RFQ - Event Coordination Services.pdf

North Dakota Air National Guard Request for Quote (RFQ)

119th Wing / NDANG

1400 32nd Ave. North

Fargo, ND 58102

i. In accordance with FAR 12.603(c)(2), This is a combined synopsis/solicitation 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; proposals are being requested, and a written solicitation will not be issued.

ii. This solicitation, W50S88-24-Q-0110, is being issued as a Request for Quotation (RFQ).

iii. This solicitation document, which incorporates provisions and clauses for commercial items, is in effect through the Federal Acquisition Circular (FAC) 2024-02, effective 01/22/2024.

iv. This procurement is a 100% Total Small Business set-aside. The associated NAICS code is 721110, and the small business size standard is $40.0M.

v. The 119th Wing (WG) North Dakota Air National Guard (NDANG) intends to award no more than three

(3) unpriced Blanket Purchase Agreements (BPAs) that are determined to offer the best value to the Government in accordance with the requirements of for Event Planning and Coordination Services for the NDANG Chaplain and Yellow Ribbon Programs for a period of up to five (5) years, as described in the Attachment #1, Terms and Conditions and Attachment #2, Performance Statement (PWS).

vi. This RFQ will evaluate vendors based on a previous Strong Bonds Event in Attachment #3, 'Sample Strong Bonds Requirement', and all evaluation criteria outlined in FAR clause 52.212-2 of this Combined Synopsis/Solicitation. Additionally, clause 52.212-1 Instructions to Offerors provides further guidance on submitting acceptable quotes for this solicitation. The evaluation of the Sample Strong Bonds Requirement will not result in a Call Order and is for evaluation purposes only. The framework established for BPA Calls under this solicitation permits the Government to reserve the right to add ('On-Ramp') additional contractors to the pool of BPAs at a future date.

vii. Description of requirements for the services required: The 119th WG NDANG requires a comprehensive range of services, including lodging, meeting spaces, meal services, and other amenities essential for effectively executing events by the Chaplain and Family Readiness Programs on a reoccurring annual basis and intends to enter into multiple unpriced BPAs for a period of up to five

(5) years with no more than three (3) vendors. The Vendor Contact Information, Terms and Conditions, PWS, and Quote sheet are attached. Please review these documents in their entirety for a complete description of this requirement. The 119th WG is not financially liable for any information provided under this notice. The 119th WG is not obligated to notify respondents of the results of this notice.

viii. Notice to Vendor(s)/Supplier(s):

a. A BPA is a streamlined method for addressing anticipated repetitive needs for supplies or services by establishing agreements with qualified sources. These agreements outline the terms and conditions for future transactions, referred to as "Calls." A BPA does not create a binding obligation on either party. Under a BPA, both parties agree to specific items/services or a range of items/services authorized for purchase, ensuring clarity on potential purchases.

While BPAs facilitate the procurement process, they are not formal contracts, allowing contractors the right to refuse a BPA call without adverse administrative action from the Government. If, at any time, the Government or the contractor decides the BPA has no future value for it, either can provide the required notification to the other party to terminate the agreement.

b. A Call, also known as a BPA Call or Call Order, is an individual order for supplies or services placed against an established BPA. It represents a specific instance of procurement under the conditions and terms outlined in the BPA. An obligation is incurred when a Call is issued by an authorized individual and subsequently accepted by the contractor. All terms and conditions outlined in the base BPA apply to each Call placed, ensuring consistency and adherence to the agreed-upon framework. Calls/orders will be competed among Master BPA holders as request for quotes (RFQ) via oral solicitation, or by email. Failure to submit a complete and timely response to a Request for Quote (RFQ) may result in it being determined nonresponsive.

ix. Scope of BPAs will include the scheduling/reserving/furnishing of:

a. Venue/Event Space (to include set-up, breakdown, and cleaning)

1. General Session Room

2. Breakout Session Rooms

3. Separate Meeting Room

4. Counseling Area

5. Operations Center Room

6. Logistics Storage Room

7. Vendor/Exhibitor Space

8. Registration Area

9. Parking Accommodations

b. Childcare Program and Services

c. Lodging/Hotel Requirements

x. The provision at 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition; the addenda is attached below.

