SOLICITATION NOTICE
X -- FINANCIAL MANAGEMENT WORKSHOP
- Notice Date
- 3/13/2008
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- USPFO for Texas, ATTN: Contracting Officer, P.O. Box 5218, Austin, TX 78763-5218
- ZIP Code
- 78763-5218
- Solicitation Number
- F6J0FM031308
- Response Due
- 3/25/2008
- Archive Date
- 5/24/2008
- Point of Contact
- 136th Contracting Office, 817-852-3254
- E-Mail Address
-
Email your questions to USPFO for Texas
(136msg.contracting@txcars.ang.af.mil)
- Small Business Set-Aside
- N/A
- Description
- i. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in 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 will not be issued. ii. The solicitation number is F6J0FM031308 and is issued as a Request for Proposal (RFP). iii. The solicitation document and incorporated provisions and clauses are those i n effect through Federal Acquisition Circular 2005-24. iv. This notice is unrestricted. The associated NAICS code is 721110 and small business size standard is 6.5 Million. The Small Business Competitiveness Demonstration Program does not apply fo r this acquisition. v. Request quote on the following item(s) and quantity(s): (0001) - Qty 1(ea) - Financial Management Workshop - 11(ea) Total Days (Offeror shall meet all specifications as set forth in paragraph vi.) vi. Applicable - Offe rors shall provide a proposal that meets the requirements set forth in the following specifications: ************SPECIFICATIONS************ 1. SCOPE OF WORK: The contractor shall provide all labor, equipment, appliances, materials, and facil ities necessary to host the Financial Management Workshop (FMW). All work shall be performed in accordance with (IAW) this Statement of Work (SOW), associated document (if applicable), and the terms and conditions of any resulting contractual document(s). This workshop is scheduled for 11(ea) days, with day 6 though 10 (Mon through Fri) consisting of the primary portion of the workshop (Sunday shall be an Ice Breaker). The estimated total number of room nights generated by this workshop is 2185. 2 . GENERAL REQUIREMENTS: The following requirements shall be provided. 2.1. Tentative Dates and Times: 2.1.1. Workshop Dates: Proposed dates are as follows: 4 - 14 June 2008, 11 21 June 2008 or 18 28 June 2008. The contractor shall be allow ed to provide alternative dates; though it should be noted that they may only be considered if determined to be in the best interest of the government. 2.1.2. Room Nights: The contractor shall provide attendees the opportunity to register and book room s up to 30 days out from workshop (day 1). Any rooms held beyond this point shall be at the discretion and liability of the contractor. Those reservations made after this date shall be provided rooms on a space available basis. If required and available, contractor will arrange for overflow lodging at or below the government rate at nearby properties. Should cancellation of an individual reservation be necessary, cancellation must occur no later than 48 hours prior to arrival date to avoid a cancellation fee of first nights room and tax. The rate for each room night shall not exceed the authorized federal government per diem rate established for said area. The rooms shall be reserved as follows (Day (D)/Number Rooms (R)): D1 R10, D2 R10, D3 R20, D4 R20, D5 R400, D6 R400, D7 R400, D8 R400, D9 R275, D10 R200, D11 R50. The total of room nights for the 11 day period is 2,185. 2.2. Meeting Space: 2.2.1. Workshop Space: The workshop space for general and breakout sessions shall be provided as follows (Day Session Type Room Number Number of Attendees Time Required Comments): ( DAY 6 ) 6-General Session-N/A-400-8:00am 9:00am-No tables required 6-Breakout Session-A-90-8:00am 5:00pm-Classroom setting t ables required 6-Breakout Session-B-275-8:00am 5:00pm-Classroom setting tables required 6-Breakout Session-C-Not Required 6-Breakout Session-D-90-8:00am 5:00pm-Classroom setting tables required 6-Breakout Session-E-100-8:00am 5:00pm-C lassroom setting tables required ( DAY 7 ) 7-Breakout Session-A-90-8:00am 5:00pm-Classroom setting tables required 7-Breakout Session-B-275-8:00a m 5:00pm-Classroom setting tables required 7-Breakout Session-C-Not Required 7-Breakout Session-D-90-8:00am 5:00pm-Classroom setting tables required 7-Breakout Session-E-100-8:00am 5:00pm-Classroom setting tables required ( DAY 8 )< BR>8-Breakout