SOLICITATION NOTICE
S -- LODGING AND CONFERENCE SPACE FOR AED - SOW
- Notice Date
- 3/20/2014
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Other Defense Agencies, Defense Security Cooperation Agency, Defense Budget and Contracts, 201 12th Street, Suite 203, Arlington, Virginia, 22202-5408
- ZIP Code
- 22202-5408
- Solicitation Number
- HQ0013-14-X-0003
- Archive Date
- 4/18/2014
- Point of Contact
- Woodrow W. Bell, Phone: 7036021464
- E-Mail Address
-
woodrow.bell@dsca.mil
(woodrow.bell@dsca.mil)
- Small Business Set-Aside
- N/A
- Description
- SOW Solicitation Number: HQ0013-14-X-0003 Notice Type: Combined Synopsis/Solicitation (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; proposals are being requested and a written solicitation will not be issued. (ii)This solicitation document, HQ0013-X-0003, is issued as a Request for Quote (RFQ). (iii) This solicitation and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-58. It is the responsibility of the offeror to review the web page for notice of amendments, updates or changes to the solicitation. (iv)This solicitation is issued under FAR Part 13-Simplified Acquisition Procedures. This requirement is to provide lodging, in support of the African Executive Dialogue Program for the Africa Center for Strategic Studies (ACSS). The period of performance is 23 May 2014 through 31 May 2014, with the event taking place 27 through 30 May 2014. The North American Classification System (NAICS) code is 72110, size standard is $30 million. Award of this requirement will be in accordance with Federal Acquisition Regulation FAR Part 13, Simplified Acquisition Procedures. (v) This requirement is to provide lodging and services for approximately 30 individuals. Payment for only 20 of the individuals shall be covered under the resulting contract. The requirements for conference space, meals and parking passes are optional requirements that the Government can decide to exercise. The requirements are detailed in the attached Statement of Work. (vi) The Contractor shall block a maximum of 30 rooms for the conference. The Contractor will provide lodging, conference space parking passes. The requirements for meals are optional requirements that the Government can decide to exercise. The government will pay for 20 rooms while the remaining ten (10) rooms will be paid by the individual occupying the room. The Government shall provide a final list of attendees by 19 May2014 to finalize actual room numbers and cost. The Contractor shall bill the Government for actual rooms utilized versus reserved. (vii)The requirement shall be Firm Fixed Price (FFP). (viii) The selected venue, described in Contract Line Item Number (CLIN) 0001, must be within the DC metropolitan area and located within a ten (10) miles radius from Fort McNair. The venue must be within a.50 miles radius from a Metro station or have available shuttle service to surrounding areas. A location within walking distance to restaurants/shops is preferable. (ix) Requirements as follows: CLIN 0001 - Sleeping Rooms- 26 may through 31 May 2014. The total is 100 days. Refer to the details and chart in the statement of work. The price of breakfast shall be included in the room rate. CLIN 0002AA -Plenary Room 4 days or 1 each CLIN 0002AB - Operations Center 8 days or 1 each CLIN 0002AC - Leadership Office 4 days or 1 each CLIN 0002AD - Registration Room 3 days or 1 each CLIN 0003AA - Lunches 60 Each CLIN 0003AB - Coffee Breaks 150 Each CLIN 0004 - Parking Passes 30 each for use over the period of performance -------Optional Tasks----------------------------------------------------- The following optional items may be exercised on an as-needed basis by the Government provided the Government gives the hotel at least 14 calendar days advance notice of its intent to exercise the option. Failure to exercise these options will not subject the Government to any cancellation fees. CLIN 0005AA - Lunches 30 Each CLIN 0005AB - Lunches 10 Each CLIN 0005AC - Dinners 35 Each CLIN 0005AD - Dinners 10 Each Offerors shall complete the table provided in the attached statement of work. The prices of the optional tasks will be evaluated as part of the price evaluation of the quotes. Offerors may use days or each as the unit of issue for the requested activity rooms. (x) Offerors shall provide information regarding cancellation policy. (xi) All prices MUST include all applicable fees, gratuities, and service charges. THE FEDERAL GOVERNMENT IS TAX EXEMPT. (xii) The Government will not execute any contract other than with the facility or venue proposed to provide accommodations. Any offer from a source other than the lodging venue itself must include written evidence that the offeror is currently authorized to submit binding proposals on behalf of the venue whose accommodations are being offered. Offers that fail to provide such evidence shall be deemed technically unacceptable and will not be considered for award. Any offer which requires the Government to execute an agreement that renders a hotel or facility provider as a third party or for lodging/hotel accommodations that cannot be provided at offeror's facility shall be deemed technically unacceptable and will not be considered for award. (xiii) Provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference (available at http://farsite.hill.af.mil) applies to this acquisition. (xiv) Provision at FAR 52.252-2, Clauses Incorporated by Reference (available at http://farsite.hill.af.mil) applies to this acquisition. (xv) Provision at FAR 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition. (xvi) Instructions to Offerors a. Offerors shall read the documents of the solicitation completely. b. Offerors shall submit their proposal in 3 Volumes. 