2015_DoD_Worldwide_Security_Conference_Solicitation.pdf

2015 Department of Defense Worldwide Security Conference Venue

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR 13.5, as supplemented with additional information included in this notice. The Defense Security Service (DSS) has a need for sleeping rooms, food and beverage, audio-visual equipment and services, and conference space for attendees of the 2015 Department of Defense (DoD) Worldwide Security Conference.

This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005- 80 and constitutes the only solicitation; a written solicitation will not be issued. NAICS Code for this requirement is 721110. The solicitation number is HS0021-15-Q-0048 and is being issued as a Request for Quotation (RFQ).

The proposed venue (hotel) shall be: 1) close to a major airport 2) located in close walking proximity to or have on site a variety of restaurants to accommodate the 365 attendees of this conference.

To be eligible for award under this solicitation, the offeror must propose a facility that:

• Is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. seq.),

• Is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.dhs.gov/applications/hotel/ ,

• Is compliant with the requirements of the Americans with Disabilities Act,

• Is registered on the System for Award Management (www.sam.gov).

• Passes a Security Vulnerability Assessment, and

• Meets all of the requirements of this solicitation.

The proposed venue must accept Government purchase orders. This solicitation is for a venue to host the event; event-planning services are neither requested nor required. Third party quotes will not be accepted or reviewed by the Government and commissions will not be paid. The complete instructions to quoters follows the description of the requirement.

Please read the entire solicitation for a complete description of the requirements.

http://www.usfa.dhs.gov/applications/hotel/ http://www.sam.gov/

Statement of Work for the

1.0. Objective. This statement of work provides the requirements for the 2015 Department of Defense (DoD) Worldwide Security Conference.

2.0. Scope. The scope of the conference requirement includes pre-conference support, hotel site selection, hotel commitment, AV/IT, and management contract and coordination with the conference host facility, and speaker support and assistance.

The conference is being hosted by the Defense Security Service (DSS), Center for Development of Security Excellence (CDSE). The conference is a DoD Worldwide Security Conference intended for Government DoD security professionals - military, civilian, and contractor. The conference plans for an attendance of 365 persons (not including speakers and support staff) in an unclassified environment. Government DoD security professionals will be given registration priority.

3.0. Conference Services. The following conference services must be provided as outlined below:

3.1. Pre-Conference Activities

3.1.1. The hotel will interface with the DSS Technical POC and Contract Specialist/Contracting Officer.

3.1.2. Coordination Service. The hotel will prepare and maintain a master schedule of activities required to meet all hotel planned conference objectives. The initial master schedule shall be completed and provided to (4) weeks after the date of award. Updates will be made to the schedule as necessary.

3.1.3. The hotel must provide a single point of contact responsible for the overall logistics and planning of the conference. This individual must be of a rank/position capable of making final decisions regarding the hotel and the planning of the conference. The hotel point of contact must be available throughout the entire period of performance of this contract from date of award and must not change throughout this time. This individual will be responsible for among other things, keeping DSS constantly informed, before or during the dates of the conference, of any changes to the event site or other related activities that may have an impact on operations and schedule.

3.1.4. The hotel must allow their website to be linked to an outside site for registration purposes.

All registration will be done on the hotel website.

3.2. Conference Activities.

3.2.1. General Session. The hotel must provide all specific requirements and support services for the conference.

3.3. Hotel.

3.3.1. The hotel must provide lodging rates within the stated 2015 government per diem rate for the specific city. Rooms must be individual/private-sleeping rooms with bathroom facilities at the prevailing government per diem rate. Payment shall be the sole responsibility of each participant, to include no-show fees.

3.3.2. The hotel will confirm in writing with the submission of their proposal the assurance that no construction or similar impediments are scheduled at the facility during the period of the conference.

3.3.3. Conference Security. A Threat Risk Vulnerability Assessment of the proposed venue will be conducted by the Defense Security Service, Office of Security prior to final venue location approval/awarding of contract is completed.

3.3.4. The preferred place of performance for the 2015 Department of Defense Worldwide Security Conference is Orlando, Florida.

Although Orlando, FL is the preferred location to host this Conference, venues at alternate locations maybe be submitted for possible consideration. It is at the government’s discretion to make a change in location from the preferred location. An analysis of any proposed alternate locations will be conducted to determine if the alternate location is feasible from an economical and logistical perspective.

