SOLICITATION NOTICE
V -- Lodging/Conference Meeting Space
- Notice Date
- 12/17/2014
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Homeland Security, Federal Emergency Management Agency, Preparedness Branch, Office of Acquisition Management, 16825 South Seton Avenue, Emmitsburg, Maryland, 21727, United States
- ZIP Code
- 21727
- Solicitation Number
- HSFE20-15-Q-0008
- Point of Contact
- Charlotte K. Laughlin, Phone: 3014471155
- E-Mail Address
-
charlotte.laughlin1@dhs.gov
(charlotte.laughlin1@dhs.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation (FAR) 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 document will not be issued. It is incumbent upon contractors to monitor the FedBizOpps web page (https://www.fbo.gov) for any/all subsequent amendments. FedBizOpps also contains an option for automatic notification services. This combined synopsis/solicitation document and the incorporated provisions and clauses it contains are those in effect through Federal Acquisition Circular (FAC) 2005-79. The NAICS code for this requirement is 721110. The size standard is $30.0 million. This is an unrestricted acquisition. The Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA) has a requirement to acquire conference/meeting space as well as accommodate hotel/motel guest rooms for up to a total of 275 "rooms per night" for participants attending the FY 2014 Assistance to Firefighters Grant (AFG) panel review within a 40 mile radius of BWI Thurgood Marshall Airport, Reagan National Airport (DCA), or Washington Dulles International Airport (IAD). FEMA prefers to schedule the meeting for January 11 - 16, 2015 (Check in on January 10th, check out on January 16th with the primary meeting activities January 11th - 16th). FEMA will consider proposals submitted by all offerors who can provide these services, however, if the offeror is not a hotel/motel or conference center as a primary line of business in the hospitality industry (Event Planning Services or 3rd Party Event Planning firms, for example), these offerors must provide a signed written letter of intent between the offeror and the hosting facility indicating such a contracting arrangement and confirm the necessary space is available as offered. Additionally, if the successful offeror selected as the primary contractor is not the actual hosting facility, the primary contractor in this case shall be required to have an employee onsite during the entire time period of the event to provide for, and maintain the privity of contract relationship with the Government to manage the onsite activities on behalf of the contractor and the Government in dealing with the hosting facility and management. The period of performance for the meeting is January 10th - 16th. Alternate dates of availability that meet the above time and space requirements between January 18, 2015 and February 28, 2015 will be considered. The location for the hotel/conference facility must be within a 40 mile radius of BWI Thurgood Marshall Airport, Reagan National Airport (DCA), or Washington Dulles International Airport (IAD). No other locations will be considered. The GSA Federal Travel Regulations Per diem rates are available at: http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=17943 Information regarding the Federal Travel Regulation is available at: http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=24030 The hotel must be in compliance with the Hotel/Motel Fire Safety Act. See the attached Performance Work Statement (PWS) for details. Participants will call the hotel individually to reserve their room. Callers must identify themselves as participants (attendees) of the "FY 2014 Assistance to Firefighters Grant (AFG) review panel," and give the dates for which they will require lodging. Offeror will state the duration for blocking the guest rooms before releasing the unreserved rooms for sale to the general public. The quoted price shall represent the total price (fixed rates proposed for all services) for the entire period for which the conference will be held. The hotel shall only invoice the Government for, and the Government shall only pay for those costs proposed and accepted in accordance with the impending purchase order contract terms and conditions. Depending upon pricing structure, any costs for conference space proposed as a direct charge must be supported by offeror's published "catalog" rates available on the commercial market. Quote shall include a copy of the offeror's commercial space price list. Rates will be stated as "total cost per room", priced "per square foot", or other standard commercial published pricing guidelines to allow evaluation and determination of reasonableness. If conference space is provided complimentary based on occupancy/lodging, this must be clearly stated in the quote. Offerors shall also provide a copy of their standard business practices identifying all terms and conditions upon which the quote is based. A purchase order in the amount sufficient to cover costs quoted for services specified will be issued to the lowest priced, technically acceptable responsible offeror. Upon conclusion of the conference, final determination and payment of all pending charges payable by the Government will be processed with any remaining funds on the purchase order to be de-obligated. NOTE: This RFQ does NOT include any food or meals, therefore food should not be included in any quote. Any quote that does contain a proposal for food will be evaluated exclusive of any consideration given for food and will be rated solely upon the remaining relevant portions of the offeror's proposal. Quotes shall include per-night cost per room. Technical and/or administrative questions must be submitted in writing to Charlotte.Laughlin1@dhs.gov no later than 3:00 p.m. Eastern Standard Time, Tuesday, December 23, 2014. Individual responses will not be given. Responses to all inquiries will be published by amendment to the solicitation and posted to FedBizOpps. Inquiries and information received after the established deadline shall not be considered for this particular acquisition. Oral communications are not acceptable in response to this notice. Only written inquiries will be accepted. E-mail inquiries must be in MS