Tab 4 - 1 Solicitation USCA22Q0100.pdf

SOLICITATION/CONTRACT/ORDER

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER

TD220003

5. SOLICITATION NUMBER

USCA22Q0100

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

04/07/2022

7. FOR INFORMATION CALL: a. NAME John R Baumert

b. TELEPHONE NUMBER (No collect calls) 202-502-3848

8. OFFER DUE DATE / LOCAL

TIME

04/22/2022 15:00:00

CODE PMD

Procurement Management Division Administrative Office of the United States Courts One Columbus Circle, N.E.

Suite 3-250 Washington, DC 20544-0001

9. ISSUED BY 10.

NOT USED

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED

12. DISCOUNT TERMS 13.

NOT USED X RFQ RFP

14. METHOD OF SOLICITATION

ODSCODE15. DELIVER TO

Office of Defender Services Administrative Office of the United States Courts One Columbus Circle, N.E.

Suite 4-240 Washington, DC 20544-0001

CODE16. ADMINISTERED BY (if other than Block 9)

FACILITY

CODE

CODE

Telephone No.

17a. CONTRACTOR/

OFFEROR

ODSCODE18a. PAYMENT WILL BE MADE BY Office of Defender Services Administrative Office of the United States Courts One Columbus Circle, N.E.

Suite 4-240 Washington, DC 20544-0001

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

(Use Reverse and/or Attach Additional Sheets as Necessary)

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Lines

25. ACCOUNTING AND APPROPRIATION DATA

See Line Item Detail

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27. Applicable terms and conditions are as stated in the continuation pages.

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH

OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE

TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

USCA22Q0100 - Page 1 of 15

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

USCA22Q0100 - Page 2 of 15

Supplies or Services and Prices/Costs

CLIN NO. Supplies or Services Quantity Unit of Issue Unit Price Extended Amount

0001 Block of Hotel Rooms for the 2022 Trial Skills

Workshop I in Denver, CO; Philadelphia, PA; or

Chicago, IL. There will be 70 guests.

225 Each

Extended Description:Firm Fixed Price per room / per night. 225 room nights total needed as follows: 70 rooms (35 Government paid, 35 Private paid) for check-in on Wednesday, September 7th. 70 rooms for Thursday, September 8th and Friday, September 9th. 15 rooms (5 Government paid, ten (10) Private paid) on Saturday, September 10th with 55 individuals checking out. The final 15 rooms will be checking out on Sunday, September 11th.

Period of Performance:09/07/2022 - 09/11/2022

CLIN NO. Supplies or Services Quantity Unit of Issue Unit Price Extended Amount

0002 Meeting Room for the 2022 Trial Skills Workshop

I. There will be 75 attendees.

1 Lot

Extended Description:Firm Fixed Price. All assigned meeting space should be available for setup on Wednesday no later than 1:00 PM to allow for staff setup. 24-hour hold on all assigned space. Complimentary meeting space with food/beverage minimum desired. Venue must adhere to local jurisdiction's COVID regulations regarding social distancing and large gatherings (if applicable). Prices quoted must be inclusive of service charge.

AOUSC is a tax exempt entity. Space Requirements (Note: A detailed outline of proposed meeting space, including room names, and space capacity chart must be submitted with quotation) - One (1) Secure room for staff office/storage (Wednesday - Saturday). - Registration area outside of the general session area large enough to accommodate three (3) registration stations, registration info desk, and food/beverage setup (Wednesday - Saturday). - One (1) General Session: Classroom f/70 people plus audio visual and riser with head table for three (3) people. (Wednesday - Saturday). Note: General session cannot be used for more than one (1) breakout room. - One (1) Breakout: Hollow square or conference f/25 people (Wednesday only - faculty meeting). - Nine (9) Breakouts: U-shape or conference style f/8 people (Wednesday - Saturday).

Period of Performance:09/07/2022 - 09/10/2022

CLIN NO. Supplies or Services Quantity Unit of Issue Unit Price Extended Amount

0003 Food and Beverage for the 2022 Trial Skills

Workshop I. There will be 70 attendees.

1 Lot

Extended Description:Firm Fixed Price. Government per diem menu for breakfast is preferred. Prices quoted must be inclusive of service fees.

AOUSC is a tax exempt entity. - Attendees are on their own for lunch and dinner. - Three (3) Continental breakfast - Thursday, Friday and Saturday. - Three (3) AM Breaks (Coffee/Tea) - Thursday, Friday and Saturday. - Three (3) PM Breaks (Coffee/Tea, afternoon snack option) - Wednesday (heavy snacks for Faculty Meeting), Thursday and Friday. Example: Breakfast should be continental and include bagels, muffins, assorted danish, fruit, coffee, tea, etc. AM snack should be coffee and tea only. PM break should include coffee, tea, soda, and cookies or brownies. No bottled water should be offered. Water stations available all day.

