RFQ-19-PHX-03.pdf

Indian Health Service (IHS) Phoenix & Navajo Areas Southwest Regional Annual Pharmacy Continuing Education Meeting

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpar 12.6, as supplemented with additional information in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

Solicitation # RFQ‐19‐PHX‐03 and this notice is issued as a Request for Quotation (RFQ). This is a combined synopsis/solicitation for commercial service. Submit written offers only, oral offers will not be accepted. All firms or individuals responding must be registered with the System for Award Management (SAM).

This combined synopsis/solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005‐101. This requirement is unrestricted under North American Industrial Classification Standard (NAICS) code: 721110; Small Business Size Standard: $32.5 million. Interested parties must quote on all line items. Partial quotes will not be accepted. Only one (1) firm fixed price contract award will be made as result of this combined synopsis/solicitation.

STATEMENT OF WORK

REQUIREMENTS: Indian Health Service (IHS) – Phoenix Area Office (PAO), 40 North Central Ave., Phoenix, Arizona 85004‐4424 has a requirement for lodging, parking, and meeting space on April 10‐14, 2019 for a location in Phoenix, Arizona. Proposed hotel location must be within the following delineated area and must be located within walking distance of local amenities and public transportation:

Downtown Corridor West: 3rd Street

East: 1st Avenue North: Fillmore Street

South: Jefferson Street

Phoenix Biltmore Area West: 20th Street East: 32nd Street North: Lincoln Dr South: E Campbell Ave

The contractor must be able to provide all requirements specified for conference needs below. Rooms provided for lodging shall be private rooms with adequate toilet facilities. Audio/visual support for equipment setup will be required. The hotel must provide lodging rates within the Government per diem rate or lower for the area.

Wireless internet access will need to be available for all conference attendees. IHS – PAO Acquisition Management reserves the right to conduct an on‐site inspection of offered facilities.

Each conference attendee will be responsible for calling the hotel and making their own reservations and securing the reservation on their own credit card. The hotel should provide a cutoff date by which the reservations must be made to avoid paying for rooms not reserved for the conference dates. Contractor shall release rooms at a date and time most advantageous to the Government. Contractor shall clearly state on what date the rooms will be released from the reservation block. To be eligible for award under this solicitation, the hotel facility shall be listed with its current status on the System for Award Management (www.sam.gov), be FEMA approved, be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101‐391) (15 U.S.C 2201 et. seq) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Offers proposing facilities that are not listed will be rejected as technically unacceptable. In addition, the offeror’s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101‐336) (42 U.S.C. 12010 et. seq.). Hotel must be able to accommodate any special requirements associated with the aforementioned acts.

The facility must have a 3 Diamond AAA rating or better (according to the AAA Diamond Ratings System). The Government will only pay for actual rooms used. The Government is not responsible for long‐distance phone calls, movie rentals, internet fees and room service charges. Additionally, potential contractors are notified that the Government shall not authorize or release payment for any food or beverage under this potential Contract or provided purchase order. Awarded contractor agrees to receive and store conference items one week prior to arrival. Contractor is asked to provide a lockable storage room for equipment and supplies. If the selected contractor must accommodate the lodging rooms at multiple hotels this must be identified in their proposal and coordinated with the Government before the conference date.

All offers must either be accompanied by Representations and Certifications and the offeror must be currently registered in the System for Award Management (https://www.sam.gov)

The dates for this conference are April 10 – 14, 2019. No alternate dates will be considered.

CLIN 0001 Wednesday April 10, 2019 $

Maximum 50 lodging rooms for night of 04/10/2019, non‐smoking, one king bed, two double beds, or two queen beds.

CLIN 0002 Thursday April 11, 2019 $

8:00 am to 5:00 pm Boardroom to accommodate 25 attendees. Boardroom style seating or suitable alternative at discretion of Government.

CLIN 0003 Thursday April 11, 2019 $

8:00 am to 8:00 pm General Session Room to accommodate 75 attendees. Classroom

CLIN 0004 Thursday April 11, 2019 $ 7:00 am to 5:00 pm

Two (2) Registration Tables – Outside General Session Room 2 Chairs per table, Waste basket Event Signage (Indian Health Service Southwest Pharmacy Meeting)

CLIN 0005 Thursday April 11, 2019 $

Audio Visual Requirement in the boardroom to include:

o One (1) 10’ x 10’ AV Screens o One Projector with computer interface and necessary equipment o Telephone access w/ speaker for conference call access to outside line (1‐800 number)

CLIN 0006 Thursday April 11, 2019 $

Audio Visual Requirement in the General Session Room to include:

o One (1) podium with wireless microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o One (1) Projector with computer interface and necessary equipment o One (1) 8’ tables (skirted) on one side of the room o One (1) 10’ x 10’ AV Screens o Ability for laptop computer to be connected to house audio o Telephone access w/ speaker for conference call access to outside line (1‐800 number) o Ethernet internet access to podium on riser for presenters o On‐site technician to support and operate AV equipment during conference on demand basis o Wifi access for all attendees

CLIN 0007 Thursday April 11, 2019 $

Maximum 75 lodging rooms for night of 04/11/2019, non‐smoking, CLIN 0008 Friday April 12, 2019 $

Conference room to accommodate 25 attendees. Boardroom style

CLIN 0009 Friday April 12, 2019 $

Two (2) Conference Rooms to accommodate 25 attendees.

