USMS Chief Deputy Training Conference

Synopsis: The United States Marshals Service (USMS) is requesting quotes from venues (hotels) that can provide sleeping rooms, meeting rooms, food and beverage, audio and visual (AV) support, and other meeting support functions for a training conference to be held in Salt Lake City (SLC), October 18-23, 2009. The hotel must be located in downtown SLC within walking distance of a variety of restaurants, shops, and within walking distance of the United States Marshals Service Office, 350 South Main Street, SLC, UT 84101. Note: Currently the Government rate in SLC during the Period of Performance is $102. (Paid by individual travelers) 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; quotations are being requested and a written solicitation will not be issued. The USMS will negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space and Hotel Services, located in Salt Lake City, UT. This solicitation #DJMS-09-Q-0063 is issued as a request for quotation (RFQ). This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. The USMS will not consider a quotation submitted by an offeror that is not a hotel. This is NOT a solicitation for Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-34, Effective July 14, 2009. NAICS Code 721110 and the small business size standard is $7 million, respectively. This announcement/solicitation is solicited unrestricted, and constitutes the only bid document that will be issued. Period of Performance: The Period of Performance for this requirement is October 18-23, 2009. No other dates will be considered. Price Schedule: *CLIN / Description of Items / Unit / Estimated Quantity / Cost / Total Part A: 0001 / Sleeping Rooms / Day / 1 / N/A Part B: 0002 / Meeting Rooms / Lot / 1 Part C: 0003A / 2 coffee breaks per day / 325 people for 3 days / Each / 975 0003B / 1 working dinner for 325 people for 1 day / Each / 325 Part D: 0004 / Audio Visual (AV) Equipment / Lot / 1 Part E: 0005 / Miscellaneous Items / Lot / 1 Total Amount *Contract Line Item Number (CLIN) Note 1: The item listed in Part A of the Price Schedule will be paid directly to the hotel by each individual traveler. Note 2: The items listed in Parts B, C, D, and E of the Price Schedule will be paid directly to the successful offeror by the USMS. Note 3: Part C - The Department of Justice (DOJ) regulations set the maximum break amount to be $12.42 per person per day, and the maximum dinner charge at $39.00 per person, inclusive of gratuity. Description of Requirements: The United States Marshals Service (USMS) is sponsoring a Chief Deputy U.S. Marshals Training Conference in SLC. The training sessions will be Tuesday, October 20, 2009, Wednesday, October 21, 2009, and Thursday, October 22, 2009. The hotel shall accommodate approximately 325 sleeping rooms (based on the timeframe) and the required meeting space must be housed in the same facility. The offeror shall provide all requirements specified for training conference needs in Parts A, B, C, D, and E below, and lodging rates must be below or within the Government Per Diem rate of $102.00 per night for Salt Lake City, Utah. Part A: Sleeping Rooms The hotel facility shall accommodate an estimated 325 attendees based upon the following requirements: Hotel Lodging - 325 sleeping rooms during the week, with approximately 60 participants checking in on Sunday, 10/18/09, with the remaining participants checking in on Monday, 10/19/09, approximately 300 participants checking out on Friday, 10/23/09, and approximately 25 participants will remain on Friday, 10/23/09. Rooms must be individual/private sleeping rooms with toilet facilities. Payments for Part A shall be the sole responsibility of each individual traveler. Minimum # of Sleeping Rooms: Sunday, October 18, 2009 - 60 sleeping rooms Monday, October 19, 2009 - 325 sleeping rooms Tuesday, October 20, 2009 - 325 sleeping rooms Wednesday, October 21, 2009 - 325 sleeping rooms Thursday, October 22, 2009 - 325 sleeping rooms Friday, October 23, 2009 - 25 sleeping rooms Part B: Meeting Rooms Minimum Requirements: Date / Description & # of Meeting Rooms / # of Attendees & Requirements (1a) October 18-22, 2009 / Office (24 hour hold) / Office Set up (1b) October 19, 2009 / 1 Breakout Room / 60 per room - Crescent Rounds Style (1c) October 20-22, 2009 / Registration Area / 5 tables, 