Loren Data's SAM Daily™

FBO DAILY ISSUE OF AUGUST 02, 2007 FBO #2075
SOLICITATION NOTICE

X -- LODGING - USCG RESERVISTS - PORTLAND, OR

Notice Date

7/31/2007
 

Notice Type

Solicitation Notice
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Homeland Security, United States Coast Guard (USCG), Commanding Officer (fp), USCG Integrated Support Command Seattle, 1519 Alaskan Way, South, Seattle, WA, 98134-1192, UNITED STATES
 

ZIP Code

00000
 

Solicitation Number

HSCG33-08-Q-6RB005
 

Response Due

9/5/2007
 

Archive Date

9/20/2007
 

Description

THIS IS A COMBINED SYNOPSIS / SOLICITATION FOR COMMERCIAL ITEMS / SERVICE IAW THE FORMAT IN SUBPART 12.6; AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; PROPOSALS ARE BEING REQUESTED. FOR A FULL COPY OF THE SOLICITATION; SEND E-MAIL REQUEST ONLY TO: MAILTO:JOHN.R.WOOLERY@USCG.MIL. THIS SOLICITATION IS ISSUED AS A REQUEST FOR QUOTE. THE SOLICITATION DOCUMENT AND INCORPORATED PROVISIONS AND CLAUSES ARE THOSE IN EFFECT IN THE F.A.R. UNRESTRICTED SET ASIDE. NAICS CODE 721110: HOTELS (EXCEPT CASINO HOTELS) AND MOTELS. THE SMALL BUSINESS SIZE IS $6.5M.CONTRACT LINE ITEM 1: LODGING OF USCG RESERVISTS IN HOTEL / MOTEL VENUE DURING FISCAL YEAR 08 ? UPT TO 52 EACH INDIVIDUAL WEEKENDS OF LODGING REQUIRED IN A SINGLE OR DOUBLE ROOM. THE BULK OF ALL RESERVATIONS WILL BE TWO PERSONS IN A DOUBLE ROOM CONTAINING TWO EACH TWIN BEDS OR LARGER.THE ESTIMATED TOTAL IDIQ CONTRACT AMOUNTS IS $32K. FAR 52.212-1 INSTRUCTION TO OFERORS COMMERCIAL ITEMS - APPLIES. FAR 52.212-2 EVALUATION COMMERCIAL ITEMS - APPLIES. RELATIVE FACTORS: PRICE / BUSINESS SIZE/GUARANTEED ROOM AVAILABILITY.BUSINESS SIZE AND GUARANTEED ROOM AVAILABILITY WHEN COMBINED ARE AS EQUALLY IMPORTANT AS PRICE. OFFERORS ARE INSTRUCTED TO INCLUDE A COMPLETED COPY OF THE PROVISION AT FAR52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS COMMERCIAL ITEMS WITH THEIR OFFER. FAR 52.212-4 CONTRACT TERMS AND CONDITONS COMMERCIAL ITEMS - APPLIES. FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDER COMMERCIAL ITEMS - APPLIES. OFFERS DUE NLT 3:00PM LOCAL WEDNESDAY 9/5/07. SEND TO COMMANDING OFFICER/FP/ - M/F JOHN WOOLERY - USCG ISC SEATTLE - 1519 ALASKAN WAY SOUTH - SEATTLE, WA 98134-1192. E-MAIL OK TOmailto:JOHN.R.WOOLERY@USCG.MIL. FAX OK TO 206-217-6637. FOR INFORMATION CONTACT JOHN (JACK) WOOLERY AT 206-217-6373. FEDBIZOPS DOES NOT ALLOW POSTING OF FULL TEXT. FOR A FULL TEXT COPY OF THE SOLICITATION SEND YOUR REQUEST VIA E-MAIL ONLY TO: JOHN.R.WOOLERY@USCG.MIL REQUEST FOR QUOTE PERFORMANCE WORK STATEMENT FOR LODGING OF U. S. COAST GUARD RESERVISTS USCG SECTOR PORTLAND PORTLAND, OR PEFORMANCE PERIOD: 10/1/07 ? 9/30/08 Base Year / FY08 REQUEST FOR QUOTE SECTION A GENERAL INFORMATION Place of Performance USCG Sector Portland 6767 N. Basin Avenue Portland, OR 97217 503-240-9330 Period of Performance / Pricing Base Year: Fiscal Year 08 (10/1/07 through 9/30/08) Price: To be determined based on offers to solicitation Contracting Officer William (Bill) Levitch USCG ISC Seattle Comptroller Division 1519 Alaskan Way South Seattle, WA 98134-1192 206-217-6374 voice 206- 217-6637 mailto:William.Levitch@uscg.mil Contract Administrator John (Jack) Woolery USCG ISC Seattle Comptroller Division 1519 Alaskan Way South Seattle, WA 98134-1192 206-217-6373 voice 206-217-6637 fax mailto:John.R.Woolery@uscg.mil Contracting Officers? Technical representative / Government Inspector (COTR) Lee Loftis USCG Sector Portland 6767 N. Basin Avenue Portland, OR 97217 503-240-9330 mailto:Lee.W.Loftis@uscg.mil Contact for questions and site visits Any questions regarding scope of work must be directed to the Contracting Officer. John (Jack) Woolery USCG ISC Seattle Comptroller Division 206- 217-6373 voice 206- 217-6637 fax mailto:John.R.Woolery@uscg.mil Contact for site visits A site visit to the USCG facility is not required in conjunction with this solicitation. The Guard reserves the right to request a site visit to any contractor?s lodging facilities in order to determine adequacy of lodging offered. Any questions regarding scheduling of a site visit may be directed to the Contracting Officers? Technical representative @ 503-240-9330 SECTION C - SCOPE OF WORK C.1 SCOPE OF WORK: The contractor shall provide temporary lodging facilities for eligible U. S. Coast Guard reserve personnel performing Inactive Duty for Training drills. C.2 AWARD: The governments? intent is to issue three (03) each individual