52.212-1 52.212-2_WDC Lodging AY27-29.docx

ADDENDUM TO 52.212-1

INSTRUCTIONS TO QUOTERS – COMMERCIAL ITEMS

Important Items:

Contract Specialist: Jennifer Wohlford – jennifer.a.wohlford.civ@army.mil Contracting Officer: William Byrne, william.a.byrne.civ@army.mil

A) Instructions to Quoters.

Quotes shall be submitted via email to Contract and Contracting Officer prior to the deadline posted on RFQ. No other government employees shall be included on the quote email. To do so could endanger the impartiality of the evaluations process, and result in the quote being declared non-compliant.

Contractors shall confirm receipt of all quote submittals. Upon receipt of electronic submissions, the Contract Specialist will acknowledge the quotes were received with a confirmation email; however, time is based on actual quote receipt not on confirmation email. It is the responsibility of the quoter to ensure electronic submissions were properly sent and a confirmation email is received.

Electronic submissions via email is the only acceptable form of quote submission. Faxed submissions will not be accepted.

The sole point of contact responsible for supplying additional information and answering all inquiries is the Contract Specialist. Address all questions or concerns the quoter may have to the points of contact listed in A(1). All questions regarding this solicitation shall be submitted in writing via email (no phone calls shall be accepted). Questions received after this time may not receive responses.

B) 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). Quotes will be evaluated using the criteria under FAR Clause 52.212-2 (Evaluation-Commercial Items) with Addendum (below).

(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 Performance Work Statement (PWS), and contract type. Non-concurrence with any portion of the terms and conditions, PWS, or contract type must be clearly stated in the submission package. CLIN structure changes may be permissible at the discretion of the Government.

(3) Instructions outlined in the 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, 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 Contract Specialist and Contracting Officer in writing with supporting rationale.

(5) In accordance with FAR Subpart 4.101 (Contract Files), the Government will retain all unsuccessful quotes.

(6) A vendor may submit multiple candidates/teams, but each must be submitted on separate quotes, complete with Volumes 1-4, even if information is identical. These shall be sent by separate emails.

a) Offers are limited to a single individual or a team of up to two (2). When submitting a team, vendors should keep in mind that each member shall meet the minimum qualifications for this requirement.

C) Quote Preparation Instructions

(1) Quoters are required to submit a completed solicitation (including acknowledgment of all Amendments). Failure to follow the Quote Preparation Instructions may cause your quote to be deemed non-compliant by the Government.

(2) Offeror’s Quote shall consist of three (3) separate volumes. General, Technical/ Past Performance, and Price.

(3) File names will be named in the following naming convention format

a) “Company Name – Vol #” for the first submission

b) “Company Name – Vol # – Revision X” with X indicating the number of the revision.

D) Quote Submission Format and Content

(1) Quote Format. The four volumes shall be in the following format:

a) The vendor’s name and SAM Unique Entity Identifier (UEI) shall be located on one of the first two pages of each file.

b) Text shall be single spaced and black text on white paper without watermarks (Black and white requirement does not apply to graphics, photos, etc., Company stationery and logos are acceptable).

c) Printing shall be easily readable (12-pitch type or 10-point proportional spacing.)

d) Pages shall be numbered.

e) Cross references should be utilized to preclude unnecessary duplication of data between sections.

f) Digital copies shall be provided in Microsoft Word, PowerPoint, and/or Excel format.

g) Excel workbooks/spreadsheets shall comply with the allowable page size requirement; formulas shall be unlocked.

(2) Page limits are as follows:

(3) Quote Limitation. The quote shall not exceed the limits stated above. If the page limits are exceeded, the pages in excess of the limit will not be read or considered for evaluation purposes. The Government will not accept any changes to the contractor’s offer after the closing date of the solicitation.

(4) If discussions become necessary, page limitations may be placed on responses to Evaluation Notice (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the Offerors.

(5) Page Limit Includes: All appendices, charts, graphs, diagrams, tables, photographs, drawings, resumes, etc.

(6) What Counts as A page? A page shall be:

a) An 8 ½ X 11” sheet of paper.

b) Single side

c) Letter size and spacing requirements for illustrations and tables can be at the discretion of the Offeror but must be easily readable.

d) Any foldouts exceeding the size identified as what is to be considered a page, will be counted as the appropriate number of pages based on an 8 ½ X 11” sheet of paper.

e) Use at least 1-inch margins on the top and bottom and 3/4-inch side margins.

