Yellow Ribbon 146th
Yellow Ribbon 146th
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as a request for quotation (RFQ). This synopsis/solicitation is issued for commercial services in accordance with FAR Part 13-Simplified Acquisition Procedures. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-05 effective August 13, 2019, and DPN 20190820 effective August 20, 2019. NAICS 721110,
This acquisition is Full and Open competition. Quotes are due September 27, 2019 at 10:00 am Eastern. Quote pricing, representations and other documentation shall be uploaded to www.fbo.gov. PLEASE UTILIZE THE PACKAGE UPLOAD FEATURE IN ELECTRONIC SUBMISSION/RESPONSES TO SUBMIT RESPONSES. Oral, faxed, emailed, and mailed quotations will not be accepted unless there is a website outage.
Any questions shall be addressed in writing no later than September 20 at 10:00 am Eastern. Submit questions to John Glenn, Contracting Specialist, at email: (john.h.glenn10.civ @mail.mil). All questions and answers will be posted with the synopsis/solicitation at www.FBO.gov.
Funds are not presently available for this acquisition. No contract award will be made until appropriated funds are made available.
Description of requirement: Yellow Ribbon Pre-Deployment Event for 146th ESB
Location: Saint Augustine/Ponte Vedra/Jacksonville FL metropolitan area
Date: 13-15 December 2019
The mission of the Florida Army National Guard Yellow Ribbon Program is to ensure that all deploying Soldiers and their Family Members are aware of benefits, resources, and contacts available to them. The benefits and resources available help them navigate the deployment cycle, especially as they begin their "reintegration" back into their family and community. This is the philosophy of the Yellow Ribbon Program, a legislatively mandated program that helps Service Members and their /families in the National Guard connect with their local support community before, during, and after deployments.
Conference/room requirements for Yellow Ribbon Program Event with an anticipated 1100 adult guests and 150 children in attendance (total guests 1250). The actual event will take place on Saturday, 14 December 2019 starting at approximately 7:00am and continuing all day, ending at approximately 5:00pm. All convention space must be available for exclusive use from 12pm on Friday, 13 December until 7pm Saturday, 14 December. A site visit of offered hotel/conference facilities may be required prior to award of contract.
A. Lodging Requirements: Room price should not exceed government per diem rate and will be inclusive of any surcharges and taxes for rooms designated for Yellow Ribbon staff. Yellow Ribbon staff rooms are self-paying through individual Government Travel Cards (GTCs). A rooming roster will be provided to distinguish between the Yellow Ribbon staff and event attendees.
1. Approximately 10 rooms for two nights, Friday, 13 December 2019 and Saturday, 14 December 2019 for the Yellow Ribbon support staff - self-pay.
2. Approximately 140 rooms for the night of Friday, 13 December 2019 (Yellow Ribbon event attendees), paid through contract.
3. Approximately 240 rooms for the night of Saturday, 14 December 2019 (Yellow Ribbon event attendees), paid through contract.
4. Lodging location needs to have a family friendly environment that will provide Yellow Ribbon attendees an opportunity to learn and take away the most information possible from the event.
5. The Yellow Ribbon Program will submit a roster of names to reserve rooms directly with the hotel under a group reservation code.
6. The deadline for reserving rooms under the reservation code is forty-eight (48) hours prior to scheduled arrival date. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.
7. Cancellation of a reservation must be made twenty-four (48) hours prior to scheduled arrival date. The contractor shall attempt to "sell" any rooms not properly cancelled. If rooms reserved under the block are unable to be "sold", the contractor may invoice the government for those rooms.
8. The federal government will pay for the rooms used by authorized personnel. All incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices, etc., are the responsibility of the individual attendee, and shall be billed to the individual's personal credit card account or deducted from cash provided during check-in. NOTE: If cash or credit card is not available, incidental services shall be blocked for use in the room.
B. Conference Space Fees/Requirements:
1. One meeting room for General Session to hold 1100 people in rounds/banquet style seating with the American flag and State of Florida flag on display at front of the room. Tables set with water pitchers and glasses. Adult lunch to be served in this location. A scaled diagram of the general session set-up must be provided.
