DFAS-AFGE Meeting rooms

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. This is solicitation number NOHXH3RI005 and is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular, Fac 2005-63, Effective December 10, 2012. This requirement is Unrestricted with a primary NAICS of 721110. Offers are due by 10:00 a.m. Eastern on January 7, 2013. Point of Contact (POC): Diane Hulett, Contract Specialist Phone Number: 614-701-2762 Fax Number: 614-701-2918 e-mail address: diane.hulett@dfas.mil Facsimile and e-mail quotes are acceptable and preferred. Furnish quotes to the POC on or before the closing time listed in this RFQ. 1. Requirement: STATEMENT OF WORK DFAS & AFGE Meetings 1. SCOPE: The vendor will provide a meeting facility to include two meeting rooms, both of which will seat a minimum of twelve people, projection screen in each meeting room to allow for projection/display of computer screens, telephone and internet access in each meeting room, business office support to include copying and printing services as needed, and standard amenities. Meeting rooms should be in close proximity to each other. 2. BACKGROUND: The Defense Finance and Accounting Service and the American Federation of Government Employees, Council 171, are negotiating an agency-wide collective bargaining agreement. Negotiations will focus on issues and interests of both parties and are expected to continue for a period of six to twelve months. 3. REQUIREMENTS: Geographic Location: The vendor shall be located within ten miles of the DFAS-Indianapolis operating site, located at 8899 East 56th Street, Indianapolis, IN 46249. Meeting Rooms: The vendor shall provide two rooms to be utilized by the negotiating teams for the purpose of conducting contract negotiations over a period of one year from date of award. Meetings shall be scheduled at least seven days in advance of convening of meetings. It is estimated meetings will occur over a 12 month period (approximately every other month) and be for a duration of approximately 10 working days. Although other arrangements may be coordinated between the Contracting Officer's Representative and host facility, meetings will commence at 8:00 am on scheduled dates. Each meeting room must be able to be secured on nights and weekends and will contain the following: 1) Conference table and chairs to comfortably accommodate a minimum of twelve people. 2) Projection screen to display computer content/graphics. 3) Internet and electrical outlet access for multiple participants (Minimum of 6) 4) Convenient access to printing and copying machines/services 5) Telephone access 6) Refrigerator and microwave access for storage and preparation of snacks and beverages. 7) Easel with writing paper and markers. Copier Service: On a contingency basis, the Government may require intermittent copier service from the vendor. If copier service does become necessary, the Government will limit this requirement and will restrict authorization for this service to a primary and alternate point of contact to be identified at contract award. The vendor shall not accept requests for copier service from any person other than the primary and/or alternate point of contact, and the Government will not be liable for copier service provided to any person other than the named primary and/or alternate point of contract. Storage Room/Area: The vendor shall provide a secure storage room or area for the placement of luggage and similar items by attendees arriving prior to hotel check-in time or departing after hotel checkout time. Amenities: The vendor shall provide, at no charge, the standard complementary amenities that are usual and customary for an event of this size, in close proximity to each of the conference rooms at all times during each day of the meeting. Lodging: The Government anticipates as many as 5 attendees will require hotel room accommodations during each meeting. Some of these attendees may elect to reserve hotel room accommodations at the site of the meetings. Note: The Government makes no guarantee, expressed or implied, of the number of hotel room accommodations that will be reserved at the meeting site, and the vendor shall not hold the Government liable for any room reservations or other charges made by or for meeting attendees. The government's maximum per diem rate for lodging in the Indianapolis is $91.00 per night, including taxes. Government employees attending these sessions will possess a tax exempt statement certifying they are on official government travel and are therefore, exempt from taxes assessed for lodging. Food and Beverages: Food and beverages will not be required from the vendor. However, as indicated above, access to a refrigerator and microwave will be necessary for storage and preparation of snacks and beverages. 4. Period of Performance: The period of performance will be for a base year of twelve months with two 12 month option periods. END OF STATEMENT OF WORK 2. Anticipated Period of Performance or Delivery Schedule: (Actual date dependant on award) CLIN 0001 Base Period Meeting Rooms for DFAS/AFGE Negotiations Period of Performance: January XX, 2013 through January XX, 2014 Unit of issue Days CLIN 0002 Option Year 1 Meeting Rooms for DFAS/AFGE Negotiations Period of Performance: January XX, 2014 through January XX, 2015 Unit of issue Days CLIN 0003 Option Year 2 Meeting Rooms for DFAS/AFGE Negotiations Period of Performance: January XX, 2015 through January XX, 2016 Unit of issue Days Options - The Government will evaluate quotes for award purposes by adding the total price for all CLINs above, including options. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). Must quote on Base period and all option periods to be considered for award. Failure to submit any information as requested above may result in the offeror being removed from consideration for award. SAM: In order to do business with the Government, companies must be registered in SAM (System for Award Management) and the status "Active". The web site is https://www.sam.gov/portal/public/SAM/ 2. Evaluation: The Government will award to the contractor whose proposal is determined to be the "best value" to the Government, price and other factors considered. The factors that will be considered are Price and Past Performance. Offerors should address the following: � Past Performance: Offerors should submit up to a maximum of 2 pages of past performance information for previous work experience on similar requirements, including outcomes and points of contact. All pages after the first 2 pages, regardless of whether they are title pages, tables of content, etc., may not be evaluated. These pages should be properly identified at the top of each page a Past Performance Information. � Price: Evaluation of price will be based on the total quoted price including option years. Offerors may submit up to a maximum of 2 pages of supporting information on their price. However this is not required. All pages after the first 2 pages, regardless of whether they are title pages, tables of content, etc., may not be evaluated. These pages should be properly identified at the top as Pricing Support Information. Provide daily room rate and resulting total price in the following or similar format. Total Estimated # of Room Days* Daily Room Rate Total Price Base 120 Option 1 120 Option 2 120 # of Rooms # of Days/Session "Room Days" per Session Estimated # of Sessions Total "Room Days" 2 X 10 = 20 X 6 = 120 Quotes should NOT include more than 5 total pages of information - 2 pages for Past Performance, 2 pages for Pricing Support information, and 1 additional page of basic quote information (eg. CAGE, Taxpayer ID Number (TIN), point of contact, term of quote validity, etc.). 3. Provisions and clauses: 52.212-1 Instructions to Offerors - Commercial Items (Jun 2008) 52.212-4 Contract Terms and Conditions -- Commercial Items (Jun 2010) 52.212-5 Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (Deviation) (Aug 2011) Additional Provisions and Clauses 52.204-10 - Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2010) 252.203-7000 Requirements Relating to Compensation of Former DoD Officials. (JAN 2009) 252.203-7002 Requirement to Inform Employees of Whistleblower Rights. (JAN 2009) 252.212-7001 (Dev) Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (Deviation) (SEP 2008) 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (NOV 2012) 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) This contract 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 this/these address(es): http://farsite.hill.af.mil. (End of clause) 252.232-7006 Wide Area WorkFlow Payment Instructions. As prescribed in 232.7004(b), use the following clause: WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JUN 2012) (a) Definitions. As used in this clause- "Department of Defense Activity Address Code (DoDAAC)" is a six position code that uniquely identifies a unit, activity, or organization. "Document type" means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF). "Local processing office (LPO)" is the office responsible for payment certification when payment certification is done external to the entitlement system. (b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports. (c) WAWF access. To access WAWF, the Contractor shall- (1) Have a designated electronic business point of contact in the Central Contractor Registration at https://www.acquisition.gov; and (2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site. (d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the "Web Based Training" link on the WAWF home page at https://wawf.eb.mil/ (e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol. (f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order: (1) Document type. The Contractor shall use the following document type(s). ___________________________________________________________ (Contracting Officer: Insert applicable document type(s). Note: If a "Combo" document type is identified but not supportable by the Contractor's business systems, an "Invoice" (stand-alone) and "Receiving Report" (stand-alone) document type may be used instead.) (2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer. ____________________________________________________________ (Contracting Officer: Insert inspection and acceptance locations or "Not applicable.") (3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system. Routing Data Table* Field Name in WAWF Data to be entered in WAWF Pay Official DoDAAC Issue By DoDAAC Admin DoDAAC Inspect By DoDAAC Ship To Code Ship From Code Mark For Code Service