Period of Performance:09/07/2022 - 09/10/2022

CLIN NO. Supplies or Services Quantity Unit of Issue Unit Price Extended Amount

0004 Audio and Visual Equipment for the 2022 Trial

Skills Workshop I.

1 Lot

Extended Description:Firm Fixed Price. Registration area: Dedicated ethernet line of 5Mbps; power package and strips to accommodate three (3) registration stations and one (1) info desk. General Sessions: LCD projector and support package w/one (1) screen (include power access & HDMI cable), sound system or house sound patch for mics and laptop sound. General Sessions: Podium w/mic; two (2) lavalieres and one (1) handheld mics.

General Sessions: Power package and strips to accommodate 70 users. Wireless internet in assigned meeting space (complimentary desired). Nine (9) Breakouts: Power package and strips to accommodate eight (8) users.

USCA22Q0100 - Page 3 of 15

Period of Performance:09/07/2022 - 09/10/2022

CLIN NO. Supplies or Services Quantity Unit of Issue Unit Price Extended Amount

0005 Miscellaneous Expenses for the 2022 Trial Skills

Workshop I.

1 Lot

Extended Description:Firm Fixed Price. Shipping/Receiving Fees - Will ship ten (10) boxes/one (1) pallet. Office Re-key Fees Period of Performance:09/07/2022 - 09/11/2022

Descriptions/Specifications/Statement of Work

C-1 Statement of Work

ORGANIZATION: Defender Services Office, Training Division

CONTACT: XXXXXXX

TITLE: Meeting Manager

TELEPHONE: 202-502-XXXX

NAME OF EVENT: 2022 Trial Skills Workshop I (TSW I)

DATES OF EVENT: September 7 - 10, 2022

ANTICIPATED ATTENDANCE: 70

PREFERRED LOCATION: Denver, CO; Philadelphia, PA; Chicago, IL

A. ROOM RESERVATIONS / RATES

Lodging rooms shall be provided in accordance with Attachment 1 Hotel Requirements.

Event guest rooms may not be charged at more than lesser of the indicated Government per diem rate ($218.00 for September in Chicago, $199.00 for September in Denver, and $198.00 for September in Philadelphia), or the lowest rate available for the entire event. Some events will request multiple levels of service and multiple per diem rates. Should there be no availability at or below the provided per diem rate, the property should not offer a quote on the event subject to room availability.

The same rates will apply at least one (1) day before and one (1) day after the event.

Guest rooms must have an internet connection provided (Ethernet or Wifi).

All participants will make their own hotel reservations via a secure weblink provided by the hotel or by phone.

The Judiciary will provide the hotel with a list of guest names to indicate which guests are federal (government paid) vs. non-federal (private paid) for master account receiving/billing record purposes. The reservation room-ing list(s) will be provided to the hotel no less than twenty-one (21) calendar days prior to the start of the meet-ing. All participants will pay their own incidentals, no show fees, and cancellation fees outside the terms of the

USCA22Q0100 - Page 4 of 15 contact. Modifications, including changes and additions to the established reservation rooming list(s) will be effected through modifications to the contract and treated as advance reservations. Additions to reservation rooming lists will be accepted by the Hotel on a space availability basis at no more than the previously agreed to lodging per diem rate and will be credited to the room block. Changes or cancellations in sleeping rooms, or meeting rooms reservations received by the Hotel prior to the meeting date and in accordance with dates agreed to in the contract will revert back to the sleeping or meeting room block for use. Cancellations for sleeping rooms and meeting rooms received by the Hotel prior to the established contract termination schedule will be honored as specified under section Cancellation, in this agreement.

In some cases, events may include participants who are not federal employees. When requested, the Hotel shall indicate availability of rooms for such individuals, who will not be covered under the contract. The contract will be made for authorized personnel only, and the Hotel will ensure that costs are properly itemized and in-voiced for covered personnel only. Lodging and other expenses for individuals not covered will be their sole personal responsibility.

The Hotel shall guarantee arrival of guests appearing on reservation rooming lists submitted by the Judiciary and established on the master account receiving/billing record. Guaranteed reservations will be held until at least 7:00 A.M. the morning following the scheduled arrival date. No-Shows will be billed at the quoted rate until the reservation is formally cancelled. The Hotel will allow name changes on reservations without penalty.

The Hotel shall not move nor “walk” any hotel guests with an existing reservation. The Judiciary attendees will be protected from overbooking by the Hotel and other incidents that would impact the availability of reserved rooms.