Alternate locations Atlanta, GA Dallas, TX Houston, TX Denver, CO Phoenix, AZ

Specific Requirements:

Guest Rooms

Only hotels that can provide lodging for all attendees in one location will be considered.

Preferred Overnight Date Alternate Overnight Date # of single occupancy

Guest Rooms Saturday, September 12, 2015 Saturday, September 19, 2015 50 Sunday, September 13, 2015 Sunday, September 20, 2015 365 Monday, September 14, 2015 Monday, September 21, 2015 365 Tuesday, September 15, 2015 Tuesday, September 22, 2015 365 Wednesday, September 16, 2015 Wednesday, September 23, 2015 365 Thursday, September 17, 2015 Thursday, September 24, 2015 365

Rates shall be at Government per diem or better. Rooms and incidentals will be paid for by individual attendees. DoD will not guarantee or fund any sleeping rooms via purchase order.

All reservations will be self-made and attendees must adhere to the hotel’s stated cut off date.

DSS requests a conference code be provided following award to help with registration/conference attendee tracking.

Conference Meeting Room and Food and Beverage All meeting space must be placed on a 24-hour hold. DSS requires that all meeting room space be made available on the day before the room is needed to allow for the set up of audiovisual.

It is possible this number of breakout rooms will change depending on the final agenda of the conference. DSS’ best estimate at this time is as follows:

Room Function setup # of people to accommodate Dates needed

Notes

1 Ball Room classroom 365

Monday, 09/14/2015 or 09/21/2015 Tuesday, 09/15/2015 or 09/22/2015

Wednesday, 09/16/2015 or 09/23/2015 Thursday, 09/17/2015 or 09/24/2015

Can be multiple purpose room but mainly for general sessions. Need raised stage with skirted dais and podium, 2 projection screens and a 46” or better confidence monitor, and the ability to hang a large conference banner. Possibly pipe draping.

Setup day Sunday evening or Monday morning; dry-run on Monday; opening ceremony Tuesday morning.

3 Breakout Rooms

Classroom or theatre 50-75

Monday, 09/14/2015 or 09/21/2015 Tuesday, 09/15/2015 or 09/22/2015

Wednesday, 09/16/2015 or 09/23/2015 Thursday, 09/17/2015 or 09/24/2015

Setup day Sunday

2 Breakout Rooms

Classroom or theatre 25-50

Monday, 09/14/2015 or 09/21/2015 Tuesday, 09/15/2015 or 09/22/2015

Wednesday, 09/16/2015 or 09/23/2015 Thursday, 09/17/2015 or 09/24/2015

Setup day Sunday for 1 of the 2 smaller rooms

1 Breakout Room Custom 5-10

Tuesday, 09/15/2015 or 09/22/2015 Wednesday, 09/16/2015 or 09/23/2015

Thursday, 09/17/2015 or 09/24/2015

Can be co-located with or near exhibit space

Alternate set ups will be considered if the breakout rooms cannot accommodate classroom or theater style. Breakout rooms should be in close proximity to the plenary/general session room, and there should be adequate space in the rooms for staff and audiovisual.

In addition to breakout rooms, the following are required. Alternate configurations may be considered if a hotel cannot provide the exact specifications listed below. It is possible that room size/configuration may slightly change as the conference date nears.

Room Function setup # of people to accommodate Dates needed

Notes

Storage Room Custom n/a

Saturday, 09/12/2015 or 09/19/2015 Sunday, 09/13/2015 or 09/20/2015 Monday, 09/14/2015 or 09/21/2015 Tuesday, 09/15/2015 or 09/22/2015

Wednesday, 09/16/2015 or 09/23/2015 Thursday, 09/17/2015 or 09/24/2015

Friday, 09/18/2015 or 09/25/2015

• Controlled, limited access secure room; store government property

• Minimum 10’x12’ space

Computer Room custom 2

Saturday, 09/12/2015 or 09/19/2015 Sunday, 09/13/2015 or 09/20/2015 Monday, 09/14/2015 or 09/21/2015 Tuesday, 09/15/2015 or 09/22/2015

