SOLICITATION NOTICE
X -- Hotel/Conference Rooms Rental
- Notice Date
- 10/23/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Homeland Security, Federal Emergency Management Agency, MWEOC Acquisition Section, 19844 Blue Ridge Mountain Road, State Route 601, Bluemont, Virginia, 20135
- ZIP Code
- 20135
- Solicitation Number
- W460476Y
- Archive Date
- 11/20/2009
- Point of Contact
- Patricia Goree, Phone: 2026463941
- E-Mail Address
-
patricia.goree@associates.dhs.gov
(patricia.goree@associates.dhs.gov)
- 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. The NAICS is 721110 and the Small Business Size Standard is $7 million. The Federal Emergency Management Agency, Office of the National Advisory Council, intends to block single occupancy sleeping rooms, procure meeting space, Food and Beverages and Audio Visual equipment for their National Advisory Council (NAC) Meeting in Washington, DC. •Hotel location: Must be located in downtown Washington DC. Because FEMA leadership and staff must attend these meetings it is imperative in the case of an emergency that the location be no more than 2.5 miles from FEMA Headquarters, 500 C Street Washington DC 20472. •Accessibility: Must be located not more than 0.30 miles of a DC Metro Station to maximize the ability of FEMA program staff and members of the public to be able to attend the meeting. •Close to amenities: Must be within walking distance (less than 0.5 miles) from a variety of restaurants and a coffee shop. Since the majority of attendees will be from out of town, it is important that they can easily and safely access a dinner location. •Hotel Service: Due to the hours members are expected to work during the meeting days the hotel must have room service available for their guests. Generally three-star or higher rated hotels can best meet the program's event planning needs as well as have the experience in serving, hosting and accommodating high profile government employees and executives (the majority of the NAC's meeting attendees). •Meeting Rooms and Space: The hotel must offer a variety of function space and meeting rooms to easily obtain the program's required room set up. •Business Center: Due to the high volume of documents and handouts, the hotel must have a business center onsite in order to generate any additional copies needed to facilitate the meeting. •The cost of the sleeping rooms is the responsibility of the traveler who will make their reservations through National Travel or directly through the hotel. FEMA is not responsible for the cost of sleeping rooms or any associated costs such as room service. •Must provide NAC meeting attendees (the government rate or less than )for lodging. Meeting attendees will be housed at the same hotel as the conference proceedings. STATEMENT OF WORK: DATE OF CONFERENCE: February 9th-11th, 2010, (2/8/2010 Monday, total sleeping rooms 25, 2/9/2010, Tuesday, total sleep rooms 27, 2/10/2010 Wednesday, total sleeping rooms 25 and 2/11/2010, Thursday, total sleeping rooms 2. MEETING ROOM/FOOD/BEVERAGE AND AUDIO/VISUAL REQUIREMENTS: Meeting Rooms 7:00am - 6:00pm •Three (3) meeting rooms for twenty-five(25) people; boardroom set up for subcommittee meetings •One (1) meeting room for ten (10) people; boardroom set up; phone with call out and speaker ability for small executive meeting •Area just outside of the subcommittee meeting rooms designated for the registration table Food and Beverage •Regular coffee; decaffeinated coffee; assorted teas to serve 55 people - replenish/ refresh in the afternoon (2 coffee breaks)- Coffee should stay out all day •Five dozen assorted cookies (60) served during the afternoon coffee break Audio Visual -3 Subcommittee meetings rooms •Three (3) teleconference phones •Three (3) projectors •Three (3) projector stands/ carts •Three (3) presentation screens •Power cables to accommodate equipment and presentation -One Small executive meeting room •One (1) regular phone with speaker phone and call out ability Additional equipment •Three (3) easels or Three (3) white boards with markers and Three (3) erasers (one in each subcommittee meeting room) •75 notepads ( 25 in each meeting room for 25 people) •Ice water pitchers and glasses (accommodate thee meeting rooms for 25 people for each meeting session) •Table linens to cover all tables •One long table and two chairs for two people to conduct meeting registration with one waste basket Additional Request - Hotel staff should promptly (within five (5) minutes) refresh the meeting rooms between subcommittee meeting sessions and be on call for any technical issues Wednesday February 10, 2010 Specifications Meeting Rooms: 7:00am -6:00pm •One(1) main meeting room for ninety-two (92) people; U-shape set up (40 pp around U shape table, two (2) small side tables and chairs for Stenographer and NAC Project Support and 50 theatre seating for the public) for NAC proceedings (refer to diagram) •One (1) private lunch room for fifty-five (55) people; ten (10) round tables