R--Police Training Symposium
Department of Veterans Affairs, VA Center for Acquisition Innovation (Frederick) | Published February 1, 2016 - Deadline March 31, 2016
This 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; proposals are being requested and written solicitation will not be issued. Solicitation # VA119A-16-Q-0085 is issued as a Request for Quote (RFQ). This solicitation is being conducted under FAR Part 13, Simplified Acquisition Procedures (SAP), and FAR Part 12, Acquisition of Commercial services. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-53 effective August 3, 2015. The NAICS Code is 541810- Advertising Agencies. The business size is $15 million. The Government intends to award one firm-fixed price (FFP) contract 100% Unrestricted for Police Training Symposium services. This is a best value selection in accordance with the Performance Work Statement (PWS).
Table of Contents
SECTION B - CONTINUATION OF SF 1449 BLOCKS 4
B.1 PRICE/COST SCHEDULE 4
B.2 PERFORMANCE WORK STATEMENT (PWS) 5
SECTION C- CONTRACT CLAUSES 11
C.1 52.203-99, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02) 11
C.2 52.252-2 -- Clauses Incorporated by Reference (Feb 1998) 11
C.3 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE (NOV 2014) 12
C.4 52.212-4 CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS (DEC 2014) 12
C.5 52.232.39 UNENFORCEABILITY OF UNAUTHORIZED OBLIGATIONS JUN 2013 12
C.6 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (DEC 2013) 12
C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012) 12
C.8 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (MAY 2015) 12
SECTION D - CONTRACT ADMINISTRATION DATA, DOCUMENTS, EXHIBITS, OR ATTACHMENTS 19
D.1 CONTRACT ADMINISTRATION DATA 19
D.2 INVOICING INSTRUCTIONS 20
D.3 DELIVERABLES 22
D.4 CHANGES TO PWS 22
D.5. ATTACHMENT 22
SECTION E - SOLICITATION PROVISIONS 23
E.1 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS (APR 2014) 23
E.2 52.212-2 EVALUATION-Commercial Items Addendum 25
E.3 52.252-1 -Provisions Incorporated by Reference (Feb 1998) 30
E.4 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (NOV 2014) 31
E.5 52.204-17 OWNERSHIP OR CONTROL OF OFFEROR (NOV 2014) 31
E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS (MAR 2015) 31
E.7 52.225-25 PROHIBITION ON CONTRACTING WITH ENTITIES ENGAGING IN CERTAIN ACTIVITIES OR TRANSACTIONS RELATING TO IRAN-REPRESENTATION AND CERTIFICATIONS (DEC 2012) 31
E.8 52.203-98 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS-REPRESENTATION (DEVIATION) (FEB 2015) 31
SECTION B - CONTINUATION OF SF 1449 BLOCKS
B.1 PRICE/COST SCHEDULE
ITEM NUMBER DESCRIPTION OF SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0001 Meeting Space/General Session Room (See PWS Section 3.3) 1 JB $________________
0002 Registration/Reception (See PWS Section 3.3.3) 1 JB $________________
0003 Audio Visual Equipment/Support (See PWS Section 3.3.6 and 3.4) 1 JB $________________
0004 Food and Beverage/Break/ (See PWS Section 4.2)
1 JB $________________
0005 Travel (See PWS Section 7.3) 1 JB $________________
GRAND TOTAL $________________
B.2 PERFORMANCE WORK STATEMENT (PWS)
The Department of Veterans Affairs (VA) Law Enforcement Training Center (LETC) located at 2200 Fort Roots Drive in North Little Rock, Arkansas 72114, is a franchise fund site authorized pursuant to the Government Management Reform Act of 1994 (Public Law 103-356). The Act authorizes designated agencies to provide certain common administrative support services on a reimbursable basis both internally and to other Government agencies. In 2006, permanent status was conferred upon the VA Franchise Fund under the "Military Quality of Life and Veterans Affairs Appropriations Act 2006," Public Law 109-114. Consequently, the VA LETC receives no federally appropriated funding and is required to market VA LETC services to customers.
LETC provides training for federal police officers working in health care or service-oriented environments.
As such, LETC requires event planning and support services for the annual VA Law Enforcement Chief's Symposium.
2.0 SCOPE OF WORK:
LETC in North Little Rock, Arkansas, requires hotel accommodations, symposium meeting rooms, catering services and audio visual equipment in support of the annual VA Law Enforcement Chief's Symposium scheduled to be held in May 2016.
Event dates: May 22 - 26, 2016
In the event of venue unavailability, the alternate dates below shall be considered.
June 6 - 10, 2016
July 25 - 29, 2016
2.1 Period of Performance: seven months after award (actual dates inserted after award)
2.2 Place of Performance: 2200 Fort Roots Drive in North Little Rock, Arkansas 72114
The hotel shall be located in the River Market District and shall be within 5 minutes walking distance or free hotel shuttle to various restaurants priced within the General Services Administration (GSA) FY 2016 per diem rates for Little Rock, Arkansas located at: http://www.gsa.gov/portal/content/104877. The venue shall have on-site parking available. The hotel shall not exceed twelve (12) miles from the LETC.