Indefinite Quantity / Indefinite Delivery (IDIQ) contracts based on this solicitation. The Government will issue Delivery Orders against each individual IDIQ contract or make arrangements for payment using the Government wide commercial purchase card for each period of lodging required. C.2.1 SELECTION OF CONTRACTORS: Selection of contractors? for the three intended IDIQ contracts shall be based on ?Best Value? to the Government. The evaluation factors are delineated in the above contract terms and conditions with price being the most significant factor. C.3 CONTRACTOR PERSONNEL: C.3.1 SITE MANAGER: The Contractor shall submit in writing to the Contracting Officer the name, telephone and facsimile number, and complete address of the contractor?s Site Manager within five (5) calendar days prior to the contract start date. The Site Manager shall conduct overall management coordination and be the central point of contact with the Government for performance of all work under this contract. The Site Manager shall be authorized to receive any notices of deficiency regarding contract performance. These notices may include, but are not limited to, the following: non-performance of work, deficiencies in work performed, and notices of proposed payment deductions due to the above. Contractor / Business name: ______________________________________________________ Site Manager Name: ____________________________________________________________ Telephone: ____________________________________________________________________ Facsimile: _____________________________________________________________________ Address: ______________________________________________________________________ ______________________________________________________________________________ E-mail: _______________________________________________________________________ C.4 DEFINITIONS: Wherever used herein or in other documents which invoke this performance work statement by reference, the following definitions apply. C.4.1 ANNUALLY: Services performed once during each 12 month period of the contract, at intervals of 1 month during the month and year specified. C.4.2 CONTRACTING OFFICER: A person duly appointed with the authority to enter into and administer contracts on behalf of the Government. C.4.3 CONTRACTING OFFICER?S TECHNICAL REPRESENTATIVE (COTR): An individual designated in writing by the Contracting Officer who will furnish the Contractor with technical direction within the scope of the contract. The COTR does not have the authority to change the material aspects of the contract, i.e., terms and conditions, price, quantity, quality, or delivery and/or performance. C.4.4 CONTRACTOR: Company entity or person who is responsible for compliance with the provisions of the contract and for the performance of any subcontractors. C.4.5 EQUIPMENT: Personal property of a capital nature (including tools, machinery, furniture, vehicles, accessory and auxiliary items) for use in performing services, or for any administrative purpose. C.4.6 GOVERNMENT: Used without modifiers, such as State or Federal, the term Government refers to the U. S. Coast Guard. C.4.7 SERVICES: Lodging in hotel or motel environment consistent with industry commercial practices and room availability. C.4.8 SITE MANAGER: The contractor?s representative and point of contact with Government representatives who is responsible for management and coordination of the contract. C.4.9 NOTICE OF DEFICIENCY: A formal, written documentation of Contractor nonconformance of work. C.4.10 QUALITY ASSURANCE: Those actions taken by the Government to assure services rendered meet the requirements of the contract. C.4.11 QUALITY CONTROL: Those actions taken by the Contractor to control the services so that they meet the requirements of the contract. C.5 PERFORMANCE: C.5.1 Performance / providing of the specified services shall commence on the date and for the period of performance specified in the contract. C.5.2 The contractor shall conduct all operations in such a manner as to minimize any inconvenience to the occupants of the facilities. C.6 SAFETY: C.6.1 All equipment used under this contract shall be maintained and used in a safe and effective manner. The Contractor shall conform to the manufacturer?s safety precautions. The Contractor shall be responsible for the following: C.6.2 Instruct all employees in appropriate safety measures and shall not permit them to place