Offsite SOW and Evaluation Factors 2022 - RFQ V2.pdf

SCHOOL OF PROFESSIONAL AND AREA STUDIES

Statement of Work

Orientation Division Off-site Conference Facility and Lodging

INTRODUCTION

The Department of State’s Foreign Service Institute (FSI) provides training and professional development to personnel of the Department of State and the Foreign Service community. The mission of the School of Professional and Area Studies at FSI is to provide members of the foreign affairs community with the knowledge and tools they require to serve the global efforts of the United States government. We seek a site to host a two-day orientation offsite with meeting space, overnight accommodation, and meals as detailed below.

BACKGROUND

Newly hired Foreign Service Generalists and Foreign Service Specialists participate in a multi-week orientation course. Among the goals of the orientation is introducing and fostering leadership skills and building esprit de corps. The orientation offsite is a key vehicle to further both goals.

During the orientation offsite students participate in teambuilding activities and in an embassy simulation. Students are divided into teams for the duration of the offsite and facilitators manage activities in plenary rooms, breakout meeting rooms, and outdoor spaces. In cases of inclement weather, all activities take place indoors.

OBJECTIVES

All offerors must demonstrate, through pictures, brochures, et cetera, that the offsite location/facility meets all requirements listed below.

The vendor should be located within a radius of no less than 20 miles and no greater than 90 miles from the Foreign Service Institute, 4000 Arlington Blvd, Arlington, Virginia. The facilities and accommodations must be ADA compliant. The vendor should have at least a three- Diamond rating under the AAA Diamond rating system, or comparable rating/system, and follow current CDC COVID-19 mitigation guidance and safety measures. If the offeror is a third party or a broker, the offeror must identify the names of the proposed offsite locations.

The vendor must provide overnight accommodations, conference facilities, and food service for up to 250 people each day (participants, trainers, and staff) on two consecutive days.

Approximately 17 trainers will arrive the evening before Day 1 (Day 0) to finalize room set up and activity coordination. The main group will arrive at approximately 9:30 a.m. on Day 1 and depart around 3:00 p.m. on Day 2.

The vendor must provide the following:

Overnight Accommodation

1. Between 30-50 single occupancy rooms for staff/trainers. Approximately 17 of these rooms will be for two consecutive nights, with the remainder for one night only. Between 60-110 double occupancy rooms with two double beds for the offsite participants.

2. Each room should provide standard hotel amenities such as in-room bathroom facilities, television, alarm clock, in-room phone, etc.

3. Phone calls, mini-bar (if any), and other in-room expenses will be paid directly by the room’s occupant(s) and not by the U.S. government. Additionally, all restaurant/bar expenses, apart from the food services required below, will be paid directly by participants and not by the U.S. government.

4. Vendor must provide a fully-loaded, per room rate.

Indoor Meeting Space Requirements

1. Ideally all, but at least one (1) breakout room(s) or alternative space must be available to participants from 4:00 – 10:00 p.m. on Day 0 for unpacking and storage of materials, and all breakout rooms must be available to participants all day and night on Day 1 and from 7:00 a.m. – 3:00 p.m. on Day 2.

2. Day 1 and Day 2: Large meeting room with theater-style seating that accommodates two-hundred and fifty (250) people, with seating for each person. The vendor must provide a screen, projector, microphone and basic sound system for use in this room.

This room will be used for introductory and wrap-up sessions at the beginning and end of each day (7 a.m. – 10 p.m. on Day 1, 7 a.m. to 3:00 p.m. on Day 2). This room may also be reconfigured for use as a breakout meeting room.

3. Day 1: Fourteen (14) breakout meeting rooms that accommodate 25 people, with chairs in a circle for 20 people, and at least one (1) six-foot table per room. Fewer breakout rooms (a minimum of ten [10]) may suffice if larger rooms can be provided that can accommodate two or three groups of the aforementioned sizes, ideally with some sort of partitions to divide the space accordingly.

4. Day 2: One (1) breakout room for 10 people; eight (8) breakout rooms for 25 people;

two (2) breakout rooms for 50 people; and two (2) breakout rooms for 35 people. Fewer breakout rooms (a minimum of ten [10]) may suffice if larger rooms can be provided that can accommodate two or three groups of the aforementioned sizes, ideally with some sort of partitions to divide the space accordingly. All breakout rooms must have sufficient seating and tables for each person. Ideally, but not necessarily, at least one phone line will be made available in each of the breakout rooms on Day 2, with multiple phone lines in the smallest breakout room (control room).

5. All breakout rooms must include reconfigurable tables and chairs with sufficient space to conduct small-group activities in which participants move around the room. Rooms should be free of any large or immovable furniture or impediments.

6. Breakout rooms should have chilled drinking water and cups for meeting participants.

7. Breakout rooms must have one flip chart with easels per meeting room.

8. Participants must be able to leave materials in breakout rooms overnight.

9. The vendor shall provide hand sanitizer stations or access to hand sanitizer in each meeting room.

Outdoor Meeting Space Requirements

1. Large grassy area of approximately 4,000 - 5,000 contiguous square feet or up to five (5) non-contiguous smaller grassy areas of approximately 1,000 square feet to accommodate teambuilding activities. (Note: Access to shade desired, but not required.)

