SOLICITATION NOTICE
V -- Conference Meeting Space - Statement of Work (SOW) - Attachment A - Attachment B - Proposal Evaluaiton Checklist
- Notice Date
- 3/23/2012
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Homeland Security, Federal Emergency Management Agency, Preparedness Branch, Office of Acquisition Management, 16825 South Seton Avenue, Emmitsburg, Maryland, 21727, United States
- ZIP Code
- 21727
- Solicitation Number
- HSFE20-12-Q-0025
- Archive Date
- 4/27/2012
- Point of Contact
- Charlotte K. Laughlin, Phone: 3014471155
- E-Mail Address
-
charlotte.laughlin1@dhs.gov
(charlotte.laughlin1@dhs.gov)
- Small Business Set-Aside
- N/A
- Description
- Proposal Evaluation Checklist to assist in preparing proposal Statement of Work (SOW) 2012 GPD National Conference This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotes are being requested and a written solicitation document will not be issued. It is incumbent upon contractors to monitor the FedBizOpps web page (https://www.fbo.gov) for any/all subsequent amendments. FedBizOpps also contains an option for automatic notification services. This combined synopsis/solicitation document and the incorporated provisions and clauses it contains are those in effect through Federal Acquisition Circular (FAC) 2005-57. The NAICS code for this requirement is 721110. The size standard is $30.0 million. This is an unrestricted acquisition. The Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) has a requirement to acquire conference/meeting space as well as accommodate hotel/motel guest rooms for up to a total of 575 "rooms per night" for participants attending the FY 2012 Grant Programs Directorate Conference in the Washington, DC area. FEMA has scheduled the conference for August 7-9 (Check in on August 6th, check out on August 9th with the primary conference activities August 7-9). This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. FEMA will not consider a proposal submitted by an offeror that is not a hotel or conference center. An offer that requires the Government to execute a separate agreement with a 3rd party shall be deemed technically unacceptable. The period of performance for the conference is August 7 through August 9, 2012. No other dates will be considered. The location for the hotel/conference facility must be within (10) miles of Reagan National Airport. No other locations will be considered. The GSA Federal Travel Regulations Per diem rates are available at: http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=17943 Information regarding the Federal Travel Regulation is available at: http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=24030 The hotel must be in compliance with the Hotel/Motel Fire Safety Act. The hotel must be capable of offering conference/meeting facilities accommodating approximately 1,000 attendees and 575 guest rooms for the nights of August 6 - 8, 2012. See the attached Statement of Work (SOW) for details. The offeror shall honor standard cancellation policy regarding any cancellations 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 individually to reserve their room; rooms will be reserved and paid for on each caller's personal or Federal Government Travel Card credit card. Callers will identify themselves as participants (attendees) of the "FEMA 2012 Grant Programs Directorate Conference," and give the dates for which they will require lodging. Offeror will state the duration for blocking the guest rooms before releasing the unreserved rooms for sale to the general public. The quoted price shall represent the total price (fixed rates proposed for all services) for the entire period for which the conference will be held. The hotel shall only invoice the Government for, and the Government shall only pay for conference/meeting space during the period of the conference in accordance with the impending purchase order contract terms and conditions. The quote for blocking the number of guests rooms should be structured in a format that indicates whether or not the conference/meeting 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 business practice. Offerors shall also provide a copy of their standard business practices identifying all terms and conditions upon which the quote is based. A purchase order in the amount sufficient to cover costs quoted for services specified will be issued to the offer representing the best value to the Government. Upon conclusion of the conference, final determination and payment of all pending charges payable by the Government will be processed with any remaining funds on the purchase order to be de-obligated. Quotes shall include per-night cost per room. Even though the cost of the guest rooms will not be covered under this purchase order, the price will be considered in the overall evaluation. Technical and/or administrative questions must be submitted in writing to Charlotte.Laughlin1@dhs.gov no later than 10:00 a.m. Eastern Standard Time, Friday, March 30, 2012. Individual responses will not be given. Responses to all inquiries will be published by amendment to the solicitation. Inquiries and information received after the established deadline shall not be considered for this particular acquisition. Oral communications are not acceptable in response to this notice. Only written inquiries will be accepted. E-mail inquires must be in MS Word, Excel or PDF format. This is a combined synopsis/solicitation (HSFE20-12-Q-0025). Quotations must be submitted electronically. All offers must contain descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, and