SFSIAQ16Q4002_A002_Offsite.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE RATING

2. AMENDMENT/MODIFICATION NO.

A002

3. EFFECTIVE DATE

01/14/2016

4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

FSIAQCODE

FSI OFFICE OF AQUISITIONS (FSI/EX/GSACQ)

4000 ARLINGTON BLVD

ARLINGTON, VA 22204 Erin E. Williams

NAME

TEL.

williamsee3@State.gov

EMAIL

6. ISSUED BY CODE7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

SFSIAQ16Q4002

CONTACT DUNS

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

11/16/2015

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended, is not extended, Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 8 and 15, and returning __4__copies of the amendment;(b)By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.X

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to extend the due date to January 29, 2016 at 10:00am EST and to revise language in Sections A, C (Objectives), L (Quote Due Date) and M (Evaluation Factors)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Erin E. Williams

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

01/14/2016

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

SFSIAQ16Q4002

Table of Contents

Section Description Page Number

C Descriptions/Specifications/Statement of Work C.1 Performance Work Statement C.1 Performance Work Statement

L Instructions, Conditions, and Notices to Offerors and Respondents L Instructions L Instructions

M Evaluation Factors for Award M.1 Evaluation Factors M.1 Evaluation Factors

Clause A Address Offers To: was deleted.

A Address Offers To:

Offerors shall return the complete solicitation package (see L.1 for details), via mail or hand carried in accordance with FAR 52.212-1.

There is no page limit and under no circumstances will electronic copies be acceptable. Offerors are advised that an offer in response to this solicitation is subject to physical examination, x-ray, or other inspection prior to acceptance at the location designated for re-ceipt of offers.

Inspection may be conducted by Government personnel or others acting on behalf of the Government. Any offer received at the ad-dress designated for receipt of offers after the date and time specified elsewhere in this solicitation for receipt of offers shall be pro-cessed in accordance with the late offers provision of this solicitation.

All postal mail will be scanned before it is delivered to this office. In order for your correspondence to be received in a timely manner, the offeror must allow sufficient time (3-4 days) to accommodate inspection by designated security personnel. To facilitate this secur-ity inspection, initial delivery to an alternate office may be required prior to final delivery by the offeror to the address designated for receipt of offers. (CAUTION: Delivery to the security inspection point does not constitute timely delivery for receipt of offers.) Hand carried packages should be delivered to the following address:

If you or a courier is delivering your proposal, please have a Security Officer contact Erin Williams at extension 2-6803 or Christina Costa at extension 2-6772 for pick up. Note, the offer is not considered received until it is in the possession of an acquisitions repres-entative and is date and time stamped.

Please expect a 15-30 minute wait for pick up.

4000 Arlington Blvd Arlington, VA 22204

Express Mail/ Courier Service (FedEx) should be addressed as follows:

Office of Acquisitions Department of State Foreign Service Institute 4000 Arlington Boulevard Arlington, VA 22204 ATTN: Erin Williams

RM: F-2130

Regular Postal Mail:

Office of Acquisitions Foreign Service Institute Department of State Washington, D. C. 20520-4201

SFSIAQ16Q4002

Line Item Summary

Solicitation Number:

SFSIAQ16Q4002

Contract Number: Title: SPAS/OR Offsite Date of Solicitation:

01/14/2016

Line Item No. Description Quantity Unit Unit Price Total Cost

Section C- Descriptions/Specifications/Statement of Work

Clause C.1 Performance Work Statement was deleted.

C.1 Performance Work Statement

SCHOOL OF PROFESSIONAL AND AREA STUDIES

Orientation Division

Off-site Conference Facility

INTRODUCTION

The Department of State's Foreign Service Institute (FSI) provides training and professional development to personnel of the Depart-ment of State and the Foreign Service community. The mission of the School of Professional and Area Studies at FSI is to provide members of the foreign affairs community with the knowledge and tools they require to serve the global efforts of the United States government.

