SOLICITATION NOTICE
V -- House Page Program Emergency Evacuation/Accommodations - CLK09000597
- Notice Date
- 10/7/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- United States House of Representatives, Office of the Clerk, Office of the Clerk, H-154, The Capitol, Washington, District of Columbia, 20515
- ZIP Code
- 20515
- Solicitation Number
- CLK09000597
- Archive Date
- 11/21/2009
- Point of Contact
- Teneisha Thompson, Phone: 2022257000
- E-Mail Address
-
teneisha.thompson2@mail.house.gov
(teneisha.thompson2@mail.house.gov)
- Small Business Set-Aside
- Competitive 8(a)
- Description
- RFQ. 1.Objective: The objective of the Contractor under this effort is to provide for an Emergency Evacuation/Lodging Plan for the House of Representatives Page Program. The House requires planning support to establish an accommodation/lodging contract in conjunction with emergency evacuation and coordination plans with respect to the emergency management and operation of the House Page Program. 2.Background: The Clerk of the U.S. House of Representatives, in accordance with federal statute, is charged with exercising supervision and management over the House Page Program, under direction of the Majority and Minority Leadership of the House and the House of Representatives Page Board. This Program consists of junior year high school students who are hired to serve as in-residence helpers for the House. The practice in the House of having Pages dates back over 200 years. Under the current Program, prospective Pages must be sponsored by Member of Congress, with appointment to each one of the 72 available positions subject to the Majority and Minority leadership. Pages are House employees under the payroll and supervision of the Clerk. Page eligibility is limited to juniors in high school who are at least sixteen years old on the date they begin their Page term and have met requisite academic and physical criteria. This includes a 3.0 GPA, the physical ability to walk considerable distances in a day, the ability to carry and deliver packages of up to 25 pounds, and communication skills to answer the telephone and to speak fluently in English. The Program is divided into four employment sessions: two academic year session, which runs from August through January and January through June, and two one-month academic summer sessions, the last of which ends in early August. Each session has an authorized strength of 72 positions. The Page Program consists of three components: the school program, the work program, and residence program. Policies and procedures governing the various aspects of the program, described below, are promulgated by the House of Representatives Page Board, which consists of two members from the Majority party, two Member from the Minority Party, the Clerk of the House and the Sergeant at Arms of the House. Day-to-day management of the program is the responsibility of the Office of the Clerk. 3.Scope: The House of Representatives requires Contractor accommodation/lodging services. The contract will require at least three locations to be proposed: West — Richmond metropolitan area North — Harrisburg, PA area East — Ocean City, MD vicinity The Contractor should provide a cost plus price quote for each location or specify that costs are equal. The anticipated contract period of performance shall extend from date of award for one year. The House may extend the term of this contract up to three (3) times for a period of 12 months each. Each of these options can be exercised at any time within the period of performance by the Office of the Clerk. 4.Description of Options: The House of Representatives requires Contractor services in the following three geographical areas to coordinate the establishment of an emergency/coordination accommodation/lodging plan to provide for the safety, security, and well-being of the House Pages as the result of a malevolent or non-malevolent event or condition that may pose a risk to life or health. A kick-off meeting will be held preceding the award of a contract. West — Richmond metropolitan area North — Harrisburg, PA area East — Ocean City, MD vicinity The Office of the Clerk may have to engage this contract with little to no notice to the Contractor. An incident may present itself where the House must take immediate steps to move the Pages and then activate this contract while in route. Thus the importance of the corporate contact that can engage the contract and direct us to the appropriate location. While the original meeting point may not be the final destination, the ability to have a staging area in which to unload, utilize restrooms and eat may be a necessary step. In other instances where we may have more notice, the House can work with the Contractor to plan a location and time of arrival. 4.1 Relocation to the one of three designated geographical areas 4.1.1 Description. The Clerk has embarked on a number of efforts to enhance the House’s capabilities to respond and react to emergencies that result in denial of access to facilities and services, and may place employees of the Office of the Clerk at risk. These efforts compliment and are part of larger House efforts being coordinated by the House Office of Emergency Planning, Preparedness, and Operations (OEPPO). The Office of the Clerk wishes to procure accommodation/lodging support to coordinate the establishment of emergency/coordination to provide for the safety, security, and well-being of the House Pages as the result of a malevolent or non-malevolent event or condition that may pose a risk to life or health. The Contractor will provide a corporate contact/phone number to be the single focal point for the coordination and implementation of this plan for the