16-247-SOL-00037_-_Revised.pdf

2016 Indian Health Service (IHS) National Combined Councils (NCC) Meeting

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpar 12.6, as supplemented with additional information in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

Solicitation # 16‐247‐SOL‐00037 and this notice is issued as a Request for Quotation (RFQ). This is a combined synopsis/solicitation for commercial service. Submit written offers only, oral offers will not be accepted. All firms or individuals responding must be registered with the System for Award Management (SAM).

This combined synopsis/solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005‐87; Technical Amendment; Corrections: Docket 2016‐0052; Sequence No. 1. This requirement is unrestricted under North American Industrial Classification Standard (NAICS) code: 721110; Small Business Size Standard: $32.5 million. Interested parties must quote on all line items. Partial quotes will not be accepted. Only one (1) firm fixed price contract award will be made as result of this combined synopsis/solicitation.

STATEMENT OF WORK

REQUIREMENTS: Indian Health Service (IHS) – Phoenix Area Office (PAO), 40 North Central Ave., Phoenix, Arizona 85004‐4424 has a requirement for lodging, parking, and meeting space on June 20‐23, 2016 for a location in San Diego, California. Proposed hotel location must be within 10 miles driving distance from the San Diego International Airport:

San Diego International Airport 3225 N Harbor Dr San Diego, CA 92101

Proposed location must be within walking distance of local amenities and public transportation.

The contractor must be able to provide all requirements specified for conference needs below. Rooms provided for lodging shall be private rooms with adequate toilet facilities. Audio/visual support for equipment setup will be required. The hotel must provide lodging rates within the Government per diem rate or lower for the area.

Government travelers will be checking in on June 19, 2016 and checking out on June 24, 2016. IHS – PAO Acquisition Management reserves the right to conduct an on‐site inspection of offered facilities. Proposals pricing should be inclusive of all applicable taxes and fees.

Each conference attendee will be responsible for calling the hotel and making their own reservations and securing the reservation on their own credit card. The hotel should provide a cutoff date by which the reservations must be made to avoid paying for rooms not reserved for the conference dates. Contractor shall release rooms at a date and time most advantageous to the Government. Contractor shall clearly state on what date the rooms will be released from the reservation block. To be eligible for award under this solicitation, the hotel facility shall be listed with its current status on the System for Award Management (www.sam.gov), be FEMA approved, be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101‐391) (15 U.S.C 2201 et. seq) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Offers proposing facilities that are not listed will be rejected as technically unacceptable. In addition, the offeror’s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101‐336) (42 U.S.C. 12010 et. seq.). Hotel must be able to accommodate any special requirements associated with the aforementioned acts.

The facility must have a 3 Diamond AAA rating or better (according to the AAA Diamond Ratings System). The Government will only pay for actual rooms used. The Government is not responsible for long‐distance phone calls, movie rentals, internet fees and room service charges. Additionally, potential contractors are notified that the Government shall not authorize or release payment for any food or beverage under this potential Contract or provided purchase order. Awarded contractor agrees to receive and store conference items one week prior to arrival. If the selected contractor must accommodate the lodging rooms at multiple hotels this must be identified in their proposal and coordinated with the Government before the conference date.

All offers must either be accompanied by Representations and Certifications and the offeror must be currently registered in the System for Award Management (https://www.sam.gov)

The preferred dates are June 20 – 23, 2016. Alternate dates for consideration are June 27 – June 30, 2016. If offeror is proposing the alternate set of dates then that must be clearly stated in all proposal paperwork that the alternate dates have been proposed.

CLIN 0001 Sunday June 19, 2016 $

Maximum 300 lodging rooms for night of 06/19/2016, non‐smoking, one king bed, two double beds, or two queen beds.

CLIN 0002 Monday June 20, 2016 $

1:00 pm to 6:00 pm General Session Room to accommodate 300 attendees. Theater style seating or suitable alternative at discretion of Government.

CLIN 0003 Monday June 20, 2016 $ 7:00 am to 5:00 pm

Four (4) Registration Tables – Outside General Session Room 2 Chairs per table, Waste basket, phone for complimentary for local calls Event Signage (Indian Health Service (IHS) National Combined Councils Meeting)

CLIN 0004 Monday June 20, 2016 $

11:00 am to 7:00 pm One (1) Conference Committee Board / Storage Room – Boardroom style seating for 15 to be strategically located near the general session room. Wi‐Fi to be included and available.

