Solicitation Number:

OPMFEIC838

Notice Type:

Combined Synopsis/Solicitation

Synopsis:

This is a combined synopsis solicitation for commercial items prepared in accordance with FAR Subpart 12.6 and 13.5, as supplemented with additional information included in this notice. This announcement/solicitation is unrestricted to both large and small business. This announcement constitutes the only solicitation; offers are being requested, and a separate written solicitation will not be issued. This solicitation incorporates FAR provisions and clauses in effect through Federal Acquisition Circular 2005-8. The NAICS codes are 721110 or 531120, and the small business size standard is $6 million. Incorporated by reference is FAR 52.212-1, Instructions to Offerors - Commercial and Addenda. Offerors must include a completed copy of FAR 12.212-3, Offeror Representations and Certifications - Commercial Items with its offer. This provision may be viewed at: http://orca.bpn.gov. Incorporated by reference is 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 is incorporated at the end of this solicitation. Full text of clauses may be downloaded from www.arnet.gov/far at Part 52. FAR clause 52.212-4, Contract Terms and Conditions - Commercial Items. FAR Clause 52.232-33.



This combined synopsis solicitation will result in a fixed-price contract being awarded for meeting space, lodging space, audio visual equipment rental, meal service, mid-morning and mid-afternoon break service. Respondents must be primary provider of all services. The Federal Executive Institute is a tax exempt entity; please do not include taxes in proposal.



Background



The Federal Executive Institute (FEI) is a federal government s premier leadership education center. Since 1968, FEI has operated executive education programs for GS-15s and members of the Senior Executive Service (SES). At present, these programs include a four-week Leadership for a Democratic Society (LDS) program, offered ten times per fiscal year and a variety of open-enrollment and custom-designed programs.



Purpose



The purpose of this procurement is to obtain a meeting and lodging facility to house a 6-day training program sponsored by the Federal Executive Institute from October 26-31, 2008.



Objectives



The objectives of this procurement are to:



1. Obtain meeting space for use in an FEI program; and



2. Obtain meals and lodging for each program participant.





Program Dates



October 26-31, 2008



Location Requirements



The contractor must be located within 75 miles of Charlottesville, VA.



Lodging Requirements



1. The contractor must provide individual sleeping accommodations for a minimum of 21 people and a maximum of 28 people for 5 nights (October 26, 27, 28, 29, 30)



2. All rooms need to be of equal quality.



3. Must have handicap accessible rooms available, if necessary.



Meal Requirements



1. The contractor will be prepared to provide breakfast, lunch, and dinner to a minimum of 21 people and a maximum of 28 people for the duration of the program.



2. The contractor must accommodate any special dietary needs.



3. The meals must be of high quality and offer a wide variety.





Break Service Requirements



1. The contractor will provide mid-morning and mid-afternoon break service daily to include; coffee, tea, sodas, juice, bottled water, and a light snack.



2. Evening social hour cash bar.





Meeting Space Requirements



1. The contractor will provide two small conference rooms. Each room will seat 8-10 people at tables.



2. The contractor will provide a large meeting space to accommodate 25 persons.



3. All rooms must be handicap accessible.



4. In the large meeting room set up, please put no more than two people per 6 foot table or three people per 8 foot table. If round tables are used, seating would be half rounds so that attendees do not have their backs to the front of the room.



5. All rooms must allow 24 hour access.





Audio Visual and Information Technology Requirements



The contractor must provide audiovisual and information technology presentation support in the meeting room. FEI may elect to provide some of the support hardware listed. On call technical assistance is required during all program sessions. Please provide daily rental rates for the following items.



Data/video projector

VHS video player

DVD player

PA system with wireless microphone(s). PA must also provide sound reinforcement for DVD, VHS, and laptop PC

Flip charts

Technical support personnel



Proposal Submission Evaluation and Award



Respondents must be primary provider of all services. The Federal Executive Institute is a tax exempt entity; please do not include taxes in proposal. Proposals submitted under this Statement of Work will be evaluated, and a contractor selected, based on both technical and cost considerations. Please provide cost proposal information separately from the technical proposal. Please include a daily breakdown, as well as a total cost. The cost proposal must include the attached pricing form provided by the Federal Executive Institute. The technical proposal should include details describing contractor s ability to provide the service requirements listed above. The Federal Executive Institute will select a contractor, whose offer provides the best value to the government, considering primarily technical factors and secondarily price. The award may be made without discussion. Therefore, your offer should include your lowest pricing. The contractor shall provide a fixed-price for each contract line item as well a total cost for the contract. PROPOSALS NOT CONTAINING A TOTAL COST WILL BE REJECTED AS NON-RESPONSIVE. If the contractor is not a university or educational institution, the contractor s facility must have one of the following quality ratings: First class or higher per the Official Hotel Guide; Three crowns or higher per the OAG Business Travel Planner; or Three diamonds or higher per AAA. The Contractor s facility must be Federal Emergency Management Agency approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. The Contractor's facility must be compliant with the requirements of the American with Disabilities Act (Public Law 101-336) 42 U.S.C. 12101 et. seq.). Technical proposals will be evaluated for, size, quality of services and accommodations, confirmation of its overall quality rating; location, and documentation of experience with large conferences. The Federal Executive Institute reserves the right to conduct an on-site inspection of offered facilities. The contractor shall provide information (availability/cost) on other amenities of the facility i.e., guest parking policy, menus and cancellation policy. REQUIRED CENTRAL CONTRACTOR REGISTRATION APPLY TO THIS ACQUISITION (REGISTRATION CAN BE ACCOMPLISHED AT WWW.CCR.GOV).



Proposals should be sent to the point of contact in this announcement ONLY beware of third party solicitations. The cost summary sheet shall be included with your price proposal for bid to be considered by the selection committee.



Inquiries concerning this Statement of Work are to be directed to

Terry Stotts

434-980-6200

terry.stotts@opm.gov



Proposals must be submitted to: The Federal Executive Institute

Attn: Terry Stotts

1301 Emmet Street

Charlottesville, VA 22903

434-980-6200

Fax: 434-961-6494



Proposals must be received at FEI no later than Monday, September 22, 2008, at 12:00 Noon. Award will be made on or about September 25, 2008.

Contracting Office Address:

1900 E Street, N.W., Room 1342
Washington, District of Columbia 20415-7710

Primary Point of Contact.:

Secondary Point of Contact: