Benefits Officers Benefits Officers Development and Outreach (BODO)
1. BACKGROUND:
Benefits Officers Development and Outreach (BODO), Retirement Services is responsible for developing and providing Federal employees, retirees and their families with benefits programs and services that offer choice, value and quality to help maintain the government's position as a competitive employer.
BODO of Retirement Services has a need for a single facility within one of the following location to conduct a five-day Benefits training which will provide a series of workshops on Retirement, Insurance, Social Security, and Thrift Savings Plan Administration:
Jacksonville, FL 32202 and 32207
Orlando, FL 32821
Historically, OPM has sponsored such training sessions at least once a year to meet the requirements of 5 U.S. C. 8350 (3) which states, "Once each year, each retirement counselor of an agency shall successfully complete training under the (Office of Personnel Management) training program."
2. SCOPE:
The selected contractor will be required to secure a space to be held on one of the following dates:
August 12 - 16, 2019
September 9 - 13, 2019
3. GOVERNMENT FURNISHED MATERIAL/INFORMATION:
Any information necessary to perform the work will be provided to the selected contractor after award.
4. SUMMARY OF REQUIREMENTS:
The competitive requirement will be in accordance with the Competition in Contracting Act of 1984 (CICA) and the Federal Acquisition Regulations (FAR).
4.1. Hotel must be located within one of the following geographic location, as noted above:
Jacksonville, FL 32202 and 32207
Orlando, FL 32821
4.1.1. The facility shall accommodate all meeting space within its facility. The facility must have a ballroom for a general session to be held Monday through Friday to accommodate the entire group of attendees. The room must be able to seat 450 participants (according to your fire law regulations).The site shall have a room (ballroom) that can hold at least 450 attendees theater style seating and have at least 8 training rooms that can accommodate at least 50 people per room in various room configurations (crescent rounds, chevron seating or classroom seating (2 chairs per six foot table or three chairs per eight foot table), etc. for all days of the training sessions. In addition, whatever site is selected, all rooms must be well lit, well ventilated, free from distracting noise, and handicap accessible.
4.2. The facility shall provide eight (8) breakout rooms that are handicapped accessible for all days with
space for a speaker's area and any needed audio visual equipment in each
room. Breakout rooms shall accommodate 50 people each, crescent rounds,
Chevron seating or classroom seating (two chairs per six foot table or three
chairs per eight foot table). Classrooms in the same contiguous area are
preferred (refer to section 4.19).
4.3. All rooms for breakout classes must be well lit, well ventilated, free from
distracting noise such as noise from traffic or other guests in corridors, and
be accessible to the handicapped.
4.4. These rooms shall comfortably seat the audience in crescent rounds, chevron
seating (or other configuration) at tables or individual seating that gives
attendees a surface for a notebook and note taking. Chairs with arms are
preferred, and must be comfortable for long sessions.
4.5. Rooms shall be equipped with separate controls for heat, air, light and sound
, and they shall accommodate overhead projectors and/or computer projection system screens. Laptop audio connection will also be needed in at least two of the breakout rooms each day.
4.6. The rooms shall contain sound control, even if microphones are used, so that
other sessions are not disturbed.
4.7. The tables used in the breakout rooms shall have cloth covering and be
crescent rounds, chevron seating or classroom seating (seat two chairs per six
foot table or three chairs per eight foot table).
4.8. The facility shall have a lobby or other open area close to the training area for
registration and breaks.
4.9. The facility shall be willing to make the training site non-smoking during the
days that the training is in session.
4.10. The facility shall guarantee a block of rooms for overnight accommodations
for the participants at the government per diem rate, and the facility shall be fully accessible to the handicapped. Further guest room requirements are:
4.10.1. Rooms shall have air conditioning, private baths, telephones, TV's, etc.
4.10.2. Estimated occupancy for attendees, OPM staff, and instructors:
4.10.2.1.1 Saturday: 6 rooms
4.10.2.1.2 Sunday & Monday: 400 Rooms
4.10.2.1.3 Tuesday -Thursday: 425 Rooms
4.10.2.1.4 Friday: 150 Rooms
4.10.3. Accommodations for all participants shall be at the contracted facility.
4.10.4. If sufficient guestrooms are not available at the facility, the host facility
Shall be responsible for arranging additional rooms of comparable quality
and at the same rate.
4.10.5. The host facility shall arrange registration for participants
staying in overflow facilities.
4.10.6. If an overflow facility is used, shuttle service shall be provided between
the contractor's facility and hotels with overflow guests. However, if shuttle
service is not available, the facility shall be within 5 minutes walking
distance.
4.11. The facility shall be a full service hotel, and located in an area near
outside entertainment (restaurants, shopping, movie theaters, etc.).