2. Three Private Counseling Rooms that is secluded from all other event rooms to accommodate up to 5 people, in a private setting. Comfortable/cozy set-up with table and 5 chairs and/or couch or similar set-up.
3. One large room or area set up as "Information Fair" for resource providers; to include water stations; 30-35 Six (6) foot tables; include skirting and table cloths; two (2) chairs at each table & small trash can.
4. Registration/check-in area - counter space or four (3) six (6') foot tables with 8 chairs & two (2) trash cans with rope stanchions - Available 12:00pm, Friday, 13 December 2019 until 5:00pm, Saturday, 14 December 2019.
5. Two additional rooms for Breakout sessions. Rooms are to be set for 200 & 200 with theatre style seating and water stations with trash cans. Each break-out room will need to accommodate all the seating with a projector and screen. Audio and visual will be provided by the hotel as stated in section D. The break-out rooms can include the general session.
C. Childcare Space Requirements: Three to four rooms large enough to separate age groups (number of rooms or space size may be negotiated to accommodate capacity of 150 children). Children's meals to be served in this location. Must be located within easy access distance to restrooms for child care supervision/escort
1. Six (6) 6' tables (no table cloths)
2. Water stations.
D. Audio/Visual Requirements: Audio/Visual and Technology Requirements: Cost shall be included in the total bill from the venue. Must NOT be a separate bill.
1. One (1) speaking podium in General Session area.
2. One stage - 8' x 8' in General Session; access on and off stage on two sides. If stage is not available, one podium with microphone attached.
3. One 12' Projector Screen with Projector.
4. Audio sound with mixer and microphones (one- lapel and one- hand held). Projectors and screens to accommodate general session as well as the break-out sessions, if break-out sessions are requested.
5. Technician on site for trouble shooting the day before and the day of event. Preferred availability, 3:00pm - 5:00pm, Friday, 13 December 2019, and 6:30am - 4:00pm, Saturday, 14 December 2019.
E. Meal Requirements:
1. Saturday, 14 December 2019.
a. Continental Breakfast - 1250 Guests.
b. Adult Lunch - 1100 buffet lunches which include a hot meal of two meat selections; salad; starch and vegetable; assortment of desserts; sodas; bottled water and iced tea. No box lunches for adults.
c. Children's Lunch - 150 boxed lunches finger sandwiches to include deli meats; vegetable tray (carrots & celery); potato chips; fruit, cookies (no nuts); 2% milk and fruit punch. To be served in the childcare rooms.
F. Parking Requirement: Overnight and daily parking will be included in the contract on the days/nights of 13-15 December 2019.
G. Additional Requirements:
1. Staff office available for the arrival of staff on Friday, 13 December 2019, with a secure storage space with three (3) keys.
2. Convention space pre-function set up 12 hours prior to event; FLARNG POC / Staff walk through (review) with convention staff to allow for changes if necessary.
3. Overnight and daily parking will be included in the contract.
4. Rooms available three (3) days before and after event for any support staff that will require lodging and will be individually paid.
5. Hotel will not be undergoing renovations during conference dates.
6. Room numbers are an estimate; final numbers will be provided 72 hours prior to event.
Other: Contractor shall provide the following miscellaneous items throughout the entire conference period:
1. The contractor agrees to allow the government to provide child care services for the Soldiers' families by separate contract in the child care areas.
2. Contractor shall provide a single point of contact prior to each event for obtaining menus, finalizing meal counts, etc. In addition, contractor shall provide an on-site point of contact during each event. This individual shall have the authority to bind the contractor should changes be required by the contracting officer.
Award will be made on the basis of price in accordance with FAR 13.106-1. Award will be made to the responsible contractor (see FAR Part 9) whose quote represents the lowest overall price on an "all-or-none" basis (see FAR 13.101(b)(1). Contractors must quote all items in the solicitation. The Government intends to evaluate quotes/offers and make award without discussions with offerors (except clarifications as described in FAR 15.306(a)). Therefore, the offeror's initial quote/offer should contain the offeror's best terms from a cost or price standpoint. Do not assume you will have the opportunity to clarify, discuss or revise your quote/offer. Offerors may, at the discretion of the Government, be asked to provide more information and clarification regarding their quote/offer. Request for such information does not constitute discussions. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. The Government intends evaluate quotations and make a single, Firm-Fixed Price award.