1. Volume I: Technical Capabilities 2. Volume II: Past Performance 3. Volume III: Price c. Volume I shall include: 1. Acknowledgement that the rooms, lodging and conference facilities are available on the required days and address which type of conference room set up it is offering the Government, for each conference room. 2. List of services and amenities provided by the vendor. At a minimum, offerors shall provide descriptive literature to include information on the services and amenities of hotel, to include the availability of in-room climate control, a refrigerator, and a lockable safe in guest rooms, an on-site fitness center, access to an on-site international ATM machine, and proposed special early check-in and late check-out terms and conditions for this group. Offerors shall also provide information on shuttle availability for airport arrivals and departures as well as availability to Metro station and surrounding areas. 3. Lodging cancellation policy 4. Banquet/lunches/dinner/food cancellation policy 5. Failure to provide the requested cancellation policies may permit the Government to cancel the requirement either in whole or in part at no cost to the Government. 6. If submitting proposal for a venue that is not owned by your company, an offeror shall submit written evidence that the offeror is currently authorized to submit binding proposals on behalf of the venue whose accommodations are being offered. Please note that if successful the contract shall be awarded to the hotel. d. Volume II shall include: The names of two government agencies for which the offeror has provided the same or similar services. In lieu of government agencies, offerors may provide the names of companies for which the offeror has provided the same or similar services. For each agency/company submitted, offerors shall provide the contract number and point of contact information. Point of contact information shall include: -Name of point of contact -Phone number of point of contact -Email address of point of contact e. Volume III shall include: The quote for each line item to include the option items. Because of flight times, many attendees may check out after the normal checkout time. Offorers shall include a price for late check out and the point at which the price, if any, would be put into effect. For example, if checkout is 2:00 pm, but a no penalty period of 2 hours (or more) would be allowed before the penalty is charged. Meaning attendees are able to check out before 4:00 pm without incurring additional costs. f. Proposals shall be submitted by 3 April 2014 11:00 AM EST to the point of contact listed below. Offerors shall provide a quote using the pricing schedule provided in the statement of work attached to this combined synopsis/solicitation. g. Proposals shall be submitted to Woodrow Bell via email to: woodrow.bell@dsca.mil. Facsimile submissions will not be accepted. (xvii) 52.212-2 -- Evaluation -- Commercial Items (Jan 1999). (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. Technical Capabilities 2. Past Performance 3. Price Technical capabilities is more important than past performance. Technical capabilities and past performance, when combined, are more important than price. (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. (xviii) Evaluation Process a. This acquisition will use trade-off analysis to make a best value selection decision. The selection decision will incorporate trade-off techniques and will be made based on an integrated assessment of each contractor's quote. As such, the Government may extend an offer to a contractor who has not quoted the lowest price or the highest rated technical submission. Quotes will be evaluated based on the stated evaluation factors. An offer will be extended to the responsible vendor quoting the best value to the Government, price and non-price factors considered. b. The Evaluation factors are: 1. Factor 1 - Technical Capabilities 1.1. Quality of Services and Amenities 1.2. Lodging Cancellation Policy 1.3. Banquet Cancellation Policy 2. Factor 2 - Past Performance 3. Factor 3 - Price - The price evavluation shall include 1) the prices of the required services, 2) the prices of the optional services and 3) the price charged for late check out. For evaluation purposes, the late check out rate shall be applied to 20 