The hotel shall provide attrition allowances for sleeping rooms at no less than 20% of the original room block (federal employees only).

B. CANCELLATION

This clause applies to the rental / leasing of lodging and meeting space costs exclusively. All other covered costs are covered under clause 3-3(f) “Termination for the judiciary’s convenience,” below.

”Cancel”, as it applies to this section, refers to either a complete cancellation of the room block or the percent-age of attrition that exceeds 20% of the original room block. The Judiciary may cancel the event without pen-alty or payment of any liquidated damages upon giving written notice to the Hotel, via email, facsimile, or hard copy, at least 30 days prior to the date of the event. In the event that the Judiciary should cancel the event after the execution of the contract and is less than 30 days before the date of the event, the vendor agrees to make every effort to resell the cancelled room block, meeting space, and food and beverage services, and any revenue received by the vendor from the resale will be deducted from the amount owed by the judiciary. In the event the vendor is unable to resell the cancelled room block, the judiciary will be responsible for such amounts that reflect the actual losses sustained by the vendor. Actual loses will be calculated by calculating the delta between the forecasted occupancy at the time of booking for the scheduled event and the actual occupancy at the time of the meeting and multiplying that number by the agreed upon room rate. The vendor is responsible for maintaining the data substantiating their forecasted occupancy at the time of booking. In no event will the Judiciary be responsible in excess of 100% of the cost of the rooms blocked for federal employees.

Should the Judiciary cancel the event at the hotel, the Hotel shall undertake all reasonable efforts to resell the canceled meeting rooms. However, upon agreement by both the Judiciary and the Hotel, if Judiciary agrees to book another event no more than six months from the date of the cancelled event, the cancellation fee will be waived.

In the event that the Judiciary event is cancelled by the Hotel, without limiting the Judiciary's rights and remed-ies under law or in equity, the Hotel shall be held responsible, at its own expense, for getting equivalent accom-modations for the event for the same period at the same rates and if necessary ground transportation. In the

USCA22Q0100 - Page 5 of 15 event that the Judiciary event requires cancellation, as a result of catastrophic events (i.e., major snowstorms, closure of airports, area hurricanes, tornadoes, or floods, and etc.), the hotel will waive any charges for actual losses.

C. GUEST CHECK-IN / CHECK-OUT PROCEDURE

Rooms shall be available for check-in after 3:00 P.M. Check-out time is 12:00 noon. If rooms are not available when guests arrive, the hotel shall store their luggage. The hotel shall also store luggage for any guest requiring delayed departure.

D. MEETING / BANQUET ARRANGEMENTS

The hotel shall provide the following meeting rooms; Audio Visual; and other event specific requirements as stated in Attachment 1 Hotel Requirements and below. All pricing should be inclusive of service fees. The Ju-diciary is tax-exempt.

The hotel shall provide the following meeting space as stated in Attachment 1 Hotel Requirements.

MEETING SPACE REQUIREMENTS

• A detailed outline of proposed meeting space along with meeting space capacity chart must be included with proposal.

• All assigned space must be placed on a 24-hour hold for the duration of the program.

• Staff office/storage space must be in a secure room that can be locked and accessed only by the Group’s staff. Five (5) keys required.

• General session cannot be used for more than (1) breakout.

See Attachment 2 - Shipping and Set Up Charts for meeting room setup / instructions and information on re-cieving shipment from the AOUSC.

AUDIO VISUAL REQUIREMENTS

Group will provide own laptops for general sessions and breakouts

• Registration:

• Power and strips to accommodate (3) registration stations and (1) info desk

• General Session (Wednesday – Saturday)

• LCD with support package w/1 screens (include HDMI cables and power access)

• Podium w/microphone

• (2) Lavalieres and (1) handhelds

• Sound system or house sound patch for mics and laptop sound

• Power and strips to accommodate 70 users.

• Breakouts (9) (Wednesday – Saturday)

• Power and strips to accommodate 8 users.

• Internet: (Wednesday – Saturday)

• Password protected WiFi – in all assigned meeting space

USCA22Q0100 - Page 6 of 15

• Dedicated ethernet line of 5Mbps in registration area

FOOD & BEVERAGE REQUIREMENTS

The hotel shall provide the following food/beverage services as stated in Attachment 1 Hotel Requirements and below.

• Government per diem menu and pricing for breakfast is preferred.

• All pricing should be inclusive of service fees.

• The Judiciary is tax-exempt.

SHIPPING/RECEIVING REQUIRMENTS

Group will ship approximately 10 boxes/crates packaged on 1 pallet to the hotel.