4.12. Exhibit Space
4.12.1. The facility shall have exhibition space which shall be in close proximity to the training area and accommodate approximately 30
exhibitors on Wednesday and Thursday during the event. Booths with an area of 8' x 10' shall be provided.
4.12.2. Exhibition space shall be conveniently located near the training areas, and be large enough to not only accommodate all booths, but also provide
space for a continental breakfast and refreshment breaks to be served on Wednesday and Thursday of the event in the exhibit space.
4.13. The facility must offer easy airport connections to accommodate out-of-town
attendees.
4.14. Food Service
4.14.1. The facility must provide continental breakfast for a minimum of one (1)
hour. Each morning's breakfast shall include rolls, danishes, bagels,
fresh fruit, cereal, oatmeal, yogurt, boiled eggs, juice, coffee (regular
and decaffeinated), and tea.
4.14.2. The facility shall provide mid-morning breaks each day for a minimum
of thirty (30) minutes. The breaks shall include Coffee (regular and
decaffeinated) and hot tea and water stations (not bottled) each morning.
4.14.3. The facility shall provide an afternoon break each day (Monday through
Thursday) for a minimum of thirty (30) minutes. An assortment of
Beverages each day; such as, iced tea, lemonade, soda, water (not bottled) and snacks (granola bars, cookies, chips, brownies, etc.) in the afternoon. There shall be a different selection each day for the snacks.
4.14.4. Benefits Training Dinner. OPM will host a dinner on Tuesday evening
for all participants and instructors. A ballroom or other room large
enough to hold all participants for this meal is needed. A duo meat
option is preferred, i.e. chicken and fish. NOTE: all meals
shall be able to accommodate dietary needs of attendees - e.g. low salt,
vegetarian, kosher, etc.
4.15. A range of readily-available eating options (within the Government per diem
allowance) (https://www.gsa.gov/travel/plan-book/per-diem-rates)
at the facility or areas adjacent to the facility shall be available to accommodate all participants and instructors for lunch (within the 1-hour lunch break) during the training sessions. All participants will be responsible for paying for these food services.
4.16. The facility shall have a registration area adjacent to the training rooms to
accommodate registration for the training participants.
4.16.1. The registration area shall be large enough to accommodate registration
and shall be composed of four, six-foot tables in close proximity and
2 chairs at each table. The tables shall have cloth covering them and remain in this area for the entire week.
4.16.2. The lobby or other open area with informal seating needs to be available
where training attendees can meet informally for networking before or
after training sessions.
4.17. The area shall include proper wiring for a computer, printer, and any other
office equipment needed for registration.
4.18. Rooms for OPM staff use are required as follows:
4.18.1. Staff Office - a room with proper wiring for computers, printers, and any other office equipment. The room shall also have internet connection with WiFi capabilities for use during the entire week starting the Saturday prior to the event.
4.18.2. Storage room - a room large enough to accommodate 100-150
boxes of training materials and supplies. This room shall be available
four (4) calendar days prior to the opening of the training for receipt and storage of the materials. If the boxes are not stored in the storage room, the boxes shall be delivered to the storage room on the Saturday
prior to the event. Please indicate if there will be a fee to move these boxes to OPM's designated storage area.
4.18.3. Customer Service Center - A room large enough to hold two six foot tables with one chair behind and in front of each table and 5 seats to serve as a waiting area. The room shall have internet connection and/or Wi/Fi for use during the entire event (Monday - Friday).
4.19. Equipment needs for each training room:
4.19.1.1. Speaker table with up to 2 chairs
4.19.1.2. Podium with microphone stand
4.19.1.3. Projector Screen
4.19.1.4. Table large enough to accommodate an LCD Projector and a
Laptop.
4.19.1.5. Power strip with long enough cord to reach socket to table
4.19.1.6. Flip charts with easels and markers
4.19.1.7. Easel to be placed outside each room for signage
4.19.1.8. Two Wireless Lapel Microphones
4.19.1.9. Internet access with Wi-Fi capabilities for all rooms
4.19.1.10. Table with chair in the back of the room for a Monitor
4.19.1.11. Handheld microphone for 2 of the training rooms (in addition to
the lapel microphones).
4.19.1.12. Laptop audio connection, ability to play laptop audio through
speakers.
