This is a RFQ for Procurement Event Spave for the 2020 PUBLIC NOTICE DEPARTMENT OF HOMELAND SECURITY REQUEST FOR QUOTATION NO. 70RDAD20Q00000045 For Facility Requirement for the “2020 OCPO Symposium” This is a public notice in accordance with the Federal Acquisition Regulation 5.10l(a)(2) - Methods of dissemination information. All responsible sources may submit a response which, if timely received, must be considered by the Agency. Request for Quotation NO. 70RDAD20Q00000045 closes on Tuesday, March 31, 2020 at 1600 hrs. Eastern Time. All responses shall be in adherence to the attached Combined Synopsis/Solicitation. Combined Synopsis/Solicitation Description: (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12.6 and 13.106, 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. The Government intends to award a Firm Fixed Price contract under the Simplified Acquisition Procedures using FAR Part 13. (ii) The solicitation reference number is 70RDAD20Q00000045. This requirement is issued as a Request for Quotation (RFQ). (iii) This RFQ and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2020-05. (iv) This solicitation is NOT set aside for small business. The associated North American Industry Classification system (NAICS) code is 531120 Meeting hall and room rental or leasing the small Business size stand is $27,599,999.00. (v) The Contract Line Item Numbers, Items, Quantities, and Units of Measure (including options) are listed in the Standard Form (SF) 18. (vi) The contract shall provide for Conference Space in accordance with SOW Attachment A. (vii) The period of performance: May 20th or 21st of 2020. The place of performance shall be the contractor's facility. (viii) The provision at 52.212-1, Instructions to Offerors - Commercial Items (Oct 2018) applies to this acquisition. ADDENDUM TO 52.212-1: Quoters must address each of the technical requirement outlined in section "vi". Quoter's submission must include the following information: Cage Code, Dun and Bradstreet Number (DUNS); Northern American Industrial Classification System (NAICS) Code; Contact Name; Contact Email Address; Contact Telephone and Fax Number; Complete Business Mailing Address. Each Quoter shall submit Pricing as a separate document that shall include the format shown on Standard Form 18. The Quoter shall not submit more than two (2) pages for their Pricing Quotation. The Technical Capability Quotation shall be no more than two (2) pages. The entire submitted Quotation shall be no more than four (4) pages. No price information shall be in the Technical Capability Quotation. (ix) The provision at 52.212-2, Evaluation - Commercial Items (Oct 2014) applies to this acquisition. This contract will be awarded on a Lowest Price Technically Acceptable basis. Vendors will be evaluated based on their adherence to the requirements set forth in Attachment A. (i) Technical Acceptance: Quoters shall address each of the technical requirements outlined in Attachment A. Technical Capability will be evaluated on an acceptable or Unacceptable basis. Acceptable Rating: Quote clearly meets the minimum requirements of the solicitation. If any of the requirements are considered Unacceptable, then the entire Technical Quotation will be considered Non-Responsive and the Quoter will no longer be considered for award. a) EVALUATION AND AWARD: It is the intent of the Government to award a single Firm Fixed Price Purchase Order from this solicitation. All interested parties must quote on all items. Award will be made to the Lowest Price Technically Acceptable (LPTA), responsible contractor. To be technically acceptable, the items being quoted must meet all requirements listed under Attachment A. b) The Government intends to award upon the basis of initial quotations. Discussions are not anticipated; however, the Government reserves the right to hold discussions at the sole discretion of the Contracting Officer. Quoters are therefore cautioned that each initial quotation must contain the Quoter's best quote. Price Analysis: The Government will conduct its price analysis using one or more of the techniques listed below: 1. Comparison of proposed prices received in response to the solicitation. 2. Comparison of proposed prices with independent government cost estimates. c) A written notice of award or acceptance of a quotation, mailed or otherwise furnished to the successful Quoter within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. (x) FAR 52.212-3 Offeror Representations and Certifications - Commercial Items (Dec 2019), applies to this acquisition. The Quoter shall complete only paragraphs (b) of this provision if the Quoter has completed the annual representations and certification electronically via the System for Award Management (SAM) Web site access through www.sam.gov/portal. The Offeror is hereby required to complete the annual Offeror representations and certifications prior to the response due date. (xi) The clause at 52.212-4, Contract Terms and Conditions - Commercial Items (Oct 2018) applies to this acquisition. ADDENDUM to 52.212-4 Original invoices shall be e-mailed to:
