SOLICITATION NOTICE
X -- Enhancing Grants Management Technical Assistance Program Workshop in Atlanta, GA - Statement of Work
- Notice Date
- 3/10/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Homeland Security, Federal Emergency Management Agency, NETC & Regional Support Section, Office of Acquisition Management, 16825 South Seton Avenue, Emmitsburg, Maryland, 21727, United States
- ZIP Code
- 21727
- Solicitation Number
- HSFEEM-09-Q-0018
- Archive Date
- 4/2/2009
- Point of Contact
- Matthew Manning,,
- E-Mail Address
-
matthew.manning@dhs.gov
- Small Business Set-Aside
- N/A
- Description
- Statement of Work This is a combined commercial synopsis/solicitation, (HSFEEM-09-Q-0018) supplemented with additional information included herein (SOW Attached). This announcement constitutes the only solicitation for quotes, as a separate written solicitation will not be issued. The Department of Homeland Security (DHS)/FEMA has a requirement for hotel/motel rooms for up to a total of 128 "room nights" for participants attending the FY 2009 Homeland Security Preparedness Technical Assistance Program (HSPTAP)/Enhancing Grants Management Technical Assistance Program Workshop in Atlanta, GA. DHS/FEMA has scheduled the conference for April 28-29, 2009. The Government procures lodging to insure the availability of rooms for a large number of people at the same location in order to receive at a minimum, the Government rate in accordance with the GSA Federal Travel Regulations. The hotel/motel shall be in compliance with the Hotel/Motel Fire Safety Act. The hotel/motel must be capable of offering facilities accommodating up to approximately 60 attendees considering guest rooms and all other business associated conference facilities (See Attached SOW/Details). The hotel/motel shall honor any standard cancellation policy regarding any cancellations, and any billing policy for no-shows, meaning that no-shows will be billed for the date that would have been the date of check-in only. Participants will call the hotel/motel at least 21 days prior to the conference date to reserve their room. Callers will identify themselves as participants (attendees) in the "FY 2009 FEMA EGMTA Workshop," and give the hotel/motel the dates for which they will require lodging. Conference attendees will make their reservations by individual call in; rooms will be reserved on each caller's personal credit card. If the hotel/motel is contacted by a Federal Government employee, the caller will be required to pay for their lodging using their personal Federal Government Travel Card. The "Grand Total" quoted price shall represent the total cost for the entire period for which the conference will be held. The "Grand Total" is a Not-To-Exceed price - whereby the hotel/motel shall only invoice the Government for, and the Government shall only pay for, conference facilities/space and audio-visual costs if separately quoted cost items, and the actual number of guest rooms not occupied and paid for by anticipated conference attendees during the period of the conference in accordance with the hotel's standard contract terms and conditions. The quote for blocking the number of guests rooms should be structured in a format that indicates if the break/snack costs are included as part of the quoted room costs, whether or not the conference facilities/space are included as part of the package covering the cost of the guest rooms to be blocked, or if this will be a separate charge in accordance with the offeror's standard contract terms and conditions. Additionally, offerors must clearly indicate the cost of the audio-visual requirements if not included as part of the conference facilities/space. If the break/snack cost, the conference facilities/space and the cost of the audio-visual are not provided as an integral part of the cost of guest rooms to be blocked in accordance with the hotels standard contract, the price of the conference facilities and audio-visual requirements must be clearly listed as separate cost items. If the break/snack costs are not or cannot be included in accordance with the Federal Travel Regulations guest room cost, please clearly indicate this cannot be done as the break/snack requirement and cost will then be deleted in its' entirety from the resulting order. Offerors should also provide a copy of their standard contract listing all terms and conditions upon which the quote is based. A purchase order in the amount sufficient to cover all quoted costs will be issued to the lowest cost offeror representing the best value to the Government. Upon conclusion of the conference and final determination of final costs such as costs expected to be but not covered by the attendees, conference facilities/space, and costs associated with audio-visual requirements if not included with package quote, will be covered under the commercial purchase order to be issued by the Government in accordance with the hotel's standard contract terms and conditions. Upon final determination and payment of all pending charges payable by the Government in order to satisfy the terms of the hotel's accepted contract, all remaining funding on the purchase order will be de-obligated. The per night lodging cost shall not exceed the cost listed in the Federal Travel Regulations. Additionally, in order to insure competitiveness, additional discounts are encouraged. It is requested that the Federal Government be granted a general tax exemption for all rooms to be paid for by the Federal Government. Quotes shall be inclusive of the per-night cost per room, a sub-total cost indicating the cost for each of the night periods separately, and a Grand Total for the entire period. In order to be considered for award, the offer must be determined to be technically acceptable. Award will be made to the offeror who is technically acceptable with the lowest price. To be determined technically acceptable, the offeror's quotation will be subjected to the following "Go/No Go" criteria: (1) The offeror must demonstrate ability to provide the requested number of guest rooms/nights and associated conference facilities as described in the SOW on the dates indicated, (2) be within 25 miles of the Atlanta, GA airport, and (3) The offeror must be in compliance with the Hotel/Motel Fire Safety Act. The following Federal Acquisition Regulation (FAR) provisions apply to this procurement: FAR 52.212-1 Instructional to Offeror-Commercial Items, 52.212-4 Contract Terms and Conditions-Commercial Items. In compliance with FAR 52.212-5, the following additional clauses are incorporated as part of and apply to this acquisition: 52.203-10 Price or Fee Adjustment for Illegal or Improper Activity, 52.219-8 Utilization of Small Business Concerns, 52.222-6 Equal Opportunity, 52.222-35 Affirmative Action for Special Disabled and Vietnam Era Veterans, 52.222-36 Affirmative Action for Handicapped Workers, 52.222-37 Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era, 52.225-3 Buy American Act-Supplies. The clause at 52.215-1 Instructions to Offerors-Competitive Acquisitions also applies to this acquisition. Questions regarding this synopsis/solicitation are due in the contracting office by 2:00 p.m. Eastern Daylight Time, March 16, 2009, and should be forwarded electronically to the Contracting Officer at the address below. Answers to all questions will be provided to all respondents at the same time via electronic posting to the FedBizOpps site. Quotes shall be submitted to the Department of Homeland Security/FEMA, National Emergency Training Center, Attn: Matthew Manning, Bldg. D/Room 220, 16825 South Seton Avenue, Emmitsburg, MD 21727, via fax on (301) 447-1242, or via e-mail to matthew.manning@dhs.gov (email submissions are preferred). Quotes shall be submitted not later than 2:00 p.m., Eastern Standard Time March 19, 2009.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=227a6cd8e4566cdda2c5eb1601b87c6c&tab=core&_cview=1)
- Place of Performance
- Address: Within 25 miles of the Atlanta, GA airport., Atlanta, Georgia, United States
- Record
- SN01766122-W 20090312/090310220411-227a6cd8e4566cdda2c5eb1601b87c6c (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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