70LGLY21QGLB00056.pdf

Federal Law Enforcement Training Center Off Center Lodging Services

70LGLY21QGLB00056

Notes to Offerors

COMBINED SYNOPSIS/SOLICITATION: 70LGLY21QGLB000056

OFF CENTER LODGING SERVICES, FLETC, GLYNCO, GA

This is a combined synopsis/solicitation for lodging of students as a Request for Quotes (RFQ) 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; offers are being requested and a written solicitation will not be issued.

The RFQ number is 70LGLY21QGLB00056 and MUST be referenced on any documentation submitted to the Government.

This commercial item acquisition will be full and open competition with a geographical restriction. The associated North American Industry Classification System (NAICS) code is 721110. This acquisition may result in multiple awards.

System for Award Management. By submission of a bid, the bidder acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the bidder does not become registered in the SAM database by time of submission of quote, the Contracting Officer will proceed to award to the next otherwise successful registered bidder.

Bidders may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.sam.gov.

This is a 100% set aside for small business with geographical area restrictions for an area within 40 driving miles from the Federal Law Enforcement Training Center (FLETC) Front Gate. The address for the front gate is 1131 Chapel Crossing Road, Glynco (Brunswick), Georgia. No hotel/motel will be considered for an award if the hotel/motel complex is outside of the 40 driving mile restriction mentioned above.

Services are for Off Center Lodging as detailed in the Requirements listed below.

All questions concerning this acquisition must be submitted by June 14, 2021; 2:00 pm ET.

Questions will be answered via a special note posted on Beta.sam.gov. Questions are to be submitted to erin.johnson@fletc.dhs.gov with a cc to Sheila.Henley@fletc.dhs.gov. Question received after this date and time will not be accepted.

This RFQ documents and incorporated provisions and clauses are those in effect through Federal Acquisition Regulation (FAR) Circular: FAC 2021-05.

Acceptance of an award certifies that the firm will comply with FAR 52.222-50, Combating Trafficking in Persons, by notifying all employees and subcontractors at all levels.

Any resultant awards will be subject to the Service Contract Act. Wage Determination 1998- 0294, Revision 43, dated 12/21/2020 has been attached for your reference. Employees must be paid the rate listed on the attached Wage Determination when performing work under any https://www.sam.gov/ mailto:erin.johnson@fletc.dhs.gov mailto:Sheila.Henley@fletc.dhs.gov resultant award. This applies only to the time the employee spends performing work under any resultant award. These rates must be incorporated into the nightly rate quoted. For questions on how to determine what an employee is to be paid, please contact Department of Labor.

Offerors are to submit quotes in accordance with 52.212-1 Instructions to Offerors listed below. Quotes that differ from the instructions listed in 52.212-1 will be considered unresponsive and will not be evaluated nor eligible for award. It is the contractor’s responsibility to ensure all required information is submitted correctly when providing a quote, the offeror will not be contacted if they are missing information. There quote will be determined unresponsive. (See page 15, 16, and 17).

A. Requirements and Dates

The Government has a requirement for needing an estimated 800 rooms during the months of July 1, 2021 to September 30, 2021 for lodging students. This number is subject to change based on class changes and cancellations. The number is total rooms and will be broken down by class. At this time the Government does not know the specific arrival dates or departure dates because classes are still registering. Specific classes with number of students, arrival dates, and departure dates will not be finalized until the third week in the preceding month. Classes will arrive at different dates though out the months of July 2021 through September 2021. Rooms will be ordered for the amount of students in one (1) class. Thus multiple awards are expected.

Classes range from 24 students to 48 students; however, may be smaller or larger than 24 or 48.

The classes will be arriving and departing at different times. For example, there may be two (2) classes of 24 students arriving on 1/7/18 and departing on 1/12/18; four classes of 24 to 48 students arriving on 1/7/18 and departing on 1/13/18; and then six classes of 24 to 48 students arriving on 1/14/18 and departing on 1/27/18. The Government understands that availability will change due to changes and public use. Due to this, the Government will check with the quoter to see if the number of rooms quoted for a certain time period are still available before any resultant award(s). Hotels/motels will have 24 hours to respond to this email request for availability.

Note: there are optional line items that may or may not be used. Offerors do not have to quote on option line items. However, if offerors do not quote on option line item; then the hotel/motel will not be considered if option line items are needed.