of approximately six (6) seats/ banquet set up; for NAC lunch •One (1) meeting room for ten (10) people; boardroom set up; phone with call out and speaker ability •Area just outside of the main meeting room designated for the registration table Food and Beverage •Regular coffee; decaffeinated coffee; assorted teas to serve 55 people - replenish/ refresh in the afternoon (2 coffee breaks)- Coffee should stay out all day •Five dozen assorted cookies (60) served with the afternoon coffee break •Continental breakfast for 55 people / buffet style (light breakfast such as rolls, coffee, orange juice if included) •Hot plated lunch for 55 people (with one vegetarian plate option). The lunch entrees should include an additional starter salad and a desert. Audio Visual -NAC Proceedings •One(1) projector •One (1) projector stand/cart •One (1) large presentation screen •One (1) podium with microphone and reading light •Twenty- four (24) table microphones on the U shape table •Twenty-four (24) microphone stands on the U shape table •Power cables to accommodate equipment and presentation •One (1) lavalier microphone/ wireless lapel •One (1) wireless presentation mouse (clicker) •Teleconference phone that can connect to the house sound system (call in and out ability) •Outlet for stenographer to plug into the house sound system -NAC Lunch •One(1) projector •One (1) projector stand/ cart •One (1) presentation screen •One (1) podium with microphone and reading light -Small executive meeting •One (1) regular phone with speaker phone and call out ability Additional Equipment •American flag on a flag pole •Empty Flag pole ( for DHS flag, which FEMA will provide) •Ice water pitchers and glasses to accommodate attendees around the NAC U-shape table •50 notepads to accommodate attendees around the NAC U-shape table •Table linens for all tables •One long table and two chairs for two people to conduct meeting registration with one waste basket Additional Request - Hotel staff should refresh the main meeting room for the next day and be on call for any technical issues Thursday February 11, 2010 Specifications Meeting Rooms: 7:00am - 6:00pm •One(1) meeting room for ninety two (92) people; U-shape set up (40 pp around U shape table, two (2) small side tables and chairs for Stenographer and NAC Project Support and 50 theatre seating for the public) for NAC proceedings (refer to diagram) •One (1) private lunch room for fifty-five (55) people; ten (10) round tables of approximately six (6) seats each/ banquet set up; for NAC lunch •One (1) meeting room for ten (10) people; boardroom set up; phone with call out ability •Area just outside of the main meeting room designated for the registration table Food and Beverage •Regular coffee; decaffeinated coffee; assorted teas to serve 55 people - replenish/ refresh in the afternoon ( 2 coffee breaks)- Coffee should be stay out all day •Five dozen assorted cookies (60) served with the afternoon coffee break •Continental breakfast for 55 people / buffet style (light breakfast such as rolls, coffee, orange juice if included) •Hot plated lunch for 55 people (with one vegetarian plate option). The lunch entrees should include an additional starter salad and a desert. Audio Visual -NAC Proceedings •One(1) projector •One (1) projector stand/cart •One (1) large presentation screen •One (1) podium with microphone and reading light •Twenty- four (24) table microphones on the U-shape table •Twenty-four (24) microphone stands on the U shape table •Power cables to accommodate equipment •One (1) lavalier microphone/ wireless lapel •One (1) wireless presentation mouse (clicker) •Teleconference phone that can connect to the house sound system ( call in and out ability) •One (1) hand held microphone on a stand to be used for public comment period •Outlet for stenographer to plug into the house sound system -NAC Lunch •One(1) projector •One (1) projector stand/ cart •One (1) presentation screen •One (1) podium with microphone and reading light -Small executive meeting •One (1) regular phone with speaker phone and call out ability Additional Equipment •American flag on a flag pole •Empty Flag pole (for DHS flag, which FEMA will provide) •Ice water pitchers and glasses to accommodate attendees around the NAC U shape table •50 notepads to accommodate attendees around the NAC U-shape table •Table linens for all tables •One long table and two chairs for two people to conduct meeting registration with one waste basket Additional Request - Hotel staff need to be on call for any technical issues MANDATORY REQUIREMENTS: 1. Hotel must be compliant with Hotel/Motel Fire Safety Act of 1990, 15 U.S.C. 2201 et. seq (Public Law 101-391) and must hold a FEMA Certification Number (See FEMA-http://www.usfa.fema/gov/hotel). 