Wednesday, 09/16/2015 or 09/23/2015 Thursday, 09/17/2015 or 09/24/2015

Friday, 09/18/2015 or 09/25/2015

• Controlled, limited access secure room; store government property

• Need two to four 6’ tables and 2 chairs per table

• Can be co-located with Storage Room

Information Office custom 2

Saturday, 09/12/2015 or 09/19/2015 Sunday, 09/13/2015 or 09/20/2015 Monday, 09/14/2015 or 09/21/2015 Tuesday, 09/15/2015 or 09/22/2015

Wednesday, 09/16/2015 or 09/23/2015 Thursday, 09/17/2015 or 09/24/2015

Friday, 09/18/2015 or 09/25/2015

• Controlled access secure room

• Need up to six 6’ tables

Staff Office Custom Up to 42

Saturday, 09/12/2015 or 09/19/2015 Sunday, 09/13/2015 or 09/20/2015 Monday, 09/14/2015 or 09/21/2015 Tuesday, 09/15/2015 or 09/22/2015

Wednesday, 09/16/2015 or 09/23/2015 Thursday, 09/17/2015 or 09/24/2015

• Controlled access secure room, may be adjoined to Information Office

• Need up to nine 6’ tables; 25 chairs around perimeter of room

Speaker Preparation Room

3-5 rounds 2-10 Tuesday, 09/15/2015 or 09/22/2015

Wednesday, 09/16/2015 or 09/23/2015 Thursday, 09/17/2015 or 09/24/2015

• Close proximity to Information Office

• 3-5 round tables

Registration area custom 6-8

Sunday, 09/13/2015 or 09/20/2015 Monday, 09/14/2015 or 09/21/2015 Tuesday, 09/15/2015 or 09/22/2015

• Close proximity to ballroom or conference meeting space

• Need four 6’ tables and 2 chairs per table

Exhibitor Space custom

Tuesday, 09/15/2015 or 09/22/2015 Wednesday, 09/16/2015 or 09/23/2015

Thursday, 09/17/2015 or 09/24/2015

• Close proximity to ballroom and breakout rooms; can also serve as evaluation station area

• Up to ten 6’ tables with black cloth tops

Evaluation Stations custom

Tuesday, 09/15/2015 or 09/22/2015 Wednesday, 09/16/2015 or 09/23/2015

Thursday, 09/17/2015 or 09/24/2015

5 bar height tables; may be dispersed throughout conference space

Audio Visual The conference requires audiovisual equipment and support. Aside from the equipment, personnel are needed to set up the site, be on-site throughout the event to trouble shoot the equipment and trouble shoot any problems that might arise during the conference, as well as take down the site after the conference. Due to the large amount of AV, the meeting rooms must be set up the day prior to the commencement of sessions. DSS requires a dry-run with the AV staff of the AV functionality in the general session room on Sunday, September 13 or September 20, 2015. DSS may also require a dry run of the AV functionality of some of the break out rooms prior to the commencement of meetings. DSS will provide all laptops. The number of internet connections is an estimate – it is possible DSS will need fewer connections. All internet connections must be hard wired.

The AV requirements for each day of this program may include, but are not limited to:

For each room:

• Telephone service including cabling and phones using analog RJ11 cables, with extra RJ11 cables for patching in to audio system

• Wireless lavalier microphone and wireless receiver

• A sound mixer board with at least 4 separate channels, each with the ability, whether native or via adapters, to receive audio via XLR cable, ¼ inch TS audio cable, 1/8 inch TRS audio cable, and RCA audio cables, and with multiple outputs to facilitate room audio and broadcast to the phone system.

• Handheld XLR microphone with on/off switch and a tabletop stand

• Telephone handset audio tap device with RJ11 in/out, and one or more of the following additional inputs: RCA, XLR, 1/4 inch TS, 1/8 inch TRS

• Sundry XLR, RCA, TS and TRS cables of various lengths

General session room (365 people in classroom style):

• LCD projector with two adequate sized screens for the room size

• Confidence monitor*

• Skirted stage

• Podium with lectern microphone

• Lavaliere microphone

• 3 wireless handheld microphones for questions/answers

• 8 channel mixerDVD player

• Internet connection

*Confidence monitor - 46” or better. The control of the feed going to the display should be at a centralized location and should be switchable remotely by the AV tech from any of the selectable feed options. The two larger screens will also have independent feed controlled by the centralized AV tech. The separate feeds include presentations from a DVD player, video camera and/or an external DSS-supplied laptop (VGA connector).

