NESA Iraq Capstone LODGING Sources Sought.pdf

DEPARTMENT OF DEFENSE

WASHINGTON HEADQUARTERS SERVICES

1155 DEFENSE PENTAGON

WASHINGTON, DC 20301-1155

Sources Sought Announcement Notice

Near East South Asia Center (NESA) for Strategic Studies

Defense Security Cooperation Agency (DSCA) Lodging Support Services Iraq Iraq Capstone m (RCPAMS) Request for Information

Introduction: The Washington Headquarters Services (WHS) Acquisition Directorate (AD) is conducting market research to locate qualified, experienced, and interested vendors to provide Lodging Support Services to the DSCA’s Near East South Asia Center (NESA) for Strategic Studies.

This Sources Sought Notice is for informational purposes only. This is not a request for proposal.

It does not constitute a solicitation and shall not be construed as a commitment by the government. This notice neither constitutes a Request for Quote (RFQ), nor does it restrict Washington Headquarters Services, Acquisition Directorate (WHS/AD) to the ultimate acquisition approach. No contract will be awarded from this announcement. No reimbursement will be made for any cost associated with providing information in response to this announcement. Currently no solicitation exists. Therefore, please do not request a copy of the solicitation or Performance Work Statement (PWS). Responses in any form are not offers.

Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be issued. However, responses to this notice will not be considered adequate responses to a solicitation.

The Government will NOT accept requests for meetings or briefings. No phone solicitations or email with regards to the status of the Request for Quote (RFQ) will be accepted prior to its release. Information and materials submitted in response to this notice WILL NOT be returned.

The Government does not intend to award a contract based on responses received nor otherwise pay for the preparation of any information submitted.

As a result of this notice, the Government MAY issue a Request for Quote (RFQ). There is no solicitation available at this time. However, should such a requirement materialize, no basis for claims against the Government shall arise as a result of a response to this Sources Sought Notice, or the Government’s use of such information as either part of our evaluation process, or in developing specifications for any subsequent requirement.

CONFIDENTIALITY: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Background: The Near East South Asia Center (NESA) for Strategic Studies, supporting the Department of Defense (DoD) and other United States Federal agencies, focuses on countering ideological support for terrorism, fostering regional cooperation on security issues, promoting democracy, and aiding Near East South Asia nations in enhancing their security and defense establishments. NESA's mission is achieved through high-quality academic programs, promoting open and informed dialogue among decision-makers and influential individuals and sustaining institutional partnerships.

Objective: NESA requires contractor support for lodging services for the Iraq Capstone Seminar 01-24, taking place from Jul 20, 2024, to Aug 2, 2024 (checkout on 3 Aug 12:00). The contractor will provide accommodations for approximately 35 individuals, accounting for 32 USG funded single and 3 Self-payer single hotel rooms in the Washington, D.C. Metropolitan area.

Scope:

Dates of the Event – 20 Jul 2024 – 2 Aug 2024 (checkout on 3 Aug 12:00).

Number of Guests - Lodging services for approximately 35 individuals, with provisions for USG funded 32 single and Self-payer 3 single hotel rooms.

Lodging Features - The lodging services for the Iraq Capstone 01-24 are tailored to ensure the comfort and convenience of the participants, considering various aspects such as room amenities, dining, and additional facilities. The Contractor shall provide lodging service in accordance with the terms listed in the draft SOW. All specifications shall be incorporated. Below is the detailed breakdown:

Room Type & Amenities: Rooms of comparable size and type with workspace, desk, and drawers. Equipped with free high-speed internet, refrigerator, microwave, and secure safe.

Meal Arrangements: Hot breakfast buffet included in the room rate. The hotel manager will be informed of the dietary requirements of participants, ensuring no pork or alcohol in foods; turkey or chicken as meat substitutes for pork. Special effort will be made to separate and label pork products.

Dining Facilities: In-hotel full-service restaurant which shall offer breakfast, lunch, and dinner meals (no exceptions) with sufficient wait staff/servers; and three (3) additional full-service restaurants within walking distance not to exceed 0.5 miles, considering cultural sensitivities for unescorted guests.

Location Criteria: Proximity within 0.5 miles of the Pentagon, 0.5-mile walking distance of an in-service Metro station, and preferably offering shuttle service.

Accessibility: Facilities compliant with the Americans with Disabilities Act

(ADA).

Additional Facilities: Public area available for group meetings of up to 10 participants. 24-hour room service for potential Covid quarantine situations. The hotel shall provide on-site laundry facilities with working washers and dryers.

Financial Liability: The Government has no financial liability for rooms booked as Self-pay”. The hotel must confirm availability and hold these rooms at a group rate until one week prior to the scheduled arrival of self-pay guests.