2.3 General Information
It is anticipated that 225 attendees shall participate in this symposium. All guest rooms and meeting spaces shall be in house and under one roof. In accordance with the Hotel and Motel Fire Safety Act of 1990, Public Law 101-391, conferences, seminars, and other meetings must be held at facilities with fire-safe approved accommodations. Approved accommodation is defined as any place of public lodging that is listed on the national master list of approved accommodation. The approved accommodation list is available on the US Fire Administrations Internet site at http://www.usfa.fema.gov/hotel/index.html. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336)(42 U.S.C. 12101 et Seq).
2.4 This is a firm fixed-price effort. Any adjustments must be authorized by the Contracting Officer (CO) by formal modification prior to any adjustments being authorized. All rooms must be at or below the GSA FY 2016 per diem rate of $91.00 per night for Little Rock, Arkansas located at: http://www.gsa.gov/portal/content/104877. Symposium participants are responsible for making their own room reservations via telephone contact and/or hyperlink with hotel. Each participant shall arrange room payment via individual Government travel card. The Government shall only pay for rooms actually used. Reservations shall be made by the time and date specified in the contract award. Requests for reservations made after the contractor's specified time and date shall be based upon the hotel's lodging space and rate availability basis of the Government rate.
2.5 Guaranteed Room Availability
In the event attendees, with a guaranteed reservation, cannot be accommodated the hotel shall provide the following:
" Accommodations at a comparable hotel located as close as reasonably possible from the contracted hotel.
" Any difference in rates between the contracted hotel and the alternate hotel for each day guest is displaced.
" Complimentary round trip ground transportation between hotel and alternate hotel for each day the guest is displaced.
" Two (2) five (5) minute phone calls and necessary arrangement for forwarding of the displaced guest's telephone messages and mail.
" Offer to relocate displaced guest back upon first available room at venue location.
2.6 All contractor resources shall be qualified for the tasks performed under this contract. All resources shall be legally authorized to work in the United States. The contractor must provide an on-site representative from the time the pre-symposium coordination staff arrives, Thursday May 19, 2016 until the pre-symposium coordination staff departs, Thursday, May 26, 2016. The contractor shall assign a representative and coordinate a project kick off meeting with the Contracting Officer Representative and Program Officer at the venue no later than seven days after the award. This meeting shall include a review of meeting space and facilities to discuss the Government's requirements and go over specific set up/tear down details; run through the event scenario; and review menu options. The representative shall meet with the Program Officer weekly thereafter to ensure event details are covered.
3.1.1 The pre-symposium coordination staff of approximately three (3) people shall travel and arrive at the event location on Thursday, May 19, 2016 and depart event location Thursday, May 26, 2016. For the duration of the event, the pre-symposium coordination staff shall require an office area with work tables (approximately 6 each) and chairs (approximately 10 each), telephone, facsimile, copier access, high speed internet access, and waste baskets. Office area shall have secured entry with limited access for authorized personnel only. The pre-symposium coordination staff shall ship required materials and supplies to the hotel prior to arrival. The hotel shall accept delivery and provide storage for 20 to 30 packages of various sizes and shapes, materials and/or supplies, until the arrival of the pre-symposium coordination staff on May 19, 2016.
3.1.2 The pre-symposium-coordination staff shall conduct a pre-conference meeting with the Government, hotel staff, and the contractor representative on Friday, May 20, 2016.
3.1.3 Approximately 20 VACO and LETC additional staff members shall arrive Sunday, May 22, 2016. A classroom style conference room that shall accommodate approximately 40 participants and is required for staff meeting and pre-conference briefing from 12:00 p.m. to 4:00 p.m. Sunday, May 22, 2016.
3.2 Lodging, in accordance with PWS Section 2.2
The Government shall only pay for rooms actually used.
The following block of rooms is required:
3.2.1 Pre-symposium coordination staff quantity of three (3), May 19 26, 2016. Three (3) staff members x seven (7) nights = 21 nights).
3.2.2. VACO and LETC staff members, quantity of 20 for May 22, 2016 - May 26,
2016. 20 staff members x four (4) nights = 80 nights).
3.2.3 VA Chiefs of Police, Award Winners etc.- quantity of 205 - May 22-26, 2016.
(205 participants x four (4) nights = 820 nights).
3.3 Meeting Rooms
3.3.1 Pre-symposium coordination staff office in accordance with PWS
3.3.2 Conference room, classroom style set up, seating accommodations for 40
people, afternoon meeting, 12:00 p.m. - 4:00 p.m. and pre-conference briefing May 22, 2016.
3.3.3 Registration/Reception Sunday, May 22, 2016, 4:30 p.m. - 6:30 p.m.
Accommodations for up to 250 people. Items required: Quantity of four (4), eight (8) ft. tables with two (2) chairs each.