CLIN 0005 Monday June 20, 2016 $

Audio Visual Requirement in the General Session Room to include:

o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o Head Table (on riser), four chairs o Two (2) standard wired microphones on stands for placement in seating area for question and answers by audience o Two (2) 10’ x 10’ AV Screens o Two (2) video projectors with computer interface.

Projectors on stand with draping.

o One (1) Windows based PC with CD/DVD, Internet and

USB data capabilities. PC to be setup at podium and attached to house audio.

o Ethernet internet access to podium on riser for presenters o Conference line with polycom phone, upon request o On‐site technician to support and operate AV equipment during conference

CLIN 0006 Monday June 20, 2016 $

Maximum 300 lodging rooms for night of 06/20/2016, non‐smoking, CLIN 0007 Tuesday June 21, 2016 $

8:00 am to 2:00 pm

CLIN 0008 Tuesday June 21, 2016 $ 7:00 am to 8:00 pm One (1) Conference Committee Board / Storage Room – Boardroom style seating for 15 to be strategically located near the general session room. Wi‐Fi to be included and available.

CLIN 0009 Tuesday June 21, 2016 $

10:30 am to 6:00 pm Six (6) Breakout Rooms. Open square seating or suitable alternative at discretion of Government to accommodate 50 attendees each.

CLIN 0010 Tuesday June 21, 2016 $ include:

o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o Head Table (on riser), four chairs o Two (2) standard wired microphones on stands for placement in seating area for question and answers by audience o Two (2) 10’ x 10’ AV Screens o Two (2) video projectors with computer interface.

Projectors on stand with draping.

o One (1) Windows based PC with CD/DVD, Internet and USB data capabilities. PC to be setup at podium and attached to house audio.

o Ethernet internet access to podium on riser for presenters o Conference line with polycom phone, upon request On‐site technician to support and operate AV equipment during conference

CLIN 0011 Tuesday June 21, 2016 $

Audio Visual Requirement in the Breakout Session Rooms to include:

o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o One (1) 8’ x 8’ AV Screen o One (1) video projector with computer interface.

o One (1) Windows based PC with CD/DVD, Internet and

USB data capabilities. PC to be setup and attached to house audio.

o Ethernet internet access available

CLIN 0012 Tuesday June 21, 2016 $

Maximum 300 lodging rooms for night of 06/21/2016, non‐smoking, CLIN 0013 Wednesday June 22, 2016 $

CLIN 0014 Wednesday June 22, 2016 $ 10:30 am to 3:45 pm Six (6) Breakout Rooms. Open square seating or suitable alternative at discretion of Government to accommodate 50 attendees each.

CLIN 0015 Wednesday June 22, 2016 $ 4:00 pm to 6:00 pm Nine (9) Breakout Rooms. Hollow square seating or suitable alternative at discretion of Government to accommodate 40 attendees each.

CLIN 0016 Wednesday June 22, 2016 $ include:

o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o Head Table (on riser), four chairs o Two (2) standard wired microphones on stands for placement in seating area for question and answers by audience o Two (2) 10’ x 10’ AV Screens o Two (2) video projectors with computer interface.

Projectors on stand with draping.

o One (1) Windows based PC with CD/DVD, Internet and

USB data capabilities. PC to be setup at podium and attached to house audio.

o Ethernet internet access to podium on riser for presenters o Conference line with polycom phone, upon request

CLIN 0017 Wednesday June 22, 2016 $

Audio Visual Requirement in the Breakout Session Rooms (Morning) to include:

o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o One (1) 8’ x 8’ AV Screen o One (1) video projector with computer interface.

o One (1) Windows based PC with CD/DVD, Internet and

USB data capabilities. PC to be setup and attached to house audio.

o Ethernet internet access available

CLIN 0018 Wednesday June 22, 2016 $

Audio Visual Requirement in the Breakout Session Rooms (Afternoon; 4:00pm to 6:00pm) to include:

o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o One (1) 8’ x 8’ AV Screen o One (1) video projector with computer interface.

o One (1) Windows based PC with CD/DVD, Internet and

USB data capabilities. PC to be setup and attached to house audio.

o Three (3) additional power strips to accommodate participants in hollow square o Conference line w/ polycom phone (upon request) o Ethernet internet access available

CLIN 0019 Wednesday June 22, 2016 $

Maximum 300 lodging rooms for night of 06/22/2016, non‐smoking, CLIN 0020 Thursday June 23, 2016 $

2:00 pm to 4:00 pm

CLIN 0021 Thursday June 23, 2016 $

Nine (9) Breakout Rooms. Hollow square seating or suitable alternative at discretion of Government to accommodate 40 attendees each.

