SOLICITATION NOTICE
X -- LEASE OF HOTEL ROOMS
- Notice Date
- 5/2/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Army, Army Contracting Agency, South Region, ACA, Fort Campbell, ACA, Fort Campbell, Directorate of Contracting, Building 2174, 13 ? & Indiana Streets, Fort Campbell, KY 42223-1100
- ZIP Code
- 42223-1100
- Solicitation Number
- W91248-08-T-0019
- Response Due
- 5/17/2008
- Point of Contact
- shirley.banks, 270-798-7857
- Small Business Set-Aside
- N/A
- Description
- 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. Solicitation number W91248-08-T-0019 is issued as a Request for Quotation (RFQ). This is not a solicitation for Event Planning Services. This is an unrestricted solicitation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-24. The NAICS Code is 712190(Nature Parks and other Similar Institutions) and 721110 (Hotels and Motels) and the small business size standard is $6,500,000. Performance period starts 01 June 2008 through 31 May 2009. The solicitation incorporates in full force and effect the Wage Determination 2005-2187 REV 4, dated 07/24/2007. A hotel offer shall be submitted with your technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, and menus. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals, and descriptive literature. The technical proposal submitted by an offeror that is not a hotel must describe the technical approach for the offeror's services as a prime contractor and must also include a copy of insurance and all necessary licenses in order to be considered a complete technical proposal. Therefore, that offer or must describe in its proposal the technical approach for the offer ors services as a prime contractor and must also include a copy of all insurance(s) (standard business, liability, extraordinary insurances) in order to submit a complete technical proposal for evaluation purposes. (This is not a solicitation for Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) To be eligible for award under this solicitation, the offeror must propose for use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391)(15 U.S.C. 2201 et. Seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). The provision at 52.212-1 Instructions to Offerors-Commercial Items is applicable and is addended as follows: This provision is further addended to incorporate 52.252-1 Solicitation Provisions Incorporated by Reference (Fill-in information http://acqnet.saalt.army.mil/library/default.htm); 252.209-7003 Compliance with Veterans Employment Reporting Requirements. The provision at 52.222-41 Service Contract Act of 1965, 52.222-42 Statement of Equivalent Rates for Federal Hires as amended Maid or Houseman #1124 0 @ $10.47 plus H&W, 52.212-2 Evaluation-Commercial Items is applicable; Price and Availabiity of rooms are the evaluation criteria in Paragraph (a). Availability of rooms is slightly more important thant price. The Government intends to make multiple awards to the responsive and responsible offerors whose offers are most advantageous to the Government considering price and non-price related factors. Offerors are instructed to submit completed copies of FAR Provision 52.212-3, Offeror Representations and Certifications-Commercial Items, with offers. The clause at 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition, and is addended to incorporate the following clauses: 52.232-17 Interest; 52.252-2 Clauses Incorporated by Reference (Fill-in information http://acqnet.saalt.army.mil/library/default.htm); 252.201-7000 Contracting Officers Representative; 252.204-7003 Control of Government Personnel Work Product; 252.204-7004 Required Central Contractor Registration; 252.223-7006 Prohibition on Storage and Disposal of Toxic and Hazardous Materials; 252.242-7000 Postaward Conference; and 252.243-7001 Pricing of Contract Modifications. The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition and the following additional FAR clauses cited within the clause also apply: 52.222-21 Prohibition of Segregated Facilities; 52.222-26 Equal Opportunity; 52.222-35 Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era; 52.222-36 Affirmative Action for Workers with Disabilities; 52.222-37 Employment Reports on Disabled Veterans and Veterans of the Vietnam Ear; 52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration. 