W91QF0-16-T-0011_SOL_DC_LODGING_17-20.doc

Section SF 1449 - CONTINUATION SHEET

AY17 Single Rooms Day 1

FFP

See description/Specification 1 (i) for additional information. Single Rooms, Day 1 for Operations Personnel, Faculty Escorts for Small Group Visits.

FOB: Destination

PURCHASE REQUEST NUMBER: 0010732042-0003

NET AMT

AY17 Ops Center,Day 1-4

See Operations Center requirements on Description/Specification Page 2 Paragraph K.

NET AMT

AY17 Luggage Room, Day 2 & 4

Luggage area no less than 1900 square feet total between one or more rooms, must be capable of holding at least 450 pieces of luggage on Days 2 and 4, and capability of being locked. Area will be required until 6pm on Day 2 and until 5pm on Day 4.

NET AMT

AY17 Suites, Day 2-3

Suite must be available for the Commandant by 11:00am, Day 2. Must have refrigerator. See Description/Spec 1.h.

NET AMT

AY17 Single Rooms Day 2 and 3

Single rooms will have one bed. See Description/Spec 1.i.

NET AMT

AY17 Double Rooms Days 2 and 3

Double Rooms will have two beds. See Description/Spec 1.j.

NET AMT

AY17 Ops Van Parking,day 1-4

Vans Parking see Description/Specification Page 3 paragraph F (1). Days 1-4: Parking for 4 (four) 15 passenger vans and 1 (one) minivan for the duration of the trip.

NET AMT

FFP

SSee description/Specification 1 (i) for additional information. Single Rooms, Day 1 for Operations Personnel, Faculty Escorts for Small Group Visits.

NET AMT

FFP

See Operations Center requirements on Description/Specification Page 2 Paragraph K.

NET AMT

FFP

Luggage area no less than 1900 square feet total between one or more rooms, must be capable of holding at least 450 pieces of luggage on Days 2 and 4, and capability of being locked. Area will be required until 6pm on Day 2 and until 5pm on Day 4.

NET AMT

FFP

Suite must be available for the Commandant by 11:00am, Day 2. Must have refrigerator. See Description/Spec 1.h.

NET AMT

FFP

Single rooms will have one bed. See Description/Spec 1.i.

NET AMT

FFP

Double Rooms will have two beds. See Description/Spec 1.j.

NET AMT

FFP

Vans Parking see Description/Specification Page 3 paragraph F (1). Days 1-4: Parking for 4 (four) 15 passenger vans and 1 (one) minivan for the duration of the trip.

NET AMT

FFP

See description/Specification 1 (i) for additional information. Single Rooms, Day 1 for Operations Personnel, Faculty Escorts for Small Group Visits.

NET AMT

FFP

See Operations Center requirements on Description/Specification Page 2 Paragraph K.

NET AMT

FFP

Luggage area no less than 1900 square feet total between one or more rooms, must be capable of holding at least 450 pieces of luggage on Days 2 and 4, and capability of being locked. Area will be required until 6pm on Day 2 and until 5pm on Day 4.

NET AMT

FFP

Suite must be available for the Commandant by 11:00am, Day 2. Must have refrigerator. See Description/Spec 1.h.

NET AMT

FFP

Single rooms will have one bed. See Description/Spec 1.i.

NET AMT

FFP

Double Rooms will have two beds. See Description/Spec 1.j.

NET AMT

FFP

Vans Parking see Description/Specification Page 3 paragraph F (1). Days 1-4: Parking for 4 (four) 15 passenger vans and 1 (one) minivan for the duration of the trip.

NET AMT

FFP

See description/Specification 1 (i) for additional information. Single Rooms, Day 1 for Operations Personnel, Faculty Escorts for Small Group Visits.

NET AMT

FFP

See Operations Center requirements on Description/Specification Page 2 Paragraph K.

NET AMT

FFP

Luggage area no less than 1900 square feet total between one or more rooms, must be capable of holding at least 450 pieces of luggage on Days 2 and 4, and capability of being locked. Area will be required until 6pm on Day 2 and until 5pm on Day 4.

NET AMT

FFP

Suite must be available for the Commandant by 11:00am, Day 2. Must have refrigerator. See Description/Spec 1.h.

NET AMT

FFP

Single rooms will have one bed. See Description/Spec 1.i.

NET AMT

FFP

Double Rooms will have two beds. See Description/Spec 1.j.

