RFQ 70LGLY22QGLB00008.pdf

Federal Law Enforcement Training Center Off Center Lodging Services

70LGLY22QGLB00008

Notes to Offerors

COMBINED SYNOPSIS/SOLICITATION: 70LGLY22QGLB000008

OFF CENTER LODGING SERVICES, FLETC, GLYNCO, GA

This is a combined synopsis/solicitation for lodging of students as a Request for Quotes (RFQ) for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested and a written solicitation will not be issued.

The RFQ number is 70LGLY22QGLB00008 and MUST be referenced on any documentation submitted to the Government.

This commercial item acquisition will be full and open competition with a geographical restriction. The associated North American Industry Classification System (NAICS) code is 721110. This acquisition may result in multiple awards.

System for Award Management. By submission of a bid, the bidder acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the bidder does not become registered in the SAM database by time of submission of quote, the Contracting Officer will proceed to award to the next otherwise successful registered bidder.

Bidders may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.sam.gov.

This is a full and open competition with geographical area restrictions for an area within 40 driving miles from the Federal Law Enforcement Training Center (FLETC) Front Gate.

The address for the front gate is 1131 Chapel Crossing Road, Glynco (Brunswick), Georgia. No hotel/motel will be considered for an award if the hotel/motel complex is outside of the 40 driving mile restriction mentioned above.

Services are for Off Center Lodging as detailed in the Requirements listed below.

All questions concerning this acquisition must be submitted by December 27, 2021; 1:00 pm ET. Questions will be answered via a special note posted on sam.gov. Questions are to be submitted to erin.johnson@fletc.dhs.gov with a cc to Sheila.Henley@fletc.dhs.gov. Question received after this date and time will not be accepted.

This RFQ documents and incorporated provisions and clauses are those in effect through Federal Acquisition Regulation (FAR) Circular: FAC 2021-07.

Acceptance of an award certifies that the firm will comply with FAR 52.222-50, Combating Trafficking in Persons, by notifying all employees and subcontractors at all levels.

Any resultant awards will be subject to the Service Contract Act. Wage Determination 1998- 0294, Revision 46, dated 10/20/2021 has been attached for your reference. Employees must be paid the rate listed on the attached Wage Determination when performing work under any https://www.sam.gov/ mailto:erin.johnson@fletc.dhs.gov mailto:Sheila.Henley@fletc.dhs.gov resultant award. This applies only to the time the employee spends performing work under any resultant award. These rates must be incorporated into the nightly rate quoted. For questions on how to determine what an employee is to be paid, please contact Department of Labor.

Offerors are to submit quotes in accordance with 52.212-1 Instructions to Offerors listed below. Quotes that differ from the instructions listed in 52.212-1 will be considered unresponsive and will not be evaluated nor eligible for award. It is the contractor’s responsibility to ensure all required information is submitted correctly when providing a quote, the offeror will not be contacted if they are missing information. There quote will be determined unresponsive.

A. Requirements and Dates

The Government has a requirement for needing an estimated 2,816 rooms during the months of January through March 31, 2022 for lodging students. This number is subject to change based on class changes and cancellations. The number is total rooms and will be broken down by class. At this time the Government does not know the specific arrival dates or departure dates because classes are still registering. Specific classes with number of students, arrival dates, and departure dates will not be finalized until the third week in the preceding month. Classes will arrive at different dates though out the months of January through March 2022. Rooms will be ordered for the amount of students in one (1) class. Thus multiple awards are expected. Classes range from 24 students to 48 students; however, may be smaller or larger than 24 or 48. The classes will be arriving and departing at different times. For example, there may be two (2) classes of 24 students arriving on 1/7/18 and departing on 1/12/18; four classes of 24 to 48 students arriving on 1/7/18 and departing on 1/13/18; and then six classes of 24 to 48 students arriving on 1/14/18 and departing on 1/27/18.

The Government understands that availability will change due to changes and public use. Due to this, the Government will check with the quoter to see if the number of rooms quoted for a certain time period are still available before any resultant award(s). Hotels/motels will have 24 hours to respond to this email request for availability.