Hotel shall accept shipment upon arrival prior to start of the program. At the conclusion of the program the hotel shall store packed and labeled shipment until scheduled pick-up (arranged by Group).

• Shipment Delivery: At least one (1) day prior to the start of the program

• Shipment Pickup: Next business day after the conclusion of the program

• Contents of the shipment will include, but will not be limited to:

• LCD projectors with supporting cables and equipment

• Registration equipment

• Laptops

• Power strips and extension cords

• Program materials for attendees

• Signage and flipcharts

• Other meeting supplies

Applicable Clauses

Clause(s) Incorporated By Reference, see Clause B-5 Clause Title Date

1-10 Gratuities or Gifts JAN 2010

3-120 Order of Precedence JAN 2003

3-300 Registration in the System for Award Management (SAM) APR 2013

3-305 Payment by Electronic Funds Transfer-System for Award

Management (SAM) Registration

APR 2013

7-1 Contract Administration JAN 2003

7-5 Contracting Officer's Representative APR 2013

USCA22Q0100 - Page 7 of 15

Clause Title Date

7-25 Indemnification AUG 2004

B-5 Clauses Incorporated by Reference OCT 2010

This procurement 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 address:

http://www.uscourts.gov/procurement.aspx.

(END)

G-1 Contract Administration Closeout

At the end of a contract line item number's (CLIN) performance period; and upon acceptance and payment of all invoices, the Judiciary reserves the right to modify the contract and deobligate any funding remaining not in-voiced for under the subject contract for closeout administration.

G-2 Purchase Order Administration

This purchase order will be administered by:

Technical Point of Contact (POC):

XXXXXXX

Meeting Manager Administrative Office of the United States Courts Defender Services Office, Training Division Thurgood Marshall Federal Judiciary Building One Columbus Circle, NE Washington, DC 20544

(202) 502-XXXX

XXXX@ao.uscourts.gov

Invoices shall be emailed to the POC listed above in accordance with Clause 7-125. Invoices will be paid via Government Purchase Card (GPC).

Contracting Officer (CO):

John R. Baumert Administrative Office of the United States Courts Procurement Management Division Thurgood Marshall Federal Judiciary Building One Columbus Circle, NE Room 3-250 Washington, DC 20544

(202) 502-3848 john_baumert@ao.uscourts.gov

H-1 Tax Exempt Status

This event is tax exempt. The hotel vendor shall work with the judiciary representative to process and complete all forms and necessary documents for the judiciary to achieve tax exempt status for this event.

H-2 Payment

(1) The hotel does not have authority to exceed the awarded prices for lodging, meeting space, food and bever-age, audio / visual services and equipment, or other requirements and does so at its own risk. Only a formal

USCA22Q0100 - Page 8 of 15 contract modification issued by an authorized contracting officer in advance of or during the event has the au-thority to change any terms and conditions of the contract, including pricing. The judiciary’s event point of contact and other judiciary event participants or personnel do not have the authority to change this contract or to increase the stated prices for lodging, meeting space, food and beverage, audio / visual, or other requirements.

(2) In the event an unanticipated requirement or need arises during the event (such as additional audio / visual or shipping charges), the judiciary's event point of contact may request and facilitate limited purchases to be handled as separate transactions from this contract using a government purchase card. These separate transac-tions require separate billing and shall not be invoiced as part of this contract.

(3) In accordance with the clause 7-145, Government Purchase Card, payment will be made using the judiciary representative's government purchase card. The purchase card shall not be charged until the judiciary has re-ceived, inspected and fully approved in writing the complete invoice.

3-3 Provisions, Clauses, Terms and Conditions - Small Purchases JUN 2014

(a) The following provisions are incorporated by reference into the request for quotations (RFQ):

(1) Provision 3-70, Determination of Responsibility (JAN 2003)

(2) Provision 3-210, Protests (JUN 2014)

(3) Provision 7-60, Judiciary-Furnished Property or Services (JAN 2003)

(b) The contractor shall comply with the following clauses incorporated by reference:

(1) Clause 1-15, Disclosure of Contractor Information to the Public (AUG 2004)

(2) Clause 2-60, Stop-Work Order (JAN 2010)

(3) Clause 3-205, Protest After Award (JAN 2003)

(4) Clause 7-20, Security Requirements (APR2013)

(5) Clause 7-30, Public Use of the Name of the Federal Judiciary (JUN 2014)

(6) Clause 7-35, Disclosure or Use of Information (APR 2013)

(7) Clause 7-85, Examination of Records (JAN 2003)

(8) Clause 7-125, Invoices (JAN 2010)

(9) Clause 7-130, Interest (Prompt Payment) (JAN 2003)

(10) Clause 7-135, Payments (JAN 2003) (Payment means acceptance by the inclusion of this clause.)

