Near East South Asia Center for Strategic Studies for Tunisia NDI Seminar 24 January through 6 Feb 2016

Solicitation Number: HQ0013-16-Q-0020 Notice Type: Combined Synopsis/Solicitation (i) 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; proposals are being requested and a written solicitation will not be issued. (ii)This solicitation document, HQ0013-16-Q-0020, is issued as a Request for Quote (RFQ). (iii) This solicitation and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-58. It is the responsibility of the offeror to review the web page for notice of amendments, updates or changes to the solicitation. (iv)This solicitation is issued under FAR Part 13-Simplified Acquisition Procedures. This requirement is to provide lodging, in support of the Near East South Asia Center for Strategic Studies (NESA) for the Tunisia NDI Seminar. The period of performance is 24 January through 6 February 2016. The North American Classification System (NAICS) code is 721110, size standard is $32.5 million. Award of this requirement will be in accordance with Federal Acquisition Regulation FAR Part 13, Simplified Acquisition Procedures. (v) This requirement is to provide lodging and services for approximately 55 individuals. The requirements are detailed in the attached Performance Work Statement (PWS). (vi) The Government shall provide a final list of attendees by Wednesday, 20 January 2016 to finalize actual room numbers and cost. The Contractor shall bill the Government for actual rooms utilized versus reserved. (vii)The requirement shall be Firm Fixed Price (FFP). (viii) The selected venue, described in Contract Line Item Number (CLIN) 0001, must be within the DC metropolitan area and located within six (6) miles from Fort McNair. The venue must be no further than .5 miles from a Metro station or have available shuttle service to surrounding areas. A location within .5 walking distance to 5 full service restarants/shops is preferable. (ix) Requirements as follows: CLIN 0001AA - Sleeping Rooms- 24 January -06 Feb 2016. The total is 715 days. CLIN 0001AB - Late Check Outs before 6 pm- 10 each. CLIN 0001AC - Late Check Outs after 6 pm- 10 each. **OPTIONAL ITEMS** CLIN 1001AA Plenary Room 10 days CLIN 1001AB 3 Breakout Rooms 10 days CLIN 1001AC Operations Center 8 days CLIN 1001AD Faculty Office 8 days CLIN 1001AE Registration Room 1 day CLIN 1002AA 3 Lunches for 58 PAX 522 each CLIN 1002AB 2 Coffee Breaks for 9 days 18 each 1. Unoccupied rooms: If the contractor holds a room and a participant does not occupy that room prior to 6:00 P.M. on the date of scheduled occupancy, the Government will be charged a for that day and remaining days will be cancelled, and the Government will not be charged by the contractor for the remaining days of that reservation. 2. Sleeping rooms must have kitchenettes or refrigerator and microwaves. Breakfast must be included in sleep room rate. Hotel shall be within .5 mile walking distance of Metro and at least five (5) local full service restaurants. Hotel needs to be fully ADA compliant. Hotel should have sufficient space in a public area for groups of up to 10 participants to meet and work on group assignments. 3. Any cancellation of a room occuring greater than 24 hours will not result as a cost to the government. Any cancellation of a room occurring less than 24 hours of the first scheduled check in time shall entitle the contractor to charge against the resulting contract for the number "government pay" rooms reserved for the start date, only. Offerors shall complete the table provided in the attached PWS. (x) Offerors shall provide information regarding cancellation policy. (xi) All prices MUST include all applicable fees, gratuities, and service charges. THE FEDERAL GOVERNMENT IS TAX EXEMPT. (xii) The Government will not execute any contract other than with the facility or venue proposed to provide accommodations. Any offer from a source other than the lodging venue itself must include written evidence that the offeror is currently authorized to submit binding proposals on behalf of the venue whose accommodations are being offered. Offers that fail to provide such evidence shall be deemed technically unacceptable and will not be considered for award. Any offer which requires the Government to execute an agreement that renders a hotel or facility provider as a third party or for lodging/hotel accommodations that cannot be provided at offeror's facility shall be deemed technically unacceptable and will not be considered for award. (xiii) Provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference (available at http://farsite.hill.af.mil) applies to this acquisition. (xiv) Provision at FAR 52.252-2, Clauses Incorporated by Reference (available at http://farsite.hill.af.mil) applies to this acquisition. (xv) Provision at FAR 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition. (xvi) Instructions