Hotel conference facilities

This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space, and Hotel Services in Denver, Colorado. Request for quote number: 192110CCO21000110 is in accordance with FAR Subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items. **This is NOT a solicitation for Event Planning Services or 3rd Party Event Planning Services. Department of Homeland Security (DHS) will not consider a quote submitted by an offeror that is not a hotel. DHS will not accept telephone calls or emails from third parties inquiring on behalf of hotels. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-28, effective December 12, 2008. The announcement/solicitation is solicited unrestricted and constitutes the only solicitation document that will be issued. The Period of Performance for this requirement is August 2-5, 2010 with August 2 being a travel day/lodging day and August 5, being an optional lodging day for attendees on a case by case basis. The DHS, Office of Principal Legal Advisor (OPLA), serves as Immigrations and Customs Enforcement's (ICE) legal advisor. DHS ICE OPLA Appellate and Protection Law Division (APLD) & Enforcement Law Division (ELD) will sponsor the conference in Denver, CO. The hotel must accommodate up to approximately 150 sleeping room nights and required meeting space, must provide all requirements specified in the "Scope of Work" (attachment #1), and must provide lodging rates within the stated Government per diem rate or lower for the area. Federal Government per diem rates may be found at www.gsa.gov. A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in the request for quote. A completed hotel contract with non-commissionable meeting rates shall be submitted with your quote, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of hotel (for example: parking, shuttle services; transportation to/from airport, menus, etc.). To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Registration website (www.ccr.gov) and be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). DHS Contracting Officers may contract only with listed hotels or motels as cited above for the purpose of facilitating meetings, conventions, conference, or training seminars. Offers proposed facilities that are not listed will be rejected as technically unacceptable. The offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). CLAUSES INCORPORATED BY REFERENCE FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (Feb 98) This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): ; http://www.arnet.gov/far FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (Feb 98) This contract incorporates one or more clauses by reference with the same force and effect as if they were given in their 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 address; http://www.arnet.gov/far. 52.202-1 Definitions (July 2004) 52.204-7 Central Contractor Registration (Apr 2008) 52.212-3 Offeror Representations and Certification-Commercial Items (ORCA) (Aug 2009) 52.212-4 Contract Terms and Conditions-Commercial Item (Mar 2009) CLAUSES INCORPORATED IN FULL TEXT 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders---Commercial Items (Apr 2010) (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553). 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.219-6, Notice of Total Small Business Set-Aside (June 2003) 52.219-28, Post Award Small Business Program Representation (April 2009) 52.222-3, Convict Labor (June 2003) (E.O. 11755). 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Aug 2009) (E.O. 13126). 52.222-21, Prohibition of Segregated Facilities (Feb 1999). 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) (29 U.S.C. 793). 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003) (31 U.S.C. 3332). (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.). 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records-Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in paragraphs (e)(1)(i) through (xi) of this paragraph in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause- (i) 52.203-13, Contractor Code of Business Ethics and Conduct (Aug 2010 (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)). (ii) 52.219-8, Utilization of Small Business Concerns (May 2004) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $550,000 ($1,000,000 for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities. (iii) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). (iv) 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) (38 U.S.C. 4212). (v) 52.222-36, Affirmative Action for Workers with Disabilities (June 1998) (29 U.S.C. 793). (vii) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.). (viii) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)). Flow down required in accordance with paragraph (f) of FAR clause 52.222-50. (ix) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (Nov 2007) (41 U.S.C. 351, et seq.). (x) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements (Feb 2009) (41 U.S.C. 351, et seq.). (xi) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64. (2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. (End of clause) 3052.242-72 Contracting officer's technical representative. As prescribed in (HSAR) 48 CFR 3042.7000, insert the following clause: CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (DEC 2003) (a) The Contracting Officer may designate Government personnel to act as the Contracting Officer's Technical Representative (COTR) to perform functions under the contract such as review or inspection and acceptance of supplies, services, including construction, and other functions of a technical nature. The Contracting Officer will provide a written notice of such designation to the Contractor within five working days after contract award or for construction, not less than five working days prior to giving the contractor the notice to proceed. The designation letter will set forth the authorities and limitations of the COTR under the contract. (b) The Contracting Officer cannot authorize the COTR or any other representative to sign documents, such as contracts, contract modifications, etc., that require the signature of the Contracting Officer. (End of clause) 2 Attachments (1) - Statement of Work (SOW) (2)- Evaluation Criteria Offeror Submission Instructions Contractors may email and/or mail all Technical-Past Performance-Cost/Price quotes, descriptive literature, and a completed hotel contract to the below email address no later than 10:00 am Eastern Time on 12 Jul 2010. NO FAX QUOTES WILL BE ACCEPTED DHS/ICE/OAQ-MR ATTN: Mike Weaver, Contract Specialist Email: michael.weaver@dhs.gov 9411 Tradeport Drive Orlando, Florida 32827 Phone (407)816-4660 ext 2329 ANY QUESTIONS REGARDING THIS SOLICITATION ARE TO BE SUBMITTED IN WRITING VIAL EMAIL TO: MADELINE.CELIK@DHS.GOV.