RFQ_W91QF0-19-Q-0006_NYC_AY21-23.docx

W91QF019Q0006

(SECTION 1)

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

This RFQ (W91QF019Q0006) is issued to establish one (1) Fixed Price with Economic Price Adjustment (FP-EPA) contracts for a Contractor to perform hotel lodging services in accordance with the Performance Work Statement (PWS). The Government reserves the right to modify the PWS as required. This may be in the form of general reductions or cancellation of services. 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 estimates 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 RFQ.

Submittal and Inquiries

1. Quotes shall be submitted in accordance with the closing date and time provided in the combined synopsis/solicitation.

2. Quotes shall be submitted only electronically through email with confirmed receipt. It is the responsibility of the quoter to ensure electronic submissions are properly sent and a confirmation email is received. Quotes shall be submitted to Ms. Dahalia Trevenen, Contract Specialist at dahalia.k.trevenen.civ@mail.mil and Mr. Larry Brown, Contracting Officer at larry.l.brown9.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 Specialist. Address all questions or concerns the quoter may have to the Contract Specialist, Ms. Dahalia Trevenen at dahalia.k.trevenen.civ@mail.mil and Contracting Officer, Mr. Larry Brown, at larry.l.brown9.civ@mail.mil. All questions regarding this RFQ shall be submitted in writing via email. The deadline for all questions is 2 SEP 2019. Any questions received after this deadline shall not be answered.

General Instructions

1. The selection of a source(s) 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) Addendum titled, Basis of Award.

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 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 not later than the date and time provided in the combined synopsis/solicitation. Upon receipt of electronic submissions, Contract Specialist 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 the Addendum (Basis of Award) to 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 2 or 3.

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 include the source of the information, e.g. three points of contact, addresses, and telephone numbers, the context of the data, e.g. 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.

Volume 3:

Price Quote - The goal of this RFQ is to obtain quotes from hotels with the capability to fulfill the requirement in its entirety via one Fixed Price with Economic Price Adjustment 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 will be evaluated using price analysis techniques to determine price reasonableness.

NOTE: Only Contractors capable of meeting the qualifications for all three years may submit a quote. All rooms shall be located in the same hotel.

a. 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 New York City for the time period in which the event takes place shall prevail.

This RFQ requires lodging for a Base plus two Option Years with Period of Performance:

Base: AY21 (20-23 Oct 2020) Option Year 1: AY22 (19-22 Oct 2021) Option Year 2: AY23 (18-21 Oct 2022)

The unit prices for rooms and/or suites lodging-only line items stated in this contract can be re-determined in accordance with this provision, only if a written request for increase in price from the Contractor is received by the Contracting Officer, at least 30 days prior to performance. No other unit prices for non-rooms or non-lodging line items shall be re-determined.

These rooms and/or suites lodging unit prices can be adjusted to reflect changes in the per diem as published by the JTR. The unit price for each 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.

Examples Increase in the published JTR Per Diem Rate

1. Line item 000X for single occupancy rooms has a unit price proposal of $118 and the JTR Per Diem Rate at time of proposal was $119. If the published JTR Per Diem is increased by $6 from $119 to $125, the unit price can be re-determined upwards by $6 from $118 to $124.

Decrease in the published JTR Per Diem Rate

2. Line item 000X for single occupancy rooms has a unit price proposal of $118 and the JTR Per Diem Rate at time of proposal was $119. If the published JTR Per Diem is decreased by $6 from $119 to $113, the unit price shall be re-determined downwards by $6 from $118 to $112.

(SECTION 2)

Addendum – 52.212-2 (Evaluation – Commercial Items)

Basis of Award

GENERAL INFORMATION

1. Award will be made to one quoter deemed responsible in accordance with the Federal Acquisition Regulation (FAR), whose quote(s) conforms to the solicitation requirements, and whose quote(s), 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. Quoted prices evaluated as unreasonable may be grounds for eliminating a quote from competition. The Government will 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 Fixed Price with Economic Price Adjustment contract 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 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.

5. In accordance with FAR 19.202-3, in the event of equal low quotes, awards shall be made first to small business concerns which are also labor surplus area concerns, and second to small business concerns which are not also labor surplus area concerns.