Word, Excel or PDF format. This is a combined synopsis/solicitation (HSFE20-15-Q-0008). Quotations must be submitted electronically. All offers must contain descriptive literature to include information regarding sleeping rooms, meeting room space, diagrams and square footage of meeting space offered, and information regarding amenities of the hotel as well as within the immediate area of the venue. When responding please include the solicitation number HSFE20-15-Q-0008 on the subject line of your email message. All documents submitted must be in MS Word, Excel or PDF format. Total size for all proposal material cannot exceed 10MB. Any file larger than 10MB is too large to be accepted by the email system. All quotations are due no later than 3:00 p.m. EST on Tuesday, December 30, 2014 to the following e-mail address: charlotte.laughlin1@dhs.gov. Receipt of quotations will be acknowledged by return email. EVALUATION FACTORS FOR AWARD: The Government intends to award a commercial purchase order resulting from this solicitation to the lowest priced, technically acceptable responsible offeror. The technical and past performance factors, factors a and b below, when combined are approximately equal to price. The factors identified below will be the evaluation factors used to evaluate all offers received. Quotes must be specific in details and clearly identify all the government requirements. a. Technical - (1) Offerors shall provide in sufficient detail a technical quote that demonstrates the offeror's experience in providing services similar in nature and scope to this requirement. In addition, the quote must meet or exceed each of the requirements identified in the attached Performance Work Statement (PWS), and must be located within 40 mile radius of BWI Thurgood Marshall Airport, Reagan National Airport (DCA), or Washington Dulles International Airport (IAD. The offeror must demonstrate ability to provide the requested number of guest rooms/nights and associated conference/meeting facilities as described in the PWS provided as Attachment A; (2) Offerors must be actively registered with the System for Award Management (SAM) system prior to award per Federal Acquisition Regulation (FAR) 4.1102. Failure to be actively registered will result in disqualification from award consideration. Further information may be obtained at website https://www.sam.gov. (3) Offerors must be current and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.dhs.gov/applications/hotel. FEMA contracting officers may contract only with listed hotels or motels on the above list to conduct meetings, conventions, conferences, or training seminars. Offerors whose proposed facilities that are not listed will be rejected as technically unacceptable. (4) Offeror'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.). Proof of compliance shall be provided with proposal. b. Past Performance - Offerors shall list at least three contracts of similar size and complexity held within the last three years. Past Performance information shall contain the names and phone numbers of the contracting officer or other individual who can verify past performance information. In the case of an offeror without a record of relevant past performance the past performance will receive a neutral rating. c. Price - Offerors shall provide pricing in response to this solicitation. Pricing for conference/meeting space shall indicate pricing per room, per square foot or other commercially acceptable method verifiable by independent means. Offer shall include evidence of commercial pricing available to the general public. Offer shall NOT include pricing for food/meals. Nightly room rates shall be stated and shall not exceed the authorized per diem rate identified for the Washington DC metropolitan area currently identified as $177.00 per night, or as applicable in the event rates would vary slightly by vendor location within the stated allowable distance parameters. The offeror's initial proposal shall contain the offeror's best quote from a price and technical standpoint. The Government intends to evaluate offers and award a purchase order without discussions, but reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government reserves the right to make no award as a result of this solicitation. PROVISIONS AND CLAUSES: All referenced FAR provisions and clauses may be accessed electronically at http://farsite.hill.af.mil/vffar1.htm and HSAR provisions and clauses may be accessed electronically at http://farsite.hill.af.mil/VFHSARA.HTM. Of the available clauses, the following apply and are incorporated by reference: 52.212-1 (Jan 2006), Instructions to Offeror -- Commercial Items. The clause 52.212-4 (Sep 2005), Contract Terms and Conditions -- Commercial Items, applies to this acquisition and is incorporated by reference. The clause 52.212-5 (Jan 2006), Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items: 52.233-3, Protest After Award (AUG 1996); 52.222-50 -- Combating Trafficking in Persons; 52.222-3, Convict Labor (June 2003); 52.222-21, Prohibition of Segregated Facilities (Feb 1999); 52.222-26, Equal Opportunity (Apr 2002); 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001); 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998); 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001); 5.225-1, Buy America Act-Supplies (June 2003); 52.225-2, Buy America Act Certificate (June 2003); 52.225-3, Buy America Act-Free Trade Agreement-Israeli Trade Act (June 2006); 52.232-18, Availability of Funds (Apr 1984); 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration (Oct 2003). ATTACHMENT A PERFORMANCE WORK STATEMENT ASSISTANCE TO FIREFIGHTERS PROGRAM OFFICE'S ASSISTANCE TO FIREFIGHTERS GRANTS AND THE SAFER GRANTS FY2014 APPLICATION REVIEW I. Background The Assistance to Firefighters Grant (AFG) Program Office operates under the authority of FEMA's Grant Programs Directorate within the Department of Homeland Security. In order to accomplish the panel reviews, the program will need to secure commercial conference space. Due to the size and timing of the required panel operations, available Federal facility space is not adequate. We expect that we will need to conduct one week of panels for AFG. In that week we will use