BACKGROUND

Newly hired Foreign Service Generalists and Foreign Service Specialists each participate in a multi-week orientation course. Among the goals of the orientation is introducing and fostering leadership skills and building esprit de corps. The orientation offsite is a key vehicle to further both of these goals. During the offsite, students participate in experiential learning activities indoors and outdoors and in an Embassy simulation. Students are divided into teams for the duration of the offsite and facilitators manage activities in breakout meeting rooms and in outdoor spaces. In cases of inclement weather, all activities take place indoors.

OBJECTIVES

The vendor should be located within a radius of no less than 50 miles and no greater than 80 miles from the Foreign Service Institute, 4000 Arlington Blvd, Arlington, Virginia. The facilities and accommodations must be ADA compliant. The vendor should have at least a three-Diamond rating under the AAA Diamond rating system.

If the offeror is a third party or a broker, the offeror must identify the names of the proposed offsite locations.

All offerors must demonstrate, through pictures, brochures, etc., that the offsite location/facility meets all requirements listed below.

The vendor must provide overnight accommodations, conference facilities, and food service for between 150 and 200 people each day (participants, trainers, and staff) on two consecutive days. For the May 21-22, 2015 event, the number of participants, trainers, and staff will be between 50 and 100. Approximately 10 trainers will arrive the evening before Day 1 to finalize room set up and activity coordination. The main group will arrive at approximately 9:30 a.m. on Day 1 and depart around 3:00 p.m. on Day 2.

The vendor must provide the following:

Overnight Accommodation

1. Between 20-30 single occupancy rooms for staff/trainers. Approximately 10 of these rooms will be for two consecut-ive nights, with the remainder for one night only. (For the May 21-22 event, between 10 and 20 single occupancy rooms for staff/trainers, approximately 5 for two consecutive nights, with the remainder for one night only.)

2. Between 60-90 double occupancy rooms with two double beds for the offsite participants. (For the May 21-22 event, between 20 and 45 double occupancy rooms with two double beds.)

3. Each room should provide standard hotel amenities such as in-room bathroom facilities, television, alarm clock, in-room phone, etc.

4. Phone calls, mini-bar (if any), and other in-room expenses will be paid directly by the room’s occupant(s) and not by the U.S. government. Additionally, all restaurant/bar expenses, apart from the food services required below, will be paid directly by participants and not by the U.S. government.

5. Vendor must provide a fully-loaded, per room rate.

Indoor Meeting Space Requirements

1. Day 1 and Day 2: Large meeting room with theater-style seating that accommodates 200 people, with seating for each person. The vendor must provide a microphone and basic sound system for use in this room. This room will be used for introductory and wrap-up sessions at the beginning and end of each day (7 a.m. – 10 p.m. on Day 1, 7 a.m. to 3:00 p.m. on Day 2). This room may also be reconfigured for use as a breakout meeting room.

2. Day 1: Twelve (12) breakout meeting rooms that accommodate 10-20 people, with chairs for 20 people and at least one (1) six-foot table per room.

3. Day 2: Two (2) breakout rooms for 10 people; five (5) breakout rooms for 20 people; one (1) breakout room for 35 people; and one (1) breakout room for 75 people. All breakout rooms must have sufficient seating and tables for each person.

4. Day 2: All breakout rooms must have at least one (1) phone line per room. One of the 20 person breakout rooms should include six (6) phone lines to serve as the “Control Room” for the Embassy simulation.

5. All breakout rooms must include reconfigurable tables and chairs with sufficient space to conduct small-group activit-ies in which participants move around the room. Rooms should be free of any large or immovable furniture or im-pediments.

6. Breakout rooms should have chilled drinking water and cups for meeting participants.

7. Breakout rooms must have two (2) flip charts with easels per meeting room.

8. Breakout rooms must be available to participants from 7:00 a.m. – 6:00 p.m. on Day 1 and from 7:00 a.m. – 3:00 p.m. on Day 2. Participants must be able to leave materials in breakout rooms overnight.

Outdoor Meeting Space Requirements

1. Large grassy area of approximately 4,000 - 5,000 contiguous square feet or up to five (5) non-contiguous smaller grassy areas of approximately 1,000 square feet to accommodate teambuilding activities. (Note: Access to shade desired, but not required).