to Offerors a. Offerors shall read the documents of the solicitation completely. b. Offerors shall submit their proposal in 3 Parts 1. Part I: Service and Amenities 2. Part II: Past Performance 3. Part III: Price c. Part I shall include: 1. Offerors shall provide descriptive literature to include information on the services and amenities of hotel. At a minimum literature shall address- a. Whether distance the hotel is from Ft. McNair. b. Whether rooms will have a bed, full bathroom, window, in-room climate control. c. Whether rooms must have kitchenettes or refrigerators and microwaves. d. Whether breakfast is included in the sleeping room rate. e. Whether lunch and dinner is provided on premises. f. Whether hotel is fully ADA compliant. g. Distance the hotel is from a metro station or if there is a free shuttle service available to patrons, throughout the morning and evenings. i. Distance the hotel is from five full-service dining establishments. List the establishments. j. Whether the zip code of the hotel has a risk factor no higher than seven (7) in any of the categories found at http://relocationessentials.com/aff/www/tools/crime/crime.aspx. 2. If submitting proposal for a venue that is not owned by your company, an offeror shall submit written evidence that the offeror is currently authorized to submit binding proposals on behalf of the venue whose accommodations are being offered. Please note that if successful the contract shall be awarded to the hotel. d. Volume II shall include: The names of two government agencies for which the offeror has provided the same or similar services. In lieu of government agencies, offerors may provide the names of companies for which the offeror has provided the same or similar services. For each agency/company submitted, offerors shall provide the contract number and point of contact information. Point of contact information shall include: -Name of point of contact -Phone number of point of contact -Email address of point of contact *** If a third party, which for the purpose of this acqisition is defined as a entity proposing the lodging services of a hotel/facility that is not its own, the offeror is to provide the past performance information of the hotel/facility it is proposing, not of the third party, itself. e. Volume III shall include: The quote for each line item to include the option items. 1. Offerors shall fully complete the price schedule for all Contract Line Items f. Proposals shall be submitted by 6 January 2016 2:00 PM EST to the points of contact listed below. Offerors shall provide a quote using the pricing schedule provided in the PWS attached to this combined synopsis/solicitation. g. Proposals shall be submitted to Tasha Piris via email to: tasha.m.piris.civ@mail.mil (xvii) 52.212-2 -- Evaluation -- Commercial Items (Jan 1999). The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation the most advantageous to the Government, price and other factors is considered. 1. The awardee shall be selected with the use of Lowest Price Technically Acceptable Source Selection Process. 2. Award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors. 3. Tradeoffs are not permitted. 4. Proposals are evaluated for acceptability but not ranked using the non-cost/price factors. 5. Exchanges may occur. 6. Non-cost factors: The non-cost factors are Service and Amenities and Past Performance a. Service and Amenities will evaluate offerors' proposals to address the Government's requirements, to include, but not limited to availability of rooms, five restaurant requirement and airport shuttle service. b. Past Performance will be reviewed to determine relevancy. After a relevancy determination is made, the performance will be evaluated for acceptability. The evaluation ratings will be acceptable or unacceptable. 7. Minimum Acceptability Standards: a. The required number of rooms are available for 24 January -6 February 2016. b. Rooms have a bed, full bathroom, window, in-room climate control. Rooms must have kitchenettes or refrigerators and microwaves. c. Breakfast to included in the sleeping room rate. d. Hotel within.5 mile walking distance of Metro, shops and at least 5 local full service restaurants. e. Offered venue is within six (6) miles of Ft. Lesley J. McNair, Washington, DC. f. Provide if lunch and dinner options are available on premises. g. The facility is within .5 mile of a metro station, or offers free regularly-schedule shuttle service to a metro station throughout the morning and evening. h. Hotel must be fully ADA compliant. k. Past performance: Performance on submitted examples is relevant and acceptable. l. All CLINs to include options are addressed. 8. Cost: Cost will be evaluated as follows: a. The propose prices of all CLINs to include optional CLINs shall be evaluated as part of the price evaluation. b. Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. 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). (xviii)Provision at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, applies to this acquisition (offers are to include a completed copy.) The contractor shall be registered in the Online Representations and Certifications Application ORCA at http://orca.bpn.gov/. (xix)Clause at FAR 52.212-4 Contract Terms and Conditions Commercial Items, applies to this acquisition Addendum to FAR 52.212-4. (xx)1. Invoicing WIDE AREA WORK FLOW (WAWF): All contractor invoices and receiving reports are required to be submitted electronically in accordance with DFARS 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports. Contractors shall submit invoices through the WAWF System at https://wawf.eb.mil/. The Government will be using WAWF to accept/approve invoices and receiving reports. Payment will not be made unless and until both the contractor and the Government WAWF submissions are submitted and processed correctly. Contractor invoices must reflect the contract line times (CLINs) contained in the contract. Proper invoices also must reflect the prices stipulated in the contract and the service or supply must be delivered, inspected and accepted. WAWF Instructions an interactive self-paced training module is available for both contractor and Government personnel at http://wawftraining.com to learn how to use WAWF. WAWF also offers customer support and/or assistance at 1-866-618-5988. THE FOLLOWING CODES AND INFORMATION WILL BE REQUIRED TO ASSURE SUCCESSFUL FLOW OF WAWF DOCUMENTS. CONTRACT NUMBER: To be determined at time of award DUNS CODE: To be determined at time of award ISSUE BY DODAAC: HQ0013 ADMIN BY DODAAC: HQ0013 INSPECT BY DODAAC: HQ0013 ACCEPT BY DODAAC: HQ0013 LOCAL PROCESSING OFFICE DODAAC: HQ0013 PAYMENT OFFICE DODAAC: HQ0347 PAYMENT OFFICE FISCAL STATION CODE: DFAS INDIANAPOLIS (xxii) Clause at FAR 52.212-5(Dev), Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, applies to this acquisition. Applicable clauses under FAR 52.212-5 are as follows (available at http://farsite.hill.af.mil). 52.203-6 ALT1, Restrictions on Subcontracting Sales to the Government; 52.203-13, Contractor Code of Business Ethics and Conduct; 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations;52.219.4 Notice of Price Evaluation Preference for HUBZone Small Business Concerns; 52.219-28, Post Award small Business Program Representation; 52.222-3, Convict Labor; 52.222-19, Child Labor Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; 523222-26, Equal Opportunity; 52.222-35, Equal Opportunity for Veterans; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-50, Combating Trafficking in persons; 52.223-18, Contractor Policy to Ban Text Messaging while Driving; 52.225-13, Restrictions on Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration. Any resulting contract will be paid using the Wide Area Work Flow (WAWF) system at https://wawf.eb.mil/; 52.233-3, Protest after Award; 52.246-4, Inspection of Services-Fixed Price; 52.252-2, Clauses Incorporated by Full Text (website provided by http://farsite.hill.af.mil). (xxiii) The following DFAR clauses apply to this acquisition: DFARS 252.203-7002, Requirement to inform Employee's of Whistleblower Rights; DFARS 252.203-7003, Control of Government Personnel Work Product; DFARS 252.204-7004, Alternate A System for Award Management; DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisition of Commercial Items ;252.225-7002, Qualifying Country Sources as Subcontractors; 252.243-7001, Pricing of Contract Modifications; 252.243-7002, Request for Equitable Adjustment. Applicable additional clauses under DFARS 252.212-7001 are as follows: 252.203-7000, Requirements Relating to Compensation of Former DoD Officials; 252.225-7001, Buy American Act and Balance of Payments Program; 252.225-7012, Preference for Certain Domestic Commodities; Gratuities; DFARS 252.232-7003, Electronic Submissions of Payment Requests; 252.247-7023,Transportation of Supplies by Sea. (xxiv) Other clauses that apply. 52.202-1 Definitions NOV 2013 52.203-3 Gratuities APR 1984 52.203-13 Contractor Code of Business Ethics and Conduct APR 2010 52.204-3 Taxpayer Identification OCT 1998 52.204-7 System for Award Management JUL 2013 52.209-10 Prohibition on Contracting With Inverted Domestic Corporations MAY 2012 52.212-4 Contract Terms and Conditions--Commercial Items SEP 2013 52.217-5 Evaluation Of Options JUL 1990 52.232-23 Assignment Of Claims JAN 1986 52.242-13 Bankruptcy JUL 1995 (xxv)The points of contact (POC) for this acquisition is Tasha Piris (Contract Specialist) or Woodrow Bell (Contracting Officer). Mrs. Piris can be reached via email at tasha.m.piris.civ@mail.mil or telephone at (703) 604-1524. Mr. Bell can be reached via email at woodrow.w.bell.civ@mail.mil or telephone at (703) 602-1464.