as many as 200 subject matter specialists who will be supported by as many as 20 Federal and 25 contract support staff. II. Scope of Work The government requires facility space to conduct FY2014 AFG panel reviews during the projected week of January 11 - 16, 2015, for up to 275 participants. It is the AFG program office's preference that conference facilities be located within a 40 mile radius of Washington area airports: Baltimore/Washington International Thurgood Marshall Airport (BWI), Reagan National Airport (RNA), or Washington Dulles International Airport (IAD). Following are the facility characteristics that are minimally necessary to support the grant program office's implementation, management, and administration of the FY2014 Fire Prevention and Safety panel review process. i) conference facility located within a 40 mile radius of BWI Thurgood Marshall Airport, Reagan National Airport (DCA), or Washington Dulles International Airport (IAD); ii)lodging for the panelists, support staff; iii) transportation to and from the BWI Thurgood Marshall Airport, Reagan National Airport (DCA), or Washington Dulles International Airport (IAD); iv) conference/ballroom space to conduct the FY2014 AFG panels; v) securable breakout rooms or other workable space within the immediate proximity of the primary conference space for support of the FY2014 AFG panel process; vi) internet connectivity; and vii) high speed copier, A/V equipment, projector and networked computers/high speed printers. III. Tasks A. Tasks associated to the lodging of the panelists and staff for the AFG panel process: Task A-1 Panel Review is to be conducted January 11 - 16, 2015. For the week of panels (January 11 - 16, 2015), contractor shall provide lodging for up to 5 support staff on January 10, 2015 and 275 attendees January 11 - 15, 2015. Majority of lodging will commence on Sunday, January 11th through a noon checkout on Friday, January 16th, with late checkout will be required for the up to 15 support staff for break down purposes on Friday, January 16th. Lodging is to be available in the same building as the conference facilities. All attendees will be responsible for individual arrangements and responsible for paying any incidental room charges such as phone, pay per view video, room service, etc. In the event that the contractor does not have the desired dates of January 10th - 16th available, the contractor is requested to also provide alternative dates of availability that meet the above time and space requirements between January 18, 2015 and February 28, 2015. Task A-2. Contractor shall provide adequate shuttle service to transport attendees between the local servicing airport and the hotel. It may be necessary to enhance any existing shuttle service during the surge of the arrivals on Sunday afternoon and for departures on Friday. Proposed costs for shuttle or transportation services shall be listed independently in the contractor proposal. B. Tasks associated to the AFG panel and technical review process meeting space: Task B-1. The contractor shall provide one large conference room that will accommodate 35 large (6-8 foot rounds) tables spaced throughout. The intent is to have 30 groups of six to eight people at each table. Eight 5-foot rectangular tables with 1 chair at each table will be placed in the room to accommodate four panel chairs and eight quality control reviewers. Room shall also have a podium with microphone and screen to accommodate computer projection Task B-2. The contractor shall provide, adjacent or within close proximity of the large conference space, one large breakout room for communications (approx. 1,500 square feet) and four additional breakout rooms 1. file storage (approx. 1135 square feet) 2. data entry (approx. 875 square feet) 3. technical review (approx. 800 square feet) 4. Command center (approx. 800 square feet). Alternatively, contractor could provide two larger breakout rooms of no less than 2,100 square feet and two smaller breakout rooms of approx. 700 to 800 square feet (for tech review and command). Each breakout room will be set up with 5-foot tables (either round or rectangular are acceptable. Min of 6 chairs required). The communications room should be equipped with access to power outlets for computers (see Task B-6) and internet connectivity so the panelists can check email. Task B-3. Comfortable (non-conference type) chairs with bottom and back cushions and arms must be provided for 230 participants during the panel review process January 12 - 16, 2015. Task B-4. Conference space is required to remain reserved (i.e. secured) for government use starting on Sunday, January 11, 2015, for setup and through the afternoon of Friday, January 16, 2015, for breakdown. Task B-5. All FEMA computer terminals shall have reliable and uninterrupted Internet access through either wireless or Ethernet (hard wire) with high-speed bandwidth internet connectivity in order to accommodate the web based e-grant platform used by the program. Task B-6. The contractor must provide the following equipment: • 7 PC computers (if providing laptops all computers shall be outfitted with a separate full size key board and mouse). Each computer must have high speed internet connection. Wireless is acceptable. If wireless is unstable then hardwire connections will be necessary. • 4 high speed printers capable of being networked. They will be shared between the computers. • 1 high speed copier • 1 Fax machine • LCD projector • Screen • Podium with microphone IT support shall be provided to respond in a timely fashion to any system, equipment, and internet connection failures. Computers should be securable so as to limit access only to the participants. Task B-7. All space provided by contractor will be securable 24-hours-a-day with access keys provided to government and or designated contract staff. Offer shall state this clearly.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DHS/FEMA/NETC/HSFE20-15-Q-0008/listing.html)
- Place of Performance
- Address: Washington, DC metro area, United States
- Record
- SN03598721-W 20141219/141217234631-900adca691a71d5ea19579b9cad4f596 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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