RFP_19AQMM25R0021 GTM Lodging.pdf

19AQMM25R0021

SOLICITATION, OFFER, AND AWARD

1. THIS CONTRACT IS A RATED ORDER UNDER DPAS (15 CFR

700)

RATING

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

19AQMM25R0021 SEALED BID (IFB)

X NEGOTIATED (RFP)

4. TYPE OF SOLICITATION 5. DATE ISSUED

02/20/2025

6. REQUISITION/PURCHASE NUMBER

CODE: AGA__

GLOBAL ACQUISITION (A/GA)

1200 Wilson Blvd, SA-6B

ATTN: A/GA

ARLINGTON, VA 22209

7. ISSUED BY 8. ADDRESS OFFER TO (If other than Item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

9. Sealed offers in original and ____ copies for furnishing the supplies or services in the Schedule will be received at the place specified in item 8, or if handcarried, in the depository located in ____ until

____ local time ____

10. FOR

INFORMATION

E-MAIL:

A. NAME

Lawanna Bradley 777-204-0642

B. TELEPHONE (NO

COLLECT CALLS)

C. E-MAIL ADDRESS

bradleylr@state.gov

11. TABLE OF CONTENTS (See Table of Contents on page 2)

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - SCHEDULE PART II - CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM X I CONTRACT CLAUSES Contract X B SUPPLIES OR SERVICES AND PRICES/COSTS PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

X C DESCRIPTION/SPECS./WORK STATEMENT X J LIST OF ATTACHMENTS

X D PACKAGING AND MARKING PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE X K REPRESENTATIONS CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORSX F DELIVERIES OR PERFORMANCE

X L INSTRS., CONDS., AND NOTICES TO OFFERORSX G CONTRACT ADMINISTRATION DATA

X M EVALUATION FACTORS FOR AWARDX H SPECIAL CONTRACT REQUIREMENTS

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

In compliance with the above, the undersigned agrees, if this offer is accepted within __________ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

12.

13. DISCOUNT FOR PROMPT PAYMENT (See Section I, Clause No.

52.232-8)

10 CALENDAR DAYS(%)

0.00 %

20 CALENDAR DAYS(%)

0.00 %

30 CALENDAR DAYS(%)

0.00 %

0 CALENDER DAYS(%)

0.00 %

14. ACKNOWLEDGEMENT OF AMENDMENTS (The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME AND

ADDRESS OF

OFFEROR

CONTACT: UEI: 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER (Type or Print)

15B. TELEPHONE NUMBER

15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

10 U.S.C. 2304(c) ( ) 41 U.S.C. 253(c) ( )

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN (4 copies unless otherwise specified)

ITEM

CODE:24. ADMINISTERED BY (if other than Item 7) CODE:25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

Adrienne Bell (Signature of Contracting Officer)

27. UNITED STATES OF AMERICA 28. DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (REV. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

CGFS // CGFS

Table of Contents

Section Description Page Number

B Supplies or Services and Prices/Costs

B-001 SUPPLIES OR SERVICES AND PRICES/COSTS

C Descriptions/Specifications/Statement of Work

C-001 DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

D Packaging and Marking

D-002 MARKING OF REPORTS

E Inspection and Acceptance 52.246-4 Inspection of Services-Fixed-Price (Aug 1996)

E-001 INSPECTION AND ACCEPTANCE - SERVICES

F Deliveries or Performance 52.242-15 Stop-Work Order (Aug 1989) 52.242-17 Government Delay of Work (Apr 1984)

F DELIVERIES OR PERFORMANCE

F-006 PERIOD OF PERFORMANCE

F-007 PLACE OF PERFORMANCE

G Contract Administration Data

652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

G-001 CONTRACT ADMINISTRATION DATA

G-002 ORDERING PROCEDURES

INV-IPP ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS AND INSTRUCTIONS

TO IMPLEMENT USAGE OF THE INVOICE PROCESSING PLATFORM (IPP)

H Special Contract Requirements

H-001 SPECIAL CONTRACT REQUIREMENTS

H-048 CERTIFICATION REGARDING COMPLIANCE WITH APPLICABLE U.S. FEDERAL

ANTI-DISCRIMINATION LAW (Required under EO 14173, January 2025)

I Contract Clauses 52.252-2 Clauses Incorporated by Reference (Feb 1998) 52.203-3 Gratuities (Apr 1984) 52.204-27 Prohibition on a ByteDance Covered Application (Jun 2023) 52.215-19 Notification of Ownership Changes (Oct 1997) 52.224-1 Privacy Act Notification (Apr 1984) 52.224-2 Privacy Act (Apr 1984) 52.229-3 Federal, State and Local Taxes (Feb 2013) 52.232-1 Payments (Apr 1984) 52.232-8 Discounts For Prompt Payment (Feb 2002) 52.232-9 Limitation on Withholding of Payments (Apr 1984) 52.232-18 Availability of Funds (Apr 1984) 52.232-23 Assignment of Claims (May 2014) 52.232-25 Prompt Payment (Jan 2017) 52.242-13 Bankruptcy (July 1995) 52.243-1 Changes-Fixed-Price (Aug 1987) 52.244-2 Subcontracts (Jun 2020) 52.246-25 Limitation of Liability-Services (Feb 1997) 52.249-2 Termination for Convenience of the Government (Fixed-Price) (Apr 2012) 52.253-1 Computer Generated Forms (Jan 1991) 52.244-6 Subcontracts for Commercial Products and Commercial Services (Jan 2025) 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023) 52.215-2 Audit and Records-Negotiation (Jun 2020) 52.216-22 Indefinite Quantity (Oct 1995) 52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) 52.230-2 Cost Accounting Standards (Jun 2020) 52.230-3 Disclosure and Consistency of Cost Accounting Practices (Jun 2020) 52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984) 52.232-39 Unenforceability of Unauthorized Obligations (Jun 2013)

