RFP.docx

U.S. Department of State

Short Term Training Student Lodging SPAS/PD Division

Contents

1.0 General Information

2.0 Contracting Office Address

3.0 Purpose

4.0 SS Objectives and General Requirements

4.1 Objectives

5.0 Acquisition Strategy

6.0 Inquiries

7.0 Responses

7.1 Response Format

7.2 Response Content

7.3 Response Deadline and Submission Location

8.0 Primary Point of Contact

9.0 Market Research Questionnaire

10.0 Statement of Work

1.0 General Information

2.0 Contracting Office Address

3.0 Purpose

This is a Sources Sought (SS) only. This SS is being conducted pursuant to the Federal Acquisition Regulation (FAR) Subpart 5.201(c). No contract will be awarded from this announcement and no reimbursement will be made for any costs associated with providing information submitted in response to this SS; all costs associated with responding to this SS will be solely at the responding party’s expense.

This SS is issued solely for informational and planning purposes; it does not constitute a Request for Proposal (RFP), Request for Quote (RFQ) or any obligation on the part of the Government. Responses to this notice are not offers and cannot be accepted by the U.S Government to form a binding contract. The State Department is not at this time seeking proposals, nor will it accept unsolicited proposals. The Government will utilize the information provided only to develop the acquisition strategy for a possible future requirement. Failure to respond to this requirement does not preclude participation in the anticipated RFP/RFQ (if issued).

Please be advised that all submissions become Government property and will not be returned. It is the responsibility of the interested parties to monitor the Federal Business Opportunities (www.fbo.gov) site for additional information pertaining to this SS.

4.0 SS Objectives and General Requirements

4.1 Objectives

This SS is to improve small business access to acquisition information and enhance competition by identifying contracting and subcontracting opportunities to assist the State Department and Foreign Service as part of a Short Term Training Student Lodging.

5.0 Acquisition Strategy

A contract is not being solicited nor awarded from this announcement; however, in the event that the Government proceeds toward a solicitation/award, a firm fixed-price contract would be most likely. Responses may include potential firm fixed-price CLIN structures for use in a possible RFP/RFQ.

6.0 Inquiries

All questions regarding this SS must be submitted, in writing via email to tongaw@state.gov. Questions will be addressed within a reasonable amount of time, generally no more than 48 hours after receipt.

7.0 Responses

7.1 Response Format

***ALL RESPONSES ARE TO BE UNCLASSIFIED. DO NOT PROVIDE CLASSIFIED INFORMATION IN A RESPONSE TO THIS SOURCES SOUGHT***

Vendor responses should not exceed three (3) pages and shall include the completed Market Research Questionnaire (SECTION 9.0) and submitted in a PDF file type. The format for the SS responses is described below:

7.2 Response Content

1. Introduction: Provide a brief description of existing capability to perform the requirements or provide proposed Statement of Work (SOW) language for the services and/or any proposed solution. In the event your company chooses to provide information subject to inclusion in a future RFP/RFQ SOW, clearly identify those portions and provide any appropriate authorizations for release of that portion of information within any subsequent RFP/RFQ SOW issued by the Department of State, exclusive of any proprietary markings.

2. Technical Capability: The respondent’s technical ability shall describe the services and/or any product solution(s) or dataset for the areas described in Paragraph 6.0 of this SS. To help the Government with its gathering of market research, the responses should include an overall description of the proposed services and/or any product solution(s) and provide technical data and a demonstrated ability for those areas identified. The descriptions should include lead time/schedule information for delivery of services and/or product(s). Interested parties should provide information on their ability to use existing assets if available, and they should discuss their ability to procure, customize/configure, maintain, and/or provide technical support for the resources needed to provide the proposed services and/or product(s). Interested parties should also describe potential technical benefits of their proposed services and/or product solution(s) in terms of existing technologies or resources within industry, and they should address potential improvements/enhancements/cost efficiencies of specific approaches. Interested parties should provide any other relevant supporting documentation demonstrating capabilities.

Note: Proprietary information and/or trade secrets, if any, must be clearly marked on all materials. All information received that is marked Proprietary will be handled accordingly.