Classroom style seating or suitable alternative at discretion of Government.

CLIN 0010 Friday April 12, 2019 $

8:00 am to 5:30 pm General Session Room to accommodate 200 attendees. Classroom seating or suitable alternative at discretion of Government. Set up with two (2) aisles.

CLIN 0011 Friday April 12, 2019 $ 7:00 am to 5:30 pm

Two (2) Registration Tables – Outside General Session Room

CLIN 0012 Friday April 12, 2019 $

10:00 am to 5:30 pm Conference room to accommodate vendor displays. 24 six foot length tables with one chair per table or suitable alternative at discretion of Government.

CLIN 0013 Friday April 12, 2019 $

Audio Visual Requirement in the boardroom to include:

o One (1) 10’ x 10’ AV Screens o One Projector with computer interface and necessary equipment o Telephone access w/ speaker for conference call access to outside line (1‐800 number)

CLIN 0014 Friday April 12, 2019 $

Audio Visual Requirement in the Two (2) Conference Rooms to include:

o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o One (1) Projector with computer interface and necessary equipment o One (1) 10’ x 10’ AV Screens o Ability for laptop computer to be connected to house audio o Telephone Access o Ethernet internet access to podium on riser for presenters o On‐site technician to support and operate AV equipment during conference on demand basis

CLIN 0015 Friday April 12, 2019 $

Audio Visual Requirement in the General Session Room to include:

o One (1) podium with lavaliere microphone o One (1) small AV table at front of room o Two (2) wired microphones for audience use o Power strip and outlet availability near podium o Three (3) Projectors with computer interface and necessary equipment o One (1) 8’ tables (skirted) on one side of the room o Three (3) 10’ x 10’ AV Screens o Ability for laptop computer to be connected to house audio o Telephone access w/ speaker for conference call access to outside line (1‐800 number) o Ethernet internet access to podium on riser for presenters o On‐site technician to support and operate AV

CLIN 0016 Friday April 12, 2019 $

Space for ten (10) table‐top posters near the main meeting room.

Should be setup to allow 2‐sided access

CLIN 0017 Friday April 12, 2019 $

Maximum 140 lodging rooms for night of 04/12/2019, non‐smoking, CLIN 0018 Saturday April 13, 2019 $

07:00 am to 12:00 pm General Session Room to accommodate 250 attendees. Classroom

CLIN 0019 Saturday April 13, 2019 $

Two (2) Registration Tables – Outside General Session Room

CLIN 0020 Saturday April 13, 2019 $

1:00 pm to 5:30 pm Three (3) Breakout Rooms. Classroom seating or suitable alternative at discretion of Government.

o Room 1 – 120 attendees o Room 2 – 120 attendees o Room 3 – 160 attendees

CLIN 0021 Saturday April 13, 2019 $

07:00 am to 5:30 pm Conference room to accommodate vendor displays. 24 six foot length tables with one chair per table or suitable alternative at discretion of Government.

CLIN 0022 Saturday April 13, 2019 $ include:

o One (1) podium with lavaliere microphone o One (1) small AV table at front of room o Two (2) wired microphones for audience use o Power strip and outlet availability near podium o Three (3) Projectors with computer interface and necessary equipment o One (1) 8’ tables (skirted) on one side of the room o Three (3) 10’ x 10’ AV Screens o Ability for laptop computer to be connected to house audio o Telephone access w/ speaker for conference call access to outside line (1‐800 number) o Ethernet internet access to podium on riser for presenters o On‐site technician to support and operate AV

CLIN 0023 Saturday April 13, 2019 $

Audio Visual Requirement in the three (3) Breakout Session Rooms to include:

o One (1) podium with lavaliere microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o One (1) microphone for audience use o One (1) 10’ x 10’ AV Screen o One (1) video projector with computer interface.

o One (1) Windows based PC with CD/DVD, Internet and

USB data capabilities. PC to be setup and attached to house audio.

o Ethernet internet access available o On‐site technician to support and operate AV equipment during conference on demand basis

CLIN 0024 Saturday April 13, 2019 $

7:00 am to 5:30 pm

CLIN 0025 Saturday April 13, 2019 $

Maximum 140 lodging rooms for night of 04/13/2019, non‐smoking, CLIN 0026 Sunday April 14, 2019 $

07:00 am to 12:30 pm General Session Room to accommodate 250 attendees. Classroom

CLIN 0027 Sunday April 14, 2019 $

Two (2) Registration Tables – Outside General Session Room

CLIN 0028 Sunday April 14, 2019 $

Two (2) Conference Rooms to accommodate 25 attendees.

