Yellow Ribbon Conference and Lodging
This is a combined synopsis/solicitation for commercial items provided in accordance with the format in FAR Subparts 12.6 and 13.5 as supplemented with additional information included in this notice. Solicitation W912LN-19-Q-0017 is issued as a Request for Quotes (RFQ) and incorporates provisions and clauses in affect through Federal Acquisition Circular 2005-81.
The Vermont Army National Guard USPFO, VT-PFO-PC, has a requirement for lodging rooms, event facilities (conference rooms, exhibit area, and child care space), and food and beverages for up to 160 children and adults over the course of a weekend (Friday night, all day Saturday, Saturday night, and half day Sunday) in August or September 2019. Vendor must be able to provide 80 rooms with at least 2 double or queen beds, one conference room capable of seating 160 people at tables, three break-out rooms each capable of seating 65 participants at tables, an open exhibit area capable of accommodating 20 8-foot tables with 2 chairs, and a child care space capable of accommodating up to 20 children. Further details regarding dates and requirements are set forth in the Performance Work Statement, which is incorporated by reference.
The Period of Performance will be Friday night, all day Saturday, Saturday night, and half day Sunday of one of the following weekends: August 2-4, August 9-11, August 16-18, August 23-25, September 6-8, September 13-15, September 20-22, or September 27-29 2019. Offerors must indicate which weekend(s) they are offering to provide services.
Questions concerning this solicitation must be submitted NLT 14 June 2019 at 1:00 p.m. EST.
The NAICS code and small business size standard for this procurement are 721110 and $32.5 M respectively. Contractors must state in their quotes their business size for this NAICS code.
The requirements are specified in RFQ W912LN-19-Q-0017. Offers must be sent in writing to kathleen.b.oneill.civ@mail.mil or by fax to (802) 338-3184 not later than 2:00 p.m. eastern standard time, 8 July 2019. Award will be made on or about 12 July 2018.
Contractors must be registered in the System for Award Management (SAM) prior to receiving any contract award. Contractors can register in SAM via the Internet at https://www.sam.gov/.
The government will award a Firm Fixed Price contract resulting from this solicitation to a responsible vendor whose quote conforms to this solicitation and is considered most advantageous to the Government. Which quote is most advantageous to the Government will be determined based on the following evaluation factors: price, technical, and past performance. The technical factor will be evaluated in terms of how well the offeror's quote addresses the requirements as set forth in the Performance Work Statement (PWS). Past performance will be evaluated based on a minimum of three references provided by the contractor, which will be checked by the VT-PFO-PC. References must be for provision of similar services and within the last three years.
All quotes will be evaluated to determine whether the offeror's methods and approach have adequately and completely considered, defined, and satisfied the requirements specified in the PWS. Quotes also will be evaluated to determine the extent to which the proposed approach is workable and the end results achievable.
Quotes should use the following structure for pricing:
ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT
0001 General Session Conference Room - All day Saturday, Sunday until noon (capable of seating up to 160 people, at rectangular tables) 1 Each
0002 Breakout Session Rooms (capable of seating up to 65 people each, at rectangular tables) 3 Each
0003 Exhibit area (capable of accommodating 20 8-foot tables with two chairs per table) 1 Each
0004 Child Care Space (capable of accommodating up to 20 children, furnished as described in PWS) 1 Each
0005 Lodging Rooms for Friday night (minimum of 2 full or queen-sized beds) 80 Each
0006 Lodging Rooms for Saturday night(minimum of 2 full or queen-sized beds)
80 Each
0007 Morning Meal for Saturday 160 Each
0008 Mid-Day Meal for Saturday 160 Each
0009 Evening Meal for Saturday 160 Each
0010 Morning Meal for Sunday 160 Each
0011 Manpower Reporting in Contractor Manpower Reporting Application at www.ecmra.mil
1 Job
Quotes must contain the following clearly labeled sections: (1) Technical Information (2) Past Performance References, (3) Price, and (4) Offer/Award Documents and Certifications and Representations. Content responsive to each section should be confined to the relevant section, not duplicated in multiple sections. Only sufficient information to permit a complete and accurate evaluation of the proposal should be included.
Because award will be made based on best overall value to the government, not on price alone, it is important that quotes describe how the contractor proposes to meet the requirements of the PWS, not just a price without a description of the offeror's facilities or the programming offered.
All responsible sources may submit an offer which, if received in a timely manner, will be considered.
The Government intends to evaluate offers and award a contract without discussions. Therefore the offeror's initial quote should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to seek clarification or to conduct discussions if later determined by the Contracting Officer to be necessary. The government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.
A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
Funds are not presently available for this acquisition. No contract award will be made until appropriated funds are made available. The solicitation will be amended upon receipt of funds.
Kathleen ONeill, Contract Specialist, Phone 8023383180, Email kathleen.b.oneill.civ@mail.mil