Contractor Responsibility
In accordance with FAR Subpart 9.104-1, to be determined responsible, a prospective contractor must -
(a) Have adequate financial resources to perform the contract, or the ability to obtain them (see 9.104-3(a));
(b) Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing commercial and governmental business commitments;
(c) Have a satisfactory performance record (see 9.104-3(b) and Subpart 42.15). A prospective contractor shall not be determined responsible or nonresponsible solely on the basis of a lack of relevant performance history, except as provided in 9.104-2;
(d) Have a satisfactory record of integrity and business ethics (for example, see Subpart 42.15);
(e) Have the necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them (including, as appropriate, such elements as production control procedures, property control systems, quality assurance measures, and safety programs applicable to materials to be produced or services to be performed by the prospective contractor and subcontractors). (See 9.104-3 (a).)
(f) Have the necessary production, construction, and technical equipment and facilities, or the ability to obtain them (see 9.104-3(a)); and
(g) Be otherwise qualified and eligible to receive an award under applicable laws and regulations (see also inverted domestic corporation prohibition at 9.108).
Before making a determination of responsibility, the contracting officer shall possess or obtain information sufficient to be satisfied that a prospective contractor currently meets the applicable standards in 9.104. The offeror must demonstrate responsibility.
(FAR 9.104-3(a)) Ability to obtain resources. Except to the extent that a prospective contractor has sufficient resources or proposes to perform the contract by subcontracting, the contracting officer shall require acceptable evidence of the prospective contractor's ability to obtain required resources (see 9.104-1(a), (e), and (f)). Acceptable evidence normally consists of a commitment or explicit arrangement that will be in existence at the time of contract award, to rent, purchase, or otherwise acquire the needed facilities, equipment, other resources, or personnel. Consideration of a prime contractor's compliance with limitations on subcontracting shall take into account the time period covered by the contract base period or quantities plus option periods or quantities, if such options are considered when evaluating offers for award.
(FAR 9.104-3(b)) Satisfactory performance record. A prospective contractor that is or recently has been seriously deficient in contract performance shall be presumed to be nonresponsible, unless the contracting officer determines that the circumstances were properly beyond the contractor's control, or that the contractor has taken appropriate corrective action. Past failure to apply sufficient tenacity and perseverance to perform acceptably is strong evidence of nonresponsibility. Failure to meet the quality requirements of the contract is a significant factor to consider in determining satisfactory performance. The contracting officer shall consider the number of contracts involved and the extent of deficient performance in each contract when making this determination. If the pending contract requires a subcontracting plan pursuant to Subpart 19.7, The Small Business Subcontracting Program, the contracting officer shall also consider the prospective contractor's compliance with subcontracting plans under recent contracts.
(9.104-3(c)) Affiliated concerns. Affiliated concerns (see "Concern" in 19.001 and "Affiliates" in 19.101) are normally considered separate entities in determining whether the concern that is to perform the contract meets the applicable standards for responsibility. However, the contracting officer shall consider the affiliate's past performance and integrity when they may adversely affect the prospective contractor's responsibility.
9.104-3(d)) Small business concerns. Upon making a determination of nonresponsibility with regard to a small business concern, the contracting officer shall refer the matter to the Small Business Administration, which will decide whether to issue a Certificate of Competency (see Subpart 19.6). A small business that is unable to comply with the limitations on subcontracting at 52.219-14 may be considered nonresponsible.
Quotations
Any response to this synopsis/solicitation will be considered a "quotation". Any reference to "offer", "bid" or similar in this solicitation shall be taken to mean "quotation". Any reference to "offeror, "bidder" or similar in this solicitation shall be taken to mean a company submitting a "quotation".
"Offer" means a response to a solicitation that, if accepted, would bind the offeror to perform the resultant contract. Responses to invitations for bids (sealed bidding) are offers called "bids" or "sealed bids"; responses to requests for proposals (negotiation) are offers called "proposals"; however, responses to requests for quotations (simplified acquisition) are "quotations," not offers.
FAR 13.004 -- Legal Effect of Quotations.
