Washington DC area hotel services

This is a combined synopsis/solicitation to negotiate a single award Firm Fixed Price Indefinite Delivery Indefinite Quantity type contract for Hotel Accommodations located in the following geographic area: Washington, DC. Metropolitan. This notice is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, which is issued as a Request for Quotation (RFQ). Quotes are being requested on an unrestricted basis and a separate written solicitation will not be issued. The Government intends to acquire a commercial service using FAR Part 12 and the Simplified Acquisition Procedures set forth in FAR Part 13 and subpart 13.5. This is not a solicitation for Event Planning Services. A quote which requires the Government to execute a separate agreement with a third party hotel shall be deemed non-responsive. NAICS Code 721110 and the small business size standard is $7.0 million. The Period of Performance for this requirement is 01 May 2010 through 30 April 2011 for the base period plus two one-year option periods from 01 May 2011 through 30 April 2012 and 01 May 2012 through 30 April 2013. The minimum guarantee for the contract is $75,000.00 for the base period only. The minimum guarantee will be satisfied at the time of contract award by issuance of the first Task Order. There is no minimum guarantee for the option periods. BACKGROUND: The George C. Marshall Center conducts field study trips approximately two times per year in support of various resident course. The primary objective of the resident program field study trip to the United States is to provide participants the opportunity to acquire direct knowledge of the major institutions and organizations that shape and implement America's National Security Strategy. Briefings and discussions with senior U.S. governmental officials will provide the setting to interact with those individuals responsible for formulation and implementation of America's Security Strategy on a day-to-day basis. Course participants will acquire familiarization of the three branches of American government and an understanding of their responsibilities and roles. The trip will include tours of Washington's major monuments and city sights, in an effort to introduce students to American life in the nation's capital. This indefinite delivery indefinite quantity contract also allows capacity for additional trips if a future need arises. PART A - PRICE SCHEDULE See the Spreadsheets. - Attachment 1 - Task Order 0001 - Amenities (prices will not be part of contract, but will be considered for award) - Conference and AV (prices will not be part of contract) For planning purposes additional task orders may be issued at a future date for the following requirements at the rates negotiated for the applicable period of performance: Hotel Lodging-(LPASS 10-7) : 2 Single sleeping rooms on Thursday, 15 July 2010 and Friday, 23 July 2010, 18 single sleeping rooms on 17 July 2010 through 23 July 2010, and 50 Double Rooms on 17 July 2010 through 23 July 2010; group will check-out on Saturday, 24 July 2010. Hotel Lodging-(LPASS 10-10) : 2 Single sleeping rooms on Thursday, 02 December 2010 and Friday, 03 December 2010, 18 single sleeping rooms on 04 December 2010 through 10 December 2010, and 50 Double Rooms on 04 December 2010 through 10 December 2010; group will check-out on Saturday, 11 December 2010. PART B - PERFORMANCE WORK STATEMENT. See Performance Work Statement (PWS). PART C - INSTRUCTIONS TO QUOTERS. All responsible sources that can meet the minimum requirements identified in the PWS may respond to this RFQ by submitting price and technical quotes. Any vendor that does not meet the RFQ requirements will be rejected as non-responsive and the quote will not be evaluated. A response to the evaluation factors identified below shall be submitted on letterhead. Award will be made to the responsible quoter determined to be the Best Value to the Government in accordance with the evaluation factors identified in this RFQ. The evaluation factors are: Factor 1 - Location of Hotel; Factor 2 - Past Performance; Factor 3 - Amenities of Hotel; Factor 4 - Price. The technical factors are listed in descending order of importance and, when combined, are considerably more important than price. Evaluation may be made with or without seeking additional information from quoter(s). The response shall address all evaluation factors. Technical submissions should not exceed five pages. Quoters are cautioned that no reference to the quoted prices/cost shall be made in the technical submission. PART D - SUBMISSION REQUIREMENTS. QUOTES ARE DUE ON 29 OCTOBER 2009 at 1500 (3:00 PM) CENTRAL EUROPEAN TIME (CET). The technical submission shall address each technical factor: Factor 1 - Location of Hotel. Submission Requirements: Quoters shall provide a description of the location of its facility as it relates to the hotel's proximity to historical sights and monuments, metro rail, and a variety of table-service dining establishments and evening activities such as movie theatres and other entertainment. Factor 2 - Past Performance. Submission Requirements: Past performance information shall cover a maximum of 3 years. Quoters shall provide past performance information (e.g. letters of recommendation, performance evaluations) indicating quality of hotel performance and service during the past three years. In addition, quoter shall provide at least one reference for which your company provided services for a group similar in size to our group within the past year. For each reference, quoters shall list: a.) Organization / company / contracting partner's name. b) Point of contact's (POC) name and contact information: Current phone numbers & valid email addresses. c) Description that precisely explains: General scope of the contract - size of the group accommodated; Specific requirements of the contract; Performance period. Factor 3 - Amenities of Hotel. Submission Requirements: Quoters shall provide descriptive literature to include information on the services and amenities of the hotel; including the required amentities of an on-site business center and high-speed Internet access in the guest rooms; and the availability of services and amenities such as in-room climate control, a refrigerator in the guest rooms, a lockable safe in the guest rooms, and an on-site fitness center. The contractor shall submit associated prices. Factor 4 - Price. Submission Requirements: (1) Quoters shall fully complete the price spreadsheets for Attachment 1 (Base period and two Option periods), Task Order 0001, and Amenities. (2) Quoters shall also provide its hotel cancellation policy and associated fees with the price submission. Failure to provide the cancellation policy may permit the Government to cancel the requirement either in whole or in part at no cost to the Government. (3) Quoters shall provide the a completed copy of provision 52.212-3 ALT I and DFARS 252.212-7000. (4) Quoters shall provide information and pricing on available conference rooms and audio visual services available with these rooms such as projectors, screens, podiums, laptops, speaker systems, microphones, etc. However, this pricing information will not be evaluated for award purposes. PART E - EVALUATION METHODOLOGY. Factor 1 - Location of Hotel. The Government will evaluate the extent to which the hotel is located near historical sights and monuments, metro rail, a variety of table-service dining establishments and evening activities such as movie theatres and other entertainment. Hotels located adjacent to high noise areas such as police stations, homeless shelters, firehouses, hospitals with emergency rooms, or large construction zones are not desirable. The Government may use on-line resources as necessary to assist with the evaluation of this factor. Factor 2 - Past Performance. The Government will evaluate the recency, relevancy, and quality of the hotel's past performance. The Government's primary focus for evaluation will be on 1) the hotel's past performance in providing lodging services to groups similar in size to this group, 2) the hotel's past performance in conforming to the contracted performance work statement, 3) the hotel's adherence to contract schedules, including the administrative aspects of performance; 4) the hotel's ability to resolve problems quickly and effectively; 5) the quality of services/product delivered by the hotel; and 6) the hotel's business-like concern for the interest of its customers. This evaluation is separate and distinct from the Contracting Officer's responsibility determination. Contractors lacking relevant past performance history will not be evaluated favorably or unfavorably for past performance. The Government may use on-line resources as necessary to assist with the evaluation of this factor. Factor 3 - Amenities of Hotel. The Government will evaluate the extent to which the quoted services and amenities add to the comfort and convenience of our guests; including the required amentities of an on-site business center and high-speed Internet access in the guest rooms; and the availability of services and amenities such as in-room climate control, a refrigerator in the guest rooms, a lockable safe in the guest rooms, an on-site fitness center; and associated prices. The Government may use on-line resources as necessary to assist with the evaluation of this factor. Factor 4 - Price. All prices in Attachment 1 (Base period and two Option periods) and Task Order 0001 will be evaluated for reasonableness. The hotel's cancellation policy will also be evaluated for reasonableness. Lodging rates should be within the stated Government Per Diem rate or lower for the area. The Government will evaluate quotes for award purposes by adding the total unit prices for all items for the Base period and two Option periods plus the total price quoted for Task Order 0001. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). PART F - APPLICABLE CLAUSES AND PROVISIONS. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-36. FAR 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: http://www.arnet.gov/far (FAR) and (DFARS). Contractors are required to register in the Central Contractor Registration (CCR) database http://www.ccr.gov, PRIOR to award of any contract. FAR 52.212-3 ALT I, Offeror Representations and Certification-Commercial Items; FAR 52.212-4 Contract Terms and Conditions Commercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items (Deviation); FAR 216-18 Ordering (fill in: 01 May 2010 through 31 April 2013); FAR 52.216-19 Order Limitations (fill in: $10,000.00; $175,000.00; $175,000.00; 3 days); FAR 52.216-22 Indefinite Quantity (fill in: 30 September 2013); FAR 52.217-5 Evaluation of Options; FAR 52.217-8 Option to Extend Services; FAR 52.217-9 Option to Extend the Term of the Contract (fill in: by the start date of the option period of performance; 30 days); FAR 52.232-18 Availability of Funds; FAR 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration; DFARS 252.201-7000, Contracting Officer's Representative; DFARS 252.212-7000, Offerors Representation and Certifications; DFARS 252.212-7001, Contractor Terms and Conditions (Deviation). PART G - OPTIONS. Options may be exercised any time prior to the start date of the period of performance, provided that the Government notifies the hotel of its intent to exercise the option at least 30 days prior to the start of the option period of performance. This advance notice in no way obligates the Government to exercise the Option(s). The Hotel cancellation fees do not apply unless an event is cancelled after issuance of a Task Order for that event. PART H - POINT OF CONTACT. Submit all price and technical quotes to Arlene Renner, Contract Specialist, George C. Marshall Center, Unit 24502, GCMC-DBO-C, APO AE 09053. E-mail: rennera@marshallcenter.org by the specified date and time in Part D.