SOLICITATION NOTICE
V -- Hotel Accommodation Services in the Washington, D.C. Metropolitan Area
- Notice Date
- 4/8/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Gernackerstrasse 2, Geb 112, Garmisch, 82467
- ZIP Code
- 82467
- Solicitation Number
- HQ0236-08-T-0035
- Point of Contact
- Katharina R Beam,, Phone: 4988217502412
- E-Mail Address
-
beamk@marshallcenter.org
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations located in the following geographic area: Washington, DC. Metropolitan. This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, which is issued as a Request for Quotation (RFQ). Quotes are being requested on an unrestricted basis and a separate written solicitation will not be issued. The Government intends to acquire a commercial service using FAR Part 12 and the Simplified Acquisition Procedures set forth in FAR Part 13. This is not a solicitation for Event Planning Services. A quote which requires the Government to execute a separate agreement with a third party hotel shall be deemed non-responsive. NAICS Code 721110 and the small business size standard is $6.5 million. The Periods of Performance for this requirement are listed below with the required capacity for specified dates under Part A: Price Schedule. BACKGROUND: The George C. Marshall Center conducts field study trips multiple times per year in support of LPASS and PTSS resident course programs. The primary objective of the field study trip to the United States is to provide participants the opportunity to acquire direct knowledge of the major institutions and organizations that shape and implement America’s National Security Strategy. Briefings and discussions with senior U.S. governmental officials will provide the setting to interact with those individuals responsible for formulation and implementation of America’s Security Strategy on a day-to-day basis. Course participants will acquire familiarization of the three branches of American government and an understanding of their responsibilities and roles. The trip will include tours of Washington’s major monuments and city sights, in an effort to introduce students to American life in the nation’s capital. PART A – PRICE SCHEDULE: Hotel Lodging- (LPASS 08-4) : 1 Single sleeping room on Thursday, 26 June 2008 and Friday, 27 June 2008, 14 single sleeping rooms on 28 June 2008 through 04 July 2008, and 38 Double Rooms on 28 June 2008 through 04 Jul 2008; group will check-out on Saturday, 05 July 2008. 1st Option (LPASS 08-7) : 1 Single sleeping room on Thursday, 30 Oct 2008 and Friday, 31 Oct 2008, 14 single sleeping rooms on 01 Nov 2008 through 07 Nov 2008, and 48 Double Rooms on 01 Nov 2008 through 07 Nov 2008; group will check-out on Saturday, 08 Nov 2008. 2nd Option (LPASS 09-1) : 1 Single sleeping room on Thursday, 26 Feb 2009 and Friday, 27 Feb 2009; 14 single sleeping rooms on 28 Feb 2009 through 06 March 2009; and 40 Double Rooms on 28 Feb 2009 through 06 March 2009; Group will check-out on Saturday, 07 March 2009. 3rd Option (LPASS 09-4) : 1 Single sleeping room on Thursday, 25 June 2009 and Friday, 26 June 2009; 14 single sleeping rooms on 27 June 2009 through 03 July 2009; and 40 Double Rooms on 27 June 2009 through 03 Jul 2009; Group will check-out on Saturday, 04 July 2009. 4th Option (LPASS 09-7) : 1 Single sleeping room on Thursday, 29 Oct 2009 and Friday, 30 Oct 2009; 14 single sleeping rooms on 31 Oct 2009 through 06 Nov 2009; and 40 Double Rooms on 31 Oct 2009 through 06 Nov 2009; Group will check-out on Saturday, 07 Nov 2009. 5th Option (PTSS 09-2) : 1 Single sleeping room on Thursday, 12 Feb 2009 and Friday, 13 Feb 2009; 10 single sleeping rooms on 14 Feb 2009 through 18 Feb 2009; and 34 Double Rooms on 14 Feb 2009 through 18 Feb 2009; Group will check-out on Thursday, 19 February 2009. 6th Option (PTSS 09-5) : 1 Single sleeping room on Thursday, 11 June 2009 and Friday, 12 June 2009; 10 single sleeping rooms on 13 June 2009 through 17 June 2009; and 34 Double Rooms on 13 June 2009 through 17 June 2009; Group will check-out on Thursday, 18 June 2009. PART B – PERFORMANCE WORK STATEMENT. (1) The hotel facility shall provide (Single & Double) Rooms with bath, common amenities, and all service fees as follows: Provide furnished hotel room, price per room to include breakfast for each occupant. The contract shall not pay for local or international phone calls from participants’ rooms, pay per view programs, mini-bar consumption, room service, nor any alcoholic beverages. Request that all double rooms have outgoing phones and pay-per-view TV turned off and mini-bars locked. Allowance for such items shall only be given if the occupant presents the