Date 20 Jul

Sat 21 Jul Sun

22 Jul Mon

23 Ju Tue

24 Jul Wed

25 Jul Thu

26 Jul Fri

27 Jul Sat

28 Jul Sun

29 Jul Mon

Total Room Nights

USG 32 32 32 32 32 32 32 32 32 32

Self-pay

3 3 3 3 3 3 3 3 3 3

Date 30 Jul Tue

31 Jul Wed

1 Aug Thu

2 Aug Fri

USG 32 32 32 32 448

Self-pay

3 3 3 3 42

Room Reservations: NESA will provide detailed room lists 1 day prior to the first planned arrival, identifying rooms as "USG-Paid" (32 single rooms), and ‘Self-pay” (3 single room). The Government has no financial liability for rooms booked as “Self-pay”.

The hotel must confirm availability and hold these rooms at a group rate until one week prior to the scheduled arrival of self-pay guests.

Restrictions: The contract does not cover costs for local or international phone calls, pay-per-view programs, mini-bar consumption, room service, or alcoholic beverages. Room-to-room calls are available to guests. The Government requests that all rooms have outgoing phones and pay-per-view TV turned off, and mini-bars emptied. A deposit may be requested for these amenities' availability.

Occupancy Terms: If a participant does not occupy a reserved room before 6:00 P.M. on the date of scheduled occupancy, the Government will be charged for that day. The remaining days of the reservation will be canceled without additional charges to the Government.

Additional Terms: Specific terms and conditions for early check-in and late check-out will be included in the technical quote of the proposal.

Security Clearance: NA.

Anticipated Period of Performance: 20 Jul 2024 – 2 Aug 2024.

Place of Performance: Washington, D.C.

Anticipated Contract Type(s): Firm Fixed Price (FFP).

NAICS: The anticipated North American Industry Classification System Code (NAICS) for this requirement is 721110 – “Hotels (except Casino Hotels) and Motels”, Size Standard:

$40,000,000.00.

Estimated Dollar Value: Not applicable.

Submission Details: All interested and qualified business concerns with the capability to deliver the requirements may submit capability statements electronically no later than Thursday, May 30, 2024 at 12:00 PM (Eastern) to the following WHS NCR AD Mailbox DSCA Group:

whs.ncr.ad.mbx.dsca-group@mail.mil.

The subject of the email must be titled Subject line: “Sources Sought Notice: Iraq Capstone Lodging Support Services | <Name of Your Firm>”.

Capabilities statement should address the scope identified above to demonstrate how the firm’s experience relates to the specific areas.

To facilitate a timely and comprehensive review of all submitted responses, firms should respond using the format requested to this Notice. Any deviation from this format may lead to having insufficient information. The Contracting Officer may deem incomplete/insufficient responses received from an interested company as a not capable company. At a minimum, the interested company should provide complete/sufficient responses to the information requested below:

1) Company name, address point of contact name, telephone, email address and web address.

2) Commercial and Government Entity (CAGE) Code and SAM.gov Unique Entity

Identifier (UEI).

Please note to do business with the U.S. Government as a prime contractor your firm must be registered in SAM.gov by the time of award of any resultant contract.

3) Business size and socioeconomic categories as defined in FAR Part 19 (e.g., 8(a), SDB, HUBZone, SDVOSB, WOSB, etc.) for NAICS 611699 – All other Miscellaneous Schools and Instruction

4) Provide a brief description of your firm’s ability to meet scope of the RFI.

mailto:whs.ncr.ad.mbx.dsca-group@mail.mil

5) A description of Past Performance Information for similar contracts and/or projects accomplished within the last 3 years. The description must include where, when, and for whom each similar contract and/or project was performed and a brief description of each contract and/or project, including the size, scope, dollar value, and period of performance.

6) Recommended NAICS codes for this effort with justification. Responses may be used to develop and/or determine which NAICS.

7) Please highlight any information missing from the SOW that would provide a better understanding of the effort desired.

Submission Instructions: The response to this notice is limited to seven (7) single sided pages including all attachments, charts, etc. (single spaced, 10-point font minimum excluding charts and graphics) and should also include current business size status, and any applicable Federal Supply Schedule(s). This indication should be clearly marked on the first page of the response, as well as the eligible business concern’s name, point of contact, address, and cage code.

Proprietary information and trade secrets shall NOT be submitted as part of a response.

Please be advised that all submissions become Government property and will not be returned.

The Government shall not be held liable for any damages incurred if proprietary information is submitted, as it is clearly stated this type of information shall NOT be submitted.