252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items is applicable. NUMBERED NOTES 1and 22 apply to this solicitation, Offers are due not later than 12:00 NOON P.M. 17 May 2008. All responsible sources may submit an offer, which will be considered by the agency. Submit offers to Directorate of Contracting, ATTN: Regina Harris, 2172 13 Street, Fort Campbell, KY 42223-5358. Contact Regina Harris 270-798-7826, harrisr@us.army.mil for information regarding the solicitation. CLIN DESCRIPTION QUANTITY UNIT PRICEPRICE 0001 Requirement for Strong Bonds Retreat Guestroom and meal package 23 each EACH $ $ The retreats may be for single soldiers (2 per room) Married couples (one couple per room) or even Couples with children. Amenities such as:- Pool, Close proximity to family attractions (i.e. Imax theater, arts and entertainment, Aquarium, shopping, recreational activities, etc...)Walking distance or easy access to shuttle preferable. Playground for children. places near high energy activities that would interest single Soldiers. These activities would include things like white water rafting, canoeing, hiking/climbing, etc. It would not include things like golf or simple camping. ($ inclusive, per room of two persons per room. Meal vouchers will be provided to each adult at each retreat. The voucher will include the cost of the meal and a non-alcoholic beverage, as well as all taxes and associated fees. Each voucher will be good for the designated meal period only and will allow a choice from select menu items.) 0002 Requirement for Strong Bonds Family Retreat Meeting Package 23 EACH $ $ (the meeting package includes a conference room from 6:00 PM Friday through completion on Sunday, Tables and chairs for Classroom or Crescent Style Seating, Standing or Tabletop podium, Screen, and (2) refreshment breaks (Saturday @ 10:30 and 3:30 PM). Retreats are offered on a space available basis. To include hotel rooms, meals and meeting rooms. (Note: Seminars will be conducted by chaplain personnel from Fort Campbell.) There will be approximately 23 couples per event Hotel facility must be located within 300 mile drive and State Parks must be within 90 mile drive from Fort Campbell, Kentucky. (When referencing the word hotel this is meant to also include State Park. )All offers shall include the price of the hotel rooms, the conference rooms, the price for all meals (dinner, lunch, breakfast) as one total aggregate price per retreat. 23 estimated single rooms for 2 people per room for 2 nights each retreat. (The reference to 23 is meant to be an estimate and the actual size may be more or less per retreat. Coordination will be made with hotel/State Park prior to making firm arrangements.)The unit price and total price are to include all applicable taxes and any other associated fees. Check-in will be on Fridays no later than 6:00 PM and checkout shall be on Sunday no later than 2:00 PM. Hotel shall have accessible areas in and around the hotel that allow couples to privately reflect and communicate about lessons and spiritual building exercises derived during the training (quiet time) such as open air atriums, chapels, recreation rooms, park benches and nature trails. CONFERENCE ROOM each scheduled retreat shall have its own conference room. No two retreats shall have use of the same conference room at the same scheduled weekend. A conference room is required to accommodate approximately 50 estimated personnel. Hotel staff shall provide water intermittently during conference, pens, note paper, and pencils. Hotel shall also provide refreshments at approx 10:30 AM and also 3:30 PM on each Saturday consisting of coffee, water, sodas, and cookies. Conference Room seating arrangement shall provide clear view of presentations for all participants with no visual obstructions. Hotel staff to set up the conference room no later than 6:00 PM Friday and and deconstruct the conference upon completion. The conference will be dedicated to the retreat for the entire day on Friday, Saturday and until checkout on Sunday. The conference room shall be dedicated to this event for the duration of each event. The conference room shall have audio visual capability to support government provided sound system, lapel microphone, proxima, TV with DVD player, computer hook up to the sound system. DINNER the hotel shall provide a dinner voucher for each adult participant at each retreat. The dinner voucher shall be used for the Friday and Saturday night meals at a specified hotel restaurant. The cost of the dinner voucher shall include all applicable taxes and other associated fees. Each voucher will allow personnel to select from the any of the following suggested items( steak, prime rib, lobster, shrimp, pastas, ethnic cuisine, beverages such as soft drinks, coffee and tea, and assorted dessets.) NOTE: No alcoholic beverages or liquors shall be obtained via use of the dinner voucher. All alcoholic beverages and liquors charges shall be the responsibility of any individual desiring them. NOTE: not all personnel will be seated at the same time. Personnel