Denver CO Conference & Hotel for After Action FEMA Grants

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; quotes are being requested and a written solicitation will not be issued. The Request for Quotation number is HSFEEM-09-Q-0043 and is supplemented with additional information included (Statement of Work (SOW) attached). Provisions and clauses in effect through Federal Acquisition Circular 2005-32 are incorporated. This is a Full and Open Competition requirement under NAICS 721110, with a Size Standard of $7.0 Million. All qualified businesses are encouraged to submit quotes. The Department of Homeland Security DHS/FEMA has a requirement for hotel/motel rooms and conference center facilities for the requirements described in the attached SOW for participants attending the After Action conference in the Denver, CO area. DHS/FEMA has scheduled the conference for the following period: July 27-29, 2009. The Denver area for the purposes of this solicitation includes hotels with conference centers located within an up to 35 mile distance from the Denver Airport (DEN). The Government procures lodging to insure the availability of rooms for a large number of people at the same location in order to receive at a minimum, the Government rate in accordance with the GSA Federal Travel Regulations. The hotel/motel shall be in compliance with the Hotel/Motel Fire Safety Act. The hotel/motel must be capable of offering facilities accommodating up to approximately 375 attendees considering guest rooms and all other business associated conference facilities (See Attached SOW/Details). The hotel/motel shall honor any standard cancellation policy regarding any cancellations, and any billing policy for no-shows, meaning that no-shows will be billed for the date that would have been the date of check-in only. Participants will call the hotel/motel at least 7 days prior to the conference date to reserve their room. Callers will identify themselves as participants (attendees) in the "FY 2009 After Action Conference," and give the hotel/motel the dates for which they will require lodging. Conference attendees will make their reservations by individual call in; rooms will be reserved on each caller's personal credit card. If the hotel/motel is contacted by a Federal Government employee, the caller will be required to reserve their lodging using their personal Federal Government Travel Card. The resultant contract is not intended to cover the price of hotel rooms occupied for the conference attendees, each attendee will be billed by the hotel for his or her room. The "Conference Total" quoted price shall represent the total cost for the entire period for which each conference will be held - The quote total will include the total number of room charges, the audio/visual, the conference space rental, and any other quoted charges or discounts granted. The "Grand Total" is a Not-To-Exceed price - whereby the hotel/motel shall only invoice the Government for, and the Government shall only pay for, conference facilities/space and audio-visual costs if separately quoted cost items, and the actual number of guest rooms not occupied and paid for by anticipated conference attendees during the period of the conference in accordance with the hotel's standard contract terms and conditions. The quote for blocking the number of guests rooms shall be structured in a format that indicates if the conference facilities/space are included as part of the package covering the cost of the guest rooms to be blocked, or if this will be a separate charge in accordance with the offeror's standard contract terms and conditions. Additionally, offerors must clearly indicate the cost of the audio-visual requirements if not included as part of the conference facilities/space. If the break/snack cost, the conference facilities/space and the cost of the audio-visual are not provided as an integral part of the cost of guest rooms to be blocked in accordance with the hotels standard contract, the price of the conference facilities and audio-visual requirements must be clearly listed as separate cost items. If the break/snack costs are not or cannot be included in accordance with the Federal Travel Regulations guest room cost, please clearly indicate this cannot be done as the break/snack requirement and cost will then be deleted in its' entirety from the resulting order. Offerors shall also provide a copy of their standard contract listing all terms and conditions upon which the quote is based. A purchase order in the amount sufficient to cover all quoted costs will be issued to the lowest priced technically acceptable offeror representing the best value to the Government. Upon conclusion of the conference and final determination of final costs such as costs expected to be but not covered by the attendees, conference facilities/space, and costs associated with audio-visual requirements if not included with package quote, will be covered under the commercial purchase order to be issued by the Government in accordance with the hotel's standard contract terms and conditions. Upon final determination and payment of all pending charges payable by the Government in order to satisfy the terms of the hotel's accepted contract, all remaining funding on the purchase order will be de-obligated. The per-night lodging cost shall not exceed the cost listed in the Federal Travel Regulations. Additionally, in order to insure competitiveness, additional discounts are encouraged. It is requested that the Federal Government be granted a general tax exemption for all rooms and conference spaces to be paid for by the Federal Government. Quotes shall be inclusive of the per-night cost per room, a sub-total cost indicating the cost for each of the night periods separately, and a Conference Total for the entire period. In order to be considered for award, the offer must be determined to be technically acceptable. The evaluation factors for this procurement are Lowest Price Technically Acceptable (LPTA). To be determined technically acceptable, the offeror's quotation will be subjected to the following "Go/No Go" criteria: (1) The offeror must demonstrate ability to provide the requested number of guest rooms/nights and associated conference facilities as described in the SOW on the dates indicated, (2) The offeror must be in compliance with the Hotel/Motel Fire Safety Act, (3) The offeror must be registered in CCR prior to award, and (4) The offeror shall not be on the debarred or excluded parties list. This solicitation is intended to result in one award to a single vendor offering the lowest aggregate price. The total price of the quote will be based on all quoted lines on the quote (sleeping rooms, conference spaces, a/v rental, etc.) The following Federal Acquisition Regulation (FAR) provisions apply to this procurement: FAR 52.212-1 Instructional to Offeror-Commercial Items, 52.212-4 Contract Terms and Conditions-Commercial Items. In compliance with FAR 52.212-5, the following additional clauses are incorporated as part of and apply to this acquisition: 52.203-10 Price or Fee Adjustment for Illegal or Improper Activity, 52.219-8 Utilization of Small Business Concerns, 52.222-6 Equal Opportunity, 52.222-35 Affirmative Action for Special Disabled and Vietnam Era Veterans, 52.222-36 Affirmative Action for Handicapped Workers, 52.222-37 Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era, 52.225-3 Buy American Act-Supplies. The clause at 52.215-1 Instructions to Offerors-Competitive Acquisitions also applies to this acquisition. Questions regarding this synopsis/solicitation are due in the contracting office by 4:00 P.M. Eastern Time, June 4, 2009, and shall be forwarded electronically to the Contracting Officer at the email below. Answers to all questions will be provided to all respondents at the same time via electronic posting to the FedBizOpps site. Quotes shall be submitted to the Department of Homeland Security/FEMA, National Emergency Training Center, Attn: Richard Taylor, Bldg. D/Room 221, 16825 South Seton Avenue, Emmitsburg, MD 21727, via fax on (301) 447-1242, or via e-mail to richard.taylor@dhs.gov (email quotes are preferred). Quotes shall be submitted not later than 4:00 P.M., Eastern Time June 08, 2009.