Soliciation___DOL-OPS-16-Q-00023.pdf

DOL-OPS-16-Q-00023

2016 ANNUAL ON-SITE CONSULTATION TRAINING CONFERENCE

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; quotes are being requested and a written solicitation will not be issued. This procedure combines the synopsis required by 5.203 and the issuance of the solicitation into a single document.

The U.S. Department of Labor, OASAM, BOC, Office of Procurement Services, Division III, intends to solicit and award a Firm Fixed Price contract for the purpose of securing a Hotel with audio visual equipment rental for the 2016 Annual On-Site Consultation Training Conference, in support of the Occupational Safety & Health Administration (OSHA). The Government will evaluate quotes received based on the factors under 52.212-2 Evaluation -- Commercial Items as stated in the PWS. Award will be made using the Best Value Trade-off process.

(i) Factor I-Technical is significantly more important than Factor II-Location, Factor III-

Past Performance, & Factor IV-Price. Factors II, III, and IV are of equal importance.

Non-cost factors (Factors I, II, III) when combined are significantly more important than

Factor IV-Price.

(ii) The combined synopsis/solicitation number is DOL-OPS-16-Q-00023 is issued as a request for quotation (RFQ)

(iii) The combined synopsis/solicitation DOL-OPS-16-Q-00023 document, the provisions, and clauses are those in effect through Federal Acquisition Circular 2005-83.

(iv) The combined synopsis/solicitation DOL-OPS-16-Q-00023 is processed using the

NAICS code 721110 and small business size standard of $32.5M dollars. PSC of V231.

(v) A list of contract line item number(s), items, quantities and units of measure, is separately attached.

(vi) A description of items to be acquired for this requirement is in the attached

Performance Work Statement (PWS). (See PWS)

(vii) Date(s) and place(s) of performance are in the attached PWS. (See PWS)

(viii) The provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition.

(ix) The provision at 52.212-2, Evaluation -- Commercial Items, is used, and the specific evaluation criteria to be included in paragraph (a) of that provision.

(x) Interested, responsible Offerors must be registered with System Award Management at www.sam.gov where Offerors have completed the provision at 52.212-3, Offeror http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1450_198341 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1511_210112 http://www.sam.gov/ http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1525_211964

Representations and Certifications -- Commercial Items. Offers/quotes must include the statement that Offerors are registered in www.sam.gov, with its offer.

(xi) The clause at 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition.

(xii) The clause at 52.212-5, Contract Terms and Conditions Required To Implement

Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and the additional FAR clauses cited in the clause are applicable to the acquisition.

(xiii) The closing due date for this combined synopsis/solicitation is Monday 1/25/2016, 4:00 PM, EST.

(xvi) Questions will be accepted and will be emailed to lake.carol.a@dol.gov NLT

1/20/2016, 11:00 AM EST. Government responses to the questions will be posted on or around the week of 1/17/2016.

Quotes/offers shall be evaluated in accordance with the criteria contained in this combined synopsis/solicitation using the evaluation factors stated in this synopsis/solicitation. Technical capability will be evaluated based on the evaluation factors and the PWS to meet the

Government’s requirement. Past performance shall be evaluated in accordance with the procedures in 13.106 or Subpart 15.3, as applicable.

The contracting officer shall ensure the instructions provided in the provision at 52.212-1, Instructions to Offerors -- Commercial Items, and the evaluation criteria provided in the provision at 52.212-2, Evaluation -- Commercial Items, are in agreement.

Award will be made to the Offer evaluated the most advantageous to the Government based on the factors contained in this combined synopsis/solicitation, using the Best Value Trade Off

Process, Non-cost factors (Factor I – Technical is significantly more important than Factor IV -

Price, however, Price will determine Factor II – Location of Venue for this RFQ..

52.212-2 -- Evaluation -- Commercial Items. (Oct 2014)

(a) 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 following factors shall be used to evaluate offers:

Factor I. Technical Required Hotel Specifications, under section B of the attached (PWS).

Factor II. Location and Availability see PWS.

