Conference and Accommodation Support

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the 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 will not be issued. Solicitation number HSCEMS-10-Q-00003 is being issued as a Request for Quote (RFQ) using Simplified Acquisition Procedures. This Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-38. The North American Industry Classification System code (NAICS) is 721110, Hotels (Except Casino Hotels) and Motels with a small business size standard of $7 Million. The Product Service Code is X112, Rent of Conference Space and Facility. The Standard Industrial Classification (SIC) is 7011, Hotels and Motels. The DHS/ICE Office of Acquisition Management (OAQ) in Washington, DC, is soliciting for and will award a Firm-Fixed-Price purchase order for an approximate total of one hundred and ten (110) rooms to be blocked, light refreshments with in-house conference/meeting room space to hold approximately one hundred and twenty (120) occupants and the capability to setup a separate breakout room to hold approximately sixty (60) training participants. The rooms to be blocked will be from Monday, February 22, 2010 through Friday, February 26, 2010. Checkout will be Friday, February 26, 2010. The in-house conference will be from Tuesday, February 23, 2010 through Thursday, February 25, 2010. The hotel must be secure, providing a safe environment. The hotel must be able to accommodate the following requirements: (1) Provide single occupancy rooms to include: One queen size bed, or two double beds, or a King sized bed, television, telephone, sufficient lighting, hot and cold fresh water, adequate heating, air conditioning, ventilation, and restroom and shower facilities. Daily maid services shall be provided to clean the room, disinfect the sanitary area and trash removal. Clean washcloths and towels shall be provided daily. All rooms reserved will be non-smoking rooms. (2) Charges: Telephone calls, meals, beverages, room services, movies or other lodging services are not chargeable to ICE, nor are to be shown on any purchase order billing documents for the individual rooms. The individual room occupants will be fully responsible for charges incurred during the time of their stay at the hotel. (3) The hotel must be within walking distance to outside restaurants, shopping areas, outside grounds and inside dining establishments. The following provisions and clauses will be in the purchase order and may be viewed at http://farsite.hill.af.mil/. Provisions: 52.212-1 (Instructions to Offerors- Commercial Items), NOTE: 52.212-1 must be reviewed completely in containing the guidelines for submission of your quotation. 52.212-2 (Evaluation Commercial Items), 52.212-3 (Offeror Representations and Certifications Commercial Items). All Contractors shall submit a complete copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items with their quote. An offeror shall complete only paragraph (j) of this provision if the offeror has completed the annual representations and certificates electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (b) through (i) of this provision Addendum to FAR 52.212-4 are hereby incorporated by reference or full text as applicable: FAR 52.247-34 FOB Destination; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Deviation) applies with following applicable clauses for paragraph (b): FAR 52.219-4 Restrictions on SubContractor Sales to the Government; FAR 52.219-6, FAR 52.219-8 Utilization of Small Business Concerns; FAR 52.222-21 Prohibition on Segregated Facilities, FAR 52.222-26 Equal Opportunity, FAR 52.222-35 Affirmative Action for Special Disabled and Vietnam Era Veterans, FAR 52.222-36 Affirmative Action for Handicapped Workers, FAR 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era, 52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration; 52.204-8 Annual Representations and Certifications; HSAR 3052.209-70 Prohibition on Contracts with Corporate Expatriates. Contractors must have a valid Cage Code and DUNS number by submission of an offer. The offeror acknowledges that a prospective awardee must be registered in the Central Contractor Registration (CCR) database at http://www.ccr.gov prior to award, during performance, and through final payment of any contract resulting from this solicitation. Lack of registration in the CCR database will make an offeror ineligible for award. Inspection and acceptance will be made at destination. The following factors used to evaluate offerors are listed in order of importance: (1) Capability to meet the Statement of Work requirements, (2) Conference and Meeting Room Facilities, (3) Hotel Amenities, (4) Security, (5) On-site Visit, (6) Green Initiatives and (7) Price. 