SOLICITATION NOTICE
X -- 2017 AFG Criteria Development Conference - RFI/SOW
- Notice Date
- 1/23/2017
- 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
- HSFE20-17-Q-0009
- Archive Date
- 2/18/2017
- Point of Contact
- Rashurn Harrison, , Gregory S. Blair,
- E-Mail Address
-
rashurn.harrison@fema.dhs.gov, greg.blair@dhs.gov
(rashurn.harrison@fema.dhs.gov, greg.blair@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 (Hotels (except Casino Hotels) and Motels). The size standard is $32.5 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 49 "rooms per night" for participants attending the FY 2017 Assistance to Firefighters Grant (AFG) Criteria Development Annual Workshop. Offeror's facilities must be within a 50 mile radius of BWI Thurgood Marshall Airport, Reagan National Airport (DCA), or Washington Dulles International Airport (IAD). The event dates are scheduled for February 28th - March 1st, 2017 (Check in on Monday, February 27th and check out on Thursday, March 2nd. 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 February 27th - March 2nd The location for the hotel/conference facility must be within a 50 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/content/104877 Information regarding the Federal Travel Regulation is available at: http://www.gsa.gov/portal/category/21222 The hotel must be in compliance with the Hotel/Motel Fire Safety Act. DHS/FEMA is sales and use tax exempt. See the attached Statement of Work (SOW) for details. Upon receiving a list of all participants, DHS/FEMA staff will provide a list of participant names to the hotel 7 days prior to the event and provide the dates for which participants 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 Rashurn.harrison@fema.dhs.gov no later than 2:00 p.m. Eastern Standard Time, Friday, January 27, 2017. 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 (HSFE20-17-Q-0009). 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 amenities within the immediate area of the venue. When responding please include the solicitation number HSFE20-17-Q-0009 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 FEMA email system. All quotations are due no later than 2:00 p.m. EST on Friday, February 3, 2017 to the following e-mail address:rashurn.harrison@fema.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 SOW, and must be located within 50 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 SOW provided below; (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 https://apps.usfa.fema.gov/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 $182.00 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, Instructions to Offeror -- Commercial Items (Oct 2016). The clause 52.212-4, Contract Terms and Conditions -- Commercial Items (May 2015) applies to this acquisition and is incorporated by reference. The clause 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (Nov 2016); 52.233-3, Protest After Award (Aug 1996); 52.222-50, Combating Trafficking in Persons (Mar 2015); 52.222-3, Convict Labor (June 2003); 52.222-21, Prohibition of Segregated Facilities (Apr 2015); 52.222-26, Equal Opportunity (Sep 2016); 52.222-35, Equal Opportunity for Veterans; (Oct 2015); 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014); 52.222-37, Employment Reports on Veterans (Feb 2016); 5.225-1, Buy American Supplies (May 2014); 52.225-2, Buy American Certificate (May 2014); 52.225-3, Buy American Free Trade Agreement-Israeli Trade Act (May 2014); 52.232-18, Availability of Funds (Apr 1984); 52.232-33, Payment by Electronic Funds Transfer System for Award Management(Jul 2013). ATTACHMENT A STATEMENT OF WORK ASSISTANCE TO FIREFIGHTERS PROGRAM OFFICE'S CONTRACT FOR THE FY2017 CRITERIA DEVELOPMENT WORKSHOP 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. The annual Criteria Development Meeting (CD) is a statutorily required annual meeting with stakeholders for Criteria Development of the Assistance to Firefighters Grant (AFG) program. This meeting is required under the provisions of the Federal Fire Prevention and Control Act of 1974; (15 U.S.C. § 2201). The Assistance to Firefighters Grant (AFG) Program is required to conduct an annual workshop and receive feedback from stakeholders. Each year, the AFG Program provides funding to bring in participants with fire service expertise to meet and discuss the program priorities for the upcoming year. The main goal of the FY2017 Criteria Development Annual Workshop is to recommend program priorities that allow DHS/FEMA to set the final criteria for the fire service grant programs it sponsors. In order to establish the criteria for the program, the AFG program office must secure commercial conference space. Due to the number of participants attending, scheduling and necessary meeting accommodations, and the use of Federal facilities is not