Request for Quote -RFQ HT9425-23-R-0043 - 2023 Spring Leaders Summit - AMENDMENT 4.pdf

REQUEST FOR QUOTES (RFQ) NO. HT9425-23-R-0043 – AMENDMENT 4

RFQ Issue Date: 17 March 2023

RFQ Closing Date: 5 April 2023 at 4:00 PM EDT – Quotes shall be submitted to Alana M.

Sowers at alana.m.sowers.civ@health.mil no later than the date and time listed above. The Offeror is responsible for verifying a timely and complete submission.

RFQ Title and Requiring Activity: U.S. Army Medical Research and Development Command (USAMRDC) 2023 Spring Leaders’ Summit

Issuing/Contracting Office: U.S. Army Medical Research Acquisition Activity (USAMRAA), 820 Chandler Street, Fort Detrick, MD 21702

Point of Contact: Alana M. Sowers (Contract Specialist), alana.m.sowers.civ@health.mil

RFQ Questions Due Date: RFQ Questions shall be submitted to Alana M. Sowers at alana.m.sowers.civ@health.mil no later than 21 March 2023 at 12:00 PM EDT. The Offeror is responsible for verifying a timely and complete submission. Responses to the RFQ Questions will be posted via RFQ Amendment.

RFQ Attachments:

Attachment 1: Performance Work Statement (PWS)

Attachment 2: Pricing Sheet

Attachment 3: Organizational Conflict of Interest (OCI) Certification Form

Attachment 4: Provisions and Clauses

Attachment 5: Non-Disclosure Agreement (NDA)

Attachment 6: FAR 52.212-3 and FAR 52.204-24 mailto:alana.m.sowers.civ@health.mil

1.0 Information

1.1. NAICS Code and Small Business Size Standard: The principal nature of the requirements described in this RFQ is consistent with services performed by industries under NAICS Code 721110, Hotels (except Casino Hotels) and Motels with a small business size standard of $35 million.

1.2. Product Service Code (PSC): The services in this solicitation are best represented by PSC Code V231, Transportation/Travel/Relocation – Travel/Lodging/Recruitment.

1.3. Type of Contract: The primary type of contract resulting from this RFQ is Firm Fixed Price.

1.4. Type of Services: The services required are: Commercial

1.5. Security Clearances: The clearance level is: Unclassified

1.6. Performance Location(s): The performance location is at the Contractor’s facility.

1.7. Period of Performance: The period of performance is 1 May 2023 through 4 May 2023.

1.8 Competition: This is an unrestricted procurement and is competed full and open.

2.0 Contract Line Items (CLINs)

Please refer to Attachment 2: Pricing Sheet for the proposed CLIN Numbers / Descriptions.

3.0 Description of Services

The USAMRDC requires a hotel facility to provide meeting room space, audio/visual, food and beverage (breakfast, two (2) breaks (morning and afternoon)) for fifty (50) personnel, and lodging (overnight stay) for up to forty-five (45) personnel in the Natick/Framingham, MA area for the 2023 Spring Leaders’ Summit scheduled for 1 May 2023 through 4 May 2023.

Only one contract is anticipated as a result from this RFQ; however, the Government reserves the right to withdraw, modify, or eliminate various aspects of the requirement determined to be too costly or impractical prior to award.

Specific performance requirements are provided in the attached PWS. (See RFQ Attachment 1).

4.0 Delivery and Performance Information

Specific delivery and performance requirements are provided in the attached PWS. (See RFQ Attachment 1 PWS).

5.0 Invoicing Instructions

Invoicing Instructions have been provided within Attachment 4: Provisions and Clauses under

Defense Federal Acquisition Regulation Supplement (DFARS) Clause 252.232-7006 Wide Area Workflow Payment Instructions. Also, refer to PWS Section 4.4 Invoicing and Receiving Report Instructions.

6.0 Provisions and Clauses

By submission of a quote, the Offeror agrees to the inclusion of all Provisions and Clauses referenced in this RFQ and RFQ Attachment 4.

7.0 Quote Preparation and Submission

7.1. ELECTRONIC SUBMISSION: Quotes shall be emailed to alana.m.sowers.civ@health.mil.

The Offeror’s quote submission shall be submitted in MS Word, MS Excel, and/or searchable PDF format. Zip files and other application formats are not acceptable. Failure to submit all documents concurrently and in accordance with these instructions may render a quote unacceptable.

7.2. QUOTE CONTENT: The Offeror’s submission shall include:

• Capabilities Statement to Address All Requirements in Table A-1 under FAR 52.212-2.

• Sample Menu for Breakfast and Break Food Options. Breakfast food options must be within the Government Per Diem Rate of $16 per person (inclusive of all fees and surcharges).