7.3 Response Deadline and Submission Location

Submit the required information in a MS Word Doc. or, pdf file attachment to Aaron Tong, Contract Specialist, at tongaw@state.gov. Please include "Short Term Training Student Lodging" in the e-mail subject line. If you have any questions regarding this Sources Sought Notice, please submit them via e-mail to tongaw@state.gov. The submission closing date is February 21, 2019 at 14:00 ET.

8.0 Primary Point of Contact

Aaron Tong Contract Specialist tongaw@state.gov

9.0 Market Research Questionnaire

The United States Department of State (DoS), is conducting market research in compliance with Federal Acquisition Regulation, Part 10. The Government contemplates award of a Firm-Fixed Priced type contract. A single solicitation will be issued for short term training student lodging to support the Political Diplomacy Division, within the coming weeks.

Please answer the following questions:

The North American Industrial Classification (NAICS) code for the services is 721110 which sets the small business size standard at an average annual receipts of $32,500,000. A size standard is the largest that a concern can be and still qualify as a small business for Federal Government programs. For the most part, size standards are the average annual receipts or the average employment of a firm. Please indicate NAICS your firm’s eligible to bid under.

Based upon this standard, what is your business size? ___Small___Large___Other

Can your firm provide the service as either a prime contractor or as a subcontractor?

________Prime _______Subcontractor

If you are a small business, what level of subcontracting, if any would your firm utilize? Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be explained for employees of the concern.

Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program.

“8(a)”________ Women-owned small business concern_________ Veteran-owned small business concern_________ Service-disabled veteran-owned small business concern_________ Use of a price evaluation adjustment for a small disadvantaged business concern_______

Can you provide firm fixed unit prices for the scope of work detailed under the attached statement of work?

Is a Blanket Purchase Agreement (BPA) or Indefinite-Delivery Indefinite-Quantity (IDIQ) task order contract a better contract type for this requirement?

7) Please provide any feedback, areas for clarification, or questions on the draft requirements document for government review and consideration. Your feedback is appreciated as we continued to refine the requirement.

All potential offeror’s are advised if solicitation is issued it will include the clause at FAR 52.212-4(JAN 2017) for Commercial Items, paragraph (t) System for Award Management (SAM). If your company is not registered in SAM, registration can be made at http://www.sam.gov/

Please indicate any General Services Administration Federal Supply Schedule (FSS) contract number(s) your firm has been awarded in association with the aforementioned services and their respective expiration date(s).

GSA number(s):________________________________ Expiration date(s): ______________________________

Please Provide the GSA Category you will be able to provide the services under (Example: MOBIS, Professional Services Schedule, Industrial Group, TAPS…)

7) Please furnish the following information in reference to your firm:

Name: ____________________________ Address: __________________________ Point of Contact: ____________________ Telephone Number: _________________ E-mail Address: _____________________ DUNS Number: _____________________

10.0 Statement of Work

INTRODUCTION

The U.S. Department of State's (DOS) George P. Shultz National Foreign Affairs Training Center, Foreign Service Institute (FSI) provides training and professional development to personnel of the Department of State, and the foreign affairs community.

BACKGROUND

FSI Program Offices arrange group and individual lodging for some participants in short-term training at FSI.

PERIOD OF PERFORMANCE

The base ordering period shall be on or about 9/1/19 to 8/31/2020 following 4 one year ordering periods.

ANTICIPATED QUANTITIES

The government estimates approximately 1-25 participants per course for approximately 43 course offerings, or approximately 6,000 total room nights per fiscal year for this requirement. An average course runs six (6) - 15 nights at a time. Offerors be advised that changes occur frequently due to Department training needs, funding, and scheduling.

TRAINING LOCATION

The George P. Shultz National Foreign Affairs Training Center, Foreign Service Institute (FSI) is located at the following address:

4000 Arlington Boulevard Arlington, VA 22204

RESERVATION PROCEDURES

Upon issuance of the written BPA Call, the COR or his/her designee will provide the hotel with a participant rooming list with authorized arrival and departure dates for each individual. The COR or his/her designee will update the hotel as changes occur in the rooming list prior to the deadline. The COR shall only make changes within the parameters of the BPA Call. Any other changes will be made by a modification to the order and will be issued by the Contracting Officer. The final authorized list shall be provided by the COR or his/her designee no later than 5:00 p.m. on the day before the scheduled arrival date.