NET AMT

FFP

Vans Parking see Description/Specification Page 3 paragraph F (1). Days 1-4: Parking for 4 (four) 15 passenger vans and 1 (one) minivan for the duration of the trip.

NET AMT

DESCRIPTION/SPECIFICATION

DESCRIPTION/SPECIFICATIONS

Hotel Accommodations for Base plus Option Years Contract

PR# 0010732042

To provide lodging and meeting space for the United States Army War College (USAWC) National Security Staff Ride class trip to be held in the Washington D.C. area in the spring of 2017-2020. Exact dates and number of rooms are listed below.

Hotel Accommodation Dates specified by Academic Year (AY):

DATES:

AY17 - 8- 11 May 2017

AY18 - 7- 10 May 2018

AY19 - 6- 9 May 2019

AY20 - 4 - 7 May 2020 Room Type and Quantities.

1. Qualifications

a. Note 1: Quantities are estimates only. All offers must contain unit prices for each Contract Line Item Number (CLIN). The U.S. government reserves the right to increase or decrease the quantity of rooms by no more than 15 percent at any time. The government will only pay for rooms actually used.

Note 2: Prior to award a site visit will be conducted by the organization as a part of the evaluation process.

b. Hotel must be physically located within a 4 mile radius of the White House and within one quarter mile walking distance to a Metro station.

c. Hotel must have a 3-STAR or better designation according to the Mobil Travel Guide of rating.

d. Rooms shall be as contiguous as possible and shall be located within the same hotel. Rooms must be suitable for nationally distinguished civilian and military guests. The hotel property and rooms shall meet or exceed industry standards for cleanliness and décor. Furniture, fixtures, and linens shall not be at the end of its life cycle, showing worn or shabby appearance.

e. Rooms must have refrigerated air conditioning/heating through a central system or individual air conditioning/heating units. Window or other type fans are not considered to be air conditioning units.

f. Each room must have a private bath or shower.

g. The hotel shall have conveniently located ice machines and provide ice buckets for each room.

h. The suite must be available for the Commandant by 11:00 am, Day 2. All suites will have refrigerators.

i. Single rooms will have one bed.

j. Double rooms will have two beds.

k. Operations Center: The Operations Center facility must be centrally located and easily accessible to USAWC trip personnel. Operations Center shall be set up and available no later than noon on Day 1 and will be utilized through 6:00 p.m. throughout Day 4. Doors must have locking capability and five access keys will be required for Operations Center personnel. It will be sufficient to accommodate 7-12 persons and include 6 rectangular tables with cloths and skirting, 20 stackable chairs, a television with cable access, a water point to be refreshed each day, a small refrigerator, two telephone lines (one telephone, and one fax line), and high speed internet connection for up to 14 computers during Days 1-4 for exclusive use by USAWC Operations Center personnel; one dedicated hard-wired internet line that can be split with a splitter to have five laptops connected to it. Hard-line capacity must be 1.5 megabytes or larger (this will be for the office staff). USAWC will pay for all telephone calls made from the Operations Center prior to departing the hotel. This bill shall be separate from the master hotel bill and is not a part of this contract. (If space allows, the Operations Center and Baggage Area can be located in the same area).

l. Hotel shall have in-ground parking or adjacent facilities.

2. Tasks

a. Baggage Area: The baggage area (square footage should be a minimum of 1900 square feet) must be one single location, capable of holding at least 450 pieces of luggage on Days 2 and 4, and must have the capability of being locked for security. Baggage area must be in close proximity, no more than one (1) floor apart from the Operations Center or located in the Operations Center. The baggage area will be required until 6:00 p.m. on Day 2 and until 5:00 p.m. on Day 4.

b. Inspection of rooms and facilities may be made by the contracting officer or representative prior to award of contract.

c. The hotel will provide room keys, no later than 2:00 p.m., Day 2, in appropriate envelopes, in order of issue by bus roster, which will be provided in advance to the hotel. A copy of the room roster must be provided by 4:00 p.m., Day 2, to the USAWC Project Officer or representative. A registration area will be made available to USAWC personnel to issue keys.

d. The USAWC will provide the contractor a rooming list 30 days prior to arrival of the main party and such list will be updated as necessary.

e. The contractor will ensure an initial coordination meeting is conducted no later than 90 days prior to scheduled event with the hotel sales and event managers and the USAWC Project Officer or representative. Additional meetings to coordinate the final details of the event will be scheduled as required.

