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Lodging for Clearwater


Kentucky, United States
Government : Military
RFP
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MICC-FORT KNOX MISSION DIVISION

COMBINED SYNOPSIS/SOLICITATION


1. This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR 12.6, "Streamlined Procedures for Evaluation and Solicitation for Commercial Items," as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued.


2. Solicitation number W9124D-18-Q-6124 is issued as a Request for Quotation (RFQ). If appearing in this solicitation, the terms "RFP" shall mean "RFQ", the words "proposal" or "offer" shall mean "quote", the word "offeror" shall mean "quoter" and the word "contract" shall mean "purchase order".


3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular {2005-95, effective 19 January 2017}. See http://farsite.hill.af.mil/vffara.htm for this information.


4. The associated NAICS code is 721110 and the size standard of $32.5M.


5. The list of Contract Line Item Number(s):


The italic text will be replaced with the physical address of the awarded hotel upon award.
Line Item Description Quantity Unit Price Total Price
0001 Provide lodging consisting of Twenty-seven (27) double occupancy hotel rooms at a hotel that is 10 miles of 16100 Fairchild Drive, Clearwater, FL 33762. Rooms will be available for check in on 5 January 2018 and guests will stay until check out on 7 January 2018. (Two nights) (2*27)=54


0002 Provide lodging consisting of Twenty-seven (27) double occupancy hotel rooms at a hotel that is 10 miles of 16100 Fairchild Drive, Clearwater, FL 33762. . Rooms will be available for check in on 8 February 2018 and guests will stay until check out on 11 February 2018. (three nights) (3*27)=81


0003 Provide lodging consisting of Twenty-seven (27) double occupancy hotel rooms at a hotel that is 10 miles of 16100 Fairchild Drive, Clearwater, FL 33762. Rooms will be available for check in on 1 March 2018 and guests will stay until check out on 4 March 2018. (Three nights) (3*27)=81


0004 Provide lodging consisting of Twenty-seven (27) double occupancy hotel rooms at a hotel that is 10 miles of 16100 Fairchild Drive, Clearwater, FL 33762. . Rooms will be available for check in on 13 April 2018 and guests will stay until check out on 15 March 2018. (Two nights) (2*27)=54


0005 Provide lodging consisting of Twenty-seven (27) double occupancy hotel rooms at a hotel that is 10 miles of 16100 Fairchild Drive, Clearwater, FL 33762. . Rooms will be available for check in on 4 May 2018 and guests will stay until check out on 9 April 2018. (Three nights) (2*27)=54


0006 Provide lodging consisting of Twenty-seven (27) double occupancy hotel rooms at a hotel that is 10 miles of 16100 Fairchild Drive, Clearwater, FL 33762. . Rooms will be available for check in on 4 May 2018 and guests will stay until check out on 6 May 2018. (Two nights) (2*27)=54


0007 Provide lodging consisting of Twenty-seven (27) double occupancy hotel rooms at a hotel that is 10 miles of 16100 Fairchild Drive, Clearwater, FL 33762. . Rooms will be available for check in on 20 July 2018 and guests will stay until check out on 23 July 2018. (Three nights) (3*27)=81


6. The description of the requirement is included Performance Work Statement contained herein.


7. Date and place of performance:


CLINS Dates Hotel location shall be within 10 miles of 16100 Fairchild Drive, Clearwater, FL 33762 (Pinellas County). The distance will be measured by utilizing Google Maps (https://www.google.com/maps).


0001 January 5-7, 2018
0002 February 8-11, 2018
0003 March 1-4, 2018
0004 April 13-15, 2018
0005 May4-6, 2018
0006 June 22-24, 2018
0007 July 20-23, 2018

TOTAL 17 nights 27 rooms 459 room nights

8. The required start date 5 January 2018


INSTRUCTIONS TO QUOTERS


Submitting your quote. Quotes shall be submitted via email to the Contracting Officer, Daniel Hereford at daniel.j.hereford.civ@mail.mil and Purchasing Agent Timothy D Pike timothy.d.pike.civ@mail.mil by 0800 am Fort Knox, KY Local Time on Tuesday, 19 December 2017. No other method of submission is acceptable. Attachments are limited to 5 MB per email. Quotes should be in either Adobe or Microsoft Office format. Quoters are advised that the Government may be unable to receive other types of electronic files (e.g., .zip files).