4 chairs, 2 waste baskets (1d) October 20-22, 2009 / General Session Meeting Room / 325 per room - Classroom Style with AV (1e) October 20-22, 2009 / 4 Breakout Rooms / 80 per room - Classroom Style with AV (1e) October 20-22, 2009 1Breakout Rooms 10 per room - Boardroom or Parlor (1a) One (1) Room to be used as an office needed from 3:00 pm Sunday, October 18, Monday, October 19, Tuesday, October 20, Wednesday, October 21 and ending at 6:00 pm on Thursday October 22, 2009. This room should be near the General Session and set office style with three (3) 6-foot draped tables, six (6) chairs, water stations and a large trash can. This room should be lockable. (1b) One (1) Breakout Room needed Monday, October 19, 2009, from 8:00 am - 5:00 pm to accommodate 60 ppl. in classroom setting with AV and head table for District Leadership Focus Group. (1c) Registration Area to be set-up outside General Session Meeting Room (three (3) 6-foot skirted tables with two (2) schoolroom style draped tables behind against wall and four (4) chairs and two (2) waste baskets), beginning at 7:00 am Tuesday, October 20, 2009 and ending at 6:00 pm on Thursday, October 22, 2009 (must be on 24-hour basis). (1d) One (1) General Session Meeting Room needed on Tuesday, October 20, Wednesday October 21, and Thursday October 22, 2009 from 7:00 am ending at 6:00 pm to accommodate 325 ppl. in classroom seating, without pillars. Set up for General Session Meeting Room on Monday October 19, 2009 at 3:00 pm; one (1) Skirted Table for faculty materials off to side front of room with plenty of room for audiovisual equipment, Head Table and Riser. (1f) Four (4) Breakout Rooms needed Tuesday, October 20, Wednesday, October 21 and Thursday October 22, 2009 for 80 ppl. in classroom style with room for AV from 8:00 am - 6:00 pm. Prefer rooms to be in close proximity of general session room. (1f) One (1) Breakout Room needed for Tuesday, October 20, Wednesday, October 21 and Thursday October 22, 2009 for 10 people Boardroom style. Part C: Food and Beverage (1a) Light refreshments for one (1) morning and one (1) afternoon coffee break, for approximately 325 people on Tuesday, 10/20/09, Wednesday, 10/21/09, and Thursday, 10/22/09. (Please provide menus.) (1b) One (1) Working Dinner, for approximately 325 people for Wednesday, 10/21/09 or Thursday, 10/22/09. (Please provide menus.) Note: The Department of Justice (DOJ) regulations set the maximum break amount to be $12.42 per person per day and the maximum dinner charge at $39.00 per person, inclusive of gratuity. Part D: Audio Visual (AV) Equipment The offeror shall provide at least the following AV equipment to support training sessions October 20-22, 2009. (1) Podium Microphone (2) Cordless Lavaliere Microphone (3) Sound System (4) Screen (5) Video Player (6) Audio Mixer (7) Cart for Video Projector (The USMS will bring a video projector.) Note: Offeror's technical proposal must indicate whether the hotel agrees to the right of the USMS to use its own AV equipment, and if there is a cost incurred for connection to the hotel PA system with use of its own equipment. Part E: Miscellaneous Items Offerors are encouraged to provide the following: (1a) Complimentary high speed internet service in meeting and sleeping rooms, and public spaces. (1b) Complimentary parking. (1c) Complimentary use of fitness facility. (1d) Safes in all rooms (for weapons). (1e) Waive payment of attrition costs and cancellation fees. (1f) Complimentary use of fitness facility. (1g) Complimentary use of business center (computer, printer, fax, etc.). (1h) Complimentary room upgrades. (1i) Complimentary Hotel Welcome Reception with heavy hors d'oeuvres and cash bar, for approximately 325 people on Monday, 10/19/09. Instructions and Notice to Offerors: A response to the requirements listed above shall be submitted on letterhead and shall address all requirements listed in a separate technical proposal. A completed Hotel Contract with non-commissionable meeting room rates shall be submitted with the price quote, technical proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of hotel (i.e., parking, shuttle services; transportation to/from airport, and menus). Offerors must additionally submit their DUNS #, FEMA ID # and Tax ID # with the proposal and/or contract. Offerors quotations shall include all information required in accordance with FAR 52.212-1, a completed Price Schedule as part of the Price Quote, and a completed copy of provision FAR 52-212-3. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. Offerors shall submit all price quotes, technical proposals, descriptive literature, and a completed Hotel Contract to: David L. Dover, Contracting Officer; United States Marshals Service (USMS) Headquarters; Office of Procurement; Washington, DC 20530-1000; Phone (202) 305-9569; Fax (202) 305-9695, or email David.Dover@usdoj.gov. Faxed quotations will be accepted. The closing date for the receipt of quotations is Tuesday, August 18, 2009 at 2:00 pm EST. Evaluation Factors for Award: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The evaluation factors are: 1. Technical Capability: (Size, Quality of services and accommodations, Experience with large conferences, and Availability); 2. Location; and 3. Price: (Cost of accommodations, Services, Cancellation Fees, Attrition Costs, Refreshments, and Meals). Evaluation may be made with or without discussions with the offeror(s). The USMS reserves the right to conduct an on-site inspection of offered facilities. Technical Capability and Location, when combined are significantly more important than Price. Technical Capability: Technical Capability will be scored on a three (3) level adjectival rating scale: Outstanding: The Offeror exceeds the minimum requirements of the Solicitation. Satisfactory: The Offeror meets the minimum requirements of the Solicitation. Unsatisfactory: The Offeror fails to meet the requirements of the Solicitation. Location: Hotels not located in downtown SLC within walking distance of a variety of restaurants, shops, and within walking distance of the United States Marshals Service Office, 350 South Main Street, SLC, UT 84101 will be rated as unacceptable. Price: Price Quotes will be evaluated in terms of cost for accommodations and services, cancellation fees, attrition costs, refreshments, and meals. In addition, each Price Quote will be evaluated on the basis of price reasonableness. This evaluation may include, but is not limited to a comparison of the proposed price with the prices proposed by other offerors, the Government's estimate, consideration of current prices being paid for the same or similar services, current market conditions, as well as other relevant measures. Award: The contract will be awarded to the offeror whose quotation contains the combination of evaluated factors (Technical Capability, Location, and Price) that offers the best value and is most advantageous to the Government. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting a price quote, technical proposal, descriptive literature, and hotel contract. The USMS will not consider or accept a quotation submitted by an offeror that is not a hotel. (This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) 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, 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. USMS Contracting Officers may contract only with listed hotels or motels on the above lists to conduct meetings, conventions, conferences, or training seminars. Offers proposed facilities that are not listed will be rejected as technically unacceptable. In addition, the offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). Provisions and Contract Clauses: The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. 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://www.arnet.gov/far; 52.212-1 Instructions to Offerors Commercial Items; 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: 1. Technical Capability: (Size, Quality of services and accommodations, Experience with large conferences, and Availability); 2. Location; and 3. Price: (Cost of accommodations, Services, Cancellation Fees, Attrition Costs, Refreshments, and Meals). Technical Capability and Location, when combined are significantly more important than Price; 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with his/her offer/proposal; FAR 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c) (2)(xii) the following provisions under the clause apply (b)(11)-(b)(13), (b)(19),(b)(21)-(b)(26), (c)(1), (c)(2), and (c)(4); and FAR 52.232-18 Availability of Funds is incorporated by reference and funds are not presently available for performance under this contract beyond September 30, 2009.