ADDENDUM TO FAR 52.212-1 Instructions to Offerors-Commercial Items:

Offerors shall prepare their quotations IAW FAR 52.212-1. In addition, prepared quotes shall include the following information:

1. UEI Number.

2. Federal Tax ID Number.

3. CAGE Code.

4. Contractor’s Legal Name.

5. Payment Terms (NET 30) or Discount.

6. Point of Contact (POC) name, phone number, and email address.

7. Pricing for all Contract Line-Item Numbers identified in Attachment #4 'Quote Sheet'.

**Quotations must be emailed to and received by the individuals identified in paragraph xviii by the solicitation closing date and time identified in paragraph xvii.

xi. The provision at 52.212-2, Evaluation-Commercial Services, applies to this acquisition. Evaluation of offers/quotes received will be conducted using Simplified Acquisition Procedures IAW with FAR Part

13.106-2. Evaluation factors are listed below.

Evaluation-Commercial Services

Basis of Award: A sample event has been created and will serve as the basis for selecting up to 3

(three) BPA recipients. Offerors shall review the sample event requirements in Attachment #3 and provide a complete technical solution and pricing for the event. Prospective offerors will be evaluated in terms of “Best Value” on their technical capabilities to meet all requirements, total price, and past performance. The sample event is not funded, and quotes submitted will not result in the issuance of a call.

a. Technical Evaluation: To receive an “Acceptable” technical rating, offerors must provide the following:

1. Outline procedures to find a suitable venue meeting all schedule, venue, audio/visual, sleeping, and food/beverage requirements specified in the Sample Strong Bonds

Requirements.

2. Evidence that the offeror understands and can satisfy sections 1.2, 2.1, 3.3, and 5.2 of the BPA Terms and Conditions is provided in Attachment #1.

b. Price: To be considered responsive, vendors shall provide complete, reasonable, and fair pricing for all items specified in the CLIN Schedule, Attachment #4 'Quote Sheet'. The CLIN schedule represents a sample project and will not result in a funded call.

c. Past Performance: The Government will evaluate the past performance based on one or more of the methods identified in FAR 13-106-2. For an offeror to receive the award, Past

Performance must be determined to be acceptable by the Contracting Officer.

xii. Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, with its offer.

xiii. Clause 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services applies to this acquisition. Provisions and clauses can be viewed at https://acquisition.gov.

xiv. Clause 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders- Commercial Products and Commercial Services applies to this acquisition. Provisions and clauses can be viewed at https://acquisition.gov.

https://acquisition.gov/ https://acquisition.gov/

xv. Funds are not currently available; therefore, FAR Clause 52.232-18, Availability of Funds (Apr 1984) applies to this acquisition.

xvi. Offerors must be SAM registered to be considered eligible for any resultant contract award. See the associated PWS for a complete description of the required services. A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer, whether or not there are exchanges after its receipt unless a written notice of withdrawal is received before award. Contract awards may be made without discussions.

xvii. The Defense Priorities and Allocations System (DPAS) is not applicable to this acquisition.

xviii. Any questions concerning this solicitation must be received in writing by the Contracting Officer no later than 3:00 P.M. Central Standard Time (CST) on Wednesday, February 14th, 2024. Any questions received after this date and time will not be answered. Questions submitted in writing to the Contracting Officer will be answered as soon as possible, but no later than Friday, February 16th, 2024. Responses (quotes) in response to this solicitation are to be submitted and received electronically via email by 3:00 P.M. Central Standard Time (CST) on Thursday, February 22nd, 2024.

Quotes received after this date and time will not be accepted for contract award consideration.

