an accomplished catering and banquet staff to provide three buffet meals daily and continuous refreshment breaks each day of the programs to start with dinner on the day of arrival and end with lunch the last day of the program. The Contractor must provide three course buffet luncheons and dinners to include: appetizers, i.e., house salad; appropriate condiments, and rolls; hot entrees, i.e., choice of poultry, fish and/or beef served with vegetables, pasta and/or rice; with assorted desserts. Cost of meals must be within per diem and included in the CMP and DMP. ? A Reception and Awards Ceremony to be held one evening on a date to be decided for each June Training Conference. Reception to include light hors d'ouerves and sit-down dinner served in separate room. Cost to be included in rate and in lieu of buffet dinner. ? Event Technology Equipment: Request for in-house audio visual in all conference rooms and event technology management staff on site each day of each program. Deliverables: Within 30 days of the contract award, the Contractor must comprise a Detailed Logistical Support Plan for provision of all required support. The plan must include a proposed budget and detailed schedule as applicable. PBGC/BAPD must review the Logistical Support Plan and provide its acceptance and/or comments to the Contractor. The Contractor must be available to PBGC/BAPD for weekly status reports in order to facilitate the coordination of evolving operational and logistical issues in regards to the tasks outlined in the SOW. In addition, the Contractor must provide a daily detailed expense report (to include guest folios) incurred by PBGC/BAPD and its guests during the period of performance. Account Reconciliation: The contractor must prepare the hotel bill in a logical and chronological sequence and include backup data with the bill. The Contractor must complete its accounting of the conference within two weeks of the conclusion. Evaluation Factors: Award will be made to the offeror whose quote is determined to be the most advantageous to the PBGC. The evaluation factors are: 1. Facility located within 30 to 110 miles of 1200 K Street NW, Washington, DC 20005; 2. Facility is an IACC member or holds 3 1/2 or more stars/diamonds from a national rating agency; 3. Hotel facilities and amenities provided with the Complete Meeting Package; 4. Hotel facilities and amenities provided with the Day Meeting Package; 5. Hotel facilities and amenities provided for the Reception and Awards Ceremonies; 6. Price. Note: The factors are listed in order of importance. Submissions: Vendors interested in this requirement are requested to submit a quote (with pricing for the effort) and a brief capability statement (to include a description of the logistical support services offered). Offerors may be requested to demonstrate their capability to provide the required support. Terms and conditions will be negotiated with the selected vendor. Questions relating to this notice must be sent via e-mail to Mary Trimbell at contact@example.gov. Answers will be provided via this Federal Business Opportunities website. The following provisions/clauses are applicable to this solicitation: 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 of the completion of the base period; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the completion of the base period. 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) If the Government exercises this option, it may be exercised subject to the availability of funds. (d) The total duration of this contract, including the exercise of any options under this clause, shall not exceed two (2) years. FAR 52.212-1, Instructions to Offerors - Commercial Items; FAR 52.212-2 Evaluation- Commercial Items (see evaluation factors, above); FAR 52.212-3, Offeror Representations and Certifications - Commercial Items; 52.212-4, Contract Terms and Conditions - Commercial Items; 52.212-5, Commercial Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items {The following FAR clauses are included: 52.203-6, Restrictions on Subcontractor Sales to the Government, with Alternate I (41 U.S.C. 253g and 10 U.S.C. 2402); 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Jan 1999) (if the offeror elects to waive the preference, it shall so indicate in its offer); 52.219-8, Utilization of Small Business Concerns (15 U.S.C. 637 (d)(2) and (3)).; 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns (Pub L. 103-355, section 7102, and 10 U.S.C. 2323)(the adjustment factor is 10%; if the offeror elects to waive the adjustment, it shall so indicate in its offer.); 52.222-19, Child Labor - Cooperation with Authorities and Remedies (E.O. 13126); 52.222-21, Prohibition of Segregated Facilities (Feb 1999) ; 52.222-26, Equal Opportunity (E.O. 11246).; 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (38 U.S.C. 4212); 52.222-36, Affirmative Action for Workers with Disabilities (29 U.S.C. 793).; 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (38 U.S.C. 4212).; 52.225-5, Trade Agreements (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note).; 52.232-34, Payment by Electronic Funds Transfer-Other than Central Contractor Registration (31 U.S.C. 3332).; 52.239-1, Privacy or Security Safeguards (5 U.S.C. 552a); 52.222-41 Service Contract Act of 1965, as Amended (41 U.S.C.351, et seq.} Copies of the above provision/clauses are available at www.arnet.gov. Offers will be accepted until 2:00 pm, Eastern Standard Time, March 4, 2008. Facsimile offers will be accepted at +1 (555) 000-0000.