EVALUATION CRITERIA

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

1. 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 Performance Work Statement (PWS). Quoters shall use the PWS/Technical Quote Alignment Table provided in Appendix A or a similar format that directly aligns technical quotes with the measurable qualifications listed in the PWS.

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

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

2. 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 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 services 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), telephone number, contract number and dollar amount. Past performance areas of evaluation include:

- Business Relations

- Quality of Service

- 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 solicitation 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

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.”

3. Factor 3 - Price. Price will not be scored or rated. Evaluation of price will be performed using one or more price analysis techniques. 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 PWS/Technical Quote Alignment Table

PWS Requirement

Response from Quoter (Describe how your hotel meets each qualification)

Para 1.b.: The hotel shall be located within the following radius:

1. Between Second and Eighth Avenues East and West, and

2. Between 34th and 54th Streets, North and South and

3. Shall be within a reasonable walking distance of a subway entrance, no more than 1 mile

Example: NYC Best Ever Hotel is located:

1. At 581 5th Ave. New York, NY. 10001 which is between 2nd & 8th Ave. East and West

2. At 581 34th St. New York, NY. 10001 which is between 34th and 54th streets North and South

3. .5 miles walking distance from the Union Square Subway entrance.

Para 1.g.: Rooms shall 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

Note: Single room double occupancy is defined as a one room (Queen bed or larger size) for two people.

Please explain how the quoter meets this qualification.

Para 1.i.: The suite keys shall be available for the Commandant by 12:00 p.m., Day 2

Please explain how the quoter meets this qualification.

Para 1.j.: Ballroom: shall be used to provide an Academic Panel presentation to USAWC personnel coincident with travel to New York. Ballroom shall be able to accommodate an estimated number of 700 attendees. The room setup is Theater style for Audience (will need 3 microphones for audience questions) and panelist seating up front facing audience at 1 table (will need 4 microphones on table) and 1 podium with 1 microphone. Ballroom package cost includes ( A/V: 1 Podium and 8 microphone). The Speakers will need access to a sound system during the Academic Panel. The event is planned for a two hour event on Day 2 between hours of 1500-1700. All Students and Faculty will be in attendance. The USAWC Gift Fund, Dean’s Account will be source of payment on the Contract.

Please explain how the quoter meets this qualification.

Para 1.k.: Operations Center: The Operations Center facility (square footage shall be at a minimum between 2000 to 3250 square feet). A 3250 square foot area would allow luggage holding area to be co-located in operations center. The Operations Center shall be no more than 2 floors from the hotel lobby and easily accessible to USAWC trip personnel. Operations Center shall be set up and available no later than noon on Day 1 and be utilized through 9:00 p.m. on Day 4. Doors shall have locking capability and five access keys shall be required for Operations Center personnel. It shall be sufficient to accommodate 20-25 persons and include 8 rectangular tables, 8 additional tables for Operations Center Personnel, and 6 rectangular tables for use as an area for the internet cafe with cloths and skirting, 20 stackable chairs, a podium no sound, a television with cable access, for monitoring any security threats in the city, a water point to be refreshed regularly, a small refrigerator, one landline telephone to allow participants to call in case of emergency (no outgoing calls), high speed internet capability 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 shall be 1.5 megabytes or larger (this shall be for the office staff), Wi-Fi for 5 laptops (this shall be for the internet café).

Please explain how the quoter meets this qualification.

Para 1.l.: Baggage Area: The baggage area (square footage shall be a minimum of 1900 square feet) shall be one single location, capable of holding 1,000 pieces of luggage, organized by seminar number and able to be locked for security. Baggage area shall be in close proximity, no more than one (1) floor apart from the Operations Center or located in the Operations Center.

Note: If space allows, the Operations Center and Baggage Area can be located in the same area

Please explain how the quoter meets this qualification.

(SECTION 3)

CONTRACT LINE ITEM NUMBERS (CLINs)

Section Supplies or Services and Price

Single Rooms: Day 1

QUANTITIES ARE ESTIMATED

Single Rooms: Day 1 in accordance with attached Performance Work Statement (PWS).

FP-EPA

FOB: Destination

NET AMT $

Rooms: Days 2-3 x 2 nights

Rooms: Days 2-3 x 2 nights in accordance with attached PWS.

