PC-15-Q-044_Attachment_B_Instructions_to_Offerors_ _Evaluation_Criteria.pdf

RFQ #PC-15-Q-044

Attachment B: Instructions to Offerors & Evaluation Criteria Page 1 of 4

ATTACHMENT B – INSTRUCTIONS TO OFFERORS & EVALUATION CRITERIA

PCMEDICS TRAINING CONFERENCE

1.0 PROPOSAL FORMAT & CONTENTS

Interested Offerors shall provide a response to this solicitation in two volumes:

VOLUME 1 – TECHNICAL PROPOSAL (Page Limit: 12) This volume must address the Offeror’s ability to meet the Peace Corps’ minimum requirements as stated in Section 5.0 below. For the past performance requirement (item #12 under Section 5.0), the Offeror must provide information on at least two (2) contracts performed in the past three (3) years that are similar in scope and complexity to the work to be performed under this contract.

For each past performance reference, provide the following:

(1) Contract number;

(2) Type of Contract;

(3) Dollar value;

(4) Period of Performance;

(5) Project/Requirement Description;

(6) Contract role (prime or sub); and

(7) Contact name, phone, email, and address of reference.

The Government reserves the right to contact any number of references and to use sources other than those provided by the Offeror to obtain information related to past performance.

Volume 1 must not exceed 12 pages in length, including any cover page, table of contents, past performance references, and other addenda, as applicable.

VOLUME 2 – PRICE PROPOSAL & ADMINISTRATIVE INFORMATION (No Page Limit)

This volume must contain the following elements:

(1) Offeror’s price proposal in the format prescribed in Attachment B-1, Price Proposal Template;

(2) Completed Domestic Vendor File Request Form, PC-708 (Attachment B-2);

(3) Signed SF-1449 and, if applicable, any solicitation amendment(s);

(4) Completed solicitation provisions (ref: SOW Sections 14.3 and 14.4); and

(5) Any mandatory hotel agreements (if applicable).1

Offerors are reminded that the Federal Government is exempt from taxation for the performance of services under this contract.

1 The terms of any mandatory hotel agreement must not conflict with any of the clauses and provisions contained in the SOW (ref: Sections 13.0 and 14.0, respectively); the supplemental agreement will be subject to a legal review from Peace Corps’ Office of General Counsel (OGC).

Attachment B: Instructions to Offerors & Evaluation Criteria Page 2 of 4

2.0 QUESTION DEADLINE

Any questions regarding this solicitation must be submitted via email to Ms. Jacqueline Naranjo, Contracting Officer at jnaranjo@peacecorps.gov no later than 3:00 PM ET on Monday, May 4, 2015.

3.0 OFFER SUBMISSION DEADLINE

All offers must be received by the Contracting Officer via email (jnaranjo@peacecorps.gov) on or before 3:00 PM ET on Monday, May 11, 2015. Peace Corps may reject late submissions.

4.0 VALIDITY PERIOD

Offers must be valid for no less than 30 days after the submission deadline.

5.0 BASIS FOR AWARD & MINIMUM REQUIREMENTS

The Government intends to award a firm-fixed price (FFP) contract to the responsible Offeror who submits the lowest price technically acceptable (LPTA) offer. The following minimum requirements will be used to evaluate the technical acceptability of an offer:

1. The hotel and meeting rooms must be located between K to N Streets NW and 18th to 22nd Streets NW in Washington, DC (see Attachment A-1 entitled “Proximity Map” for a detailed boundary).

2. The Offeror must be able to provide two (2) separate meeting spaces with seating to accommodate 50 individuals each on the following dates:

• July 13-17, 2015 (5 days)

• July 27-31, 2015 (5 days)

• August 10-14, 2015 (5 days)

• August 24-28, 2015 (5 days)

• September 14-18, 2015 (5 days)

• September 28-October 2, 2015 (5 days)

*Note: The spaces must be available to Peace Corps for setup and testing by 12:00pm ET on the Sunday prior to the dates specified above.

3. The Offeror must be able to provide 40 individual rooms per night for the following dates at a rate at or below the local government per diem rate; overnight accommodations must meet the requirements stated in Section 4.1 of the Statement of Work (SOW).

