SOLICITATION NOTICE
X -- FY 2017 AFG Application Review
- Notice Date
- 2/9/2018
- 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
- 70FA2018Q00000020
- Archive Date
- 3/10/2018
- Point of Contact
- Rashurn Harrison, Phone: 3014471136
- E-Mail Address
-
rashurn.harrison@fema.dhs.gov
(rashurn.harrison@fema.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) 2005-92. 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 230 "rooms per night" for participants attending the FY 2017 Assistance to Firefighters Program Office's Application Review. The event dates are scheduled for April 9 - April 13, 2018. (Check in on April 9, 2018, check out on April 13th). 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 April 9th - April 13, 2018 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. See the attached Statement of Work (SOW) for details. 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, and will only pay for the actual number of lodging rooms ultimately occupied. 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 (LPTA) 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 3:00 p.m. EST, Wednesday, February 16, 2018. 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 (70FA2018Q00000020). 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 70FA2018Q00000020 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 3:00 p.m. EST, Wednesday, February 23, 2018 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 Statement of Work (SOW), and must be located within 50 mile radius of BWI Thurgood Marshall Airport or Reagan National Airport (DCA). 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 must 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, however, offerors with relevant Past Performance that fail to provide it will be removed from consideration for award. 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 area identified 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 (Jan 2017). The clause 52.212-4, Contract Terms and Conditions -- Commercial Items (Jan 2017) 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 2017); 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); 52.225-1, 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). STATEMENT OF WORK ASSISTANCE TO FIREFIGHTERS PROGRAM OFFICE'S CONTRACT FOR THE FY2017 APPLICATION REVIEW 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. In FY 2017, Congress appropriated a total of $345 million under the Department of Homeland Security Appropriations Act, 2017, (Public Law 115-31) to carry out the activities of the Assistance to Firefighters Grants (AFG) Program. The Assistance to Firefighter Grant application review panel will be held from April 9 through April 13, 2018. This program generates thousands of applications with the program consistently receiving around 9,000 applications each year. This grant opportunity is competitive and each application must be evaluated independently against established criteria in order to assure fair and equitable opportunity for each. This independent evaluation is conducted by a panel of subject matter specialists who are flown in for one week to review and evaluate the applications. In order to accomplish the panel reviews, the program will need to secure commercial conference space and lodging for all participants. We expect that we will need lodging facilities to accommodate as many as 200 subject matter specialists who will be supported by up to 10 Federal employees and 20 contract support staff. II. Scope of Work The government requires lodging for all attendees participating in the FY2017 Assistance to Firefighters Grant (AFG) panel reviews during the projected week of April 8, 2018. It is the AFG program office's preference that conference facilities be located within a 50 mile radius of Baltimore/Washington Thurgood Marshall Airport (BWI) or Ronald Reagan Washington National Airport (DCA). The purpose of this document is to identify the facility characteristics that are minimally necessary to provide lodging for individuals participating in the FY2017 Assistance to Firefighters Grant (AFG) panel review process. Specifically: i. Conference facility with lodging services located within a within a 50 mile radius of Baltimore/Washington Thurgood Marshall Airport (BWI) or Ronald Reagan Washington National Airport (DCA); ii. Transportation to-and-from the airport via shuttle services; iii. Conference/ballroom space to conduct the FY2017 AFG review panel; iv. Securable breakout rooms or other workable space within the immediate proximity of the main conference area for support of the panel process; v. High speed Internet connectivity to support government owned equipment; vi. Free self-parking with unlimited access to enter and depart parking area is preferred; vii. Restaurants within close proximity and accessibility is preferred; viii. Comfortable chairs with cushioned seats, backs and arms; ix. Audio-visual and internet technology support requirements will be requested by FEMA's support contractor and coordinated with the hotel upon award of the contract. III. Tasks A. Tasks associated with the lodging of the panelists and staff for Assistance to Firefighters Grant Program: Task A-1 LODGING. It is FEMA's desire to hold this meeting the week of April 8, 2018. For the week of the event (April 9 - 13, 2018) contractor shall provide lodging for approximately 230 attendees and support staff. Generally, (majority of rooms needed) lodging will commence on Monday, April 9, 2018 with noon checkout on Friday, April 13, 2018. The contract shall pay for the conference and lodging rooms and associated taxes if not provided gratis as part of lodging room reservations. 