FILE | V | Hotel Lodging Services - BSR Area - Modification 3

FBO DAILY ISSUE OF MAY 06, 2008 FBO #2353
DOCUMENT

V -- Hotel Lodging Services - BSR Area - Modification 3

Notice Date: 5/4/2008
Notice Type: Modification 3
NAICS: 721110 — Hotels (except Casino Hotels) and Motels
Contracting Office: Department of State, Office of Logistics Management, Acquisition Management, P.O. Box 9115 Rosslyn Station, Arlington, VA, 22219, UNITED STATES
ZIP Code: 22219
Solicitation Number: SAQMMA08R0204
Response Due: 5/8/2008 11:45:00 PM
Point of Contact: Vincent J Sanchez, Phone: 703-875-6629
E-Mail Address: SanchezVJ@state.gov
Small Business Set-Aside: N/A
Description: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, in conjunction with FAR 13.5, as applicable, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is SAQMMA08R0204 and is issued as a request for proposals (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005-24. This acquisition is for full and open competition and the associated NAICS code is 721110, the small business size standard is 6.5 million. All interested offerors should review the below requirements and submit a proposal in accordance with section 52.212-1 as stated in the requirement below via email to SanchezVJ@state.gov or via mail to the following address: U.S. Department of State,Attn: Vincent J. Sanchez,A/LM/AQM/WWD/SB1701 N. Fort Meyer Dr. 2nd Floor,Arlington, VA 22209 All proposals should be received by 11:59PM Eastern Standard Time on May 8, 2008 in order to be considered for this combined synopsis/solicitation award(s). The Government will make multiple awards that are Fixed-Price, Indefinite Delivery, Indefinite Quantity (IDIQ) type contracts for this requirement. Delivery Orders will be issued for the services required under this contract. The minimum set for this solicitation is 1,000 room nights per year, and the maximum set for this solicitation is 10,000 room nights per year. The Contractor shall be responsible for providing the Bureau of Diplomatic Security (DS) with lodging services for DS personnel assigned to training at the Bill Scott Raceway (BSR) located at 201 Motorsports Park Circle Summit Point, WV 25446. The contractor is required to meet all requirements as shown in section C, on a Delivery Order basis, for the programs, activities and functions of the United States Department of State. Room night rates shall include direct and indirect labor, overhead and profit. Room night rates shall not include breakfast or any other complimentary meals. The Contractor will be provided with a U.S. Tax Exemption Certificate for Virginia/West Virginia at the time the facilities are first reserved for performance under this contract. The prices listed in the SUPPLIES OR SERVICES AND PRICES/COSTS section shall not include state and local taxes on sales or hotel room occupancy taxes. Should tax exemption certificates not be furnished, the Contractor will be reimbursed for any state or local taxes it is required to pay on the contract sales, but such reimbursement shall be returned to the Government to the extent the Contractor is subsequently exempted from such taxes. The Contractor shall provide a fixed daily rate for the room nights proposed for the base year and all option years (2). The fixed room daily rate shall be at a minimum 5% below current US Government lodging per diem rates for the Winchester, VA/WVA areas as displayed on the following website: http://www.gsa.gov. B.5.1BASE YEAR CLINDESCRIPTION DAILY RATE TOTAL 000110,000 Hotel Rooms/Suites _____________________ ESTIMATED TOTAL FOR BASE YEAR__________________ B.5.2OPTION YEAR ONE 100110,000 Hotel Rooms/Suites _____________________ ESTIMATED TOTAL FOR OPTION YEAR ONE__________________ B.5.3OPTION YEAR TWO 200110,000 Hotel Rooms/Suites _____________________ ESTIMATED TOTAL FOR OPTION YEAR TWO__________________ TOTAL FOR BASE AND OPTION YEARS__________________ The Government shall purchase the minimum quantities stated for each year within this contract. Lodging cancellations for individual students will be made in writing 24 hours before the official arrival date. Lodging cancellations for groups will be made 2 weeks prior to the official arrival date. Cancellations will be made by the designated BSR program coordinator or by the Contracting Officer's Representative (COR). Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. SECTION C DESCRIPTION OF SERVICES 1.TITLE: Bill Scott Raceway (BSR) Lodging Support Services for the Bureau of Diplomatic Security's Office of Training and Performance Support (DS/TPS). 2.BACKGROUND: The Diplomatic Security Training Centers (DSTC) mission is to provide a diverse, well-led, and trained workforce for the Bureau of Diplomatic Security (DS) personnel, Department of State employees, other Federal law enforcement personnel, and foreign affairs agencies. The Office of Training and Performance Support (TPS), which falls under the Diplomatic Security Service's Training Directorate, coordinates professional training for Special Agents, Security Engineering Officers, Marine Security Guards, Construction Security Technicians, Foreign Service Nationals, Seabees and Cleared American Guards. The TPS trains from three main locations in the United States: Dunn Loring, VA, (DS Training Center); Newington, VA (Firearms Range and Technical Training Annex); and Summit Point, WV (BSR Contract Facility, includes driver training, IED Demo Range). 