f. Parking and loading/unloading space for vehicles: The hotel must ensure parking and space for loading/unloading of vehicles is available for the following:

(1) Days 1-4: Parking for 4 (four) 15 passenger vans and 1 (one) minivan for the duration of the trip;

(2) Day 1: Loading/unloading space for 1 (one) 54-55 passenger motor coach;

(3) Days 2 and 4: Loading/unloading space for 9 (nine) 54-55 passenger motor coaches.

g. Billing. Hotel staff will provide a final room listing and total number, by day 4, of the rooms used by USAWC personnel during the contract period. A final bill for USAWC lodging and a final bill for Operations Center telephone use will be provided to the USAWC Project Officer or representative before departure on Day 4.

h. Security Considerations:

(1) The hotel's designated Security Manager shall cooperate with USAWC Security

Specialists in the conduct of a Risk Assessment two weeks prior to the stay. The Risk Assessment involves the analysis of the hotel's preparation and readiness to prevent and respond to emergencies. These emergencies include crime, fire, medical, shelter-in-place and evacuation procedures.

(2) The contractor shall comply with all applicable Army security regulations and procedures during the performance of this contract. Contractor shall not disseminate any Privacy Act data pertaining to Government personnel that is obtained or generated in the performance of this contract. This includes dissemination of protocols and papers not generally available through the public literature.

(3) Operations security will be performed by hotel staff. This means that the hotel staff will not discuss or advertise to the public that the US Army War College students, staff, and personnel are staying at the hotel. In addition, operations associated with this stay will not be discussed outside of the hotel unless the person or business have a valid need to know in order to provide support or service for the stay.

(4) Safety Requirements. The contractor shall comply with all applicable federal, state and local safety regulations and ensure all customers are provided with a secured and safe environment. The contractor shall be responsible for ensuring that their employees are familiar with and follow normal safety precautions typical in the work environment.

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

DELIVERY INFORMATION

08-MAY-2017

W2H6 SCH USA WAR COLLEGE

INSTALLATION PROPERTY BOOK OFFICE

323 ENGINEER AVE CARLISLE BARRACKS

CARLISLE PA 17013-5057

703-805-3200

W25BDX

11-MAY-2017

W25BDX

11-MAY-2017

W25BDX

10-MAY-2017

W25BDX

10-MAY-2017

W25BDX

10-MAY-2017

W25BDX

11-MAY-2017

W25BDX

07-MAY-2018

W25BDX

10-MAY-2018

W25BDX

10-MAY-2018

W25BDX

09-MAY-2018

W25BDX

09-MAY-2018

W25BDX

09-MAY-2018

W25BDX

10-MAY-2018

W25BDX

06-MAY-2019

W25BDX

09-MAY-2019

W25BDX

09-MAY-2019

W25BDX

08-MAY-2019

W25BDX

08-MAY-2019

W25BDX

08-MAY-2019

W25BDX

09-MAY-2019

W25BDX

04-MAY-2020

W25BDX

07-MAY-2020

W25BDX

07-MAY-2020

W25BDX

06-MAY-2020

W25BDX

06-MAY-2020

W25BDX

06-MAY-2020

W25BDX

07-MAY-2020

W25BDX

CLAUSES INCORPORATED BY REFERENCE

CLAUSES INCORPORATED BY FULL TEXT

52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (OCT 2015)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code and small business size standard for this acquisition appear in Block 10 of the solicitation cover sheet (SF 1449). However, the small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.

(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show--

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender's request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers:

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and--

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.

(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.

(i) Availability of requirements documents cited in the solicitation. (1)(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to--GSA Federal Supply Service Specifications Section, Suite 8100, 470 East L'Enfant Plaza, SW, Washington, DC

20407, Telephone (202) 619-8925, Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST (https://assist.dla.mil/online/start/).

(ii) Quick Search (http://quicksearch.dla.mil/).

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by--

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Data Universal Numbering System (DUNS) Number. (Applies to all offers exceeding $3,500, and offers of $3,500 or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database. The offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation “DUNS” or “DUNS +4” followed by the DUNS or DUNS +4 number that identifies the offeror's name and address. The DUNS +4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the offeror to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the offeror does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. An offeror within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. An offeror located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The offeror should indicate that it is an offeror for a Government contract when contacting the local Dun and Bradstreet office.

(k) System for Award Management. Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. Offerors may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.acquisition.gov.

(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(1) The agency's evaluation of the significant weak or deficient factors in the debriefed offeror's offer.