Submission of a quote does not obligate the Government to make an award.

xix. Contact information for the individual(s) to contact for information regarding this solicitation:

MSgt Rachel Syverson Capt Brian Erdmann Contracting Officer Contracting Officer rachel.syverson@us.af.mil brian.erdmann@us.af.mil

THE FOLLOWING FAR CLAUSES AND PROVISIONS ARE APPLICABLE TO THIS ACQUISITION:

52.203-18 Prohibition on Contracting With Entities That Require Certain Internal Confidentiality Agreements or Statements—Representation (JAN 2017) 52.204-7 System for Award Management (OCT 2018) 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) 52.204-17 Ownership or Control of Offeror (AUG 2020) 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) 52.204-20 Predecessor of Office (AUG 2020) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (DEC 2023) 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) mailto:rachel.syverson@us.af.mil mailto:brian.erdmann@us.af.mil

52.204-26 Covered Telecommunications Equipment or Services-Representation (OCT 2020) 52.204-27 Prohibition on a ByteDance Covered Application (JUN 2023) 52.204-29 Federal Acquisition Supply Chain Security Act Orders—Representation and Disclosures (DEC 2023) 52.204-30 Federal Acquisition Supply Chain Security Act Orders—Prohibition (DEC 2023) 52.209-6 Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021) 52.209-10 Prohibition on Contracting With Inverted Domestic Corporations (NOV 2015) 52.212-1 Instructions to Offerors--Commercial Products and Commercial Services (SEP 2023) 52.212-2 Evaluation—Commercial Products and Commercial Services (NOV 2021) 52.212-3 Offeror Representations and Certifications – Commercial Products and Commercial Services

(NOV 2023)

52.212-3 Offeror Representations and Certifications – Commercial Products and Commercial Services Alternate 1 (NOV 2023) 52.212-4 Contract Terms and Conditions--Commercial Items (NOV 2021) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial Products and Commercial Services (DEC 2023) 52.219-1 Small Business Program Representations (SEP 2023) 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) 52.219-28 Post-Award Small Business Program Representation (SEP 2023) 52.222-3 Convict Labor (JUN 2003) 52.222-20 Contracts for Materials, Supplies, Articles, and Equipment (JUN 2020) 52.222-21 Prohibition Of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (SEPT 2016) 52.222-36 Equal Opportunity for Workers with Disabilities. (Jun 2020)

52.222-50 Combating Trafficking in Persons (NOV 2021) 52.223-18 Encouraging Contractor Policies To Ban Text Messaging While Driving (JUN 2020) 52.224-1 Privacy Act Notification (APR 1984) 52.224-2 Privacy Act (APR 1984) 52.225-13 Restrictions on Certain Foreign Purchases (FEB 2021) 52.232-18 Availability of Funds (APR 1984) 52.232-33 Payment by Electronic Funds Transfer--System for Award Management (OCT 2018) 52.232-39 Unenforceability of Unauthorized Obligations (JUN 2013) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (NOV 2021) 52.233-3 Protest After Award (AUG 1996) 52.233-4 Applicable Law for Breach of Contract Claim (OCT 2004) 52.232-39 Unenforceability of Unauthorized Obligations (JUN 2013) 52.249-1 Termination For Convenience Of The Government (Fixed-Price) (Short Form) (APR 1984)

THE FOLLOWING DFARS PROVISIONS AND CLAUSES ARE APPLICABLE TO THIS ACQUISITION:

252.203-7000 Requirements Relating to Compensation of Former DoD Officials (SEPT 2011) 252.203-7002 Requirement to Inform Employees of Whistleblower Rights (DEC 2022) 252.203-7005 Representation Relating to Compensation of Former DoD Officials (NOV 2011) 252.204-7003 Control of Government Personnel Work Product (APR 1992) 252.204-7008 Compliance with Safeguarding Covered Defense Information Controls (OCT 2016) 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting (JAN 2023)