3.PURPOSE: The purpose of this contract is to obtain an economic solution for short and long term lodging services for Government personnel assigned to train at the BSR. The lodging provided must be a fixed daily room rate at a minimum 5% below the current U.S. Government lodging rates in the Winchester, VA/WVA area. The expected outcome of this contract is to obtain the best price advantageous to the Diplomatic Security Programs of the U.S. Government while training at BSR and to provide quality lodging services to our students in training. 4.REQUIREMENTS: 1.1FACILITY LOCATION a)The lodging facility shall have nearby access to public transportation, supermarkets, dry cleaning, clothing stores, restaurants, recreational opportunities (e.g. cinema, gym, park, tourist attractions etc.). b)Lodging facility must have a meeting room to accommodate 30 students. Meeting room must have connections for computer and audio visual capabilities, access to a podium and whiteboard. 1.2FACILITY DESCRIPTION a)Shall meet all the criteria for a 3 Diamond rating or better from AAA. b)Shall be consistent with that defined in the industry as limited service, and convenient to dining facilities serving at minimum a continental breakfast. c)Shall be clean and well-maintained throughout. d) Shall have adequate illumination in all public areas including all corridors, stairways, landings, elevators and parking areas. e) Shall have curb appeal with all exterior elements of the property, sound building structure and design, and a variety of landscaping. f)The Contractor shall provide parking access for DOS personnel vehicles (rental, government fleet, car, van or bus) either on or in proximity to the property upon request. 1.3FACILITY SECURITY a)Property managers, or their representative, must be readily accessible at all times for guest needs and there shall be at a minimum one (1) other permanent staff member designated per shift to be responsible for all matters security related. Designated security personnel shall maintain on-going dialog with police to stay aware of threat/crime in the area. This may include but not limited to video coverage and surveillance of entrances/exits. b)Lodging facility security shall be equipped with Electronic Key Lock systems for guest room access doors and all other primary guest entrances and exits in all buildings. Secondary doors limited to essential staff entry/exit only will employ appropriate measures to ensure limited controlled access. c)The Contractor shall have in all buildings, view ports, deadbolts and secondary locks on guest room doors. Guest room doors shall also be self-closing and shall not open directly to the outdoors. d)Parking areas shall be well lit, and patrolled frequently by security personnel. e)The Contractor shall have a Fire Protection / Emergency Evacuation policy which includes a written plan reviewed by the local fire department and the plan shall be rehearsed by the staff at least annually for all buildings. f)Shall be in compliance with all local, state and federal safety and security codes. 1.4FACILITY ROOMS / SUITES a)All designated Government rooms shall be in non-smoking units/areas unless otherwise requested by the DOS student at no additional cost to the Government. b)Each room shall include an operational, single station smoke detector and there must be an adequate maintenance program to routinely test and replace batteries. c)Shall be single rooms for each DOS student with standard amenities. d)For long term students lodging more than 14 days, each room shall be furnished (at minimum) with a desk, desk lamp, chair, bed, bedside reading light night stand, an alarm clock/radio, television, wired/cabled access for internet connectivity, microwave, refrigerator, iron, ironing board and hair dryer. 1.5FACILITY SERVICES/AMENITIES a)Guest Laundry or Laundromat (coin operated), Indoor or Outdoor Pool, Copy Service, Fax, Fitness Center, and Business Center. b)Meeting facilities and lounge areas should be available on-site. 1.6CUSTOMER SERVICE / OPERATIONS a)The Contractor is required to sustain its customer philosophy and carry on its customer service practices for addressing/responding to complaints and provide feedback in a timely manner. The Contractor shall meet or exceed its management policies and procedures for ensuring high quality customer service and resolving customer issues. b)At the time of check in, hotel staff shall provide written notice to each student regarding which services are included in their lodging services and which services require additional charges and are not covered at the Government's expense. Every effort should be made to make