equipment and materials in locations in such a manner as to create safety hazards. C.7. PERFORMANCE REQUIREMENTS: The contractor shall provide temporary lodging facilities for eligible U. S. Coast Guard reserve personnel performing Inactive Duty for Training drills. The room requirement will generally be for a successive period of a Friday ? Saturday night with check out on Sunday morning. It is the governments? intent to make reservations a minimum of five days prior to the date required. The contractor shall afford the government the right to cancel any reservation up to 24 hours prior to pre-arranged check in time with no penalty fee. C.7.1 Single Occupancy with one (01) twin bed or larger; standard commercial room. C.7.2 Double Occupancy with two (02) twin beds or larger; standard commercial room. Note that the majority of all room requirements will be for double occupancy C.7.3 USCG Sector Portland currently has 130 reserve personnel assigned. The known average numbers of personnel drilling per week / month are: First weekend ? Nine (09) Second weekend ? 51 Third weekend ? 46 Fourth weekend ? 23 C.7.4 The Government is only responsible for the payment of lodging costs. All other charges are the direct responsibility of the reserve individual to include but not limited to: - Telephone - Room service - Premium TV / Movie service - Laundry - Restaurant meals C.7.5 The U. S. Coast Guard is a government tax exempt entity. The tax exempt number is B239641. The government shall be exempt from State of Oregon / State of Washington taxes for delivery orders or commercial purchase card reservations made against the IDIQ contracts. C.7.6 HOTEL LODGING RATES / CONTRACT LINE ITME NUMBERS (CLIN) Note: This section is to be completed by offerors. These prices will be incorporated into the individual IDIQ contracts. Base year ? Fiscal Year 08 (10/1/07 ? 9/30/08 CLIN 0001a - Single room / October 07: __________________ CLIN 0001b - Double room / October 07: _________________ CLIN 0002a ? Single room / November 07: ________________ CLIN 0002b ? Double room / November 07: _______________ CLIN 0003a - Single room / December 07: __________________ CLIN 0003b - Double room / December 07: _________________ CLIN 0004a ? Single room / January 08: ________________ CLIN 0004b ? Double room / January 08: _______________ CLIN 0005a - Single room / February 08: __________________ CLIN 0005b - Double room / February 08: _________________ CLIN 0006a ? Single room / March 08: ________________ CLIN 0006b ? Double room / March 08: _______________ CLIN 0007a - Single room / April 08: __________________ CLIN 0007b - Double room / April 08: _________________ CLIN 0008a ? Single room / May 08: ________________ CLIN 0008b ? Double room / May 08: _______________ CLIN 0009a - Single room / June 08: __________________ CLIN 0009b - Double room / June 08: _________________ CLIN 0010a ? Single room / July 08: ________________ CLIN 0011b ? Double room / July 08: _______________ CLIN 0011a - Single room / August 08: __________________ CLIN 0011b - Double room / August 08: _________________ CLIN 0012a ? Single room / September 08: ________________ CLIN 0012b ? Double room / September 08: _______________ C.8. PERFORMANCE REQUIREMENT SUMMARY (PRS). The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. Performance Requirement Summary will be performed in the following manner: Performance Objective PWS Para Performance Threshold Provide double occupancy room C.7.2 Provide double occupancy room if reservation is made minimum of five days in advance. Allowable standard: Two (02) deviations (non USCG cancellations) per month. (Weight: 80%) Provide single occupancy room C.7.1 Provide single occupancy room if reservation is made minimum of five days in advance. Allowable standard: One (01) deviation non USCG cancellation) per month. (Weight: 20%) SURVEILLANCE: The Contracting Officer?s Technical Representative (COTR) will receive complaints from USCG reserve personnel or unit administrative officer advising that a reservation was cancelled or made unavailable after being previously scheduled a minimum of five (05) days in advance. The COTR will prepare a ?Contract Discrepancy Report (CDR)? Attachment #2 and pass on to the contractor's quality control inspector (QCI) or Site Manager for correction. STANDARD: Customer complaints shall not exceed the thresholds cited above for each performance objective. The COTR shall calculate the recommended deductions based on the following procedures and forward to the Contracting Officer (KO) for action. DEDUCTION FORMULA: For determination of deduction of payment due to unacceptable service, a flat rate of $50.00 will apply under this methodology: 1. Assume a total contract value and maximum service of $24,000.00. 