FP-EPA

RFQ W91QF019Q0006

Suite: Days 2-3

Suite: Days 2-3 in accordance with attached PWS. Suite must be available for the Commandant by noon on Day 2.

FP-EPA

FOB: Destination

NET AMT $

Ballroom, Day 2

FFP

Ballroom, Day 2 in accordance with attached PWS.

Ballroom must be able to accommodate and estimated number of 700 attendees. The room setup is Theater style for Audience (will need 3 microphones for audience questions) and panelist seating up front facing audience at 1 table (will need 4 microphones on table) and 1 podium with 1 microphone. Ballroom package cost includes (A/V: 1 podium and 8 microphone). The event is planned from 1500- 1630. All Students and Faculty will be in attendance. The USAWC Gift Fund, (Dean's Account) will be source of payment on the Contract.

Operations Center, Days 1-4 FFP Operations Center, Days 1-4 in accordance with attached PWS.

The Operations Center facility (square footage shall be at a minimum between 2000 to 3250 square feet). Doors shall have locking capability and five access keys shall be required for Operations Center personnel. It shall be sufficient to accommodate 20-25 persons and include 8 rectangular tables, 8 additional tables for Operations Center Personnel, and 6 rectangular tables for use as an area for the internet cafe with cloths and skirting, 20 stackable chairs, a podium no sound, a television with cable access, for monitoring any security threats in the city, a water point to be refreshed regularly, a small refrigerator, FOB: Destination

NET AMT $

Baggage Handling: Day 2, 4 FFP Baggage Handling: Day 2, 4 in accordance with attached PWS.

Baggage Storage, Day 2, 4 FFP Baggage Storage, Days 2, 4 in accordance with attached PWS.

The baggage area (square footage shall be a minimum of 1900 square feet) shall be one single location, capable of holding 1,000 pieces of luggage, organized by seminar number and able to be locked for security. Baggage area shall be in close proximity, no more than one (1) floor apart from the Operations Center or located in the Operations Center.

Mail Room Services Day 1, 4 FFP Mail Room Services Day 1, 4 in accordance with attached PWS.

Services for the moving of approximately 4 plastic tough boxes, 4 USAWC Flags and Flag Stand, and 2 NYC maps from the bus or van to the Operations Center on arrival of Day 1. On Day 4 of departure the moving from the Operations Center to the bus for loading 4 plastic tough boxes, 4 USAWC Flags and Flag Stand, and 2 NYC maps.

FP-EPA

Single Rooms: Day 1 in accordance with attached PWS.

Single Room double occupancy is defined as a one room (Queen Bed or Larger size) for two people. All rooms must be located at one hotel. See performance work statement for additional information.

FOB: Destination

NET AMT $

Rooms: Days 2-3 x 2 nights FP-EPA Rooms: Days 2-3 x 2 nights in accordance with attached PWS.

Single Room double occupancy is defined as a one room (Queen Bed or Larger size) for two people. All rooms must be located at one hotel. See performance work statement for additional information.

Suite must be available for the Commandant by noon on Day 2. FOB: Destination

Ballroom, Day 2 in accordance with attached PWS.

Ballroom must be able to accommodate and estimated number of 700 attendees. The room setup is Theater style for Audience (will need 3 microphones for audience questions) and panelist seating up front facing audience at 1 table (will need 4 microphones on table) and 1 podium with 1 microphone. Ballroom package cost includes (A/V: 1 podium and 8 microphone). The event is planned from 1500- 1630. All Students and Faculty will be in attendance. The USAWC Gift Fund, (Dean's Account) will be source of payment on the Contract.

Operation Center, Day 1-4 FFP Operation Center, Day 1-4 in accordance with attached PWS.

The Operations Center facility (square footage shall be at a minimum between 2000 to 3250 square feet). Doors shall have locking capability and five access keys shall be required for Operations Center personnel. It shall be sufficient to accommodate 20-25 persons and include 8 rectangular tables, 8 additional tables for Operations Center Personnel, and 6 rectangular tables for use as an area for the internet cafe with cloths and skirting, 20 stackable chairs, a podium no sound, a television with cable access, for monitoring any security threats in the city, a water point to be refreshed regularly, a small refrigerator,

Baggage Handling: Day 2, 4 FFP Baggage Handling: Day 2, 4 in accordance with attached PWS.