Unless otherwise noted in the chart below, it is anticipated the following audio visual is needed in each of the breakout rooms. This is subject to change pending final configurations/attendee numbers:

• Podium

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

Computer Room, Information Office, Staff Office, Registration area:

Other AV:

• Three 46” or better display monitors for conference information

• Internet connections (approximately 5) to be used for conference evaluations. DSS will provide laptops to be placed in the vicinity of the general session/breakout rooms.

The following is a break down of meeting room space and AV for the conference:

Sunday, September 13, 2015 SETUP DAY: Saturday, September 12, 2015

Type of room # ppl Set up/ notes AV Staff Office 15 • Internet connection Registration 8 • Internet connection

• LCD data monitor

Monday, September 14, 2015 SETUP DAY: Sunday, September 13, 2015

Type of room # ppl Set up/ notes AV Staff Office 15 • Internet connection Registration 8 • Internet connection

• LCD data monitor General Session 365 classroom • LCD projector with two adequate sized screens for the room size

• 46” or better confidence monitor

• Skirted stage

• Podium with lectern microphone

• Lavaliere microphone

• 3 wireless handheld microphones for questions/answers

• Sound/channel mixer

• Video camera

• DVD player

• Internet connection

Army 50-75 classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

Air Force 50-75 classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Navy 50-75 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Marine Corps 50-75 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

4th Estate Session 25-50 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

Tuesday, September 15, 2015 SETUP DAY: Monday, September 14, 2015

Type of room # ppl Set up/ notes AV Staff Office 15 • Internet connection Registration 8 • Internet connection

• LCD data monitor General Session 365 classroom • LCD projector with two adequate sized screens for the room size

• 46” or better confidence monitor

• Skirted stage

• Podium with lectern microphone

• Lavaliere microphone

• 3 wireless handheld microphones for questions/answers

• Sound/channel mixer

• Video camera

• DVD player

Breakout Session 50-75 Classroom or theatre may need two to three 6’ tables with chairs for panels in front for some sessions, will need up to 5 mics for panels

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

Breakout Session 50-75 classroom or theatre may need two to three 6’ tables with chairs for panels in front for some sessions, will need up to 5 mics for panels

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Breakout Session 50-75 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Breakout Session 25-50 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Breakout Session 25-50 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Information Office

2 • Internet connection

• LCD data monitor

Speaker preparation room

10 3-5 round tables • Internet connection

• LCD data monitor

Lightening Learning Room 5-20 2 rows of 10 chairs with an aisle •

Exhibitor Space 2-20 Up to ten 6’ tables with black cloth tops; monitors should be 42” or greater

• Up to 5 internet connections

• Up to four 42” Monitors

Evaluation Stations

- 5 bar height tables; may be dispersed throughout conference space

• Up to 10 internet connections

Wednesday, September 16, 2015 SETUP DAY: Tuesday, September 15, 2015

Type of room # ppl Set up/ notes AV Staff Office 15 • Internet connection General Session 365 classroom • LCD projector with two adequate sized screens for the room size

• 46” or better confidence monitor

• Skirted stage

• Podium with lectern microphone

• Lavaliere microphone

• 3 wireless handheld microphones for questions/answers

• Sound/channel mixer

• Video camera

• DVD player

• Internet connection

Breakout Session 50-75 Classroom or theatre may need two to three 6’ tables with chairs for panels in front for some sessions, will need up to 5 mics for panels

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Breakout Session 50-75 classroom or theatre may need two to three 6’ tables with chairs for panels in front for some sessions, will need up to 5 mics for panels

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Breakout Session 50-75 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Breakout Session 25-50 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Breakout Session 25-50 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Information Office

2 • Internet connection

• LCD data monitor

Speaker preparation room

10 3-5 round tables • Internet connection

• LCD data monitor

Lightening Learning Room

5-20 2 rows of 10 chairs with an aisle •

Exhibitor Space 2-20 Up to ten 6’ tables with black cloth tops; monitors should be 42” or greater

