Instructions_to_Offerors.pdf

1. All questions shall be in writing. Questions may be e-mailed to Theodore Goutzioulis at

Theodore.Goutzioulis.civ@mail.mil.

2. All offers shall be in writing. Quotes / offers may be e-mailed to Theodore Goutzioulis at

Theodore.Goutzioulis.civ@mail.mil.

3. Anywhere in this solicitation where the term “quote” is used, it is hereby changed to read “offer”.

4. Anywhere in this solicitation where the term “quoter” is used, it is hereby changed to read “offeror”.

5. It is the offeror’s responsibility that all offers submitted, regardless of method of submission, are received in this office as stated on SF 1449.

6. The proposal must include the following information:

a. Technical: Facility Assessment consisting of cleanliness, security, amenities, and conformance with

Performance Work Statement requirements, solicitation terms and conditions.

b. Past Performance: Relevant past or present performance for a similar requirement.

c. Price: pricing for each Line Item. Pricing must be submitted in the proper format. The proper format consists of QUANTITY * UNIT AMOUNT = NET AMT. In the event there is a difference between a unit price and the extended total, the unit price will be held to the intended price. If the Quoter/Offeror shows only the total price but fails to enter a unit price, the total divided by the estimated quantity will be held to be the intended price.

d. Third party providers should include the additional information requested in paragraph 8 below. Failure to provide this information with your quote may deem your quote non-responsive.

e. Complete blocks 12, 17 and 30 of the SF 1449 as well as any amendments. In doing so, the quoter accedes to the contract term and conditions as written in the Request for Quotes (RFQ).

f. Quoters/Offerors shall include Proposed meeting room layout (if applicable)

7. THIS IN NOT A SOLICITATION FOR EVENT PLANNING SERVICES. FOR A PROPOSAL SUBMITTED

BY AN OFFEROR THAT IS NOT A HOTEL, THE OFFER MUST SUBMIT A TECHNICAL PROPOSAL

FOR EVALUATION WHICH DESCRIBES THE OFFEROR’S TECHNICAL APPROACH FOR PROVIDING

THE REQUESTED SERVICES AS THE PRIME CONTRACTOR. AGAIN THIS 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.

8. AN ON-SITE REPRESENTATIVE MUST BE PRESENT, AND AVAILABLE DURING THE COURSE OF

THIS EVENT. QUOTERS MUST SUBMIT THE NAME, AND CONTACT INFORMATION FOR THE ON-

SITE REPRESENTATIVE PRIOR TO CONTRACT AWARD.

9. No smoking rooms required. Personal expenses items, and, or services in guest rooms such as long distance phone charges, internet, movie rentals, laundry, room services, etc… will be paid directly by the guest, and shall not be billed under the resultant purchase order.

10. The area of consideration is within a 10 mile radius from Building 33010 Training Road, Fort Hood, TX 76544.

The distance will be calculated by estimating the distance from Building 33010 Training Road, Fort Hood, TX

76544, to the exact address where the event is proposed to take place. The distance will be estimated by utilizing commercial search engines; google maps, or mapquest. Whichever website site that yields the least distance will be utilized.

11. The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items necessary to provide the contracted services.

12. Contractors shall quote on all CLINS. CLIN pricing should be all inclusive of labor, labor burden, other direct cost (material, equipment, fees, licenses, etc), G&A and profit.

13. Line Item pricing should include all applicable taxes, fees, gratuities, commissions, services charges, etc. The federal government is tax exempt.

14. Room rates and lunch meal rate shall not exceed the government travel per diem rates in accordance with Joint

Federal Travel Regulation (JFTR).

15. All representations and certifications to include provision of Dun & Bradstreet number are to be returned with the quote. Dun and Bradstreet information can be found by calling (800)-333-0505. A contractor that is receiving an award resulting from this request for quotation must be registered in the System for Award

Management (SAM) prior to contract award. To register, offerors may log onto: www.sam.gov.

16. Dun and Bradstreet #__________________________

17. CAGE(commercial and government entity)code___________________

18. Federal Tax ID __________________

19. This project is a 100% small business set aside under NAICS 721110 with business size standard of $32.5 mil.

The Prime contractor must provide Point of Contact(POC) at the facility from commencement to conclusion of the lodging. The name of the POC must be submitted with their quote/offer.

POC:_______________________________

The contractor must demonstrate the financial capabilities to fulfill the proposed event.

The contractor must submit the Federal Emergency Management Agency (FEMA)

Certification of the proposed facility for the event with their offer/quote.

The contractor must submit with their offer all subcontracting agreements with their offer/quote.

The third party may only submit one offer, otherwise will not be eligible for contract award.

The above must be submitted with quote in order to be considered for contract award.

BASIS FOR AWARD

(A). Basis of Award: Award will be made to the Lowest Price Technically Acceptable (LPTA) offer.

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation and is found to be most advantageous to the Government.

The following factors shall be used to evaluate offers:

1. Technical – Facility Assessment consisting of cleanliness, security, amenities, and conformance with terms and conditions of the PWS including any specified radius requirement.

2. Past Performance - The Government will evaluate the quality and extent of the offeror’s performance deemed relevant to the requirement of this solicitation.

Offeror shall provide a list of no more than five (5), of the most relevant contracts performed for Federal agencies within the last two (2) years. Relevant past or present performance shall be similar to the current requirement.

NOTE: Offeror shall fill out PART 1 of the Performance Assessment Questionnaire. The respondent shall fill out

PARTS II & III. When completed, Respondent (only) shall return the completed questionnaire electronically via email to the Contract Specialist.

3. Price - (Refer to the instructions to offerors)

(B) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(C ) The contractor’s offer shall remain valid until 30 September 2018.