Hotel Conference Space

This is a combined synopsis/solicitation for commercial items/services 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 document will not be issued. It is incumbent upon contractors to monitor the FEDBIZOPS web page for any/all subsequent amendments. FEDBIZOPS also contains an option for automatic notification service. This combined synopsis/solicitation document and the incorporated provisions and clauses it contains are those in effect through Federal Acquisition Circular (FAC) 2005-38. The NAICS code for this requirement is 721110. The size standard is $7.0 million. This is an unrestricted acquisition. The FEMA Grant Programs Directorate (GPD) has a requirement for Hotel Accommodations, Conference Space, and Information Technology Services for the 2010 GPD After Action Conference. This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. FEMA will not consider a proposal submitted by an offeror that is not a hotel or conference center. An offer that requires the Government to execute a separate agreement with a 3rd party shall be deemed technically unacceptable. The period of performance for the conference is July 29 - 30, 2010. No other dates will be considered. The location for the conference is Washington, DC. No other locations will be considered. Hotel/conference center location must be within 1 mile of the Directorate Building located at 800 K Street, NW and 1/4 mile to a metro stop. No other facilities will be considered. This is a combined synopsis/solicitation (HSFEEM-10-Q-0103) and is supplemented with additional information included herein. Offeror shall provide the following: Date: July 29-30, 2010 Property Details: A hotel that can accommodate the number of sleeping rooms and meeting rooms required (see below), and is located within walking distance of the FEMA Grant Programs Directorate Headquarters. Participants: 250-300 local, state, and federal government employees and staff. Federal Client: U.S. DHS, Federal Emergency Management Agency (FEMA) Contractor Meeting Coordinator: TAPE (see below for contacts) Hotel Sleeping Room Block: Approximately 280 room nights, distributed as shown below, at the federal government per diem rate. Reservations will be made by individual call-in and will be paid for via travel orders and not the established purchase order. 140 rooms on Wednesday 7/28 and 140 rooms on Thursday 7/29 Conference Format: One and a half day conference with one plenary session and up to six to eight breakout sessions. Sessions will begin Thursday morning all day, and half day on Friday. Registration will take place Wednesday afternoon/evening and Thursday morning. Meeting Room Requirements: - 1 Plenary Session room to seat 300 participants in crescent rounds seating of 6-7 per table. A center aisle of approximately 10 feet will be needed on Day 1 to accommodate the color guard for the first morning general session. ? AV equipment in this room will include two LCD projectors, appropriate size screen(s), one (1) rental laptop, podium and two handheld audience microphones - 6 - 8 Breakout rooms to seat 50-75 participants in crescent rounds of 6-7 preferred; otherwise rounds of 8. ? AV equipment in each room (general session and breakout rooms) will include LCD projector, appropriate size screen(s), podium and tabletop microphones for general session, two audience mics (wireless handheld) per room, one flipchart per meeting room, one (1) to two (2) lavalier mics per meeting room, and conference call enabled phone with outside calling capability - Operations Center Office - This room should be set and available on Wednesday morning at 7 a.m. and on a 24-hour hold through 5 p.m. on Friday. Room intended for meeting office space, large enough to accommodate several working tables with client provided laptops, one color laser printer, one photocopier, one telephone line (with phone); five (5) internet connections; and other equipment. Room should be able to be locked/re-keyed. A room near the meeting rooms is preferable. - VIP/Speaker room with one (1) round table of 8 - Registration area needed Wednesday afternoon/evening and early Thursday and Friday morning near or just outside the plenary session. Tables or registration counter should accommodate up to 6 registration staff. Four (4) six-foot tables. Two chairs per table and one trashcan per table (4 in total). At least four (4) easels needed for client provided signage. One (1) color laser printer for registration area needed on Wednesday only. Must be set up and printer driver installed on client provided laptop prior to opening registration on Wednesday afternoon and Thursday morning. - A 24-hour hold will be needed on all meeting rooms. - Operations Center/Staff Office should be locked and limited access at all times. - Audio-visual equipment in each meeting room, in addition to the items noted above may include: ? One (1) Laptop with wireless remote control (in each meeting room and the operations office) ? High speed internet connectivity in all meeting and guest rooms (wireless preferred) ? Outside calling capability in phone in the operations center office ? Conference call-enabled phone in each meeting room, with outside calling capability ? Sound board or mixer and A-V technician for a minimum of 15 hours (8 a.m. to 5 p.m. on Day 1; 8 a.m. to 1 p.m. on Day 2) ? Powerstrip, extension cord for notetaker, electrical connectivity in each meeting room - Access to a business center within the hotel for photocopying, shipping, etc. is preferred. Technical and/or administrative questions must be submitted in writing to chance.caione@dhs.gov no later than 11:00 a.m. Eastern Standard Time, Friday, June 18, 2010. Individual responses will not be given. Responses to all inquiries will be published by amendment to the solicitation on the FedBizOps site. 