RFQ W474780Y.doc

FEMA’s Office of External Affairs and their partners at the National Emergency Management Association (NEMA) plan to host a two day conference designed to bring together state emergency management External Affairs and state communication staff with representatives from FEMA, DHS, and other Federal agencies. The main purpose of this conference is to continue to work together on goal-oriented activities that will enhance External Affairs support and operations related to emergency preparedness and response.

FEMA is the lead in coordinating this meeting and other federal and non-federal government agencies will attend as participants. Approximately 150 total attendees are expected to attend the meeting.

This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space, and Hotel Services Denver, Colorado. Request for quote W474780Y is in accordance with FAR Subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items.

**This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. FEMA will not consider a quote submitted by an offeror that is not a hotel. FEMA will not accept telephone calls or emails from third parties inquiring on behalf of hotels. This is NOT a solicitation for Event Planning Services. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-28, effective December 12, 2008.

The announcement/solicitation is solicited unrestricted and constitutes the only solicitation document that will be issued. The Period of Performance for this requirement is June 15-16, 2009. The Department of Homeland Security (DHS)-Federal Emergency Management Agency (FEMA), External Affairs Division would like to sponsor the FEMA/National Emergency Management Agency (NEMA) External Affairs Conference in Denver, CO.

The hotel must accommodate up to approximately 150 sleeping room nights and required meeting space. (based on timeframe), must provide all requirements specified for conference needs in Parts A, B, C, D, E and all subparts of the “Scope of Work” section below, and must provide lodging rates within the stated Government per diem rate or lower for the area. Federal Government per diem rates may be found at www.gsa.gov.

A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in quote. A completed hotel contract with non-commissionable meeting rates shall be submitted with your quote, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to/from airport, and menus.

To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Registration website (www.ccr.gov) and be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). FEMA Contracting Officers may contract only with listed hotels or motels on the above lists to conduct meetings, conventions, conference, or training seminars. Offers proposed facilities that are not listed will be rejected as technically unacceptable.

The offerors facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.).

Scope of Work The contractor shall provide:

Part A: 2-Day Conference Room Space and Meeting Package

General Session Meeting Conference Room Space General Session room is to be set/available at 3pm on June 14, 2009 and to remain same (24-hour hold), thru conclusion of conference, approximately 6:00pm on June 16, 2009.

· Accommodate up to 150 participants

· Large spacious room with unobstructed view

· Set conference style

· Water service and waste receptacles Registration area registration area is to be set up outside of general session room, Registration area is to be set/available at 1pm on June 16, 2009 and to remain same (24-hour hold) thru 6:00pm on June 16, 2009.

· U-shape with seating for four (4),

· WiFi internet access,

· Water service and,

· Waste receptacles.

Meeting Support

1) Signage permitted

2) Photography permitted

3) Package Delivery Service Breakout Session Rooms

1) Accommodate up to __15___ participants per room

2) 10 Breakout rooms

3) Afternoon of June 15, 2009

Part B: Accommodations

320 Sleeping room nights shall be at or below the current government per diem rate for Denver, CO ($149). Payments for Part B shall be the sole responsibility of each participant, to include no-show fees. Rooms must be individual/private sleeping rooms with toilet facilities.

1) Sunday, June 14, 2009

120 sleeping rooms

2) Monday, June 15, 2009

130 sleeping rooms

3) Tuesday, June 16, 2009

70 sleeping rooms

Part C: 2-Day Food and Beverage Service

Morning meal and all day beverage service to accommodate up to 150 participants daily. Please provide menus and pricing. **The Federal Government policy does not permit a guaranteed amount of food and beverage revenue.

1) Continental Breakfast

2) Morning Beverage Service

3) Afternoon Beverage Service

Part E: Audio/Visual Equipment Rental and Set-Up or Support (?)