individuals that will be covered by the contract. (xix)Provision at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, applies to this acquisition (offers are to include a completed copy.) The contractor shall be registered in the Online Representations and Certifications Application ORCA at http://orca.bpn.gov/. (xx)Clause at FAR 52.212-4 Contract Terms and Conditions Commercial Items, applies to this acquisition Addendum to FAR 52.212-4. (xxi)1. Invoicing WIDE AREA WORK FLOW (WAWF): All contractor invoices and receiving reports are required to be submitted electronically in accordance with DFARS 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports. Contractors shall submit invoices through the WAWF System at https://wawf.eb.mil/. The Government will be using WAWF to accept/approve invoices and receiving reports. Payment will not be made unless and until both the contractor and the Government WAWF submissions are submitted and processed correctly. Contractor invoices must reflect the contract line times (CLINs) contained in the contract. Proper invoices also must reflect the prices stipulated in the contract and the service or supply must be delivered, inspected and accepted. WAWF Instructions an interactive self-paced training module is available for both contractor and Government personnel at http://wawftraining.com to learn how to use WAWF. WAWF also offers customer support and/or assistance at 1-866-618-5988. THE FOLLOWING CODES AND INFORMATION WILL BE REQUIRED TO ASSURE SUCCESSFUL FLOW OF WAWF DOCUMENTS. CONTRACT NUMBER: To be determined at time of award DUNS CODE: To be determined at time of award ISSUE BY DODAAC: HQ0013 ADMIN BY DODAAC: HQ0013 INSPECT BY DODAAC: HQ0013 ACCEPT BY DODAAC: HQ0013 LOCAL PROCESSING OFFICE DODAAC: HQ0013 PAYMENT OFFICE DODAAC: HQ0347 PAYMENT OFFICE FISCAL STATION CODE: DFAS INDIANAPOLIS (xxii) Clause at FAR 52.212-5(Dev), Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, applies to this acquisition. Applicable clauses under FAR 52.212-5 are as follows (available at http://farsite.hill.af.mil). 52.203-6 ALT1, Restrictions on Subcontracting Sales to the Government; 52.203-13, Contractor Code of Business Ethics and Conduct; 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations;52.219.4 Notice of Price Evaluation Preference for HUBZone Small Business Concerns; 52.219-28, Post Award small Business Program Representation; 52.222-3, Convict Labor; 52.222-19, Child Labor Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; 523222-26, Equal Opportunity; 52.222-35, Equal Opportunity for Veterans; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-50, Combating Trafficking in persons; 52.223-18, Contractor Policy to Ban Text Messaging while Driving; 52.225-13, Restrictions on Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration. Any resulting contract will be paid using the Wide Area Work Flow (WAWF) system at https://wawf.eb.mil/; 52.233-3, Protest after Award; 52.246-4, Inspection of Services-Fixed Price; 52.252-2, Clauses Incorporated by Full Text (website provided by http://farsite.hill.af.mil). (xxiii) The following DFAR clauses apply to this acquisition: DFARS 252.203-7002, Requirement to inform Employee's of Whistleblower Rights; DFARS 252.203-7003, Control of Government Personnel Work Product; DFARS 252.204-7004, Alternate A System for Award Management; DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisition of Commercial Items ;252.225-7002, Qualifying Country Sources as Subcontractors; 252.243-7001, Pricing of Contract Modifications; 252.243-7002, Request for Equitable Adjustment. Applicable additional clauses under DFARS 252.212-7001 are as follows: 252.203-7000, Requirements Relating to Compensation of Former DoD Officials; 252.225-7001, Buy American Act and Balance of Payments Program; 252.225-7012, Preference for Certain Domestic Commodities; Gratuities; DFARS 252.232-7003, Electronic Submissions of Payment Requests; 252.247-7023,Transportation of Supplies by Sea. (xxiv) Other clauses that apply. 52.202-1 Definitions NOV 2013 52.203-3 Gratuities APR 1984 52.203-13 Contractor Code of Business Ethics and Conduct APR 2010 52.204-3 Taxpayer Identification OCT 1998 52.204-7 System for Award Management JUL 2013 52.209-10 Prohibition on Contracting With Inverted Domestic Corporations MAY 2012 52.212-4 Contract Terms and Conditions--Commercial Items SEP 2013 52.217-5 Evaluation Of Options JUL 1990 52.232-23 Assignment Of Claims JAN 1986 52.242-13 Bankruptcy JUL 1995 (xxv)The point of contact (POC) for this acquisition is Woodrow Bell. Woodrow can be reached via email at woodrow.bell@dsca.mil or telephone at (703) 602-1464. (xxvi)A detailed requirement description is attached.
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FBO.gov Permalink
(https://www.fbo.gov/spg/ODA/DSCA/DBC/HQ0013-14-X-0003/listing.html)
- Place of Performance
- Address: TBD, United States
- Record
- SN03316369-W 20140322/140320235434-dec85c1226267254660fb62f7819531f (fbodaily.com)
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