Please submit a completed form HOTEL SERVICES AND PRICES along with additional documentation required under 52.212-1, 52.212-2, and 52.212-3 below to erin.johnson@fletc.dhs.gov with a cc to Sheila.Henley@fletc.dhs.gov no later than 1:00 pm, ET, December 28, 2021. A separate form can be submitted for each month. A different format from the Hotel Services and Prices CANNOT be used to provide a quote. If you are quoting for different hotels; then a separate Hotel Services and Prices form is to be submitted for each hotel. It is acceptable to submit hotel availability dates on a separate sheet; however, the Hotel Service and Prices form must be attached with all information filled in but under the line items a “see attached” and the dates are to be clearly listed for each of the line items (0001, 0002, etc). See 52.212-1. If information required in the Hotel Service and Price form and the required documentation under 52.212-1, 52.212-2, and 52.212-3 is not submitted with your quote; then your quote will be considered for an award.

Note: If you are quoting for a hotel that requires a toll to get to (i.e. Jekyll Island); then the hotel is responsible for reimbursing the students on the day of arrival and then supplying passes that will cover the reminding dates of the students stay. This fee should be included in your per night rate.

Note: If you are quoting for a hotel that has additional fees other than hotel room (i.e. parking etc);

then this fee must be included in your night rate.

Note: If you are quoting as a third party; then provide a written statement from the Owner or General Manager of the hotel that gives you permission to quote for their hotel. This written statement must also include a point of contact (POC) at the hotel that is authorized to make changes in the event of emergencies and the third party cannot be reached; along with a statement that the POC is aware and knowledgeable of the terms and conditions of this RFQ; and the POC understands that only a Contracting Officer can make changes to any order. If an inspection is required the third party and the POC will be notified beforehand. If more than one (1) authorization letter is received on a hotel, the Government will contact the hotel for clarifications on which offeror has the right to mailto:erin.johnson@fletc.dhs.gov quote. If the hotel gives permission for several third parties to quote for the hotel; then only the lowest price quote will be accepted.

1. Requirements/Specifications

1.1. Scope of Work

a. Contractor shall furnish all labor, materials, equipment, management, and supervision, for the length of stay indicated on orders. Hotels/Motels must be within 40 driving miles from the front gate of FLETC, Glynco, GA.

b. These services shall be performed in support of the training programs at the DHS, FLETC located in Glynco, GA as described herein:

(1) This performance-based, firm-fixed price (FFP) contract describes the services to be performed as a result and provides to the contract both a standard for acceptable performance and quantities, limits, or areas that the service covers. The Contractor shall be responsible for achieving the stated results.

(2) The Contracting Officer (CO) shall appoint the Contracting Officer’s Representative (COR) for this contract at time of award. During the terms of this contract any changes of the COR will be in writing to the Contractor.

1.2. Contractor Personnel

a. The Contractor shall manage the total work effort associated with the requirements of this PWS to assure adequate and timely completion of services. All employees assigned by the Contractor to the performance of work under this contract shall be capable and experienced in the type of work assigned or be given on the job training by the Contractor. All Contractor employees must be physically and mentally capable to perform the essential functions and demands of their assigned work in a safe and effective manner. Contractor shall ensure that all Contractor’s personnel have, as a minimum, a thorough knowledge of the contract specifications that pertain to their work skills. Prior to commencing work, the Contractor shall ensure employees are not under the influence of alcohol, drugs, or any other incapacitating agent(s). The Contractor shall ensure each employee is alert and capable of exercising good judgement and implementing instructions.

b. The Contractor shall not employ any person who is an employee of the United States Government without the consent of the CO. The CO will determine if the employment of that person would create a conflict of interest. The Contractor shall ensure employees always conduct themselves in a courteous and businesslike manner. The Contractors shall ensure that no Contractor personnel accept gratuities of any kind. The Contractor shall ensure employees always practice acceptable personal hygiene and shall present a neat appearance.

1.2.1. Manager/Alternates

Contractor shall:

Designate in writing at time of proposal, the name of the Program/Hotel manager and alternate. The designees shall be assigned to the facility and available to meet with the CO and/or COR at the facility between the hours of 8:00 am and 5:00 pm EST Monday through Friday, weekends, and federal holidays. The designees must be able to act on all contract matters. The employee’s designation shall include at the minimum, the name, business email, and office phone number. If the designated point of contact leaves employment, the establishment must provide the Government with the new point of contact within four (4) hours of notification of employment termination.

