Proposal_Instructions__Evaluation_Criteria.docx

ATTACHMENT 2

PROPOSAL INSTRUCTIONS & EVALUATION CRITERIA AND FACTORS

1. BASIS FOR AWARD AND OVERALL RELATIVE IMPORTANCE OF EVALUATION CRITERIA

The government intends to award one Firm Fixed Price contract as a result of this solicitation. The government intends to use a Lowest Price Technically Acceptable as the basis for award on this requirement. The factors are listed below in descending order of importance.

· Technical Factor

· Price Factor

2. PROPOSAL FORMAT

Quotations must be submitted electronically. All offers must contain descriptive literature to include information regarding sleeping rooms, meeting room space, diagrams and square footage of meeting space offered, and information regarding amenities of the hotel as well as within the immediate area of the venue. When responding please include the solicitation number HSFE40-16-Q-0002 on the subject line of your email message. Oral communications are not acceptable in response to this notice. All documents submitted must be in MS Word, Excel or PDF format. Total size for all proposal material cannot exceed 10MB. Any file larger than 10MB is too large to be accepted by the email system. All quotations are due no later than 3:00 p.m. EST on Wednesday March 2, 2016 to the following e-mail address: Monique.park@fema.dhs.gov. Receipt of quotations will be acknowledged by return email.

3. EVALUATION FACTORS FOR AWARD

The Government intends to award a commercial purchase order resulting from this solicitation to the lowest priced, technically acceptable responsible offeror. The factors identified below will be the evaluation factors used to evaluate all offers received. Quotes must be specific in details and clearly identify all the government requirements.

A. Technical -

(1) Offerors shall provide in sufficient detail a technical quote that demonstrates the offeror's experience in providing services similar in nature and scope to this requirement. In addition, the quote must meet or exceed each of the requirements identified in the attached Statement of Work (SOW), and must be located within 5 mile radius of Lambert St. Louis Airport. The offeror must demonstrate ability to provide the requested number of guest rooms/nights and associated conference/meeting facilities as described in the SOW;

(2) Offerors must be actively registered with the System for Award Management (SAM) system prior to award per Federal Acquisition Regulation (FAR) 4.1102. Failure to be actively registered will result in disqualification from award consideration. Further information may be obtained at website https://www.sam.gov.

(3) Offerors must be current and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.dhs.gov/applications/hotel. FEMA contracting officers may contract only with listed hotels or motels on the above list to conduct meetings, conventions, conferences, or training seminars. Offerors whose proposed facilities that are not listed will be rejected as technically unacceptable.

(4) Offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). Proof of compliance shall be provided with proposal.

B. Price –

Offerors shall provide pricing in response to this solicitation. Quotes shall include per-night cost per room. Pricing for conference/meeting space shall indicate pricing per room, per square foot or other commercially acceptable method verifiable by independent means. Offer shall include evidence of commercial pricing available to the general public. Nightly room rates shall be stated and shall not exceed the authorized per diem rate identified for the St. Louis metropolitan area or as applicable in the event rates would vary slightly by vendor location within the stated allowable distance parameters.

The quoted price shall represent the total price (fixed rates proposed for all services) for the entire period for which the conference will be held. The hotel shall only invoice the Government for, and the Government shall only pay for those costs proposed and accepted in accordance with the impending purchase order contract terms and conditions. Depending upon pricing structure, any costs for conference space proposed as a direct charge must be supported by offeror's published "catalog" rates available on the commercial market. Quote shall include a copy of the offeror's commercial space price list. Rates will be stated as "total cost per room", priced "per square foot", or other standard commercial published pricing guidelines to allow evaluation and determination of reasonableness. If conference space is provided complimentary based on occupancy/lodging, this must be clearly stated in the quote. Offerors shall also provide a copy of their standard business practices identifying all terms and conditions upon which the quote is based. A purchase order in the amount sufficient to cover costs quoted for services specified will be issued to the lowest priced, technically acceptable responsible offeror. Upon conclusion of the conference, final determination and payment of all pending charges payable by the Government will be processed with any remaining funds on the purchase order to be de-obligated.

The GSA Federal Travel Regulations Per diem rates are available at:

http://www.gsa.gov/portal/content/104877 The offeror's initial proposal shall contain the offeror's best quote from a price and technical standpoint. The Government intends to evaluate offers and award a purchase order without discussions, but reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government reserves the right to make no award as a result of this solicitation.