Baggage Storage, Day 2, 4 FFP Baggage Storage, Day 2, 4 in accordance with attached PWS.

The baggage area (square footage shall be a minimum of 1900 square feet) shall be one single location, capable of holding 1,000 pieces of luggage, organized by seminar number and able to be locked for security. Baggage area shall be in close proximity, no more than one (1) floor apart from the Operations Center or located in the Operations Center.

FOB: Destination

NET AMT $

Mail Room Services Day 1, 4

Mail Room Services Day 1, 4 in accordance with attached PWS.

Services for the moving of approximately 4 plastic tough boxes, 4 USAWC Flags and Flag Stand, and 2 NYC maps from the bus or van to the Operations Center on arrival of Day 1. On Day 4 of departure the moving from the Operations Center to the bus for loading 4 plastic tough boxes, 4 USAWC Flags and Flag Stand, and 2 NYC maps.

Single Rooms: Day 1 in accordance with attached PWS.

Single Room double occupancy is defined as a one room (Queen Bed or Larger size) for two people. All rooms must be located at one hotel. See performance work statement for additional information.

Rooms: Days 2-3 x 2 nights

Single Room double occupancy is defined as a one room (Queen Bed or Larger size) for two people. All rooms must be located at one hotel. See performance work statement for additional information.

Suite: Days 2-3 in accordance with attached PWS.

Suite must be available for the Commandant by noon on Day 2.

FOB: Destination

NET AMT $

Ballroom, Day 2 in accordance with attached PWS.

Ballroom must be able to accommodate and estimated number of 700 attendees. The room setup is Theater style for Audience (will need 3 microphones for audience questions) and panelist seating up front facing audience at 1 table (will need 4 microphones on table) and 1 podium with 1 microphone. Ballroom package cost includes (A/V: 1 podium and 8 microphone). The event is planned from 1500- 1630. All Students and Faculty will be in attendance. The USAWC Gift Fund, (Dean's Account) will be source of payment on the Contract.

Operation Center, Day 1-4

Operation Center, Day 1-4 in accordance with attached PWS.

The Operations Center facility (square footage shall be at a minimum between 2000 to 3250 square feet)Doors shall have locking capability and five access keys shall be required for Operations Center personnel. It shall be sufficient to accommodate 20-25 persons and include 8 rectangular tables, 8 additional tables for Operations Center Personnel, and 6 rectangular tables for use as an area for the internet cafe with cloths and skirting, 20 stackable chairs, a podium no sound, a television with cable access, for monitoring any security threats in the city, a water point to be refreshed regularly, a small refrigerator,

Baggage Handling: Day 2, 4

Baggage Handling: Day 2, 4 in accordance with attached PWS.

NET AMT $

Baggage Storage, Day 2, 4

The baggage area (square footage shall be a minimum of 1900 square feet) shall be one single location, capable of holding 1,000 pieces of luggage, organized by seminar number and able to be locked for security. Baggage area shall be in close proximity, no more than one (1) floor apart from the Operations Center or located in the Operations Center.

FOB: Destination

NET AMT $

ITEM NO

Mail Room Services Day 1, 4

Mail Room Service Day 1, 4 in accordance with attached PWS.

INSPECTION AND ACCEPTANCE

Supplies/services will be inspected/accepted at:

(SECTION 4)

PERFORMANCE WORK STATEMENT (PWS)

DESCRIPTION/SPECIFICATIONS

Hotel Accommodations for the US Army War College

Date specified:

Period of Performance: Base: AY21 20-23 Oct 2020

To provide lodging and meeting space for the United States Army War College (USAWC) National Security Staff Ride class trip to be held in Manhattan, New York City in the fall of 2020, 2021, 2022.

Room Type and Quantities.

1. Qualifications.

a. Note 1: Quantities are estimates only. All quotes shall 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 20 percent at any time. The government will only pay for rooms actually used.

Note 2: Prior to award, the USAWC staff will conduct a site visit as a part of the evaluation process.

Note 3: Days 4 considered departure day.

b. The hotel shall be located within the following radius: between Second and Eighth Avenues East and West, and between 34th and 54th Streets, North and South, and shall be within a reasonable walking distance of a subway entrance, no more than 1 mile.