2. Outdoor space must be within a 5 minute walk of the indoor meeting space.

3. Outdoor space must be guaranteed without interruption from other groups and landscaping/mowing crews on the dates of our programs.

4. Cambros of chilled water with cups in readily accessible locations by all participants.

Meals

1. Night before Day 1: Dinner for approximately 10 trainers.

2. Day 1: Morning snack/continental breakfast upon arrival (approximately 9:30 a.m.), lunch, mid-afternoon snack, din-ner for up to 200 people.

3. Day 2: Hot breakfast, mid-morning snack, lunch for up to 200 people.

4. Hot buffet lunches and dinner must include a salad and dessert for all participants with beverages (soda, lemonade, iced tea, coffee). Do not include pork, seafood, or nuts and include some vegetarian entrée options. The Orienta-tion Division must be advised of the menu selection at least one week in advance and reserves the right to require reasonable menu changes noting that the requested changes should have no impact upon the overall cost.

5. Coffee/Tea availability during Day 1 mid-afternoon snack and Day 2 mid-morning snack.

6. Adequate plates, cups, and utensils.

7. Food must be priced on a per person basis. If any gratuities would be incurred, they must be part of the all-inclusive price.

FSI’s Responsibilities

1. The Orientation Division will provide final headcount numbers to the vendor no less than seven (7) calendar days before the reserved dates.

2. The Orientation Division will approve all menu selections at least four (4) business days in advance of the reserved dates.

Period of Performance The Orientation Division will hold offsite events approximately four (4) to six (6) times per year, spaced intermittently throughout the year. The approximate dates below are subject to change. The Orientation Division will provide vendor with notice of any date changes. Program dates for the remaining years will be spaced similarly.

Projected dates:

March 31 – April 1, 2015 May 21 – 22, 2015

July 21 – 22, 2015 September 29 – 30, 2015

Section L- Instructions, Conditions, and Notices to Offerors and Respondents

Clause L Instructions was deleted.

L Instructions

Section L – Instructions, Condition, and Notices to Respondents

General Instructions

L.1 Quotes shall include 2 segments:

1. Technical Quote and

2. Pricing Quote

TECHNICAL

All offerors must submit an original and 3 copies (4 total) of their TECHNICAL quote, (Responses to sections C and M).

PRICING/MISC.:

All offerors must submit ONE (1) original of:

- Page 1 of the solicitation (blocks 12 (if applicable), 17 including DUNS #, and 30a-c)

- Section B (pg 5-6) - Pricing (Do not include pricing within your technical quote),

- Section K - Representations and Certifications (Please fill out completely)

- Contact information including name, email address and telephone number.

L.2 The instructions establish the acceptable minimum requirements for the format and content of quotes: spe-cial attention is directed to the requirements for technical and past performance reports to be submitted in ac-cordance with these instructions. Any resultant contract shall include the general provisions applicable to the se-lected prospective provider's organization and type of contract awarded. Copies of general provisions may be obtained by accessing http://acquisition.gov/comp/far/index.html.

L.3 Quote DUE DATE is 10:00am (EST) on Friday, Janaury 29, 2016.

L.4 The Government will evaluate quotes in accordance with the evaluation criteria set forth in Section M of this request for quotes.

Prospective offerors are encouraged to submit quotes on recycled paper with a high post-consumer waste con-tent and there must be no type of binding. Quotes should be Times New Roman with a 12 point font. The quote shall be submitted so as to cover all requirements as stated in the solicitation.

It is understood that your proposal will become part of the official contract file. The Government will not return any documents or other items submitted with the offer to the offerors. The RFQ does not commit the Govern-ment to pay any cost for the preparation and submission of a quote. In addition, the Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with this proposed acquisition. The RFQ will be available for download at www.fbo.gov.

L.5 Clarification Questions Prospective offerors must submit all clarification questions concerning this solicitation in writing to the contract specialist. Telephonic questions regarding this solicitation will not be accepted. All questions must be submit-ted via email to Erin Williams at williamsee3@state.gov.

Clarification questions will be received until 2pm (EST) Wednesday, December 9, 2015. Questions will then be compiled and posted with the solicitation at www.fbo.gov.