Session-A-90-8:00am 5:00pm-Classroom setting tables required 8-Breakout Session-B-90-8:00am 5:00pm-Classroom setting tables required 8-Breakout Session-C-90-8:00am 5:00pm-Classroom setting tables required 8-Breakout Sessi on-D-90-8:00am 5:00pm-Classroom setting tables required 8-Breakout Session-E-100-8:00am 5:00pm-Classroom setting tables required 8-Breakout Session-F-70-8:00am 5:00pm-Classroom setting tables required ( DAY 9 ) 9-Breakout Session-A- 90-8:00am 5:00pm-Classroom setting tables required 9-Breakout Session-B-90-8:00am 5:00pm-Classroom setting tables required 9-Breakout Session-C-90-8:00am 5:00pm-Classroom setting tables required 9-Breakout Session-D-90-8:00am 5:00pm- Classroom setting tables required 9-Breakout Session-E-100-8:00am 5:00pm-Classroom setting tables required 9-Breakout Session-F-70-8:00am 5:00pm-Classroom setting tables required ( DAY 10 ) 10-Breakout Session-A-90-8:00am 5:00pm-Cla ssroom setting tables required 10-Breakout Session-B-90-8:00am 5:00pm-Classroom setting tables required 10-Breakout Session-C-90-8:00am 5:00pm-Classroom setting tables required 10-Breakout Session-D-90-8:00am 5:00pm-Classroom setting tables required 10-Breakout Session-E-100-8:00am 5:00pm-Classroom setting tables required 10-Breakout Session-F-70-8:00am 5:00pm-Classroom setting tables required 2.2.2. Ice Breaker/Social: The contractor shall provide a private area capable of hosting 325(ea) attendees, and include Texas style hor doeuvres, as well as a cash bar. Menu of available selections shall be provided prior to contract award. 2.2.3. Luncheon: The contractor shall provide an area, not in active workshop meeting rooms, (similar to that of the general session but with dining tables) capable of hosting a luncheon for 400(ea) attendees, and serve a plated meal of Chicken, Beef, or Vegetable with standard accoutrements (e.g. drink, bread, and desert). The gov ernments intent is to allow contractor staff to setup the luncheon without interference of the attendees or staff (e.g. not setting up in the area where an active session is being held). Portfolio of available meal selections shall be provided prior to co ntract award. This luncheon shall be billed to each participants room and not included in the offerors proposal or subsequent contract. 2.2.4. Miscellaneous Space Requirements: The contractor shall provide the space for the following requirements:<B R>2.2.4.1. Board Room: Meeting room shall have seating and table space for 15(ea) attendees. Availability required for days 4 through 10. 2.2.4.2. Storage Room: Storage room shall be approximately 5 x 5 and allow for locking/unlocking by government p ersonnel. Availability required for days 4 through 10. 2.2.4.3. Command Post: Command Post room shall provide room for up to 10(ea) attendees. 2(ea) local phones (long distance disabled, or if enabled shall be the liability of contractor if utilized and not invoiced against this contract), and 1(ea) table with chairs capable of seating up to 4(ea) attendees. Availability required for days 4 through 10. 2.2.4.4. Exhibit/Demonstration Area: Demonstration area shall provide room for up to 50(ea) att endees, as well as include 5(ea) tables. Availability required for days 4 through 10. 2.2.4.5. Registration Counter/Desk: Registration counter shall provide room (desk space) for up to 4(ea) government personnel and shall be in close proximity to the General Session area. Availability required for days 5 and 6. 2.3. Audio Visual (A/V): 2.3.1. A/V Room Requirements: The contractor shall provide t he below A/V support. 2.3.1.1. Breakout Session Rooms (All): 1(ea) projector screen, 1(ea) projector, and 2(ea) wireless microphones. The projector screen shall be large enough to provide suitable viewing by attendees of the furthest distance in rear o f room (contractor shall assume that the projector utilized shall be suitable in terms of lumens, resolution, and etc). 2.3.1.2. General Session Room: 2(ea) projector screen, 2(ea) projectors, and 2(ea) wireless microphones. The projector screen shall be large enough to provide suitable viewing by attendees of the furthest distance in rear of room (contractor shall assume that the projector utilized shall be suitable in terms of lumens, resolution, and etc). 