are free to select their dinner meal time for any time after 6PM. BREAKFAST BUFFET- the hotel shall provide a breakfast voucher for each adult participant at each retreat. The breakfast voucher shall be used for the Saturday and Sunday morning meals at a specified hotel restaurant. The cost of the breakfast voucher shall include all applicable taxes and other associated fees. Each voucher will allow personnel to select from the any of the following suggested Western Style items( eggs, omelets, ham, bacon, pastries, grits or oatmeal, dry commercial cereals, milk, choice of 3 fruit juices, coffee and tea. NOTE: No alcoholic beverages or liquors shall be obtained via use of the breakfast voucher. All alcoholic beverages and liquors charges shall be the responsibility of any individual desiring them. NOTE: not all personnel will be seated at the same time. Personnel are free to select their breakfast meal time between the hours of 0600 0900 AM. LUNCH - the hotel shall provide a lunch voucher for each adult participant at each retreat. The lunch voucher shall be used for the Saturday lunch meals at a specified hotel restaurant. The cost of the lunch voucher shall include all applicable taxes and other associated fees. Each voucher will allow personnel to select from the any of the hotel menu items suggested for a luncheon meal. NOTE: No alcoholic beverages or liquors shall be obtained via use of the lunch voucher. All alcoholic beverages and liquors charges shall be the responsibility of any individual desiring them. NOTE: not all personnel will be seated at the same time. Personnel are free to select their lunch meal time between 12:30 PM and 2:00 PM. All offers shall include the price of the hotel rooms, the conference rooms, and the price for all meals ( usually checking in for Friday evening meal, three meals on Saturday, and usually breakfast on Sunday.) Some retreats may have a varied meeting shedule. Most retreats request that the offeror also provide water in the meeting rooms, pens, note paper, as well as refreshments in the mid morning as well as the mid afternoon such as All offerors shall also have space within the facility for couples to meditate and discuss their topics of discussion. All offers SHALL include not only the pricing but also copies of all certifications such as fire inspections, water inspections, health inspections. The contracting office shall also work with the local police departments of all offerors to verify if requests for police assistance are the cause of the hotel or if caused by sources outside the control of the hotel. If reports come by indicating that the hotel could have prevented the reports then the offer shall be found non-responsible.The Government reserves the right to shift lodging date and/or cancel completely NLT 5 days prior to the start date.. If rooms have been officially reserved for use by the Government then by 12:00 noon CST everyday (or a mutually negotiated alternate time), a Government appointed Point of Contact shall notify the hotel if rooms are not to be used that night. In the event a hotel receives this notification the Government will not pay for the affected rooms for that night. The hotel is free to lease the rooms for that night to any commercial customer. The Government is not responsible for payment of those rooms that were released by the Point of Contact for that night. The Contractor shall waive any charges against the Government due to the cancellation/termination and release it from all obligations under the contract if the Government gives the required advance notice of termination via modification of all, or any portion, of this contract. The Government will only pay for rooms occupied. Due to the fact that the government is unable to anticipate the number of rooms that will be needed at any given time, the successful offeror (s) must be prepared to have rooms available upon request. Daily towel service shall be two (2) bath, (2) hand towels, three (3) wash cloths and one (1) bath mat. Linens and towels shall be fresh and free of rips and tears. Maid/housekeeping service (to include but not limited to: dusting, vacuuming, replac ing soiled linen as stated above, making bed, empty trash containers, clean bathroom, replenish soap and sanitized glasses) shall be provided. All rooms shall be free of insect infestation (roaches, ants, spiders, etc.) Rooms shall be equipped with a private bath with shower/tub, toilet, sink, well lighted mirror, electricaloutlet convenient to sink, and continuous hot water, one (1) trash container in bathroom and (1) in living area. All bathrooms shall have a good working exhaust fan or an exterior wind ow. All tiles shall be free