• Attachment 2 Pricing Sheet

• Attachment 3 OCI

• Attachment 6 FAR 52.212-3 and FAR 52.204-24

• Unique Entity Identifier (UEI)

ADDENDUM TO FAR 52.212-1

INSTRUCTIONS TO OFFERORS

Offerors are requested to submit a quote in support of the USAMRDC’S 2023 Spring Leaders’ Summit. Only one contract is anticipated to result from this Request for Quote (RFQ), however the Government reserves the right to withdraw, modify, or eliminate various aspects of the requirement determined to be too costly or impractical prior to award. Any stated assumptions that conflict with the contract terms and conditions may render your quotation ineligible for award. Offeror’s submission must include quote as a Firm-Fixed Price amount. Quotations must include a proposed price for each Contract Line Item Number (CLIN). The planned Contract Line Item Number (CLIN) structure is as follows (see Attached Pricing Sheet (RFQ Attachment

2) for requested pricing information for RFQ submission of proposed pricing):

CLIN CLIN Type Quantity Unit of Issue Description 0001 FFP 1 JOB Meeting Room Space 0002 FFP 1 JOB Food and Beverage 0003 COST 1 JOB Room Block and Lodging 0004 FFP 1 JOB Audio/Visual

Offerors shall also address all requirements in Table A-1 under FAR 52.212-2.

Offerors shall calculate and state the proposed price in accordance with the Request for Quote and Instructions to Offerors. Offerors shall complete and submit RFQ Attachment 2 – Pricing Sheet.

Offerors shall include a completed copy of the provision 52.212-3 Offeror Representations and Certifications – Commercial Products and Commercial Services and FAR 52.204-24 Representations Regarding Certain Telecommunications and Video Surveillance Services or Equipment via RFQ Attachment 6.

Offerors shall have active registration at SAM.gov at the time of quotation submission to be eligible for evaluation and award. Offerors shall include Unique Entity Identifier (UEI) within quotation.

Offerors shall provide RFQ Attachment 3 OCI at the time of quotation submission; and awardee shall provide RFQ Attachment 5 NDAs prior to completing any work on the resultant contract.

A Technical Evaluation Panel will evaluate all quotes based on the documentation provided. The evaluations will be conducted utilizing the Lowest Price Technically Acceptable (LPTA) evaluation method. The Government intends to award without discussions. Offerors should provide their best, complete quotation upon initial submission. The Government reserves the right to hold discussions if deemed necessary by the Contracting Officer.

RFQ Questions: Questions may be submitted to the Government Point of Contact (POC), Ms. Alana M. Sowers at alana.m.sowers.civ@health.mil via email no later than 21 March 2023 at 12:00 PM EDT. Offerors are responsible for verifying receipt by the Government POC. Responses to the RFQ Questions will be posted via RFQ Amendment.

Quotes are due no later than 5 April 2023 at 4:00 PM EDT to the POC, Ms. Alana M.

Sowers at alana.m.sowers.civ@health.mil. Offerors are responsible for verifying receipt by the Government POC.

FAR 52.212-2 EVALUATION--COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

(a) The Government intends to award a Contract resulting from this RFQ to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

• Technical

• Price

Basis for Award & Evaluation

The Lowest Price, Technically Acceptable (LPTA) evaluation procedures will be used for this competitive procurement. The Government intends to evaluate quotations and award a contract without discussions with offerors. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. The LPTA process is selected as appropriate for this acquisition as the best value is expected to result from selection of the technically acceptable quotation with the lowest evaluated price. An overall technical rating must be at least "ACCEPTABLE" in order to be eligible for award. An "UNACCEPTABLE" rating, results in the technical quotation being rated "UNACCEPTABLE" unless corrected through discussions. An overall technical rating of "UNACCEPTABLE" makes a quotation ineligible for award.

An offeror is expected to submit sufficient information in response to the Request for Quote (RFQ) to allow for the evaluation of the quotation.

Each Offeror’s quote will be evaluated using the following criteria and ratings:

Factor 1 – Technical.

The Government will evaluate the offeror’s ability to meet the objectives outlined in the PWS to determine whether the quotation is acceptable or unacceptable, using the ratings and descriptions outlined in Table A-1 below.

Table A-1 - Technical Acceptable/Unacceptable Ratings Rating Description Acceptable Quotation meets the minimum requirements of the PWS and RFQ, as described below.

Offeror must demonstrate ability and commitment to provide support services requested in Section’s 1.3, 1.4, 1.5, 1.6, 1.7, 1.9, 1.10, 1.11, 1.12, and 2 in the PWS.

Unacceptable Quotation does not meet the minimum requirements of the PWS and RFQ as described above.

Factor 2 – Price.

Offerors' price quotation will be evaluated to determine the price is fair and reasonable in accordance with FAR 12.209 and FAR 13.106-3. Quotations shall include a proposed price for each Contract Line Item Number (CLIN).

(b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)