Travelers who choose to arrive earlier or depart later than the authorized group reservation will contact the hotel directly with their plans. The government bears no responsibility in these reservations nor any charges incurred. The hotel shall communicate directly and arrange for payment with travelers for reservations beyond the authorized list provided by the COR.

OVERBOOK POLICY

Contractor shall not confirm reservations under any BPA Call in excess of the space available.

LATE ARRIVAL/NO-SHOW/CANCELLATION POLICY

Travelers who have guaranteed their reservation under a BPA Call shall be ensured of their reservation until checkout time on the day following the scheduled arrival time. The traveler/guest or the COR or his/her designee may notify the Contractor on behalf of the traveler of late arrival, no-show, or cancellation. The Contractor shall accept such notification via phone call or email. The contractor shall accept cancellations without penalty up until 5:00 p.m. on the day before the scheduled arrival date.

If a traveler with a guaranteed reservation fails to check in, cancel, or modify their reservation within this notification time period, the government, at the option of the Contractor, is liable for charges for the first night of the traveler’s reservation. If, however, the contractor is able to assign another customer to that room then the liability will be reduced accordingly.

The Contractor must accept changes or modifications of departure date. There shall be no charge for guest early departure. The Contractor shall notify the COR or his/her designee of the traveler's early departure as soon as he is informed of the new departure date. The COR may request to extend a traveler’s stay if sufficient funding remains and if it is within the period of performance on the BPA Call. There shall be no additional changes (beyond the contracted daily rate) for extensions requested by the COR.

FACILITY REQUIREMENTS

All facilities shall possess or meet all the criteria as stated below. The contractor shall provide a block of lodging rooms in a facility which is currently operating as an ongoing lodging facility and business catering to customers. Contracted hotels shall be located no more than six (6) miles and 30 minutes in peak rush hour driving traffic from the Foreign Service Institute campus at the George P. Shultz National Foreign Affairs Training Center.

Any facility providing an offer must be FEMA approved. Facilities must also be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 W.S.C. 2201 et. Seq.) to be eligible for award. Offerors proposing facilities which are not listed as compliant will be rejected as non-responsive. In addition, facilities must be compliant with Federal, State, and Municipal Health Codes and the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). Contractor shall be in possession of a current, valid certificate of occupancy for each property used.

The contractor must maintain compliance and certifications throughout the term of the award.

SECURITY/SAFETY

The Contractor shall provide an environment that is in compliance with all safety codes required by law. At a minimum, the Contractor is required to have the following:

a) The contractor facility shall be equipped with preferably Electronic Key Lock system or normal key locks on guest room access doors and all other primary guest entrances and exits in all buildings. Secondary or doors limited to essential staff entry/exit only will employ appropriate measures to ensure limited controlled access.

b) The contractor shall have a Fire Protection policy which includes a written plan reviewed by the local fire department, and the contractor shall rehearse this plan with its entire staff at least semi-annually for all buildings.

c) The Contractor shall ensure that the hotel has a minimum of one English-speaking staff member who can handle security and emergency issues at every property.

d) The Contractor shall provide adequate on site front desk and or security personnel 24 hours per day, seven days per week.

e) The Contractor's designated security manager shall maintain ongoing dialogue with police or equivalent to stay aware of threat/crime in the area. This may include but not be limited to video coverage and surveillance of entrances/exits.

f) The Contractor shall have in all buildings view ports, deadbolts, and secondary locks on guest room doors.

g) The Contractor shall have self-closing guest room doors.

h) The Contractor shall have parking lot security which includes but is not limited to the entire parking area being well lit.

LODGING REQUIREMENTS

General Requirements The hotel must be rated at the AAA Three Diamond or better as shown at: http://midatlantic.aaa.com/Travel/Hotels

The hotel must have capacity to accommodate 25 or more guests in individual rooms in a block reservation at one time.

The guest rooms must be accessible only by the interior of the building.

Hotel must have sufficient Smoke Free rooms for all travelers under this contract (note: smoking rooms are not required but may be offered to travelers at check-in as an option if available and desired).

Early check-in times to accommodate flight arrivals (as available).

