SOLICITATION NOTICE
X -- AFG Application Review 2016
- Notice Date
- 12/8/2016
- 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
- HSFE20-17-Q-0002
- Archive Date
- 1/3/2017
- Point of Contact
- Rashurn Harrison, Phone: 3014471136
- E-Mail Address
-
rashurn.harrison@fema.dhs.gov
(rashurn.harrison@fema.dhs.gov)
- Small Business Set-Aside
- N/A
- Description
- 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) 2005-92. The NAICS code for this requirement is 721110 (Hotels (except Casino Hotels) and Motels). The size standard is $32.5 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 270 "rooms per night" for participants attending the FY 2016 Assistance to Firefighters Grant (AFG) Application Review. Offeror's facilities must be within a 50 mile radius of BWI Thurgood Marshall Airport or Reagan National Airport (DCA). The event dates are scheduled for January 8 - 13, 2017 (Check in on January 8th, check out on January 13th) with the primary meeting activities January 8th - 13th. FEMA will consider proposals submitted by all offerors who can provide these services, however, if the offeror is not a hotel/motel or conference center as a primary line of business in the hospitality industry (Event Planning Services or 3rd Party Event Planning firms, for example), these offerors must provide a signed written letter of intent between the offeror and the hosting facility indicating such a contracting arrangement and confirm the necessary space is available as offered. Additionally, if the successful offeror selected as the primary contractor is not the actual hosting facility, the primary contractor in this case shall be required to have an employee onsite during the entire time period of the event to provide for, and maintain the privity of contract relationship with the Government to manage the onsite activities on behalf of the contractor and the Government in dealing with the hosting facility and management. The period of performance for the meeting is January 8th - January 13th. The location for the hotel/conference facility must be within a 50 mile radius of BWI Thurgood Marshall Airport or Reagan National Airport (DCA) No other locations will be considered. The GSA Federal Travel Regulations Per diem rates are available at: http://www.gsa.gov/portal/content/104877 Information regarding the Federal Travel Regulation is available at: http://www.gsa.gov/portal/category/21222 The hotel must be in compliance with the Hotel/Motel Fire Safety Act. See the attached Statement of Work (SOW) for details. Participants will call the hotel individually to reserve their room. Callers must identify themselves as participants (attendees) of the "FY 2016 Assistance to Firefighters Grant (AFG) Application Review" 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 priced, 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. Technical and/or administrative questions must be submitted in writing to Rashurn.harrison@fema.dhs.gov no later than 5:00 p.m. EST, Monday, December 12, 2016. Individual responses will not be given. Responses to all inquiries will be published by amendment to the solicitation and posted to FedBizOpps. 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 inquiries must be in MS Word, Excel or PDF format. This is a combined synopsis/solicitation (HSFE20-17-Q-0002). 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 amenities within the immediate area of the venue. When responding please include the solicitation number HSFE20-17-Q-0002 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 FEMA email system. All quotations are due no later than 3:00 p.m. EST, Monday, December 19, 2016 to the following e-mail address: rashurn.harrison@fema.dhs.gov. Receipt of quotations will be acknowledged by return email. EVALUATION FACTORS FOR AWARD: The Government intends to award a commercial 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, when 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. 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 Statement of Work (SOW), and must be located within 50 mile radius of BWI Thurgood Marshall Airport or Reagan National Airport (DCA). 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 below; (2) Offerors must be actively registered with the System for Award Management (SAM) system prior to award per Federal Acquisition Regulation (FAR) 4.1102. Failure to be actively registered will result in disqualification from award consideration. Further information may be obtained at website https://www.sam.gov. (3) Offerors must be current and listed on the U.S. Fire Administration Hotel and Motel National Master List found at https://apps.usfa.fema.gov/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 must be provided with proposal. 