(a) A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier's quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer.
(b) When appropriate, the contracting officer may ask the supplier to indicate acceptance of an order by notification to the Government, preferably in writing, as defined at 2.101. In other circumstances, the supplier may indicate acceptance by furnishing the supplies or services ordered or by proceeding with the work to the point where substantial performance has occurred.
(c) If the Government issues an order resulting from a quotation, the Government may (by written notice to the supplier, at any time before acceptance occurs) withdraw, amend, or cancel its offer. (See 13.302-4 for procedures on termination or cancellation of purchase orders.)
In accordance with FAR 12.603(c)(2)(viii), the provision at 52.212-1, Instructions to Offerors-Commercial, including Class Deviation 2018-O0018, applies to this acquisition, with the following modifications.
(a) SF 1449 is not used for this combined synopsis/solicitation
(c) Contractors may identify the date prices are firm for each specific event listed in the solicitation
(i) Is not applicable
(l) See FAR 13.106-3(d) Request for information, in lieu of provision language
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as is they were given in full text;
52.203-18 - Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements--Representation.
52.204-16 --Commercial and Government Entity Code Reporting
52.204-22 - Alternative Line Item Proposal
FAR 52.209-02 Prohibition on Contracting with Inverted Domestic Corporations-Representation;
FAR 52.212-3 -- Offeror Representations and Certifications -- Commercial Items.Alt 1;
DFARS 252.201-7000 Contracting Officer's Representative.
DFARS 252.203-7005 Representation Relating to Compensation of Former DoD Officials;
DFARS 252.204-7008 (Dev) Compliance with Safeguarding Covered Defense Information Controls;
DFARS 252.204-7011 Alternative Line Item Structure;
DFARS 252.215-7013 Supplies and Services Provided by Nontraditional Defense Contractors;
DFARS 252.225-7031 Secondary Arab Boycott of Israel;
DFARS 252.225-7050 Disclosure of Ownership or Control by the Government of a Country that is a State Sponsor of Terrorism;
FAR 52.252-1 Solicitation Provisions Incorporated by Reference (http://farsite.hill.af.mil).
FAR 52.252.5 Authorized Deviations in Provisions
(a) The use in this solicitation of any Federal Acquisition Regulation (48 CFR Chapter 1) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the provision.
(b) The use in this solicitation of any Defense Federal Acquisition Regulation Supplement (48 CFR Chapter 2) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.
(End of Provision)
DFARS 252.247-7022 Representation of Extent of Transportation by Sea.
(a) The Offeror shall indicate by checking the appropriate blank in paragraph (b) of this provision whether transportation of supplies by sea is anticipated under the resultant contract. The term "supplies" is defined in the Transportation of Supplies by Sea clause of this solicitation.
(b) Representation. The Offeror represents that it-
_____ Does anticipate that supplies will be transported by sea in the performance of any contract or subcontract resulting from this solicitation.
_____ Does not anticipate that supplies will be transported by sea in the performance of any contract or subcontract resulting from this solicitation.
(c) Any contract resulting from this solicitation will include the Transportation of Supplies by Sea clause. If the Offeror represents that it will not use ocean transportation, the resulting contract will also include the Defense FAR Supplement clause at 252.247-7024, Notification of Transportation of Supplies by Sea.
(End of provision)
This solicitation incorporates one or more solicitation clauses by reference, with the same force and effect as is they were given in full text;
FAR 52.203-19 - Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements.
FAR 52.222-40 - Notification of Employee Rights Under the National Labor Relations Act.
FAR 52.222-44 -- Fair Labor Standards Act and Service Contract Labor Standards -- Price Adjustment.
