RFQ__Lodging _Meeting_Rooms -final.docx

Solicitation Number: S15PS00006

Notice Type: Combined Synopsis/Solicitation

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; quotations are being requested and a written solicitation will not be issued.

This synopsis/solicitation, S15PS00006, is issued as a request for quotation (RFQ).

This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular current to FAC 2005-78, Effective 26 Dec 2014.

The North American Classification System (NAICS) code is 721110 Hotels and (except Casino Hotels) and Motels. The small business size standard is $30.0 million. Although not set aside, OSMRE encourages small businesses to submit quotations.

The purpose of this combined synopsis/solicitation is to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Meeting Rooms, and Logistics (Hotel Services). The meeting location shall be primarily located in one of the following locations. OSMRE anticipates the awarding of up to 25 Blanket Purchase Agreements (BPAs) to provide lodging, training space, etc., in the following geographical areas:

TRAINING LOCATIONS

Cincinnati, OH near 45202, 45219, or 41011

Columbus, OH near 43215

The OSMRE will not consider a proposal submitted by an offeror that is not a hotel. This is NOT a solicitation for Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.

The BPAs will be awarded with a 12-month base period plus four option years.

To be eligible for award under this RFQ, the offeror shall propose a facility that is 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 http://www.usfa.fema.gov/hotel/search.cfm and the System for Award Management website (www.sam.gov). Offers proposing facilities that are not listed shall be rejected as non-responsive. In addition, the offerors facility shall be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.), Executive Order 13514, Federal Leadership in Environmental, Energy, and Economic Performance, 52.225-1 Buy American Act-Supplies, and all other applicable laws (See Attachment 1 for “Green” Clauses).

Award shall be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors. An award may be made without discussions with the offeror(s). The OSMRE reserves the right to conduct an on-site inspection of the offeror's proposed facilities. All responsible sources IAW FAR Part 9.1, that meet the requirements and provide items as listed in the SOW may respond to this solicitation by submitting cost and technical proposals and descriptive literature. Offers shall be valid for at least sixty (60) days from the date due.

Any offer that does not meet the RFQ requirements shall be rejected.

The following provisions and clauses shall apply to this RFQ: FAR 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 shall make their full text available. The full text of a clause may be accessed electronically at this web address: http://www.arnet.gov/far (FAR); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2.

Evaluation Commercial Items (Item 1 and 2 are of equal importance):

Item 1. Technical Capability Proposers must demonstrate their ability to meet the following:

a. OSMRE expects that all trainings will be staged using as many environmentally preferable measures as possible. Environmentally preferable means products or services that have a lesser or reduced effect on the environment when compared with competing products or services that serve the same purpose.

b. As a potential meeting provider must provide information about environmentally preferable features and practices that your facility will have in place for the OSMRE events.

c. Proposers must include responses to the following questions in their technical quote.

(1) Do you have a recycling program? If so, please describe.

(2) Do you have a linen/towel reuse option that is communicated to guests?

(3) Do guests have easy access to public transportation or shuttle services at your facility?

(4) Are lights and air conditioning turned off when rooms are not in use? If so, how do you ensure this?

(5) Do you provide bulk dispensers or reusable containers for beverages, food and condiments?

(6) Do you provide reusable serving utensils, napkins and tablecloths when food and beverages are served?

(7) Do you have an energy efficiency program? Please describe.

(8) Do you have a water conservation program? Please describe.

(9) Does your facility provide guests with paperless check-in & check-out?

(10) Does your facility use recycled or recyclable products? Please describe.

(11) Do you source food from local growers or take into account the growing practices of farmers that provide the food? Please describe.

(12) Do you use bio-based or biodegradable products, including biobased cafeteria ware? Please describe.

(13) Do you provide training to your employees on these green initiatives? Please describe.

(14) What other environmental initiatives have you undertaken, including any environment-related certifications you possess? Include Green Meeting information in your quotation so that we may consider environmental preference in selection of our training venue.