(11) Clause 7-140, Discounts for Prompt Payment (JAN 2003)

(12) Clause 7-150, Extras (JAN 2003)

(13) Clause 7-185, Changes (APR 2013)

(14) Clause 7-200, Judiciary Delay of Work (JAN 2003) (Applies for products and fixed-price services.)

(15) Clause 7-210, Payment for Emergency Closures (APR 2013)

(16) Clause 7-235, Disputes (JAN 2003)

(c) The contractor shall comply with the following clauses, incorporated by reference, unless the circumstances do not apply:

(1) Clause B-20, Computer Generated Forms (JAN 2003) (Applies when the contractor is required to submit data on standard or optional forms.)

(2) Clause 6-60, Rights in Data - General (JUN 2012) (Applies if data will be produced, furnished, or acquired under the purchase order.)

(3) Clause 7-145, Government Purchase Card (JAN 2003) (Applies when the CO determines that the purchase card can be used to make payments.)

(4) Clause 2-115, Terms for Commercial Advance Payment of Purchases (APR 2013) (Applies if advance pay-ment will be authorized)

(5) Clause 2-115, Alt I (OCT 2006) (Applies if advance payment is authorized for photocopy equipment main-tenance)

(6) The following apply to Products only:

a) Clause, 2-25A, Delivery Terms and Contractor's Responsibilities (JAN 2003) (Purchase order will specify whether delivery is expected at destination or origin.)

b) Clause, 2-45, Packaging and Marking (JAN 2003) (Applies to fixed-price products or for a service involving furnishing of products.)

USCA22Q0100 - Page 9 of 15

c) Clause, 3-155, Walsh-Healey Public Contracts Act (JUN 2012) (Applies to product procurements over $15,000 for manufacturing or furnishing products)

(7) The following apply to Services only:

a) Clause 1-1, Employment by the Government (JAN 2003)

b) Clause 1-5, Conflict of Interest (JAN 2003)

c) Clause 3-160, Service Contract Act of 1965 (JUN 2012) (Applies to any purchase order over $2,500, the principal purpose of which is to furnish services through the use of service employees for work to be performed in the United States, Puerto Rico, Guam, or the U.S. Virgin Islands, except where Clause 3-215, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment Requirements, or Clause 3-225, Exemption from Application of the Service Contract Act to Con-tracts for Certain Services Requirements apply. See (c)(7)(g) and (c)(7)(h) below.)

d) Clause 7-40, Judiciary-Contractor Relationship (JAN 2003) (Applies to services when not involving judi-ciary information technology funds.)

e) Clause 7-65, Protection of Judiciary Buildings, Equipment and Vegetation (APR 2013) (Applies when ser-vices are performed at a judiciary building.)

f) Clause 7-205, Payment for Judiciary Holidays (APR 2013) (Applies to time-and-materials or labor-hour pro-curements.)

g) Clause 3-215, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calib-ration, or Repair of Certain Equipment - Requirements (APR 2011) (Applies if the request for quotation in-cluded Provision 3-195 and the contractor certified its compliance with the conditions stated in the provision.)

h) Clause 3-225, Exemption from Application of the Service Contract Act to Contracts for Certain Services - Requirements (APR 2011) (Applies if the request for quotation included Provision 3-220 and the contractor cer-tified its compliance with the conditions stated in the provision.)

(d) Inspection/Acceptance. The contractor shall tender for acceptance only those products and/or services that conform to the requirements of this procurement. The judiciary reserves the right to inspect or test any products or services that have been tendered for acceptance. The judiciary may require repair or replacement of noncon-forming products or re-performance of nonconforming services at no increase in contract price. The judiciary must exercise these rights:

(1) within a reasonable period of time after the defect or non-conformance was discovered or should have been discovered; and

(2) before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(e) Excusable delays. The contractor shall be liable for default unless nonperformance is caused by an occur-rence beyond the reasonable control of the contractor and without its fault or negligence, such as acts of God or the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The contractor shall notify the contracting officer in writing as soon as it is reasonably possible after the commencement of any ex-cusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the contracting officer of the cessation of such oc-currence.

(f) Termination for the judiciary's convenience. The judiciary reserves the right to terminate this procurement, or any part hereof, for its sole convenience. In the event of such termination, the contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this procurement, the contractor shall be paid a percentage of the contract price re-flecting the percentage of the work performed prior to the notice of termination, plus reasonable charges that the contractor can demonstrate to the satisfaction of the judiciary, using its standard record keeping system, have resulted from the termination. The contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the judiciary any right to audit the con-tractor's records. The contractor shall not be paid for any work performed or costs incurred that reasonably could have been avoided.