52.243-7 Notification of Changes (Jan 2017) 52.249-8 Alt I Default (Fixed-Price Supply and Service) (Apr 1984) - Alternate I (Apr 1984) 52.252-6 Authorized Deviations in Clauses (Nov 2020)

652.232-72 LIMITATION OF FUNDS (AUG 1999)

652.237-72 OBSERVANCE OF LEGAL HOLIDAYS AND ADMINISTRATIVE LEAVE (FEB

2015)

652.243-70 NOTICES (AUG 1999)

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders- Commercial Products and Commercial Services (JAN 2025)(DEVIATION FEB 2025)

J List of Attachments K Representations, Certifications, and Other Statements of Offerors or Respondents

52.204-8 Annual Representations and Certifications (JAN 2025)(DEVIATION FEB 2025) 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services

(MAY 2024)(DEVIATION FEB 2025)

L Instructions, Conditions, and Notices to Offerors and Respondents 52.204-6 Unique Entity Identifier (Oct 2016) 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Sep 2023) 52.215-20 Requirements for Certified Cost or Pricing Data and Data Other Than Certified Cost or Pricing Data (Nov 2021) 52.222-24 Preaward On-Site Equal Opportunity Compliance Evaluation (Feb 1999) 52.232-38 Submission of Electronic Funds Transfer Information with Offer (Jul 2013) 52.233-2 Service of Protest (Sept 2006)

652.206-70 ADVOCATE FOR COMPETITION/OMBUDSMAN (FEB 2015)

SECTION L INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

M Evaluation Factors for Award 52.212-2 Evaluation-Commercial Products and Commercial Services (Nov 2021)

SECTION M SECTION M EVALUATION FACTORS FOR AWARD

Line Item Summary

Solicitation Number:

19AQMM25R0021

Contract Number: Title: Lodging for Interns and Foreign Svc Program

Date of Solicitation:

03/25/2025

Line Item No.

Description Quantity Unit Unit Price Total Cost

001 CLIN 001A (Base Year) Extended Stay/Corporate Accommodations, Studio Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

002 CLIN 001B (Base Year) Extended Stay/Corporate Accommodations, 1 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

003 CLIN 001C (Base Year) Extended Stay/Corporate Accommodations, 2 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

004 CLIN 001D (Base Year) Extended Stay/Corporate, Accommodations, 3 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

005 (Base Year) Shuttle Services Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

12.00 MO $0.00 $0.00

1001 CLIN 1001A (Option Year 1) Extended Stay/Corporate Accommodations, Studio Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

1002 CLIN 1001B (Option Year 1) Extended Stay/Corporate Accommodations, 1 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

1003 CLIN 1001C (Option Year 1) Extended Stay/Corporate Accommodations, 2 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

1004 CLIN 1001D (Option Year 1) Extended Stay/Corporate, Accommodations, 3 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

1005 (Option Year 1) Shuttle Services Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

12.00 MO $0.00 $0.00

Line Item Summary

Solicitation Number:

19AQMM25R0021

Contract Number: Title: Lodging for Interns and Foreign Svc Program

Date of Solicitation:

03/25/2025

Line Item No.

Description Quantity Unit Unit Price Total Cost

2001 CLIN 2001A (Option Year 2) Extended Stay/Corporate Accommodations, Studio Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

2002 CLIN 2001B (Option Year 2) Extended Stay/Corporate Accommodations, 1 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

2003 CLIN 2001C (Option Year 2) Extended Stay/Corporate Accommodations, 2 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

2004 CLIN 2001D (Option Year 2) Extended Stay/Corporate, Accommodations, 3 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

2005 (Option Year 2) Shuttle Services Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

12.00 MO $0.00 $0.00

3001 CLIN 3001A (Option Year 3) Extended Stay/Corporate Accommodations, Studio Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

3002 CLIN 3001B (Option Year 3) Extended Stay/Corporate Accommodations, 1 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

3003 CLIN 3001C (Option Year 3) Extended Stay/Corporate Accommodations, 2 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

3004 CLIN 3001D (Option Year 3) Extended Stay/Corporate, Accommodations, 3 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

3005 (Option Year 3) Shuttle Services Type of Contract Pricing: FFP

Doc Ref No:

12.00 MO $0.00 $0.00

Line Item Summary

Solicitation Number:

19AQMM25R0021

Contract Number: Title: Lodging for Interns and Foreign Svc Program

Date of Solicitation:

03/25/2025

Line Item No.