1.2.2. Front Desk Clerk

a. Contractor shall ensure Front Desk Clerk is available on a 24-hour basis to include Federal holidays and weekends in order to assist in resolving student issues regarding the quality of assigned rooms.

b. Contractor shall ensure that the Front Desk Clerk maintains a daily log of FLETC student complaints. Upon request the Contractor will provide the student complaint log to the CO/COR.

1.3. Other Requirements

The Contractor shall conduct the hotel/motel operation in strict compliance with all Federal, State and Local requirements and with all applicable provisions of the Department of Labor Wage Determination s (Attachment 1).

1.3.1. Safety

The Contractor shall conduct the operation in strict compliance with:

(1) The Occupational Safety and Health Act of 1970 (OSH Act of 1970 | Occupational Safety and Health Administration).

(2) The Hotel and Motel Fire Safety Act of 1990 (H.R.94 - 101st Congress (1989-1990):

Hotel and Motel Fire Safety Act of 1990 | Congress.gov | Library of Congress).

(3) The Fire Administration Authorization Act of 1992 (H.R.2042 - 102nd Congress (1991- 1992): Fire Administration Authorization Act of 1992 | Congress.gov | Library of Congress).

1.3.2. Handicap Accessibility

Contractor shall conduct the operation in strict conformance with all Federal, State, and Local requirements and with all applicable provisions of the Americans with Disabilities Act (ADA).

1.3.3. Advertisement/Signage

a. The Contractor shall not place any signage in public view referencing in any way to FLETC or FLETC’s students housed on the premises, or internet websites and social media platforms. Contractor shall place any informational signage specific to FLETC students in the rooms utilized by the students.

b. The Contractor shall always maintain the anonymity of FLETC students. Contractors who knowingly display signage or share information with individuals who do not have a need to https://www.osha.gov/laws-regs/oshact/completeoshact https://www.osha.gov/laws-regs/oshact/completeoshact https://www.congress.gov/bill/101st-congress/house-bill/94 https://www.congress.gov/bill/101st-congress/house-bill/94 https://www.congress.gov/bill/102nd-congress/house-bill/2042 https://www.congress.gov/bill/102nd-congress/house-bill/2042 https://www.congress.gov/bill/102nd-congress/house-bill/2042 know may incur penalties in the form of a Contract Discrepancy Report (CDR) and/or risk the termination of their contract. Area hotels/motels shall not refer to FLETC or its students in any form of advertisement (e.g., print media, internet, television, radio, etc...). Contractor shall only respond to inquiries for student information submitted by the CO and/or COR.

Any other FLETC personnel requesting student information, either by phone or in person, shall be referred to the CO and/or COR.

1.3.4. Security

a. Contractor shall:

(1) Ensure at all times the personal security and safety of FLTECs students. The COR will conduct security checks during random room inspections of rooms occupied by FLETC students.

(2) The Contractor shall ensure that the premises are free of loud noises (e.g. loud music, TV or guest), public drunkenness, illicit drug use, drug sales, prostitution and transients.

(3) Prior to students’ arrival and during students’ stay, the Contractor shall ensure that measures have been taken to prohibit the unauthorized entry into FLETC assigned rooms (e.g. re-coding/re-keying and or changing locks). These actions shall be taken for situations where room keys or access cards have been reported missing, lost or stolen.

(4) With the exception of cleaning staff, hotel managers, hotel maintenance staff, and Emergency Responders, the Contractor shall not allow entry to rooms occupied by FLETC students to any persons unless authorized by the CO/COR.

(5) The Contractor shall maintain the security of FLETC occupied rooms during cleaning and maintenance services by ensuring staff maintain room doors locked at all, times when housekeeping and maintenance personnel are not in the rooms. The Contractor shall ensure that staff secure all room doors upon completion of housekeeping and maintenance services.

1.3.5. Do Not Disturb Signs

a. If “Do Not Disturb” signs are on the room doors of FLETC students, the Contractor shall notify the CO/COR via email, during normal duty hours from 7:00 AM to 4:30 PM, Monday through Friday, with the exclusion of Federal Holidays. The email shall identify the class, room and name of the student utilizing the do not disturb sign during normal training hours.

b. The hotel/motel management shall not address the use of the do not disturb signs directly with FLETC students.

