SOLICITATION NOTICE
X -- Lodging for Russia-Ukraine HAZMAT Training Event, Greater Harpers Ferry, WV Area, 9/2011 - Solicitation Documernts
- Notice Date
- 7/6/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Homeland Security, Customs and Border Protection, Procurement Directorate - DC, 1300 Pennsylvania Avenue, N.W., Room 1310 NP, Washington, District of Columbia, 20229, United States
- ZIP Code
- 20229
- Solicitation Number
- HSBP1011Q0106
- Archive Date
- 8/4/2011
- Point of Contact
- Arthur S Cooper III, Phone: 817-868-8660
- E-Mail Address
-
Arthur.Cooper@dhs.gov
(Arthur.Cooper@dhs.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- BID SCHEDULE for submission of Price Quotation, MS Excel Format Solicitation Pages 3 to end in MSWord Format HSBP1011Q0106 Complete in PDF Format The US Customs and Border Protection (CBP) of the Department of Homeland Security (DHS), is acquiring lodging accommodations in accordance with the specifications, terms, and conditions below, for the purpose of conducting HAZMAT Training with representatives of Russia and Ukraine in the greater Shepardstown/Harpers Ferry, WV locale. The party of participants for each event will be comprised of CBP employees, Contractors, and/or representatives from foreign governments, all working on official US Government business. A total of 31 lodging rooms are required for 14 nights. CBP requires a high quality "full service" hotel (i.e., with daily room cleaning services), with a 3 star/diamond rating (or higher) from one or more of Orbitz, Travelocity, Expedia, and/or AAA, equipped and providing services/amenities as follows (Minimum Requirements): Contractor shall provide single sleeping rooms for specified number government officials with allowance for late check-in to accommodate international travelers. The single standard lodging accommodations shall include a private room with a private bath. In addition to normal hotel unit furnishings, television with basic cable television services, in-room local and long distance telephone capabilities and room wake-up service or in-room alarm clock should be provided. Daily room cleaning is required. All of CBP's guests are to be lodged at a single hotel/facility. Accommodations should include as a minimum a continental breakfast (or 'hot" breakfast) to be provided 6:30 - 7:30am daily at no additional cost above the room rate (served in hotel restaurant/dining facility) [DESIRED BUT NOT REQUIRED]. CBP desires to obtain suitable accommodations at or below the GSA lodging rate corresponding to the locale of the selected contractor. CBP realizes however that market conditions may result in hotels not being able to offer such rates as needs arise and thus are requested to offer best possible rates for each requirement. For GSA rates, see: http://www.gsa.gov/portal/category/21287 Dining Facilities in Hotel Proximity: During the time that the guests are in the hotel, CBP is responsible for ensuring that regular needs are met during business and non-business hours. The hotel must have a full-service restaurant, open for breakfast, lunch, and dinner, seven days per week, either inside the hotel or no more than 300' from its main entrance. To reduce the logistical burdens associated with arranging meals during non-course hours, a minimum of 2 additional full service eating facilities or restaurants must be within a short walking distance (¼ mile or less). A variety of restaurants is preferred because the diversity of nationalities participating in the events implies the possibility of dietary restrictions/needs. Courtesy Van Transportation: Contractor shall provide/or assist with local transportation to/from local eateries and shopping, within the surrounding areas of Contractor's establishment. [DESIRED BUT NOT REQUIRED]. Business Center: Contractor shall be equipped with a Business Center (or otherwise have available) which includes the following: - Copier - Fax Machine - IBM Compatible "Windows" PC with "Office" type software, fully compatible with Microsoft Office 2000, with current virus protection, and broad-band internet access Note: High-speed Internet access in individual hotel rooms and in public/common spaces is highly desirable, but not required. The Contractor shall afford access for the event participants/guests to the business center on a 7:00am - 7:00pm basis (24 hour basis is preferred) and provide assistance to all guests concerning operation of computers and all other office equipment in the business center. Fitness Center/Facilities for Guests: The hotel must be equipped with a fitness center equipped with an assortment of devices (i.e., treadmill, bike, stepper, etc.) and ideally an indoor pool. Use of these facilities/ services shall be offered to the guests at no additional cost. Alternately, the hotel may offer access to an off-site facility in conjunction with round-trip transportation (again on a no-cost basis). Laundry Facilities: Contractor shall provide information on hours of operation and cost to guest on matters concerning laundry facilities onsite or in local area of their establishment. Front Desk Service: Assist with check in and checkout procedures. The Contractor shall verify all guests against the rooming list (to be provided before date of arrival by the CBP Ordering Official - See Item A.5 below). Setting: Hotel must be well maintained and present a safe atmosphere for guests, isolated from major thoroughfares/highways, heavy traffic, and the noise that accompanies them. Hotel must be located in a safe and quiet environment, defined as a location where guests can walk outside in the area of the facility and able to do so with a reasonable sense of personal security. Hotels with exterior entrance to sleeping rooms will not be considered. Hotels that (or that are located in a neighborhood/locale where many surrounding properties) employ the use of extraordinary physical security measures such as barbed wire, razor wire, or other imposing fences that are visible to arriving guests and neighbors are not considered acceptable with