3.3.4 Monday, May 23, 2016, 7:30 a.m.-9:30 a.m. Classroom style seating to
accommodate 250 - general session. Equipment requirements as follows: one (1) head table with 12 chairs, six (6) seats on each side of standing podium on stage/riser, two (2) LCD projectors, two (2) projector screens (minimum size of 8x10 ft.), (one)1 lapel microphone, laptop computer, (one) 1 podium microphone and one (1) eight (8) ft. table in front of head table.
Monday, May 23, 2016 - 10:00 a.m. - 5:00 p.m. 6 breakout rooms,
Classroom style seating to accommodate 40 people each. Each breakout room
needs the following audiovisual equipment: projector, projector screen, high speed internet access, and laptop computer connection.
3.3.5 Tuesday, May 24, 2016, 7:30 a.m. - 5:00 p.m. Six (6) breakout rooms,
Classroom style seating to accommodate 40 people each. Each breakout room
needs the following audiovisual equipment: projector, projector screen, high speed internet access, and laptop computer connection.
3.3.6 Wednesday, May 25, 2016 - 7:30 a.m.- 3:00 p.m. Six (6) breakout rooms,
Classroom style seating to accommodate 40 people each. Each breakout room
needs the following audiovisual equipment: projector, projector screen, high speed internet access, and laptop computer connection.
Wednesday, May 25, 2016 - 3:30 p.m. - 5:00 p.m. Classroom style seating to
accommodate 250- general session. Equipment requirements as follows: one (1)
head table with 12 chairs, six (6) seats on each side of standing podium on stage/riser, two (2) LCD projectors, two (2) projector screens, one (1) lapel microphone, laptop computer, one (1) podium microphone and one (1) eight ( 8) ft. table in front of head table.
3.3.7 Awards Dinner -Tuesday, May 24, 2016 - 6:00 p.m. - 10:00 p.m., plated dinner
with dessert, seating accommodations for up to 300 participants. Additional items required: one (1) head table with 12 chairs, six (6) seats on each side of standing podium on stage/riser; two (2) LCD projectors, two (2) projection screens, one (1) lapel microphone, laptop computer, one (1) podium microphone, one (1) eight (8) ft. table in front of head table.
3.4 Audio Visual Support
3.4.1 Audio Visual Support in accordance with PWS Section 3.3.6
The contractor shall provide-on-site technical support to include at least two (2) technicians. At least one (1) technician shall be available on-site from 1:00 p.m.-6:00 p.m. set up day, May 22, 2016. The technician shall be on-site during set-up to ensure that all equipment is installed, connected, tested, operational and ready for use.
Both technicians shall be on site from 8:00 a.m. - 5:00 p.m. daily for the duration of the conference. Both technicians shall assist with uploading presentations and keeping equipment in working order.
Off-site technical help should be available 24 hours for the duration of the conference.
Technicians shall assist with connecting all staff or delegate computers as needed.
The contractor shall make equipment available (see PWS Section 3.3). In addition to the minimum equipment requirements stated in Section 3.3, additional audiovisual equipment and other items may be required (i.e.: extension cords, surge protectors, power strips etc.).
3.4.2 Additional support
220.127.116.11 The hotel shall have a copying center or have a copy machine available and dedicated to event use.
18.104.22.168 The contractor shall set-up, tear down, operate and maintain all audiovisual equipment and staging for the general session as well as break-out sessions. The contractor shall provide all equipment and labor necessary for room set up as required in Section 3.3 and 3.4.
22.214.171.124 The contractor shall provide for security services on-site to adequately
safeguard any and all equipment. LETC is not liable for lost stolen or missing equipment.
126.96.36.199 The contractor shall ensure meeting rooms have high speed internet access
to the internet.
4.0 Food and Beverage
Food costs shall not exceed GSA FY 2016 Meals and Incidental Expenses (M&IE) Breakdown located at: http://www.gsa.gov/portal/content/104877.
Reception/Registration (May 22, 2016) Not to exceed $15.00 per person. Shall include coffee, tea, water, sodas and light refreshments and vegetables. Actual selections to be determined by the conference coordination staff.
4.1 Banquet (May 24, 2016)
4.1.1 Not to exceed $26.00 per person. Banquet meal to include choice of two (2) salads, two (2) dressings (two) 2 entrees, (two) 2 starches, (two) 2 vegetables and (two) 2 desserts. Bread/rolls and beverages are to be included. The banquet meal shall be individually billed to each participant. The venue shall have a payment method available for each participant to pay for the banquet meal to include electronic methods and have the ability to provide the LETC with a paid list. Pay Pal is not authorized for use with the Government purchase card. It shall be the responsibility of the contractor to collect and recoup all costs associated with the banquet meal.
4.2.1 Not to exceed $ 20.00 per (VA Financial Policies and Procedures, Volume II, Chapter 4, Dec 2013) per person per day. To be provided May 23-25, 2016.