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 with the hotel either by the participants or the AFG support contractor within 7 days of the event. (Completion date: Ongoing throughout contract performance period ending April 13, 2018). Task A-2 TRANSPORTATION. 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 and for departures on Friday. We anticipate approximately 220 participants to arrive at all hours of the day on Monday, April 9, 2018 and departures in accordance with check out time on Friday, April 13, 2018 and do not foresee alternative transportation methods (i.e. rail service) as a feasible alternative to shuttle service. FEMA will accept third-party vouchers for shuttle service as long as the full cost of the shuttle service are covered, and the hotel arranges and coordinates the pickup/drop off for the participants. (Offerors must indicate if transportation is provided as a complimentary service or at a commercial rate cost or reduced cost. If costs are associated with shuttle transportation service, those costs must be included and identified separately in the proposal). (Completion date: Date of arrival (April 9, 2018) and departure (April 13, 2018). Task A-3 PARKING. Contractor shall provide self-parking for all attendees who utilize their privately owned vehicle (POV) to drive to the venue. It is preferred that attendees have free unlimited access to enter and depart the parking area during the period of performance of the contract. (Offerors must indicate if parking is provided as a complimentary service, based on the commercial rate, or at a reduced cost. The cost must be identified separately). (Completion date: Ongoing throughout contract performance period ending April 13, 2018). Task A-4 DINING. It is preferred that the facility be within close proximity to restaurants that are a reasonable distance from the hotel site. B. Tasks associated with conference space for the Assistance to Firefighters grant panel: Task B-1 CONFERENCE ROOM. Contractor shall provide one large conference room with a total of approximately (7,000 - 10,000) square feet of space. The main conference room shall accommodate 33 large (6' - 8' foot in diameter round) tables spaced throughout. The intent is to have 33 individual tables with six people at each table. Additionally, eight 5 foot rectangular tables will be placed in the room to accommodate eight panel chairs and eight quality control reviewers. The conference room shall also have the capacity to accommodate a podium with microphone, screen, and computer projection. Conference space must have adequate lighting and temperature control to ensure a comfortable working environment. (Offerors must indicate if conference space is provided as complimentary associated with lodging rooms, or propose/list the commercial conference room cost if not complimentary.) (Completion date: Ongoing throughout contract performance period ending April 13, 2018). Task B-2 BREAKOUT ROOMS. Contractor shall provide four (4) additional breakout rooms for this event: Room #1 shall be reserved for file storage. Dimensions of this room should be approximately 400 to 500 square feet. Room #2 shall be reserved for data entry. Dimensions of this room should be approximately 650 square feet. Room #3 shall be reserved for the support team office. Dimensions of this room should be approximately 400 square feet. Room #4 shall be reserved for the command center. Dimensions of this room should be approximately 400 square feet. Alternatively, contractor could provide one large breakout room of no less than 1,200 square feet for data entry and file storage and one smaller breakout room of approx. 400 to 500 square feet (for coordination center). Each breakout room will be set up with 5-foot tables and 8-10 workstations depending on room size. All rooms should be within close a proximity to each other as possible. (Offerors must indicate if additional space is provided as complimentary associated with lodging rooms, or propose/list the conference room cost if not complimentary.) Task B-3 CHAIRS. Comfortable (non-conference type) chairs with bottom and back cushions and arms must be provided for 230 participants during the week of the panel review process. (Completion date: Ongoing throughout contract performance period ending April 13, 2018). Task B-4 SECURITY. All space provided by contractor will be securable 24-hours-a-day; with access keys provided to government and or contract staff. Offer shall state this clearly. (Completion date: Ongoing throughout contract performance period ending April 13,, 2018). Task B-4.1. Conference space is required to remain reserved (i.e. secured) for government use starting at 8 a.m. on Monday, April 9 2018 for setup and through 5 p.m. the evening of Friday, April 13, 2018 for breakdown. (Completion date: Ongoing throughout contract performance period ending April 13, 2018). Task B-5 INTERNET. Although the IT requirements will be handled and paid for separately under another contract with the Grant support contractor, all computer terminals shall have Ethernet (hard wire) with high-speed bandwidth (25 Mbps) internet connectivity in order to accommodate the web based e-Grant platform used by the program. Alternatively, a dedicated (not open to other hotel users) T1 or equivalent WIFI high-speed connection could be used and must be capable of handling uploads/downloads of 14 plus users. (Completion date: Ongoing throughout contract performance period ending April 13, 2018).
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