RFQ SREA.pdf

Request for Quote (RFQ)

General Information

Document Type: Request for Quote (RFQ)

Issuance Date: May 13, 2021

Responses Due: September 10, 2021

Time: 4:30 p.m. Eastern Standard Time

Program Area or IC: Center for Scientific Review (CSR)

Program Title: Scientific Review Evaluation Activity (SREA)

Solicitation number: 75N98021A-DSAPS-BPA-(CSR-SREA)

Product Service Code: X1AB – Lease/Rental of Conference Space and Facilities

NAICS Code: 721110 - Hotels (except Casino Hotels) and Motels. The small business size standard is $32.5 million

Contracting Office Address:

Blanket Purchase Agreement Program Branch Division of Simplified Acquisition Policy and Services Office of Acquisition Management and Policy Office of Acquisition and Logistics Management, OM, OD National Institutes of Health, Health and Human Services Bethesda, MD 20817 (Do not send mail)

Contract Point of Contact: Wilmer Sorto, wilmer.sorto@nih.gov

Description:

The National Institutes of Health (NIH) Invites you to submit a quotation in support of the NIH Scientific Review Evaluation Activities (SREA) Program.

The services to be provided include:

• Commercially available conference and meeting support services

• Overnight lodging accommodations

• Audio/Visual Equipment and services

NIH is seeking price quotations to be in effect for the calendar years 2022 and 2023 from Hotels and Conference Facilities able to meet the requirements as stated in the attached documents including: statement of work, provisions and clauses, and associated terms and conditions. This solicitation is for commercial services prepared in accordance with FAR Part 13 Simplified Acquisition Procedures.

NIH intends to establish Blanket Purchase Agreements (BPAs) with vendors whose submissions provides the best value. The ordering period for the BPAs will be valid from the time of award through December 31, 2023.

The establishment of a BPA does not guarantee a vendor any orders or any order minimum.

mailto:wilmer.sorto@nih.gov

Request for Quote Solicitation number: 75N98021-DSAPS-BPA-CSR-SREA

2 | P a g e

Facilities shall be located within a fifty-mile radius of the major airports near the main NIH Campus in Bethesda Maryland or the main campus of National Institutes of Environmental Health Services (NIEHS) in Research Triangle Park, NC. These are located as follows: NIH Main Campus, 9000 Rockville Pike, Bethesda, MD USA 20892 and NIEHS Main Campus, 111 T.W. Alexander Drive, Research Triangle Park, NC, USA 27709.

Additionally, facilities may be located within a fifty mile radius of major airports in the following approved cities/regions: Maryland – Annapolis, Baltimore, Bethesda, College Park, Gaithersburg, Rockville, National Harbor, and Silver Spring; Northern Virginia; and Washington, District of Columbia; California – Los Angeles, Long Beach, Santa Monica, San Diego, and San Francisco; Florida – Tampa and Orlando; Illinois – Chicago;

Louisiana – New Orleans; Missouri – St. Louis; North Carolina – Raleigh and Durham; Washington – Seattle;

Colorado – Denver; Texas – Dallas, Fort Worth, Houston, and San Antonio; Pennsylvania – Philadelphia;

Ordering Period:

Upon award through December 31, 2023

Competitive Ordering Procedures:

The NIH intends to establish multiple BPAs within the locations provided in the description section. Under the established BPAs, orders over the micro purchase threshold up to the maximum order limit (MOL) of $100,000, will be competed only amongst other established SREA BPA holders within the respective location needed by the requestor. No outside bidding will be sought beyond the original competition for the BPA Calls.

However, if there is an insufficient number of BPAs to ensure maximum competition for a location, the contracting officer shall follow ordering procedures under FAR 13.303-5(d).

Schedule for Pre-Bid Presentations:

Prior to the proposal submission deadline, CSR intends to schedule pre-bid presentations for potential Offerors. The presentations are ONLY for potential offerors that can provide commercially available conference and meeting support services, overnight lodging accommodations and audio/visual equipment in support of CSR’s peer review.

Call information will be beta.SAM.gov as a modification to this notice.

Pre-Bid Presentation Schedule

Tuesday, 6/8/2021 10am – 12:00pm 1:00pm – 3:00pm Wednesday, 6/9/2021 10:00am – 12:00pm 1:00pm – 3:00pm Thursday, 6/10/2021 10:00pm – 12:00pm 1:00pm – 3:00pm

Request for Quote Solicitation number: 75N98021-DSAPS-BPA-CSR-SREA

3 | P a g e

Submission Requirements:

Offerors/entity shall be registered in beta.SAM.gov at the time the application is uploaded.

(1) Only quotations submitted online through the Hotel Application Tool (HAT) will be considered.

Applications shall not be mailed as all employees are operating remotely.

Quotations in response to this solicitation will be evaluated based on the following:

(1) Ability of vendors to meet specifications of Statement of Work and BPA Terms and Conditions.

(2) Price

(3) Past Performance

(4) Whether the NIH will be allowed the option to provide, setup, and operate Audio/Video Equipment.

(5) Availability of basic minimum amenities including:

a) Availability of continuous coffee service for purchase by guests.

b) Availability of break service stations, snack bars, or concession stands near meeting space.

c) Full-service restaurants located inside or within one-quarter mile of the facility.

d) Prepackaged or box meals available for purchase.

Additional amenities such as: Complementary continental breakfast, complementary coffee for all hotel guests, shuttle service, etc. may be offered and itemized in your response to this RFQ.

To respond to this Request for Quotation (RFQ):

The Offeror shall complete the following process to submit a quotation:

A) Quotations must be submitted in the online Hotel Application Tool (HAT) which may be accessed at the following link: https://www.csr.nih.gov/bpahat/

B) Log into the HAT system using a unique username and password.

-New participants will select Register – New Hotels to create account and follow prompts -Returning participants will select Sign in – Returning Hotels to sign in and follow prompts

Read the Statement of Work (Document A) and the NIH SREA Blanket Purchase Agreement (Document E). These two documents form the basis of the agreement and will inform your quotation.

C) There are five (5) documents and the signature pages that must be completed in the HAT system. Please print, sign and submit the following documents with your quotation:

1) Statement of Work/Document A – Complete pages 1&11 and sign

2) NIH BPA Meeting Package Rates/Document B-Complete and sign

3) NIH BPA AV Equipment Package Rates/Document C-Complete and sign

4) NIH SREA BPA Agreement/Document E-Complete and sign

5) Past Performance Questionnaire – Complete

All signature pages should be scanned and uploaded to the HAT after each step.

Please read each step carefully, follow all instructions and prompts, and fill in the requested information where required to complete each step successfully.

https://www.csr.nih.gov/bpahat/