regard to this requirement. No Significant Renovations and/or Construction on the Property and in immediate area: CBP seeks a quality hotel that is able to provide a high quality experience for its participants and guests, free of adverse conditions that may interfere with the conduct of CBP's event or otherwise adversely affect the participants/guests while at the hotel. IMPORTANT NOTE: CBP requires a high quality lodging experience for its guests and cannot tolerate renovations at or near the hotel that interfere with this requirement. Hotels with ongoing renovations at the hotel or in the immediate vicinity may not be considered for this event while such construction/renovations are in progress. IMPORTANT NOTE: CBP requires a high quality lodging experience for its guests and cannot tolerate renovations at or near the hotel that interfere with this requirement. Hotels with ongoing renovations at the hotel or in the immediate vicinity may not be considered for this event while such construction/renovations are in progress. Parking Facilities: Contractor shall provide 3 parking spaces. The Hotel must also accommodate loading/unloading of a large bus that CBP will provide, with the loading/unloading zone no more than 150' from its main entrance. CBP's bus (chartered) will be transporting the guests/participants to and from the hotel for various activities and must be able to maneuver in and around the hotel to pick up and drop off members of the party. Specific Locale: Hotel must be within 60 minutes driving time from the CBP Advanced Training Academy, 440 Koonce Road, Harpers Ferry, WV 25425. Driving time from the airport subject to verification by the CBP Contracting Officer using Google Maps "Get Directions" function. Note requirement for proximity to local restaurants above. Hotels located within this area afford the greatest convenience to CBP and its guests for this event. Room Cancellation/Attrition: CBP desires an agreement with the Contractor as follows: 1) Cancellation of entire event on or before 4:00pm local time, date prior to scheduled date of arrival of the party - No costs or liability incurred 2) Reduction or cancellation of one or more rooms after 6:00pm local time, scheduled date of arrival - ideally no costs or liability, but at most, room rate for one night only for each room reduced/canceled Note: The statement and policy above is "desired" but not required. Vendors are afforded an opportunity to quote cancellation charges in their proposal and such charges are considered in the evaluation of quotations. Incidental Services Ordered by Participants/Guests: CBP will pay for charges related to room rate charge only. Costs for incidental services ordered/acquired by the participants/guests (i.e., room service, telephone charges, entertainment, laundry, mini-bar, etc.) are the responsibility of the guest(s) that ordered and received. CBP intends to issue a purchase order that will 1) provide for reservations for all lodging requirements, 2) provide security for all rooms until arrival, and 3) facilitate EFT/Direct Deposit payment for those rooms to be covered under the order as indicated above. No additional security for the required lodging rooms is to be offered/provided until guest check-in. Credit card images/impressions will be taken from all guests (or cash) for security to cover incidentals, and for those guests to be paying for lodging with credit cards - the associated lodging costs. No additional security is offered for the conference room and catering requirements (i.e., no credit card image to be made available). Payment for the lodging, conference room, and catering charges covered by the purchase order will be made in approximately 30 days upon receipt of an invoice via EFT. Deposit payments are not available or offered. If unable to agree to these terms, please do not submit a quotation. Offerors/Quoters wishing to participate in this acquisition need not prepare and submit an elaborate proposal. Offerors/ Quoters are encouraged to submit descriptive literature which serves to illustrate that it does satisfy all of the minimum criteria. The inclusion of photographs of the facility and other documents relevant to the offerings for CBP's guests are encouraged. This acquisition is being made and the successful awardee will be selected on the basis of lowest priced - minimum technical. Using this method and basis, the responsible firm that meets or exceeds all of the minimum standards/ requirements in the solicitation with the lowest "Total Price for Evaluation Purposes" will be selected for award. In addition, Offerors/Quoters are requested to submit a statement that describes amenities, services, and/or benefits offered to CBP's guests that are over and above the minimum requirements (i.e., complimentary meals, hospitality hour, courtesy van, etc.). The relating solicitation is attached in both PDF format (complete) and MSWord format (pages 3 - end). In addition, the BID SCHEDULE to be used for price quotation (EXCEL format) is attached. See pages 32 - 34 for guidance in submission of a quotation. The Contracting Officer for this acquisition is: Arthur S. Cooper III Contracting Officer US Customs & Border Protection 150 Westpark Way FICD - Suite 200 Euless, Texas 76040-3721 Arthur.cooper@dhs.gov 817-868-8660 (v) 817-545-1288 (f) This solicitation is totally set aside for small business concerns. In addition, in order to be eligible for consideration, quoters/offerors must be 1) registered and have ACTIVE status at https://www.bpn.gov/CCRSearch/Search.aspx, and 2) registered and approved by USFA and FEMA (see http://www.usfa.dhs.gov/applications/hotel/fema_id_search.cfm ).
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DHS/USCS/PDDC20229/HSBP1011Q0106 /listing.html)
- Place of Performance
- Address: Greater Shepardstown/Harpers Ferry, WV Locale, United States
- Record
- SN02490357-W 20110708/110706234549-288c035123bea5e48a9abbd3327ffda4 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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