V--Yellow Ribbon Events in the Roanoke, VA and Lynchburg, VA areas during December 2010 and January 2011
Department of the Army, National Guard Bureau | Published September 22, 2010 - Deadline October 8, 2010
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.
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented through FAC 2005-43, effective 2 August 2010 and additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This is a Request for Quote (RFQ) for lodging, catering and conference space during the periods December 3-5, 2010 and January 7-9, 2011. This RFQ constitutes the only solicitation. This procurement is issued unrestricted under the NAICS 721110 with a small business size standard of $7M. The Virginia Army National Guards Family Program's Office will conduct Yellow Ribbon events on dates specified above. These events are not currently funded. The area of consideration to hold the events is the Roanoke, VA and Lynchburg, VA areas. A pricing schedule identifying quantities of services needed is attached and must be completed and returned with your quote. All quantities are estimated. Unit prices shall be inclusive of all applicable service fees. A performance work statement (PWS) is attached and is hereby made a part of this RFQ and will be made a part of any resulting award. The following provisions and clauses are applicable to this acquisition: FAR Provisions 52.212-1, 52.212-3 Alt I, and 52.252-1; DFARS Provision 252.212-7000; FAR Clauses 52.212-4, 52.212-5, 52.222-50, 52.232-18, 52.252-2 and DFARS Clauses 252.204-7003 and 252.212-7001. FAR provision 52.212-3 and Alt I and DFARS Provision 252.212-7000 shall be completed and returned with your quote. If your company information is available through Online Representations and Certifications (ORCA) so indicate in 52.212-3 and return only that portion of the provision. FAR Provision 52.212-1 is amended as follows: Delete paragraph (d) Product Samples. FAR Provision 52.252-1 and FAR Clause 52.252-2: full text language of provisions and clauses incorporated by reference can be located at http://farsite.hill.af.mil. FAR clause 52.212-4 is amended as follows: paragraph (g) (1) change requirement for three copies of invoices to 1 copy of invoices and add after paragraph (g) (2) the following: Invoices are to be submitted electronically to firstname.lastname@example.org. Questions regarding payment status or delinquent payments are to be addressed to the Voucher Examiner at 434-298-6266; Delete paragraphs (h) Patent indemnity, (j) Risk of loss, and (n) Title. The following clauses included in 52.212-5 are applicable: 52.219-8, 52.219-28, 52.219-35, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-36, 52.222-37, 52.225-13, 52.232-33, and 52.232-36. In addition, clauses, 52.222-41, 52.222-42, and 52.222-44 or 52.222-53, included in 52.212-5 may be deemed applicable pending contractors response to paragraph (k)(2) in FAR Provision 52.212-3. The following clauses included in 252.212-7001 are applicable: 252.225-7001 and 252.247-7023 Alt III. The service contract wage determination applicable for the location of the proposed hotel facility will be made a part of any resulting award if FAR clause 52.222-41 is determined to be applicable. Each offer shall indicate if credit card (VISA) is an acceptable form of payment. Award will be made to the low price technically acceptable (LPTA) quote which represents the most advantageous scenario to the government considering the potential for multiple awards. Since multiple awards will be considered, vendors are not required to bid every line item. In determining the most advantageous scenario, the government will evaluate pricing as follows: 1 - Each event will be evaluated separately. 2 - If it is determined one vendor can meet all requirements (lodging, conference, catering, etc.) for both events and offers the overall lowest price, one award may be made to the one vendor. 3 - If no one vendor can accommodate all lodging and or conference for a single event, in order to be advantageous to the government, the lodging facility(ies) must be located within 10 miles of the facility determined to offer the LPTA conference quote. For example, if a conference facility in Roanoke, VA is able to meet all conference requirements for the December event and is determined to be the low conference price, but is not able to meet the entire lodging requirements, the hotel may subcontract with other hotels within a 10 mile radius which also meet the minimum lodging requirements. And, other hotels quoting which are within a 10 mile radius of the conference facility will be evaluated for potential award for lodging. 4 - If a single vendor is not able to meet all requirements, and a conference facility in Roanoke or Lynchburg is determined to be LPTA, lodging will be considered only in the area the conference facility is located as a hotel in Roanoke will not be within 10 miles of a conference facility in Lynchburg, and vice versa. 5 - While vendors are not required to quote all line items, if a vendor is quoting conference space, they must also quote catering service for the same event. 6 - An evaluation factor of $500.00 per award will be applied in determining if it is in the government's best interest from an administrative standpoint to make multiple awards. This monetary evaluation factor is separate from determining the number of facilities needed to be utilized to meet the requirement which will also be considered in determining if it is advantageous to make multiple awards. For purposes of price evaluation, if there is a mathematical error in which the unit price multiplied by the quantity does not equal the extended total, the unit price will prevail and be used for evaluation and award purposes. To be determined technically acceptable, the following minimum requirements must be met: (1) The quote must provide for all services which are being quoted (i.e. if quoting the conference, contractor must be able to provide conference space, catering, support equipment, etc.). (2) Hotel(s) must have on-site parking for at least one vehicle per room reserved or if off-site parking, hotel must provide valet services. The conference facility shall have parking for 900 vehicles. (3) Hotel must have at least one operating, full service restaurant on site and/or have full service restaurants located within three blocks of the hotel. (4) Facilities being proposed for lodging and conference must be located in Roanoke/Lynchburg, VA areas. (5) Lodging facility must be FEMA approved. In order to determine if minimum requirement (1) can be met, all services requested must either be priced or annotated as provided at no additional cost and a conference space accommodations chart must accompany the quote. For minimum requirements (2), (3), & (5) offeror must provide a fact sheet which addresses each minimum requirement. The physical location of the proposed hotel facility must be provided to permit a determination to be made as if minimum requirement (4) can be met. If the information required is available on-line, a website address can be provided in lieu of the fact sheet. Pricing shall be provided on attached pricing worksheet. Paragraph (e) of FAR Provision 52.212-1 encourages offerors to present alternative terms and conditions for satisfying the requirements of this solicitation. Should any term or condition (i.e. number of hours prior to event attendee may cancel reservation, etc.) be altered, offeror must clearly annotate the alteration in the quote. The government may or may not accept the alternative term or condition. Such determination will be made based on if it is in the governments best interest to accept the proposed alternative. In anticipation of questions regarding if the government per diem rate is required, the following response is provided. The solicitation is being issued on a competitive basis. The rate utilized for purposes of award will be the rates proposed by the offeror(s) determined to offer the lowest technically acceptable offer. As stated in paragraph (g) of Federal Acquisition Regulation (FAR) Provision 52.212-1, included in this solicitation, The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offerors initial offer should contain the offerors best terms from a price and technical standpoint. All questions shall be submitted in writing and received by 5:30 p.m. ET, October 7, 2010. Questions can be sent via email, email@example.com or fax (434) 298-6202. Quotes are due not later than 5:30 p.m. ET, October 8, 2010. Quotes may be faxed to 434-292-6202, Attn: Becky Fowler, or emailed to firstname.lastname@example.org.