the Government and all personnel receiving service under this contract aware of all additional fees or charges not distinguished from standard lodging services. c)The Government will not be liable for charges beyond the basic room bill. All additional charges incurred by the student shall be the responsibility of the individual student. This includes damage to property or missing property claims. The U.S. Federal Government is exempt from paying all state and local taxes on sales or hotel room occupancy taxes (See Section B.4). d) The Contractor shall not confirm reservations in excess of the space available to the Government unless authorized in writing by the Contracting Officer or Contracting Officer Representative. e)Lodging cancellations for individual students will be made by telephone or in writing 24 hours before the official arrival date. Lodging cancellations for the entire group/class will be made by telephone or in writing two weeks prior to the official arrival date. f)The Contractor shall have a comparable alternative hotel or facility to provide high quality lodging services in the event that they cannot accommodate the Government's requirements at one facility at any time in particular. All other alternative facilities proposed must meet all specifications under this contract and must be provided at the same rate and specification as stated in this contract at no additional cost to the Government. 5.PLACE OF PERFORMANCE: To be determined (TBD) 6.PERIOD OF PERFORMANCE: The period of performance will be from the date of award for one year thereafter with two (2) additional option years if exercised. 7.DELIVERABLES: The Contractor will develop and deliver to the government: a)Informal written activity reports upon request by the Government. b)Room night tracking reports on total usage upon request by the Government. 1.1TENTATIVE SCHEDULE (DATES SUBJECT TO CHANGE) *SEE LATEST AMENDMENT FOR REVISED SCHEDULE OF COURSES* The COR will be the person authorized to deal directly with the hotel management for services listed in the contract. The vendor(s) shall itemize and submit the billing records/invoices to the designated office per instructions below for all student room charges only on a class basis or in accordance with the terms and conditions set in the agreement. For classes that are 14 days or less, the Government shall be billed at the end of each class. NOTE: FACT Students shall be billed individually prior to departure at the rates included in this contract. All proposals should include the following in accordance with FAR 52.212-1. In accordance with FAR 52.212-2, (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1) CONVENIENCE, Walking Distance to Restaurants and Distance from BSR. 2) QUALITY, Cleanliness, Amenities offered on-site and Security. 3) COST OR PRICE, is equally important to technical merit as described in 1, 2, and 4 of this list. 4) PAST PERFORMANCE, reference Government experience points of contact within the past two years. All evaluation factors other than cost or price, when combined, are equally important to cost or price. Site visits by government personnel may be conducted at any time prior to making award(s). (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer?s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. All offerors must include a completed copy of the provisions identified at 52.212-3 unless they have already done so through Central Contractor Registration at www.ccr.gov. FAR clauses 52.212-4, and 52.212-5 are applicable to this solicitation and are hereby incorporated by reference. The full text of a FAR clause may be accessed electronically at http://www.acqnet.gov/far. CCR requirement, Offerors must be registered on Central Contractor Registration (CCR) before an award could be made to them. If company is not registered in CCR, they may do so by going to the CCR website at http://www.ccr.gov. All interested offerors should review the above requirements and submit a proposal in accordance with section 52.212-1 as stated in the requirement above via email to SanchezVJ@state.gov or via mail to the following address: U.S. Department of State Attn: Vincent J. Sanchez A/LM/AQM/WWD/SB 1701 N. Fort Meyer Dr. 2nd Floor Arlington, VA 22209 All proposals should be received by 11:59PM Eastern Standard Time on May 8, 2008 in order to be considered for this combined synopsis/solicitation award(s).
Web Link: FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=c6461787c42e117d55d79af01be57289&tab=core&_cview=1)
Document(s): Modification 3; File Name: Amendment 3 (Amendment_3.pdf); Link: https://www.fbo.gov//utils/view?id=a974f6ce8ed886043be4fd90dc4b150c; Bytes: 1,793.56 Kb; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Place of Performance: Address: To be Determined; Zip Code: 25446
Record: SN01566302-W 20080506/080504213050-c6461787c42e117d55d79af01be57289 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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V -- Hotel Lodging Services - BSR Area - Modification 3