Any information given to a prospective provider concerning a solicitation will be furnished promptly to all other prospective providers as an amendment to the solicitation, if that information is necessary in submitting a quote or tender or if a lack of it would be prejudicial to any other prospective providers.

L.6 Quote Delivery Quotes will not be accepted electronically or by fax.

IF YOU ARE USING A COURIER SERVICE (RECOMMENDED) (e.g., FEDEX, UPS, etc) all packages should be sent to:

Office of Acquisitions F-2130 Department of State Foreign Service Institute 4000 Arlington Boulevard Arlington, VA 22204 PLEASE NOTE: The US Postal Service does not deliver mail to this address. DO NOT USE THE US POSTAL

SERVICE TO THE ARLINGTON BOULEVARD ADDRESS.

Mailing of Quotes (U. S. Postal Service):

Note: All regular postal mail is to be sent to:

Office of Acquisitions Foreign Service Institute Department of State Washington, D. C. 20520-4201 Please note that all postal mail is scanned before it is delivered to this office. In order for your corres-pondence to be received in a timely manner, please allow time for this process to occur. Your quote must be scanned and received by the Acquisitions Office by the due date and time. Please allow at least 8-10 business days for this process to occur. Regardless of the method in which you send your quote, the quote must be in the Office of Acquisitions, 4000 Arlington Boulevard, Arlington, VA 22204, Room F-2130, by the due date and time.

L.7 No quotes will be processed after the deadline.

L.8 On the first page of each technical proposal each quote shall provide the following information:

Name of company/quoter Company Point of Contact telephone number and email address A Dun and Bradstreet Number that is "active" in the System for Award Management (SAM).

Section M- Evaluation Factors for Award

Clause M.1 Evaluation Factors was deleted.

M.1 Evaluation Factors

Section M – Evaluation Factors

M.1 Evaluation Criteria:

Offerors will be evaluated based on technical proposal, past performance evaluations, as well as price on a Lowest Price Technically Acceptable basis. Quotes will be evaluated based on the following three factors:

Technical (Pass/Fail) Past Performance (Pass/Fail) Cost/Price

Factor 1: Technical All offerors must exhibit that they meet all requirements listed in Section C within their technical proposals.

Per Secion C, offerors must be ADA compliant and must have at least a three Diamind rating under the AAA Diamond Rating Sys-tem.

Offerors must be able to identify the names of the proposed offsite locations.

The Government reserves the right to conduct site visits to determine technical acceptability of each proposed location.

Please see Section C for detail requitements

Factor 2: Past Performance

All offerors must have satisfactory past performance.

Past performance surveys from references will be used to evaluate offeror past performance success. The past performance survey is posted at fbo.gov with the soliciation. The offeror shall provide the past performance survey (attached in this soliciation) to at least three, but no more than five references and ask each to complete it and return it directly to WilliamsEE3@state.gov as indiciated in the instructions on the survey. Surveys sub-mitted by the offeror directly to the Government will not be accepted or considered when evaluating "Factor 2:

Past Performance." Surveys must be received by the government via email on or before the soliciation closing date and time.

If offeror does not have relevant past performance information, they will be not be evaluated favorably or unfa-vorably.

The government may seek relevant performance information on all responsive and otherwise Technically Acceptable Offerors through sources such as DCMA offices, CPARS or PPRS or other government data bases and other sources that are available. The government shall not be limited in its search for performance data. When performance is evaluated, the outcome is either satisfactory or unsatis-factory. Unsatisfactory performance will disqualify an offeror from award.

Factor 3: Price

The government shall conduct a price evaluation of all technically acceptable offers with satisfactory past performance including any option prices if applicable.

The Government may reject any proposal that is evaluated to be unrealistic in terms of program commitments, including contract terms and conditions, or unrealistically high or low in cost/price when compared to Government estimates, or are unbalanced, such that the proposal is deemed to reflect an inherent lack of competence or failure to comprehend the complexity and risks of the pro-gram.

The government shall choose the lowest realistically priced, responsive, with satisfactory performance, and technically acceptable of-fer for award.