Classroom style seating or suitable alternative at discretion of Government.

CLIN 0029 Sunday April 14, 2019 $ include:

o One (1) podium with lavaliere microphone o One (1) small AV table at front of room o Two (2) wired microphones for audience use o Power strip and outlet availability near podium o Three (3) Projectors with computer interface and necessary equipment o One (1) 8’ tables (skirted) on one side of the room o Three (3) 10’ x 10’ AV Screens o Ability for laptop computer to be connected to house audio o Telephone access w/ speaker for conference call access to outside line (1‐800 number) o Ethernet internet access to podium on riser for presenters o On‐site technician to support and operate AV

CLIN 0030 Sunday April 14, 2019 $

Audio Visual Requirement in the Conference Rooms to include:

o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and outlet availability near podium o One (1) Projector with computer interface and necessary equipment o One (1) 10’ x 10’ AV Screens o Ability for laptop computer to be connected to house audio o Ethernet internet access to podium on riser for presenters o On‐site technician to support and operate AV

CLIN 0031 Sunday April 29, 2017 $

CLAUSES INCORPORATED BY REFERENCE:

The following provisions and clauses shall apply to this solicitation: 52.252‐2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

Also, the full text of a clause may be accessed electronically at this/these address (es):

https://www.acquisition.gov/far/ (FAR) and (HISR);

52.212‐1 Instructions to Offerors – Commercial Items (OCT 2015) 52.212‐2 Evaluation ‐‐ Commercial Items. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The evaluation and award procedures in FAR 13.106 apply. This is a best value decision and award may be made to other than the lowest priced offeror. The following factors shall be used to evaluate offers:

Pass / Fail Factors

1. Availability of preferred date(s)/timeframe

2. Property Available within delineated area

3. Availability of Government per diem rate or lower

4. Inclusion on U.S. Fire Administration Hotel and Motel National Master List

If an offer is found to fail any of the above factors their offer will not be evaluated further as the response will be considered to be “unresponsive”.

1. Technical Capabilities A. Availability of preferred date(s)/timeframe;

B. Location;

C. Accommodations, to include conference room space, and parking for attendees;

D. A/V capabilities;

2. Past Performance (This factor considers the quality of the contractor’s past performance services of similar nature. Contractor’s without relevant past performance will not be evaluated favorably or unfavorably in regards to the past performance. Offer must provide at least three

(3) samples of past performance experience to include customer satisfaction, quality of work, cost control); and

3. Available Amenities

A. Free airport transportation / shuttle from Phoenix International Airport (PHX) B. Free wireless and/or internet connectivity in conference facility and guest rooms

C. Free or reduced rate for hotel parking

4. Price

A. Availability of per diem rates or lower discount.

B. Total Overall Price

The evaluation factors are listed in descending order of importance. Technical factors and past performance, when combined, are significantly more important, when compared to price.

52.212‐3 Offeror Representations and Certification ‐ Commercial Items (MAR 2016);

52.212‐4 Contract Terms and Conditions Commercial Items (MAY 2015);

52.212‐5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (MAR 2016);

52.222‐3 Convict Labor (JUN 2003);

52.222‐21 Prohibition of Segregated Facilities (APR 2015);

52.222‐26 Equal Opportunity (APR 2015);

52.222‐36 Equal Opportunity For Workers With Disabilities (JUL 2014);

52.222‐41 Service Contract Labor Standards (MAY 2014);

52.225‐1 Buy American Act – Supplies (FEB 2009);

52.225‐13 Restrictions on Certain Foreign Purchases (JUN 2008);

52.232‐33 Payment by Electronic Funds Transfer – System for Award Management (JUL 2013) (31 U.S.C.

3332);

52.232‐34 Payment by Electronic Funds Transfer – Other than System for Award Management (MAY 1999);

52.233‐2 Service of Protest (SEP 2006) 52.252‐1 Solicitation Provisions Incorporated by Reference 52.204‐7 System for Award Management (JUL 2013);

13.5 ADDENDUM – ADDENDUM to FAR 52.212‐5 Instructions to Offerors – Commercial Items Sub‐Part

13.5 Simplified Procedures for Certain Commercial Items

PROPOSAL REQUESTS:

52.212‐1 Instructions to Offerors – Commercial Items (OCT 2015) Addendum:

All requests for a solicitation package must be submitted in writing to Joshua Pearlman by email:

Joshua.pearlman@ihs.gov or fax to (602) 364‐5030. Please include with your completed solicitation package all price, descriptive literature, and technical proposals. Completed proposals and informational materials shall be due no later than 3:00PM PST on 12/20/2018. Any questions should be submitted in writing via e‐mail to Joshua.pearlman@ihs.gov by 12/15/2018 at 3:00PM PST.