DSCA Security Cooperation Workshop
Other Defense Agencies, Defense Security Cooperation Agency | Published June 9, 2015 - Deadline June 23, 2015
(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, HQ001315R2016, is issued as a Request for Quote (RFQ). Under this requirement, the Defense Security Cooperation Agency (DSCA) intends to award a commercial, firm fixed price contract.
(iii)This solicitation document incorporates provisions and clauses that are in effect through Federal Acquisition Circular 2005-80, Effective March 2, 2015. 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 Conference space, AV equipment and catering services for approximately 500 participants for the Defense Security Cooperation Agency in support of the Security Cooperation Workshop. Lodging is needed for approximately 150 guest. Each lodger will be individually responsible for reservation and payment of their sleeping rooms. Please see the attached performance work statement (PWS) for specific requirements. The applicable North American Classification System (NAICS) code is 721110, Hotels (except Casino Hotels) and Motels. The small business size standard is $32.5 million.
(v) Specifics. The Government intends to award a firm fixed price contract resulting from this combined synopsis/solicitation.
Period of performance: April 2016 for 3 days. (See PWS)
(vi) DSCA intends to purchase the services under the following Contract Line Item (CLIN):
CLIN SERVICE QUANTITY UNIT UNIT PRICE TOTAL
0001 Conference Space Each Day:
(Tuesday - Wednesday)
General session room 1 Each
Breakout rooms 2 Each
Operation Center room 1 Each
Room for Business lunch 1 Each
0002 AV Equipment:
General Session Pkg: 1 Each
Podium w/ mic; large screen proportionate to room configuration; projector; riser appropriate to room configuration; panel seating for 5 people; Q&A mic; laptop with video & audio capability; Wi-Fi access, and associated support equipment.
Breakout room Pkg: 2 Each
Podium w/mic, large screen, projector, panel seating for 4, Q&A mic, laptop, Wi-Fi access and associated equipment
Walkie Talkie 10 Each
LAN line/Wi-Fi 1 Each
Color printer/paper 1 Each
AM Refreshments 1500 Each
PM Refreshments 1500 Each
Business lunch 30 Each
0004 Manpower Reporting Requirement 1: Each NSP
(Not separately priced)
NOTE: All prices MUST include all applicable fees, gratuities, and service charges.
THE FEDERAL GOVERNMENT IS TAX EXEMPT.
***Sleeping rooms for approx. 150 guest per night on Monday, Tuesday, Wednesday and approx 75 guests Thursday evening. Rate should include breakfast & Wi-Fi. Each lodger will be responsible for reserving their sleeping room and will be individually paid.****
(viii) The Contractor shall perform the required services at the Contractor's facility. The selected venue should be located in Virginia/ Crystal city and no more than 2 miles from the Defense Security Cooperation Agency located at 201 12th St South, Arlington, VA.
(ix)The Government will not execute any contract other than with the facility or venue proposed to hold the event and provide accommodations. Any offer from a source other than the hotel or lodging venue itself must include written evidence that the offeror is currently authorized to submit binding proposals on behalf of the venue whose accommodations and/or facility 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 offerors facility shall be deemed technically unacceptable and will not be considered for award.
(x) Clauses and Provisions. The provision at FAR 52.212-1, Instructions to Offerors Commercial Items, applies to this acquisition and is incorporated by reference. FAR 52.252-2, Evaluation-Commercial Items, applies to this acquisition and paragraph (a) is completed as follows.
(xi) A single award will be made to the responsible Offeror whose proposal conforms to the solicitation requirements and presents the lowest price technically acceptable (LPTA) proposal, as determined by the evaluation criteria herein with due consideration to the order of importance.
(xii) Contract award will be made to the lowest evaluated price meeting or exceeding the minimum acceptability standards for non-cost factors. Proposals will be evaluated on an "acceptable" or "unacceptable" basis. Proposals will be evaluated for acceptability, but not ranked using the non-price factors/sub-factors. In order to be considered awardable, there must be an "acceptable" rating in every non-price factor/sub-factor.
(xiii) Past performance information will also be obtained from all electronic databases and other sources available to the government. Past performance will be rated on an "acceptable" or "unacceptable" basis.
(xiv) The Contractor shall submit a proposal that meets the requirements of the PWS. To be determined acceptable, offers have to meet or offer ALL of the following , at a minimum:
a. Hotel within 2 miles from DSCA and located in Crystal City/Pentagon City.
b. Includes hot Breakfast and Wi-Fi with individual room rates.
c. Sufficient conference space and breakout rooms plus operation center that can be locked close to one another with separate registration area.
d. Available AV Equipment for all Conference rooms
e. Available Refreshments for AM & PM breaks
f. Available to cater working lunch for 30 people with separate dining room.
g. Ample parking space for overnight guests, 20 visitor's spaces and 5 VIP spaces (VIP near entrance)
h. Availability of dates.
i. Able to block up to 150 rooms from Monday-Wednesday and 75 rooms on Thursday.
j. Onsite dining establishments open for breakfast, lunch and dinner.