Please submit a completed form HOTEL SERVICES AND PRICES along with additional documentation required under 52.212-1, 52.212-2, and 52.212-3 below to erin.johnson@fletc.dhs.gov with a cc to Sheila.Henley@fletc.dhs.gov no later than 2:00 pm, ET, June 21, 2021. A separate form can be submitted for each month. A different format from the Hotel Services and Prices CANNOT be used to provide a quote. If you are quoting for different hotels; then a separate Hotel Services and Prices form is to be submitted for each hotel. It is acceptable to submit hotel availability dates on a separate sheet; however, the Hotel Service and Prices form must be attached with all information filled in but under the line items a “see attached” and the dates are to be clearly listed for each of the line items (0001, 0002, etc). See 52.212-1. If information required in the Hotel Service and Price form and the required documentation under 52.212-1, 52.212-2, and 52.212-3 is not submitted with your quote; then your quote will be considered for an award.

Note: If you are quoting for a hotel that requires a toll to get to (i.e. Jekyll Island); then the hotel is responsible for reimbursing the students on the day of arrival and then supplying passes that will cover the reminding dates of the students stay. This fee should be included in your per night rate.

Note: If you are quoting for a hotel that has additional fees other than hotel room (i.e. parking etc); then this fee must be included in your night rate.

Note: If you are quoting as a third party; then provide a written statement from the Owner or General Manager of the hotel that gives you permission to quote for their hotel. This written statement must also include a point of contact (POC) at the hotel that is authorized to make changes in the event of emergencies and the third party cannot be reached; along with a mailto:erin.johnson@fletc.dhs.gov statement that the POC is aware and knowledgeable of the terms and conditions of this RFQ; and the POC understands that only a Contracting Officer can make changes to any order. If a site visit is required the third party and the POC will be notified beforehand.

1. Requirements

1.1. Scope of Work

a. Contractor shall furnish all labor, materials, equipment, management and supervision, for the length of stay indicated on orders. Hotels/Motels must be within 40 driving miles from the front gate of FLETC, Glynco, GA.

b. These services shall be performed in support of the training programs at the DHS, FLETC located in Glynco, GA as described herein:

(1) This performance-based, firm-fixed price (FFP) contract describes the services to be performed as a result and provides to the contract both a standard for acceptable performance and quantities, limits, or areas that the service covers. The Contractor shall be responsible for achieving the stated results.

(2) The Contracting Officer (CO) shall appoint the Contracting Officer’s Representative (COR) for this contract at time of award. During the terms of this contract any changes of the COR will be in writing to the Contractor.

1.2. Contractor Personnel

a. The Contractor shall manage the total work effort associated with the requirements of this PWS to assure adequate and timely completion of services. All employees assigned by the Contractor to the performance of work under this contract shall be capable and experienced in the type of work assigned or be given on the job training by the Contractor. All Contractor employees must be physically and mentally capable to perform the essential functions and demands of their assigned work in a safe and effective manner. Contractor shall ensure that all Contractor’s personnel have, as a minimum, a thorough knowledge of the contract specifications that pertain to their particular work skills. Prior to commencing work, the Contractor shall ensure employees are not under the influence of alcohol, drugs, or any other incapacitating agent(s).

The Contractor shall ensure each employee is alert and capable of exercising good judgement, and implementing instructions.

b. The Contractor shall not employ any person who is an employee of the United States Government without the consent of the CO. The CO will determine if the employment of that person would create a conflict of interest. The Contractor shall ensure employees conduct themselves in a courteous and businesslike manner at all times. The Contractors shall ensure that no Contractor personnel accept gratuities of any kind. The Contractor shall ensure employees practice acceptable personal hygiene at all times and shall present a neat appearance.

1.2.1. Manager/Alternates

Contractor shall designate in writing at time of proposal, the name of the Program/Hotel manager and alternate. This should be included on the Hotel Services and Prices form. These individuals shall be assigned to the facility and available to meet with the CO and/or COR at the facility between the hours of 8:00 am and 5:00 pm EST Monday through Friday, excluding federal holidays. Also at this, time designate in writing a point of contact for weekends, before 8:00 am, after 5:00 pm, and holidays. This person must be able to act on all contract matters. The employee’s designation shall include at the minimum, the manager’s name, business email, office phone number. If the designated point of contract leaves employment, the establishment must provide the Government with the new point of contract within four (4) hours of notification of employment termination.

1.2.2. Front Desk Clerk

a. Contractor shall ensure Front Desk Clerk is available on a 24-hour basis to include Federal holidays and weekends in order to assist in resolving student issues regarding the quality of assigned rooms.

b. Contractor shall ensure that the Front Desk Clerk maintains a daily log of FLETC student complaints. Upon request from the CO/COR, the Contractor will provide the student complaint log.

1.3. Other Requirements

The Contractor shall conduct the hotel/motel operation in strict compliance with all Federal, State and Local requirements and with all applicable provisions of the Department of Labor Wage Determination s (Section J, Attachment 1).

1.3.1. Safety

a. The Contractor shall conduct the operation in strict compliance with:

(1) The Occupational Safety and Health Act of 1970 (Section J, Attachment 2).