Submission deadline. We will not consider any quote that we receive after the deadline unless we receive it before we issue a purchase order and considering it will not delay our purchase. In case of an emergency that delays our operations and makes submission or receipt of your quote impossible, we will extend the deadline accordingly.


Terms and content of your quote. Your quote must be based on the terms of this RFQ. Government may reject any quote that is not based on these terms in every respect. Your quote must contain all of the information described below and be valid for 30 days.


Small Business Status. In order to submit a quote, you must know whether your company is a small business, this requirement is 100% small business set-aside. The small business size standard that applies to this purchase is stated in paragraph 4 above.


Issuance of purchase order. Your quote should contain your best terms. The Contracting Officer may reject any or all quotes. After the evaluation of quotes, the Contracting Officer may negotiate final terms with one or more quoters of the Government's choice before issuing a purchase order. The Contracting Officer will not negotiate with any quoters other than those of the Government's choice and will not use the formal source selection procedures described in FAR Part 15.


The Contracting Officer may issue a purchase order to other than the quoter with the lowest price. Award will be made in the aggregate to the responsive, responsible offeror submitting a quote that meets the specifications in the statement of work contained herein. Consistent with customary commercial practice, the quotes will be evaluated by hotel rating with Tripadvisor.com, proximity to location, additional benefits (i.e. breakfast, WiFi, Pool) and price. To be eligible for contract award the hotel must have a Tripadvisor.com rating of 3.5 Stars or higher and conform to the room specifications listed on the Statement of Work and provide any applicable subcontracting plan. Failure to submit a price on all items will render the quote non-responsive.


Quotes shall contain the following:


1. Quote Cover Letter that provides your company's Name, Property Name/address, and Point of Contact, phone number, CAGE Code, DUNS Number and tax ID number. In order to be considered for award, all contractors must have active registration in System for Award Management (SAM) website and identified as small business under NAICS code listed in paragraph 4 above.

2. Price Quote that provides a firm-fixed-price quote for the rooms requested in paragraph number 6 and subsequently the Statement of Work (SOW). In addition to an extended price, all quotes must contain a daily rate. All applicable fees and charges must be included in the unit price to include hotel taxes.


3. Technical Quote that confirm that your property meets all of the minimum technical requirements in the Statement of Work. Maximum page length is two pages, with minimum font size of 10 points. At the bottom of the technical quote, explain any exceptions taken to the requirements in this solicitation. Note that exceptions to the RFQ shall render the quote unacceptable to the Government.


4. References to current or former customers who will attest to the quality of your product or service in the within the past three years, including (i) customer name, (ii) customer address, (iii) contract or purchase order numbers, (iv) persons to contact, and (v) telephone numbers.


5. Third Party Vendors Only: Interested venders/properties are under no obligation to submit quotes through any third party. Third parties submitting a quote shall include a fully executed sub-contracting agreement for the proposed property/properties. Agreement shall include both the signature of the third party and the authorized representative of the property. Failure to submit this documentation will result in offeror being determined non-responsive.


Questions. Questions regarding this RFQ shall be submitted in writing by 1100am, 13 December 2017 via e-mail to Daniel Hereford at daniel.j.hereford.civ@mail.mil and Timothy D. Pike at timothy.d.pike.civ@mail.mil . All questions must be submitted in writing.



CLAUSES AND PROVISIONS INCORPORATED BY REFERENCE
52.219-6 Notice of Total Small Business Set-Aside
52.222-41 Service Contract Labor Standards
252.203-7005 Requirements Relating to Compensation of Former DoD Officials
252.204-7004 Alt A System for Awards Management
252.203-7000 Requirements Relating to Compensation of Former DoD
Officials
252.203-7002 Requirement to Inform Employees of Whistleblower Rights
252.204-7003 Control of Government Personnel Work Product
252.232-7003 Electronic Submission of Payment Requests and Receiving Reports
252.232-7010 Levies on Contract Payments
252.244-7000 Subcontracts for Commercial Items
252.247-7023 Transportation of Supplies by Sea

CLAUSES INCORPORATED BY FULL TEXT
252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (MAY 2013)

(a) Definitions. As used in this clause--


Department of Defense Activity Address Code (DoDAAC) is a six position code that uniquely identifies a unit, activity, or organization.