Factor III. Past Performance (attached questionnaire)

Past Performance will assess the Offeror’s ability to perform the effort described in this solicitation, based on the Offeror’s demonstrated present and past performance. The Government will evaluate the Offeror’s past performance, to determine whether the Offeror has demonstrated performance that will enable the http://www.sam.gov/ http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1817_250855 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P2017_291663 mailto:lake.carol.a@dol.gov http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/13.htm#P118_16948 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/15.htm#P223_35942 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1450_198341 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/52_000.htm#P1511_210112

Offeror to consistently deliver high quality services. In evaluating past performance, the Government will evaluate the Offeror’s past performance information in response to the Past Performance

Questionnaire, on the recency/currency, relevancy, and the scope and magnitude of the contract, source of the information, context of the data, and general trends in the contractor’s performance shall be evaluated. The Government may make reasonable effort to contact references provided.

This comparative assessment of past performance information is separate from the responsibility determination required under Subpart 9.1.

The Government will evaluate past performance of three (3) previous contracts for relevancy, recency of the three (3) past performance contracts, with at least one (1) previous or current contract with relevancy within the past 12 months based on how well the contractor performed on projects of similar dollar value, scope, and complexity. Offerors are advised that the

Government may use past performance information obtained from centralized past performance databases and sources other than those identified by the offeror and the information obtained may be used for both the responsibility determination and the best value decision. The absence of past performance data will be rated as Neutral, neither favorably nor unfavorably. Contracts listed may include those entered into with Government agencies or private sectors. For contractors with no relevant corporate past performance, the Government may take into account information regarding the past performance of predecessor companies, or key personnel, with relevant past performance. The Government will evaluate the Past Performance Elements specified in the Past Performance Questionnaire, evaluating the Offeror’s past performance rating and its justification whether it supports the rating. Offeror's shall distribute the questionnaire included in the solicitation as an attachment to their references so the form can be completed and submitted directly to the Government.

This volume shall be organized into the following sections:

(1) Section 1 – Contract Descriptions. This section shall include the following information in the following format:

(a) Contractor/Subcontractor place of performance, CAGE Code and DUNS Number. If the work was performed as a subcontractor, also provide the name of the prime contractor and Point of Contact (POC) within the prime contractor organization (name, and current address, e-mail address, and telephone and fax numbers).

(b) Government contracting activity, and current address, Procuring Contracting

Officer's, e-mail address, telephone and fax numbers.

(c) Government’s technical representative/COR, and current e-mail address, telephone and fax numbers.

d) Government contract administration activity and the Administrative Contracting

Officer's name, and current e-mail address, telephone and fax numbers.

(e) Government contract administration activity's Pre-Award Monitor's name, and current

-mail address, telephone and fax numbers.

(f) Contract Number and, in the case of Indefinite Delivery type contracts, GSA contracts, and Blanket Purchase Agreements, include Delivery Order Numbers also.

(g) Contract Type (specific type such as Fixed Price (FP), Cost Reimbursement (CR), Time & Materials (T&M), etc.) In the case of Indefinite Delivery contracts, indicate specific type (Requirements, Definite Quantity, and Indefinite Quantity) and secondary contract type (FP, CR, T&M, etc)).

(h) Awarded price.

(i) Final or projected final price.

(j) Original delivery schedule, including dates of start and completion of work.

(k) Final or projected final delivery schedule, including dates of start and completion of work.

(2) Section 2 - Performance. Offerors shall provide a specific narrative explanation of each contract listed in Section 1 describing the objectives achieved and detailing how the effort is relevant to the requirements of this solicitation.

(a) For any contracts that did not/do not meet original schedule or technical performance requirements, provide a brief explanation of the reason(s) for the shortcomings and any corrective action(s) taken to avoid recurrence. The offerors shall list each time the delivery schedule was revised and provide an explanation of why the revision was necessary. All Requests for Deviation and Requests for Waiver shall be addressed with respect to causes and corrective actions. The offerors shall also provide a copy of any

Cure Notices or Show Cause Letters received on each contract listed and a description of any corrective action implemented by the offeror or proposed subcontractor. The offerors shall indicate if any of the contracts listed were terminated and the type and reasons for the termination.

(3) Section 3 – New Corporate Entities. New corporate entities may submit data on prior contracts involving its officers and employees. However, in addition to the other requirements in this section, the offeror shall discuss in detail the role performed by such persons in the prior contracts cited. Information should be included in the files described in the sections above.