Approver (DoDAAC) Service Acceptor (DoDAAC) Accept at Other DoDAAC LPO DoDAAC DCAA Auditor DoDAAC Other DoDAAC(s) (*Contracting Officer: Insert applicable DoDAAC information or "See schedule" if multiple ship to/acceptance locations apply, or "Not applicable.") (4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request. (5) WAWF email notifications. The Contractor shall enter the e-mail address identified below in the "Send Additional Email Notifications" field of WAWF once a document is submitted in the system. ________________________________________________________________ ________________________________________________________________ (Contracting Officer: Insert applicable email addresses or "Not applicable.") (g) WAWF point of contact. (1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact. _________________________________________________________________ (Contracting Officer: Insert applicable information or "Not applicable.") (2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988. (End of clause) DFAS 52.223-9000, "ENVIRONMENTALLY PREFERABLE PRODUCTS" (June 2012) The Environmentally Preferable Products clause is included in this contract to articulate the Government's policies on Green Contracting. FAR 23.403 sets forth the Federal Government's policy to acquire items composed of the highest percentage of recycled-content practical, in a cost effective manner while still obtaining other contracting goals. Recycled-content products are identified in the Environmental Protection Agency's Comprehensive Procurement Guidelines (CPGs). The United States Department of Agriculture (USDA) will be producing a similar list which designates Bio-based products. EPA guideline items (and USDA designated bio-based products, when designated) are seen as the minimum that should be considered when evaluating environmentally preferable materials. Other environmentally preferable materials and products not listed, but commonly used in industry outside of the Government, should also be considered. Executive Order 13423 (January 24, 2007) required federal agencies to use sustainable environmental practices, including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products. Moreover, it required that paper of at least 30 percent post-consumer fiber content must be acquired or used in Agency acquisitions of goods and services. Executive Order 13514 (October 5, 2009), required federal agencies to analyze internal processes and revise reporting requirements in order to achieve such results as improvement of water use and efficiency, promoting pollution prevention and elimination of waste. But more particularly as related to procurement, an emphasis was placed on efforts to advance sustainable acquisitions to ensure that 95 percent of new contract actions including task and delivery orders, for products and services with the exception of acquisition of weapon systems, are energy-efficient (Energy Star or Federal Energy Management Program (FEMP) designated), water-efficient, bio-based, environmentally preferable (e.g., Electronic Product Environmental Assessment Tool (EPEAT) certified), non-ozone depleting, contain recycled content, or are non-toxic or less-toxic alternatives, where such products and services meet agency performance requirements. � 1. Mandatory Use of Paper and Other Products with Recycled Content. (a) All paper utilized in the performance of this contract must be of at least 30 percent post-consumer fiber content. (b) The contractor, by responding to this solicitation, affirmatively acknowledges that it will, to the maximum extent practicable, use sustainable environmental practices including acquisition of bio-based, environmentally preferable, energy-efficient, water-efficient, and recycled-content products in the performance of this contract that meet the recycled-content recommendations for EPA designated items, which are found at http://www.epa.gov/epaoswer/non-hw/procure/products.htm. In addition, by responding to this solicitation the contractor is certifying the deliverables required under this contract shall meet the recycled-content recommendations for EPA designated items. � 2 Notice of Green Alternatives in Offerors' Product/Service. (a) When offering a product or service that contains "Green" components as that term is defined at http://www.epa.gov/epaoswer/non-hw/procure/products.htm, the contractor shall make the Contracting Officer aware of such facts in the submission of their quote or proposal. (b) The contractor, when appropriate, shall comply with FAR Clause 52.223-9 Estimate of Percentage of Recovered Material Content for EPA Designated Products. � 2 Affirmative Duty of Contractors to Adhere to Green Contracting Policy. (a) Whenever practicable, the Contractor has an affirmative duty to examine its packaging to eliminate or reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable material for non-recyclable material in packaging. (b) Whenever practicable, the Contractor has an affirmative duty to find other materials utilized in the delivery of services under this contract and examine whether it can reduce waste by volume, toxicity and/or weight and to utilize or substitute recyclable materials for non-recyclable materials of items consumed in the furnishing of their services. (END OF CLAUSE)