Quotes must indicate whether hotel agrees to the right of FEMA to use their own audiovisual equipment and if there is a cost incurred for connection to hotel sound system with use of own equipment. NOTE: Government reserves the right to hire an outside audio visual company without any penalties incurred as part of the fair practice procurement regulations.

1) Use of and/or Set-up

2) 5 channel mixer,

3) 2-way powered speaker,

4) Data display package, and

5) Wireless microphone

Part D: Hotel Location and Amenity:

Facilities that are located in a central area within the city of Denver, CO will receive the highest consideration as these are the most desirable location/area for this event. The hotel facility is to be located in Denver, CO and must accommodate attendees with the following needs;

1) Location

i) Variety of restaurants and attractions within walking distance (not to exceed 3 normal blocks) in safe area.

ii) Walking distance in safe area or complimentary shuttle to nearby eating facilities.

2) Amenities

i) Onsite parking available

ii) Local area shuttle service available

iii) Airport shuttle available

iv) Access to Business Center (Copier, laser printer, and computer and internet access)

v) Onsite restaurants Evaluation Commercial Items

All responsible sources with the exception of those under construction or remolding (as they pose a disruptions to the meeting) that can meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical quote, hotel contract and descriptive literature.

However, FEMA will not consider or accept a quote submitted by an offeror that is not a hotel. (This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.)

Technical and Price quotes should be separate documents. Menus for the continental breakfast, morning and afternoon beverage service, as well as menu options for individual guest meals should be included along with quotes.

Evaluation Criteria

To be considered responsive offerors must address all of the parts and subparts contained within the scope of work outlined above in their quotes. Proposals may be excluded from evaluation if any or the entire quote is not submitted in accordance with the instructions and specifications of the solicitation.

Technical factors

1) Size and quality of services and accommodations;

i) Adequate for group size

ii) Availability of breakout rooms

iii) Handicapped accessible

iv) Construction/remodeling

2) Location (downtown location, distance from airport);

3) Experience with large conferences and;

4) Meeting Support

i) Signage permitted

ii) Photography permitted

iii) Audio/Visual support capability

iv) Package delivery service

5) Amenities

6) Transportation FEMA reserves the right to conduct an on-site inspection of offered facilities.

FEMA reserves the right to consider any proposals received based on the value it presents to the government.

Price/Cost Evaluation Price will be evaluated separately from the technical information provided in the quote and will be evaluated in terms of

1) Overall price,

2) Cost for accommodations and service,

3) Meeting and breakout room rates,

4) Cancellation and attrition,

5) Food and beverage cost,

6) Audio visual equipment rental and set-up,

7) Fees resulting from FEMA providing their own A/V equipment,

8) Amenities,

9) Parking Rates,

10) Shuttle Rates,

11) Discounts offered, All quotes submitted in response to W474780Y shall remain valid for thirty (30) days to accommodate possible legal reviews.

Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors.

Evaluation may be made with or without discussions with the offeror(s).

Provisions and Clauses

The following provisions and clauses shall apply to this solicitation: 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 will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://arnet.gov/far (FAR); 52-212-1 Instructions to Offerors Commercial Items; 52.212.-2 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of FAR 52.212-3 Offeror Representations and Certification along with his/her quote. FAR 52.212-4 Contract Terms and Conditions Commercial Items, 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)(11)-(b)(15), (b)(19)(i), (b)(21), (b)(25), (b)(26) applies if Government Purchase Card is used, (c)(1), (c)(2), and (c)(4); FAR 52.232-18 Availability of Funds;. Quotes shall include all information required in FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52.212-3.

Offeror Submission Instructions Mail all price/technical quotes, descriptive literature, , and a completed hotel contract to: (Faxed and Emailed Quotes will NOT be accepted.)

Gina M. Wheatley Contracting Officer Federal Emergency Management Agency 500 C Street, S.W., Patriot Plaza 5th Floor W70

Washington, DC 20472

Phone (202) 646-4126 Email: Gina.Wheatley@dhs.gov Faxed and Emailed Quotes will NOT be accepted.