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

d. Rooms shall have central or individual climate control units for air conditioning/heating throughout (no window fans).

e. Each room shall have a private bath or shower.

f. Each room shall have a television.

g. Rooms shall 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.

h. Note: Single room double occupancy is defined as a one room (Queen bed or larger size) for two people.

i. The suite keys shall be available for the Commandant by 12:00 p.m., Day 2.

j. Ballroom: shall be used to provide an Academic Panel presentation to USAWC personnel coincident with travel to New York. Ballroom shall be able to accommodate an estimated number of 700 attendees. The room setup is Theater style for Audience (will need 3 microphones for audience questions) and panelist seating up front facing audience at 1 table (will need 4 microphones on table) and 1 podium with 1 microphone. Ballroom package cost includes (A/V: 1 Podium and 8 microphone). The Speakers will need access to a sound system during the Academic Panel. The event is planned for a two hour event on Day 2 between hours of 1500-1700. All Students and Faculty will be in attendance. The USAWC Gift Fund, Dean’s Account will be source of payment on the Contract.

k. Operations Center: The Operations Center facility (square footage shall be at a minimum between 2000 to 3250 square feet). A 3250 square foot area would allow luggage holding area to be co-located in operations center. The Operations Center shall be no more than 2 floors from the hotel lobby and easily accessible to USAWC trip personnel. Operations Center shall be set up and available no later than noon on Day 1 and be utilized through 9:00 p.m. on Day 4. Doors shall have locking capability and five access keys shall be required for Operations Center personnel. It shall be sufficient to accommodate 20-25 persons and include 8 rectangular tables, 8 additional tables for Operations Center Personnel, and 6 rectangular tables for use as an area for the internet cafe with cloths and skirting, 20 stackable chairs, a podium no sound, a television with cable access, for monitoring any security threats in the city, a water point to be refreshed regularly, a small refrigerator, one landline telephone to allow participants to call in case of emergency (no outgoing calls), high speed internet capability 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 shall be 1.5 megabytes or larger (this shall be for the office staff), Wi-Fi for 5 laptops (this shall be for the internet café).

Note: If space allows, the Operations Center and Baggage Area can be located in the same area.

l. Baggage Area: The baggage area (square footage shall be a minimum of 1900 square feet) shall be one single location, capable of holding 1,000 pieces of luggage, organized by seminar number and able to be locked for security. Baggage area shall be in close proximity, no more than one (1) floor apart from the Operations Center or located in the Operations Center.

m. The hotel property and all rooms shall have operating security devices and/or locks. Hotel security procedures and methods shall be discussed with the government security representative.

n. Hotel shall have a bus unloading and loading capability for 12 buses arriving and departing in waves of 3 within a two-hour time frame.

o. Hotel shall have a dining facility capable of serving 100 to 150 people simultaneously. Capability to serve 100 to 150 people is not to be construed as a government commitment to utilize the dining facility.

2. Tasks.

a. Baggage Handling: The contractor shall provide baggage handling service in (approximately 1,000 large bags) and out (approximately 1,000 large bags) of the hotel for an approximate total of 1,000 pieces of luggage for those days. Payment will be based on the unit price times the actual count as determined jointly by the USAWC and the hotel staff.

b. Baggage Area: On arrival day (Day 2) of the main party, available from 10:00am till 6:00pm and departure day (Day 4) from 0730 till final departure, for a total of approximately 1,000 pieces of luggage, which shall be tagged by name and seminar number. The baggage area shall be capable of being secured by lock and key, with access restricted from the public. Hotel personnel shall assist in unloading buses on arrival day and shall move the luggage to the baggage area. On departure day, hotel staff shall move large luggage from the baggage area to the bus loading area and assist with the loading of buses. All remaining luggage or carry-on items shall be handled by trip participants.

c. Mail Room Services, which are services for the moving of approximately 4 plastic tough boxes, 4 USAWC Flags and Flag Stand, and 2 NYC maps from the bus or van to the Operations Center on arrival of Day 1. On Day 4 of departure the moving from the Operations Center to the bus for loading 4 plastic tough boxes, 4 USAWC Flags and Flag Stand, and 2 NYC maps.