(2) The Hotel and Motel Fire Safety Act of 1990 (Section J, Attachment 3).

(3) The Fire Administration Authorization Act of 1992 (Attachment 4).

(4) The National Fire Protection Act (NFPA) 101 Life Safety Code.

1.3.2. Health Safety

Contractor shall:

a. Ensure employees clean their hands according to CDC guidelines, including before and after contact with members and after contact with surfaces or equipment.

b. Initiate social distancing actions to restrict guest and students from gathering in large numbers within the hotel.

c. Notify CO/COR of student gathering in large numbers ignoring social distancing requirements on the following business day.

1.3.3. Fire Safety

All hotel/motel facilities shall comply with current Federal, State, and Local health, fire, and safety regulations.

1.3.4. Handicap Accessibility

Contractor shall conduct the operation in strict conformance with all Federal, State, and Local requirements and with all applicable provisions of the Americans with Disabilities Act (ADA).

1.3.5. Advertisement/Signage

a. The Contractor shall not place any signage in public view referencing in any way to FLETC or FLETC’s students housed on the premises. Contractor shall place any informational signage specific to FLETC students in the rooms utilized by the students.

b. The Contractor shall maintain the anonymity of FLETC students at all times. Contractors who knowingly display signage or share information with individuals who do not have a need to know may incur penalties in the form of a Contract Discrepancy Report (CDR) and/or risk the termination of their contract. Area hotels/motels shall not refer to FLETC or its students in any form of advertisement (e.g., print media, internet, television, radio, etc...). Contractor shall only respond to inquiries for student information submitted by the CO or COR. Any other FLETC personnel requesting student information, either by phone or in person, shall be referred back to the CO or COR.

c. Contractor shall post signs throughout the facility describing ways to prevent the spread of germs and proper hand washing techniques

1.3.6. Security

a. Contractor shall:

(1) Ensure at all times the personal security and safety of FLTECs students. The COR will conduct security checks during random room inspections of rooms occupied by FLETC students.

(2) The Contractor shall ensure that the premises are free of loud noises (e.g. loud music, TV or guest), public drunkenness, illicit drug use, drug sales, prostitution and transients.

(3) Prior to students’ arrival and during students’ stay, the Contractor shall ensure that measures have been taken to prohibit the unauthorized entry into FLETC assigned rooms (e.g. re-coding/re-keying and or changing locks). These actions shall be taken for situations where room keys or access cards have been reported missing, lost or stolen.

(4) With the exception of cleaning staff, hotel managers, hotel maintenance staff, and Emergency Responders, the Contractor shall not allow entry to rooms occupied by FLETC students to any persons unless authorized by the CO/COR.

(5) The Contractor shall maintain the security of FLETC occupied rooms during cleaning and maintenance services by ensuring staff maintain room doors locked at all, times when housekeeping and maintenance personnel are not in the rooms. The Contractor shall ensure that staff secure all room doors upon completion of housekeeping and maintenance services.

1.3.7. Do Not Disturb Signs

a. If Do Not Disturb Signs preclude the hotel/motel staff from performing the required services the hotel/motel management shall notify the CO/COR via email, during normal duty hours from 7:00 AM to 4:30 PM, Monday through Friday, with the exclusion of Federal Holidays. The email shall identify the class, room and name of the student utilizing the do not disturb sign during normal training hours.

b. The hotel/motel management shall not address the use of the do not disturb signs directly with FLETC students.

1.3.8. Service Animal

a. A service animal must be under the control of its handler. Under ADA guidelines, service animals must be harnessed, leashed, or tethered, unless the individual’s disability prevents using these devices or these devices interfere with the service animal's safe, effective performance of tasks. In that case, the individual must maintain control of the animal through voice, signal, or other effective controls.

b. Students with service animals are protected, by law, under Title III (public accommodations and commercial facilities) of the ADA (Section J, Attachment 5). The Government will inform the hotel/motel manager of a student checking into the hotel/motel with a registered service animal. The student and service animal shall be accommodated, unless the animal poses a disruption or direct threat to hotel/motel staff or its patrons. The contractor may request, from the student, the service animal’s registration documentation.

c. The Contractor shall immediately notify the CO/COR, if a service animal poses a threat to hotel/motel staff or other patrons.

1.3.9. Pest Control

a. The Contractor shall provide pest control services for all rooms occupied by FLETC students at least once per month and/or when requested by the Government during the duration of the student’s stay. Notification shall be provided to occupant(s) prior to scheduled spraying, and/or after Government, request(s) for special spraying has been accomplished. Contractor shall provide a copy of the Pest Control Record to the CO/COR upon request.

b. Upon notification of a bed bug complaint, the Contractor shall immediately reassign the occupant to another room at no cost to the Government and shall have the room inspected by the Contractor’s servicing pest control company. Once the inspection has been completed, the contractor will forward the pest control report to the CO/COR upon receipt, but no later than 24 hours after completion of the inspection.