Description Quantity Unit Unit Price Total Cost

4001 CLIN 4001A (Option Year 4) Extended Stay/Corporate Accommodations, Studio Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

4002 CLIN 4001B (Option Year 4) Extended Stay/Corporate Accommodations, 1 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

4003 CLIN 4001C (Option Year 4) Extended Stay/Corporate Accommodations, 2 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

4004 CLIN 4001D (Option Year 4) Extended Stay/Corporate, Accommodations, 3 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

4005 (Option Year 4) Shuttle Services Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

12.00 MO $0.00 $0.00

5001 CLIN 5001A (Six-Month Option to Extend Services) Extended Stay/Corporate Accommodations, Studio Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

5002 CLIN 5001B (Six-Month Option to Extend Services) Extended Stay/Corporate Accommodations, 1 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

5003 CLIN 5001C (Six-Month Option to Extend Services) Extended Stay/Corporate Accommodations, 2 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

5004 CLIN 5001D (Six-Month Option to Extend Services) Extended Stay/Corporate, Accommodations, 3 Bedroom Unit Type of Contract Pricing: FFP

Doc Ref No:

Delivery Date FOB:

1.00 EA $0.00 $0.00

5005 (Six-Month Option to Extend Services) Shuttle Services Type of Contract Pricing: FFP

Doc Ref No:

6.00 MO $0.00 $0.00

B-001 - SUPPLIES OR SERVICES AND PRICES/COSTS

PART I: THE SCHEDULE

SECTION A - SOLICITATION/CONTRACT FORM

Standard Form (SF)-33 is attached.

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Overview

The Contractor shall be responsible for providing the Office of Executive (EX), Bureau of Human Resources (HR), Department of State (DOS), with long term, temporary, and fully-furnished housing for DOS personnel assigned for training at the Foreign Service Institute (FSI) campus at the George P. Shultz National Foreign Affairs Training Center, Arlington Hall, 4020 Arlington Boulevard, Arlington, Virginia 22204; personnel on medivac orders to the Washington D.C. area; as well as any other needs in the Washington D.C. area requested by the Contracting Officer’s Representative (COR).

The Contractor shall also provide shuttle transportation services for DOS personnel between proposed residential properties and the listed training sites. Additional shuttle service will also be provided on request to and from DOS Headquarters, located at 2201 C Street, N.W. Washington, D.C. 20520, as requested for the first day of new employee orientation classes and periodically on special occasions, not to exceed two per incoming class.

B.2 Type of Contract

a. This is a multiple-award indefinite-delivery, indefinite-quantity (IDIQ) contract, as defined in Federal Acquisition Regulation (FAR) 16.504 (Indefinite-Quantity Contracts). The Government intends to award upto five indefinite-delivery, indefinite-quantity (IDIQ) contracts as a result of this solicitation.

b. This contract is for commercial products and commercial services, as defined in FAR 2.101 (Definitions) and as described in FAR part 12 (Acquisition of Commercial Products and Commercial Services).

c. Specific tasks or work to be performed will be identified at the task order (TO) level.

Note: “TO” is used predominantly throughout this contract. However, the Government reserves the right to issue delivery orders, also. Where a contract term or condition references “TO,” such term or condition shall apply, also, to “delivery order.”

d. Subject to the limitations identified in FAR 12.207 (Contract Type) for commercial products and commercial services and this contract, the TO type(s) for an individual TO will be one or a combination identified in FAR part 16 (Types of Contracts), and Section B.3 of this contract, depending on one or more of the factors identified in FAR 16.104 (Factors in Selecting Contract Types). Currently, the following types are permissible:

1. Firm-Fixed-Price [FAR 12.207(a) and FAR 16.202]

2. Fixed-Price with Economic Price Adjustment [FAR 12.207(a) and FAR 16.203]

3. Fixed-Unit-Price [B.3]

e. If a TO will be performance-based, as described in FAR subpart 37.6 (Performance-based Acquisition), its requirements will be conveyed and administered at the TO level.

B.3 Fixed-Unit-Price Contract Type Description

a. Definitions for the purposes of this Fixed-Unit-Price Contract.

Fixed-Unit-Price means the price(s) prescribed in the contract for payment for room nights that meet(s) the qualifications specified in the contract that are-

1. Performed by the contractor;

2. Performed by the subcontractors; or

3. Transferred between divisions, subsidiaries, or affiliates of the contractor under a common control.

Room Night means lodging accommodations provided to individual travelers, and their families, in accordance with the requirements of this contract and the Federal Travel Regulation and DOS standardized regulations.

Traveler means an employee or intern of the Department of State, and eligible family members (see 14 FAM 511.3), traveling to the Washington DC metro area to receive professional training.

b. Description. For the purposes of this contract a Fixed-Unit-Price contract type provides for acquiring supplies on the basis of a fixed-unit-price per Room Night that includes direct expenses, overhead, general and administrative expenses, and profit.

c. Fixed-Unit-Price This contract shall specify a fixed price per Room Night in the schedule.

B.4 Contract Line-Item Number (CLIN) Structure

The following is the list of CLINs, which will be used, as applicable, at the task order level. Any additional CLINs will be established at the task order level and/or IDIQ level. Each Fixed-Unit-Price in the CLINs and Sub-CLINs below shall include all direct expenses, all indirect expenses, and profit.