1.3.6. Service Animal

a. A service animal must be under the control of its handler. Under ADA guidelines, service animals must be harnessed, leashed, or tethered, unless the individual’s disability prevents using these devices or these devices interfere with the service animal's safe, effective performance of tasks. In that case, the individual must maintain control of the animal through voice, signal, or other effective controls.

b. Students with service animals are protected, by law, under Title III (public accommodations and commercial facilities) of the ADA (Nondiscrimination on the Basis of Disability in Public Accommodations and Commercial Facilities (ada.gov)). The Government will inform the hotel/motel manager of a student checking into the hotel/motel with a registered service animal. The student and service animal shall be accommodated unless the animal poses a disruption or direct threat to hotel/motel staff or its patrons. The contractor may request, from the student, the service animal’s registration documentation.

c. The Contractor shall immediately notify the CO/COR, if a service animal poses a threat to hotel/motel staff or other patrons.

1.3.7. Pest Control

a. The Contractor shall provide pest control services for all rooms occupied by FLETC students at least bi-weekly and/or when requested by the Government during the duration of the student’s stay. Notification shall be provided to occupant(s) prior to scheduled spraying, and/or after Government, request(s) for special spraying has been accomplished. Contractor shall provide a copy of the Pest Control Record to the CO/COR upon request.

b. Upon notification of a bed bug complaint, the Contractor shall immediately reassign the occupant to another room at no cost to the Government and shall have the room inspected by the Contractor’s servicing pest control company. Once the inspection has been completed, the contractor will forward the pest control report to the CO/COR upon receipt, but no later than 24 hours after completion of the bed bug inspection.

c. All pest control companies, and their employees shall be licensed and certified in accordance with the “Georgia Structural Pest Control Act,” Chapter 620-3. The Contractor shall use only those pesticides that comply with the Federal Insecticide, Fungicide and Rodenticide Act (7 U.S.C.135 et seq.) The Federal Insecticide, Fungicide and Rodenticide Act (7 U.S.C.135 et seq.) can be found at the following web address:

https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2a hUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.go v%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA as amended by the Federal Environmental Pesticide Control Act of 1972, Public Law 92-526 (86 Stat. 973). Public Law 92-526 can be found at the following web address: https://www.fws.gov/laws/lawsdigest/FEDENVP.HTML.

1.3.8. Air Conditioner (A/C) and or Packaged Terminal Air Conditioner (PTAC)

a. AC/PTAC units shall be free of dust, rust, mildew, and mold. The contractor shall ensure that unit cleanings occur in accordance with manufacturer’s maintenance and cleaning instructions in rooms occupied by FLETC students.

b. COR will conduct random inspections on AC/PTAC units within student occupied rooms.

With the exception of mold, the Contractor shall take correct action within 24 hours for instances where AC/PTAC units are not in compliance with Section 1.3.10 paragraph a. If during inspection, https://www.ada.gov/regs2010/titleIII_2010/titleIII_2010_regulations.htm https://www.ada.gov/regs2010/titleIII_2010/titleIII_2010_regulations.htm https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwj8p5O9qZTvAhXvRt8KHYmzAl4QFjAKegQIBRAD&url=https%3A%2F%2Fwww.epa.gov%2Fenforcement%2Ffederal-insecticide-fungicide-and-rodenticide-act-fifra-and-federal-facilities&usg=AOvVaw1uxPrnEXmZJXdjLllOgWxA https://www.fws.gov/laws/lawsdigest/FEDENVP.HTML signs of mold are discovered within the AC/PTAC unit, the Contractor shall take immediate action to relocate the student to another room at no cost to the Government.

1.3.9. Quiet Hours

a. FLETC students’ assigned lodging at hotels/motels shall follow the quiet hour policy of the assigned hotel. The Contractor shall notify the student(s) of quiet hour restrictions upon check-in.

b. If FLETC students’ fail to comply with established quiet hours and interfere with the peace and quiet of other guest, the hotel may notify local law enforcement to assist with the student disturbance. The Contractor shall inform the CO/COR via email, by 9:00 AM on the next business day of the action taken and provide the student’s/students’ name(s), class, and room number(s). The Government will take action to inform the agency and will respond to the Contractor on the next business day.

1.4. Services

a. Hotel/motel support service shall include but is not limited to 24-hour-a-day message service, wake up calls, ice machine, and vending machines for beverages and snacks.

b. Each hotel/motel shall provide the Contractor’s email to receive correspondence from CO(s) or COR(s).

c. The Government shall not be responsible for student(s) use of the hotel/motel FAX or other amenities.