• July 12-22, 2015 (10 nights)

• July 26-August 05, 2015 (10 nights)

• August 09-August 19, 2015 (10 nights)

• August 23-September 02, 2015 (10 nights)

• September 13-23, 2015 (10 nights)

• September 27-October 07, 2015 (10 nights)

4. The Offeror must be able to provide 10 individual rooms per night for the following dates at a rate at or below the local government per diem rate as per Section 4.1(C) of the SOW.

• July 11-12, 2015 (2 nights)

• July 24-25, 2015 (2 nights)

• August 7-8, 2015 (2 nights)

• August 21-22, 2015 (2 nights) mailto:jnaranjo@peacecorps.gov mailto:jnaranjo@peacecorps.gov

Attachment B: Instructions to Offerors & Evaluation Criteria Page 3 of 4

• September 11-12, 2015 (2 nights)

• September 25-26, 2015 (2 nights)

5. The Offeror must be able to provide 8 individual rooms per night for the following dates at a rate at or below the local government per diem rate as per Section 4.1(C) of the SOW.

• July 22, 2015 (1 night)

• August 5, 2015 (1 night)

• August 19, 2015 (1 night)

• September 2, 2015 (1 night)

• September 23, 2015 (1 night)

• October 7, 2015 (1 night)

6. Wireless or wired internet connectivity available in hotel rooms for duration of stay, as per Section 4.1(E) of the SOW.

7. The Offeror must have the ability to configure the conference rooms in accordance with Attachment A-2, “Desired Conference Room Layout.”

8. The Offeror has the ability to provide a power delivery solution that meets the requirements stated at Section 4.3(A)(vii) of the SOW, which reads as follows:

• The vendor must provide a power delivery solution (e.g., extension cords, power strips) to ensure each of the 40 participants has the capacity to plug in 40 laptops throughout the conference room. The power delivery solution must have at least 40 outlets available to participants to plug in their computer power cords. The laptop power cords (from laptop device to a power source) will be supplied by the participants. The vendor must provide a power delivery solution that enables the participants to view the presenter and screens from a sitting position as referenced in Attachment A-2 entitled “Desired Conference Room Layout.”

9. The Offeror must be able to provide the audio/visual equipment specified at Section 4.3(A)(i) through A(v) of the SOW, outlined below:

• One (1) LCD projector with DVI connection per room (2 total)

• One (1) screen projector per room (2 total)

• One (1) podium per room (2 total)

• Microphone system with receiver, speakers, and two (2) wireless lapel microphones per room (2 sets)

• One (1) flipchart stand, one (1) package of flipchart paper, and markers of various colors per room (2 sets)

10. In accordance with SOW Section 4.3(A)(vi), the Offeror must be able to provide wireless connectivity in the conference meeting spaces.

11. The Offeror must be able to provide two coffee/tea and snack breaks per day (AM and PM) for approximately 40 people on the following dates:

• July 13-17, 2015 (5 days)

• July 27-31, 2015 (5 days)

• August 10-14, 2015 (5 days)

• August 24-28, 2015 (5 days)

• September 14-18, 2015 (5 days)

• September 28-October 2, 2015 (5 days)

Attachment B: Instructions to Offerors & Evaluation Criteria Page 4 of 4

12. The Offeror must provide information on two (2) previously completed projects of similar size and scope that demonstrates recent, relevant and successful past performance history. See the instructions at Section 1.0 (Volume 1) above for required information.

6.0 PRICE EVALUATION

The proposed price will be evaluated to determine that it is fair and reasonable. If two or more Offerors propose the same price and are deemed technically acceptable, the hotel that is located the closest (in distance) to Peace Corps Headquarters will be selected.

*Note: The Peace Corps reserves the right to evaluate only the lowest-priced offer for technical acceptability and to make an award to the respective Offeror if their offer is determined to be acceptable in accordance with the requirements listed in Section 5.0. If the lowest-priced offer is NOT determined to be technically acceptable, the Peace Corps will evaluate the next lowest-priced offer in the same manner.

7.0 ATTACHMENTS

Attachment B-1 Price Proposal Template Attachment B-2 Domestic Vendor File Request Form (PC-708)