(g) Termination for cause. The judiciary may terminate this procurement, or any part hereof, for cause in the event of any default by the contractor, or if the contractor fails to comply with any contract terms and condi-tions, or fails to provide the judiciary, upon request, with adequate assurances of future performance. In the event of termination for cause, the judiciary shall not be liable to the contractor for any amount for products or

USCA22Q0100 - Page 10 of 15 services not accepted, and the contractor shall be liable to the judiciary for any and all rights and remedies provided by law. If it is determined that the judiciary improperly terminated this procurement for default, such termination shall be deemed a termination for convenience.

(h) Warranty. The contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this procurement.

(END)

7-10 Contractor Representative JAN 2003

(a) The contractor's representative to be contacted for all contract administration matters is as follows (contractor complete the information):

Name: ___________________________________________________________________________ Address: ___________________________________________________________________________ Telephone: ___________________________________________________________________________ Email: ___________________________________________________________________________ Fax: ___________________________________________________________________________

(b) The contractor's representative shall act as the central point of contact with the judiciary, shall be respons-ible for all contract administration issues relative to this contract, and shall have full authority to act for and leg-ally bind the contractor on all such issues.

(END)

7-145 Government Purchase Card JAN 2003

(a) Card holders may use an authorized government purchase card to make payments for orders placed against this contract.

(b) Purchase Card Terms - In accepting the purchase card as payment, the contractor agrees to abide by the terms of the GSA purchase card contract.

(c) Backorder - In accordance with the GSA purchase card contract, the contractor may not charge for back-ordered products before shipment,

(d) Taxes - Government purchases are generally not subject to state or local taxes, with limited exceptions in Arizona, New Mexico and Hawaii.

(e) Unauthorized card - If the contractor determines that the card bearer is not an authorized cardholder, or that the card is not an authorized government purchase card, then the contractor shall immediately notify the con-tracting officer.

(f) Disputes - Any purchase card disputes will be resolved in accordance with the GSA purchase card contract.

(f) Payments - Purchase card payments will be made in accordance with the GSA purchase card contract.

(END)

List of Attachments

Identifier Title Date Number of Pages

1 Attachment 1 - Hotel Requirements Trial Skills Workshop I 04/07/2022 1 2 Attachment 2 - Shipping and Set-Up Charts 04/07/2022 2

Representations, Certifications and Other Statements of Offerors or Respondents

3-5 Taxpayer Identification and Other Offeror Information APR 2011

(a) Definitions "Taxpayer Identification (TIN)," as used in this provision, means the number required by the Internal Revenue Service (IRS) to be used by the offeror in reporting income tax and other returns. The TIN may be either a so-

USCA22Q0100 - Page 11 of 15 cial security number or an employer identification number.

(b) All offerors shall submit the information required in paragraphs (d) through (f) of this provision to comply with debt collection requirements of 31 U.S.C. 7701(c) and 3325(d), reporting requirements of 26 U.S.C. 6041, 6041A and implementing regulations issued by the IRS. If the resulting contract is subject to the payment re-porting requirements, the failure or refusal by the offeror to furnish the information may result in a 31 percent reduction of payments otherwise due under the contract.

(c) The TIN may be used by the government to collect and report on any delinquent amounts arising out of the offeror's relationship with the government (31 U.S.C. 7701(c)(3)). If the resulting contract is subject to payment recording requirements, the TIN provided hereunder may be matched with IRS records to verify the accuracy of the offeror's TIN.

(d) Taxpayer Identification Number (TIN):

[__] TIN has been applied for.

[__] TIN is not required, because:____________________________________________________________ [__] Offeror is a nonresident alien, foreign corporation or foreign partnership that does not have income effect-ively connected with the conduct of a trade or business in the United States and does not have an office or place of business or a fiscal paying agent in the United States;

[__] Offeror is an agency or instrumentality of a foreign government;

[__] Offeror is an agency or instrumentality of the federal government.

(e) Type of organization:

[__] sole proprietorship;

[__] partnership;

[__] corporate entity (not tax-exempt);

[__] corporate entity (tax-exempt);

[__] government entity (federal, sate or local);

[__] foreign government;

[__] international organization per-26 CFR 1.6049-4;

[__] other ___________________________________________________________________________.

