W912LR25QA009 Combined Synopsis .docx

This is a COMBINED SYNOPSIS/SOLICITATION for commercial products prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. This solicitation is issued as a Request for Quote (RFQ) competed IAW FAR Part 13, Simplified Acquisition Procedures and FAR Part 12, Commercial Products. Quotes failing to meet all the terms and conditions of this solicitation; to include buy terms, line-item descriptions, and attachments, may not be evaluated for award. One (1) firm-fixed price (FFP) contract will be awarded resulting from this solicitation. Any reference to the term “BID” in this solicitation is used synonymously with the word “QUOTE”. Please see FAR 13.004-Legal effect of quotations. Clauses and provisions included in FAR 52.212-1, 52.212-2, 52.212-3, 52.212-4, and 52.212-5 are incorporated by reference unless additionally clarified in this RFQ via addendums. This solicitation is issued under Federal Acquisition Circular (FAC) 2025-03, effective as of 17 January 2025 and Defense FAR Supplement (DFARS) Change Notice 20250117.

The Puerto Rico National Guard Purchasing and Contracting Office intends to utilize this Request for Quote (RFQ) to obtain offers for the purchase of the following:

MEETING VENUE, LODGING AND FOOD SERVICES FOR MULTIPLE PRARNG CHILD AND YOUTH EVENTS

Original Set Aside: 100% Small Business Set-Aside (FAR 19.5)

Product Service Code: V231 Transportation/Travel/Relocation- Travel/Lodging/Recruitment: Lodging, Hotel/Motel

NAICS Code: 721110 - Hotels (except Casino Hotels) and Motels

Place of Delivery/Performance: TBD

Delivery Date/Period of Performance: 21-23 February 2025, 7-9 March 2025, 16-18 May 2025, and 22-24 August 2025

The Government intends to select only one offeror.

Note: The contractor shall include in their response applicable taxes, fees, and rates.

All quoters must have a Commercial and Government Entity (CAGE) code and be registered with System for Award Management (SAM) at http://www.sam.gov. Please review all sought requirements thoroughly as incomplete offers will not be considered for evaluation. All quoters must list Unique Entity Identifier (UEI) number, CAGE code, and Federal TIN with Company name, POC, and phone number. To obtain or renew a UEI number or CAGE code, please visit https://www.sam.gov. Lack of registration in the SAM database will make a quoter ineligible for award. Vendor must also be registered in Wide Area Workflow to receive payment through electronic funds transfer. If you are not currently registered, please visit the following website https://piee.eb.mil/ to complete your free of charge registration. All Quoters must be a certified Small Business of the solicited socio-economic group (if specified) in SAM at time of submitting quotes and at time of award or quoter will be ineligible for award.

The procuring office DOES NOT and will NOT respond questions pertaining to SAM Registration and business classification (small vs. large), or procedures for becoming a Small Business or any of the applicable socio-economic classifications. Quoters are responsible for meeting the requirements for the set-aside at the time of submission of QUOTES and AWARD.

No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. The Government will not pay for costs incurred in the preparation of quotes.

INSTRUCTIONS TO QUOTERS:

The period of acceptance for quotes shall be no less than 30 calendar days from closing date of the solicitation.

1. Send quotes via email including the solicitation notice in the SUBJECT line.

2. Quoters shall provide pricing for all line items (CLINs).

3. Quoters shall complete and submit Attachment 1 - W912LR25QA009_QuotingTable.xlsx

4. Provide vendor quote (1 page) in PDF.

5. Include vendor information such as name, point of contact, CAGE, UEID and address.

BASIS OF AWARD/ EVALUATION STANDARD

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 quotes: Price

The Government may reject any quote that is evaluated to be unrealistic in terms of requirements, contract terms and conditions, or an unrealistically high or low price when compared to Government estimates, such that the quote is deemed to reflect an inherent lack of competence or failure to comprehend the complexity and risk of the program. Price increases after closing of solicitation resulting from a Government request for information shall be rejected, as they will be considered a new offer submitted late.

1. All quotes will be reviewed for timeliness. If the offer is received after the closing date and does not meet the criteria for “late submissions” in the solicitation, the offer will not be considered.

2. Timely quotes will be reviewed for compliance to the solicitation. If the offer does not comply with the requirements of the solicitation, the offer will not be reviewed further, and the offeror will be notified that the offer is not in conformance with the solicitation.

3. All prices proposed in response to this RFQ/BID/quote must include all costs associated with the quote in accordance with the requirement. The total unit costs of the meal need to be fully loaded. Quoters shall submit with quote a breakdown of costs considered in the fully loaded price.

4. Award will be made to the lowest priced quote that meet all specifications described in the Performance Work Statement. The Government intends to award a contract without discussions with respective offerors. Quotes that fail to meet the government’s schedule and all the specifications will be deemed unacceptable and disqualified from competition.

52.212-2 EVALUATION--COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(a) 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: PRICE ONLY

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) 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.

(End of provision)

SUBMISSION OF QUOTES/QUOTES:

The responses to this RFQ are intended to be reviewed, and ONE AWARD made, without discussions unless discussions are deemed to be necessary. Since award will be based on initial responses, quoters are highly encouraged to quote their most advantageous pricing in their initial response. The Government shall NOT accept any price adjustments after closing of solicitation.

Quoters shall respond to this RFQ on or before date and time specified in this solicitation and must conform to the requirements specified in this RFQ and its attachments. Responses shall be submitted prior to the closing date and time identified above electronically via email to:

Mailbox: ng.prarng.purchasing-and-contracting.mbx@army.mil

Quoters are responsible to ensure offer/quote response is received by the date and time specified. Any quote, modification, or revision of a quote received after the exact time specified for receipt of quotes is considered “late” and will NOT BE EVALUATED.

Quoters may submit questions regarding this solicitation to the Government Point of Contact pursuant to FAR 12.603(c)(2)(xvi). If, after closing of the solicitation, the Contracting Officer determines in the best of the Government, the contracting officer may request information on quotes to ensure all aspects of the offer are clear and that the offeror understands the requirements as specified (see FAR 13.106-2(b)(3)(ii). This request will NOT be used to cure deficiencies or material omissions in a quote, materially alter the technical or cost elements of the quote, or otherwise revise the quote after solicitation period has closed. All quotes are final after close of solicitation in accordance with FAR 12.301(b)(1) and as prescribed in 52.212-1(f)(2)(ii).

Clauses and Provisions

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