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. Nightly room rates shall be stated and shall not exceed the authorized per diem rate identified for the area identified 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, Instructions to Offeror -- Commercial Items (Oct 2016). The clause 52.212-4, Contract Terms and Conditions -- Commercial Items (May 2015) applies to this acquisition and is incorporated by reference. The clause 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (Nov 2016); 52.233-3, Protest After Award (Aug 1996); 52.222-50, Combating Trafficking in Persons (Mar 2015); 52.222-3, Convict Labor (June 2003); 52.222-21, Prohibition of Segregated Facilities (Apr 2015); 52.222-26, Equal Opportunity (Sep 2016); 52.222-35, Equal Opportunity for Veterans; (Oct 2015); 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014); 52.222-37, Employment Reports on Veterans (Feb 2016); 5.225-1, Buy American Supplies (May 2014); 52.225-2, Buy American Certificate (May 2014); 52.225-3, Buy American Free Trade Agreement-Israeli Trade Act (May 2014); 52.232-18, Availability of Funds (Apr 1984); 52.232-33, Payment by Electronic Funds Transfer System for Award Management(Jul 2013). ATTACHMENT A STATEMENT OF WORK ASSISTANCE TO FIREFIGHTERS PROGRAM OFFICE'S CONTRACT FOR THE FY2016 APPLICATION REVIEW I. Background The Assistance to Firefighters Grant (AFG) Program Office operates under the authority of FEMA's Grant Programs Directorate within the Department of Homeland Security. In FY 2016, Congress appropriated a total of 345 million under the Department of Homeland Security Appropriations Act, 2016, (Public law 114-113) to carry out the activities of the Assistance to Firefighters Grants (AFG) Program. The Assistance to Firefighter Grant application review panel will be held from January 8-13, 2017. This program generates thousands of applications with the program consistently receiving around 9,000 applications each year. This grant opportunity is competitive and each application must be evaluated independently against established criteria in order to assure fair and equitable opportunity for each. This independent evaluation is conducted by a panel of subject matter specialists who are flown in for one week to review and evaluate the applications. In order to accomplish the panel reviews, the program will need to secure commercial conference space. Due to the size of the panels operation, available Federal facility space is not adequate. We expect that we will need to conduct one week of panels for Assistance to Firefighters Grants. That week, we will use as many as 250 subject matter specialists who will be supported by as many as 20 Federal and contract support staff. II. Scope of Work The government requires facility space to conduct FY2016 Assistance to Firefighters Grant (AFG) panel reviews during the projected week of January 8 to January 13, 2017. It is the AFG program office's preference that conference facilities be located within a 50 mile radius of Washington area airports- the Baltimore/Washington International (BWI) Thurgood Marshall Airport or the Reagan National Airport (DCA). The program office must supervise and provide security to transport grant applications from the support contractor to the conference center for the review. The area near BWI airport and the area near the Reagan National Airport (DCA) are conducive to the secure transfer of grant applications as well as flight hubs for subject matter experts' and regional staff's travel expediency. The purpose of this document is to identify the facility characteristics that are minimally necessary to support the grant program office's implementation, management, and administration of the FY2016 Assistance to Firefighters Grant (AFG) panel review process. Specifically: i) Conference facility located within a 50 mile radius of BWI Thurgood Marshall Airport or Reagan National Airport (DCA) ii) Lodging for the panelists and support staff iii) Transportation to-and-from the airport via shuttle services iv) Conference/ballroom space for the conduct of the FY2016 AFG panels v) Securable breakout rooms or other workable space within the immediate proximity of the conference space for support of the FY2016 AFG panel process vi) Internet connectivity to support government owned equipment vii) All audio-visual (A/V) requirements will be requested by FEMA's support contractor and coordinated with the hotel upon award of the contract. III. Tasks A. Tasks associated with the lodging of the panelists and staff for Assistance to Firefighters Grant Program: Task A-1. It is FEMA's desire to hold this meeting the week of January 8, 2017. For the week of panels (January 8 - January 13, 2017) contractor shall