SOLICITATION NOTICE
X -- BPA for Hotel Lodging, Meals, and Conference Space
- Notice Date
- 6/14/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Fort Carson DOC, Directorate of Contracting, 1676 Evans Street, Building 1220, 3rd Floor, Fort Carson, CO 80913-5198
- ZIP Code
- 80913-5198
- Solicitation Number
- W911RZ-10-0140
- Response Due
- 6/25/2010
- Archive Date
- 8/24/2010
- Point of Contact
- Ashley Henson, 719-526-0688
- E-Mail Address
-
Fort Carson DOC
(ashley.henson@us.army.mil)
- 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. 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. This solicitation, W911RZ-10-T-0140, is being issued as a request for quote. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 05-41. This requirement is an unrestricted acquisition. The NAICS code is 721110 Hotels (except Casino Hotels) and Motels, Size Standard is $7,000,000.00 In order to combine procurement efficiency with promoting competition to the maximum extent practicable, the Fort Carson Directorate of Contracting is seeking multiple vendors willing to enter into blanket purchase agreements (BPAs) for hotel lodging, meals, and conference space for marriage and single Soldier retreats conducted for Fort Carson Soldiers and their Families. (The Statement of Work for any BPAs issues is attached.) It is anticipated that three to five BPAs will be established in each of the three following geographical areas: Area 1 - Denver and surrounding communities to include Broomfield and Lakewood, Area 2 - El Paso County, and Area 3 - Rural Colorado (area shall be at least 100 miles but no more than 175 miles away from Fort Carson). Individual calls placed against these BPAs shall not be more than the simplified acquisition threshold of $100,000. Vendors need to be able to accommodate a range of requirements providing lodging, meals, audio/visual (A/V) capabilities, child care capabilities and conference space ranging from 45 to 100 persons. Requirements over $3,000 will be competed among BPA holders in the applicable geographic area in accordance with FAR section 13.303. In order to afford reasonable opportunity for additional vendors to compete for these BPAs, the BPAs will in effect for a period of one year. It is contemplated that a new competition will be held for replacement BPAs for succeeding years. When establishing these BPAs, and in issuing calls, the Government will evaluate vendors as to technical capability, past performance, and pricing. The information provided in your proposal packet will be used to evaluate your technical capability. Vendors should provide adequate detail to address the following criteria: 1. Number of overnight rooms and type 2. Amenities available 3. Meal packages and ability to offer meals, to include both plated and buffet style meal options. 4. Number of conference rooms and capacities. 5. A/V capabilities available 6. Child care capabilities. Vendors unable to provide child care services will not be excluded from award of an agreement solely for that reason. However, BPA holders without child care capabilities will not be solicited for individual calls with requirements for child care. 7. Cancellation Policy. For evaluation purposes, vendors must provide up to three past performance references with their proposal. The Government reserves the right to examine any other information in evaluating past performance. In recognition that pricing in this industry varies considerably over the course of a year, set prices for rooms and meals are not required. However, BPAs issued will stipulate that room and meal prices may not exceed the current Government per diem rate. (Per diem rates may be found at http://www.defensetravel.dod.mil/perdiem/perdiemrates.html.) Proposals must include lists of maximum prices for other services not included in the room and meal charges, such as for conference rooms, audio/visual services, and child care. In competing for individual calls, though, vendors may offer discounts from the current Government per diem rates and price lists. The following provisions and clauses apply to this acquisition: Provisions: 52.212-1 (Instructions to Offerors- Commercial Items) 52.212-3 (Offeror Representations and Certifications Commercial Items) Clauses: 52.204-7 (Central Contractor Registration) 52.212-4 (Contract Terms and Conditions Commercial Items) 52.212-5 (Contract Terms and Conditions Required to Implement Statues or Executive Orders Commercial Items) 52.219-28 (Small Business Representation) 52.222-3 (Convict Labor) 52.222-19 (Child Labor) 52.222-21 (Prohibition of segregated facilities) 52.222-26 (Equal Opportunity) 52.222-36 (Affirmative Action for Workers with Disabilities) 52.222-50 (Combat Trafficking in Persons) 52.225-13 (Restrictions on Certain Foreign Purchases) 52.232-33 (Payment by Electronic Funds Transfer Central Contractor Registration) 52.252-2 (Clauses Incorporated by Reference) 252.204-7004 Alt A (Central Contractor Registration) 252.212-7001 (Contract Terms and Conditions required to implement statues or executive orders) 252.225-7001 (Buy American Act and Balance of Payments) 252.225-7002 (Qualifying Country Sources as Subcontractors) 252.232-7003 (Electronic Submission of Payment Requests) Provisions and clauses will be in the contract and may be viewed at http://farsite.hill.af.mil/. All questions shall be submitted in writing via email no later than 5:00 PM MST on 17 June 2010. All responses must be received by 10:00 a.m. Mountain Time on 25 June 2010. Quotes received after this time will not be considered. Quotes and questions shall be e-mailed to ashley.henson@us.army.mil. To be eligible for an award, contractor must be registered in the Central Contractor Registration (CCR) database. A contractor can contact the CCR by calling 1-888-227-2423 or e-mail at http://www.ccr.gov. NO EXCEPTIONS. A DUNS (Dun and Bradstreet) number is required in order to register. All invoices shall be submitted through Wide Area Work Flow. You can register at https://wawf.ef.mil/index.html. Conference Services and Lodging Statement of Work (SOW) Blanket Purchase Agreement (BPA) BPA Master Dollar Limit: $1,000,000 per region. The combined total quantities ordered under the BPA(s) for the three unique Colorado regions resulting from this solicitation will not exceed $3,000,000 for each region. BPA Call Limit/Purchase Limitation: $100,000 Expected Average BPA Call: $35,000 Period of Performance: XXXX NAICS: 721110 Term of the BPA The term of this BPA is one year from the date of signature. Contracting Officers Authority The Contracting Officer is the only person authorized to direct changes in any of the requirements under this BPA. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, implementation of such change will be considered made without authority and solely at the risk of the Contractor. The Contractor shall not accept any instruction issued by any person employed by the U.S. Government or otherwise, other than the Contracting Officer. Authorized BPA Users Ordering authority is limited to the following BPA Callers: 1.A warranted Contracting Officer from Directorate of Contracting (DOC), Fort Carson, Colorado. 2.A designee of the Contracting Officer to be determined at BPA award with an ordering limit of $25,000 per event for all requirements associated with an individual conference. Obligation of Funds. This BPA does not obligate any funds. Funds are obligated when an order is placed under this BPA. The Government is obligated only to the extent of authorized purchases actually made under the BPA. BPA orders, knows as calls, shall become legally binding unless the contractor rejects the call in writing within 2 business days after receiving the call. Ordering Procedures. Pricing and availability will be requested from at least three BPA holders by an authorized official for each call requirement. If there are more than three BPA holders for the applicable geographic area, requests for pricing and availability will be rotated among vendors as requirements arise. Typically, requests for pricing and availability will be made at least 10 days in advance, but shorter periods may be required on occasion. Calls will be awarded to the lowest price offeror able to meet all the specific requirements of the call. Pricing. This is an unpriced BPA, subject to maximum pricing established in the BPA holders proposal which is considered incorporated in this BPA. All pricing shall be established in accordance with the contractors quote submitted in response to a request by a BPA Caller. Invoicing. (The provisions in this section replaces those in 52.212-4(g)(1.) An itemized invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all services provided during a billing period, and for which payment has not been received. a.The contractor shall submit an invoice to the applicable and authorized ordering official listed in the paragraph entitled Authorized BPA Users, above. b.Payment will be made by Government Purchase Card. c. The Contractors invoice must contain all of the following additional information: i.Name and address of the Contractor. ii.Invoice date and number. iii.BPA number, Call number(s) and Ordering Official iv.Description, quantity, unit of measure, unit price and extended price of the items delivered. v.Date(s) of services rendered. vi.Terms of any prompt payment discount offered. vii.Name and contact information of contractor representative responsible for payment processing. viii.Name, title and phone number of the person to be notified in event of defective invoice. Performance Specifications 1.Site Location: (To be specified at award of the BPA. The area covered will include one of the three following locations IAW the BPA holders proposal: Area 1-Denver and surrounding communities to include Broomfield and Lakewood, Area 2-El Paso County, and Area 3-Rural Colorado (area shall be at least 100 miles but no more than 175 miles away from Fort Carson. 