2. Total monthly value is $2,000.00. 3. Assume contractor has 20 monthly tasking (room reservations) 4. Assume 2 defects are discovered above the allowable performance requirement during a given month. 5. Total estimated reduction for defective work is: Total Monthly Value: $2.000.00 Reduction for unacceptable services: _$50.00 Total deduction: $ 100.00 ($50.00 x 2) PROCEDURES: Any USCG reservist that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the COTR and the COTR will complete appropriate documentation to record the complaint. The COTR will consider the customer complaint valid upon receipt from the customer. The COTR should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the COTR if not corrected. The COTR will consider customer complaints as resolved unless notified otherwise by the customer. The COTR shall verbally notify the Contractor?s Quality Control Inspector (QCI) to pick up the written customer complaint. The QCI will be given two hours after verbal notification to correct the unacceptable performance. If the QCI disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the QCI will notify the COTR. The COTR will conduct an investigation to determine the validity of the complaint. If the COTR determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. The COTR will retain the annotated copy of the written complaint for his/her files. If after investigation the COTR determines the complaint as valid, the COTR will inform the QCI and the QCI will be given an additional hour to correct the defect. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. The QCI shall return the written customer complaint document, properly completed with actions taken, to the COTR, who will file the complaint for monitoring future recurring performance. C.9 RESERVATION and PAYMENT PROCEDURES: It is the Governments? intent to make room reservations a minimum of five days prior to the date required. C.9.1. Government-wide Commercial Purchase Card for Firm-fixed Price Services Under $2,500.00: Any authorized Government purchase cardholder at USCG Sector Portland or USCG Integrated Support Command Seattle may reserve and pay for rooms through the use of a Government-wide Commercial Purchase Card if each individual credit card order is less than $2,500.00. The Government purchase cardholder (and the contractor agrees) shall use the negotiated burdened room rate specified in the section C.7.6 above of this solicitation from which an IDIQ contract. may be awarded. The number of rooms for each service date and completion date for each service date must be agreed to before any purchase card action can be issued. All invoices and payments shall be processed in accordance with the terms and conditions of the purchase card. The COTR will maintain a record of all credit card transactions for review by the Contracting Officer. (Note: If an oral or written delivery order under $2,500.00 is needed, the COTR will forward a purchase request package to the Contracting Officer (KO) to ensure timely issuance of delivery order.) C.9.2 Delivery Orders for Firm-fixed Price Services Over $2,500.00: Only a duly Appointed Contracting Officer (KO) is authorized to issue oral or written delivery orders for room reservations over $2,500.00 during any one give specific ?performance / reservation? period. The number of rooms for each service and completion date for each service must be agreed to before any delivery order can be issued. The COTR or USCG Integrated Support Command Seattle Force Optimization and Training Division will process and provide the appropriate purchase request package to the KO to ensure timely issuance of a delivery order. The maximum limit per delivery order will be $25,000.00 C.9.3 Emergency Services: Contractor shall provide emergency room service reservations, as ordered by the KO, within one hour of notification; if contractor does in fact have rooms available. Notification may be verbal. If a verbal order is issued, the KO will issue a written delivery within 10 business days. C.9.4. Special Events: For advanced planning purposes, the KO or Contracting