provide lodging for 270 attendees and support staff. Generally, (majority of rooms needed) lodging will commence on a Sunday, January 8th to a noon checkout on Friday, January 13th. Late checkout will be required for up to 20 support staff for break down purposes on Friday January 13th. Lodging is to be available in the same building as the conference facilities. The contract shall pay for the room and associated taxes if not provided gratis as part of lodging room reservations. All attendees will be responsible for paying any incidental room charges such as phone, pay per view video, room service, etc. Reservations shall be made with the hotel either by the participants or the AFG support contractor within 7 days of the event. (Completion date: Ongoing throughout contract performance period ending Friday, January 13.) Task A-2. It is preferred that the contractor will provide adequate shuttle service to transport attendees between the local servicing airport and the hotel. It may be necessary to enhance any existing shuttle service during the surge of the arrivals on Sunday afternoon and for departures on Friday. (Completion date: Ongoing throughout contract performance period ending January 13.) Task A-3. Contractor shall provide self-parking for all attendees who utilize their privately owned vehicle (POV) or a rental car to drive to the venue. Attendees shall have free unlimited access to enter and depart the parking area during the period of performance of the contract. (Completion date: Ongoing throughout contract performance period ending January 13.) B. Tasks associated with conference space for the Assistance to Firefighter Grant Panels: Task B-1. Contractor shall provide one large conference room with approximately 7,000 - 10,000 square feet of space. The room will accommodate 42 large (6-8 foot rounds) tables spaced throughout. The intent is to have 42 groups comprised of six people at each table. Sixteen 5-foot rectangular tables will be placed in the room to accommodate sixteen panel chairs and sixteen quality control reviewers. Room shall also have the capacity to accommodate a podium with microphone, screen, and computer projection. (Completion date: Ongoing throughout contract performance period ending January 13.) Task B-2. Four additional breakout rooms (approx. 400 to 500 square feet) for file storage, (approx. 650 square feet) for data entry, (approx. 400 square feet) for support team office, and (approx. 400 square feet) for the command center. Alternatively, contractor could provide one large breakout room of no less than 1,200 square feet for data entry and file storage and one smaller breakout room of approx. 400 to 500 square feet (for command center). Each breakout room will be set up with 5-foot tables and 8-10 workstations depending on room size. All rooms should be within as close a proximity to each other as possible. (Completion date: Ongoing throughout contract performance period ending January 13.) Task B-3. Comfortable (non-conference type) chairs with bottom and back cushions and arms must be provided for 270 participants during the panel review process January 8-13, 2017. Task B-4. All space provided by contractor will be securable 24-hours-a-day with access keys provided to government and or government contractor staff. Offer shall state this clearly. (Completion date: Ongoing throughout contract performance period ending January 13.) Task B-4.1. Conference space is required to remain reserved (i.e. secured) for government use starting on Sunday, January 8, 2017 for setup and through the evening of Friday, January 13, 2017 for breakdown. (Completion date: Ongoing throughout contract performance period ending January 13.) Task B-5. All computer terminals shall have Ethernet (hard wire) with high-speed bandwidth internet connectivity in order to accommodate the web based e-grant platform used by the program. Alternatively, a dedicated (not open to other hotel users) T1 or equivalent WIFI high-speed connection could be used and must be capable of handling uploads/downloads of 14 plus users. (Completion date: Ongoing throughout contract performance period ending January 13.) C. Daily requirements for lodging and conference space availability: DATE DAY APPROX # OF LODGING ROOMS CONFERENCE SET UP January 8, 2017 Sunday 270 January 9, 2017 Monday 270 January 10, 2017 Tuesday 270 January 11, 2017 Wednesday 270 January 12, 2017 Thursday 270 January 13, 2017 Friday 0
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FBO.gov Permalink
(https://www.fbo.gov/spg/DHS/FEMA/NETC/HSFE20-17-Q-0002/listing.html)
- Record
- SN04347389-W 20161210/161208234845-b110b87b5adac8aa13784c08d8ce6a0c (fbodaily.com)
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