• Up to 5 internet connections

• Up to four 42” Monitors

Evaluation Stations

- 5 bar height tables; may be dispersed throughout conference

• Up to 10 internet connections

Thursday, September 17, 2015 SETUP DAY: Wednesday, September 16, 2015

Type of room # ppl Set up/ notes AV Staff Office 15 • Internet connection General Session 365 classroom • LCD projector with two adequate sized screens for the room size

• 46” or better confidence monitor

• Skirted stage

• Podium with lectern microphone

• Lavaliere microphone

• 3 wireless handheld microphones for questions/answers

• Sound/channel mixer

• Video camera

• DVD player

• Internet connection

Breakout Session 50-75 Classroom or theatre may need two to three 6’ tables with chairs for panels in front for some sessions, will need up to 5 mics for panels

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Breakout Session 50-75 classroom or theatre may need two to three 6’ tables with chairs for panels in front for some sessions, will need up to 5 mics for panels

• LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Breakout Session 50-75 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Breakout Session 25-50 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Breakout Session 25-50 Classroom or theatre • LCD projector with screen

• 2 wireless handheld microphones

• Sound/channel mixer

• Podium

• Internet connection

Information Office

2 • Internet connection

• LCD data monitor

Speaker preparation

10 3-5 round tables • Internet connection

• LCD data monitor room Lightening Learning Room

5-20 2 rows of 10 chairs with an aisle •

Exhibitor Space 2-20 Up to ten 6’ tables with black cloth tops; monitors should be 42” or greater

• Up to 5 internet connections

• Up to four 42” Monitors

Evaluation Stations

- 5 bar height tables; may be dispersed throughout conference

• Up to 5 internet connections

Friday, September 18, 2015 SETUP DAY: Thursday, September 17, 2015

Type of room # ppl Set up/ notes AV Staff Office 15 • Internet connection

Food and Beverage is anticipated as follows:

Monday:

Morning and afternoon breaks (365 people each)

Tuesday - Thursday:

Morning and afternoon breaks (365 people each)

Instructions to Quoters:

Selection Factors:

The Government will make a firm fixed price award resulting from this solicitation to the responsible offeror whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate quotes:

1. Quality of property. This includes, but is not limited to, hotel layout, location, ease of access and security, cleanliness, ability to meet AV requirements, ability to accommodate 365 people checking in/out on the same day, etc. The hotel must indicate if the property is currently undergoing or is scheduled to undergo construction at anytime through the final day of the conference. The hotel must also indicate if there are any other conferences occurring at the same time that could impact the DoD conference – whether by size or type.

2. Experience hosting similar events of this size and type.

3. Past Performance in hosting similar events of this size and type.

4. Total price for lodging, food and beverage, conference rooms, IT/AV. Flexible cancellation terms will also be considered when looking at price.

Price is less important than the 3 non-price factors combined.

Your response must include:

• Quality of property. Information shall include the number of sleeping rooms in the property, the breakdown of conference space (layout, capacity, location, etc.), sample menus, information regarding the location of the property and its vicinity to dining options, hotel security information, a statement if the hotel is undergoing construction or is scheduled to undergo construction, as well as any other information regarding the property that can be helpful in determining the quality of the property.

• Three examples of experience. Each narrative shall not exceed two pages for each example, describing the work you performed and how it relates to your ability to provide conference space, AV and food and beverage. A maximum of three examples may be provided. Include the contract number, the name of the contracting officer, contracting officer’s representative (COR), or commercial point of contact (POC); his or her telephone number and e-mail address; and the dollar amount of the contract. Be sure to include the names of the POCs who can verify you have provided the services that must be met under the statement of work contained in this RFQ. Experience must be current (within the past five years) and relevant to the SOW – it shall explain what you did.

Failure to clearly articulate how the experience examples correlate to the work to be done in the SOW may result in an unfavorable evaluation.

• Past performance: DSS will use the information from the contracts listed in

“Experience” to evaluate past performance. The information must be up to date (telephone number, email address) and the POCs must be able to provide information about the quality of your performance. You are responsible for assuring the POCs cooperate with us. DSS may also consider any other relevant information in evaluating past performance, including the Past Performance Information Retrieval System (PPIRS).

