Loren Data's SAM Daily™

FBO DAILY ISSUE OF AUGUST 14, 2008 FBO #2453
DOCUMENT

X -- HOTEL AND CONFERENCE ROOMS - Statement of Work

Notice Date

8/12/2008
 

Notice Type

Statement of Work
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Homeland Security, Federal Emergency Management Agency, NETC Acquisition Section, 16825 South Seton Avenue, Emmitsburg, Maryland, 21727
 

ZIP Code

21727
 

Solicitation Number

HSFEEM-08-Q-0062
 

Response Due

8/29/2008
 

Archive Date

9/13/2008
 

Point of Contact

Gregory S. Blair,, Phone: 301/447-7273, James Chestnut,, Phone: 301-447-1412
 

E-Mail Address

greg.blair@dhs.gov, james.chestnut@dhs.gov
 

Small Business Set-Aside

N/A
 

Description

This is a combined commercial synopsis/solicitation, (HSFEEM-08-Q-0062) supplemented with additional information included herein (SOW Attached). This announcement constitutes the only solicitation for quotes, as a separate written solicitation will not be issued. The Department of Homeland Security (DHS)/FEMA has a requirement for hotel/motel rooms for up to a total of 1,666 “room nights” for participants attending the GPD National Conference. DHS/FEMA has tentatively scheduled the conference to occur the week of December 15, 2008, with some attendees arriving beginning Sunday, December 14, 2008. The preferred conference pattern is to have the official conference days as Tuesday/Wednesday; alternate: Wednesday/Thursday. The accommodations will require lodging beginning 12-15-2008, through Wednesday, 12-17-2008, or 12-16-2008, through 12-18-2008, depending upon the actual established dates based on hotel space availability. The room block pattern is attached in the SOW/Details. Meeting room, breakout facilities, and business office accommodations are also required (See Attached SOW/Details). The Government procures lodging to insure the availability of rooms for a large number of people at the same location in order to receive at a minimum, the Government rate in accordance with the Joint Travel Regulations. The hotel/motel shall be in compliance with the Hotel/Motel Fire Safety Act. The hotel/motel must be in the Washington DC metropolitan area as defined as being not more than (10) miles outside the District of Columbia, and must be capable of offering facilities capable of accommodating up to 1200 attendees considering guest rooms and all other business associated conference facilities (See Attached SOW/Details). The hotel/motel shall honor any standard cancellation policy regarding any cancellations, and any billing policy for no-shows, meaning that no-shows will be billed for the date that would have been the date of check-in only. Participants will call the hotel/motel at least 21 days prior to the conference date to reserve their room. Callers will identify themselves as participants (attendees) in the GPD National Conference, and give the hotel/motel the dates for which they will require lodging. The Government will provide the hotel/motel a list of the expected participants/attendees. If the hotel/motel is contacted by a Federal Government employee, the caller will be required to pay for their lodging using their personal Federal Government Travel Card. Any state or local participant (attendee) requesting an earlier arrival or later departure than listed below, shall be personally responsible for payment. The "Grand Total" quoted price shall represent the total cost for the entire period for which the conference will be held. The "Grand Total" is a Not-To-Exceed price - whereby the hotel/motel shall only invoice the Government for, and the Government shall only pay for, conference facilities/space and audio-visual costs if separately quoted cost items, and the actual number of guest rooms not occupied and paid for by anticipated conference attendees during the period of the conference in accordance with the hotel’s standard contract terms and conditions. The quote for blocking the number of guests rooms should be structured in a fomat that indicates if the break/snack costs are included as part of the quoted room costs, whether or not the conference facilities/space are included as part of the package covering the cost of the guest rooms to be blocked, or if this will be a separate charge in accordance with the offeror’s standard contract terms and conditions. Additionally, offerors must clearly indicate the cost of the audio-visual requirements if not included as part of the conference facilities/space. If the break/snack cost, the conference facilities/space and the cost of the audio-visual are not provided as an integral part of the cost of guest rooms to be blocked in accordance with the hotels standard contract, the price of the conference facilities and audio-visual requirements must be clearly listed as separate cost items. If the break/snack