2. Hotel must be compliant with American with Disabilities Act (ADA), 42 U.S.C. Section 12101 et. seq. 3. Hotel must be registered in Central Contracting Registry (CCR) (www.ccr.gov). CLAUSES/PROVISIONS: Full text of clauses and provisions are available at http: www.arnet.gov. The provisions at FAR 52.212-1, Instructions to Offers-Commercial; FAR 52.212-3, Offeror Representations and Certifications-Commercial, Offer Representations and Certifications - Commercial Items, (NOTE - offers MUST submit completed copy with their offer); and FAR 52.212-4, Contract Terms and Conditions, Commercial Items; FAR 52.212-5 - Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (Apr 2005) (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Pub. L. 108-77, 108-78) (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: __ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Jul 1995), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402). __ (2) 52.219-3, Notice of Total HUBZone Set-Aside (Jan 1999) (15 U.S.C. 657a). __ (3) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Jan 1999) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a). __ (4)(i) 52.219-5, Very Small Business Set-Aside (June 2003) (Pub. L. 103-403, section 304, Small Business Reauthorization and Amendments Act of 1994). __ (ii) Alternate I (Mar 1999) of 52.219-5. __ (iii) Alternate II (June 2003) of 52.219-5. __ (5)(i) 52.219-6, Notice of Total Small Business Set-Aside (June 2003) (15 U.S.C. 644). __ (ii) Alternate I (Oct 1995) of 52.219-6. __ (iii) Alternate II (Mar 2004) of 52.219-6. __ (6)(i) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C. 644). __ (ii) Alternate I (Oct 1995) of 52.219-7. __ (iii) Alternate II (Mar 2004) of 52.219-7. __ (7) 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)). __ (8)(i) 52.219-9, Small Business Subcontracting Plan (Jan 2002) (15 U.S.C. 637(d)(4). __ (ii) Alternate I (Oct 2001) of 52.219-9. __ (iii) Alternate II (Oct 2001) of 52.219-9. X (9) 52.219-14, Limitations on Subcontracting (Dec 1996) (15 U.S.C. 637(a)(14)). __ (10)(i) 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns (June 2003) (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323) (if the offeror elects to waive the adjustment, it shall so indicate in its offer). __ (ii) Alternate I (June 2003) of 52.219-23. __ (11) 52.219-25, Small Disadvantaged Business Participation Program Disadvantaged Status and Reporting (Oct 1999) (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323). __ (12) 52.219-26, Small Disadvantaged Business Participation Program Incentive Subcontracting (Oct 2000) (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323). __ (13) 52.219-27, Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (May 2004). X (14) 52.222-3, Convict Labor (June 2003) (E.O. 11755). __ (15) 52.222-19, Child Labor Cooperation with Authorities and Remedies (June 2004) (E.O. 13126). _X_ (16) 52.222-21, Prohibition of Segregated Facilities (Feb 1999). X (17) 52.222-26, Equal Opportunity (Apr 2002) (E.O. 11246). X (18) 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001) (38 U.S.C. 4212). X (19) 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793). X (20) 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001) (38 U.S.C. 4212). X (21) 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (Dec 2004) (E.O. 13201). __ (22)(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA-Designated Products (Aug 2000) (42 U.S.C. 6962(c)(3)(A)(ii)). __ (ii) Alternate I (Aug 2000) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). __ (23) 52.225-1, Buy American Act - Supplies (June 2003) (41 U.S.C. 10a-10d). __ (24)(i) 52.225-3, Buy American Act - Free Trade Agreements - Israeli Trade Act (Jan 2005) (41 U.S.C. 10a-10d, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, Pub. L. 108-77, 108-78, 108-286). __ - (ii) Alternate I (Jan 2004) of 52.225-3. __ - (iii) Alternate II (Jan 2004) of 52.225-3. __ (25) 52.225-5, Trade Agreements (Jan 2005) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note). X (26) 52.225-13, Restrictions on Certain Foreign Purchases (Mar 2005) (E.o.s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). __ (27) 52.225-15, Sanctioned European Union Country End Products (Feb 2000) (E.O. 12849). __ (28) 52.225-16, Sanctioned European Union Country Services (Feb 2000) (E.O. 12849). __ (29) 52.232-29, Terms for Financing of Purchases of Commercial Items (Feb 2002) (41 U.S.C. 255(f), 10 U.S.C. 2307(f)). __ (30) 52.232-30, Installment Payments for Commercial Items (Oct 1995) (41 U.S.C. 255(f), 10 U.S.C. 2307(f)). ___ (31) 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration (Oct 2003) (31 U.S.C. 3332). _X_ (32) 52.232-34, Payment by Electronic Funds Transfer - Other than Central Contractor Registration (May 1999) (31 U.S.C. 3332). __ (33) 52.232-36, Payment by Third Party (May 1999) (31 U.S.C. 3332). __ (34) 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a). __ (35)(i) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Apr 2003) (46 U.S.C. App. 1241 and 10 U.S.C. 2631). __ (ii) Alternate I (Apr 2003) of 52.247-64. (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: __ (1) 52.222-41, Service Contract Act of 1965, as Amended (May 1989) (41 U.S.C. 