Yellow Ribbon Event 2015 - Shreveport, LA
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 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 quotes (RFQ) in accordance with FAR Parts 12 & 13. The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-64 Effective on January 17, 2013. Provisions and clauses incorporated by reference has the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulations supplement (DFARS) can be accessed on the internet at http://farsite.hill.af.mil/.
The solicitation W912NR-14-Q-0059 is issued as a Request for Quote. This procurement is UNRESTRICTED. The NAICS code for this acquisition is 721110 - Hotels (except Casino Hotels) and Motels. The small business size standard for this NAICS code is $30 million. The Louisiana National Guard will be awarding a Firm-Fixed Price Contract.
This solicitation is for a firm fixed price contract and will be awarded to the lowest priced technically acceptable. The Louisiana Army National Guard needs a quote for lodging, meals, meeting space and AV equipment for dates below. Our intent is to award 1 contract for 1 event for FY15 Yellow Ribbon Events for pre-deployment, separation, post deployment consolidated events, and Office of Family Programs State Workshop. Numbers are approximate and will be confirmed no later than 30 days of event. However, proposals for individual line items below will be accepted and evaluated.
Due to mission requirements, the dates are not flexible and the location of the hotel must be in Shreveport, Louisiana. The hotel must have an over-flow hotel within walking distance (approximately .25 mile) of the base hotel. This will be a firm fixed priced contract. The contract will be awarded to lowest priced technically acceptable. A site visit to the hotel may be required prior to award. Hotel accommodations must include lodging and meeting spaces to accommodate requirements listed below, meals, AV equipment, parking for guests and charter buses, complimentary internet for all rooms, provide 3:00pm checkout for each event, and must not be located within 1 mile of a casino.
If third party vendors or event planners bid on event, they must be available during the entire timeframe to be physically present at the hotel to manage the contract requirements and handle any problems that may occur at no additional expense to the government or hotel. Additionally they must be willing to attend planning meetings as required at no additional expense to the government or hotel.
Lodging and meal rates must be at or below the per diem rates. To figure out the per diem rates go to http://www.gsa.gov/portal/category/100120.
For quoting this event, be sure to follow the Line Item Structure attached. Also attached is a Quote Submission form which has the line items listed out and the green initiatives requirements. This form must be completed in order to be considered a responsive quote. Please also be sure to submit a sample menu or the meals.
SEE ATTACHED LINE ITEM BREAKDOWN FOR REQUIREMENTS.
The following FAR/DFAR clauses and provisions are applicable to this acquisition:
52.202-1 Definitions JAN 2012
52.203-3 Gratuities APR 1984
52.203-5 Covenant Against Contingent Fees APR 1984
52.203-7 Anti-Kickback Procedures OCT 2010
52.204-7 System for Award Management JUL 2013
52.204-13 System for Award Management Maintenance JUL 2013
52.212-4 Contract Terms and Conditions--Commercial Items FEB 2012
52.216-24 Limitation Of Government Liability APR 1984
52.216-25 Contract Definitization OCT 2010
52.222-3 Convict Labor JUN 2003
52.222-19 Child Labor -- Cooperation with Authorities and Remedies MAR 2012
52.222-21 Prohibition Of Segregated Facilities FEB 1999
52.222-26 Equal Opportunity MAR 2007
52.222-35 Equal Opportunity for Veterans SEP 2010
52.222-36 Affirmative Action For Workers With Disabilities OCT 2010
52.222-37 Employment Reports on Veterans SEP 2010
52.222-50 Combating Trafficking in Persons FEB 2009
52.223-6 Drug-Free Workplace MAY 2001
52.223-18 Encouraging Contractor Policies To Ban Text Messaging While Driving AUG 2011
52.225-13 Restrictions on Certain Foreign Purchases JUN 2008
52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certifications DEC 2012
52.232-1 Payments APR 1984 52.232-18 Availability if Funds APR 1984
52.232-33 Payment by Electronic Funds Transfer-System for Award Management JUL 2013
52.233-1 Disputes JUL 2002
52.233-2 Service Of Protest SEP 2006
52.233-3 Protest After Award AUG 1996
52.233-4 Applicable Law for Breach of Contract Claim OCT 2004
52.243-1 Changes--Fixed Price AUG 1987
52.252-2 Clauses Incorporated By Reference FEB 1998
252.203-7002 Requirement to Inform Employees of Whistleblower Rights JAN 2009
252.232-7003 Electronic Submission of Payment Requests and Receiving Reports JUN 2012
252.232-7006 Wide Area WorkFlow Payment Instructions MAY 2013 Executive Order 13514: Federal Leadership in Environmental, Energy, and Economic Performance (OCT 2009)
To be awarded this contract, the offeror must be registered in the SAM and remain active during period of performance. (https://www.sam.gov/portal/public/SAM/). All vendors MUST have a publicly visible registration in the System for Award Management (SAM). Duns & Bradstreet, CAGE Code & Federal Tax ID numbers MUST be submitted with offer. If you need any additional assistance getting registered, please send me an email and I will send you additional instructions.