costs are not or cannot be included in accordance with the JTR guest room cost, please clearly indicate this cannot be done as the break/snack requirement and cost will then be deleted in its’ entirety from the resulting order. Offerors should also provide an copy of their standard contract listing all terms and conditions upon which the quote is based. A purchase order in the amount sufficient to cover all quoted costs will be issued to the lowest cost offeror representing the best value to the Government. Upon conclusion of the conference and final determination of final costs such as costs expected to be but not covered by the attendees, conference facilities/space, and costs associated with audio-visual requirements if not included with package quote, will be covered under the commercial purchase order to be issued by the Government in accordance with the hotel’s standard contract terms and conditions. Upon final determination and payment of all pending charges payable by the Government in order to satisfy the terms of the hotel’s accepted contract, all remaining funding on the purchase order will be de-obligated. The per night lodging cost shall not exceed the cost listed in the Joint Travel Regulations. If possible without exceeding the JTR maximum nightly room rate, it is highly desired that offerors include the cost of the refreshments as part of the per night room cost (See Attached SOW/Details Discussing Refreshments). Additionally, in order to insure competitiveness, additional discounts are encouraged. It is requested that the Federal Government be granted a general tax exemption for all rooms to be paid for by the Federal Government. Quotes shall be inclusive of the per-night cost per room, a sub-total cost indicating the cost for each of the three (3) night periods separately, and a Grand Total for the entire period. In order to be considered for award, the offer must be determined to be the “best-value” to the Government. The quotation packages will be evaluated as a best value award using trade-offs between technical and cost factors in determining which offeror best meets or exceeds the Government’s needs. The evaluation factors are as follows: (1) The offeror must demonstrate ability to provide the requested number of guest rooms/nights and associated conference facilities as described in the SOW on the dates indicated; (2) The offeror must be within (10) geographical miles of the District of Columbia; (3) The offeror must be in compliance with the Hotel/Motel Fire Safety Act. The following Federal Acquisition Regulation (FAR) provisions apply to this procurement: FAR 52.212-1 Instructional to Offeror-Commercial Items, 52.212-4 Contract Terms and Conditions-Commercial Items. In compliance with FAR 52.212-5, the following additional clauses are incorporated as part of and apply to this acquisition: 52.203-10 Price or Fee Adjustment for Illegal or Improper Activity, 52.219-8 Utilization of Small Business Concerns, 52.222-6 Equal Opportunity, 52.222-35 Affirmative Action for Special Disabled and Vietnam Era Veterans, 52.222-36 Affirmative Action for Handicapped Workers, 52.222-37 Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era, 52.225-3 Buy American Act-Supplies. The clause at 52.215-1 Instructions to Offerors-Competitive Acquisitions also applies to this acquisition. Questions regarding this synopsis/solicitation are due in the contracting office by 2:30 p.m. eastern standard time, August 19, 2008, and should be forwarded electronically to the Specialist and address immediately following regarding submission of quotes. Answers to all questions will be provided to all respondents at the same time via electronic posting to the FedBizOps site. Quotes shall be submitted to the Department of Homeland Security/FEMA, National Emergency Training Center, Attn: Greg Blair, Bldg. D/Room 104, 16825 South Seton Avenue, Emmitsburg, MD 21727, via fax on (301) 447-1092, or via e-mail to greg.blair@dhs.gov. Quotes shall be submitted not later than 2:00 p.m., eastern standard time August 29, 2008.
 

Web Link

FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=20124bb9db6975fcfd511b8d18742934&tab=core&_cview=1)
 

Document(s)

Statement of Work
 

File Name: Statement of Work (GPD08NatlConfSOW73108FINAL.doc)

Link: https://www.fbo.gov//utils/view?id=c4cd47911373c7bd0b24495b5fc3cd8d

Bytes: 52.50 Kb
 

File Name: Conference Agenda (ConferenceSpecs-Agenda073108FINAL.xls)

Link: https://www.fbo.gov//utils/view?id=443a6dcd3bb01bc0f255d424a92db242

Bytes: 45.00 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, United States
 

Record

SN01637894-W 20080814/080812224512-20124bb9db6975fcfd511b8d18742934 (fbodaily.com)
 

Source

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

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