2. Contractor Furnished Facilities, Property, and Services

2.1. Assigned hotel/motel room cannot be in any phase of remodeling and shall include at a minimum:

a. Bedroom

(1) King, Queen or double sized bed, with the same sized bed linens, blankets and comforter/bedspreads, and mattress pad or abedbug cover

(2) Dresser or chest of drawers

(3) Bedside table with working lamp

(4) Working color TV with remote control and basic cable/satellite package

(5) Alarm clock with battery backup to allow alarm to function in case of power failure.

Batteries shall be supplied by the Contractor

(6) Closet or cubical space for hanging clothes

(7) Working micro fridge or refrigerator

(8) Working microwave. Common area microwaves are acceptable

(9) Table or desk, with lamp and chair. Table/desk shall have sufficient space to hold a laptop and shall be suitable for studying purposes.

(10) Working safe which is secured to a fixed surface or safety deposit boxes

(11) Working stain-free iron and ironing board/with cover

(12) Windows equipped with window dressing (drapes with blackout lining, drapes with window shades, or drapes with Venetian blinds.)

(13) Individual climate control unit in each room for air conditioning and heating

b. Bathroom will include at a minimum:

(1) Working sink and mirror (may be located outside of the bathroom area)

(2) Working toilet

(3) Working shower or tub

(4) Shower curtain, door, or walk in shower

(5) Bath linens for at least a one (1) night’s stay (i.e. bath towels, washcloths, and hand towels)

(6) Paper supplies for at least a one (1) night’s stay.

(7) Complimentary items for at least a one (1) night’s stay. Items are to include but are not limited to soap and shampoo

(8) Working hair dryer (may be located outside bathroom area)

c. Hotel shall have a minimum of two luggage carts available for student use during their arrival and departure from the hotel.

3. Housekeeping Services

a. Cleaning Supplies and Paper Products: Unless specified otherwise in this specification, the Contractor shall furnish all materials and supplies required to perform the work prescribed in this contract. The Contractor shall furnish all paper products, soaps, cleaners, disinfectants, sanitizers, etc., that will be required to clean all areas in the specifications herein to include, but not limited to, cleaning the bathrooms, hallways, floors, rooms, and windows, etc. Cleaning services will require the use of products from the Environmental Protection Agency (EPA) List of Registered Products.

This list can be found at the following web address: https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2

b. Contractor shall ensure the accomplishment of housekeeping services daily between the hours of 8:00 am and 3:00 pm, Monday through Friday, excluding Holidays, to maintain overall room cleanliness.

c. The Contractor shall perform services when the room is not occupied. If the occupant is present, the housekeeper shall ask permission to enter the room for cleaning. The Contractor personnel shall not disturb or rearrange personal belongings (other than bedding materials) of occupants.

d. The Contractor shall report to the CO/COR within two hours of detection any room found unlocked and with the door open when the occupant assigned to that room is not present.

e. Housekeeping services shall include, but is not limited to, bed(s) making, vacuuming and spot cleaning of carpet, sweeping/mopping all uncarpeted areas, cleaning bathrooms/fixtures, cleaning kitchenettes/fixtures, cleaning iron surfaces as needed, trash removal and cleaning the trash containers as needed, cleaning all appliances, dusting, and replenishment of disposable room https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2 https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2 supplies. Rooms shall be free of odors. Rooms designated as “No Smoking” shall be free from any residual odor.

f. Contractor shall ensure that all cleaners and disinfectants used are in accordance with the manufacturer’s recommendations. The Contractor shall clean any visible dirt or debris from all surfaces using the cleaning or detergent products compatible with the surfaces requiring cleaning.

g. Contractor shall exchange all bed(s) linens, except for bedspreads, at a minimum of twice per week on Monday and Thursday or upon request by the CO/COR. Bed linens shall be clean and free of mold, mildew, dirt, stains, odors, holes, and tears. Contractor shall exchange discolored or stained bedbug covers. Mattresses and box springs shall be clean, free of holes, tears, rips, dirt, stains, mold, mildew, and odors.

