RFQ-19-PHX-54.pdf

Indian Health Service (IHS) Phoenix Area Tribal Consultation

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 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-54 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 2019-02 dated 06-05-2019. 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 September 4 - 6, 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:

Within 20 miles of Phoenix Sky Harbor International Airport, 3400 E Sky Harbor Blvd., Phoenix, AZ 85034

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 wi l l be required. The hotel must provide lodging rates within the Government per diem rate or lower for the area.

Government travelers will be checking in on September 3, 2019 and checking out on September 6, 2019. 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 shal l 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. g http://www.sam.gov/ http://www.usfa.fema.gov/hotel/search.cfm

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. 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 preferred dates are September 4-6, 2019. No other alternate dates will be considered.

CLIN 0001 Tuesday, September 3, 2019 $

Maximum 150 lodging rooms for night of 09/03/2019, non-smoking, one king bed, two double beds, or two queen beds.

CLIN 0002 Wednesday, September 4, 2019 $

Maximum 150 lodging rooms for night of 09/04/2019, non-smoking, CLIN 0003 Wednesday, September 4, 2019 $ 08:00 am to 5:00 pm

One (1) Conference Room to accommodate 200 attendees each.

U-shape for 32 people, Classroom seating for the rest or suitable alternative at discretion of Government.

CLIN 0004 Wednesday, September 4, 2019 $

Two (2) Conference Board Rooms to accommodate 12 people.

Boardroom style seating. One (1) conference speaker phone and phone line (in one Board Room only).

CLIN 0005 Wednesday, September 4, 2019 $

Audio Visual Requirement in general sessions room to include:

o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and 40 ft. extension cord (outlets to be placed at U-shape table) o One (1) 4-channel mixer o Six (6) Wireless table-top microphones at U-shape table o One (1) standing microphone for audience o Wireless internet access for all attendees o Power strip at U-shape table o Two (2) skirted 8 ft. tables with 3 chairs each, one at front of the room and one at the back of the room.

CLIN 0006 Thursday, September 5, 2019 $ https://www.sam.gov/

Maximum 150 lodging rooms for night of 09/05/2019, non-smoking, CLIN 0007 Thursday, September 5, 2019 $

One (1) Conference Room to accommodate 200 attendees each.

U-shape for 32 people, Classroom seating for the rest or suitable alternative at discretion of Government

CLIN 0008 Thursday, September 5, 2019 $

8:00 am to 5:00 pm Two (2) Conference Board Rooms to accommodate 12 people.

CLIN 0009 Thursday, September 5, 2019 $ o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and 40 ft. extension cord (outlets to be placed at U-shape table) o One (1) 4-channel mixer o Six (6) Wireless table-top microphones at U-shape table o One (1) standing microphone for audience o Wireless internet access for all attendees o Power strip at U-shape table o Two (2) skirted 8 ft. tables with 3 chairs each, one at front of the room and one at the back of the room.

CLIN 0010 Friday, September 6, 2019 $

One (1) Conference Room to accommodate 200 attendees each.

U-shape for 32 people, Classroom seating for the rest or suitable alternative at discretion of Government

CLIN 0011 Friday, September 6, 2019 $

Two (2) Conference Board Rooms to accommodate 12 people.

CLIN 0012 Friday, September 6, 2019 $ o One (1) podium with microphone o One (1) small AV table at front of room o Power strip and 40 ft. extension cord (outlets to be placed at U-shape table) o One (1) 4-channel mixer o Six (6) Wireless table-top microphones at U-shape table o One (1) standing microphone for audience o Wireless internet access for all attendees o Power strip at U-shape table o Two (2) skirted 8 ft. tables with 3 chairs each, one at front of the room and one at the back of the room.

CLIN 0013 Other Requirements – Needed All Conference Days $

Two (2) registration tables, skirted, 3 chairs, wastebasket, Tues thru Thurs, 7:00 am to 12:00 pm.

Free airport transportation/shuttle (preferred).

Free or reduced rate for hotel parking.

Free wireless and/or internet connectivity in facility and guest rooms (preferred).

One (1) lockable storage room for equipment and supplies.

TOTAL: $ _____

SLEEPING ROOMS:

Contractor shall set aside, at no additional cost to the Government, a block of guest rooms for the participants, at or below, the prevailing Federal Per Diem rate. Each traveler shall reserve and be financially responsible for their hotel rooms. Contractor shall release rooms at a date and time most advantageous to the Government. Contractor shall note the date that rooms will be released by the hotel.

Estimated Sleeping Rooms: 150 Participants (Wednesday – Friday) -Check-in night before event (Tuesday, September 3, 2019)

-Check-out after last day of event (Friday, September 6, 2019)

Additional Information: Contractor is notified that the Government shall not authorize or release payment for food and beverage under this purchase order.

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: g https://www.acquisition.gov/far/

Pass / Fail Factors

1. Availability of preferred date(s)/timeframe

2. Property Available within delineated area

3. 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 (local amenities and public transportation within walking distance (.5 mi les) of hotel);

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, qual ity of work, cost control); and

3. Available Amenities

A. Free airport transportation / shuttle from area Airport B. Free wireless and/or internet connectivity in conference facility and guest rooms

C. Free or reduced rate for hotel parking

4. Price/Availability of per diem rates or lower discount and reduced/waived “resort” fee.

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 Ashley Velasquez by email:

Ashley.Velasquez@ihs.gov or fax to (602) 364-5016. 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 10:00 AM PST on 07/22/2019. Any questions should be submitted in writing via e-mail to Ashley.Velasquez@ihs.gov by 7/17/2019 at 10:00 AM PST.

mailto:Ashley.Velasquez@ihs.gov mailto:Ashley.Velasquez@ihs.gov