CLIN Description Contract Reference X001 Extended Stay, Corporate

Accommodations, Suites

X001A Room Night, Studio X001B Room Night, 1 Bedroom X001C Room Night, 2 Bedroom X001D Room Night, 3 Bedroom X002 Shuttle Services

B.5 PERCENTAGE DISCOUNT PRICES/COSTS

The fixed daily rate for the room nights for the Base year and Option years shall be expressed as a percentage discount from the monthly Washington DC/VA per diem rate published by GSA. The discount shall apply for the Base year and all Option years.

The room rate for each contract year will be adjusted on October 1st of that year by applying the contractually established discount to the published GSA lodging rate for each month. The Fixed-Unit-Price per room night shall be adjusted based upon the GSA per diem rates published each year.

B.6 Minimum and Maximum Contract Quantities

a. Pursuant to FAR 16.504(a)(4)(ii) (Indefinite-Quantity Contracts), the contract’s minimum quantity is $500,000.00 (inclusive of all direct costs, indirect costs, and profit/fee). The Government shall meet the minimum quantity through the issuance of task order(s) within the contract’s period of performance. The exercise of a contract option or extension period does not re-establish the minimum quantity. The minimum quantity applies to each contract.

b. Pursuant to FAR 16.504(a)(4)(ii) (Indefinite-Quantity Contracts), the contract’s maximum quantity is $322,467,603 (inclusive of all direct costs, indirect costs, and profit/fee). The Government shall meet the maximum quantity through the issuance of task order(s) within the contract's period of perfrmance. The exercise of a contract option or extension period does not re-establish the maximum quantity, this including any extension periods.

B.7 Selected Cost/Price-Related Laws

a. This contract is not subject to the Service Contract Labor Standards (SCLS) statute (41 U.S.C.

Chapter 67), because the principal purpose of the contract is not to furnish services in the United States through the use of service employees.

However, the SCLS statute may apply, in part or entirely, to a given TO. In such a case, the TO solicitation will identify such applicability. If the TO solicitation does not identify that the SCLS statute applies in part or entirely, but the Contractor disagrees, the Contractor, within five business days of its receipt of the TO solicitation, shall notify the Contracting Officer in writing of anticipated SCLS-covered labor (from the Contractor or any proposed subcontractor).

b. The Truthful Cost or Pricing Data statute (41 U.S.C. Chapter 35) did not apply for award of this contract. The Government did not require and rely upon certified cost or pricing data, as described in FAR subpart 15.4 (Contract Pricing), for award of the contract because the contract is for commercial products and commercial services [reference FAR 15.403-1(b)(3)]. Instead, where applicable, the Government required and relied upon data other than certified cost or pricing data.

c. Pursuant to 48 CFR 9903.201-1(b)(6) (CAS Applicability), this contract is not subject to the Cost Accounting Standards (41 U.S.C. chapter 15).

B.8 Advance Understanding

a. At the TO level, when payment is made based on actual hours or costs incurred (i.e., labor-hour type, time-and-materials type, fixed-price with economic price adjustment type when payment adjustments based on actual costs of labor or material), the Government will not reimburse costs for cost elements for which there were no estimated costs. Exceptions must be issued in writing by the Contracting Officer.

A “cost element” is “a cost that is directly associated with a monetary flow and captured in the contractor's cost accounting system.” For example, the name of a specific labor category (e.g., Business Analyst), direct material (e.g., training materials), ODC (e.g., DBA insurance), and indirect cost rate description (e.g., fringe benefits), rather than a category (e.g., Labor, Direct Materials, ODCs, Indirect Costs), would be considered a cost element.

b. The negotiated prices for each TO shall include all costs associated with local laws. If a change in a local law(s) or new local law(s) occurs after TO award, the Government may consider a request for equitable adjustment.

Any adjustment will be limited to reflect the Contractor’s actual increase or decrease in applicable wages and other costs to the extent that the increase is made to comply with the changed or new local law(s), or the decrease is voluntarily made by the Contractor while complying with the changed or new local law(s), respectively.

For example, the prior year local law required a minimum wage rate of $4.00 per hour. The Contractor chose to pay $4.10 per hour. The changed local law increases the minimum rate to $4.50 per hour. Even if the Contractor voluntarily increases the rate to $4.75 per hour, the allowable price adjustment is $0.40 per hour ($4.50 minus $4.10).

c. While compensation costs and compensation-related taxes that are a liability of the Contractor are generally allowable, income taxes on compensation costs are unallowable when such taxes are a liability of the employee and not the Contractor. When a host country’s law(s) requires the Contractor to pay applicable host entities any income taxes that are the liability of the employee, the Contractor’s costs to administer such payment are generally allowable.

d. Where labor rates are negotiated in the contract, such information will be used in each resulting TO, as specified in the contract, according to the contract’s effective period.

For example, if Contract Year 1 is February 1, 2024, through January 31, 2025, and TO Year 1 is June 1, 2024, through May 31, 2025, Contract Year 1’s pricing information will be used in the TO from June 1, 2024, through January 31, 2025, and Contract Year 2’s pricing information will be used for the remainder of TO Year 1 (from February 1, 2025, through May 31, 2025).