(2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.

(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award;

(5) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror.

(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

(End of provision)

FAR 52.212-1 ADDENDUM

52.212-1 -- Instructions to Offerors -- Commercial Items (Addendum)

This solicitation (W91QF0-16-T-0011) is issued to establish one (1) Firm Fixed Price Purchase Order for a contractor to supply hotel/lodging accomodations in accordance with the Description/Specifications. The Purchase Order will be for one (1) Base Period plus three (3), four (4) day, Option Periods.

The Government reserves the right to modify the Description/Specifications as required. This may be in the form of general reductions or cancellation of requirement. Reductions or changes of effort shall be negotiated with the contractor.

Quantities listed as “EACH” are realistic estimated quantities. These estimates are not a representation that the estimated quantity will be required or ordered, or that the conditions affecting requirements will be stable or normal. Quantities shown are for quote purposes only. Payment will be made for the actual quantity used, not to exceed this amount. If quantities described as estimated are not required by the government, such an event shall not constitute the basis for an Equitable Price Adjustment under the contract.

All vendors and prospective department of defense contractors must be registered in the System for Award Management (SAM) at https://www.sam.gov prior to submitting a quote for this solicitation.

Submittal and Inquiries.

1. Quotes shall be submitted prior to the closing date and time identified on the solicitation.

2. Quotes shall be submitted only electronically through email with confirmed receipt. Quotes shall be submitted to Mr. Larry L. Brown, Contract Administrator at larry.l.brown9.civ@mail.mil and Mr. Kevin Kauffman, Contracting Officer at kevin.l.kauffman.civ@mail.mil. Electronic submissions by facsimile will NOT be accepted. Please note, the Government contracting office building is closed on Holidays and Weekends.

3. The point of contact responsible for supplying additional information and answering all inquiries is the Contracting Officer via the Contract Administrator. Address all questions or concerns the quoter may have to the Contract Administrator, Mr. Larry L. Brown at larry.l.brown9.civ@mail.mil and Contracting Officer, Mr. Kevin Kauffman at kevin.l.kauffman.civ@mail.mil. All questions regarding this RFQ shall be submitted in writing via email. The deadline for all questions is July 1, 2016. Any questions received after this deadline shall not be answered.

General Instructions

1. The selection of a source for award purposes will be conducted utilizing source selection procedures as delineated in FAR Part 12 (Acquisition of Commercial Items) and FAR Part 13 (Simplified Acquisition Procedures). Quotes will be evaluated using the criteria under FAR Clause 52.212-2 Evaluation-Commercial Items with Addendum.

2. The Quote. The submission of the documentation specified below will constitute the quoter’s acceptance of the terms and conditions of the RFQ, concurrence with the specifications, and contract type.

3. Instructions outlined in Quote Preparation Instructions below prescribe the format for the quote and describe the approach for the development and presentation of quote data. These instructions are designed to ensure the submission of necessary information to provide for the understanding and comprehensive evaluation of quotes. It is the Government’s intention to award without discussions. Quoters are encouraged to present their best technical quote, past performance and prices in their initial quote submission.

4. If a quoter believes the requirements in these instructions contain an error, an ambiguity, omission, or are otherwise deemed unsound, the quoter shall immediately notify the Contracting Officer (KO) in writing with supporting rationale. Quoters are reminded that the Government reserves the right to award this effort based on the initial quote, as received, without discussion.

5. In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful quotes. Unless the quoter requests otherwise, the Government will destroy extra copies of such unsuccessful quotes.

Quote Preparation Instructions Quoters are required to submit a completed solicitation (including acknowledgment of Amendments). All final monetary extensions shall be in whole dollars only. Failure to follow the below Contract Quote Preparation Instructions may cause your quote to be deemed unacceptable by the Government.

1. Quotes shall consist of three (3) volumes: Technical, Past Performance, and Price.

2. Quote Format

(a) Quoters shall submit quotes via email. Upon receipt of electronic submissions Contract Administrator or Contracting Officer will acknowledge the quotes were received with a confirmation email; however, time is based on actual quote submission not on confirmation email. It is the responsibility of the quoter to ensure electronic submissions were properly sent and a confirmation email is received.

(b) Quoters shall submit their quote IAW the below.

QUOTE SUBMISSION

Information submitted by quoters will be used in accordance with FAR clause 52.212-2 “Evaluation-Commercial Items” to evaluate the subject quote according to the evaluation criteria set forth in the RFQ.