Clerk. Requirements. The Contractor will provide a corporate contact/phone number’s to be the single focal point to support the efforts described below on a twenty-four hour basis. •Provide accommodations for a minimum of 72 Pages and 20 staff. There may be up to 3 Pages per room as long as each Page is provided individual bedding. Room assignments are to be like gender. Staff may also be doubled up as long as room assignment is like gender. Contractor is to provide the capability for on-site dining. Pages are to be served 3 meals per day – breakfast, lunch and dinner. The location must have the resources to allow everyone to either dine at one time or in shifts. Contractor is to provide the space for a command /communication center. This can either be a suite or small conference room located in close proximity (preferably on the same floor) as most of the rooms. This room will have multiple phone lines, internet access, space for up to 10 people, a refrigerator and television access. The following also needs to be taken into consideration when selecting a location: oLong term parking for 2 – 40 passenger Bluebird activity buses This effort shall include working with the Clerk’s internal business units to determine requirements, convey status/progress, and ensuring all efforts are coordinated in a cohesive manner. 4.1.2 Deliverables. Documentation shall be developed in MS Office (Word, Excel, PowerPoint) format with diagrams that details the requirements and all points of contacts with multiple phone numbers. Deliverable: •Detailed analysis of House needs and how this contract will respond. 5.Significant Milestones and Deliverables: In fulfillment of this Statement of Work, the Contractor shall provide a detailed listing of locations and amenities that will meet the three geographical locations. This detailed listing will include specific actions that will be accomplished and deliverables delivered. 6.Contractor Capability Requirements: The House of Representatives will assign a Contracting Officer Representative (COR) for overall contract monitoring and coordination. In addition, a specific point of contact will be identified for coordinating the day-to-day efforts. The Contractor shall provide staff with the experience commensurate with the requirements identified. Continuity of key personnel is critical. The House reserves the right to interview/screen proposed staff. Substitutions shall be subject to the approval of the CO. Skills required include (at a minimum): Ability to communicate effectively both orally (phone and person to person) and in writing (e-mail). Ability to create and maintain a problem resolution tracking system. Ability to create detailed instructions 7.Estimated Period of Performance: The estimated period of performance is approximately 1 year from the date of award (DOA) with 3 one-year options to be awarded at the sole discretion of the House, estimated to begin in February 2010. Exact dates to be provided by the Contractor based on estimated start and end dates. 8.Inspection and Acceptance Criteria: All deliverables received will be verified to ensure that each item is consistent with the products specified on the contract. Contractor will not assume acceptance of any deliverable without written notification of acceptance by the COR which shall be provided within thirty (30) days from date of delivery. At no time, without written approval of the COR, will Contractor exceed the authorized funding. Contractor must notify the COR when 80% of the approved funding has been expended. 9.Notice to the House of Delays: The Contractor shall furnish written notice of any delay or potential situation that may cause delay in their capability to meet the delivery and/or performance schedule set forth in this contract. Such notice may be provided verbally to the COR and Contracting Officer, then followed-up in writing within 48 hours after the verbal notice. The notification shall fully describe the cause for delay, the expected date of delivery and/or performance, and any remedies the Contractor proposes to mitigate the delay. This notification does not relieve the Contractor of its obligation to meet the delivery and/or performance schedule of this contract nor should this notification be construed as a waiver by the House of any delivery schedule or date, or any rights or remedies provided under this contract. 10.Authorized House Representatives: A. Contracting Officer: The Contracting Officer (CO) has the overall responsibility for the award and administration of this contract. The Contracting Officer alone, without delegation, is authorized to take actions on behalf of the House to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details, and/or delivery schedules. However, the Contracting Officer may delegate certain other responsibilities to authorized representatives. B. Contracting Officer’s Representative: The Contracting Officers Representative (COR), to be appointed by the Contracting Officer is designated to assist in the discharge of the Contracting Officer’s responsibilities when the CO is unable to be directly in touch with the contract work. The responsibilities of the COR include, but are not limited to: determining the adequacy of performance and/or the timeliness of delivery by the Contractor in accordance with the terms and conditions of this contract; acting as the Contracting Officer’s representative in charge of work at the site; ensuring compliance with the contract requirements insofar as the work is concerned; advising the Contracting Officer and Contracts Administrator of any factors which may cause delays in delivery and/or performance of the work; reviewing and approving contractor invoices and conducting or witnessing the conduct of any inspections and/or tests that may be required by the contract. C. Contract Administrator The Contract Administrator (CA) prepares and issues all modifications to the contract, maintains the contract file with all reports, contractual nomenclature, and approved invoices, and responds to contractual inquiries or concerns from the COR or Contractor on behalf of the CO. 11.Advertising: The Contractor agrees not to refer to awards in commercial advertising in such a manner as to state or imply that the product or service provided is endorsed or preferred by the House or is considered by the House to be superior to other products or services. All news releases, press conferences, or advertisements pertaining to this contract or solicitation resulting in the award of this contract shall be approved in writing by the Contracting Officer. 