A.M. Breaks: The contractor shall provide an a.m. break approximately 9:00 a.m. daily for approximately 200 attendees. The a.m. breaks should consist of coffee, tea, water, fruit juice and pastries. The break should be made available for two hours on a self-serve basis.
P.M. Breaks: The contractor shall provide a p.m. break at approximately 2:00 p.m. daily, for approximately 200 attendees. The p.m. break should consist of coffee, tea, water, caffeinated sodas, diet sodas and light snacks. The break should be made available for two hours on a self-serve basis.
5.0 Hotel/Venue Charges
The VA shall not cover hotel venue charges related to symposium set-up and tear -down for audiovisuals not priced in the award. Examples of these types of added charges are telephone lines, conferencing phone systems, power outlet usage, audio patch fees, additional audiovisual equipment/ancillary supplies and rigging fees. Prior approval of unusual venue charges, which extend beyond the examples listed shall come to the CO for approval.
Symposium attendees do not have authority to request cost-added A/V services. The contractor shall reject ad-hoc requests from persons, with the exception of the CO.
6.0 Inspection and Acceptance
The Contracting Officer's Representative (COR) shall be responsible for inspecting and accepting services.
7.0 Other Information and Requirements
7.1 Government Points of Contact:
LETC Contracting Officer's Representative (COR): TBD
LETC Program Officer: TBD
7.2 Security Requirements
The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required.
Travel is anticipated for (1) one coordinating person in the performance of this requirement. Travel shall be reimbursed in accordance with CLIN 0005. The Government will reimburse the contractor for all appropriate cost associated with official travel. Contractors performing official travel shall submit an invoice (with receipts) upon completion of the travel. General & Administration shall not be applied.
SECTION C- CONTRACT CLAUSES
C.1 52.203-99, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02)
a) The Contractor shall not require employees or contractors seeking to report fraud, waste, or abuse to sign or comply with internal confidentiality agreements or statements prohibiting or otherwise restricting such employees or subcontractors from lawfully reporting such waste, fraud, or abuse to a designated investigative or law enforcement representative of a Federal department or agency authorized to receive such information.
(b) The contractor shall notify employees that the prohibitions and restrictions of any internal confidentiality agreements covered by this clause are no longer in effect.
(c) The prohibition in paragraph (a) of this clause does not contravene requirements applicable to Standard Form 312, Form 4414, or any other form issued by a Federal department or agency governing the nondisclosure of classified information.
(d)(1) In accordance with section 743 of Division E, Title VII, of the Consolidated and Further Continuing Resolution Appropriations Act, 2015 (Pub. L. 113-235), use of funds appropriated (or otherwise made available) under that or any other Act may be prohibited, if the Government determines that the Contractor is not in compliance with the provisions of this clause.
(2) The Government may seek any available remedies in the event the contractor fails to comply with the provisions of this clause.
(End of Clause)
C.2 52.252-2 -- Clauses Incorporated by Reference (Feb 1998)
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):
C.3 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE (NOV 2014)
C.4 52.212-4 CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS (DEC 2014)
C.5 52.232.39 UNENFORCEABILITY OF UNAUTHORIZED OBLIGATIONS JUN 2013
C.6 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS (DEC 2013)
C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2012)
C.8 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (MAY 2015)
(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:
(1) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (DEC 2014)
(2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).
(3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77
and 108-78) (19 U.S.C. 3805 note)).
(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:
[ ] (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (SEPT 2006), with Alternate I (OCT 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).
[ ] (2) 52.203-13, Contractor Code of Business Ethics and Conduct (APR 2010) (41 U.S.C. 3509)).
[ ] (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (JUNE 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)
[ ] (4) 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUL 2013) (Pub. L. 109-282) (31 U.S.C. 6101 note).
[ ] (5) [Reserved]
[ ] (6) 52.204-14, Service Contract Reporting Requirements (JAN 2014) (PUB. L. 111-117, section 743 OF DIV. C).
[ ] (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (JAN 2014) (PUB. L. 111-117, section 743 OF DIV. C).
[ X ] (8) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (AUG 2013) (31 U.S.C. 6101 note).
[ ] (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (JUL 2013) (41 U.S.C. 2313).
[ ] (10) [Reserved]
[ ] (11)(i) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (NOV 2011) (15 U.S.C. 657a).
[ ] (ii) Alternate I (NOV 2011) of 52.219-3
[ ] (12)(i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2014) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).
[ ] (ii) Alternate I (JAN 2011) of 52.219-4
[ ] (13) [Reserved]
[ X ] (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2011) (15 U.S.C. 644).
[ ](ii) Alternate I (NOV 2011) of 52.219-6.
[ ](iii) Alternate II (NOV 2011) of 52.219-6.
[ ] (15)(i) 52.219-7, Notice of Partial Small Business Set-Aside (JUNE 2003) (15 U.S.C. 644).
[ ] (ii) Alternate I (OCT 1995) of 52.219-7.