Consistent with the foregoing, the Contractor, for a given TO period, may apply either the:

1. NTE or a discounted NTE fully-loaded hourly labor rate from the first contract period that covers the applicable TO period, and the second NTE or a discounted NTE fully-loaded hourly labor rate from the next contract period that covers the remaining applicable TO period; or

2. NTE or a discounted NTE fully-loaded hourly labor rate from either contract period, but such rate shall not exceed both respective contract periods’ NTE fully-loaded hourly labor rates. This option applies only to a competitive contemplated task order.

e. If any TO effective period exceeds the expiration date of the contract, the Government will pay the rates and percentages negotiated in the TO for such period. However, the Government will pay during such period any labor rates or prices that have been adjusted in accordance with any applicable terms contained in this contract.

f. The Contractor shall be solely responsible for payment of any and all taxes, duties, storage, and other charges that are assessed as a result of the Contractor’s fault, negligence, or failure to follow the instructions provided by the Contracting Officer or authorized representative.

g. Any direct costs associated with TO preparation are unallowable.

h. Any direct costs incurred prior to or after the TO effective period are unallowable.

i. The Contracting Officer’s determination of the allowability of training costs shall be governed by the applicable sections in the FAR (e.g., FAR 31.205-44, FAR 31.205-43). The Contractor shall provide fully trained employees capable of successfully performing all tasks assigned to them under each TO. The Contractor shall obtain advance written approval from the Contracting Officer for any training that will be directly charged to any TO issued under this contract.

j. The Contractor shall be responsible, at its own expense, for loss and/or damage to Government property or Government personnel resulting from Contractor fault or negligence, or from the fault or negligence of any Contractor personnel.

k. Costs arising from damage to Government property, including repairs of damage to Government-owned or leased vehicles (GOV), arising from Contractor neglect, accident, or abuse while using the GOV, shall be the responsibility of the Contractor. Such costs are unallowable.

l. The Contractor personnel under this contract are not considered “federal employees” for purposes of the Federal Tort Claims Act (28 U.S.C. chapter 171 and 28 U.S.C. 1346). All third-party tort claims relating to Contractor use of Government-owned or leased vehicles (GOV) shall be the sole responsibility of the Contractor, and the DOS will pass such claims to the Contractor for disposition. Costs in such claims are unallowable.

m. The Government shall have no responsibility or liability for payment of any wages or benefits to Contractor employees. The Government, its agencies, agents, and employees shall not be part of any legal action or obligation regarding these benefits, which may subsequently arise. In Section J’s Attachment J-A rates are to be identified in the pricing table at the TO level.

Section C - Descriptions/Specifications/Statement of Work

C-001 - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

The FSI is the Federal Government’s primary training institution for officers and support personnel of the U.S. foreign affairs community, preparing American diplomats, and other professionals to advance U.S. foreign affairs interests overseas and in Washington, D.C. At the George P. Schultz National Foreign Affairs Training Center (NFATC), in Arlington, Virginia, FSI provides more than 800 courses–including some 70 foreign languages–to approximately 170,000 enrollments annually by the Department of State and more than 50 other government agencies and the military service. North American Industry Classification System (NAICS) code 721110 Hotels (except Casino Hotels) and Motels and small business size standard.

The Institute’s programs include training for the professional development of Foreign Service administrative, consular, economic/ commercial, political, and public diplomacy officers; for specialists in the fields of information management, office management, security, and medical practitioners and nurses; as well as for Foreign Service Nationals who work at U.S. posts around the world; and for Civil Service employees of the DOS and other agencies. Ranging in length from half-day to two-year courses designed to promote the successful performance in each professional assignment, to ease the adjustment to other countries and cultures, and to enhance the leadership and management capabilities of the U.S. foreign affairs community. Other courses and services help family members prepare for the demands of a mobile lifestyle and living abroad. FSI has one program available to the general public.

Global Talent Management /Talent Acquisition’s (GTM/TAC’s) Paid Student Internship program provides undergraduate and graduate students the opportunity to work in U.S. embassies and consulates throughout the world, as well as in various bureaus located in Washington, D.C. and at Department offices around the United States. It is intended to expand global opportunities for students from all backgrounds who are pursuing post-secondary degrees. All our internships provide opportunities to gain experience and insight into the business of diplomacy as our employees work to advance U.S. interests worldwide.

The Paid Student Internship program has three cycles each year (Fall, Spring, Summer), with each cycle lasting 4 months. The 10-week long internships will run throughout the cycle, with various start and end dates for each intern. Each program cycle will have 200-400 paid interns.

The Department created the paid internship program to help remove barriers for students, including members of traditionally underrepresented groups, who may not have the financial means to support themselves during an unpaid, volunteer internship.

C.2 PURPOSE

The purpose of this contract is to obtain long/short term temporary housing for DOS-sponsored personnel assigned to training at the FSI. The housing provided must propose a Fixed-Unit-Price per room night, at a suggested minimum percentage of 30 percent yearly average U.S. Government lodging per diem rates in the Arlington VA/Washington DC area. Length of stay may vary from one night to 365 nights.

The expected outcome of this contract is to reduce the financial burden on families and individuals who are in training at FSI and to provide quality temporary housing at the best possible price. This program will eliminate the financial disincentive to training that would otherwise accompany a lengthy training program.

C.3 SCOPE OF SUPPORT - GENERAL

C.3.1 Provision of Housing Accommodations

The Offeror/Contractor shall provide all the housing necessary as identified in Section B of this contract. It is anticipated that the Contractor will subcontract with other business to provide the full range and numbers of room nights required.