12.Disputes: Any dispute shall be decided by the CO, who shall reduce the decision to writing and mail or otherwise furnish a copy thereof to the Contractor. Within thirty days from the receipt of such copy, the Contractor may appeal in writing by mail to the CO. If no such appeal is taken, then the decision of the CO shall be final and conclusive. The Contractor may appeal the CO’s decision to the Committee on House Administration ONLY for violations by the CO for failure in following the procedural guidelines set forth in this clause. If no such appeal is taken, the decision of the CO shall be final and conclusive. In connection with any proceeding under this clause, the Contractor shall be afforded an opportunity to be heard and to offer evidence in support of its appeal. Pending the final decision of a dispute, the Contractor shall proceed diligently with the performance of the contract in accordance with the CO’s decision. 13.Benefits to Members of Congress: No Member, Delegate, or Resident Commissioner shall be admitted to any share or part of this contract, or to any benefit that may arise therefrom, but this provision shall not be construed to extend to this contract if made with a corporation for its general benefit. 14.Availability of Funds Clause: The House’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the House for any payment may arise until funds are made available to the Contracting Officer for this contract through issuance of a Purchase Order forwarded to the Contractor. 15.Key Personnel: The Contractor shall assign key personnel by name and title. The House will allow the Contractor to describe the skills of the staff bid on the project, and this data will be part of the evaluation criteria for the award. The Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, termination of employment or requested by the CO. Contractor personnel assigned to this contract are subject to approval of the CO. The Contractor must notify the Contracting Officer (CO) of changes to the key personnel 30 calendar days prior to removal from the contract. Replacement personnel must be accepted in writing by the CO. The CO may require substitution of key personnel from Contractor, and may require additional personnel to be added to the project. Proposed substitutes to key personnel must have qualifications equal to or better than those approved at the pre-award stage and be accepted, in writing, by the CO. The CO will notify the Contractor after receipt of all required information (including resumes of substitutes) of the decision on substitutions within 10 business days. At a minimum, the Contractor shall designate the following as key: •Corporate contact 16.Liquidated Damages: A.If the Contractor fails to perform the services specified in this contract, or any extension, the House may terminate this contract under the Termination clause of the contract. The Contractor shall be liable for fixed, agreed and liquidated damages as provided in 16C, accruing until the time the House may reasonably obtain delivery or performance of similar services. B. The Contractor shall not be charged with liquidated damages when the delay in delivery or performance arises out of causes beyond the control and without fault or negligence of the Contractor. C. In the event that the Contractor fails to perform as stipulated in the statement of work, and such failure is not for a reason beyond the control of the Contractor, the House may obtain performance from another source and charge and collect all costs plus a 15% administrative fee from the Contractor. 17.Other Pertinent Information or Special Considerations: Contractor shall not be liable for failure to deliver products when prevented by any cause beyond its control, and the House shall not be liable for failure to accept products when prevented from receiving or using them in its customary manner by any cause beyond its control. A party who is prevented from performing for any reason provided for herein shall immediately notify the other party of the cause of such non-performance and the anticipated extent of the delay. Unless otherwise provided for by statute, the House is exempt from all taxes, including any sales and use taxes. Contractor warrants that the products sold or services furnished under this order have been produced or furnished in full and complete compliance with all applicable laws and regulations. Contractor agrees to execute, upon the House’s request, the House’s standard form of Certification of Compliance covering any law or regulation, which Certification of Compliance form, upon execution by Contractor, shall become a part hereof without further reference thereto. Contractor further agrees to hold the House harmless from any and all liabilities, claims, fines, penalties, including reasonable costs and settlements, which may arise out of the delivery by Contractor of items which do