[ ](iii) Alternate II (MAR 2004) of 52.219-7.
[ ] (16) 52.219-8, Utilization of Small Business Concerns (OCT 2014) (15 U.S.C. 637(d)(2) and (3)).
[ ] (17)(i) 52.219-9, Small Business Subcontracting Plan (OCT 2014) (15 U.S.C. 637(d)(4)).
[ ](ii) Alternate I (OCT 2001) of 52.219-9.
[ ](iii) Alternate II (OCT 2001) of 52.219-9.
[ ](iv) Alternate III (OCT 2014) of 52.219-9.
[ ] (18) 52.219-13, Notice of Set-Aside of Orders (NOV 2011) (15 U.S.C. 644(r)).
[ ] (19) 52.219-14, Limitations on Subcontracting (NOV 2011) (15 U.S.C. 637(a)(14
[ ] (20) 52.219-16, Liquidated Damages-Subcontracting Plan (JAN 1999) (15 U.S.C. 637(d)(4)(F)(i)).
[ ] (21) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (NOV 2011) (15 U.S.C. 657 f).
[ ] (22) 52.219-28, Post Award Small Business Program Rerepresentation (JUL 2013) (15 U.S.C. 632(a)(2)). (Over micro-purchase threshold when performance is in US or outlying areas)
[ ] (23) 52.219-29, Notice of Set-Aside for Economically Disadvantaged Women-Owned Small Business Concerns (JUL 2013) (15 U.S.C. 637(m))
[ ] (24) 52.219-30, Notice of Set-Aside for Women-Owned Small Business (WOSB) Concerns Eligible Under the Women-Owned Small Business Program (JUL 2013) (15 U.S.C. 637(m))
[X ] (25) 52.222-3, Convict Labor (JUNE 2003) (E.O. 11755).
[ ] (26) 52.222-19, Child Labor--Cooperation with Authorities and Remedies (JAN 2014) (E.O. 13126).
[ ] (27) 52.222-21, Prohibition of Segregated Facilities (APR 2015). (When 52.222-26, Equal Opportunity, is included)
[ ] (28) 52.222-26, Equal Opportunity (APR 2015) (E.O. 11246). (Include in all nonexempt Govt. prime contracts & subcontracts over $10,000, other exemptions are at 22.807)
[ ] (29) 52.222-35, Equal Opportunity for Veterans (JUL 2014) (38 U.S.C. 4212). (Over $100,000 except when work is performed outside of US by employees recruited outside of US or agency head waives all terms of the clause)
[ ] (30) 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793). (Solicitations and contracts in excess of $10,000, except when work is to be performed outside the US or as waived by the agency head)
[ ] (31) 52.222-37, Employment Reports on Veterans (JUL 2014) (38 U.S.C. 4212). (Use when 52.222-35 is included)
[ ] (32) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496) (All solicitations & contracts over SAT unless work is performed outside US or contract is covered by exemption granted by Secretary)
[ X ] (33)(i) 52.222-50, Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627).
__ (ii) Alternate I (MAR 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).
[ ] (34) 52.222-54, Employment Eligibility Verification (AUG 2013). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.)
[ ] (35)(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA-Designated Products (MAY 2008) (42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)
[ ] (ii) Alternate I (MAY 2008) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-the-shelf items.)
[ ] (36)(i) 52.223-13, Acquisition of EPEAT®-Registered Imaging Equipment (JUN 2014) (E.O. 13423 and 13514).
[ ] (ii) Alternate I (JUN 2014) of 52.223-13.
[ ] (37)(i) 52.223-14, Acquisition of EPEAT®-Registered Televisions (E.O. 13423 and 13514).
[ ] (ii) Alternate I (JUN 2014) of 52.223-14
[ ] (38) 52.223-15, Energy Efficiency in Energy-Consuming Products (DEC 2007) (42 U.S.C. 8259b).
[ ] (39)(i) 52.223-16, Acquisition of EPEAT®-Registered Personal Computer Products (JUN 2014) (E.O. 13423 and 13514).
[ ] (ii) Alternate I (JUN 2014) of 52.223-16.
[ X ] (40) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (E.O. 13513)
[ ] (41) 52.225-1, Buy American--Supplies (MAY 2014) (41 U.S.C. chapter 83).
[ ] (42)(i) 52.225-3, Buy American--Free Trade Agreements--Israeli Trade Act (MAY 2014) (41 U.S.C. chapter 83, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, 19 U.S.C. 3805 note, 19 U.S.C. 4001 note, Pub. L. 103-182, 108-77, 108-78, 108-286, 108-302, 109-53, 109-169, 109-283, 110-138, 112-41, 112-42, and 112-43).
[ ] (ii) Alternate I (MAY 2014) of 52.225-3.
[ ] (iii) Alternate II (MAY 2014) of 52.225-3.
[ ] (iii) Alternate III (MAY 2014) of 52.225-3.
[ ] (43) 52.225-5, Trade Agreements (NOV 2013) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note).