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 inquires must be in MS Word, Excel, or PDF format. SPECIAL CONTRACT REQUIREMENTS: The hotel/motel shall honor standard cancellation policy regarding any cancellations. 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 quote for blocking the number of guests rooms should be structured in a format that indicates whether or not the conference facilities/space are included as part of 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 price of the audio-visual requirements if not included as part of the conference facilities/space. If the price of the conference facilities/space, and the price of the audio-visual are not provided as an integral part of the price of guest rooms to be blocked in accordance with the hotel's standard contract, the price of the conference facilities and audio-visual requirements must be clearly listed as separately priced items. Offerors shall also provide a copy of their standard contract listing all terms and conditions upon which the quote is based. Upon final determination and payment of all allowable 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. EVALUATION FACTORS FOR AWARD: The Government intends to award a Firm Fixed Price purchase order resulting from this solicitation to the responsible offeror whose offer is the Best Value, price and other factors considered. The technical and past performance factors, factors a. and b. below, combined are significantly more important than price and are listed in descending order of importance. However, price may become a critical factor in the event that two or more offerors are determined to be essentially equal following evaluation of technical and past performance factors. Evaluation of price will be based on the offeror's total price for all line items. The factors identified below are in descending order of importance and will be the evaluation factors used to evaluate all offers received. 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 tasks A-1 through C-3. The offeror must demonstrate ability to provide the requested number of guest rooms/nights and associated conference facilities as described and on the dates indicated. (2) Offerors must be actively registered with the CCR system prior to award per Federal Acquisition Regulation (FAR) 4.1102. Failure to be actively registered will result in disqualification from award consideration. Website is http://www.bpn.gov. Further information may be obtained at website http://orca.bpn.gov or http://www.ccr.gov. (3) Offerors must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found as http://www.usfa.dhs.gov/applications/hotel. FEMA contracting officers may contract only with listed hotels or motels on the above lists 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 shall be provided with proposal. (5) A completed 52.212-3 (Mar 2005), Offeror Representations and Certifications/Commercial Items or certification that annual representations and certifications have been completed via the Online Representation and Certification Application (ORCA) via the ORCA website at www.bpn.gov. b. Past Performance - Offerors shall list at least three recent 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 be rated as neutral. c. Price - Offerors shall provide a firm fixed price in response to this combined synopsis/solicitation. Nightly room rates and daily meal rates shall not exceed the authorized per diem rate identified for the Baltimore City, Maryland area currently identified as $161and $71 per night respectively. The offeror's initial quote shall contain the offeror's best terms 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 award to other than the lowest priced offeror if the Government determines that a price premium is warranted due to technical merit. The Government reserves the right to award to other than the highest technically rated offeror. 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. All quotes must include a completed 52.212-3 (Mar 2005), Offeror Representations and Certifications/Commercial Items or certify that annual representations and certifications have been completed via the Online Representation and Certification Application (ORCA) via the ORCA website at www.bpn.gov. Of the available clauses, the following apply and are incorporated by reference: 52.212-1 (Jan 2006), Instructions to Offeror -- Commercial Items. The clause 52.212-4 (Sep 2005), Contract Terms and Conditions -- Commercial Items, applies to this acquisition and is incorporated by reference. The clause 52.212-5 (Jan 2006), Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items: 52.233-3, Protest After Award (AUG 1996); 52.222-50 -- Combating Trafficking in Persons; 52.222-3, Convict Labor (June 2003); 52.222-21, Prohibition of Segregated Facilities (Feb 1999); 52.222-26, Equal Opportunity (Apr 2002); 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001); 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998); 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Dec 2001); 5.225-1, Buy America Act-Supplies (June 2003); 52.225-2, Buy America Act Certificate (June 2003); 52.225-3, Buy America Act-Free Trade Agreement-Israeli Trade Act (June 2006); 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration (Oct 2003). All offers must contain descriptive literature to include meeting room space, diagrams and square footage, and information regarding amenities of hotel. Quotes along with descriptive literature shall be submitted to the Department of Homeland Security/FEMA, National Emergency Training Center, Attn: Chance Caione, Bldg. D/Room 104, 16825 South Seton Avenue, Emmitsburg, MD 21727, via fax on (301) 447-1242, or via e-mail to chance.caione@dhs.gov (email quotes are preferred). Quotes shall be submitted no later than 2:00 P.M. Eastern Standard Time, Tuesday, June 22, 2010.