FAR 52.204-9 Personal Identity Verification of Contractor Personnel;
FAR 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards;
FAR 52.212-4 Contract Terms and Conditions - Commercial Items;
FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items, with the following applicable clauses in paragraph (b):
FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment;
FAR 52.209-10 Prohibition on contracting with Inverted Domestic Corporations;
FAR 52.219-6 Notice of Total Small Business Set-Aside (Deviation 2019-O0003)
FAR 52.219-14 Limitations on Subcontracting (Deviation 2019-O0003)
FAR 52.219-28 Post Award Small Business Program Rerepresentation
FAR 52.222-3, Convict Labor;
FAR 52.222-21, Prohibition of Segregated Facilities;
FAR 52.222-26, Equal Opportunity;
FAR 52.222-36 Affirmative Action for Workers with Disabilities,
FAR 52.222-50, Combating Trafficking in Persons;
FAR 52.223-5, Pollution Prevention and Right to Know Information;
FAR 52.223-18, Encouraging Contractor Policy to Ban Text Messaging While Driving;
FAR 52.225-13, Restrictions on Certain Foreign Purchases;
FAR 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration;
FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts;
FAR 32.232-39-Unenforceability of Unauthorized Obligations;
FAR 52.232-40 -- Providing Accelerated Payment to Small Business Subcontractors;
FAR 52.233-3 -- Protest After Award
DFARS 252.203-7000, Requirements Relating to Compensation of Former DoD Officials;
DFARS 252.203-7002 Requirement to Inform Employees of Whistleblower Rights;
DFARS 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting;
DFARS 252.204-7015 Disclosure of Information to Litigation Support Contractors;
DFARS 252.223-7008 Prohibition of Hexavalent Chromium;
DFARS 252.225-7012 Preference for Certain Domestic Commodities.
DFARS 252.225-7048 Export Controlled Items;
DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports;
DFARS 252.237-7010 Prohibition on Interrogation of Detainees by Contractor Personnel;
DFARS 252.243-7002 Requests for Equitable Adjustment.
DFARS 252.244-7000 Subcontracts for Commercial Items;
DFARS 252.247-7023 Transportation of Supplies by Sea
DFARS 252.232-7010 Levies on Contract Payments;
DFARS 252.232-7006 Wide Area Workflow Payment Instructions;
DFARS 252.247-7024 Notification of Transportation of Supplies by Sea
FAR 52.252-6 Authorized Deviations in Clauses
(a) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.
(b) The use in this solicitation or contract of any Defense Federal Acquisition Regulation Supplement (48 CFR 2) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.
Note: The full text of a clause/provision may be accessed electronically at: http://farsite.hill.af.mil.
Notice: Contractor performance may be evaluated in accordance with policy at FAR 42.1502.
Note: Contractor will be required to utilize Wide Area Workflow (WAWF) for electronic submission of payment requests (https://wawf.eb.mil/).
Submittal requirements: Contractors shall submit quotations and information required by the applicable provisions which outline the following:
1. Pricing for each Priced line through FBO;
2. Proposals must also include completed representations and certifications in the provision 52.212-3 Alt. I. If the offeror has completed 52.212-3 Alt I in SAM.gov, include the appropriate certification for NAICS and size standard in this solicitation.
By submitting a quote, the offeror makes the following representations:
FAR 52.209-02 Prohibition on Contracting with Inverted Domestic Corporations-Representation;
DFARS 252.203-7005 Representation Relating to Compensation of Former DoD Officials;
52.203-18 - Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements--Representation. (required if not included in 52.212-3 Alt I in SAM);
DFARS 252.225-7031 Secondary Arab Boycott of Israel;
In addition to the above
Complete the following and submit with quotation:
The offeror shall complete only paragraphs (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) Web site accessed through http://www.sam.gov/portal. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (r) of this provision.
Ensure the version of provision in SAM included paragraphs (h) and (q) or include with quote.
If not on SAM.gov, submit a completed copy.
52.212-3 Alt 1
(b)
(1) Annual Representations and Certifications. Any changes provided by the offeror in paragraph (b)(2) of this provision do not automatically change the representations and certifications posted on the SAM website.
(2) The offeror has completed the annual representations and certifications electronically via the SAM website accessed through https://www.acquisition.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representation and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ____________. [Offeror to identify the applicable paragraphs at (c) through (r) of this provision that the offeror has completed for the purposes of this solicitation only, if any. These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and complete as of the date of this offer. Any changes provided by the offeror are applicable to this solicitation only, and do not result in an update to the representations and certifications posted electronically on SAM.]
John Glenn, Contract Specialist, Phone 904-823-0552, Email JOHN.H.GLENN10.CIV@MAIL.MIL