C.3.2 Suitability of Housing

The Contractor shall provide suitable temporary housing, although long term, as listed in the following paragraphs below. Housing must meet all the requirements as stipulated in the underlying Scope of Work for lodging.

C.3.3 Reservations, Check-in, and Reports

a. Reservations The Contractor shall provide a web-based reservation service which will be backed up by email and US-wide toll-free telephone service. The Contractor shall respond to all reservations and inquiries within one (1) business day. The Contractor shall provide a central office responsible for acceptance of reservations from travelers. The central office will be responsible for lodging reservations based on availability, making and confirming the reservation at the fixed-unit price room rate provided in Section B. Only this central office shall provide travelers with the reservation confirmation. The Contractor shall be informed by travelers (or their DOS sponsors) of the length of stay and family size. Travelers must receive the reservation confirmation via email.

b. Check-in

The DOS-sponsored travelers/employees will provide the check-in date and the Contractor will verify with the program office, the dates for which the DOS will pay for the reserved room. Reservations may be amended during the term of stay. Any unauthorized additional nights will be charged to the DOS-sponsored traveler/employee directly. Upon check-in, the traveler/employee will provide a form of payment to cover direct charges, if any, such as unauthorized nights, additional fees, or property damages (described in Section C.8.3 of this RFP).

c. Reports and Procedures

The Contractor shall provide periodic reports on reservation status to Government Progam Manager (GPM), COR, or his/her designee (as described in Section F.2 of this RFP). After contract award, the Contractor shall provide the GPM, COR, or his/her designee, with the reservation procedures in writing (described in Section F.7.1 of this RFP) .

C.3.4 Contractor Contact Information

The Contractor must provide contact and confirmation support during reservation and occupancy stages. The Contractor support must be available via telephone, fax, and internet (website and email) and shall provide emergency toll free (within the U.S.) contact information for all reservation problems. Emergency contact personnel information shall be available 24 hours a day, 365 days a year.

C.3.5 Reservation and Billing Procedures

The Contractor shall provide written procedures for contact, reservation, control of travel information, and billing. All financial activities must be auditable to ensure the negotiated rate and services are provided. The Contractor shall provide one consolidated monthly for all housing provided within the preceding month.

The Contractor will provide a web-based reservation system with customer service support via email and a U.S. toll free telephone number.

C.3.6 Housing Demand The Contractor will be expected to fill a daily average, including potential growth, of up to 750 – 900 daily room nights during the initial year of this contract. These numbers in the Base year and subsequent Option years can be expanded as stated in Section B.

Paid Intern Program

The Contractor will be expected to fill the housing requirements for 200-400 student interns during each of the three program cycles. The interns will be housed segregated by gender and will be assigned one intern per bedroom. Each cycle is 4 months long.

Interns work 10 consecutive weeks during the cycle, with staggered start and end dates. Check-in dates will need to be staggered as determined by the students’ individual start dates, as will check-out dates.

For reference 2024 -2025 Paid Intern cycles

a. Fall 2024: Augst 26th – December 27th

b. Spring 2025: January 14th – April 25th

c. Summer 2025: May 19th – September 19th

U.S. Foreign Service Internship Program (USFSIP) has an annual requirement for 10-week housing, from early-June through mid- August, for undergraduate interns who will be working with the DOS during the summer. Students in this program are not on a staggered schedule and number on average around forty participants. The program office prefers that these student interns be housed in the same location when it can be accommodated. These interns are also housed segregated by gender.

C.3.7 Unit Size Allocation Housing units needed for the Base year is anticipated at estimated 750 – 900 corporate style apartments per night. The Contractor should be prepared to provide more than 293,000 room nights per year with the ability to grow as program demands increase. The Contractor shall provide about 6,700 minimum room nights per year.

The estimated percentage of room types based on historical data as follows:

• Studio: 1%

• One Bedroom: 60%

• Two Bedrooms: 30%

• Three Bedrooms: 9%

C.3.8 Length of Stay and Seasonality

The Contractor must accommodate stays from one night to 365 nights. The requirement for lodging is approximately the same year round. With the exception of a slight reduction in demand for the two weeks around the Christmas/New Year’s holidays in December;

there is little or no seasonal fluctuation.

C.4 QUALITY

C.4.1 Minimum Mandatory Requirements

Minimum mandatory requirements for the Contractor for extended stay lodging and corporate housing shall meet all the criteria listed in Section C.5 of this RFP.

C.4.2 Scope of Work—Facility Requirements

In accordance with Section C.5 the minimum mandatory requirements are inclusive in the terms and conditions of any resultant contract. In addition to the minimum mandatory requirements, this scope of work describes the requirements that shall be met prior to commencement of work under the term of a resultant contract.

C.4.2.1 Facility Description

All facilities shall possess or meet all the criteria as stated in C.5. The Contractor shall provide a block of lodging rooms in a facility which is currently operating as an ongoing lodging facility and business or apartment complex catering to customers. Contracted apartments will be conveniently located in relation to the Foreign Service Institute campus at the George P. Shultz National Foreign Affairs Training Center, Arlington Hall, 4020 Arlington Boulevard, Arlington, Virginia 22204. Normal rush hour commute time to this facility will not exceed 30 minutes.