Officer?s Technical Representative (COTR) will notify the contractor as soon as possible if a special event room requirement realized, but not less than three days prior to the event. C.9.5. Fixed Price Room / Labor Rate: The fixed price burdened room rate specified in section C.7.6 above will be used for emergency and/or special event room reservations. Prior to placement of any orders under this provision, the Government and contractor must agree to the number of rooms for each service. Only firm-fixed price delivery orders or Government-wide Commercial Card orders are authorized to be placed under this contract provision. C.10. CONTRACTOR FURNISHED ITEMS OR SERVICE. The Contractor shall furnish all supplies, items, and equipment necessary for the performance of the contract. C.11. GENERAL INFORMATION. C.11.1. QUALITY ASSURANCE. In accordance with FAR 52.246-4, Inspection of Services ? Fixed Prices? clause, each phase of the services rendered under this contract are subject to Government inspection, during the Contractor?s operations, and after completion of the tasks. The Government?s Quality Assurance Surveillance Plan (QASP) is not a substitute for Quality Control by the Contractor. All findings of unsatisfactory or non-performed work will be administered under the terms and conditions of this contract. All cost associated with rework are the responsibility of the contractor. The Government reserves the right to choose the inspection methods to be used in implementing its Quality Assurance Program and to vary inspection methods utilized during the work, without notice to the contractor. C.11.2. LOST AND FOUND. The Contractor shall ensure that all items of personal or monetary value found by Contractor employees are returned to the COTR. C.11.3. PERFORMANCE EVALUATION MEETINGS: The contractor shall meet with the KO and/or COTR as necessary in a mutual effort to resolve all problems identified. The written minutes of the meetings will be prepared by the Government and provided to the contractor. Should the contractor not concur with the minutes, the contractor shall state, in writing, and forward to the KO and/or COTR any areas of disagreement within 5 business days of receipt. C.12 APPENDICES/ATTACHMENTS: A. Estimated Workload Data B. Required Submittals C. Contract Discrepancy Report APPENDIX A ESTIMATED WORKLOAD DATA ITEM NAME ESTIMATED QUANTITY 1 Standard commercial lodging / hotel ? motel room 12 Months 2 Total reserve personnel requiring rooms (est) 130 Persons 3 Total reservations per weekend per month. NOTE: This is the number of personnel ? NOT rooms First weekend Second weekend Third weekend Fourth weekend 9 51 46 23 Persons Persons Persons Persons APPENDIX B REQUIRED SUBMITTALS 1. Contractors offer 2. Offeror Representations and Certifications ? Commercial Items. See F.A.R. Clause 52.212-3. APPENDIX C U. S. COAST GUARD SECTOR PORTLAND CONTRACT DISCREPANCY REPORT (CDR) (sample) 1. Contract No.________________________ 2. Month _________________ FY________ 3. Report # ___________________________ 4. TO: (Contractor/QCI)________________________________________ 5. FROM: (KO/COTR/QAE)_____________________________________________ 6. DATES: Prepared | Oral Notification | Returned by Contractor | Action Complete 7. Discrepancy or Problem (Describe in detail; include references to PWS paragraph or other contract clause or provision; attach continuation sheet if necessary; COTR/QAE shall cite applicable QC program procedure(s)) ?_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 8. TO: (Contracting Officer)_______________________________ 9. FROM: (Contractor)________________________________________ 10. Contractor?s response as to cause, corrective action and actions to prevent reoccurrence; attach continuation sheet if necessary; 11. Signature of Contractor?s Representative: ________________________________________________Date_________?_ 12. Government Evaluation: acceptance, partial acceptance, rejection; attach continuation sheet if necessary. 13. Government Actions: payment deductions, performance evaluation meetings, other actions)
 

Place of Performance

Address: COMMANDER /sup/, USCG SECTOR PORTLAND, 6767 N. BASIN AVENUE, PORTLAND, OR 97217

Zip Code: 97217

Country: UNITED STATES
 

Record

SN01357256-W 20070802/070731220635 (fbodaily.com)
 

Source

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

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