(f) Contractor Representations The offeror represents as part of its offer that it is [__], is not [__] , 51% owned and the management and daily operations are controlled by one or more members of the selected socio-economic group(s) below:

[__] Women Owned Business [__] Minority Owned Business (if selected, then one sub-type is required)

[__] Black American Owned [__] Hispanic American Owned [__] Native American Owned (American Indians, Eskimos, Aleuts, or Native Hawaiians) [__] Asian-Pacific American Owned (persons with origins from Burma, Thailand, Malaysia, Indone-sia, Singapore, Brunei, Japan, China, Taiwan, Laos, Cambodia (Kampuchea), Vietnam, Korea, The Philippines, U.S. Trust Terrritory of the Pacific Islands (Republic of Palau), Republic of the Marshall Islands, Federated States of Micronesia, the Commonwealth of the Northern Mariana Islands, Guam, Samoa, Macao, Hong Kong, Fiji, Tonga, Kiribati, Tuvalu, or Nauru)

[__] Subcontinent Asian (Asian-Indian) American Owned (persons with origins from India, Pakistan, Bangladesh, Sri Lanka, Bhutan, the Maldives Islands, or Napal)

[__] Individual/concern, other than one of the preceding.

(END)

Instructions to Offerors or Respondents

B-1 Solicitation Provisions Incorporated by Reference OCT 2010

This solicitation incorporates one or more solicitation provisions 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. The of-

USCA22Q0100 - Page 12 of 15 feror is cautioned that the listed provisions may include blocks that must be completed by the offeror and sub-mitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address:

http://www.uscourts.gov/procurement.aspx.

(END)

4-1 Type of Contract JAN 2003

The judiciary plans to award a firm fixed priced contract type of purchase order under this solicitation, and all quotes shall be submitted on this basis. Alternate quotes based on other contract types will not be considered.

(END)

L-1 Instructions for Quotes

This solicitation is being competed following the procedures found in Guide to Judiciary Policy, Volume 14, § 325.30, “Soliciting Under Small Purchase Procedure.” The Judiciary intends to make a single award firm fixed priced purchase order from this solicitation. This section provides instructions for submitting a quote against this solicitation.

L.1.1 – Solicitation Questions

All questions regarding this solicitation shall be emailed to john_baumert@ao.uscourts.gov by 3:00 P.M.

(Eastern) on Thursday, April 14, 2022. All emails shall reference "RFQ USCA22Q0100 - 2022 Trial Skills Workshop I" in the email subject line.

If an answer will result in a change of any terms or conditions of the solicitation, an amendment will be issued.

If submitting questions, the quoter shall identify the specific document, section, clause, and attachment of this solicitation must be referenced in or before the question. All questions must be submitted in writing.

Telephoned questions will not be accepted.

L.1.2 – Quote Due Date

Quoters that have facilities that can meet the availability (preferred and/or alternate dates) and specifications re-quired shall submit quotes by 3:00 P.M. (Eastern) on Friday, April 22, 2022. Quotes must be emailed to the Contracting Officer at john_baumert@ao.uscourts by the due date stated above. Hard copies will not be accep-ted. All emails shall reference "RFQ USCA22Q0100 - 2022 Trial Skills Workshop I" in the email subject line.

QUOTES WILL NOT BE ACCEPTED FROM THIRD PARTY AGENCIES OR BROKERS.

QUOTES WILL BE ACCEPTED DIRECTLY FROM HOTELS ONLY. QUOTES FROM THIRD

PARTIES OR BROKERS WILL BE CONSIDERED NONRESPONSIVE AND WILL BE EXCLUDED

FROM CONSIDERATION FOR AWARD.

L.2 – Quote Preparation

The submitted quote shall remain valid for 180 days from the closing date of this solicitation.

The submitted quote shall provide all the information requested below:

a. Name of company;

b. Data Universal Numbering System (DUNS) number and www.SAM.gov Unique Entity ID Number (the awardee shall be registered as “Active” in the System for Award Management (www.sam.gov) prior to award);

c. Tax Identification Number (TIN);

USCA22Q0100 - Page 13 of 15

d. Name of Point of Contact, email address, and telephone number; and

e. Technical Quote/Price – The Quoter shall complete contract line item numbers (CLINs) 0001 - 0005 in Sec-tion B (page 3 of this solicitation document) and Attachment 1 (Excel spreadsheet titled "Attachment 1 Hotel Requirements"). All technical information about the facility, location, amenities, aesthetics, details about the lodging, meeting space, food/beverage, audio/visual, miscellaneous, and any alternate meeting dates shall be a separate MS Word document or a portable document format (PDF). Clearly indicate if there is an additional charge for any identified hotel amenity.

f. Assumptions, Conditions or Exceptions – The quoter shall submit under this section, all assumptions (if any), conditions or exceptions upon which the contractual and price part of this quote is based. If not listed here, it will be assumed that none exist, including any which may be buried in the quoter’s technical and price quotes.

g. Complete / fill-out clauses 3-5 "Taxpayer Identification and Other Offeror Information," and 7-10 "Contract-or Representative," and submit.