2.3.1.3. Luncheon Room: 2(ea) projector screen, 2(ea) projector, and 2(ea) wireless microphones. The projector screen shall be large enough to provide suitable viewing by attendees of the furthest distance in rear of room (contractor shall assume that the projector utilized shall be suitable in terms of lumens, resolution, and etc). 2.3.2. A/V Equipment Utilization: The government retains the right to provide its own audio visual equipment and support for the event, independent of the contractor sound systems and audio visual systems at no c ost. The contractor reserves the right to charge a service charge for technical support, which shall, if applicable, be determined and agreed upon prior to execution of said contract. The government does not intend on utilizing a third party for A/V supp ort. The government acknowledges that the contractor is the exclusive provider of all rigging services, house audio, lighting, electrical systems, and related areas. The government shall coordinate all utilization of equipment not owned and maintained by the contractor. 2.4. Food and Beverage Refreshments: The contractor shall provide food and beverage at the below times and dates, as well as a portfolio of available food selections prior to contract award. The governments desire is to have ligh t refreshments (breakfast type) in morning and snack type (cookies, brownies, and etc) in the afternoon. The refreshments shall be provided as follows (Day (D) Morning Number of Attendees (M) / Afternoon Number of Attendees (A)): D1 M0/A0, D2 M0/A0 , D3 M0/A0, D4 M0/A0, D5 M0/A0, D6 M400/A400, D7 M400/A400, D8 M400/A400, D9 M250/A250, D10 M250/A0, D11 M0/A0, 2.5. Miscellaneous Requirements: 2.5.1. Registration: The government desires to have the contractor provide a use r-friendly website for attendee/hotel occupant registration of the Financial Management Workshop. The contractor shall provide directions of how attendees need to register (e.g. the internet address, registration code, and etc). 2.5.2. Weekly Report: The contractor shall provide the workshop planners a report via email indicating the number of attendees registered, and outstanding issues directly affecting workshop. 2.5.3. Workshop Location: The government desires to host said workshop in a safe lo cation within walking distance of eating, shopping, and various entertainment establishments. The contractor shall provide a listing of said establishments, to include a brief description and proximity (distance). 2.5.4. Internet: The contractor shall provide internet connectivity for all areas, excluding attendee rooms and storage room. The internet shall be active and price for usage shall be included in proposal. If required, internet access information (e.g. username and id) shall be provided to workshop planner. If workshop area is not set up for wireless connectivity contractor shall provide the government with their capabilities for providing physical (hard line) connections to each area. 3. Definitions: 3.1. Table: Shall have appro ximate dimensions of 4 x 2 or longer to ensure adequate space is available for the number of attendees or exhibits as provided. 3.2. Walking Distance: Thi s is considered to be 1(ea) mile or several city blocks. 4. Billing/Invoicing: 4.1. Rooms: The Government shall defer all responsibility to each attendee to pay for his/her room, tax, and incidental charges (e.g. phone, entertainment rental, and etc) upon checkout. To establish charging privileges, guests will be asked to provide a credit card upon check-in. 4.2. Invoicing for Payment of Contract: The contractor shall provide an invoice in accordance with the payment terms set forth in the r esulting contract. The government intends on making payment with a Government credit card, and thus the contractor shall indicate if it will accept payment in this form. The Government will not pay a convenience fee for utilization of a credit card, and in the event one is imposed shall require the contractor to invoice online through Wide Area Work Flow (WAWF). It should be noted that payment by credit card is Net 5 and payment by WAWF is Net 30 (days). 