h. The Contractor shall supply, each day to each student, a complete set of clean bath linens as follows: two washcloths, two hand towels, two bath towels and one bathmat. All bath linen shall be changed and laundered daily, Monday-Friday, excluding Holidays and non-training days. On Fridays and the day before a Federal Holiday, in addition to that day’s bath linen, additional bath linen shall be provided to each student for the weekend/holiday coverage. Bath linens shall be clean and free of mold, mildew, dirt, stains, odors, holes, and tears.

i. Floors in rooms, entrances, lobbies, and corridors shall be free of dirt, and odors. Carpets shall be free of noticeable stains, debris, dirt, tears, burns, cuts, mold, and mildew. Contractor shall ensure carpeted floors are spot clean as needed. All uncarpeted areas shall be free of dust, dirt, stains spills, mold, and mildew. Contractor shall ensure areas under the bed(s), between beds and nightstands, behind furniture at the base of walls, and under freestanding furniture are clean and free of dust, dirt, debris mold and mildew.

j. Contractor shall ensure that all window coverings fit properly, are clean, free of holes, tears, rips, dirt, stains, mold, mildew, and odors.

k. Windows, Glass, and Metal Surfaces. including all surfaces on entrance doors, windows (interior and exterior that are accessible without a lift), partitions, pictures, and television screens shall be clean, free of dust, dirt, grime, streaks, grease smears, spider webs, and fingerprints.

l. Walls within the room shall be clean and free of mold, mildew, dirt, dust, and stains or any other substances. Walls shall be free from peeling, damage, scars, marks, or unfinished/unpainted patch repairs.

m. Ceilings within the room shall be clean and free of mold, mildew, dirt, dust, stains, or any other substances. Ceilings shall be free from damage, cracks, leaks, marks, peeling, scuffs, or unfinished/unpainted patch repairs.

n. All vents within the room shall be clean and free of dirt, dust, rust, mold, mildew, spider webs and other foreign objects.

o. All furniture within the room shall not have any missing or loose parts, and shall be clean and free of stains, spots, dirt, dust, odors, foreign objects, mold, mildew, tears, or holes.

p. All electrical appliances within the room shall be clean in working order and be free of dirt, dust, stains, mildew, mold, cracks, broken switches, and loose/protruding wires. If lamps are equipped with lampshades, the lampshades will be free of dirt, dust, stains, mold, mildew, holes, and tears. If the electrical appliance is affixed to a surface, it shall be securely fastened to the surface, so it does not detach from the surface during its operation.

q. Sink, toilet, and tub/shower shall be clean and free of mold, mildew, dirt, dust, stains, rust, chips, cracks, calcium build-up, broken or loose fittings, handles, waterspouts or shower curtain rods. Tub/shower curtain or door shall be clean and free of mold, mildew, dirt, dust, stains, holes, or tears.

r. Safes are to be free of dirt, dust, mold, mildew, holes, stains, odor, foreign debris, and loose, broken, or missing control panels.

s. Iron boards are to be in the room and equipped with a cover that is free of stains, marks, scars, tears, or holes.

4. Other Important Information

a. The Government will compete all purchase orders.

b. All oral orders will be followed up with a written order.

c. Purchase Orders may be modified/ordered by the CO only. The CO reserves the right to decrease the number of FLETC guests within the check in period without incurring any penalty or cost.

d. Whenever possible, a two-week advance notice will be provided in the case of cancellations.

However, the Government reserves the right to make changes 24 hours in advance without incurring any penalty or cost for CANCELLATION OR RELOCATION.

SPECIAL NOTE: Relocation can be to on Center dorms.

e. If cancellations are made due to non-conformance with contract requirements, no notice shall be required, and the CO will not be liable for additional cost. If the Government cancels after the 48-hour notification window; then the contractor may invoice for one (1) night for rooms ordered.

f. All communications (verbal and written) must identify the Purchase Order number, class name, and class number.

g. Hotels that require a toll to access the location (e.g., Jekyll Island); the hotel is responsible for reimbursing the student on the day of arrival and then providing passes that will cover the remaining dates of the student’s stay.

h. All hotel fees (i.e. parking, tolls, etc.) shall be incorporated into their contract price.