(4) Past Performance Questionnaire. The offeror shall complete Part I of the Past Performance

Questionnaire and e-mail the questionnaire to the Government and private sector technical representative responsible for the past/current contract. The POC's shall be instructed to electronically complete Part II of the questionnaire and e-mail the entire questionnaire to the

Contract Specialist. The offeror shall also e-mail to the Contract Specialist a list of all the

POC’s who were sent a questionnaire. The Government must receive this list no later than the stated due date. The POC List shall be submitted in Word for Windows Table Format to include the following fields: Solicitation Number; Company Name; Contract Number; Government

Agency; POC Last Name, First Name; POC Title; POC Telephone Number; POC E-Mail

Address; Date E-Mailed to POC (month/day). Please note, that the Past Performance

Questionnaire will not be a part of the resultant contract.

The Government may utilize other past performance information which may be obtained from other sources known to the Government, such as PPIRS or FAPIIS.

The Offeror may provide information on problems encountered on the identified contracts and offeror’s corrective actions.

Factor IV. Price

All Offeror’s proposed prices, rates, and descriptions will be evaluated for reasonableness and acceptability using one or more of the following techniques:

1) Analysis of pricing information provided by the Offeror.

2) Comparison of proposed prices with independent Government cost estimates.

3) Review for responsiveness and accuracy in providing all price information under this section.

The Offeror is expected to propose a reasonable price. An evaluation of each Offeror’s price

Quote will be made to determine if it is reasonable for the work to be performed, reflects a clear understanding of the requirements, and is consistent with Factors I & III.

The Offeror's Price Quote shall represent the Offeror's best efforts to respond to the Request for

Quotes (RFQ).

The Offeror shall complete the Pricing Sheet/CLINs, of the solicitation. Each Offeror shall submit quotes with signature. An authorized official of the firm shall sign the proposed quote and all certifications requiring original signature.

A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the

Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the

Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of Provision)

Clauses and Provisions

FAR 52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998). This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://farsite.hill.af.mil

FAR 52.252-2, Clauses Incorporated by Reference (Feb 1998). 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): http://farsite.hill.af.mil

FAR 52.252-5 -- Authorized Deviations in Provisions (Apr 1984)

(a) The use in this solicitation of any Federal Acquisition Regulation (48 CFR Chapter 1) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the provision.

(b) The use in this solicitation of any Defense Federal Acquisition Regulation Supplement (48

CFR Chapter 2) provision with an authorized deviation is indicated by the addition of

"(DEVIATION)" after the name of the regulation.

(End of Provision)

FAR 52.252-6 - Authorized Deviations in Clauses (Apr 1984)

(a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR

Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.

(b) The use in this solicitation or contract of any Defense Acquisition Regulation Supplement (48

CFR Chapter 2) clause with an authorized deviation is indicated by the addition of

"(DEVIATION)" after the name of the regulation.

(End of Clause) http://farsite.hill.af.mil/

ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS

L.1 Submission Requirements

This requirement is processed under the NAICS 721110 with a size standard of 37.5M dollars, PSC V231. The Contractor may submit their technical, past performance summary and price quotes with the required supporting documents through email to Carol A. Lake at lake.carol.a@dol.gov

Technical, Past Performance, and Price Quotes shall be dated and signed by those authorized to commit the firm and the Quotes must cite the Offeror/Firm’s appropriate Tax Identification

Number (TIN), Dun & Bradstreet Number (DUNS), North American Industrial Classification

System (NAICS), and Commercial and Government Entity Code (CAGE). Please ensure that the Offeror’s firm is registered in the System for Award Management (SAM) at https://www.sam.gov.

The solicitation number DOL-OPS-16-Q-00023 “2016 ANNUAL ON-SITE CONSULTATION

TRAINING CONFERENCE” must be included in their quote

Technical quote will include the required documents stated in this RFQ to be determined responsive for further evaluation for award.

Offerors will utilize the Pricing/CLIN table (attached) to complete their Price quote, for each, consistent with the CLINs and Section C - Description of Services or Performance Work

Statement (PWS).

L.2 Assumptions or Conditions

Offerors must acknowledge any assumptions or conditions made based on the terms and conditions of this RFQ including the PWS. Any exceptions to the PWS must be described and how the exceptions will be met. If not noted, it will be assumed that the Offeror agrees to comply with all the terms and conditions as set forth herein.

L.3 Quotes Submission Quotes submitted in response to this RFQ shall be furnished in the following format with the number of copies as specified below.

mailto:lake.carol.a@dol.gov https://www.sam.gov/

Volume I: Technical

Required Hotel

Specifications

Technical quote must be signed and dated.