[X ] (44) 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).
[ ] (45) 52.225-26, Contractors Performing Private Security Functions Outside the United States (JUL 2013) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note)
[ ] (46) 52.226-4, Notice of Disaster or Emergency Area Set-Aside (NOV 2007) (42 U.S.C. 5150)
[ ] (47) 52.226-5, Restrictions on Subcontracting Outside Disaster or Emergency Area (NOV 2007) (42 U.S.C. 5150)
[ ] (48) 52.232-29, Terms for Financing of Purchases of Commercial Items (FEB 2002) (41 U.S.C. 4505, 10 U.S.C. 2307(f)).
[ ] (49) 52.232-30, Installment Payments for Commercial Items (OCT 1995) (41 U.S.C. 4505, 10 U.S.C. 2307(f).
[ ] (50) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (JUL 2013) (31 U.S.C. 3332).
[ X] (51) 52.232-34, Payment by Electronic Funds Transfer--Other than System for Award Management (JUL 2013) (31 U.S.C. 3332).
[ ] (52) 52.232-36, Payment by Third Party (MAY 2014) (31 U.S.C. 3332).
[ ] (53) 52.239-1, Privacy or Security Safeguards (AUG 1996) (5 U.S.C.552a).
[ ] (54)(i) 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).
[ ] (ii) Alternate I (APR 2003) of 52.247-64.
(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:
[ ] (1) 52.222-17, Nondisplacement of Qualified Workers (MAY 2014) (E.O. 13495).
[ ] (2) 52.222-41, Service Contract Labor Standards (MAY 2014) (41 U.S.C. chapter 67). (If FAR 22.10 applies & over $2,500)
[ ] (3) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C.chapter 67).
[ ] (4) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards--Price Adjustment (Multiple Year and Option Contracts) (MAY 2014) (29 U.S.C. 206 and 41 U.S.C.chapter 67).
[ ] (5) 52.222-44, Fair Labor Standards Act and Service Contract Labor Standards--Price Adjustment (MAY 2014) (29 U.S.C. 206 and 41 U.S.C.chapter 67).
[ ] (6) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment - Requirements (MAY 2014) (41 U.S.C.chapter 67)
[ ] (7) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services - Requirements (MAY 2014) (41 U.S.C.chapter 67).
[ ] (8) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2014) (E.O. 13658). ). (Solicitations and contracts that include 52.222-6 or 52.222-41 where work is to be performed in whole or part in the U.S.)
[ ] (9) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (MAY 2014) (42 U.S.C. 1792).
[ ] (10) 52.237-11, Accepting and Dispensing of $1 Coin (SEPT 2008) (31 U.S.C. 5112(p)(1)).
(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 this paragraph (e)(1) 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 (APR 2010) (41 U.S.C. 3509).
(ii) 52.219-8, Utilization of Small Business Concerns (OCT 2014) (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 $650,000 ($1.5 million for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities.
(iii) 52.222-17, Nondisplacement of Qualified Workers (MAY 2014) (E.O. 13495). Flow down required in accordance with paragraph (l) of FAR clause 52.222-17.
(iv) 52.222-21, Prohibition of Segregated Facilities (APR 2015)
(v) 52.222-26, Equal Opportunity (APR 2015) (E.O. 11246).
(vi) 52.222-35, Equal Opportunity for Veterans (JUL 2014) (38 U.S.C. 4212).
(vii) 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793).
(viii) 52.222-37, Employment Reports on Veterans (JUL 2014) (38 U.S.C. 4212)
(ix) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40.
(x) 52.222-41, Service Contract Labor Standards (MAY 2014), (41 U.S.C.chapter 67).
(xi) __(A) 52.222-50, Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627).
___(B) Alternate I (MAR 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).
(xii) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment - Requirements (MAY 2014) (41 U.S.C.chapter 67).
(xiii) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services - Requirements (MAY 2014) (41 U.S.C.chapter 67).
(xiv) 52.222-54, Employment Eligibility Verification (AUG 2013).
(xv) 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2014) (Executive Order 13658).
(xvi) 52.225-26, Contractors Performing Private Security Functions Outside the United States (JUL 2013) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note)
(xvii) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (MAY 2014) (42 U.S.C. 1792). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6.
(xviii) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (FEB 2006) (46 U.S.C. Appx. 1241 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)
SECTION D - CONTRACT ADMINISTRATION DATA, DOCUMENTS, EXHIBITS, OR ATTACHMENTS
All administration matters will be handled by the following individuals:
D.1 CONTRACT ADMINISTRATION DATA
1. CONTRACTOR: TBD
Strategic Acquisition Center Frederick
Department of Veterans Affairs
321 Ballenger Center Drive, Suite 125
Frederick, MD 21703
Contracting Officer (CO): Kimberly McLaughlin / Kimberly.McLaughlin2@va.gov / 240-215-1664
Contracting Specialist (CS): Maribel Fratina / firstname.lastname@example.org / 240-215-1742
Contracting Officer's Representative (COR): TBD
Program Manager: TBD
AMENDMENT NO. DATE
D.2 INVOICING INSTRUCTIONS
1. Submission - All invoices shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.
Tungsten (fka OB10) ELECTRONIC INVOICE SUBMISSION
FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL
FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS
Vendor Electronic Invoice Submission Methods:
Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.