Volume 1:

This section shall include all other information to include acknowledgement(s) and signed amendment(s) for all RFQ amendments, Representation & Certification, Exceptions and any other information not applicable to Volume II or III.

Volume 2:

a. Tab 1 - Technical Quote: The technical quote shall be specific, detailed, and complete to clearly and fully demonstrate your understanding of the proposed work. No price or cost information is to be included in the technical quote.

b. Tab 2 - Past Performance: Quoters shall submit current and relevant information, e.g. contract and/or subcontract work performed within the past three years for similar services. Quoters shall submit three examples of Past Performance on similar contracts including points of contact, addresses, and telephone numbers, email addresses, type of contract, contract amount, period of performance, and comments on any performance problems encountered and the quoter’s corrective actions. Quoters are to provide one financial reference. Quoters with no prior government contracts or subcontracts may submit similar information for contract and/or other work performance with State and local governments, private industries, educational institutions and/or past Government service. Past performance areas of evaluation include:

- Business Relations

- Quality of Accomodations

- Schedule

- Customer Satisfaction

Volume 3:

a. Price Quote - The goal of this RFQ is to obtain accomodations on one (1) Firm Fixed Price contract, with bottom line prices annotated on the quote schedule. Quoters will submit total proposed price for completing required work inclusive of all costs associated with this requirement. Price shall be evaluated using price analysis techniques to determine price reasonableness.

b. PRICE RE-DETERMINATION FOR NEW PER DIEM RATES FOR LODGING

The Joint Travel Regulation (JTR) limits payments for lodging to a maximum published rate for each locality, which are adjusted periodically. The published per diem rate for the Washington, DC area for the time period in which the event takes place shall prevail.

This purchase order requires lodging for a Period of Performance as stated in the Solicitation with stated Option Years. The unit prices for the single occupancy room and/or suites lodging only line items stated in this contract can be re-determined in accordance with this clause, only if a written request of the contractor is received by the Contracting Officer, at least 30 days prior to performance. No other unit prices for rooms or non-lodging line items shall be re-determined.

These single occupancy room and/or suite lodging unit prices can be adjusted to reflect changes in the per diem rates as published by GSA. The unit price for each single occupancy room or suite line items can be adjusted, by the difference between the JTR Per Diem which will be in effect at time of performance and the JTR Per Diem in effect at time of quote.

NOTE: Third Party quotes will NOT be accepted.

CLAUSES INCORPORATED BY FULL TEXT

52.212-2 EVALUATION--COMMERCIAL ITEMS (OCT 2014)

(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:

(Contracting Officer shall insert the significant evaluation factors, such as (i) technical capability of the item offered to meet the Government requirement; (ii) price; (iii) past performance (see FAR 15.304); and include them in the relative order of importance of the evaluation factors, such as in descending order of importance.)

Technical and past performance, when combined, are . (Contracting Officer state, in accordance with FAR 15.304, the relative importance of all other evaluation factors, when combined, when compared to price.)

(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)

FAR 52.212-2 ADDENDUM

52.212-2 -- Evaluation -- Commercial Items.

Evaluation -- Commercial Items (Addendum)

B. BASIS OF AWARD-EVALUATION

GENERAL INFORMATION

1. Award will be made to one (1) quoter deemed responsible in accordance with the Federal Acquisition Regulation (FAR), whose quote conforms to the solicitation requirements, and whose quote, judged by an overall assessment of the evaluation criteria and other considerations specified in this solicitation, represents the Lowest Price Technically Acceptable with acceptable past performance.

2.

Trade-offs between cost/price and non-cost/price factors are not permitted. Unreasonably high/unrealistically low, unbalanced, inaccurate or incomplete price quotes may be the grounds for eliminating a quote from competition.

3.

The Government will evaluate quoted prices for reasonableness using price analysis techniques as described in FAR 13.106-3. Quoted prices evaluated as unreasonable may be grounds for eliminating a quote from competition. The Government may use one or more price analysis techniques to evaluate price. Through these techniques the Government will determine whether prices are reasonable, complete and balanced. Unreasonably high or low quoted prices may be grounds for eliminating a quote from competition either on the basis that the quoter does not understand the requirement or the quoter has made an unreasonable quote.

4.