d. Quantity of Rooms for 1st day arrival for staff and operations personnel is 50 rooms. For each remaining days a total of 460 rooms shall be required, except for departure day 4.

e. Hotel security procedures and methods shall be discussed with the government security representative as necessary. See para. 2n for additional security/safety requirements.

f. The USAWC representative will provide the contractor a rooming list 1 month prior to arrival of the main party and such list will be updated as necessary.

g. The hotel shall provide room keys (two per room) in appropriate envelopes as follows: Day 1: Advance Party Group - no later than 12:00 p.m. Day 2: To the USAWC representative for the main party, starting 3:00 p.m. and no later than 4:00 pm. An alphabetical master roster of the USAWC room numbers shall be provided to the USAWC Contracting Officer’s Representative (COR) by 10:00 a.m. (Day 2) for the Advance Party Group, and by 10:00 a.m. (Days 3 and 4) provide room numbers for the main party.

h. The contractor shall arrange a meeting with the hotel staff and the USAWC representative three (3) months prior and one (1) month prior, if necessary, to the scheduled arrival of the main party. These meetings are to coordinate the details of the contract. A meeting shall also be scheduled for the afternoon of Day 1 between the hotel staff and USAWC representatives for final coordination.

i. Inspection of rooms and facilities may be conducted by the Contracting Officer or representative prior to award of contract.

j. The contractor shall provide conveniently located ice stations during the stay of the Army War College guests. Each room shall have an ice bucket available.

k. Hotel shall ensure parking is available for bus unloading and loading capability for 12 buses arriving and departing in waves of 3 within a two-hour time frame. The hotel shall ensure parking is available as follows: (1) Day 1: 2 buses for unloading luggage and passengers (1st bus arriving o/a 12:00 p.m., 2nd bus arriving o/a 4:00 p.m.); (2) Day 2: 12 buses, arriving in waves of three to unload luggage and passengers; (3) Day 4: 13 buses arriving in waves of two to load luggage and passengers.

l. Hotel shall provide USAWC representative: By 1000 am, Day 4 (departure day), a final by-room incidental charge balance sheet for USAWC personnel; a final cost figure on luggage handling for the trip (incoming and outgoing); and any other miscellaneous USAWC charges.

m. Security Considerations:

1. Hotel security procedures and methods shall be discussed with the government security representative as necessary. Hotel security shall provide assistance during unloading and loading of buses to ensure the curb site is kept clear of local delivery traffic and baggage is secure during loading and unloading.

1. The hotel's designated Security Manager shall cooperate with USAWC personnel 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.

1. Operations security shall be performed by hotel staff. This means that the hotel staff shall 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 shall 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.

n. 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.

(SECTION 5)

SOLICITATION PROVISIONS AND CONTRACT CLAUSES

The following FAR and DFARS clauses and provisions apply to this acquisition.

CLAUSES INCORPORATED BY REFERENCE

52.203-6

Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 4707 and 10 U.S.C. 2402)

SEP 2006

OCT 2010

Requirement To Inform Employees of Whistleblower Rights

APR 2014

52.204-4

52.204-10

52.204-19

52.209-6

52.209-10

Printed or Copied Double-Sided on Postconsumer Fiber Content Paper Reporting Executive Compensation and First-Tier Subcontract Awards Incorporation by Reference of Representations and Certifications Protecting the Governments Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment Prohibition on Contracting with Inverted Domestic Corporations

MAY 2011

OCT 2018

DEC 2014

OCT 2015

NOV 2015

52.212-4 52.219-6 52.219-8 52.222-3 52.222-19 52.222-21 52.222-26 52.222-35 52.222-36

52.222-37 52.222-40

52.222-50 52.223-18

52.225-13 52.225-25 Contract Terms and Conditions--Commercial Items Small Business Concerns Notice of Total Small Business Set-Aside Utilization of Small Business Concerns Convict Labor Child Labor Prohibition of Segregated Facilities Equal Opportunity Equal Opportunity for Veterans Equal Opportunity for Workers with Disabilities Employment Reports on Veterans Notification of Employee Rights Under the National Labor Relations Act Combating Trafficking in Persons Encouraging Contractor Policies to Ban Text Messaging While Driving Restriction on Certain Foreign Purchases Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran

OCT 2018

JAN 2019

OCT 2018

JUN 2003

JAN 2018

APR 2015

SEP 2016

OCT 2015

JUL 2014

FEB 2016

DEC 2010

JAN 2019

AUG 2011

JUN 2008

AUG 2018

52.232-39 52.232-40

52.233-2 52.233-3 52.233-4 52.242-1 Unenforceability of Unauthorized Obligations Providing Accelerated Payments to Small Business Subcontractors Service of Protest Protest After Award Applicable Law for Breach of Contract Claim Notice of Intent to Disallow Costs

JUN 2013

DEC 2013

SEP 2006

AUG 1996

OCT 2014

APR 1984

JUL 1995

DEC 1991

SEP 2011

252.203-7002

252.203-7005

252.204-7003 252.204-7008

252.204-7012

252.204-7015

252.209-7004

252.213-7000

252.232-7003

252.225-7012 Requirement to Inform Employees of Whistleblower Rights Representation Relating to Compensation of Former DoD Officials Control of Government Personnel Work Product Compliance with Safeguarding Covered Defense Information Controls Safeguarding Covered Defense Information and Cyber Incident Reporting Notice of Authorized Disclosure of Information for Litigation Support Subcontracting with Firms that are Owned or Controlled by the Government of a Country that is a State Sponsor of Terrorism Notice to Prospective Suppliers on Use of Past Performance Info Retrieval Sys Electronic Submission of Payment Requests and Receiving Reports Preference for Certain Domestic Commodities

SEP 2013

NOV 2011

APR 1992

OCT 2016

OCT 2016

MAY 2016

MAY 2019

MAR 2018

DEC 2018

DEC 2017

252.232-7010

Levies on Contract Payments

DEC 2006

252.243-7002 252.244-7000 252.247-7023 Requests for Equitable Adjustment Subcontracts for Commercial Items Transportation of Supplies by Sea

DEC 2012

JUN 2013

APR 2014

The following additional clauses/provisions apply:

CLAUSES INCORPORATED BY FULL TEXT

52.212-3: Offeror Representations and Certifications -- Commercial Items (OCT 2018) The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u)) of this provision.

(a) Definitions. As used in this provision-- “Economically disadvantaged women-owned small business (EDWOSB) concern” means a small business concern that is at least 51 percent directly and unconditionally owned by, and the management and daily business operations of which are controlled by, one or more women who are citizens of the United States and who are economically disadvantaged in accordance with 13 CFR part 127. It automatically qualifies as a women-owned small business eligible under the WOSB Program.

“Forced or indentured child labor” means all work or service—

(6) Exacted from any person under the age of 18 under the menace of any penalty for its nonperformance and for which the worker does not offer himself voluntarily; or

(7) Performed by any person under the age of 18 pursuant to a contract the enforcement of which can be accomplished by process or penalties.

“Highest-level owner” means the entity that owns or controls an immediate owner of the offeror, or that owns or controls one or more entities that control an immediate owner of the offeror. No entity owns or exercises control of the highest level owner.

“Immediate owner” means an entity, other than the offeror, that has direct control of the offeror. Indicators of control include, but are not limited to, one or more of the following: Ownership or interlocking management, identity of interests among family members, shared facilities and equipment, and the common use of employees.

“Inverted domestic corporation,” means a foreign incorporated entity that meets the definition of an inverted domestic corporation under 6 U.S.C. 395(b), applied in accordance with the rules and definitions of 6 U.S.C. 395(c).

“Manufactured end product” means any end product in product and service codes (PSCs) 1000-9999, except—

(1) PSC 5510, Lumber and Related Basic Wood Materials;

(2) Product or Service Group (PSG) 87, Agricultural Supplies;

(3) PSG 88, Live Animals;

(4) PSG 89, Subsistence;

(5) PSC 9410, Crude Grades of Plant Materials;

(6) PSC 9430, Miscellaneous Crude Animal Products, Inedible;

(7) PSC 9440, Miscellaneous Crude Agricultural and Forestry Products;

(8) PSC 9610, Ores;

(9) PSC 9620, Minerals, Natural and Synthetic; and

(10) PSC 9630, Additive Metal Materials.

“Place of manufacture” means the place where an end product is assembled out of components, or otherwise made or processed from raw materials into the finished product that is to be provided to the Government.