information regarding amenities of the hotel. When responding please include the solicitation number HSFE20-12-Q-0025 on the subject line of your email message. All documents submitted must be in MS Word, Excel or PDF format. Total size for all proposal material cannot exceed 10MB. Any file larger than 10MB is too large to be accepted by the email system. All quotations are due no later than 3:00 p.m. EST on Tuesday, April 12, 2012 to the following e-mail address: charlotte.laughlin1@dhs.gov. Receipt of quotations will be acknowledged by return email. EVALUATION FACTORS FOR AWARD: The Government intends to award a purchase order resulting from this solicitation to the lowest priced, technically acceptable responsible offeror. The technical and past performance factors, factors a and b below, combined are equal to price. The factors identified below will be the evaluation factors used to evaluate all offers received. Quotes must be specific in details and mention all the government requirements. An evaluation checklist of the requirements has been included with this solicitation as Attachment B, to assist in proposal preparation. See the Evaluation Checklist (Attachment B) for aspects of the evaluation which includes the following: a. Technical - (1) Offerors shall provide in sufficient detail a technical quote that demonstrates the offeror's experience in providing services similar in nature and scope to this requirement. In addition, the quote must meet or exceed each of the requirements identified in the attached SOW, and must be located within (10) miles of Reagan National Airport. The offeror must demonstrate ability to provide the requested number of guest rooms/nights and associated conference/meeting facilities as described in the SOW provided as Attachment A; (2) Offerors must be actively registered with the CCR system prior to award per Federal Acquisition Regulation (FAR) 4.1102. Failure to be actively registered will result in disqualification from award consideration. Website is http://www.bpn.gov. Further information may be obtained at website http://orca.bpn.gov or http://www.ccr.gov. (3) Offerors must be current and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.dhs.gov/applications/hotel. FEMA contracting officers may contract only with listed hotels or motels on the above list to conduct meetings, conventions, conferences, or training seminars. Offerors whose propose facilities that are not listed will be rejected as technically unacceptable. (4) Offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). Proof of compliance shall be provided with proposal. (5) A completed 52.212-3 (Mar 2005), Offeror Representations and Certifications/Commercial Items or certification that annual representations and certifications have been completed via the Online Representation and Certification Application (ORCA) via the ORCA website at www.bpn.gov. b. Past Performance - Offerors shall list at least three recent contracts of similar size and complexity held within the last three years. Past Performance information shall contain the names and phone numbers of the contracting officer or other individual who can verify past performance information. In the case of an offeror without a record of relevant past performance the past performance will be rated as neutral. c. Price - Offerors shall provide pricing in response to this solicitation. Nightly room rates shall not exceed the authorized per diem rate identified for the Washington DC metropolitan area currently identified as $169.00 per night. The offeror's initial proposal shall contain the offeror's best quote from a price and technical standpoint. The Government intends to evaluate offers and award a purchase order without discussions, but reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government reserves the right to make no award as a result of this solicitation. PROVISIONS AND CLAUSES: All referenced FAR provisions and clauses may be accessed electronically at http://farsite.hill.af.mil/vffar1.htm and HSAR provisions and clauses may be accessed electronically at http://farsite.hill.af.mil/VFHSARA.HTM. Of the available clauses, the following apply and are incorporated by reference: 52.212-1 (Jan 2006), Instructions to Offeror -- Commercial Items. The clause 52.212-4 (Sep 2005), Contract Terms and Conditions -- Commercial Items, applies to this acquisition and is incorporated by reference. The clause 52.212-5 (Jan 2006), Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items: 52.233-3, Protest After Award (AUG 1996); 52.222-50 -- Combating Trafficking in Persons; 52.222-3, Convict Labor (June 2003); 52.222-21, Prohibition of Segregated Facilities (Feb 1999); 52.222-26, Equal Opportunity (Apr 2002); 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001); 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998); 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001); 5.225-1, Buy America Act-Supplies (June 2003); 52.225-2, Buy America Act Certificate (June 2003); 52.225-3, Buy America Act-Free Trade Agreement-Israeli Trade Act (June 2006); 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration (Oct 2003).
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DHS/FEMA/NETC/HSFE20-12-Q-0025/listing.html)
- Place of Performance
- Address: within 10 mile radius of Reagan National Airport, Washington, District of Columbia, United States
- Record
- SN02704860-W 20120325/120323235542-a91ac381f74f21bb91881cdbadb98c60 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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