Late check-out times to accommodate flight departures (as available).

Accommodations to temporarily store luggage (up to five days) in a secure location while guest attends meetings before departing for airport on check-out date.

Hotel must be within one of the following radius 0.5 – 6 miles of a metro station and restaurants or 30 minutes away in peak rush hour commute.

The hotel must be located no more than six (6) miles and 30 minutes away in peak rush hour commute time. (See Facility Requirements)

Parking for FSI instructors/Staff as needed (no more than three per group).

Hot breakfast served daily between 6-9 am (optional); indicate if breakfast is included in the price (there is no penalty for hotels who do not offer a hot breakfast as part of their rate).

Should the price of per diem for lodging fall below the contract rate, the contract rate shall be adjusted to not exceed the price of per diem for lodging.

Room Requirements Rooms must be individual/private sleeping rooms with private toilet and shower/tub facilities.

Include industry standard services such as complimentary toiletries, daily clean linen and towel service.

In-room or common area Wi-Fi service.

Desk equipped with laptop outlet, telephone and lighting.

Closet space for hanging clothing, and drawer space for folded clothing.

In-room microwave, refrigerator, coffee pot in room with coffee, tea and condiments.

Iron and ironing board available.

Basic cable television, local and long distance telephone service, wake up calls or alarm clock/radio, hairdryer, and security safe or lock box.

Cleanliness Requirements Guest rooms, corridor floors, walls and ceilings must be free of debris, marks and damage.

All guest room furniture, fixtures and equipment must be clean, neat and well-maintained.

Sink, tub, shower, toilet, bidet must be clean, free of hairs, stains and discoloration.

Bathroom tile and grouting must be clean, not discolored, cracked or mildewed.

Faucets and drains must operate smoothly and easily.

Minimum bath linens are present (one bathmat; two each of facecloth, hand towel and bath towel) and are free of spots, stains, tears and obvious frays.

Conference Room Conference/Meeting room access to accommodate approximately 28 people with table, chairs, water, and flip charts available for approximately one hour, for five to six courses annually. AV capabilities and setup (projector, speakers and screen and Wi-Fi.)

Though not required, preference will be given to offerors who meet/exceed all requirements and that offer additional amenities such as a fitness center, business center, etc.

ADDITIONAL CHARGES/INCIDENTAL EXPENSES

Incidental expenses, such as but not limited to room service, telephone calls, pet deposit, movie and game rentals, restaurant invoices, parking, etc., are the responsibility of the individual traveler, and shall be billed to the individual. FSI will not pay for any charges beyond the agreed upon number of rooms at the nightly room rate.

Any additional days not requested and authorized by the COR shall be billed directly to the guest. Damages to furnishings, appliances, and facility shall be charged directly to the guest.

SHUTTLE REQUIRMENTS

The hotel must offer a shuttle service to/from FSI on business days exclusively for guests listed on the BPA Call rooming list, and meeting the following requirements:

Shuttle capacity shall be sufficient to accommodate the number of guests lodging under each BPA Call and shall provide on-time arrival and departure at the training center in one trip according to the schedules provided by COR or his/her designee.

The shuttles shall transport the group up to 25 students together to the FSI Visitor’s Center drop off area. The typical class schedule normally will require drop off between at 7:30 a.m. and 9:00 a.m. and pickup between 4:00 p.m. and 5:00 p.m. The schedules, however, are determined by the COR or his/her designee and will be tailored to each BPA Call. The schedules will be provided to the hotel three-to-five business days prior to the course or first day of transport, but are subject to change.

The shuttle shall display signage for each group that it is scheduled to transport to aid the students in locating their assigned vehicle and to ensure sufficient space on the shuttle for the actual students for which it is provided.

Class start and stop times sometimes change during infrequent early dismissal. Early dismissal does occur occasionally on the day prior to holiday or a weather emergency, as authorized by Department of State officials for Department employees and students at FSI. The hotels will be informed of early dismissal as early as possible.

All shuttle service vehicles shall have air conditioning and heating. Buses or shuttle service vehicles shall be maintained in a quality and safe operating condition. Mandatory regional vehicle safety inspections/certifications and decals shall be current and displayed. Bus or shuttle drivers should not solicit payment or gratuities from the students.