All pest control companies and their employees shall be licensed and certified in accordance with the “Georgia Structural Pest Control Act,” Chapter 620-3. The Contractor shall use only those pesticides that comply with the Federal Insecticide, Fungicide and Rodenticide Act (7 U.S.C.135 et seq.). The Federal Insecticide, Fungicide and Rodenticide Act (7 U.S.C.135 et seq.) can be found at the following web address:

https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved =2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww .epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA as amended by the Federal Environmental Pesticide Control Act of 1972, Public Law 92-526 (86 Stat. 973). Public Law 92- 526 can be found at the following web address:

https://www.fws.gov/laws/lawsdigest/FEDENVP.HTML.

1.3.10. Air Conditioner (A/C) and or Packaged Terminal Air Conditioner (PTAC)

a. AC/PTAC units shall be free of dust, rust, mildew, and mold. The contractor shall ensure that unit cleanings occur in accordance with manufacturer’s maintenance and cleaning instructions in rooms occupied by FLETC students.

b. COR will conduct random inspections on AC/PTAC units within student occupied rooms. With the exception of mold, the Contractor shall take correct action within 24 hours for instances where AC/PTAC units are not in compliance with Section 1.3.10 paragraph a. If during inspection, signs of mold are discovered within the AC/PTAC unit, the Contractor shall take immediate action to relocate the student to another room at no cost to the Government.

1.3.11. Quiet Hours

a. FLETC students’ assigned lodging at hotels/motels shall follow the quiet hour policy of the assigned hotel. The Contractor shall notify the student(s) of quiet hour restrictions upon check-in.

b. If FLETC students’ fail to comply with established quiet hours and interfere with the peace and quiet of other guest, the hotel may notify local law enforcement to assist with the student disturbance. The Contractor shall inform the CO/COR via email, on the next business day of the action taken, and provide the student’s/students’ name(s), class and room number(s).

The Government will take action to inform the parent agency and will respond to the Contractor within 24 hours.

1.4. Services

a. Hotel/motel support service shall include but is not limited to 24-hour-a-day message service, wake up calls, ice machine, and vending machines for beverages and snacks.

b. Each hotel/motel shall provide the Contractors email in order to receive correspondence https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.fws.gov/laws/lawsdigest/FEDENVP.HTML from CO(s) or COR(s).

c. The Government shall not be responsible for student(s) use of the hotel/motel FAX or other amenities.

2. Contractor Furnished Facilities, Property, and Services

2.1. Assigned hotel/motel room cannot be in any phase of remodeling and shall include at a minimum:

a. Bedroom

(1) King, Queen or double sized bed, with the same sized bed linens, blankets and comforter/bedspreads, and full bed bug cover that fully cover the mattress’ top, sides and bottom.

(2) Dresser or chest of drawers

(3) Bedside table with working lamp

(4) Working color TV with remote control and basic cable/satellite package

(5) Alarm clock with battery backup to allow alarm to function in case of power failure.

Batteries shall be supplied by the Contractor

(6) Closet or cubical space for hanging clothes

(7) Working micro fridge or refrigerator

(8) Working microwave. Common area microwaves are acceptable

(9) Table or desk, with lamp and chair. Table/desk shall have sufficient space to hold a laptop and shall be suitable for studying purposes.

(10) Working safe which is secured to a fixed surface, or a secured area in the hotel/motel to place valuables

(11) Working iron and ironing board/with cover

(12) Windows equipped with window dressing (drapes with blackout lining, drapes with window shades, or drapes with Venetian blinds.)

(13) Individual climate control unit in each room for air conditioning and heating

b. Bathroom will include at a minimum:

(1) Working sink and mirror (may be located outside of the bathroom area)

(2) Working toilet

(3) Working shower or tub

(4) Shower curtain, door, or walk in shower

(5) Bath linens for at least a one (1) night’s stay (i.e. bath towels, washcloths, and hand towels)

(6) Paper supplies for a t least a one (1) night’s stay.

(7) Complimentary items for at least a one (1) night’s stay. Items are to include but are not limited to soap and shampoo

(8) Working hair dryer

c. Hotel shall have a minimum of two luggage carts available for student use during their arrival and departure from the hotel.