Facilities shall be consistent with that defined in the industry as limited service, and shall be convenient to quality dining facilities serving breakfast, lunch, and dinner.

C.4.2.2 Disabilities The Contractor shall be in compliance with Federal, State, and Municipal Health Codes. When presented with a request, Contractor shall make reasonable accommodations for disabilities.

C.4.2.3 Certificate of Occupancy

The Contractor shall be in possession of a current, valid certificate of occupancy for each property used.

C.4.2.4 Federal Emergency Management Agency (FEMA)

All properties will be in full compliance of the Hotel and Motel Fire and Safety Act of 1990 throughout the term of the contract.

If a property is grandfathered the reason(s) for noncompliance will be specified and what remedial action is being taken. The DOS reserves the right to disqualify any property that is not in full compliance after review.

C.4.2.5 The System for Award Management (SAM)

The Contractor shall maintain a current registration with the System for Award Management (SAM) system throughout the term of the contract.

C.4.2.6 Security/Safety

The Contractor shall provide an environment that is in compliance with all safety codes required by law. At a minimum, the Contractor will be required to have the following:

a. The Contractor facility shall be equipped with preferably Electronic Key Lock system or normal key locks on guest room access doors and all other primary guest entrances and exits in all buildings. Secondary or doors limited to essential staff entry/exit only will employ appropriate measures to ensure limited controlled access.

b. The Contractor shall have a Fire Protection policy which includes a written plan reviewed by the local fire department, and the Contractor shall rehearse this plan with its entire staff at least semi-annually for all buildings.

c. The Contractor shall ensure that each community has a minimum of one staff member who can handle security and emergency issues at every property.

d. The Contractor shall provide adequate onsite front desk and or security personnel 24 hours per day, seven days per week. The personnel will be capable of handling check-ins, departures, and emergency situations.

e. The Contractor's designated security manager shall maintain ongoing dialogue with police or equivalent to stay aware of threat/ crime in the area. This may include, but not be limited to, video coverage and surveillance of entrances/exits.

f. The Contractor shall have in all buildings, view ports, deadbolts, and secondary locks on guest room doors.

g. The Contractor shall have self-closing guest room doors.

h. The Contractor shall have parking lot security which includes but is not limited to the entire parking area being well lit.

i. The Contractor shall provide parking for DOS travelers' private or authorized vehicles (rental, government fleet, car, or van) either on or in proximity to the property when requested by the DOS travelers. This shall be provided at no charge for one vehicle per apartment.

C.4.2.7 Non-Smoking Units

All rooms shall be non-smoking. However, location(s) where smoking is allowed must be available at designated areas within the apartment compound.

C.4.3 Scope of Work—Quality

C.4.3.1 Quality Assurance (QA)

The Contractor shall provide its Quality Assurance Plan and shall implement it in order to meet or exceed the quality standards described in this section. According to this plan, the Contractor shall administer a quality assurance program and shall provide examples of its successful application upon request. (Examples may include such things as customer comment cards and records of staff training implemented as a result of customer recommendations.)

The Contractor shall have a quality assurance program that inspects all apartments prior to the arrival of a new DOS-sponsored traveler/employee to assure all systems are working properly and the apartment, furnishings and appliances meet the highest standards of cleanliness and serviceability. The Contractor shall also have a mold and pest abatement program to assure that all apartments are free from these hazards.

Any report of mold or pests must be immediately assessed by a certified technician who will provide written assurance that the problem has been properly addressed. Any apartment reported to have mold will be removed from use until a certified technician has provided written guarantee that the apartment is free of harmful levels of mold. The DOS will not be responsible for any additional charges due to this program.

The records of inspections, customer satisfaction forms and customer complaint forms shall be kept and made available to the Government throughout the base year and through all option years until final settlement of any claims under this contract. At that time, the Contractor shall turn over these records to the Government as requested. Customer satisfaction shall be above the 90th percentile in all customer satisfaction instruments utilized.

C.4.3.2 Renovation

The Contractor shall have and adhere to an established renovation plan for continued maintenance and upkeep of the facility and apartments. The plan should at a minimum include room furnishings, facility support system (heating, ventilation, and air conditioning), and appearance of public areas. The Contractor shall adhere to all terms and conditions of the contract during all renovations occurring during the performance of the base year and all subsequent option years. All permits and certificates of occupancy will be the responsibility of the Contractor.

The DOS will not be responsible for any additional charges due to this renovation plan.

Guest Accommodation during Renovation: DOS guests shall not be assigned to guest rooms undergoing renovation other than routine preventive maintenance. At no time will renovation or preventive maintenance commence in a guest room occupied by a DOS guest without prior notification to the concerned guest. The Contractor shall also inform the COR, or his/her designee, of planned renovations. The Contractor will provide alternate accommodations to long-term guests if major renovations are required on their units during their term of occupancy. When such relocation is required for renovation, the Contractor shall provide sufficient notice and moving assistance.

C.4.3.3 Customer Service The Contractor shall provide quality customer service for the duration of this contract. The Contractor shall sustain its customer service philosophy and carry on its customer service practices for addressing and responding to customer complaints and providing feedback in a timely manner.

