Loren Data's SAM Daily™

FBO DAILY ISSUE OF APRIL 29, 2012 FBO #3809
SOLICITATION NOTICE

V -- Conference/Meeting Space - Package #1 - Package #2

Notice Date

4/27/2012
 

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-0041
 

Archive Date

6/2/2012
 

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

Attchment B - Evaluation Checklist Attachment A - Performance Work Statement (PWS) 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 600 "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 20 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 offeror must be capable of offering conference/meeting facilities accommodating approximately 1,400 attendees, and the capacity to either house up to 600 guests in-house, or they must otherwise discuss and demonstrate how they would satisfy the guest accommodations for the nights of August 6 - 8, 2012. See the attached Performance Work Statement (PWS) 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 those costs proposed and accepted in accordance with the impending purchase order contract terms and conditions. Depending upon pricing structure, any costs for conference space proposed as a direct charge must be supported by offeror's published "catalog" rates available on the commercial market. Quote shall include a copy of the offeror's commercial space price list. Rates will be stated as "total cost per room", priced "per square foot", or other standard commercial published pricing guidelines to allow evaluation and determination of reasonableness. If conference space is provided complimentary based on occupancy/lodging, this must be clearly stated in the quote. 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 lowest prices, technically acceptable responsible offeror. 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. NOTE: This RFQ does NOT include any food or meals, therefore food should not be included in any quote. Any quote that does contain a proposal for food will be evaluated exclusive of any consideration given for food and will be rated solely upon the remaining relevant portions of the offeror's proposal. 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 price determination. 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, May 4, 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-0041). Quotations must be submitted electronically. All offers must contain descriptive literature to include information regarding sleeping rooms, meeting room space, diagrams and square footage of meeting space offered, and information regarding amenities of the hotel as well as within the immediate area of the venue. When responding please include the solicitation number HSFE20-12-Q-0041 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 Friday, May 18, 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 approximately 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 clearly identify 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 Performance Work Statement (PWS), and must be located within 20 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 PWS 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 proposed 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 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 receive a neutral rating. c. Price - Offerors shall provide pricing in response to this solicitation. Pricing for conference/meeting space shall indicate pricing per room, per square foot or other commercially acceptable method verifiable by independent means. Offer shall include evidence of commercial pricing available to the general public. Offer shall NOT include pricing for food/meals. Although not covered under any resulting purchase order, nightly room rates shall be stated for overall cost evaluation. Nightly rates shall not exceed the authorized per diem rate identified for the Washington DC metropolitan area currently identified as $169.00 per night, or as applicable in the event rates would vary slightly by vendor location within the stated allowable distance parameters. 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-0041/listing.html)
 

Place of Performance

Address: 20 radius of Reagan National Airport, Washington, District of Columbia, 20001, United States

Zip Code: 20001
 

Record

SN02733470-W 20120429/120427235502-bfda1b7c254e9d9602b5aea1cfeb60c6 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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