Document type means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

Local processing office (LPO) is the office responsible for payment certification when payment certification is done external to the entitlement system.

(b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall--

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.acquisition.gov ; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this Web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the "Web Based Training" link on the WAWF home page at https://wawf.eb.mil/ .

(e) WAWF methods of document submission. Document submissions may be via Web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order:

(1) Document type. The Contractor shall use the following document type(s).


INVOICE


(2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer.


GOVERNMENT

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table*
Field Name in WAWF Data to be entered in WAWF
Pay Official DoDAAC HQ0490
Issue By DoDAAC W9124D
Admin DoDAAC W9124D
Inspect By DoDAAC W80BSN
Ship To Code N/A
Ship From Code N/A
Mark For Code N/A
Service Approver (DoDAAC) N/A
Service Acceptor (DoDAAC) N/A
Accept at Other DoDAAC N/A
LPO DoDAAC N/A
DCAA Auditor DoDAAC N/A
Other DoDAAC(s) N/A


(4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request.

(5) WAWF email notifications. The Contractor shall enter the email address identified below in the "Send Additional Email Notifications" field of WAWF once a document is submitted in the system.


Inspector/Acceptor: TBD upon award

(g) WAWF point of contact. (1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact.
Contract Administrator: TBD upon award
Contracting Officer: TBD upon award
(2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988.

(End of clause)



Performance Work Statement for the
7-158th Aviation Regiment
LODGING
B and D Co of the 7-158thnd Aviation
SECTION 1
GENERAL


1. Scope of Work. The contractor shall furnish facilities, furniture, equipment, supplies, management, supervision and labor to provide lodging accommodations for A Co 5-159th GSAB. Hotel location must be within 10 miles of 16100 Fairchild Drive, Clearwater, FL 33762 from, 05-07 January, 08-11 February, 01-04 March, 13-15 April, 04-06 May, 22-24 June and 20-23 July with check in and checking out dates on above listed dates. The contractor shall provide services in accordance with the terms, conditions and specifications set forth in this performance work statement.


1.1. The hotel shall be able to provide accommodations for approximately 30 Soldiers per night or approximately 15 double occupancy rooms per night, inclusive of all fees at the prevailing per diem thresholds found at http://www.defensetravel.dod.mil during the training period listed below:

Dates # Nights Rooms Total Room Nights
January 5-7, 2018 2 27 54
February 8-11, 2018 3 27 81
March 1-4, 2018 3 27 81
April 13-15, 2018 2 27 54
May 4-6, 2018 2 27 54
June 22-24, 2018 2 27 54
July 20-23, 2018 3 27 81
TOTAL 17 459


1.2. Parking spaces, when typically provided to other guests, shall be provided for each registered guest on the Company rooming list who arrive in a privately owned vehicle or government owned vehicle.


1.3. Subcontracting. The contractor shall furnish lodging from his/her establishment or at a location specified in the contract. The contractor shall not subcontract to any other establishment or any other location not specified in the contract without prior written approval of the contracting officer. Establishments proposed for subcontracting shall meet all specifications required in the performance of services under the terms of this contract.


1.4. The government will furnish a rooming list for all guest rooms and confirm with the hotel/motel the number of rooms required 10 days prior to arrival.


1.5. Security shall be in accordance with PWS paragraph 5.1.3.


1.6. Liability. Any damages sustained by the contractor due to negligence of government personnel shall be negotiated by the contracting officer who will make the final determination as to whether settlement costs are due.


1.7. Taxes. The government is exempt from paying any sales taxes related to this contract. Tax exemption forms will be provided to the contractor upon request.


1.8. Government Point of Contact (POC). The government POC will be provided upon contract award.


1.9. Quality Assurance. The government POC will monitor the contractor's performance. The contractor shall allow a 5-159 General Support Aviation Battalion Staff Duty Officer (SDO) at the location during the hours of 6:00pm - 7:00am. The SDO will ensure the decorum of all lodged Soldiers. The government POC will provide the name of the SDO 10 days prior to arrival


1.10. Courtesy. The contractor's employees shall be courteous to all persons served under this contract. Courtesy rendered shall be equal to that rendered to other customers of the establishment and equal to that expected of any public lodging facility. Services and consideration provided all guests shall be provided event participants.