" VA's Electronic Invoice Presentment and Payment System - The Financial Services Center (FSC) in Austin, TX uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.
" A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site is http://www.x12.org.
Vendor e-invoice Set-up information:
Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below.
" Tungsten e-Invoice setup information: 1-877-489-6135
" Tungsten e-Invoice email: VA.Registration@tungsten-network.com
" FSC e-Invoice contact information: 1-877-353-9791
" FSC e-Invoice email: email@example.com
2. Submission of Proper Invoice - The following data must be included in an invoice for it to constitute a proper invoice:
a. Name and address of the contract
b. Invoice date and number: _________________________
c. IFCAP Purchase Order No.: ______________________
d. Contract No. : ______________________
e. Item number, description, quantity, unit of measure, price, extended price and a total of supplies delivered or services performed.
1. Cumulative billing (per line item and total)
2. Final invoices must be marked 'FINAL INVOICE'
3. Proof of supplies delivered or services performed MUST also be provided. Signature, printed name and title of Government receiving official and date of delivery or performance period must be included.
INVOICES THAT DO NOT COMPLY WITH THESE REQUIREMENTS SHALL BE REJECTED.
3. Contractor Remittance Address -
All payments by the Government to the contractor will be made in accordance with:
[X] 52.232-34, Payment by Electronic Funds Transfer -
Other than System for Award Management, or
4. Invoice shall be submitted in the arrears -
a. Other [X] Monthly, upon delivery and acceptance by COR
All contractor provided work products are to be furnished within the specified delivery dates established by schedule of deliverables. Any changes to delivery dates shall be discussed with and requested in writing to the COR and CO. If for any reason any deliverable cannot be delivered within the scheduled due date, the contractor is required to explain why in writing to the COR and CO including a firm commitment of when the work shall be completed. This notice to the COR and CO shall cite the reasons for the delay, modified delivery date, impact on the overall project. The COR and CO shall then review the facts and issue a response approving or disapproving the request.
D.4 CHANGES TO PWS
Any changes to the PWS shall be authorized and approved only through written correspondence from the CO. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.
See D.5 Excel Labor Mix and Level of Effort attachment
SECTION E - SOLICITATION PROVISIONS
E.1 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS (APR 2014)
Instructions to Offerors: Instructions for submitting proposals under this request for proposals must be followed. Failure to provide all information to aid in the evaluation may be considered non-responsive. Offers that are non-responsive may be excluded from further evaluation and rejected without further notification to the quote submitter.
The signed offer must be submitted via e-mail to firstname.lastname@example.org and Kimberly.McLaughlin2@va.gov no later than 1PM EST on 02/15/2016.
The Offeror shall be registered in the System for Award Management (SAM) with NAICS 541810 in order for the Government to proceed with award. For registration information and/or to update profile information, https://www.sam.gov/portal/SAM/.
Questions: Any questions regarding this solicitation should be directed to Kimberly McLaughlin at Kimberly.McLaughlin2@va.gov and Maribel Fratina at email@example.com, no later than 1PM. EST on 02/15/2016.
To assure timely and equitable evaluation of quotes, Offerors shall follow the instructions contained herein. Quotes must be complete, self-sufficient, and respond directly to the requirements of this solicitation. The response shall consist of three volumes:
Volume I - Technical;
Volume II - Past Performance; and
Volume III - Price.
The use of hyperlinks in quotes is prohibited. Any quote that fails to comply with all solicitation instructions may be considered non-responsive and may not be accepted or considered for award.
All information shall be confined to the appropriate volume. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.
No more than 25 pages.
Page size shall be no greater than 8 ½" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1") each. Font size shall be no smaller than 12-point. Arial or Times New Roman are required. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, and headers and footers may be within the page margins ONLY, and are not bound by the 12-point font requirement.
The submission shall be clearly indexed and logically assembles. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer.
Content Requirements. All information shall be confined to the appropriate file. The vendor shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Vendor is responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.
Volume I - Technical
a. The technical volume shall demonstrate ability to meet the requirement in accordance with the PWS Sections 3.0 - 5.0.
b. The technical volume shall contain sufficient technical documentation (including but not limited to: descriptive literature and commercial list prices of sleeping rooms, meeting room space, meeting space diagrams, square footage, and capacity charts, information amenities of hotel, i.e. parking, shuttle services, transportation to/from airport, audiovisual equipment, and menus.
c. The technical volume shall describe how the Offeror shall minimize attrition associated with hotel lodging, food and beverage requirements in accordance with the PWS Sections 3.0- 5.0.