feasible. We expect this meeting will consist of 2 full days of discussion. During those two days, we will use 27 subject matter specialists who will be supported by as many as 9 Federal and 13 contract support staff. II. Scope of Work The government requires facility space to conduct the FY2017 Criteria Development workshop on February 28 - March 1, 2017. It is the AFG program office's preference that conference facilities be located within a 50 mile radius of Washington area airports: the Baltimore/Washington International Thurgood Marshall Airport (BWI) or the Reagan National Airport (DCA) or Washington Dulles International Airport (IAD). The areas near BWI, DCA or IAD airports are conducive to ensure expedient travel for subject matter experts and regional staff. The purpose of this document is to identify the facility characteristics that are minimally necessary to support the grant program office's implementation, management, and administration of the FY2017 Criteria Development Workshop, specifically: i) Conference facility located within a 50 mile radius of BWI Thurgood Marshall Airport, Reagan National Airport (DCA) or Washington Dulles International Airport (IAD); ii) Lodging for 49 workshop attendees; iii) Free Shuttle Service to-and-from the airport; iv) Conference/ballroom space large enough to accommodate up to 65 people to conduct the FY2017 Criteria Development discussions; v) Three (3) securable and separate breakout rooms within immediate proximity of the conference space for support of the FY2017 Criteria Development workshop; vi) Audio-visual (A/V) equipment, computer-adaptable projector, screen, microphone and podium in main conference space. Three (3) separate break-out rooms will have AV computer-adaptable projector, screen and podium. vii) A dedicated (not open to other hotel users) T1 or equivalent WIFI high-speed connection III. Tasks A. Tasks associated with the lodging of Criteria Development Workshop participants: Task A-1. It is FEMA's desire to hold this meeting on February 28 - March 1, 2017. For the two days of discussions, the contractor shall provide lodging for 49 attendees including support staff. Generally, (majority of rooms needed) lodging will commence on Monday, February 27th to a noon checkout on Thursday, March 2nd. It is not anticipated that late checkout provisions are needed. Lodging is to be available in the same building as the conference facilities and breakout rooms. The contract shall pay for all rooms and associated taxes. All attendees will be responsible for paying any incidental room charges such as phone, pay per view video, room service, etc. Reservations shall be made and coordinated with the hotel by the FEMA staff`. Task A-2. The 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 Monday, afternoon (February 27th, 2017) and for departures on Thursday afternoon (March 2nd, 2017). Task A-3. The contractor will provide adequate, secure and suitable parking for 30 vehicles. Parking should be within reasonable walking distance of the facility. B. Tasks associated with conference space for the Criteria Development Workshop: Task B-1. Contractor shall provide one large conference room or auditorium that has sufficient lighting and will accommodate 65 people. Chairs will be set up in a classroom fashion. The conference room shall also have a podium with microphone, speakers, screen, and computer projection (A/V). The conference room/auditorium should be made available from 8 a.m., February 28th through 11 a.m. of March 1st. Task B-2. Three (3) additional breakout rooms for two (2) days of discussions will be provided. Each breakout room will be set up to accommodate 16 people and seating and chairs will be set up in "U" or "horseshoe" fashion. Alternatively, the breakout rooms could be set up in boardroom fashion. Each breakout room must have a podium with screen, and computer projection capability (A/V). All breakout rooms should be within proximity of each other and within proximity of the large conference room/auditorium. Task B-3. Comfortable (non-conference type) chairs with bottom and back cushions and arms must be provided for 49 participants during the workshop, February 28th - March 1st, 2017. Task B-4.1. Conference space is required to remain reserved (i.e. secured) for government use starting on Monday morning at 8 a.m., February 28th and through the late afternoon of Thursday, March 2nd for breakdown - outlined below. (Completion date: Ongoing throughout contract performance period of February 28th through March 1st.)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DHS/FEMA/NETC/HSFE20-17-Q-0009/listing.html)
- Record
- SN04377804-W 20170125/170123234217-4d874e0e0b3331a0e4e0f5a461399566 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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