Item 2. Past Performance Offerors shall provide a list of three (3) sources/references for completed work in the last three (3) years which are similar in scope, magnitude, relevance and complexity to this requirement. Offerors shall provide a POC, telephone number, Order Number, brief scope of work, total dollar value, and period of performance. The OSMRE may also contact other sources not listed, as well as contact internal OSMRE sources that may have contracted with the vendor in the past.

Item 3. Price Offeror shall provide a statement that the hotel will use the current per diem rates/government rates or lower to provide cost information for future years. Please follow the link below to find the per diem rates for the various areas http://www.gsa.gov/portal/content/104877 to determine the per diem per year. All Offerors who provide the general statement will receive an acceptable rating. Offerors who commit to provide a lower than per diem/government rate will receive a score of excellent.

Item 4. BPA Call for the National Technical Training Program. Offerors should clearly designate which trainings that they are providing quotes and their ability to meet the requirements of the statement of work and costs (Attachment 4: Call Cost Proposal Template).

Basis for Award: Award shall be made to the offeror who represents the best overall value to the Government. The past performance and technical capability are of equal importance. Both factors combined are equal to price in awarding Blanket Purchase Agreements resulting from this RFQ.

In the absence of providing a completed copy of FAR 52.212-3 "Offeror Representations and Certification-Commercial Items" in the proposal, vendors shall complete and reference the following commercial clauses at the ORCA web site: https://orca.bpn.gov/.

FAR 52.212-3 Offeror Representations and Certification-Commercial Items.

FAR 52.212-4 Contract Terms and Conditions Commercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c)(2)(xii) the following provisions under the clause apply (b)(15) thru (22).

52.233-2 Service of Protest (Sep 2006); 52.232-18 Availability of Funds (APR 1984).

Proposals shall include all information required in FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52.212-3.

Interested sources shall submit all price, descriptive literature, and technical proposals to Johnie L. McDowell preferably via e-mail at jmcdowell2@osmre.gov or through the mail at 1951 Constitution Avenue, N.W. South Interior Building, Room 353, Washington, D.C. 20240. Quotes sent through the mail must be sent via US Mail, Fed Ex, UPS, etc. Faxed copies of your quote WILL NOT be accepted. Questions regarding this RFQ may be emailed to jmcdowell2@osmre.gov.

Closing date for receipt of proposals is March 23, 2015 at 12:00ET.

Contracting Office Address:

1951 Constitution Avenue, N.W. South Interior Building, Room 353 Washington, D.C. 20240 United States

Primary Point of Contact:

Johnie McDowell Bureau Procurement Chief jmcdowell2@osmre.gov Phone: 202-208-2902

TECHNICAL QUOTE EVALUATION PROCEDURES

Quotes will be evaluated based on the following rating definitions:

Essentially no doubt exists that the offeror will successfully perform the required effort based on their performance record. Risk Level: Very Low

Little doubt exists that the offeror will successfully perform the required effort based on their performance record. Risk Level: Low

Some doubt exists that the offeror will successfully perform the required effort based on their performance record. Risk Level: Moderate

It is extremely doubtful that the offeror will successfully perform the required effort based on their performance record. Risk Level: Very High

PROPOSED PERIOD OF PERFORMANCE:

The period of performance for the proposed BPA is for a maximum of one (1) base period and four (4) option years. The base year will begin on April 1, 2015 to March 31, 2016.

THE GOVERNMENT RESERVES THE RIGHT TO AWARD WITHOUT DISCUSSION.

OSMRE reserves the right to award a contract without exchanges of information (discussions). Therefore, each contractor is urged to examine this RFQ and its attachments in its entirety to ensure the submitted quote response contains all necessary information, provides all required documentation, and is complete in all aspects.

Enclosures:

Attachments:

Attachment 1: Green Clauses Attachment 2: BPA Statement of Work Attachment 3: Statement of Work for Call for Fiscal Year 2015 National Technical Training Program Attachment 4: Call Cost Proposal Template