3. Housekeeping Services – Routine Cleaning

a. Cleaning Supplies and Paper Products: Unless specified otherwise in this specification, the Contractor shall furnish all materials and supplies required to perform the work prescribed in this contract. The Contractor shall furnish all paper products, soaps, cleaners, disinfectants, sanitizers, etc., that will be required to clean all areas in the specifications herein to include, but not limited to, cleaning the bathrooms, hallways, floors, rooms, and windows, etc. Cleaning services will require the use of products from the Environmental Protection Agency (EPA) List of Registered Products. This list can be found at the following web address: List N Tool: COVID- 19 Disinfectants | US EPA.

b. Contractor personnel shall wear nitrile, latex or similar non-cloth disposable gloves and masks while performing routine cleaning within rooms and dispose of said gloves after leaving the room and don a new pair of gloves prior to entering the next room.

c. Contractor shall ensure the accomplishment of housekeeping services on a daily basis between the hours of 8:00 am and 3:00 pm, Monday through Friday, excluding Holidays, to maintain overall room cleanliness.

d. The Contractor shall perform services when the room is not occupied. If the occupant is present, the housekeeper shall ask permission to enter the room for cleaning. The Contractor personnel shall not disturb or rearrange personal belongings (other than bedding materials) of occupants.

e. The Contractor shall report to the CO/COR within two hours of detection any room found unlocked and with the door open when the occupant assigned to that room is not present.

3.1. Specific Housekeeping Services

a. Housekeeping services shall include, but is not limited to, bed(s) making, vacuuming and spot cleaning of carpet, sweeping/mopping all uncarpeted areas, cleaning bathrooms/fixtures, cleaning kitchenettes/fixtures, cleaning iron surfaces as needed, trash removal and cleaning the trash containers as needed, cleaning all appliances, dusting, and replenishment of disposable room supplies.

b. Contractor shall ensure the laundering and exchange of all bed(s) linens, with the exception of bedspreads, at a minimum of twice per week on Monday and Thursday or upon request by the COR. Bed linens shall be clean and free of mold, mildew, dirt, stains, odors, holes and tears. The FLETC student(s) or COR may request the exchange of any or all bed linens.

Contractor shall exchange discolored or stained bedbug covers. The Contractor shall perform all required services within normal working hours.

c. The Contractor shall supply, each day to each student, a complete set of clean bath linens as follows: two washcloths, two hand towels, two bath towels and one bath mat. All bath linen shall be changed and laundered daily, Monday-Friday, excluding Holidays and non-training days. On Fridays and the day before a Federal Holiday, in addition to that days bath linen, additional bath linen shall be provided to each student for the weekend/holiday coverage. Bath https://cfpub.epa.gov/giwiz/disinfectants/index.cfm https://cfpub.epa.gov/giwiz/disinfectants/index.cfm linens shall be clean and free of mold, mildew, dirt, stains, odors, holes and tears. Hotel/Motel may offer to each student the opportunity to comply with environmental energy and water conservation as recommended by the White House Task Force on Waste Prevention and Recycling.

d. Floors in rooms, entrances, lobbies and corridors shall be free of dirt, and odors. All carpets shall be free of noticeable stains, debris, dirt, tears, burns, cuts, mold and mildew.

Contractor shall ensure carpeted floors are spot clean as needed. All uncarpeted areas shall be free of dust, dirt, stains spills, mold and mildew. Contractor shall ensure areas under the bed(s), between beds and nightstands, behind furniture at the base of walls, and under freestanding furniture are clean and free of dust, dirt, debris mold and mildew.

e. Contractor shall ensure that all window coverings fit properly and clean, in good repair free of holes, tears, rips, dirt, stains, mold, mildew, and odors.

f. Windows, Glass, and Metal Surfaces. Windows, glass, and metal surfaces within the room shall be clean, free of dust, dirt, grime, streaks, grease smears, spider webs, and fingerprints. Metal and glass surfaces, including all surfaces on entrance doors, windows (interior and exterior that are accessible without a lift), partitions, pictures, television screens, etc.

g. Walls within the room shall be clean and free of mold, mildew, dirt, dust, and stains or any other substances easily removed by cleaning. Walls shall be free from peeling, damage, scars or marks. Rooms designated as “No Smoking” shall be free from any residual odor.

h. Ceilings within the room shall be clean and free of mold, mildew, dirt, dust, and stains or any other substances easily removed by cleaning. Ceilings shall be free from damage, cracks, leaks, marks and scuffs.

i. All vents within the room shall be clean and free of dirt, dust, rust, mold and mildew.

j. All furniture within the room shall not have any missing or loose parts, and shall be clean and free of stains, spots, dirt, dust, odors, foreign objects, mold, mildew, tears or holes.

k. All electrical appliances within the room shall be clean in working order and be free of dirt, dust, stains, mildew, mold, cracks, broken switches and loose/protruding wires. If lamps are equipped with lampshades, the lampshades will be free of dirt, dust, stains, mold, mildew, holes and tears.

l. Common areas (lobby, hallways, stairs, and elevators) are to be free of dirt, dust, odors, foreign objects, mold, and mildew.