5. Student Check-In and Checkout

a. The Contractor is required to verify the student’s(s) FLETC identification badge for class name and number upon check-in. The Contractor shall not make copies of the student badges or any other ID (driver’s licenses, etc.). However, the Contractor is allowed to make copies of the “Check-in Information” sheet. If the Contractor allows students to check in without verification of the class name and number and the student is unauthorized, the FLETC will not be responsible for the reimbursement of the cost of the hotel/motel services. If a student arrives to check in and is not part of the class scheduled in the hotel/motel; then the hotel/motel shall informed the student to go to FLETC, Bldg. 1. If the student does not have transportation, the hotel/motel shall call (912) 267- 2458 or (912) 267-2468 for pickup. It is the contractor’s responsibility to ensure students that are checked in are assigned to the hotel. If the hotel assigns a room to a student that is not assigned to the hotel; then the contractor is responsible for the cost of the student staying unless proof (student’s check in information sheet) is provided to the Government to provide the was assigned to the hotel.

SPECIAL NOTE: Signatures of FLETC student(s) are required at the date of check-in. The Contractor shall provide the student room print out sheet when invoicing that identifies the date of student checkout. Summary sheets shall not be typed due to possibility of late arrivals and early departures.

b. The first business day after check-in, no later than 9:00 am EST, the Contractor shall submit to the CO/COR or any other government representative identified on or before contract award via email the name(s) and room assignments of student(s) who has/have checked into the hotel/motel on the Summary Sheet (Attachment 2) provided with the order. The Contractor shall also annotate all “no shows” on the Summary Sheet. The contractor shall continue to provide updated Summary Sheets that reflect student(s) check-in and checkout, room assignment changes and the number of rooms occupied by FLETC students throughout the scheduled time of the class’s arrival and departure. The updated Summary Sheet shall be forwarded to the COR the next business day after the change(s) occur. The COR shall resolve any “no-shows” identified on the summary sheet and shall notify the contractor if the “no-show” room(s) can be released. If the Government does not respond to the contractor before 12:00 pm on the first business day after check-in; then the Government will incur the cost of the room for that day.

c. The Government will only pay for the actual nights that students were in residence at the hotel/motel. The only exception is when there is a “no show.” Hotels/Motels may invoice for “no shows” for one night unless Government notification listed in paragraph 7.b did not occur.

Contractor shall attach accurate summary sheets signed by the individual student(s) at check-in to all invoices (Sample Invoice Attachment 3) provided for payment. Summary Sheets are compared against the invoice and are used to validate the invoice.

d. FLETC student(s) will be allowed early/late check-in on the date of arrival and late checkout on the day of departure without incurring any penalty or additional cost to the Government. In accordance with industry standards, the checkout time for the FLETC student(s) shall be 11:00 am, and not later than 12:00 pm. If the student checks out after 12:00 pm on the date of departure, without an approved late departure notification, the Government will not incur cost for an extra night. FLETC student(s) shall have access to the assigned room until checkout time stated herein.

e. The Contractor shall notify the CO(s) and COR within 24 hours via when a FLETC student departs early.

f. If a room is discovered empty by housekeeping or other hotel staff, the hotel/motel shall notify the CO and COR within four hours of discovery. Exceptions will be if the CO(s) has previously notified the Contractor of the early departure date or if the student(s) is departing only one day early.

6. Liability

a. The Government shall not be liable for damages caused by the persons occupying the rooms covered under this contract, or any other expense incurred by these persons other than those prescribed in the provisions of this contract. The Contractor shall be responsible for notifying the COR if damages occur and are found prior to checkout. The Contractor is responsible for obtaining payment from each student for incidentals such as long-distance phone calls, room service, laundry services, damages, any unauthorized students, etc.

b. The Government will not be responsible for the cost of any extra-nights lodging incurred by student(s) arriving earlier than the contracted arrival day or departing later than the contracted departure date unless notified and approved by the CO in advance. The Government will not be responsible for additional occupancy charges or fees incurred by student(s) or family of the student(s). The Contractor shall notify the CO/COR on the next business day of any family members or guest remaining overnight in a student’s assigned room.

7. Suspension/Termination

The CO may suspend Orders at any time.

Attachments

Attachment 1: Department of Labor Wage Determination s

Attachment 2: Summary Sheet

Attachment 3: Sample Invoice

Attachment 4: Frequently asked Questions with Answers

B. What Is To Be Submitted And How Quotes Will Be Evaluated.

B.1 52.212-1 Instructions to Offerors - Commercial Items. (SEP 2021)

Addendum to 52.212-1:

(a) North American Industry Classification System (NAICS) code and small business size standard.