(1) Electronic copy email to lake.carol.a@dol.gov

(2) Format of Volume 1:

Volume I must be limited to not more than 50 pages (Times New

Roman, 11 or 12 Font)

Technical Quotes page limitations DO NOT INCLUDE attachments, Table of Contents, or Introductions of the Technical Proposal

Volume II: Location and Availability to secure venue

Only Hotel venues located in the following areas are requested:

Kansas City, MO (Power and Light District and Crown Center)

Newport, RI (downtown areas)

Oklahoma City, OK (downtown areas)

Hotel must have availability for 1 week during:

May 1, 2016 – June 10, 2016.

Volume III:

Past Performance

(1) Past Performance Questionnaire, completed by the Offeror’s POC’s and references must be emailed directly to lake.carol.a@dol.gov. Offerors shall distribute the questionnaire, separately attached, to their references, so the form can be completed and submitted directly to the Government at

(lake.carol.a@dol.gov).

(2) Past Performance Summary, must be submitted in Pdf format emailed to lake.carol.a@dol.gov. Must be limited to 10 pages, (Times New Roman, 11 or 12 Font).

Volume IV: Price

(1) Must be submitted in pdf and excel format, email to lake.carol.a@dol.gov

The price Quotes shall be submitted as a FFP Quote. Price Quote must be limited to 20 pages, (Times New Roman, 11 or 12 Font).

Questions & Answers

Offerors may submit questions NLT January 20, 2016, 11:00AM EST emailed to lake.carol.a@dol.gov

All Questions shall have SUBJECT: DOL-OPS-16-Q-00023 –

2016 ANNUAL ON-SITE CONSULTATION TRAINING

CONFERENCE, DOL/OSHA

TECHNICAL EVALUATION RATING SCHEME.

The following adjectives will be used as general guidance in assessing Factor I- Technical, Factor II – Location & Availability, Factor IIII - Past Performance is rated using a different rating scheme and definitions as detailed in Past Performance Rating Scheme. Factor IV – Price will not be adjectivally rated.

Table 1. Technical Rating Scheme

ADJECTIVAL DEFINITION

Excellent The proposal strengths demonstrate an excellent understanding of the requirements and exceed performance or capability standards. The proposal has several strengths that will significantly benefit the government. The proposal is extensive, detailed, and exceeds all requirements and objectives.

Good The proposal demonstrates a good understanding of the requirements and the approach meets or exceeds performance or capability standards in all areas.

The proposal has one or more strengths that will benefit the government. The proposal generally exceeds requirements in minor areas.

Satisfactory The proposal demonstrates an acceptable understanding of the requirements and the approach meets performance or capability standards. The proposal has no strengths that will benefit the government and has no material weaknesses.

The proposal generally meets requirements, therefore has an acceptable probability of meeting the requirements.

Marginal The proposal demonstrates a limited understanding of the requirements and the approach only marginally meets performance or capability standards necessary for minimal contract performance. The proposal has minor omissions and demonstrates a misunderstanding of the requirement that may be corrected or resolved through discussions without a complete revision of the proposal.

Unsatisfactory The proposal demonstrates a misunderstanding of the requirements and the approach fails to meet performance or capability standards. The proposal has major omissions and inadequate detail to assure the evaluators that the offeror has an understanding of the requirements.

Technical Risk Rating. Assessment of technical risk, which is manifested by the identification of strengths, weakness(es), or deficiency(s) considers potential for disruption of schedule, increased costs, degradation of performance, the need for increased Government oversight, or the likelihood of unsuccessful contract performance.

Table 2. Past Performance Rating

Rating Definition

E

EXCEPTIONAL

Performance meets contractual requirements and exceeds many requirements. The contractual performance of the element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

VG

VERY GOOD

Performance meets contractual requirements and exceeds some

(requirements). The contractual performance of the element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

S

SATISFACTORY

Performance meets contractual requirements. The contractual performance of the element being assessed contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

M

MARGINAL

Performance does not meet some contractual requirements. The contractual performance of the element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions or the contractor’s proposed actions appear only marginally effective or were not fully implemented.

U

UNSATISFACTORY

Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element being assessed contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

N NOT APPLICABLE

OR NEUTRAL

Unable to provide a score. Performance in this area not applicable to effort assessed. Lack of Past Performance Questionnaire response(s).