SECTION 2
DEFINITIONS


None.


SECTION 3
GOVERNMENT-FURNISHED PROPERTY


A rooming list will be provided to the contractor a minimum of 5 days prior to the start of the event and will be updated as changes occur.


SECTION 4
CONTRACTOR-FURNISHED PROPERTY


The contractor shall furnish facilities, furniture, equipment, supplies, management, and supervision.


SECTION 5
LODGING ROOM SPECIFICATIONS AND TASKS


5.1 Lodging Specifications. The contractor's hotel/motel shall meet the following minimum standards:


5.1.1. Location shall be in a low crime area with https://www.crimereports.com/ located within a 10 miles of 16100 Fairchild Drive, Clearwater, FL 33762.


5.1.2. Shall not be under renovation or remodeling during the time of occupancy.


5.1.3. Security


5.1.3.1. Facility should have a full-time security officer or the hotel manager shall act as the primary POC in fulfilling security requirements.


5.1.3.2. Recorded Closed Circuit Television (CCTV) coverage for all entry/exit points, loading docks and parking areas. CCTV should be monitored 24x7, and recordings to be kept for a minimum of 30 days.


5.1.3.3. Evacuation plan published and exercised.


5.1.3.4. Fire Alarm and Safety. The contractor's facility shall comply with applicable fire and safety codes and regulations.


5.1.3.5. Rooms shall be interior guest room entry only.


5.1.4. The contractor shall provide sleeping facilities that are furnished on the basis of one individual to a bed for double occupancy. Rooms shall have 2 beds (double occupancy). Each room shall contain at a minimum; television with cable access, internet access, iron and ironing board, and alarm clock. A refrigerator and a microwave are also preferred but not required.


5.1.5. The contractor shall provide double set of bath towels, washcloths, hand towels, soap, shower mats, bath mats and any other amenities such as shampoo that is supplied to other hotel guests (for double occupancy) and will change linen on a daily basis if requested.


5.1.6. The contractor shall provide accommodations, services and privileges, normally provided to other guests by the establishment, for lodging. These services may include morning newspaper delivery, snacks and/or coffee in the lobby, etc.


5.1.7. The contractor shall provide a wake-up service to unit participating in the lodging if requested.


5.1.8. The contractor shall clean, vacuum and dust guest rooms and sanitize bathrooms on a daily basis. Clean and sanitized drinking cups/glasses shall be replenished by the contractor and garbage removed from trash cans on a daily basis.


5.1.9 Health/Fitness and Business Services Centers are preferred but not required.


5.1.10 Contractor shall provide complimentary hot breakfast at no cost if normally provided to other hotel guests. Breakfast shall be available each day from 06:00 am -10:00 for Soldiers. It is not mandatory for soldiers to use this hotel for breakfast.


5.2. Fire and Safety. The contractor's facility shall comply with applicable fire and safety codes and regulations.


5.3. Miscellaneous Services. The government will not be responsible for any miscellaneous charges incurred by occupants. The contractor shall explain to all occupants that miscellaneous services are not covered by this contract and are payable by the occupant, such as personal telephone charges, pay-for-view movies, room service, internet service, meals in excess of the contract requirements, and other such services.


5.4. Prohibited Items/Services.


5.4.1. Alcohol. Government personnel will be responsible for paying for any alcohol and other associated fees on an individual basis. The contractor shall not receive reimbursement for any alcohol or bartender services.


5.44. Babysitting services. The contractor shall not arrange for or receive reimbursement for babysitting services.


SECTION 6
REFERENCES


Documents applicable to this performance of work statement are listed below and are mandatory. The contractor shall be obligated to follow those coded as mandatory. These references with any subsequent changes shall be furnished to the contractor. The contractor shall post and update changes to the applicable publication. If any changes become effective during the contract period which effects the requirements of this contract, these changes shall be negotiated with the contractor.


Applicable State Fires and Safety Standards


 


 


Daniel J. Hereford, Contracting Officer , Phone 502-624-5452, Email daniel.j.hereford.civ@mail.mil - Timothy Pike , Purchasing Agent , Phone 502-624-6061, Email timothy.d.pike.civ@mail.mil

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