All questions, quote submission form, sample menus and hotel information in response to this notice must be submitted by email to [email protected]. All questions must be submitted prior to Friday, 01 August 2014 by 10:00 am CST in order to ensure a response.
Quotes where all of the rooms are at the same location (hotel) will be evaluated first and will be based on lowest priced technically acceptable. If we do not receive adequate quotes that can accommodate all requirements (lodging and meeting spaces), we will then evaluate quotes where the lodging and meeting spaces at two locations and evaluate them based on lowest priced technically acceptable. Due to mission requirements, if two locations are quoted they must be within a quarter mile (.25) and not across any major roads or freeways unless there is a pedestrian walkway. A site visit to the hotel may be conducted prior to award to ensure that the hotel meets the requirements and is technically acceptable. The deadline for quotes is 08 August 2014 by 10:00am CST.
Contracting Office Address: USPFO for Louisiana, 420 F Street, Camp Beauregard, Pineville, LA 71360 Point of Contact(s): MAJ David L. Bourgeois, 318-290-5933 or [email protected].
Line Item #1: Yellow Ribbon Event 10-12 July 2015.
SUBCLIN 01: Lodging: 275 lodging rooms per night for 2 nights (10 & 11 July).
Quantity: 550
Unit of issue: Each
Unit Price: $ _____ (must be at or below the per diem rate)
Line Item Total: $______
SUBCLIN 02: Breakfast buffet for 650 individuals for 11 & 12 July. Menu will include (but not limited to): scramble eggs, bacon and/or sausage, grits, hash browns, sliced fruit, biscuits, jelly/butter, juices and coffee.
Quantity: 1300
Unit of issue: Each
Unit Price: $ _____
Line Item Total: $______
SUBCLIN 03: Lunch Buffet for 650 individuals for 11 & 12 July. Menu will include (but not limited to): main dish with meat, salad, bread, vegetable, starch, dessert, tea, and coffee.
Quantity: 1300
Unit of issue: Each
Unit Price: $ _____
Line Item Total: $______
SUBCLIN 04: Dinner Buffet for 450 individuals for 11 July (with guest speaker). Menu will include (but not limited to): main dish with meat (different from lunch), salad, bread, vegetable, starch, dessert, tea, and coffee.
Quantity: 450
Unit of issue: Each
Unit Price: $ _____
Line Item Total: $______
SUBCLIN 05: Child and Youth Lunch for 50 individuals for 11 & 12 July. Menu will include (but not limited to): main dish with meat, salad, bread, vegetable, starch, dessert, and tea.
Quantity: 100
Unit of issue: Each
Unit Price: $ _____
Line Item Total: $______
SUBCLIN 06: Gratuity for whole weekend.