Award for All of the Work. The Government intends to award one (1) Firm Fixed Price purchase order as a result of this solicitation. Quotes received for less than the stated number of items listed in the Schedule may be considered ineligible for award. The Government intends to evaluate quotes and award one (1) contract without discussions with quoters. Therefore, the quoter’s initial quote should contain the quoter’s best terms from a cost or price, past performance and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary.

EVALUATION CRITERIA

1. The quotes will be evaluated under three (3) evaluation factors: Technical Acceptability, Past Performance, and Price.

Factor 1: Technical Acceptability

Factor 2: Past Performance

Factor 3: Price

2. Factor 1: Technical Quote

A technical quote is required from all quoters and shall be provided with the quote. The contents of the technical quote shall be directly aligned with the qualifications enumerated in the Description/Specifications. Quoters shall use the Description/Specifications Quote Alignment Table provided in Appendix A or a similar format that directly aligns technical quotes with the measurable qualifications listed in the Description/Specifications.

The following factors shall be used to evaluate quotes:

Factor 1 -Technical. Technical capability of the product/services quoted to meet the Government's requirement aligned with the measurable qualifications in the Description/Specifications.

Assigning Ratings. The Technical Acceptability Factor will be assigned one of the ratings defined below. Note: Failure to meet any one (1) of the specified technical factors will result in the quote being deemed technically unacceptable.

Technical Quote Acceptability

3. Factor 2 - Past Performance. The Past Performance evaluation will assess the quoter’s probability of meeting the solicitation requirements as indicated by that quoter’s record of past performance. Past Performance is assessed at the factor level after evaluating aspects of the quoter’s recent past performance and focusing on performance that is relevant to the services being procured under this solicitation. Quoters are cautioned that in conducting the performance risk assessment, the Government may use data provided in the quoter’s quote and data obtained from other sources, such as the Past Performance Information Retrieval System (PPIRS) or similar systems and State Department Watch Lists. Three past performance references for similar lodging accomodations performed within the last three (3) years to either Government and/or private industry contracts are required to be submitted by the quoter. References shall include name(s) of Government agency(s) or commercial firm(s), customer Point of Contact (POC), street address, telephone number, email address, contract number and dollar amount. Past performance areas of evaluation include:

- Business Relations

- Quality of Accomodations

- Schedule

- Customer Satisfaction

(a) Each quoter will receive a performance rating of “Acceptable” or “Unacceptable” based on the Quoter’s recent past performance, focusing on performance that is relevant to the Contract requirements.

(b) Recency Assessment. An assessment of the past performance information will be made to determine if it is recent. To be recent, the effort must be ongoing or must have been performed during the past three (3) years from the date of issuance of this solicitation. Past performance information that fails this condition will not be evaluated.

(c) Relevancy Assessment. To be relevant, the effort must be similar in nature of work, size, and complexity. The Government will conduct an in-depth evaluation of all recent performance information obtained to determine if it is the same or similar in nature of work, size, and complexity to the services/products being procured under this solicitation. Recent past performance is defined as not more than three (3) years from the RFP release date; relevant in terms of similar nature of work, size and complexity.

Assigning Ratings. The Past Performance Factor will be assigned one of the ratings defined below.

Past Performance Evaluation Ratings

(a) Note. In the case of a quoter without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the quoter may not be evaluated favorably, or unfavorably on past performance. Therefore, the quoter shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.”

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

4. Factor 3 - Price. Price will not be scored or rated. Evaluation of price will be performed using one or more price analysis techniques in FAR 13.106-3. Through these techniques the Government will determine whether prices are reasonable, complete and balanced.

(a) Unbalanced Pricing may be evaluated to assess potential performance risk which could result in unreasonably high prices.

(b) Definitions.

Reasonableness. A price is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person in the conduct of competitive business.

Appendix A

Description/Specifications Quote Alignment Table

(Describe how your hotel meets each qualification)

Para 1.c.: Hotel must have a 3-STAR or better designation according to the Mobil Travel Guide or AAA 3 Diamond or better process of rating.

Example: According to Mobil Travel Guide, Washington, D.C. Best Ever Hotel has achieved a 3-Star designation.

Para 1.e.: Rooms must have refrigerated air conditioning/heating through a central system or individual air conditioning/heating units. Window or other type fans are not considered to be air conditioning units.

Please explain how the quoter meets this qualification.

Para 1.g.: The hotel shall have conveniently located ice machines and provide ice buckets for each room.

Please explain how the quoter meets this qualification.

Para 1.j.: Double rooms will have two beds.

Please explain how the quoter meets this qualification.