Instructions_to_Offerors.pdf

1. Evaluation Factors and Methodology

The Government will evaluate each proposal using a “best value” approach considering the following.

a) Price

b) Technical Capability - Overall ability to provide a quality service and facility that meets the government’s needs; including the ability to hold all events and lodging in a single facility.

c) Past Performance

All factors are of equal importance.

2. Past Performance

The offeror shall provide a list of references to establish previous experience in performance for projects similar in size, scope, and complexity to the requirement being competed. The offeror shall cite not no more than 5 projects performed within the last three (3) years. In order to facilitate the evaluation of the offeror’s past performance, the offeror shall present the following information:

Customer Name and Address

Contract Number/Contract Title – Or Name of Event

Delivery Schedule/Period of Performance

Contract Value

Description of the Work Performed

Customer Point of Contact (Name, Telephone Number, E-Mail and Address) for Business

Manager and Technical Manager

All reference phone numbers and email addresses shall be current and verified by the offeror prior to submission.

3. Basis for Award

The Government intends to award a firm fixed price contract. Award may not be made to an offeror who fails to meet minimum technical requirements. Past performance will be assigned a risk rating. To be considered acceptable, offerors must achieve at least a "satisfactory confidence" risk rating. Offerors without a record of past performance will be assigned an “unknown confidence (neutral)” rating. Offerors are advised that an unacceptable rating under any non-price factor would render a technical proposal’s overall rating unacceptable; only those technical proposals found acceptable would be evaluated under the price factor.

4. Discussions/Site Visits

The Government intends to award without discussions with offerors (except communications conducted for the purposes of clarification). Consequently, each offer should be submitted on the most favorable terms that the offering firm is able to submit to the Government. The Government reserves the right to conduct discussions if they are later determined by the Contracting Officer to be necessary. Additionally, the government may require a site visit to review the hotel/conference facilities prior to award of contract.

5. Questions

Questions concerning the solicitation document shall be submitted in writing, via email, to andrew.d.anderson22.mil@mail.mil and received by 12:00 pm (noon) Eastern, April 11, 2017.

Responses to all questions will be made publicly to all potential offerors. Please reference the

RFQ # W912LN-17-T-0005 in the subject line of each email transmittal.

6. Quote Submission

The offeror shall submit a proposal in response to this RFQ by 8:00 am Eastern, April 18, 2017.

The technical proposal must be submitted as a separate document from the price proposal. The contents of each proposal section shall be clearly marked. Offers shall be delivered as a single copy, electronically submitted by email to andrew.d.anderson22.mil@mail.mil (with copy to brian.j.dusablon.mil@mail.mil). DO NOT mail or fax any duplicate copies. Please reference the

RFQ # W912LN-17-T-0005 in the subject line of each email transmittal. Do not submit zipped files. Use multiple emails if file sizes are too large. File formats are limited to .doc, .xls, .pdf, .ppt or .rtf.

Volume 1 – Price Proposal

Price Proposal section is limited to a maximum of four (4) pages, including the price breakdown for each Contract Line Item (CLIN) and additional pages for any supporting documentation necessary to explain price and costs.

Prices for food, inclusive of all service fees shall not exceed the Local Meals Per Diem rate.

To determine maximum allowable meal and room charges (to be inclusive of all service charges and fees.)

Step 1: Go to http://www.defensetravel.dod.mil/site/perdiemCalc.cfm The Defense

Travel Management Office Per Diem Calculator web page.

Step 2: In the Contiguous United States box choose the appropriate state from the dropdown menu, choose Fiscal Year 2017, check the box to include all cities and towns, and uncheck include military installations. For example, Burlington, Chittenden County for the date range of May 1 – September 30 has a max lodging of $125.00, daily meal rate of $59.00.

Step 3: Since the requirement only calls for a breakfast and lunch meal, you me determine the allowable amount for those meals. Go to the GSA FY17 Meals &

Incidental Expenses Breakdown page http://www.gsa.gov/portal/content/101518 to determine. For example, Burlington, Chittenden County daily meal rate of $59.00 equates to a $13.00 breakfast rate and a $15 lunch rate. Therefore the maximum amount of meals for a hotel in Chittenden County is $28. This may be different for other locations.

As a reminder the government is tax exempt and can provide a tax exempt certificate before the event if requested. Please always give your best and final pricing; you may not be given an opportunity to adjust your proposals.

Volume 2 – Technical Proposal and Past Performance References

This file shall include written information that pertains to the offeror’s technical capability, services capability, past performance information and any other information required. It may include a facility brochure. Include information concerning the ability to hold all events and lodging in a single facility. Quote must include company’s CAGE CODE as proof of active registration with the System for Award

Management http://www.sam.gov/.

mailto:andrew.d.anderson22.mil@mail.mil mailto:brian.j.dusablon.mil@mail.mil http://www.defensetravel.dod.mil/site/perdiemCalc.cfm http://www.gsa.gov/portal/content/101518