of cracks or missing pieces. Rooms shall be carpeted. Carpet shall be clean, padded and in good condition. Rooms shall have color cable TV with remote controls. Independently controlled air conditioning/heating shall be in each room and shall be in good working order. A telephone shall be furnished in each room. Local calls shall be allowed without charge. The entrance shall be accessible by key lock or electronic lock and shall be equipped with interior deadbolt and a peephole. Connecting room doors shall be equipped with a deadbolt. The room key shall not reflect room number. Ground floor windows shall be equipped with security locks. Sliding doors shall also be equipped with an effective locking device. All ground floor doors a nd windows, which are accessible from walkways and common balconies, shall have a secondary security lock. A minimum of one bed, one night stand, two pillows, one blanket, one bed spread, one comfortable chair, closet or closet hanging space, a table or de sk suitable for writing with suitable overall lighting, a luggage rack or suitable bench space for storage of luggage, and adequate shades/drapes or blinds to cover all windows/glass areas shall be provided in each room. The desk area shall have accessible electrical receptacles. Furniture shall be clean and in good condition. Rooms shall be free of chipped or peeling paint. Wallpaper, draperies, bed and bedding shall be in good condition and free from soil or stains. All rooms, beds/bedding, carpet, walls, drapery shall be free of any mildew/mold(s) and/or stains of other nature. Ice machine shall be available on premises at all times. Employees assigned to each motel/hotel room are responsible for all expenses incurred beyond scope of the contract (i.e., long distance calls, room service, damage claims, guest charges, laundry service). Occupants under this contract will be afforded access to all hotel facilitie s, as are regular guests. Facility must have smoke detector installed and automatic sprinkler system. All offers shall specify the number of single and double rooms they may have available, the size of the rooms, pricing of the single and double rooms (including any seasonal adjustments), all amenities in and around the facility. At the direction of the Contracting Officer, the Contractor shall unlock any room occupied by the Government to allow access by Government officials. The hotel is responsible for physical security of the facility/location to ensure safety of the clientele The Government reserves the right to cancel after award if lodging facility is unsatisfactory or found to be non-compliant with the requireme nts. Contractors are reminded that Federal contracts may not be transferred without the Governments consent. If the contractor sells its facilities to a new operator, the contractor will retain contractual responsibility for the servicces until a novation agreement is executed recognizing the new contractor. Contractors are required to provide a security pamphlet to each Government guest when they arrive. IN CASE OF A SERIOUS INCIDENT INVOLVING THE HEALTH, SAFETY, OR CONDUCT OF AN APPLICANT, THE CONTRACTOR SHALL NOTIFY THE Contracting Office THE SAME BUSINESS DAY, OR BY 7:30 A.M., EST. THE NEXT BUSINESS DAY IF THE INCIDENT OCCURS AFTER 4:30 P.M. SERIOUS INCIDENTS SHALL BE CONSIDERED TO INCLUDE, BUT NOT BE LIMITED TO, ALLEGATIONS OF CRIMINAL CONDUCT, SEXUAL HARASSMENT, PHYSICAL ASSAULT OR THREAT, OR PHYSICAL INJURY INVOLVING AN APPLICANT. CONTRACTOR'S PERSONNEL SHALL NOT SOCIALIZE OR OTHERWISE ATTEMPT TO FRATERNIZE WITH APPLICANTS. CONTRACTOR SHALL ENSURE THAT ALL OF ITS PERSONNEL INVOLVED WITH APPLICANT SERVICE ARE AWARE OF THESE REQUIREMENTS. The Contractor shall have a Quality Plan in place to ensure that the facilities meet the state and local health, sanitation and fire prevention standards and that the inspections are being conduct ed in accordance with said plan The contractor shall maintain and have available a QUALITY CONTROL PLAN, and this documentation shall be made available to the Government upon request during the term of the contract. The contractor shall maintain and have on file available whenever the Government requests inspection of it all applicable inspections/reports required by law (i.e., fire, health, safety, etc.).
- Web Link
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- Place of Performance
- Address: ACA, Fort Campbell Directorate of Contracting, Building 2174, 13.5 & Indiana Streets Fort Campbell KY
- Zip Code: 42223-1100
- Zip Code: 42223-1100
- Record
- SN01565615-W 20080504/080502215656-b0c79e7cc9b39bb2ca02a3e6fd6e192a (fbodaily.com)
- Source
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