(xv) Past Performance - The Government will evaluate Past Performance in accordance with FAR 13.106-2(b) (3). Offerors should identify past or current contracts (including Federal, State, and local government and private) for efforts similar to this requirement. Past performance information pertaining to the hotel facility (e.g. letters of recommendation, customer evaluations, etc) indicating the quality of hotel and service during the past year. The past performance information pertaining to the hotel shall also include at least one reference from a group for which they provided services similar in scope to that of this seminar. The Government shall consider this information, as well as information obtained from any other sources such as the Past Performance Information Retrieval System (PPIRS), when evaluating the past performance.
(xvi) Price - The Government will evaluate Price for reasonableness in accordance with FAR 13.106-3(a) Basis for award. Award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for Technical Capability and Past Performance identified above.
(xvii)Provision at FAR 52.212-3, Alt1 Offeror Representations and Certifications Commercial Items, Alternate I applies. Offerors shall be registered in the Online Representations and Certifications Application (ORCA) at http://orca.bpn.gov. Also in accordance with the clause, all prospective Offerors must be actively registered in the Central Contractor Registration prior to award. The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items applies to this acquisition and is incorporated by reference. The following clauses cited within FAR 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items, apply:
52.204-7, System for Award Management
52.222-3, Convict Labor (JUN 2003)
52.222-19, Child Labor-Cooperation with authorities and Remedies (MAR 2012)
52.222-21, Prohibition of Segregated Facilities (FEB 1999)
52.222-26, Equal Opportunity (MAR 2007)
52.222-35, Equal Opportunity for Veterans (SEP 2010) (38 U.S.C. 4212)
52.222-36, Affirmative Action for Workers with Disabilities (OCT 2010) (29 U.S.C. 793)
52.222-37, Employment Reports on Veterans (SEP 2010) (38 U.S.C. 4212)
52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496)
52.222-50, Combating Trafficking in Persons (FEB 2009) (22 U.S.C. 7404(g))
52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements (FEB 2009) (41 U.S.C. 351, et seq.)
52.232-18, Availability of Funds
52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (OCT 2003) (31 U.S.C. 3332)
52.232-39, Unenforceability of Unauthorized Obligations
52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553)
52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004)
52.246-4, Inspection of Services - Fixed Price
52.249-1, Termination for the Convenience of the Government (Fixed Price) (Short Form)
252.203-7000, Requirements Relating to Compensation of Former DoD Officials
252.203-7002, Requirement to Inform Employees of Whistleblower Rights
252.204-7012, Safeguarding of Unclassified Controlled Technical Information
252.232-7003, Electronic Submission of Payment Requests and Receiving Reports
252.243-7001, Pricing of Contract Modifications
252.243-7002, Request for Equitable Adjustment
Other FAR/DFARS provisions/clauses are incorporated by reference and include DFARS 212.212-7000, Offeror Representations and Certifications-Commercial Items and DFARS 212.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items. The full text of the clauses or provisions may be accessed electronically at one of the following links://www.deskbook.osd.mil, http://farsite.hill.af.mil, http://www.arnet.gov/far.
Offerors shall provide descriptive literature to include information on the services and amenities of hotel, including room rate for each lodger, location of the hotel to DSCA, conference space, AV equipment, Catering requirements and parking spaces in accordance with the minimum acceptable standards in Paragraph (xiv).
Offerors shall provide past performance information pertaining to the hotel facility (e.g. letters of recommendation, customer evaluations, etc) indicating the quality of hotel and service during the past year. The past performance information pertaining to the venue shall also include at least one reference from a group for which they provided services similar in scope to that of this Seminar. The Offeror shall include the name, e-mail and phone number for all references. Past performance pertaining to the hotel venue must be from recent events (within the past year) held at the Offeror's facility.
Offeror shall provide their cancellation policy and associated fees with the price submission and identify the applicable early and late checkout terms and conditions for the group.
Include FEMA# and confirm compliance with the following Acts:
-ADA Act, PL 101-336 (42 USC Section 12101 et.seq.)
-Hotel & Motel Fire Safety Act of 1990
Offers shall be submitted by 23 June 2015 no later than 10:00am EST using the pricing schedule provided in this combined synopsis/solicitation.
Offers shall be submitted via email to email@example.com with the subject line "HQ001315R2016 Security Cooperation Workshop." Facsimile submission will not be accepted.
Further details regarding this requirement can be found in the attached Performance Work Statement (PWS).