4. Housekeeping Requirements – Detailed Cleaning and Disinfection (CLIN X003):

a. The CO will notify the Contractor when detailed cleaning and disinfection are required in any building, area, or room, to include associated equipment within spaces covered under this contract. The Contractor shall begin performance of the work, within 24 hours of notification and ensure all work performed is completed during the core business hours. The Contractor shall maintain control of any building, area, or room, to include associated equipment to minimize exposure until detailed cleaning and disinfection is complete. Please note, while this contract does not include a requirement for vending machines, it does include a clause requiring the cleaning and disinfection of equipment controls.

b. The Contractor shall provide trained personnel experienced in performing microbial-related remediation or similar work. At a minimum, Contractor staff shall have current documented training in blood-borne pathogens, as defined by OSHA (29 C.F.R. 1910.1030) (Section J, Attachment 9). The Contractor shall provide for each employee required to assist in the detailed cleaning and disinfection the appropriate personal protective equipment (PPE) required for use with the specified cleaners and disinfectants. At minimum, Contract Employees shall wear nitrile, latex or similar non-cloth disposable gloves.

c. Detailed Cleaning and Disinfection will require the use of products from the EPA List of Registered Products (https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2) identified as effective against viruses, germs, and organisms. The Contractor shall utilize materials and supplies, which comply with the EPA’s List of Registered Products.

d. Contractor shall ensure that all cleaners and disinfectants used are in accordance with the manufacturer’s recommendations. The Contractor shall clean any visible dirt or debris from all surfaces using the cleaning or detergent products compatible with the surfaces requiring cleaning. Following cleaning, the Contractor shall disinfect all solid, high contact surfaces with either a product identified by EPA as effective against the virus, germ or organism requiring disinfection or another product containing the same active ingredient(s) in the same or greater concentration as one of the list. Solid, high contact surfaces include, but are not limited to:

handrails, door knobs, key cards, light switches, countertops, water faucets and handles, work surfaces, computer keypads and mouse, elevator buttons, sinks, toilets and control handles, restroom stall handles, toilet paper and other paper dispensers, door handles and push plates, water cooler/drinking fountain/vending machine controls, and ice machine buttons. Although not required, disinfectant fogging or ionizing spray applications are approved for use under the following conditions: the disinfectant meets the requirements just as described, the application is performed according to the manufacturer’s recommendations including worker protection, and the application will not damage surface materials in the area. The Contractor shall apply sufficient disinfectant on solid, high contact surfaces such that the surfaces are visibly damp. The disinfectant shall be left to air dry on the surfaces.

f. When cleaning and disinfecting of the area is complete, the Contractor shall remove and dispose of cloths, gloves, any other PPE and other cleaning and disinfecting waste materials and dispose of in a sealed plastic trash bag. Trash may be disposed of as ordinary waste. The Contractor shall keep a log of all detailed cleaning and disinfection, to include time, date, location, cleaning personnel and a detailed description of the cleaning process. This log shall be available to the COR upon request.

https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2 https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2

5. Optional Requirements

All requirements in Section 5 of this document are optional requirements. The contractor will not provide these services unless the contractor quoted on these services and ordered under any resultant award. If quoting on these services all of the requirements listed must be provided.

5.1. Not Used

5.2. Kitchen/Kitchenette (CLIN X004 Optional)

Contractor shall provide the following in addition to the requirements listed above if quoting to satisfy the requirement for a kitchen/kitchenette:

(1) Refrigerator or mini fridge

(2) Microwave, stove, or hotplate

(3) Sink

(4) Kitchenware to include flatware, cooking utensils, dishes, and pots and pans

6. Other Important Information

a. The Government will compete all purchase orders.

b. All oral orders will be followed up with a written order.

c. Purchase Orders may be modified/ordered by the CO only. The CO reserves the right to decrease the number of FLETC guests within the check in period without incurring any penalty or cost.

d. Whenever possible, a two-week advance notice will be provided in the case of cancellations. However, the Government reserves the right to make changes 24 hours in advance without incurring any penalty or cost for CANCELLATION OR RELOCATION.

SPECIAL NOTE: Relocation can be to on Center dorms.

e. If cancellations are made due to non-conformance with contract requirements, no notice shall be required and the CO will not be liable for additional cost. If the Government cancels after the 72-hour notification window; then the contractor may invoice for one (1) night for rooms ordered.

f. All communications (verbal and written) must identify the Purchase Order number, class name, and class number.

g. Hotels that require a toll to access the location (e.g., Jekyll Island); the hotel is responsible for reimbursing the student on the day of arrival and then providing passes that will cover the remaining dates of the student’s stay.

h. All hotel fees (i.e. parking, tolls, etc.) shall be incorporated into their contract price.