1) Capability to meet the Statement of Work: To determine the hotel's capabilities, the Contractor must furnish information regarding the hotel features and facilities that are being offered. Descriptive brochures, literature, and pictures that provide pertinent information will be accepted and reviewed. Data must be submitted with a technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary. 2) Conference and Meeting Room Facilities: The Contractor shall provide information and discuss the space made available for the conference. A large banquet conference/meeting room sufficient to hold a session (at least 3,500 square feet) and one breakout room approximately 1,800 square feet is required. Additionally, the Contractor shall discuss the availability of professional sales staff for assistance with the event and the audio/video needs, (i.e. projector, projector screen, and wireless microphones). No television or wireless access Internet capabilities are required for the conference/meeting or breakout rooms. 3) Hotel Amenities: The Contractor shall provide information and discuss the availability of Hotel amenities. The availability of business rooms and services (such as: a copier, a fax machine, and computers), availability of an in-house business services center (such as: copy service, fax service, full-service business center, network/Internet printing, overnight delivery/pickup of 40 boxes or more, and laundry/dry cleaning accessibility. The hotel shall also provide the following complementary amenities: possibility for upgrades of guest rooms, self-parking, shuttle service is within a 3-5 mile radius of the hotel as well as to/from the airport and hotel, high-speed Internet access for the hotel rooms and public areas, and the receiving of the packages at the front desk. 4) Security: The Contractor shall provide information and discuss the hotel's security. This includes standard hotel security measures, such as: safes in hotel rooms, security cameras in common areas, conference/meeting rooms, and on-site security guard(s). The Contractor will discuss and assess if additional security is necessary and will accommodate special security requirements of the participants. 5) On-Site Visit: A site visit will be required to verify the walking distance to outside restaurants, parking locations, shopping areas, outside grounds and inside dining establishments. A site visit will also be required to verify guest rooms, conference/meeting room, and breakout room. 6) Green Initiatives: The hotel shall confirm if they provide Green Initiative programs. The hotel shall provide a list of the Green Initiatives that are being utilized at the hotel. 7) Price: The Government will evaluate price in comparison to the quotes received. Ability to meet the requirements set forth in this RFQ shall be demonstrated by the Contractor's submission of a signed quotation that has not taken exception to the schedule. The quote shall include any fees incurred due to a cancellation. The Contractor shall provide pricing for all CLINS and the Contractor's DUNS number. The Contractors are advised to ensure pricing is a Firm Fixed Price and clear as the total amount. The hotel shall block 110 guest sleeping rooms and shall provide all requirements specified for conference needs in Parts A, B and C below. Lodging rates must be within the Government Per Diem rate of $140.00 (or prevailing Government Per Diem Rate at time of conference) for the downtown Scottsdale, Arizona area. A response to requirements listed below shall be submitted on letterhead and shall address all requirements listed in a separate technical quote. A hotel contract shall be submitted with your quote, along with descriptive literature to include meeting room space, diagrams and square footage, information on the availability/cost of amenities at hotel (i.e. parking, shuttle services, transportation to and from the airport, audio/video equipment and menus). The rental of vehicles will not be required. CLIN Structure: CLIN 0001 - Conference and Meeting Rooms, which includes one (1) conference/meeting room for general session for the period Tuesday, February 23, 2010 through Thursday, February 25, 2010, one (1) breakout room for only Wednesday, February 24, 2010, and one (1) registration area for the period Monday, February 22, 2010 through Thursday, February 25, 2010. CLIN 0002 - Light Refreshment Needs, which includes the following: Light refreshments for the morning and afternoon breaks for the period Monday, February 22, 2010 through Thursday, February 25, 2010. CLIN 0003 - Audio/Video Equipment, which includes the following: General Meeting Room: This room will have audio/video equipment to include one (1) projector screen, one (1) projector either LCD or regular, a podium with wired microphone and two (2) wireless microphones. Breakout Room: This room will have audio/video equipment to include one (1) projector screen, one (1) projector either LCD or regular, a podium with wired microphone and two (2) wireless microphones. CLIN 00004 - Hotel Rooms, which include the following: 110 hotel guest sleeping rooms, check is on Sunday, February 21, 2010 and check out is Friday, February 26, 2010. Payment for individual hotel rooms will be the responsibility of ICE. However, each participant will be responsible for any hotel charges outside of the lodging rate to include a no-show fee if applicable. The pricing for the hotel rooms will be included for evaluation. Statement of Work The hotel facility shall accommodate approximately 120 attendees with the following needs for: Part A: Hotel Lodging: Early participants will start checking in on Sunday, February 21, 2010, and will check out by Friday, February 26, 2010. Please see below for guest room block information. Rooms must be individual/private sleeping rooms with toilet facilities. Payments for Part A shall be the responsibility of ICE. However, any hotel charges outside of the lodging rate to include a no-show fee if applicable shall be the sole responsibility of each participant. February 21-26, 2010 GUEST ROOM BLOCK : Date 2/21 2/22 2/23 2/24 2/25 2/26 Number of Requested Guestrooms 3-5 110 110 110 110 C/O One (1) complementary guest sleeping suite is required for managers and staff to hold conference training property and daily meetings from Sunday, February 21, 2010 - Thursday, February 25, 2010. Part B: Meeting Space: One (1) large conference/meeting room for general session meetings is needed for Tuesday, February 23, 2010 - Thursday, February 25, 2010 to accommodate 120 participants that is setup with chairs and conference tables. This room will not have pillars and will have a 9 foot or greater ceiling (a minimum of 3500 square feet).The setup of chairs and conference tables can be either in a round table style formation of eight (8) surrounding chairs or a round table crescent style formation with (six) 6 surrounding chairs. Wireless access Internet capability will not be required for this room. Two (2) round tables will be used to seat presenters and presentation materials at the rear of this room. This room will have plenty of space for audio/video equipment to include one (1) projector screen, one (1) projector either LCD or regular, a podium with wired microphone and two (2) wireless microphones (for walking and presenting). A clock is also required to have at the back of the room. One (1) breakout room for general training session is needed for only Wednesday, February 24, 2010 to accommodate 60 participants that is setup with chairs and conference tables. This room will not have pillars and will have a 9 foot or greater ceiling (a minimum of 1800 square feet).The setup of chairs and conference tables can be either in a round table style formation of eight (8) surrounding chairs or a round table crescent style formation with (six) 6 surrounding chairs. Wireless access Internet capability will not be required for this room. One (1) round table will be used to seat presenters and presentation materials at the rear of this room. This room will have plenty of space for audio/video equipment to include one (1) projector screen, one (1) projector either LCD or regular, a podium with wired microphone and two (2) wireless microphones (for walking and presenting). A clock is also required to have at the back of the room. One (1) table and two (2) chairs will be provided by the Contractor to create a registration area for participants in front of the main conference/meeting room. Registration table and chairs will need to be setup Monday, February 22, 2010 at 2:30 P.M. MDT for early registration and will be made available until 7:30 P.M. MDT that same day. Early registration sign-in process will start on Monday, February 22, 2010 from 3 - 7 P.M. MDT. Registration table and chairs will also need to be setup Tuesday, February 23, 2010 at 7:30 A.M. MDT for registration sign-in process and will be made available until 5:30 P.M. MDT that same day. This registration setup and time will continue on Wednesday, February 24, 2010 and continue until Thursday, February 25, 2010 at 5:30 P.M. MDT. Part C: Refreshments The Contractor shall provide and accommodate light refreshments for morning and afternoon breaks. Light refreshments will be made available outside the main conference/meeting room for approximately 120 people on Monday, February 22, 2010 - Thursday, February 25, 2010. The offeror shall provide light refreshments that will start on Monday, February 22, 2010 from 3:00 P.M. MDT - 7:00 P.M. MDT. The Contractor shall maintain and provide light refreshments on Tuesday, February 22, 2010 through Thursday, February 25, 2010 with the morning break refreshments being from 9:45 A.M. MDT - 10:45 A.M. MDT and