• Pricing for sleeping rooms, conference space, food and beverage (including what minimum food and beverage requirement there will be, if any), and AV. Audio visual requirements MUST be priced – failure to price actual AV requirements may result in your quote not being considered. In addition to providing actual AV pricing, an AV price sheet shall also be included.

The selected hotel must be registered in SAM and accept a Government purchase order. The DSS reserves the right to do a site visit for any property proposed and to consider information gathered in the site visit in making a selection decision.

Offerors shall submit their quotations via email to Paul.Brinckhaus@dss.mil and Shirley.Green@dss.mil. The due date for receipt of quotations is 4:00PM EST on April 27, 2015. This solicitation shall not be construed as a commitment of any kind.

CONTRACT ADMINISTRATIVE DATA

The following individuals will be the Government points of contact during the performance of the contract.

G-1. CONTRACT SPECIALIST (CS)

Shirley Green 938 Elkridge Landing Road Linthicum, MD 21090 Office: (410) 689-1292 Email: shirley.green@dss.mil

Contract administration will be performed by the Contract Specialist.

G-2. CONTRACTING OFFICER (CO)

Paul L. Brinckhaus 27130 Telegraph Road Quantico, VA 22134 Office: (571) 305-6718 Email: paul.brinckhaus@dss.mil

The Contracting Officer is the only person authorized to make any changes, or approve any changes in the requirements of this contract, and notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. In the event, the contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been without authority and no adjustment will be made in the contract price to cover any increase in costs occurred as a result thereof.

G-3. TECHNICAL POC

Adriene F. Brown 938 Elkridge Landing Road mailto:Paul.Brinckhaus@dss.mil mailto:Shirley.Green@dss.mil

Linthicum, MD 21090 Office: (410) 689-1326 Email:Adriene.brown@dss.mil

G-4. CONTRACTOR POC

xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxx, xx xxxxx Office: (xxx) xxx-xxxx Email: xxxxxxxxxxxxxx@dss.mil

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (MAY 2013)

(a) Definitions. As used in this clause--

Department of Defense Activity Address Code (DoDAAC) is a six position code that uniquely identifies a unit, activity, or organization.

Document type means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

Local processing office (LPO) is the office responsible for payment certification when payment certification is done external to the entitlement system.

(b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall--

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.acquisition.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this Web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web- Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission. Document submissions may be via Web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order:

(1) Document type. The Contractor shall use the following document type(s).

Invoice (stand-alone)

(2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer.

HS0002

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table* Field Name in WAWF Data to be entered in WAWF Pay Official DoDAAC HQ0690 Issue By DoDAAC HS0021 Admin DoDAAC HS0021 Inspect By DoDAAC ____ Ship To Code ____ Ship From Code ____ Mark For Code ____ Service Approver (DoDAAC) HS0002 Service Acceptor (DoDAAC) HS0001 Accept at Other DoDAAC ____ LPO DoDAAC ____ DCAA Auditor DoDAAC ____ Other DoDAAC(s) ____

(4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request.

(5) WAWF email notifications. The Contractor shall enter the email address identified below in the “Send Additional Email Notifications” field of WAWF once a document is submitted in the system.

CO: Paul L. Brinckhaus – paul.brinckaus@dss.mil CS: Shirley Green – shirley.green@dss.mil mailto:paul.brinckaus@dss.mil mailto:shirley.green@dss.mil

(g) WAWF point of contact. (1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact.

Stephen Heath – Stephen.Heath@dss.mil

(2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988.

(End of clause)

The following clauses apply to this acquisition:

ORGANIZATIONAL CONFLICTS OF INTEREST

(a) Contractor warrants that to the best of its knowledge and belief, and except as otherwise disclosed, it does not have any organizational conflict of interest, which is defined in FAR Subpart 9.5 as a situation in which the nature of work under a Government contract and a Contractor's organizational, financial, contractual or other interests are such that:

(1) Award of the contract may result in an unfair competitive advantage; or

(2) The Contractor's objectivity in performing the Contract work is or might be otherwise may be impaired.

(b) The Contractor agrees that if after award it discovers an organizational conflict of interest with respect to this Task Order, it shall make an immediate and full disclosure in writing to the Contracting Officer, which shall include a description of the action(s) that the Contractor has taken or intends to take to mitigate, eliminate, or neutralize the conflict.