7. Student Check-In and Checkout

a. The Contractor is to notify the COR in writing before 9:00 A.M., of any “no shows” the day after check in. The COR will notify the contractor if the room can be released. If the Government does not respond to the contractor before 12:00 pm the day after check in; then the Government will incur the cost of the room for that day.

b. The Contractor is required to verify the student’s(s) FLETC identification badge for class name and number upon check-in. The Contractor shall not make copies of the student badges or any other ID (driver’s licenses, etc.). However, the Contractor is allowed to make copies of the “Check-in Information” sheet. If the Contractor allows students to check in without verification of the class name and number and the student is unauthorized, the FLETC will not be responsible for the reimbursement of the cost of the hotel/motel services. If a student arrives to check in and is not part of the class scheduled in the hotel/motel; then the hotel/motel shall informed the student to go to FLETC, Bldg. 1. If the student does not have transportation, the hotel/motel shall call (912) 267-2458 or (912) 267-2468 for pickup. It is the contractor’s responsibility to ensure students that are checked in are assigned to the hotel. If the hotel assigns a room to a student that is not assigned to the hotel; then the contractor is responsible for the cost of the student staying unless proof (student’s check in information sheet) is provided to the Government to provide the was assigned to the hotel.

SPECIAL NOTE: Signatures of FLETC student(s) are required at the date of check-in.

The Contractor shall provide the student room print out sheet when invoicing that identifies the date of student checkout. Summary sheets shall not be typed due to possibility of late arrivals and early departures.

c. The day after check-in, no later than 9:00 am EST, the Contractor shall submit to the COR via email the name(s) and room assignments of student(s) who has/have checked into the hotel/motel on the Summary Sheet provided with the order. The contractor shall continue to provide updated Summary Sheets that reflect student(s) check-in and checkout, room assignment changes and the number of rooms occupied by FLETC students throughout the scheduled time of the class’s arrival and departure. The updated Summary Sheet shall be forwarded to the COR the next business day after the change(s) occur.

d. The Government will only pay for the actual nights that students were in residence at the hotel/motel. The only exception is when there is a “no show.” Hotels/Motels may invoice for “no shows” for one night unless Government notification listed in paragraph 7.a did not occur.

Contractor shall annotate “No shows” on the Summary Sheet (Section J Attachment 10).

Contractor shall attach accurate summary sheets signed by the individual student(s) at check-in and the student room printout to all invoices (Sample Invoice Section J Attachment 11).

Summary Sheets are compared against the invoice and are used to validate the invoice.

e. FLETC student(s) will be allowed early/late check-in on the date of arrival and late checkout on the day of departure without incurring any penalty or additional cost to the Government. In accordance with industry standards, the checkout time for the FLETC student(s) shall be 11:00 am, and not later than 12:00 pm. If the student checks out after 12:00 pm on the date of departure, without an approved late departure notification, the Government will not incur cost for an extra night. FLETC student(s) shall have access to the assigned room until checkout time stated herein.

f. The Contractor shall notify the CO(s) and COR within 24 hours via when a FLETC student departs early.

g. If a room is discovered empty by housekeeping or other hotel staff, the hotel/motel shall notify the CO and COR within four hours of discovery. Exceptions will be if the CO(s) has previously notified the Contractor of the early departure date or if the student(s) is departing only one day early.

8. Liability

a. The Government shall not be liable for damages caused by the persons occupying the rooms covered under this contract, or any other expense incurred by these persons other than those prescribed in the provisions of this contract. The Contractor shall be responsible for notifying the COR if damages occur and are found prior to checkout. The Contractor is responsible for obtaining payment from each student for incidentals such as long distance phone calls, room service, laundry services, damages, any unauthorized students, etc.

b. The Government will not be responsible for the cost of any extra-nights lodging incurred by student(s) arriving earlier than the contracted arrival day or departing later than the contracted departure date unless notified and approved by the CO in advance. The Government will not be responsible for additional occupancy charges or fees incurred by student(s) or family of the student(s). The Contractor shall notify the CO/COR on the next business day of any family members or guest remaining overnight in a student’s assigned room.

9. Suspension/Termination

The CO may suspend Orders at any time.

B. What Is To Be Submitted And How Quotes Will Be Evaluated.

B.1 52.212-1 Instructions to Offerors - Commercial Items. (Jun 2020)

Addendum to 52.212-1:

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code and small business size standard for this acquisition are 721110, $32.5 million.

(b) Submission of Offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers are to be submitted on form – HOTEL SERVICES AND PRICES. Alternative forms will not be accepted. A different format from the Hotel Services and Prices CANNOT be used to provide a quote.