If the quoter has additional terms and conditions that need to be included in the contract, the quoter shall stipu-late a in separate section. These terms shall not conflict with the statement of work or any terms and conditions stated in the solicitation. The Government reserves the right to reject any quote that includes any assumption or condition that is a deviation from the Government’s requirements. The determination of whether an assumption or condition contained in a quote deviates from the Government’s requirements shall be at the Government’s discretion. Any quote containing exceptions and/or deviations may be determined unacceptable and may not re-ceive further consideration. The Government will not accept any terms and conditions that are expressly pro-hibited as stated in the Guide to Judiciary Policy, Volume 14, § 540.20.

Evaluation of Quotes

M-1 Evaluation Criteria

M.1.1 – General

This procurement is being conducted using the procedures found in the Guide to Judiciary Policy, Volume 14, §

325.30 “Soliciting Under Small Purchase Procedure,” and a purchase order will be made to the quoter whose quotation conforms to the solicitation and is determined to be most advantageous to the Government in accord-ance with the requirements stated below.

The evaluation will be conducted using the evaluation criteria set forth in this section. Each initial quote should contain the quoter’s best terms from a technical and price standpoint.

M.1.2 Evaluation Criteria and Award Selection

M.1.2.1 – Award Using Best Value Determination Method

The Government will award a purchase order resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors con-sidered.

The following factors shall be used to evaluate quotes:

1. Technical

2. Price

USCA22Q0100 - Page 14 of 15

All non-priced factors when combined are significantly more important than price. An “Exceeds,” “Meets Re-quirement,” or “Does Not Meet Requirements” rating will be used to rate the non-price factor.

A purchase order will be awarded to the vendor whose quote is determined to be the most advantageous and best value to the Government, price, and non-price factors considered based on a tradeoff selection methodo-logy. The tradeoff analysis will include a comparative consideration of price in conjunction with any additional features and benefits to the Government proposed in the technical approach. The Judiciary may make trade-offs between technical excellence and price when determining which quote offers the best value. The importance of price in the evaluation will increase with the degree of equality of the technical responses or when the price is so significantly high as to diminish the value of the technical superiority.

M.1.2.2 –Evaluation Criteria

Quotes will be evaluated using the following non-priced evaluation factors:

1. Technical

The Judiciary intends to make award to the quoter demonstrating the best value to the Judiciary considering the technical aspects of the hotel such as the location, amenities, and aesthetics. (The list below is in descending or-der of importance.)

a. The hotel shall be in Denver, CO; Philadelphia, PA; or Chicago, IL (The location of event is in descending order with Denver the preferred and Chicago the least preferred location).

b. The hotel shall be in a downtown city locations with at least five (5) to ten (10) fast-casual restaurants within 1/2 mile radius of the property. (A list of restaurants is required as part of your quotation.) Properties adjacent to airports and highways will not be considered.

c. The hotel shall have a walkability score of 80 or above and an overall rating of 4 or above based on 1,000+ reviews per www.tripadvisor.com.

d. The hotel shall have flexibility of meeting space offered with the ability to accomodate social distancing, multiple room sets and breakouts located close (same floor) to the general session room in the same facility.

Meeting space must be able to accomodate social distancing as defined by CDC guidelines. (Names of quoted meeting rooms is required as part of your quotation.)

e. The hotel shall have clear COVID health and safety protocols for guest check-in, guest rooms, meeting space and food/beverage service that abide by the Centers for Disease Control and Prevention (CDC) guideance. (The Hotel shall provide a weblink to its COVID-19 health and safety protocols / policies for guests and conducting meetings and / or a PDF with written policies is required as part of your quotation.)

f. The hotel shall list examples of amenities offered - for example: at least one (1) to two (2) food outlets on hotel propoerty, complimentary guest room Wi-Fi, and refrigerators in guest rooms.

g. The hotel shall provide a detailed audio/visual (AV) quote to verify that all requested equipment will be offered, menu for the event, meeting space and floor layout (AV quote will provide an itemized listing of equip-ment and services being quoted, per day).

M.1.2.3 – Price Evaluation

Room rates per night shall be at or below Government per diem. The Judiciary is tax exempt. The Judiciary will apply one or more price analysis techniques described in the Guide to Judiciary Policy, Volume 14, §

345.40 and 440 to evaluate the quoter’s price to determine if the judiciary is receiving a fair and reasonable price and to determine if the quote is the best value in conjunction with the technical quote. This includes a comparison of proposed prices received in response to a competitive solicitation. The total evaluated price will be the sum of all contract line item numbers. The submitted pricing will be evaluated to determine that the price is fair and reasonable.

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