CLIN 0022 Thursday June 23, 2016 $ include:

o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o Head Table (on riser), four chairs o Two (2) standard wired microphones on stands for placement in seating area for question and answers by audience o Two (2) 10’ x 10’ AV Screens o Two (2) video projectors with computer interface.

Projectors on stand with draping.

o One (1) Windows based PC with CD/DVD, Internet and

USB data capabilities. PC to be setup at podium and attached to house audio.

o Ethernet internet access to podium on riser for presenters o Conference line with polycom phone, upon request

CLIN 0023 Thursday June 23, 2016 $

Audio Visual Requirement in the Breakout Session Rooms to include:

o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o One (1) 8’ x 8’ AV Screen o One (1) video projector with computer interface.

o One (1) Windows based PC with CD/DVD, Internet and

USB data capabilities. PC to be setup and attached to house audio.

o Three (3) additional power strips to accommodate participants in hollow square o Conference line w/ polycom phone (upon request) o Ethernet internet access available

CLIN 0024 Thursday June 23, 2016 $

Maximum 300 lodging rooms for night of 06/23/2016, non‐smoking, CLAUSES INCORPORATED BY REFERENCE:

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):

https://www.acquisition.gov/far/ (FAR) and (HISR);

52.212‐1 Instructions to Offerors – Commercial Items (OCT 2015) 52.212‐2 Evaluation ‐‐ Commercial Items. 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 and award procedures in FAR 13.106 apply. This is a best value decision and award may be made to other than the lowest priced offeror. The following factors shall be used to evaluate offers:

Pass / Fail Factors

1. Availability of preferred date(s)/timeframe

2. Property Available within delineated area

3. Inclusion on U.S. Fire Administration Hotel and Motel National Master List

If an offer is found to fail any of the above factors their offer will not be evaluated further as the response will be considered to be “unresponsive”.

1. Technical Capabilities A. Availability of preferred date(s)/timeframe;

B. Location (local amenities and public transportation within walking distance (.5 miles) of hotel);

C. Accommodations, to include conference room space, and parking for attendees;

D. A/V capabilities;

2. Past Performance (This factor considers the quality of the contractor’s past performance services of similar nature. Contractor’s without relevant past performance will not be evaluated favorably or unfavorably in regards to the past performance. Offer must provide at least three

(3) samples of past performance experience to include customer satisfaction, quality of work, cost control); and

3. Available Amenities

A. Free airport transportation / shuttle from San Diego International Airport B. Free wireless and/or internet connectivity in facility and guest rooms

C. Free or reduced rate for hotel parking

4. Price/Availability of per diem rates or lower discount.

The evaluation factors are listed in descending order of importance. Technical factors and past performance, when combined, are significantly more important, when compared to price.

52.212‐3 Offeror Representations and Certification ‐ Commercial Items (MAR 2016);

52.212‐4 Contract Terms and Conditions Commercial Items (MAY 2015);

52.212‐5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (MAR 2016);

52.222‐3 Convict Labor (JUN 2003);

52.222‐21 Prohibition of Segregated Facilities (APR 2015);

52.222‐26 Equal Opportunity (APR 2015);

52.222‐36 Equal Opportunity For Workers With Disabilities (JUL 2014);

52.222‐41 Service Contract Labor Standards (MAY 2014);

52.225‐1 Buy American Act – Supplies (FEB 2009);

52.225‐13 Restrictions on Certain Foreign Purchases (JUN 2008);

52.232‐33 Payment by Electronic Funds Transfer – System for Award Management (JUL 2013) (31 U.S.C.

3332);

52.232‐34 Payment by Electronic Funds Transfer – Other than System for Award Management (MAY 1999);

52.233‐2 Service of Protest (SEP 2006) 52.252‐1 Solicitation Provisions Incorporated by Reference 52.204‐7 System for Award Management (JUL 2013);

13.5 ADDENDUM – ADDENDUM to FAR 52.212‐5 Instructions to Offerors – Commercial Items Sub‐Part

13.5 Simplified Procedures for Certain Commercial Items

PROPOSAL REQUESTS:

52.212‐1 Instructions to Offerors – Commercial Items (OCT 2015) Addendum:

All requests for a solicitation package must be submitted in writing to Joshua Pearlman by email:

Joshua.pearlman@ihs.gov or fax to (602) 364‐5030. Please include with your completed solicitation package all price, descriptive literature, and technical proposals. Completed proposals and informational materials shall be due no later than 1:00pm PST on 04/27/2016. Any questions should be submitted in writing via e‐mail to Joshua.pearlman@ihs.gov by 4/15/2016 at 3:00PM PST.