If you are quoting for different hotels; then a separate Hotel Services and Prices form is to be submitted for each hotel. It is acceptable to submit hotel availability dates on a separate sheet; however, the Hotel Service and Prices form must be attached with all information filled in but under the line items a “see attached” and the dates are to be clearly listed for each of the line items (0001, 0002, etc). NOTE: Additional information required to be submitted is to be attached to the form. DO NOT INCLUDE A COPY OF THIS

SOLICITATION WITH YOUR QUOTE. DO NOT INCLUDE THE HOTEL

AMENITIES WITH YOUR QUOTE. Your quote should only include the Hotel Services and Prices form; additional sheet is needed for availability clearly outlining dates were line item; signed Amendments; required documentation listed below; if you take exception to any of the terms and conditions of this RFQ; and if you are a 3rd party the authorization letters.

The following Must be submitted.: Do not alter or paraphrase this information:

1. Offers are to be submitted on the Hotel Services and Prices Form. No alternative form will be accepted. If quoting for multiple hotels, then a Hotel Services and Prices form must be submitted for each hotel. Availability dates can be submitted on a separate document, if you add “see attached” in the date column for the form. Note if submitting dates on a separate form; the Hotel Services and Prices form must contain all other information.

2. Line Item 0003 is not an option line item. It will be ordered if needed (see paragraph 4 titled Housekeeping Requirements – Detailed Cleaning and Disinfection (CLIN X003)). The price column on the Hotel Services and Prices Form for Line Item 0003 should not be blank or N/A unless the hotel already cleans all rooms as described in paragraph 4. If the hotel cleans in accordance with paragraph 4; then in the Hotel Services and Prices form under Line Item 0003 should state “included in room rate”.

3. Do not submit the RFQ with your quote.

4. Do not include hotel amenities with your quote.

5. Do not include FAR or DFAR clauses with your quote.

6. If the offeror takes any exceptions to any of the terms and conditions of this RFQ; then clearly state the exceptions on the Hotel Services and Prices form.

7. If offeror answers yes to reps and certs being in System for Award management; then paragraph b of 52.212-3 must be submitted. This paragraph must be submitted as follows. You are to insert information where the paragraph states to insert or there is a line. This paragraph cannot be altered except where information is to be inserted:

“(b)

(1) Annual Representations and Certifications. Any changes provided by the Offeror in paragraph (b)(2) of this provision do not automatically change the representations and certifications in SAM

(2) The offeror has completed the annual representations and certifications electronically in SAM accessed through http://www.sam.gov. After reviewing SAM information, the Offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard(s) applicable to the NAICS code(s) referenced for this solicitation), at the time this offer is submitted and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ______________.

[Offeror to identify the applicable paragraphs at (c) through (v) of this provision that the offeror has completed for the purposes of this solicitation only, if any.

These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and complete as of the date of this offer.

Any changes provided by the offeror are applicable to this solicitation only, and do not result in an update to the representations and certifications posted electronically on SAM.]”

8. If you are a third party; offeror must include a letter from the hotel giving you authorization to quote for the hotel.

9. Number of rooms and dates for availability MUST be provided. N/A or upon request will not be accepted. As stated in this RFQ, ‘the Government recognizes that changes will happen and will confirm availability with offerors before an order is issued.’

10. Acknowledge all Amendments by signing the Amendment and filling in Block 8 with the offerors information.

11. All required information is to be submitted together in one (1) package. Separate emails from the quote providing information will not be accepted. For example, an email with the quote is received and then another email is received with an authorization letter. This will not be accepted.

12. A complete quote submission should only be the following:

i. Hotel Services and Prices Form;

ii. Availability dates (if need to submit on separate page);

iii. Compliance with FAR 52.212-3

aa. Paragraph b of 52.212-3 (if reps and certs are registered in SAM)

OR

bb. Full clause 52.212-3 (if reps and certs are not in SAM);

iv. All Amendment;

v. Third party authorization letters if applicable; and

vi. Exceptions if any.

No other information is to be submitted.

Offerors shall submit an electronic copy of its proposals via email to erin.johnson@fletc.dhs.gov with a cc to Sheila.Henley@fletc.dhs.gov, no later than 2:00 pm, ET, June 21, 2021. Due to the current environment with COVID only electronic submission can be accepted.

(c) Period for acceptance of offers. Offeror agrees prices and terms are effective for any purchase order awarded on or before September, 2021. If No; then include exceptions on the form – Hotel Services and Prices.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2)

(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and-

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

mailto:erin.johnson@fletc.dhs.gov https://www.acquisition.gov/far/part-4#FAR_Subpart_4_10

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of…