Hotel_Industry_Day_Slides_12.03.ppt

Industry Day Solicitation Walk Through

Hotel and Ancillary Services

December 3, 2020

U.S. Department of the Treasury

Team Introductions

Program Office Overview

Organizational Overview Department of the Treasury Office of the Secretary Office of the Assistant Secretary for Management Office of Treasury Operations Office of Support Services Branch of Event & Culinary Operations (ECO)

Treasury’s Bureaus

ECO Mission Statement The Treasury-wide Office of Event & Culinary Operations (ECO) seeks to increase quality and efficiency through integrated operational policies and procedures in the areas of conference planning and management.

ECO Branch Objectives Decreased Costs Increased Service Quality/Customer Service Increased Efficiencies and Productivity Mitigated Risks Enhanced Transparency

Estimated Event Data

*Based on averages of current available data

Contracting Strategy Overview

Contracting Strategy- Overview Step 1: Government anticipates awarding base contract Indefinite Delivery/Indefinite Quantity (IDIQ) contracts to several vendors 5-year term (1 base + 4 option years) Step 2: Orders for each event requirement will be competed among IDIQ contract holders

Step 1: Base IDIQ Contract

Evaluation Factors for the Base IDIQ Contract Award Factor 1 (Technical) is more important than Factor 2 (Management). Factor 3 (Past Performance) is Acceptable or Unacceptable. Factor 1 (Technical) and Factor 2 (Management) combined are more important than Factor 4 (Cost/Price).

Step 2: Individual Event Task Order Awards (Solicitation paragraph G.5) When an individual Treasury Bureau meeting/event program requirement arises, the following ordering process will be used to issue Task Orders (unless specified differently in the individual task order instructions):

a. The Bureau Ordering Coordinator (BOC) will distribute the “Task Order Response Form” to the Point of Contact (POC) for each IDIQ contract holder via email.

b. The IDIQ POC responds via email to the BOC acknowledging receipt of the “Task Order Response Form” within 1 business day.

c. The IDIQ POC distributes the “Task Order Response Form” to all properties capable of meeting the task order requirements within 72 hours of receiving the requirement.

d. The individual properties have 1 week (unless otherwise specified) to respond via email to the BOC with a completed “Task Order Response Form”.

Step 2: Individual Event Task Order Awards

e. At least 24 hours BEFORE bidding window closes, the IDIQ POC submits a list of all properties who received the “Task Order Response Form” and their status (providing a proposal, declined to bid with reason, etc.) to the BOC via email.

f. Depending on the complexity, scope, and requirements of individual Task Orders, the Government may make award based on a Low Price Technically Acceptable or Best Value methodology in which technical factors outweigh lowest price. Evaluation methodology will be identified in each Task Order RFQ.

g. At the sole discretion of the Contracting Officer, the CO may award the Task Order to the identified offeror representing the best value to the Government without discussions.

h. Once a decision is made, the Bureau BOC will notify all respondents via email as to whether they were selected or not selected.

i. A Task Order will be issued by a Bureau CO.

L.3.1 Introductory Information Offeror’s proposal shall be separated into volumes. Each volume shall be complete and saved as an individual file. The following introductory information (letter format is acceptable) is required on the first page of Volume I of your offer, and does not count towards the page count:

(1) Solicitation Number

(10) Date of submission

(11) Name, title and signature of authorized representative

L.3.2 Page Limits Matrix

Factor 1: Technical Capability, List of Franchises or Properties and Star/Diamond Ratings

Factor 1: Technical Capability, List of Franchises or Properties and Star/Diamond Ratings

Atlanta, GA Austin, TX Baltimore, MD Boston, MA Chicago, IL Cincinnati, OH Cleveland, OH Costa Mesa, CA Dallas, TX Detroit, MI Jacksonville, FL Kansas City, MO Louisville, KY Memphis, TN Philadelphia, PA Providence, RI San Antonio, TX San Diego, CA San Francisco, CA Washington D.C.

Factor 2: Management Controls and Accountability The offeror’s Management Volume shall provide a complete approach that describes the management of task order ordering and the management of reporting to ensure fulfillment of the SOW and solicitation requirements. The approach shall describe how the offeror plans to manage the scope of the contract, and how the offeror plans to use existing corporate plans, policies, procedures, and organizational structure to manage the overall contract work including individual properties.

Factor 3: Past Performance The past performance evaluation shall consider the offeror’s demonstrated record of performance in providing services that meet the customer’s needs during the past three (3) years from date of issuance of this solicitation. The Government will evaluate past performance information of three (3) past or present customers for whom they have performed the same or similar services.

Factor 3: Past Performance *NOTE: A Neutral rating will be considered “Acceptable”.

Factor 4: Price The Office of Procurement will use the Total Evaluated Price automatically computed in Attachment J-2 Price Submission Worksheet Price as the basis for price evaluation. PROPOSALS THAT ONLY INCLUDE PRICING FOR A PORTION OF THE CONTRACT LINE ITEM NUMBERS (CLINS) WILL BE CONSIDERED INCOMPLETE AND WILL NOT BE CONSIDERED FOR AWARD. The Government will evaluate the pricing for accuracy, completeness, and the CO will determine if the total evaluated price is reasonable. Price will be evaluated for the entire IDIQ contact period of performance, including the base period and all option periods. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Offerors shall use the provided MS Excel spreadsheet to complete their price proposal and include the MS Excel file with their email submission.

Attachment J-2 Price Submission Worksheet Price – INSTRUCTIONS

Section K – Representations, Certifications, and Other Statements of Offerors

System for Award Management Registration Ensure that your organization is registered in the System for Award Management (http://www.sam.gov). This system is mandatory for receiving contract awards and invoice payments.

Verify that your organization’s SAM registration is current and complete. Registration needs to be renewed annually.

***An Order cannot be awarded to a Hotel that is not registered in SAM.***

Information Availability

Timeline (Estimated)

Contact Information Contracting Officer (CO):

Ramona “Lynne” Hanson Phone: 240-613-9385 Email: Ramona.L.Hanson@irs.gov

Contracting Specialist (CS):

Michelle A. Greene Phone: 240-613-5447 Email: Michelle.A.Greene@irs.gov

Questions and Answers

Thank You

Thank you for participating in today’s Industry Day at the U.S. Department of the Treasury.

We look forward to a successful partnership!