EVALUTION OF OVERALL QUOTE’S RISK.

The Government will consider risk in the evaluation of quotes received in response to the

RFQ. The following risk definitions will be used as general guidance in assessing the level of risk presented by each quote. Evaluation results of Factor I - Technical, Factor II – Location &

Availability, Factor III – Past Performance and Factor IV - Price will be evaluated for its overall risk to the Government using the Table 3- Rating Scheme below.

Table 3. Technical Risk Ratings

ADJECTIVAL DESCRIPTION

Low Risk Little doubt exists, based on the Offeror's performance record, that the

Offeror can perform the proposed effort.

Moderate Risk

Some doubt exists, based on the Offeror's performance record, that the Offeror can perform the proposed effort.

High Risk Significant doubt exists, based on the Offeror's performance record, that the Offeror can perform the proposed effort.

Unknown Risk Little or no relevant experience/performance record identifiable;

equates to a neutral rating having no positive or negative evaluation significance.

52.216-1 Type of Contract. (APR 1984)

The Government contemplates award of a Firm Fixed Price service contract resulting from this

RFQ.

(End of provision)

INVOICING PROCEDURES:

An original invoice shall be prepared and submitted to the Department of Labor (DOL) by email to: DOL-NO-OSHA@quickpay.dol.gov

1). Electronic PDF/TIFF Invoice Submittal

In an effort to support the eCommerce initiative and expedite vendor payment processing, the

DOL requires invoices to be submitted electronically.

The contractor shall:

a. Address the invoice to the appropriate e-mail address specified above.

b. Submit the invoice via attachment in PDF or TIFF format.

c. Submit only one invoice per electronic submittal.

d. Enter specific information in the subject line of the e-mail in the following format:

<Contractor Name>, DOL Agency, <Contract Number, BPA Call or Order Number>, Invoice Number, <Invoice Amount>

Example: ABC Co, OASAM, DOL00-00-X0000/X0000, Invoice Number AB-1298433, $15,000.00.

e. Submit a copy of the email with the attached invoice to the contracting officer’s representative (COR) at the COR email address specified in the contract.

f. Wait for either a success or failure e-mail response, regarding the invoice e-mail, before sending in another e-mail with the same invoice attachment.

The contractor MUST NOT:

a. Submit an invoice that exceeds the size limit of 16 megabytes (approximately 400-500 pages). However, if the invoice exceeds this limit, a summary invoice attachment of less than 16 megabytes should be e-mailed to the payment e-mail address above; while the detailed invoice, including any supplemental information, shall be sent to the COR or other representative at the address (specified in paragraph 2 below).

b. Submit an invoice that is heavy in shading or color.

1. An e-mailed PDF image cannot have any text that has a background with any color other than white. If the image has a shaded background, it will be converted to black, and the text will be illegible.

2. An emailed TIFF image must be black and white.

c. Submit more than one attachment, as subsequent attachments will not be recognized.

d. Submit more than one invoice in a single attachment.

e. Attempt to use the “Recall or Resend” email message feature.

mailto:DOL-NO-OSHA@quickpay.dol.gov

General Information

Payment due dates will be calculated only from the date that invoices are received in the electronic invoicing e-mail box and determined to be proper invoices.

Inquiries regarding invoices should be e-mailed to OSHAInvoiceInquiries@dol.gov. The relevant invoice must be attached to the inquiry e-mail and the subject line of the e-mail must state “INQUIRY,” followed by the information described in paragraph 1).d. above.

Example: INQUIRY: <Contractor Name>, DOL Agency, <Contract Number, BPA Call or Order Number>, Invoice Number, <Invoice Amount>

Do NOT use the electronic invoicing e-mail address for inquiries about the invoice.

2). Paper Invoices submitted via fax or U.S. mail

Paper invoices should only be faxed or mailed when electronic email cannot be accomplished.

When invoices must be faxed due to e-mail size limitations, fax them to: [202-693-1696 Attn:

Accounts Payable]

When paper invoices must be mailed due to e-mail size limitations, mail them to the following address:

U.S. Department of Labor

Office of Financial Management Operations

200 Constitution Avenue, NW, Room N3419 FPB

Washington, DC 20210-0002 mailto:OSHAInvoiceInquiries@dol.gov