hotel with a valid credit card or US Dollars. Double Rooms: The hotel facility shall provide furnished rooms with two separate beds that will accommodate one adult each. No rollaway beds, sofa beds, or daybeds may be substituted. Breakfast for each occupant shall be included. Two room keys must be provided for double rooms. No shared keys. All rooms shall be available not later than 03:00pm on days of arrival. (2) The hotel shall be no more than 5 blocks of a metro stop. (3) The hotel must have an on-site restaurant that is capable of serving breakfast (not continental) as early as 0600 and has the seating capacity for up to 105 people simultaneously. A separate dining area for the group within the hotel is preferred but not mandatory. Breakfast must be available by 06:30AM. On certain days, early 06:00AM breakfast may be required. Breakfast shall include but not be limited to yogurt, variety of breads, toast, cereals, eggs, cheese, fruit, meats, milk, coffee, tea, and juices. It is desirable to have omelets made to order at breakfast. (4) The hotel shall have the capacity to house our entire group in one location. (5) The hotel shall have on-site parking for one advance party vehicle. (6) The hotel shall have a 15-minute minimum loading and unloading zone for up to three large tour buses. (7) The hotel shall have 24-hour front desk service. (8) The hotel must have an on-site business center. (9) The hotel must have high-speed Internet access available in guest rooms. (10) The hotel shall provide a dedicated hotel staff or staff member to coordinate logistics before, during, and after arrival of the Marshall Center Representative. (11) Keys to all rooms shall be available for advanced party personnel, at least 3 hours BEFORE the group's arrival. It is highly recommended that keys be coded as early as possible for process with the MC Representative, though rooms will not be occupied by Course Participants until the group's arrival. (12) Current room listings shall be made available to the Marshall Center Representative, as requested. (13) The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. (14) In addition, the quoter'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.). (15) It is desired that the hotel has rooms capable of hosting events of up to 125 persons to facilitate, for example, catered receptions or speaking events in the event this is deemed necessary during the course of this contract. PART C – INSTRUCTIONS TO QUOTERS. All responsible sources that can meet the minimum requirements identified in the PWS may respond to this RFQ by submitting price and technical quotes. Any vendor that does not meet the RFQ requirements will be rejected as non-responsive and the quote will not be evaluated. A response to the evaluation factors identified below shall be submitted on letterhead. Award will be made to the quoter determined to be the Best Value to the Government in accordance with the evaluation factors identified in this RFQ. The evaluation factors are: Factor 1 – Location of Hotel; Factor 2 – Past Performance; Factor 3 – Amenities of Hotel; Factor 4 – Price. The technical factors are listed in descending order of importance and, when combined, are considerably more important than price. Evaluation may be made with or without seeking additional information from quoter(s). The response shall address all evaluation factors. Technical submission should not exceed five pages. Quoters are cautioned that no reference to the quoted prices/cost shall be made in the technical submission. PART D – SUBMISSION REQUIREMENTS. Closing date for receipt of quotes is 15 April 2008, 2008 at 4:00 PM Central European Time. The technical submission shall address each technical factor: Factor 1 - Location of Hotel. Submission Requirements: Quoters shall provide a description of the location of its facility as it relates to the hotel’s proximity to the center of Washington, DC., historical sights and monuments, metro rail, and a variety of table-service dining establishments and evening activities such as movie theatres and other entertainment. Factor 2 – Past Performance. Submission Requirements: Past performance information shall cover a maximum of 3 years. Quoters shall provide past performance information (e.g. letters of recommendation, performance evaluations) indicating quality of hotel performance and service during the past three years. In addition, quoter shall provide at least one reference for which your company provided services for a group similar in size to our group within the past year. For each reference, quoters shall list: a.) Organization/company/contracting partner’s name. b) Point of contact’s (POC) name and contact information: Current phone numbers & valid email addresses. c) Description that precisely explains: General scope of the contract – size of the group accommodated; Specific requirements of the contract; Performance period. Factor 3 – Amenities of Hotel. Submission Requirements: Quoters shall provide descriptive literature to include information on the services and amenities of the hotel, to include the availability of air conditioning, a refrigerator, and a lockable safe in guest rooms and an on-site fitness center. Factor 4 – Price. Submission Requirements: Quoters shall provide prices for the rooms with breakfast listed above. Quoters shall also provide the hotel’s cancellation fees with its price quote as well as a completed copy of provision 52-212-3 ALT I and DFARS 252.212-7000. Quoters shall provide information and pricing on available conference rooms and audio-visual services available with these rooms such as projectors, screens, podiums, laptops, speaker systems, microphones, etc. However, this pricing information will not be evaluated for award purposes. PART E – EVALUATION METHODOLOGY. Factor 1 - Location of Hotel. The Government will evaluate the extent to which the hotel is located near the center of Washington, DC., historical sights and monuments, metro rail, a variety of table-service dining establishments and evening activities such as movie theatres and other entertainment. Hotels located adjacent to high noise areas such as police stations, homeless shelters, firehouses, hospitals with emergency rooms, or large construction zones are not desirable. Factor 2 – Past Performance. The Government’s primary focus for evaluation will be on 1) the hotel’s past performance in providing lodging services to groups similar in size to this group, 2) the hotel’s past performance in conforming to the contracted performance work statement, 3) the hotel’s adherence to contract schedules, including the administrative aspects of performance; 4) the hotel’s ability to resolve problems quickly and effectively; 5) the quality of services/product delivered by the hotel; and 6) the hotel’s business-like concern for the interest of its customers. Factor 3 – Amenities of Hotel. The Government will evaluate the quote to determine the extent to which amenities are quoted that will add to the comfort and conveniences of our guests. Factor 4 – Price. All prices will be evaluated for reasonableness, including the hotel’s cancellation policy. Price reasonableness will be determined based on the price quoted for all contract line items, including options. Lodging rates should be within the stated Government Per Diem rate or lower for the area. An offer will be extended to the vendor quoting the best value to the Government, price and non-price factors considered. PART F – APPLICABLE CLAUSES AND PROVISIONS. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-24. FAR 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at: http://www.arnet.gov/far (FAR) and (DFARS). In accordance with FAR 52.204.7 - Central Contractor Registration (Oct 2003); contractors are required to register in the Central Contractor Registration (CCR) database http://www.ccr.gov, PRIOR to award of any contract. FAR 52.212-3 Alt I, Offeror Representations and Certification-Commercial Items. FAR 52.212-4 Contract Terms and Conditions Commercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items (Deviation); FAR 52.232-18 Availability of Funds; DFARS 252.201-7000, Contracting Officer’s Representative; DFARS 252.212-7000, Offerors Representation and Certifications; DFARS 252.212-7001, Contractor Terms and Conditions (Deviation). PART G – OPTIONS. Options may be exercised any time prior to the start date of the event, provided that the Government notifies the hotel of its intent to exercise the option prior to the start of the event. This advance notice in no way obligates the Government to exercise the Option. The Hotel cancellation fees do not apply to each option unless the option is cancelled after it is exercised. PART H – POINT OF CONTACT. Submit all price and technical quotes to Katharina Beam, Contract Specialist, George C. Marshall Center, Unit 24502, ECMC-P, APO AE 09053. E-mail: beamk@marshallcenter.org by the specified date and time in Part D.
- Web Link
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FedBizOpps Complete View
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- Place of Performance
- Address: Washington, District of Columbia, United States
- Record
- SN01549544-W 20080410/080408222407-a05bf6878669e8a2b96165f74f088051 (fbodaily.com)
- Source
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