Quantity: 1
Unit of issue: Each
Unit Percentage: _____
Unit Price: $ _____
Line Item Total: $______
SUBCLIN 07: Meeting Space available from 10-12 July 2015.
a) Hotel must be able to accommodate 3 large ballrooms to be used simultaneously for the entire weekend. Ballroom # 1 for General Sessions and hold 500 people and setup in theater style seating with staging, podium, and microphone in front of audience. (ROOMS CAN NOT BE FLIPPED)
b) Ballroom # 2 for Awards ceremony and setup in 400 theater style seating and be available for use for entire event.
c) Ballroom #3 for dining area with round tables for 10 people at each table for approximately 675 personnel.
d) Lobby or meting area setup exhibition style for approximately 45 vendors.
e) Ten (10) break out rooms:
a. Seven (7) are setup 50 personnel theater style seating with instructor table in front
b. One (1) setup classroom style with table and chairs for approximately 50 personnel
c. One (1) open room approximately 3,000 square feet
d. One (1) open room with tables along walls and table and chairs at entrance to room - approximately 1,000 square feet
f) Four (4) breakout rooms for childcare. Each room will require tables and chairs along the walls and 2 cribs in one of the rooms (to be determined at event)
g) One (1) boardroom for 15 personnel with complementary wireless
h) One (1) boardroom for 10 VIP personnel
Quantity: 1
Unit of issue: Total Cost
Unit Price: $ _____
Line Item Total: $______
SUBCLIN 08: AV Equipment as follows:
a) 2 each - 10 x 15 projector screens running simultaneously with 2 each 2000 Lumen LCD data Projectors, 2 each mixing board, 2 wireless microphones with a 4-port, a podium and setup entire weekend, with IT Support Staff to help operate.
Quantity: 2
Unit of issue: Days
Unit Price: $ _____
Line Item Total: $______
SUBCLIN 09: Internet hard-lines:
a) Hotel will proved two (2) internet hard-line drops for operations on all three days
Quantity: 2
Unit of issue: Each
Unit Price: $ _____
Line Item Total: $______
Quote Submission Form
Vendor Information
Vendor Name: ____________________
Vendor Person to Contact (POC): ______________________
POC Phone number: ______________________________
Cage Code: ______
DUNS Number: _________
Tax ID Number: ___________
For quoting this event, be sure to follow the Line Item Structure listed below. This form must be completed in order to be considered a responsive quote. Please also be sure to submit a sample menu for the meals.
Remember that we are a tax exempt organization and we are not able to pay services fees or gratuity fees. The rates quoted must be at or below the per diem rate without any addition fees. To figure out the per diem rates go to http://www.gsa.gov/portal/category/100120 for lodging and meal allowances. To find the meals breakdown for each meal go to http://www.gsa.gov/portal/content/101518.
Line Item #1:
SUBCLIN 01: __________
SUBCLIN 02: __________
SUBCLIN 03: __________
SUBCLIN 04: __________
SUBCLIN 05: __________
SUBCLIN 06: __________
SUBCLIN 07: __________
SUBCLIN 08: __________
SUBCLIN 09: __________
Line Item Total: $ _____________
Green Initiatives Program
Vendor must have a Green Initiatives program in place and include this information with their proposal. Third party vendors must demonstrate Green Initiatives within your own company as well as the location submitted. Vendor must include use of reusable tableware/utensils/napkins whenever practical. Any disposable tableware used should include a minimum 72% bio-based content.
Vendors offering items with recycled content are preferred in accordance with Executive Order 13514. List all item characteristics and company initiatives supporting environmental protection programs. All responsible quotes will provide answers to the following questions.
ltem(s) made out of recycled content? What percentage?
Water efficient item (if applicable)?
Bio based or Bio preferred item?
Non-Toxic?
Non-Ozone depleting?
Environmentally Preferable Products?
Environmentally Friendly?
Does the vendor Recycle?
Does the company use post-consumer recycled paper?
Does the company print on both sides?
Does the company have a water conservation program?
Does the company use energy efficient light bulbs?
Are the electrical/electronic products Energy Star rated?
Is the company LEED certified (Leadership in Energy and Environmental Design)?
Does the company promote energy conservation? (ex. Turning computers off at night, turning off lights when no one is in the room, etc)
Is the company 14001Environmental Management Standards Certified?
Comments:
DAVID BOURGEOIS, 3182905933
USPFO for Louisiana