(7) The Contractor shall number each page to eliminate any confusion and fold outs shall not be counted, by the contractor, as 1 page. In the event the contractor creates an ambiguity in their numbering of pages, the Government may exercise its own discretion in counting pages.

VOLUME 1 – GENERAL

E) Volume 1: General

(1) The General section shall include all other information to include acknowledgement(s) and signed Amendment(s), Representation & Certifications, Exceptions, and any other information not applicable to Volumes 2 through 4. This shall include the SAM Unique Entity Identifier (UEI) that you are submitting your offer under. The Government cannot award a contract without an active UEI from SAM.gov- if your registration is pending, please provide date of submission and the status of your application.

VOLUME 2 – TECHNICAL

F) Factor 1: Technical/Past Performance

(1) The Technical Volume shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims in the Quote. Legibility, clarity and coherence are very important. Quoters shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the quotation.

(2) The Technical submission will be evaluated against the Technical Factors of this solicitation. The Government will base its evaluation on the information presented in the Technical submission. Contractors shall detail all their experience and capabilities.

(3) The Technical submission should be prepared in a format consistent with the PWS and the evaluation criteria set forth in this solicitation. The Technical submission should be sufficiently specific, detailed, and complete to clearly and fully demonstrate understanding of the proposed work and the goals of the PWS.

(4) Past Performance: Past Performance will be evaluated to ensure that offerors maintain PWS requirement of being rated a 3- star hotel.

VOLUME 4 – PRICING

G) Factor 3: Price

(1) Price shall be evaluated using price analysis techniques in accordance with FAR 12.204. Price will not be evaluated for quoters with a technically unacceptable rating.

(2) Unless indicated otherwise, all lines shall be quoted for, including all option years, as is required to facilitate FAR Clause 52.217-5. Failure to do so will be cause for the quote to be declared non-compliant without discussions. Pricing shall be provided on the provided Excel spreadsheet template.

(End of 52.212-1 addendum, please continue to 52.212-2)

ADDENDUM TO 52.212-2

EVALUATION – COMMERCIAL ITEMS (Oct 2014)

EVALUATION FACTORS FOR AWARD

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

Factor 1: Technical Factor 2: Past Performance Factor 3: Price

Factor 1 – Technical Capability - The Technical evaluation will evaluate the product’s consistency with the requirements stated in the PWS.

The quotes will be evaluated under three (3) evaluation factors:

Technical Acceptability Past Performance Price

The quote submission will be evaluated under these three evaluation factors. Technical and Past Performance Factors are approximately of equal importance. All Technical Subfactors are approximately of equal importance. All evaluation factors other than cost or price, when combined, are more important than cost or price.

Preference may be given by number of rooms quoted and/or total price. Technical Acceptability will be judged according to the following subfactors:

1. 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.

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

3. 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.

4. 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.

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

6. Single rooms will have one King or Queen bed.

7. Double rooms are defined as a single room with double occupancy, defined as a one room with (two Queen beds, no pull out couch, no cots).

8. 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.

9. 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 One telephone line (one telephone used only for Security or threat issue in the city) High speed internet connection for up to 14 devices 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 Mbps or larger (this will be for the office staff).

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

10. Hotel shall have in-ground parking or adjacent facilities. The hotel must ensure parking and space for loading/unloading of vehicles is available for the following:

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

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

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

11. Baggage Area: The baggage area (square footage should be a minimum of 1,900 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 (departure day).

Technical will be rated according to Pass/Fail.

Factor 2 - Past Performance - The Government will use data provided in the quote and may use data obtained from other sources, such as the Past Performance Information Retrieval System (PPIRS) or similar systems and State Department Watch Lists to ensure Past Performance meets the criteria of hotel 3- star performance as referenced in the solicitation.

Factor 3 – Price - Price will not be scored or rated. Evaluation of price will be performed using one or more of the price analysis techniques in FAR 12.204. Through these techniques the Government will determine whether prices are reasonable, complete, and balanced. Unless indicated otherwise, all lines shall be quoted on.

Unbalanced Pricing may be evaluated in accordance with FAR 12.204, as applicable, to assess potential performance risk which could result in unreasonably high prices.

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.

Completeness/Accuracy. The offeror’s quote is in compliance with the Price Volume instructions in the RFQ if all line items are addressed.