Volume II - Past Performance
Offerors shall submit up to three past performance references for recent and relevant work of similar size and scope to this requirement. The Government shall make the determination of relevance (based on size and scope of requirement) with regards to past performance risk. The Government shall consider recent (within the last three years) and relevant past performance information obtained in relation to the scope of this solicitation.
The narrative shall describe past performance to include a brief description of the services provided, performance outcomes, and objective achieved. It should be noted that past performance references relating to the similar events as required in the performance of this solicitation shall be considered more relevant. Offerors shall provide a description of the following for each contract and/or subcontract past performance reference:
o Project title
o Task Order number
o Contract Type
o Awarded Price/Cost
o Total Price/Cost
o Description of Requirement
o Period of performance
o Contracting Officer name, e-mail, and phone number
o Contracting Officer Representative name, e-mail, and telephone number
o North American Industry Classification System (NAICS) code
The Government may contact references provided by the Offeror to complete a past performance questionnaire (PPQ). The Government may consider past performance information obtained through other sources which is reasonably available and determined to be relevant. Past performance information obtained shall be used for both the responsibility determination and best value decision.
Volume III - Price
Contractor shall submit a completed pricing schedule (Section B.1 Price/Cost Schedule). The contractor shall also submit Attachment D.6, Detailed Price -Breakdown, showing the labor mix and level of effort to complete each line item, including any applicable discounts. All proposed cost must be substantiated with valid estimates or actual quotes.
E.2 52.212-2 EVALUATION-Commercial Items Addendum
The Government shall award a contract resulting from the solicitation to the responsible vendor whose quote is conforming to the solicitation represents the best value to the Government, price and other factors considered. The following factors shall be used to evaluate quotes: Technical, Past Performance and Price.
The following factors shall be used to evaluate quotes:
Factor 1: Technical
Technical shall be evaluated for conformance to the requirement of the solicitation.
a. Guest Room(s) and Meeting Space in a single facility or complex. While the Government may review alternate quotes, its highest preference is a single venue.
b. Meeting Space: Flexibility, Ability to meet the Preferred Meeting Dates, Availability of Guest Rooms Required, Meeting Space as Requested, Quality of Meeting Space. A Department of Veterans Affairs Representative may schedule a site visit to validate size and quality of meeting space and accommodations.
c. Hotel Quality: Last renovation/update, Site Visit Observations, Literature Descriptions, Cleanliness, Online Reviews, Website Descriptions, Event planner feedback, if available.
d. Hotel Services: Full Service Hotel, Fitness Center, Parking, Guest Room Internet, Onsite Restaurants, Shuttle to/from Airport. Variety of restaurants and shops within walking distance (not to exceed 3-4 normal city blocks) in a safe area.
e. Location: Proximity to downtown, airport, Metro/light rail, restaurants, and outside activities
f. Added Value: Complimentary/Discount AM/PM Breaks, Other Food and Beverage Discounts, Discount to Attendees on Food Outlets, Complimentary/Discount Guest Room Internet, Complimentary/Discount Meeting Room Internet, Complimentary Airport Transfers, Complimentary/Discount Shuttle Service, Room Upgrades at group rate, Complimentary/Discount Reception, Complimentary Guest Rooms, Complimentary/Discount Parking, and other complimentary considerations.
g. Reservations: The last date the hotel has to hold block of rooms and provide final meal numbers.
i. Technical Standards
In addition to being fully compliant with all Federal and State Regulations, hotels must, at minimum, meet the industry standards of a three-star rating in accordance with the following criteria.
5-Star Rating: A deluxe hotel, offering the highest degree of personal service. Elegance and style abound, and rooms are equipped with quality linens, and other comparable amenities. There are multiple restaurants on site with extensive, gourmet menus, and room-service is also available 24-7. A fitness center, valet parking and concierge service round out the experience.
4-Star Rating: Formal, large hotels. There shall usually be other hotels of the same caliber clustered nearby, as well as shopping, dining and entertainment. Above-average service, beautifully furnished rooms, restaurants, room service, valet parking, fitness center and a concierge are some amenities to expect.
3-Star Rating: Usually located near a major expressway, business center and/ shopping area, these hotels offer quality, spacious rooms and decorative lobbies. On-site restaurants may be average in size but shall offer breakfast, lunch and dinner. Valet and room service, a small fitness center and a pool are often available.
ii. Sleeping Rooms
A. Rooms must be at or below the Federal Per Diem.
B. Attendees shall not be subject to an early departure fee.
C. Attendees shall be required to make their reservations on an individual basis. Confirmed reservations shall be secured, and all charges paid, by a Government travel card that has been issued to the attendee, or other type of security that is acceptable by the individual hotel. Reservations shall be made by the time and date specified in the award. Requests for reservations made after the contractor's specified time and date shall be based upon hotel's lodging space and rate availability basis of the group rate.
iii. Guaranteed Room Availability
The awardee affirms that all hotels nominated for award shall make their best efforts to honor all guaranteed reservations for VA.