afternoon break refreshments being from 2:45 P.M. MDT - 3:45 P.M. MDT. Request the Contractor provide a per person price list of refreshments, for the dates referenced above. All submitted quotes shall remain valid for forty days to accommodate possible legal reviews. Award Determination: Award will be made to the responsible offeror whose quote conforms to the solicitation and is most advantageous to the Government, price and other factors considered. Best value is defined as the offer that results in the most advantageous acquisition decision for the Government as determined by an integrated assessment and trade-off analysis among non-price and price factors. Award will be made to the offeror determined to be the best value acceptable to the Government in accordance with FAR 52.212-2 evaluation factors. Evaluation may be made with or without discussions with the offeror(s). Immigration and Custom Enforcement (ICE) reserves the right to conduct an on-site inspection of offered facilities. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical quotes, hotel contract and descriptive literature. The technical quote 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 quote for evaluation purposes. This is not a solicitation for Event Planning Services. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. The following provisions and clauses shall apply to this solicitation: FAR 52.252-2 Clauses Incorporated by Reference. This purchase order incorporates one or more clauses by reference with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at http://www.arnet.gov/far. The Government intends to evaluate offers and make award without discussions; however, this does not preclude the Government from having discussions if it is in the best interest of the Government to do so. The anticipated award date is January 15, 2010. Quotation information may be submitted electronically via e-mail or fax. Submit responses to: Immigration and Customs Enforcement (ICE), Department of Homeland Security, 801 I St NW, Suite 980, Washington, DC 20356, Attn: Milan Jovanovic, Contract Specialist at telephone (202) 732-2597, facsimile (202) 732-7219, Milan.Jovanovic@dhs.gov Reference solicitation number HSCEMS-10-Q-00003 on all documents and requests for information. The final response date for this solicitation is Monday, January 4, 2010 at 3:00 P.M. Eastern Standard Time. Notification of any revisions to this solicitation will be provided via the Federal Business Opportunities (FBO) website at http://www.fbo.gov. All questions or inquires must be submitted in writing prior to Thursday, December 31, 2010 at 10:00 A.M. Eastern Standard Time. The Contractor shall submit invoices to the Burlington Finance Center (BFC) via one of the following three methods: A. By mail: DHS, ICE Burlington Finance Center P.O. Box 1620 Williston, VT 05495-1620 Attn: ICE-OSLC Inovice B. By facsimile (fax): (include a cover sheet with point of contact & # of pages) 802-288-7658. C. By e-mail: Invoice.Consolidation@dhs.gov Invoices submitted by other than these three methods will be returned. The Contractor's Taxpayer Identification Number (TIN) must be registered in the Central Contractor Registration (http://www.ccr.gov) prior to award and shall be notated on every invoice submitted to ICE to ensure prompt payment provisions are met. The ICE Program Office shall also be notated on every invoice. In accordance with FAR 52.212-4 (g)(1), Contract Terms and Conditions- Commercial Items, or FAR 52.232-25 (a)(3), Prompt Payment, as applicable, the information required with each invoice submission is as follows: An invoice must include: (I) Name and address of the Contractor; (II) Invoice date and number; (III) Contract number, contract line item number and, if applicable, the order number; (IV) Description, quantity, unit of measure, unit price and extended price of the items delivered; (V) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading; (VI) Terms of any discount for prompt payment offered; (VII) Name and address of official to whom payment is to be sent; (VIII) Name, title, and phone number of person to notify in event of defective invoice; and (IX) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract. (See paragraph 1 above.) (X) Electronic funds transfer (EFT) banking information. (A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract. (B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking. Contracting Office Address: 801 I Street, NW, Suite 980 Washington, DC 20536 United States Place of Performance: Scottsdale, Arizona United States Primary Point of Contact: Milan Jovanovic, Contract Specialist Milan.Jovanovic@dhs.gov Phone: (202) 732-2597 Fax: (202) 732-7219 Secondary Point of Contact: Karen Glass, Contracting Officer Karen.Glass@dhs.gov Phone: (202) 732-2592 Fax: (202) 732-7219