Proposal_Instructions__Evaluation_Criteria.pdf

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

The Government will conduct a detailed evaluation of the offerors’ approach and capability to meet the Government’s objectives against the following evaluation factors: (1) Technical, (2)

Price.

Proposals shall concisely describe the offerors response to the requirements of the solicitation.

The use of general or vague statements such as “standard procedures will be used” and “will comply with specification,” are not desired and may be construed as an indication of the offerors lack of understanding. Do not repeat information required in response to two or more evaluation factors. Present details in only one area of the proposal where it contributes most critically to the discussion. Where discussion of the same information is necessary, refer to the initial discussion and identify its location within the proposal.

Clarity and completeness of the proposal is critical. The proposal must be written in a practical, clear and concise manner. It must use quantifiable data whenever possible and avoid qualitative adjectives to the maximum extent possible. Proposal volumes must be internally consistent or the proposal will be considered unrealistic and may be considered unacceptable.

Upon receipt and evaluation of proposals the Government intends to make an award without further discussion; however, this does not prohibit the Government from holding discussions prior to award if the contracting officer determines discussions to be in the best interest of the

Government.

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-0006 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 12:00 p.m. EST on

Friday, April 15, 2016 to the following e-mail address: Leeann.washington@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 detail a technical quote that demonstrates the offeror's ability to meet the requirements outlined in the SOW, specifically under Tasks A and B. The quote must meet or exceed each of the requirements identified in the attached SOW, and must be located within 40 mile radius of BWI Thurgood Marshall 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 (Unit Price), inclusive of applicable service fees and taxes. Pricing for conference/meeting space shall indicate pricing is complimentary 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. Offer shall NOT include pricing for food/meals. Nightly room rates shall be stated and shall not exceed the authorized per diem rate identified for the Washington DC 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. 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.

NOTE: This RFQ does NOT include any food or meals, therefore food should not be included in any quote. Any quote that does contain a proposal for food will be evaluated exclusive of any consideration given for food and will be rated solely upon the remaining relevant portions of the offeror's proposal.

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.

http://www.gsa.gov/portal/content/104877