Request_for_Quote_(RFQ)_–_SARC_and_SAPR_VA_Annual_Refresher_Training_Conference_2019_.pdf

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS AIR FORCE DISTRICT OF WASHINGTON

MEMORANDUM FOR FA7014-19-F-XXXX

FROM: AFDW/PKH

1500 West Perimeter Road, Suite 5750 Joint Base Andrews NAF, MD 20762

SUBJECT: Request for Quote (RFQ) – SARC and SAPR VA Annual Refresher Training Conference 2019

1. Request for Quote: This is a RFQ is to provide conference space and audio visual support for the Sexual Assault Response Coordinators Refresher Conference for FY19 (base year) with no option years. The period of performance will be from 13 August 2019 to 20 August 2019.

2. Contract Type and Basis for Award: The contract type currently anticipated is Firm Fixed Price (FFP) based on the provided quotes received by the interested vendors. Basis for award will be Lowest Priced Technically Acceptable (LPTA). All acceptable hotels determined based on the criteria below will be evaluated for cost/price and the award will be made to the lowest priced Offeror that is found technically acceptable in accordance with set evaluation criteria outlined in the SARC Refresher Conference Requirements spreadsheet.

3. Proposal Submission: Your proposal shall be submitted via email to the following address:

Ms. Amanda McCray at amanda.r.mccray.civ@mail.mil or Ms. Imani Payne at imani.d.payne3.civ@mail.mil. Final submissions are due by 3:00 p.m. on 24 April 2019. All questions will be due by 3:00 p.m. on 19 April 2019.

4.0 Evaluation Process:

4.1 The evaluation process will include the hotels ability to comply with the standards set forth in the Statement of Work. This will be evaluated on an ‘Acceptable’ or ‘Unacceptable’ basis.

This ratings are provided below for Acceptable and Unacceptable for the rooms being blocked off:

mailto:imani.d.payne3.civ@mail.mil

Table 1:

Rating Description Acceptable The hotel meets all of the areas outlined in the SARC and SAPR VA Annual

Refresher Training 2019 Statement of Work to include the Government actually seeing the break out rooms, the lodging, meal or buffet area(s), computer lab, conference services, A/V equipment with a small demonstration and the proximity of the international airport will be determined at this time to meet the 30-mile radius requirement.

Unacceptable The hotel does not meet all of the areas outlined in the SARC and SAPR VA Annual Refresher Training 2019 Statement of Work. If the hotel does not meet the lodging requirement (195 attendees) or the hotel rooms are not within a two (2) mile radius of the main conference meeting hotel it will be rated as unacceptable.

4.2 Cost/Price Proposal:

4.2.1 Acceptable Offerors: All Acceptable Offerors will be reviewed for pricing. The Offeror’s Cost/Price proposal will be evaluated on the total overall price for the hotels based on the SARC and SAPR VA Annual Refresher Training 2019 Statement of Work.

4.2.1.1 Submission of Cost/Price Proposal: Each Offeror will provide the Government with a cost/price proposal that outlines the pricing based on a quote for the hotel IAW the areas of the SARC and SAPR VA Annual Refresher Training 2019 Statement of Work.

4.2.1.2 Final Evaluation: The Government will evaluate the reasonableness, completeness, and balance of proposed cost/price by assessing the acceptability of the Offeror's methodology used in developing the cost/price estimates. For the cost/price to be reasonable in its nature and amount, it should not exceed that which would be incurred by a prudent person in the conduct of a competitive business.

5.0 General Information:

5.1 Discrepancies: If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the Contracting Officer in writing with supporting rationale as well as the remedies the Offeror is asking the Contracting Officer to consider as related to the omission or error. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion. Accordingly, Offerors are advised to submit initial proposals that are well defined and clearly acceptable without additional information, additional or substitute pages.

5.2 Debriefings: Offerors excluded at any time during the source selection process will be afforded the opportunity to request a post-award debriefing in accordance with FAR 52.212-1(l) Debriefing. Information relating to other Offerors proposals will not be disclosed.

5.3 Use of Contractor Requirement Package in Source Selection: Offerors are advised that technical and cost/price data submitted to the Government in response to this solicitation may be released to non-Government advisors for review and analysis. A warranted Government Contracting Officer will review all analysis and approve all contractual documents.

5.3.1 Submission of proposal will constitute acceptance of the statement in paragraph 5.3.1.2 or Offeror’s shall provide written objection to disclosure as indicated in paragraph 5.3.1.1. If the Offeror objects to disclosure of a portion of the proposal, the consent in 5.3.1.2 should be provided for the remainder of the proposal.

5.3.1.1 Any objection to disclosure:

Shall be provided in writing to the Contracting Officer within 5 days of RFP issuance; and

Shall include a detailed statement of the basis for the objection. The detailed statement shall identify the specific portions of the proposal the Offeror objects to disclosure to non-Government advisors.

5.3.1.2 “I understand technical and cost/price data submitted to the Government in response to this solicitation may be released to non-Government advisors. I consent to release of any (unless objection is provided in 6.3.1.1 above) proprietary, confidential, or privileged commercial or financial data provided in response to this solicitation, to non-Government advisors for review and analysis.”

5.3.2 The Contracting Officer shall evaluate any objection to disclosure and make a determination whether the non-Government advisor(s) shall be permitted to participate in the source selection. The Contracting Officer shall inform the objecting Offeror of the final determination, and, if the use of non-Government advisors has been changed, shall inform all Offerors of the change.

6. Basis for Award: All ‘Acceptable’ proposals will be evaluated for cost/price and the lowest priced technically acceptable (LPTA) proposal will be the basis for this award.

AMANDA MCCRAY, NH-IV

Contracting Officer

Attachments:

1. Attachment 1- SARC and SAPR VA Annual Refresher Training 2019 Statement of Work