4.20.1.13 Room wired for Video Graphics Array VGA projectors
4.20.1.13 If reader boards are used the name of each workshop shall be displayed on the reader boards (OPM will provide 7 days prior to the event)
4.20. Equipment needs for ballroom:
4.20.1.1. Riser for the Tuesday night dinner
4.20.1.2. Podium with microphone stand
4.20.1.3. Two projector screens located for audience viewing
4.20.1.4. Table large enough to accommodate LCD projectors and a laptop.
4.20.1.5. Power strip with long enough cord to reach socket to table
4.20.1.6. One Wireless Lapel Microphone
4.20.1.7. Two wireless microphones that will roam the ballroom
4.20.1.8. Laptop audio connection. Ability to play laptop audio through speakers.
4.20.1.9. Internet access with Wi-Fi capabilities
4.20.1.10. Easel to be placed outside the ballroom
4.20.1.11. Projectors for displaying in the ballroom
4.21. All services and equipment shall be functional and in good operating condition.
4.21.1. Any peripheral equipment used to render services and equipment shall be included.
4.21.2. Any labor and setup costs associated with services and equipment shall be included.
4.22. Parking shall be available for attendees and OPM staff. Preference is for free
Parking or at a minimum reduced rate parking.
4.23 Site visits will be conducted before a final decision is made
4.24 If any third party subcontract arrangements are necessary to accommodate all of the requirements of this Performance Work Statement a signed letter of commitment from that subcontractor shall be included in the offeror's technical proposal for the dates identified in this RFQ.
4.25 Within 3 days of a signed contract OPM shall be notified of the hotel registration process (including telephone number for reservations, and a link for online reservations) and the deadline for making reservations.
DELIVERABLES:
The contractor will host a successful 2019 Benefits Training program as a result of the requirements stated in the Statement of Work. Rendering of the services shall occur before September 15, 2019 and include the following:
5.1 Overnight guest Accommodations
(Room block held for booking & payment by individual participants)
5.2 Meeting Space
5.3 Audio Visual Equipment
5.4 Food Services
5. QUALITY ASSURANCE SURVEILLANCE PLAN:
Note: the following Quality Assurance Surveillance Plan (QASP) is OPM's codification of its method of implementing FAR 37.601, which requires that performance-based contracts or task orders-
a) Describe the requirements in terms of results required rather than the methods of performance of the work;
b) Use measurable performance standards (i.e., in terms of quality, timeliness, quantity, etc.) and quality assurance surveillance plans;
c) Specify procedures for reductions of fee or for reductions to the price of a fixed-price contract when services are not performed or do not meet contract requirements; and
d) Include performance incentives where appropriate.
Offerors shall complete the QASP as part of their proposal. A description of the columns and information to be entered follows below.
We will use the information provided as part of our evaluation of your offer.
(1) Deliverable: One of the deliverables described in the "Deliverables" section above.
(2) Performance Standard: The level of performance which the Government considers acceptable. A good performance standard in general shall:
Measure important things;
Be simple, but not too simple;
Be auditable and capable of validation (quantifiable measures preferred, as they are less subjective);
Attainable and worth the cost;
Have a level of detail that corresponds to the intent of the stated measure and expectation;
Be consistently combined with other measures to reflect corporate priorities; and
Be controlled by the contractor.
(3) Acceptable Quality Level: The range of deviation-if any-in which the Government will consider performance to be acceptable. Each offeror shall propose an Acceptable Quality Level (AQL) for each performance standard for each deliverable. If the selected offeror fails to achieve stated AQLs, OPM will reduce the offeror's payment for the services rendered in accordance with the disincentive formula. You shall enter the AQLs for each deliverable in the Performance Requirements Summary Template for each deliverable that has a performance standard.
(4) Monitoring Method
(a) This is the method OPM will use to monitor performance and determine the extent to which performance has met the standard. Offerors are encouraged to propose a sound process for verifying the accuracy of performance data on a continuing or recurring basis. Regardless of the method or degree of monitoring, we reserve the right to audit all performance data to independently verify its accuracy.
(b) In general, we prefer monitoring methods that automatically capture measurements as part of the process and do not place a burden on either the offeror or OPM to collect and analyze data.
(5) (a)Your selection of AQLs, will be important to our evaluation. Your response shall specify the proposed method for measuring your performance against each performance standard, which we will compare to relevant industry benchmarks. OPM will provide positive performance evaluation as a non-monetary incentive that is commensurate with performance above the AQL.
Performance Requirement Summary Template
Deliverable Performance Standard Acceptable Quality Level (AQL) Monitoring Method Performance Incentive/Reduction
5.1 Overnight Accommodations
Positive/Negative Evaluation
5.2 Meeting Space
Positive/Negative Evaluation
5.3 Audio Visual Equipment Positive/Negative Evaluation
5.4 Food Services Positive/Negative Evaluation
TANGELA J TAYLOR, CONTRACT SPECIALIST, Phone 2026061105, Email TANGELA.TAYLOR@OPM.GOV - BARBARA HANSEN, CONTRACTING OFFICER, Phone 202-704-5974, Email Barbara.Hansen@opm.gov