252.204-7015 Notice of Authorized Disclosure of Information for Litigation Support (JAN 2023) 252.204-7016 Covered Defense Telecommunications Equipment or Services—Representation (DEC 2019) 252.204-7017 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services— Representation (MAY 2021) 252.204-7018 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services (JAN 2023) 252.204-7024, Notice on the Use of the Supplier Performance Risk System (MAR 2023) 252.223-7997 Prohibition on Procurement of Certain Items Containing Perfluorooctane Sulfonate or Perfluorooctanoic Acid – Representation (DEVIATION 2022-O0010) (SEPT 2022) 252.223-7998 Prohibition on Procurement of Certain Items Containing Perfluorooctane Sulfonate or Perfluorooctanoic Acid (DEVIATION 2022-O0010) (APRIL 2023) 252.225-7055 Representation Regarding Business operations with the Maduro Regime (MAY 2022) 252.225-7056 Prohibition Regarding Business Operations with the Maduro Regime (JAN 2023) 252.225-7059 Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region- Representation (JUN 2023) 252.225-7060 Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region (JUN 2023) 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports (DEC 2018) 252.232-7010 Levies on Contract Payments (DEC 2006) 252.239-7098 Prohibition on Contracting to Maintain or Establish a Computer Network Unless Such Network is Designed to Block Access to Certain Websites-Representation (DEVIATION 2021-O0003)(APR 2021) 252.243-7001 Pricing of Contract Modifications (DEC 1991) 252.244-7000 Subcontracts for Commercial Items or Commercial Services (NOV 2023)

CLAUSES AND PROVISIONS INCORPORATED BY FULL TEXT

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JAN 2023)

(a) Definitions. As used in this clause—

“Department of Defense Activity Address Code (DoDAAC)” is a six position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide

Area WorkFlow (WAWF).

“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

“Payment request” and “receiving report” are defined in the clause at 252.232-7003 , Electronic

Submission of Payment Requests and Receiving Reports.

(b) Electronic invoicing. The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition Regulation

Supplement (DFARS) 252.232-7003 , Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall—

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based

Training Course and use the Practice Training Site before submitting payment requests through WAWF.

Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic

Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

(1) Document type. The Contractor shall submit payment requests using the following document type(s):

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items—

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

(Contracting Officer: Insert applicable invoice and receiving report document type(s) for fixed price line items that require shipment of a deliverable.)

(B) For services that do not require shipment of a deliverable, submit either the

Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting

Officer.

Invoice 2in1__________________________________________________

(Contracting Officer: Insert either “Invoice 2in1” or the applicable invoice and receiving report document type(s) for fixed price line items for services.)

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

(iv) For performance based payments, submit a performance based payment request.

(v) For commercial financing, submit a commercial financing request.

(2) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR) 52.213-1 is included in the contract.

[Note: The Contractor may use a WAWF “combo” document type to create some combinations of invoice and receiving report in one step.]

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table

Field Name in WAWF Data to be entered in WAWF

Pay Official DoDAAC F87700

Issue By DoDAAC W50S88

Admin By DoDAAC W50S88

Inspect By DoDAAC -

Ship To Code F7B0FW

Ship From Code -

Mark For Code -

Service Approver (DoDAAC) -

Service Acceptor (DoDAAC) -

Accept at Other DoDAAC -

LP DoDAAC -

DCAA Auditor DoDAAC -

Other DoDAAC(s) -

(4) Payment request. The Contractor shall ensure a payment request includes documentation appropriate to the type of payment request in accordance with the payment clause, contract financing clause, or Federal Acquisition Regulation 52.216-7, Allowable Cost and Payment, as applicable.

(5) Receiving report. The Contractor shall ensure a receiving report meets the requirements of

DFARS Appendix F.

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity’s WAWF point of contact.

MSgt Rachel Syverson

(2) Contact the WAWF helpdesk at 866-618-5988, if assistance is needed.

(End of clause)