Comb. Syn. & Solicitation (Instructions to Quoters)(Amd2).docx

Combined Synopsis/Solicitation & Instructions to Quoters DCAA FY24 FAO RAM/CAM Audit Conference (Texas)

This is a combined synopsis/solicitation for commercial supplies prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only notice; quotes are being requested and a separate written solicitation will not be issued. The solicitation number SP4704‐24‐Q‐0009 is issued as a Request for Quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect Federal Acquisition Circular 2024-01, effective November 14, 2023. The North American Industry Classification System (NAICS) Code is 721110, Hotels (except Casino Hotels) and Motels. The small business size standard is $40M. Partial quotes will not be accepted.

The purpose of this contract is to acquire the services of a vendor with the capability to provide the required services/supplies for conference for up to 300 attendees for the Defense Contract Audit Agency. The Period of Performance (POP) will be February 12, 2024 through February 16, 2024. Services required include lodging blocks for individual travelers to schedule, use of conference meeting spaces with appropriate audiovisual (A/V) equipment, beverage service, and meals for the entire timeframe of the conference. Please refer to the attached Purchase Description (PD) for complete details.

Vendor must be able to perform all tasks as outlined in the PD.

This requirement is being solicited as a small business set-aside, firm, fixed-price contract, provided the pricing is both fair and reasonable. Service Contract Act Wage Determination 2015-5227 will apply to this requirement.

In accordance with (IAW) FAR 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition; in addition to any additional addenda provided.

IAW 52.212-2, Evaluation-Commercial Products and Commercial Services, 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 following factors shall be used to evaluate offers: This requirement is being solicited as a single award, firm, fixed-price purchase order, provided the pricing is both fair and reasonable. The evaluation factors for award are price and solicitation compliance. Vendor must be able to provide all required services/supplies/specifications as identified in the purchase description.

IAW FAR 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, include a completed copy of the provision with the quote.

IAW FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition; in addition to any addenda provided.

IAW FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Products and Commercial Services, applies to this acquisition; furthermore, all applicable commercial provisions and clauses will apply to this contract.

Please submit a quote on or before December 8, 2023, at 5:00 PM, EDT

All quotes and inquiries should be emailed to the DLA point of contact for this combined synopsis/solicitation, Derek Willis, who can be reached by email at derek.willis@dla.mil.

End of synopsis

Instructions to Quoters

Quotes must be submitted via email to the contracting officer no later than December 8, 2023, at 5:00 PM, EDT. The vendor is responsible for confirming quote receipt. Please note that external emails are often delayed so quotes should not be submitted at the last minute. Late quotes may or may not be considered at the contracting officer’s discretion.

The submission email must include the following:

· Company name, address, DUNS, and CAGE (included in body of email).

· Point of contact for questions (included in body of email).

· Required submission documents (specific attachments as identified below)

All questions must be submitted via e-mail to the contracting officer by November 30, 2023, at 12:00 PM, EDT.

A list of consolidated questions and answers will be posted to SAM.gov by December 04, 2023, at 5:00 PM, EDT.

All submissions must be in Microsoft Word, Microsoft Excel, or Adobe PDF unless otherwise specified. Word and PDF documents must adhere to the following: 8.5” x 11”; Times New Roman; 11pt font. Table fonts must be Times New Roman with font no smaller than 9pt.

All quantities are estimated maximums. The government on-site representative will provide final counts no later than the time and date specified in the purchase description. The contractor may not invoice for more than the estimated maximum unless the contracting officer issues a modification.

Unit prices shall be inclusive of all applicable fees. Pricing must include all applicable fees to include any nonexempt taxes. In anticipation of questions of whether the government per diem rate is required, the following response is provided: The solicitation is being issued on a competitive basis. The rate utilized for purposes of award will be the rate(s) quoted by the quoter(s) determined to offer the lowest technically acceptable price(s); however, all-inclusive pricing (including food and lodging) must not exceed per diem pricing for the locality of the facility.

The purchase description for the event is included in this solicitation and will be made a part of any resulting award.

Award will be made to the lowest priced, technically acceptable (LPTA) quote(s) that represents the most advantageous scenario to the government. Multiple awards will not be made.

(a) To be determined technically acceptable, the following minimum requirements must be met:

(1) The quote must provide for lodging, event space, AV equipment, catering, and parking requirements in accordance with the purchase description.

(2) The proposed facility must have parking available on-site for all attendees, regardless of overnight guest room reservation.

(3) The proposed facility must be located within 50 miles of Dallas/Fort Worth International Airport.

(4) Quoters must provide their commercial and government entity (CAGE) code and possess a valid System for Award Management (SAM) registration.

(b) In order to determine if minimum requirements can be met, all services requested must either be priced or annotated as provided at no additional cost. The physical location of the proposed hotel facility must be provided. If information to address minimum requirements is available online, a website address can be provided in lieu of the fact sheet. The quote should include a statement that the quoter complies with all terms and conditions of the purchase description. Quotes that do not include all the required information will be considered nonresponsive and will not be considered for award.

(b) To determine total evaluated price, the conference space, AV equipment, and any other quoted costs will be added to the total cost of 240 rooms multiplied by the number of days, multiplied by the quoted daily rate. As an example, if the conference space / AV equipment is quoted at $50,000.00 and a daily room rate of $100 for all nights the total evaluated price would be $50,000.00 + $120,000.00 ($100*300*4) = $170,000.00.

Additional notes:

· No tax-exempt form will be provided for this purchase order. Pricing must include all applicable fees to include any nonexempt taxes.

· There is no rate restriction on the meals included in the purchase description. Lodging rates cannot exceed the federal per diem.

· The only known AV equipment needs in the Conference room, aside from the power requirement, is the requirement for access to Wi-Fi; see the PD for complete details.

Vendors are required to submit the following:

· Price Quote: Vendors must submit a quote as a word, excel or PDF. Within the quote, vendors must provide a contracting point of contact on their quote. If a vendor's information is up-to date in SAM, the vendor need only provide the CAGE code and with that assertion.

· Price Quote (Breakdown): Vendors must submit a complete Price Breakdown in Excel format using the Price Breakdown Attachment Worksheet. This spreadsheet must be submitted with formulas in-tact and unprotected.

The required documents (price quote & breakdown) must be submitted as two separate attachments. Additionally, vendors are responsible for reviewing the solicitation in its entirety and providing all required FAR/DFARS certifications/assertions (e.g., certifying no federal tax debts or liens, certification of size standard, certifying no prohibited telecom equipment is used, etc.). The certifications can be completed/submitted within the solicitation or as a separate word document. If the certifications are included in SAM, please state so in the submission email. Certifications included in SAM are not required to be submitted separately.

End of Instructions to Quoters