5. Terms and Conditions: 5.1. Attriti on of Room Nights and Concessions: The government encourages offerors to provide their most competitive offers and incorporate any concessions derived from the volume of business generated by the this workshop in to the price of the services requested in this statement of work; therefore the contractor shall not provide complimentary rooms, room upgrades, or any similar concession. It should be noted that the government shall not enter in to any contract that includes the incorporation of prices that are based upon room attrition ( sliding scale ). The contractor shall base any concessions on the anticipated volume of business it may receive and provide the government with a firm fixed price in their proposal. Any offeror including a sliding scale in the ir offer may be considered non-responsive and their proposal not considered. 5.2. Failure of Performance: Neither party shall be held responsible for any failure of performance due to acts of God, strikes, shortages of commodities or supplies, accident s, government regulations, restrictions upon travel, national emergencies, and any other cause which is beyond reasonable control of the hotel or Government. 5.3. Right to Cancellation: Due to the current world situation, the National Guard Bureau (and its subordinate organizations) reserves the right to cancel said workshop at no cost to the United States Government. The National Guard Bureau shall provide immediate notification to the hotel upon determination of the lack of funds or other operational contingencies. 5.4. Event Planner (Third Party): It should be specifically noted that this is not a solicitation for Event Planning Services. Any offeror that is not the hotel is to be considered the prime contractor. Therefore, that offerer shall describe in its proposal the technical approach for said services as a prime contractor. The technical approach includes but is not limited to the following: standard business practices (e.g. how it can fulfill said requirement), description of property w hich shall host event, insurance documentation, approval from property to host event of this magnitude and proof of availability, and any relevant documentation that provides further assurance to the government said firm, not being a hotel, can fulfill sai d requirement. Any offer which requires the Government to execute a separate contract with a third party (e.g. hotel) shall be considered non-responsive. 6. Authorized Government Representative/Points of Contact: 6.1. Procurement/Acquisition: < BR>6.1.1. Contracting Officer: TSgt Micah Kruse - Ph: 817-852-3254 micah.kruse@txcars.ang.af.mil. The Contracting Officer is the only individual authorized the bind the government, and any unauthorized performance by the contractor may result in not bei ng compensated. 6.1.2. Government Purchase/Credit Card Holder: MSgt Sharon Rodriguez - Ph: 817-852-3842 Sharon.rodriguez@txcars.ang.af.mil. The Government Purchase Card Holder has been authorized by the Contracting Officer to purchase supplies ($3000.00 or below) and services ($2500.00 and below). 6.2. Financial Management Workshop Planner: Capt Glen Sutton - Ph: 817-852-3242 glen.sutton@txcars.ang.af. mil. ************END OF SPECIFICATIONS************ vii. Not Applicable - Offers shall clearly specify a delivery date and type of freight transportation (FOB destination or origin). It should be noted that the Government prefers FOB destina tion. Delivery shall be made to N/A for inspection and acceptance by an authorized Government official, unless otherwise indicated by the contracting officer. viii. Applicable - The provision at Federal Acquisition Regulation (FAR) 52.212-1, Instru ction to Offerors-Commercial, applies to this acquisition; as well as the following addenda: N/A ix. Applicable - The provision at FAR 52.212-2, Evaluation-Commercial Items, applies to this solicitation. The Government will award a contract resulti ng from this solicitation to the offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government shall evaluate offers through the Best Value approach utilizing the Tradeof f Process. The significant evaluation factors shall be price and the offerors mission capability of meeting the needs of the Government, and those factors other then cost or price, when combined are approximately equal to cost or price. The Government in tends to evaluate proposals and to make award without discussions. x. Applicable - Offerors shall include a copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items, and FAR 52.219-1 (Alt I), Small Business Program Representations, with their offer. Any offer received by the Government not including these provisions may result in the Government not considering your offer for evaluation. The