The Contractor shall meet or exceed the quality standards put forth in its management policies and procedures for ensuring high quality customer service and resolving customer complaints. The Contractor shall inform the COR of any customer complaints along with the remedy and time it took for the corrective action to occur.

C.4.3.4 Customer Feedback

The Contractor shall host two feedback sessions per fiscal year and invite all guests to participate. These sessions will include DOS Contract personnel as well as Contractor management personnel and will be an important part of assessing the performance of the Contractor.

C.4.3.4 Amenities In addition to normal lodging, sleeping room furniture, fixtures and equipment (FF&E), the Contractor shall provide basic cable television, local and long distance telephone service, work space/desk, in-room high speed data port internet connectivity, DVD, alarm clock/radio, hairdryer, iron/ironing board, toaster, security safe or lock box (although this can be provided in a central location within the property), and coffeemaker. Apartments shall have all the amenities for apartments listed.

C.4.3.5 Additional Charges

Long distance telephone charges, pet deposit fees, late arrival penalties, and other non-lodging related charges will be billed directly to the guest (DOS-sponsored traveler/employee) and will not be the responsibility of the DOS. Any additional days not authorized by DOS may be billed directly to the guest. Damages to furnishings, appliances and facility may be charged directly to the guest, for this purpose guests will be asked to sign a form certify the condition of the property and furnishings upon arrival.

C.5 ADDITIONAL CORPORATE HOUSING AND EXTENDED STAY FACILITY REQUIREMENTS

C.5.1 Minimum Amenities Required

Assigned housing must have amenities suitable for the DOS-sponsored traveler/employee and his/her family. These amenities will be at no additional charge and shall, as a minimum, include the following:

a. General:

• Property managers, or their representatives, must be readily accessible at all times for guest needs or requests.

• All property staff must conduct business in a professional and ethical manner providing attentive, conscientious service to guests.

• Upon check-in, guests will be provided with luggage carts and additional help if requested.

b. Facility:

• Shall be in compliance with all local, state and federal codes.

• Shall have nearby access to public transportation, supermarkets, dry cleaning, department stores, restaurants, schools, recreational opportunities (e.g. cinema, gym, park, playground, etc.).

• Shall be clean and well-maintained throughout.

• Shall have on-site laundry facilities, ideally within the unit or at a minimum within the building.

• Shall have an elevator available for guests' use in multi-story buildings.

• Shall have adequate illumination in all public areas including all corridors, stairways, landings, and parking areas.

• Shall have good curb appeal with all exterior elements of the property, good building structure and design, and a variety of landscaping.

• All public areas shall have good, comfortable décor with coordinated furniture, fixtures, and equipment that reflect current industry trends. With good quality floor coverings coordinated with the overall décor with good overall lighting that provides good illumination.

• Corridor walls shall be painted, stuccoed, or have vinyl wall coverings with vinyl or carpeted; ceilings shall be painted plasterboard or have an enhanced, textured finish.

• Exercise equipment shall be available in sufficient quantity on site or within a short distance at no additional cost.

c. Safety:

• Each guestroom entry door must have a viewport or window convenient to the door.

• Each apartment door must be equipped with both a primary lock and a secondary deadbolt lock.

• A primary lock is defined as a device that permits a guest to enter a unit using some form of key and allows the door to be locked while the unit is occupied and when the guest leaves the unit. Pass keys assigned to appropriate staff members will function to operate only these locks.

• A secondary lock is defined as a deadbolt-locking device with a throw that extends at least one inch from the edge of the door. Deadbolt master keys will only be available to top management and security personnel.

• An operational, single station smoke detector is required in each guest unit. Hard- wired smoke detectors are preferred. When battery-operated detectors are used, there must be an adequate maintenance program to routinely test and replace batteries. Properties must meet all federal, state, and local fire codes.

• Safes or lock boxes shall be available and need not be inside each apartment but can be centrally located at each apartment facility.

d. Apartments Shall Have:

• All furniture, furnishings, linens (bedding, towels), refrigerator, stove, dishwasher, toaster, microwave, dishes, cookware, tableware, serving pieces, iron, ironing board, hair dryer, wastepaper basket, vacuum cleaner, mop, broom, dishcloth or sponge, alarm clock/radio, and all utensils needed in a kitchen for everyday cooking. Sufficient quantities of dishes and tableware will be available for the number of occupants and occasional guests.

• A start-up supply of toilet paper, hand and bath soap, shampoo, and dishwasher detergent to last at least one week.

• Heat and air conditioning controls within the unit.

• Cable TV with basic channels, two T.V. sets, and at least one DVD.

• Standard local telephone service with at least two (2) touch-tone telephone instruments.

• At least weekly maid service to include full linen exchange, cleaning, vacuuming, trash removal, etc. Additional emergency exchange of linen will be available.

• Reliable high speed internet access.

• Be thoroughly cleaned and inspected with complete bed and bath linens changed between guest stays.

• Adequate shades, drapes, or blinds to cover all windows or other glass areas with semi- or full blackout capability to provide the guest with privacy.

• A level of soundproofing adequate to muffle outside noises and normal sounds in adjacent units and public areas.

• Good-sized, well-proportioned rooms with adequate good quality matching furniture that fits the overall décor. Unserviceable furniture will be exchanged within two working days of it being reported.

• Wall hangings with good…