351, et seq.). __ (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). __ (3) 52.222-43, Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts) (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). __ (4) 52.222-44, Fair Labor Standards Act and Service Contract Act - Price Adjustment (Feb 2002) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). __ (5) 52.222-47, SCA Minimum Wages and Fringe Benefits Applicable to Successor Contract Pursuant to Predecessor Contractor Collective Bargaining Agreements (CBA) (May 1989) (41 U.S.C. 351, et seq.). (d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records - Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in paragraphs (i) through (vii) of this paragraph in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause. (i) 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $500,000 ($1,000,000 for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities. (ii) 52.222-26, Equal Opportunity (Apr 2002) (E.O. 11246). (iii) 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001) (38 U.S.C. 4212). (iv) 52.222-36, Affirmative Action for Workers with Disabilities (June 1998) (29 U.S.C. 793). (v) 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees (Dec 2004) (E.O. 13201). (vi) 52.222-41, Service Contract Act of 1965, as Amended (May 1989), flow down required for all subcontracts subject to the Service Contract Act of 1965 (41 U.S.C. 351, et seq.). (vii) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Apr 2003) (46 U.S.C. App. 1241 and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64. (2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. (End of clause) EVALUATION: FAR 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 the most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers and are listed in descending order of importance: 1 - Hotel (location) 2 - Meeting Space (as defined in SOW above) 3. Past performance (see evaluation factor 3 below) 4 - Conference Charges A - Lodging Rate (Government rate or less than) B - Meeting Rooms (meeting rooms priced in accordance with above SOW) C - Catering Menu Prices - Please submit as separate attachment. Comparable meal selections will be further evaluated. If any discount off catering prices will be offered, please indicate the discount percentage here ______%. D - Audio Visual E - Indicate any additional special considerations provided. _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ (As proposals become more equal in the meeting space and lodging rates provided, the special considerations become more important.) QUOTATIONS: DUE: November 5, 2009 at Noon EST. Submit e-mail quotations to patricia.goree@associates.dhs.gov. The contract shall require that tax exempt forms be accepted, if applicable. Evaluation Factor 1: Hotel (location) must be located in downtown Washington DC. Because FEMA leadership and staff must attend these meetings it is imperative in the case of an emergency that the location be no more than 2.5 miles from FEMA Headquarters, 500 C Street Washington DC 20472. Evaluation Factor 2: Meeting Space (as define in SOW above) Evaluation Factor 3: Past Performance: The contractor shall submit three past performance references similar in scope and complexity with in the last three years. Past performance will be evaluated on: a) Quality of Services; b) Timeliness of Performance; c) Business Relations; d) Cost Control. Evaluation Factor 4: The offeror's pricing will be evaluated to determine if the prices proposed are fair and reasonable. Unrealistically high or low pricing will be considered an indicative of a lack of understanding of the complexity and risk associated with work to be performed under the resulting contract. Price evaluation will be accomplished by adding the evaluated prices below by the number of days; providing a total for the overall costs of the conference. Conference Charges: A - Lodging Rate - tiny_mce_marker __________/night (Government rate or less than) B - Meeting Rooms (meeting rooms to be priced by day as define in SOW above) C. Audio Visual - tiny_mce_marker ______________ (as define in SOW above) D - Catering Menu Prices - Please submit as separate attachment. Comparable meal selections will be further evaluated. If any discount off catering prices will be offered, please indicate the discount percentage here - ______%. D - Indicate any additional special considerations provided. _____________________________________________________ _____________________________________________________ _____________________________________________________ _____________________________________________________ When combined, technical is more important than price. Contracting Office Address: Federal Emergency Management Agency 500 C Street, SW Washington, DC 20472 Place of Performance: Washington, DC United States Primary Point of Contact.: Patricia Goree Contract Specialist Patricia.goree@associates.dhs.gov Phone: (202) 646-3941
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