Government may provide these documents as an attachment to this sol icitation or via email; though offerors are encouraged to download the most current reference from http://farsite.hill.af.mil. ***Note Offerors may elect to complete the representations and certifications online at https://orca.bpn.gov. When completing online via ORCA, the offeror is still required to provide a written copy of FAR 52.212-3, Representations and Certifications-Commercial Items, though section (k) of this provision need only be completed (written copy of FAR 52.219-1, Small Business Progra m Representations not required). If the offeror does not elect to complete representations and certifications online, sections (b) through (j) of this clause shall be completed as applicable. xi. Applicable - The clause at FAR 52.212-4, Contract Te rms and Conditions-Commercial, applies to this acquisition; as well as the following addenda: N/A, no addenda to subject clause xii. Applicable - The clause at FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive O rder-Commercial Items (Deviation), applies to this acquisition. xiii. Applicable - The following clauses and/or provisions apply to this acquisition: FAR 52.204-7, Central Contractor Registration; FAR 52.209-6, Protecting the Governments Interest When Subcontracting With Contractors Debarred, Suspended, or Proposed for Debarment; FAR 52.211-6, Brand Name or Equal; FAR 52.219-1 (Alt I)FAR 52.219-6, Notice of Total Small Business Set-Aside; FAR 52.222-3, Convict Labor; FAR 52.222.21, Prohibition of Segregated Facilities; FAR 52.222-22, Previous Contracts and Compliance Reports; FAR 52.222-25, Affirmative Action Compliance; FAR 52.222-26, Equal Opportunity; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.225-13, Restrictions on Certain Foreign Purchases; FAR 52.225-18, Place of Manufacture; FAR 52.232-28, FAR 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration; FAR 52.233- 3, Protest After Award; FAR 52.233-4, Applicable Law for Breach of Contract Claim; FAR 52.246-1, Contractor Inspection Requirements; FAR 52.247-34, F.O.B. Destination; FAR 52.252-1, Solicitation Provisions Incorporated By Reference; FAR 52.252-2, Clauses I ncorporated By Reference; FAR 52.252-5, Authorized Deviations In Provisions; FAR 52.252-6, Authorized Deviations In Clauses; FAR 52.253-1, Computer Generated Forms; Defense Acquisition Regulation Supplement (DFARS) 252.204-7003, DFARS 252.204-7004 (Alt A), Central Contractor Registration; FAR 252.204-7006, Billing Instructions; Control of Government Work Personnel; DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Acquisition of Commercial Ite ms (Deviation); DFARS 252.225-7001, Buy American Act and Balance of Payments Program; DFARS 252.225-7002, Qualifying Country Sources As Subcontractors; DFARS 252.232-7003, Electronic Submission of Payment Requests; DFARS 252.232-7010, Levies on Contract P ayments; DFARS 252.243-7001, Pricing of Contract Modifications. / The following additional contract requirement(s) or terms and conditions apply to this acquisition: N/A xiv. Applicable - The following Defense Priorities and Allocations System (D PAS) rating applies: N/A xv. Applicable - The following Numbered Notes apply to this acquisition: N/A xvi. Applicable - The date, time, and place for submission of offers is as follows: 25 March 2008 - 1:00P.M (Local/CST) - Offers shall b e emailed to the following address: 136MSG.Contracting@txcars.ang.af.mil. All offers shall have the following information in the subject line: Financial Management Workshop - F6J0FM8044A001. ANY OFFER RECEIVED AFTER THE TIME SET FORTH IN THIS SOLICITATIO N SHALL BE LATE AND WILL NOT BE CONSIDERED UNLESS DETERMINED TO BE IN THE BEST INTEREST OF THE GOVERNMENT, AS WELL AS MEETING THE CRITERIA SET FORTH IN FAR 52.212-1. Facsimile proposals are not authorized. It is advised that offerors contact the 136th Mi ssion Support Contracting Office to ensure proposal has been received. xvii. Applicable - For further information regarding this solicitation, offerors can contact the following individual(s): SSgt Christopher Ehrhart (Primary) - Contract Specialis t - Phone No.: 817-852-3253 - Email: 136MSG.Contracting@txcars.ang.af.mil or TSgt Micah Kruse (Alternate) - Contracting Officer - Phone No.: 817-852-3254 - Email: 136MSG.Contracting@txcars.ang.af.mil
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