(c) The provisions of this clause shall be included in all subcontracts and consulting agreements wherein the work to be performed is similar to the service provided by the prime contractor under this Task Order. The Contractor shall include in such subcontracts and consulting agreements any necessary provisions to mitigate, eliminate, or neutralize organizational conflicts of interest.

(d) The Contracting Officer has determined, however, that the nature of the work to performed under this Task Order may give rise to potential perceived or actual organizational conflicts of interest in future DSS contracts. Accordingly, Contractor and DSS have agreed to the following conditions:

(1) Contractor shall not be required to develop specifications or statements of work that are to be incorporated into any DSS solicitation;

(2) Contractor shall not be provided any Government cost estimates, source-selection information, or third-party proprietary technical or cost data; and mailto:Stephen

(3) For any follow-on related contracts, DSS will establish a bidders’ library and make available all of the documents and data collected or reviewed by Contractor in performance of the Task Order.

(e) Additionally, Contractor understands that for any related follow-on contract, it may be required to provide a statement which describes concisely all relevant facts concerning any past, present or planned interest (financial, contractual, organizational, or otherwise) relating to the work to be performed under the proposed contract and bearing on whether the offeror has a possible organizational conflict of interest with respect to:

(1) Being able to render impartial and objective assistance or advice; or

(2) Being given an unfair competitive advantage. The offeror may also provide relevant facts that show how its organizational structure and/or management systems limit its knowledge of possible organizational conflicts of interest relating to other divisions or sections of the organization and how that structure or system would avoid or mitigate such actual or perceived organizational conflict.

Contractor understands that no award shall be made until any potential conflict of interest has been neutralized or mitigated to the satisfaction of the Contracting Officer, or unless a waiver has been granted.

The following FAR and DFARS clauses are incorporated by full text:

252.201-7000 Contracting Officer’s Representative

CONTRACTING OFFICER'S REPRESENTATIVE (DEC 1991)

(a) Definition. “Contracting officer's representative” means an individual designated in accordance with subsection 201.602-2 of the Defense Federal Acquisition Regulation Supplement and authorized in writing by the contracting officer to perform specific technical or administrative functions.

(b) If the Contracting Officer designates a contracting officer's representative (COR), the Contractor will receive a copy of the written designation. It will specify the extent of the COR's authority to act on behalf of the contracting officer. The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract.

The following FAR and DFARS clauses apply to this RFQ and are incorporated by reference:

52.212-1 Jun. 2008 Instructions to Offerors, Commercial Items 52.212-3 Aug. 2009 Offeror Representations and Certifications –

Commercial Items 52.212-4 Jun. 2010 Contract Terms and Conditions – Commercial Items 52.212-5 Jul. 2010 Contract Terms and Conditions Required to Implement

Statues or Executive Orders – Commercial Items

52.222-3 Jun. 2003 Convict Labor 52.222-19 Jul. 2010 Child Labor – Cooperation with Authorities and

Remedies 52.222-21 Feb. 1999 Prohibition of Segregated Facilities 52.222-26 Mar. 2007 Equal Opportunity 52.222-35 Sept. 2006 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans

52.222-36 Jun. 1998 Affirmative Action for Workers with Disabilities 52.222-37 Sept. 2006 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans

52.227-14 Dec. 2007 Rights in Data - General 252.204-7000 Dec. 1991 Disclosure of Information 252.204-7003 Sept. 2007 Control of Government Work Product 252.204-7004 Sept. 2007 Alternate A, Central Contractor Registration 252.204-7005 Nov. 2001 Oral Attestation of Security Responsibility 252.227-7000 Oct. 1966 Non-Estoppel 252.227-7015 Nov. 1995 Rights in Technical Data – Commercial Items 252.227-7016 Jun. 1995 Rights in Bid or Proposal Information 252.227-7025 Jun. 1995 Limitations on the use or Disclosure of Government

Furnished Information Marked with Restrictive Legends 272.227-7030 Mar. 2000 Technical Data – Withholding of Payment 252.227-7037 Sept. 1999 Validation of Restrictive Markings on Technical Data 252.232-7003 Mar. 2008 Electronic Submission of Payment Requests and

Receiving Reports