2. Outdoor space must be within a five-minute walk of the indoor meeting space.

3. Outdoor space must be guaranteed without interruption from other groups and landscaping/mowing crews on the dates of our programs.

4. Containers of chilled water with cups in readily accessible locations by all participants.

Meals

1. Day 0: Dinner for approximately seventeen (17) trainers.

2. Day 1: Hot breakfast for approximately seventeen (17) trainers.

3. Day 1: Morning snack/continental breakfast upon arrival (approximately 9:30 a.m.), hot buffet lunch, mid-afternoon snack, hot buffet dinner for up to 250 people.

4. Day 2: Continental breakfast, hot buffet lunch for up to 250 people.

5. Hot buffet lunches and dinner must include a salad and dessert for all participants with beverages (soda, lemonade, iced tea, coffee). Do not include pork, seafood, or nuts and should include some vegetarian entrée and gluten free options. The Orientation Division must be advised of the menu selection at least one week in advance and reserves the right to require reasonable menu changes noting that the requested changes should have no impact upon the overall cost.

6. Coffee/Tea availability during Day 1 mid-afternoon snack and Day 2 mid-morning snack.

7. Adequate plates, cups, and utensils.

8. Food must be priced on a per person basis. If any gratuities would be incurred, they must be part of the all-inclusive price.

FSI’s Responsibilities

1. The Orientation Division will provide final headcount numbers to the vendor no less than seven (7) calendar days before the reserved dates.

2. The Orientation Division will approve all menu selections at least four (4) business days in advance of the reserved dates.

Period of Performance The period of performance will be October 2-4, 2022. These dates are subject to change.

The Orientation Division will provide vendor with notice of any date changes.

The Government reserves the right to conduct site visits to determine technical acceptability of each proposed location.

EVALUATION FACTORS

Evaluation Criteria:

Offerors will be evaluated based on technical proposal, past performance evaluations, as well as price on a Lowest Price Technically Acceptable basis. Quotes will be evaluated based on the following three factors:

• Technical (Acceptable/Unacceptable)

• Past Performance (Acceptable/Unacceptable)

• Cost/Price

Factor 1: Technical Capability

Offerors must exhibit that they meet all requirements listed in this Statement of Work and describe your technical and project management approach. The approach must demonstrate an understanding of the requirement, including the ability to answer the specific questions on Attachment 1: Technical Capability, excel spreadsheet. In addition, the Offeror shall complete Columns C and D of Attachment 1: Technical Capability, excel spreadsheet.

Factor 2: Past Performance

Past performance will be used to evaluate offeror past performance success. Offerors shall, within their technical quotes, provide names and contact information for up to two (2) examples that describe and document Offeror's recent successful past performance providing this type of services. "Recent" is defined as within the last 3-5 years. This information comprises the Past Performance that will be used by the Government to evaluate. Subcontractor past performance is acceptable as long as the subcontractor intends to perform on this contract if awarded.

Each past performance example must include the following information:

• Project title;

• Description of the project;

• Contract Number and, if applicable, task order number;

• Customer Government Agency/Organization;

• COR's name, email address, and phone number;

• Current status, e.g. completed and/or in progress, start and estimated completion dates;

• Contract dollar value and type of contract; and

• Name of company being reference (and indication of status within offeror quote).

a. detailed description of work performed;

b. roles and responsibilities;

c. the results achieved; and

d. a narrative that addresses how the work performed is similar in scope and complexity.

mailto:fsiacq@state.gov

The Government will evaluate past performance on an Acceptable/Unacceptable basis as follows:

Acceptable: Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance record is unknown.

Unacceptable: Based on the offeror’s performance record, the Government does not have a reasonable expectation that the offeror will be able to successfully perform the required effort.

NOTE: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror shall be determined to have unknown (or “neutral”) past performance.

Factor 3: Price

The Government intends to award to the lowest price technically acceptable offeror. To be determined technically acceptable, the offer must be in accordance with the items listed in this Statement of Work. The Government anticipates awarding a firm-fixed-price Purchase Order.

The Purchase Order resulting from this RFQ will be awarded to that responsible offeror submitting a technically acceptable quote with the lowest evaluated price.

Requested Room Rate Range:

• Federal Government per diem rate based on location. Please refer to (www.gsa.gov).

Format

The electronic copies of the quote shall be submitted in a format readable by Microsoft (MS) Word 2010, MS Excel 2010, and MS-Power Point 2010, as applicable.

The quote shall be prepared and submitted in two (2) separate electronic volumes clearly labeled as "Volume I Technical Quote” and "Volume II: Price Quote.”

Each volume shall be separate and complete in itself so that evaluation of one volume may be accomplished independently of evaluating the other.

Volume I Page Limit: 20 Pages Volume II Page Limit: 20 Pages