not meet the requirements of any applicable laws or regulations. Consistent with the Federal Tort Claims Act (28 U.S.C. § 2671, et seq.), the House shall not be liable for any injury to the Vendors personnel or damage to the Vendors property unless such injury or damage is due to negligence or a wrongful act or omission on the part of the House. The House has the right to terminate this order in whole or in part at any time with 30 day written notice to the Contractor. In such event, Contractor may claim only properly supported out-of-pocket costs plus a reasonable amount of demonstrable related charges for the work already performed, all to be determined in accordance with generally accepted accounting procedures. For specially prepared products, unique to the House’s order, any partially completed work or raw materials whose full costs are included in the termination charges shall be identified in writing and held by Contractor for disposition in accordance with the House’s written instructions. Notwithstanding the foregoing, the House reserves the right to cancel all or any part of the undelivered portion of this order, without liability, in addition to the House’s other rights and remedies, if Contractor breaches any of the terms and conditions herein. This order may be terminated if it is determined by the House that a gratuity (e.g., an entertainment or gift) was offered or given to any Member, officer, or employee of the House with the intention of obtaining this order or gaining favorable treatment under this order. No Member, officer, or employee of the House shall share any personal benefit of this order. Neither this order nor the obligation of Contractor to perform hereunder shall be assigned or delegated by Contractor without the House’s consent. Waiver by either party of any default by the other hereunder shall not be deemed a waiver by such party of any other, subsequent default. None of the provisions, terms and conditions contained in this order may be added to, modified, superseded or otherwise altered except by a written instrument signed by the authorized representative of the party against whom its enforcement is sought, and each shipment received by the House from Contractor shall be deemed to be only upon the terms and conditions contained herein regardless of any contrary or additional provisions contained in any acknowledgement, invoice or other form of Contractor and not withstanding the House’s act of accepting or paying for any shipment or similar act of the House. If this order is released pursuant to any existing contract, the provisions herein will govern in the event of any conflict between such provisions and those of the existing contract, unless the House agrees otherwise in writing. This contract shall be governed in accordance with House Rules and regulations and all applicable statutes regarding performance and any dispute arising therefrom. The Debt Collection Improvement Act of 1996 requires that Federal agencies pay recipients by Electronic Funds Transfer (EFT). EFT is an improved, convenient, and secure method of payment. To enable the House of Representatives to send payments electronically to Vendor’s financial institution, Vendor must first complete an EFT enrollment form to provide Vendor’s signature and certain information regarding its financial institution. An EFT enrollment form may be obtained by contacting the EFT Help Line at 202-226-2277. 18.Instructions for Submitting Quotes: Offerors responding to this RFQ shall be evaluated on and therefore shall provide the following (along with the Offeror’s GSA Schedule Number or other government contracting vehicle): Section A - Cost Section B – Detailed Approach Section C - Corporate Capabilities A. Section A - Cost Offerors shall break the pricing out by geographic locations and/or products as defined herein and provide specific details (room rates, labor categories, etc.) that support quoted prices. The Contractor should provide a detailed proposal. The detailed proposal should include assumptions used in developing the cost estimates. Section B – Detailed Approach 1. The Contractor shall provide a management approach to track the delivery of products and services related to each geographic location and service. The objectives of the detailed approach are: •To ensure proper planning and scheduling. •To establish realistic budgets. •To report performance of work on an accurate and objective basis and to identify any problems or issues as early as possible. 2. Describe your company’s overall approach to this project. C. Corporate Capabilities (if requested on RFQ) Provide a general description of your company and its structure, including overall corporate capabilities and product offerings. Provide the company’s Dun & Bradstreet Number for the purposes of performance and credit history validation. 19.Submission of Quotes: Refer to the cover page of this RFQ for the address and date for submissions by interested vendors. Submit an email and fax copy of your response. 20.Evaluation of Quotes: The House will select based on an integrated assessment of the offeror's Detailed Approach, Corporate Capabilities, and Cost. 21.Contract Type: The House intends to award a Cost Type contract for this effort. Options will be awarded at the sole discretion of the House.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/House/HOCLK/HOCLK1/CLK09000597/listing.html)
- Place of Performance
- Address: West — Richmond metropolitan area, North — Harrisburg, PA area, East — Ocean City, MD vicinity, United States
- Record
- SN01981972-W 20091009/091008000456-cf6d81b884934d7dbbe1c5395ba8eb20 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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