The NAICS code and small business size standard for this acquisition are 721110, $32.5 million.

(b) Submission of Offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers are to be submitted on form – HOTEL SERVICES AND PRICES. Alternative forms will not be accepted. A different format from the Hotel Services and Prices CANNOT be used to provide a quote. If you are quoting for different hotels; then a separate Hotel Services and Prices form is to be submitted for each hotel. It is acceptable to submit hotel availability dates on a separate sheet; however, the Hotel Service and Prices form must be attached with all information filled in but under the line items a “see attached” and the dates are to be clearly listed for each of the line items (0001, 0002, etc). NOTE: Additional information required to be submitted is to be attached to the form.

DO NOT INCLUDE A COPY OF THIS SOLICITATION WITH YOUR QUOTE. DO NOT

INCLUDE THE HOTEL AMENITIES WITH YOUR QUOTE. Your quote should only include the Hotel Services and Prices form; additional sheet is needed for availability clearly outlining dates were line item; signed Amendments; required documentation listed below; if you take exception to any of the terms and conditions of this RFQ; and if you are a 3rd party the authorization letters.

The following Must be submitted.: Do not alter or paraphrase this information:

1. Offers are to be submitted on the Hotel Services and Prices Form. No alternative form will be accepted. If quoting for multiple hotels, then a Hotel Services and Prices form must be submitted for each hotel. Availability dates can be submitted on a separate document, if you add “see attached” in the date column for the form. Note if submitting dates on a separate form; the Hotel Services and Prices form must contain all other information.

2. Do not submit the RFQ with your quote.

4. Do not include hotel amenities with your quote.

5. Do not include FAR or DFAR clauses with your quote.

6. If the offeror takes any exceptions to any of the terms and conditions of this RFQ; then clearly state the exceptions on the Hotel Services and Prices form.

7. If offeror answers yes to reps and certs being in System for Award management; then paragraph b on the HOTEL SERVICES AND PRICES must be filled out.

8. If you are a third party; offeror must include a letter from the hotel giving you authorization to quote for the hotel.

9. Number of rooms and dates for availability MUST be provided. N/A or upon request will not be accepted. As stated in this RFQ, ‘the Government recognizes that changes will happen and will confirm availability with offerors before an order is issued.’

10. Acknowledge all Amendments by signing the Amendment and filling in Block 8 with the offerors information.

11. All required information is to be submitted together in one (1) package. Separate emails from the quote providing information will not be accepted. For example, an email with the quote is received and then another email is received with an authorization letter. This will not be accepted.

12. A complete quote submission should only be the following:

i. Hotel Services and Prices Form;

ii. Availability dates (if need to submit on separate page);

iii. All Amendment;

iv. Third party authorization letters if applicable; and

v. Exceptions if any.

No other information is to be submitted.

Offerors shall submit an electronic copy of its proposals via email to erin.johnson@fletc.dhs.gov with a cc to Sheila.Henley@fletc.dhs.gov, no later than 1:00 pm, ET, December 28, 2021. Due to the current environment with COVID only electronic submission can be accepted.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers.

mailto:erin.johnson@fletc.dhs.gov https://www.acquisition.gov/far/part-4#FAR_Subpart_4_10

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2)

(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and-

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.

(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.

(i) Availability of requirements documents cited in the solicitation.

(1)

(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to-

GSA Federal Supply Service Specifications Section

Suite 8100 470 East L’Enfant Plaza, SW

Washington, DC 20407

Telephone (202) 619-8925

Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST ( https://assist.dla.mil/online/start/).

http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3

(ii) Quick Search ( http://quicksearch.dla.mil/).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier.(Applies to all offers that exceed the micro-purchase threshold, and offers at or below the micro-purchase threshold if the solicitation requires the Contractor to be registered in the System for Award Management (SAM).) The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Offeror's name and address. The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Offeror to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(k) [Reserved]

(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed offeror’s offer.

(2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.

(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award;

http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://assist.dla.mil/wizard/index.cfm https://www.acquisition.gov/far/part-32#FAR_Subpart_32_11 http://www.sam.gov/ http://www.sam.gov/

(5) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror.

(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

(End of provision)

B.2 52.212-2 Evaluation-Commercial Items (OCT 2014) - The provision at 52.212-2 Evaluation-Commercial Items applies to this acquisition and is incorporated by reference to this RFQ.