2.General Requirements: For each individual call, the BPA holder may be required to provide lodging and/or conference facilities with limited audio/visual support, to include but not be limited to, projector equipment and microphones. In addition some or all of the following support ancillary to the lodging and/or conference services may also be required: food (meals and/or snacks, and non alcoholic beverages) and a dining area, childcare room, childcare providers and the staff to help serve and clean up the area. Specific requirements will be outlined in each individual call. 3.Lodging: The following types of retreats represent the most common Fort Carson requirements based on recent historical information and current customer projections. However, this BPA may also be utilized to support lodging requirements associated with other types of conference or retreat activities. Marriage Retreats: The vendor shall provide sleeping rooms for couples and children beginning and ending on the dates specified in the BPA call. These rooms shall include two queen sized beds or larger and private baths. Rooms shall accommodate couples and children and include rollaway beds as needed. Bunk beds and group housing are NOT acceptable. Rooms shall have a television. Small refrigerators and cribs shall be available upon request. Historical requirements reflect an average requirement of 35 rooms for two nights, typically on Fridays and Saturdays. Single Soldier Retreats: The vendor shall provide sleeping rooms to accommodate individual beds for 1 or 2 occupants beginning and ending on the dates specified in the BPA call. Historical requirements reflect an average requirement of 16 rooms for 2 people (2 beds per room), and 2 additional rooms with 1 person per room. 4.Meals: When the BPA call requires meals, the BPA holder shall typically be required to provide breakfast, lunch and/or dinner (buffet or plated) and a dining location for meals as specified. Buffets shall include a variety of choices, to include entrees, sides, salad, bread, dessert and beverages. Snacks/Beverages: When the individual BPA call requires snacks and/or non-alcoholic beverages, the BPA holder shall provide quantities commensurate with the number of Fort Carson guests and in the frequency specified in the BPA call. Typical snacks and beverages may include muffins, Danishes, croissants, cookies or brownies, and drinks including tea and water, soda and coffee arranged for easy access and availability for the participants. 5.Meeting Space: The BPA holder shall provide conference space in accordance with the requirements of the individual BPA call. Historical information reflects an average requirement of one large conference room for training that can accommodate 45-100 adults, with typical set up in either classroom or theater style. Historically, the tables are a minimum of 18 wide. Rooms shall have two 6-ft table and chairs to be used as the head table. Unless otherwise stated in the BPA call, conference rooms shall be available for the entire time of the conference. 6.Audio/visual equipment: When required by a BPA call, the BPA holder shall provide an audio visual cart, data/Proxima projector or equivalent with VGA cables to connect to a computer, screen(s) large enough for easy viewing from all angles of the room, PA system with podium and microphone and a wireless handheld microphone. The audio system shall have the capability of projecting sound from computer files. The BPA call may require microphones at a podium and adequate sound system to project the microphone. Note: Based on historical information, most military units provide their own computer. In some cases, internet availability may be requested. 7.On-site child-care service: When required by the BPA call, the BPA holder shall provide one conference room located in close proximity to the meeting room for child care services. Childcare shall be provided by certified child care providers. Childcare times shall take place during meeting times in accordance with the pre-established schedule reflected in the BPA call. The BPA holder shall provide games and activities for the children as well as a television and DVD player with movies for the children. The movies shall be pre-approved by the Fort Carson point-of-contact before they are shown to the children. The ratio for the number children per child care provider is as follows: RatioAge Group 4 to 1Infant to 1 year 5 to 1Pre-toddler 15 months to 2 years 7 to 1Toddler 2-3 years 10 to 1Preschool 3-5 years 10 to 1School Aged 6-12 years 8. Specific Requirements: a.The BPA holder shall provide all equipment and supplies for meals. The BPA holder shall also provide the following: i.Cleaning prior to the event and throughout the conference or meeting. ii.Napkins, silverware, cups, and all other necessities. iii.Staff necessary to assist with the set up of the room, the placing of the snacks and drinks, and also to assist with the serving of the meals as well as the clean-up for all meals. 9. Hours of Operation: Required services shall be provided by the BPA holder during dates and times specified in each BPA call.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/notices/f7fa98ea5178682632f94c5a3f3193e7)
- Place of Performance
- Address: Fort Carson DOC Directorate of Contracting, 1676 Evans Street, Building 1220, 3rd Floor Fort Carson CO
- Zip Code: 80913-5198
- Zip Code: 80913-5198
- Record
- SN02176323-W 20100616/100614234203-f7fa98ea5178682632f94c5a3f3193e7 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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