[email protected] with a courtesy going to the Contracting Officer Ronald Jean-Baptiste at
[email protected], and Contract Specialist Tony Whitehead at
[email protected]. (xii) The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Jan 2020), applies to this acquisition. Additional FAR clauses applicable to this requirement are: The clause at FAR 52.204-7 System for Award Management (Oct 2018); 52.242-14 Suspension of Work (Apr 1984); 52.242-15 Stop-Work Order (Aug 1989); 52.243-1 Changes-Fixed-Price (Aug 1987); 52.243-4 Changes (June 2007); 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2018); 52.204-16 Commercial and Government Entity Code Reporting (Jul 2016); FAR 52.209-2 Prohibition on Contracting with Inverted Domestic Corporations--Representation (Nov 2015); FAR 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015); 52.219-28 Post-Award Small Business Program Representation (Jul 2013); 52.219-6 Notice of Total Small Business Set-Aside (Nov 2011); 52.222-3 Convict Labor (June 2003); 52.222-19 Child Labor - Cooperation with Authorities and Remedies (Jan 2020); 52.222-21, Prohibition of Segregated Facilities (Apr 2015); 52.222-26 Equal Opportunity (Sept 2016); 52.222-36 Equal Opportunity for Workers with Disabilities (Jul 2014); 52.222-50 Combating Trafficking in Persons (Jan2019); 52.223-18, Encouraging Contractor Policies to Ban Text Messaging while Driving (Aug 2011); 52.225-1 Buy American--Supplies (May 2014); 52.225-13, Restrictions on Certain Foreign Purchases (Jun 2008); 52.232-39 Unenforceability of Unauthorized Obligations (Jun 2013); 52.225- 25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certifications (Aug 2018); 52.232-33 Payment by Electronic Funds Transfer - System for Award Management (Oct 2018); HSAR 3052.209-70 Prohibition on contracts with corporate expatriates; HSAR Full text of FAR and HSAR clauses and provisions incorporated by reference can be found at www.aquisition.gov/ and at http://farsite.hill.af.mil/VFHSARA.HTM (respectively). (xiii) Rating under the Defense Priorities and Allocations System (DPAS) – N/A. (xiv) Any requests for additional information or explanations concerning this document must be received no later than 17:00 p.m. Eastern Time on March 20, 2020. (xv) Any requests for additional information or explanations concerning this document must be submitted to Tony Whitehead, Contract Specialist (202) 447- 0757 at
[email protected] and to Ronald Jean-Baptiste, Contracting Officer, (202) 447-5705 at
[email protected]. Attachment: Attachment A - Statement of Work Attachment A Department of Homeland Security Office of the Chief Procurement Officer Statement of Work Facility Requirements for the 2020 OCPO Symposium Introduction The Department of Homeland Security (DHS), Office of the Chief Procurement Officer (OCPO) has a requirement to secure a facility rental for a large meeting space to host the 2020 OCPO Symposium Event to be held on May 20th or 21st of 2020. The OCPO Symposium will be a full-day event held from 8:00 a.m. until 5:00 p.m. Purpose The OCPO Symposium is an DHS Internal employee event designed to recognize employees for their contributions in supporting the DHS community as well as DHS employees, teams, acquisition programs and contracting activities who further the DHS mission through a procurement or, procurement related achievements. In addition, this event will provide supplemental learning opportunities emphasizing professional development and technical subject-related content pertaining to procurement. This event will further enhance organizational comprehension, appreciation, and respect for mission accomplishment, and strengthen the strategical cohesiveness within the Department’s procurement community. Requirements DHS needs to secure a facility within the Washington, D.C. Metropolitan area that meets the following requirements: Facility rental space for up to one day on May 20th or 21st, 2020, from 7:00 a.m. to 6:00 p.m., including set-up, conference time, and breakdown of rental equipment (please propose pricing for each day available). All Facility rental spaces listed below shall be located on the same floor of the venue. Shall be Metro-accessible within four city blocks. Within 0.25-mile unobstructed walking distance of a Metrorail station (please provide a Google map to illustrate). Shall be within 0.25 miles of commercial driver-paid parking facilities that would reasonably be expected to have at least 300 available parking spaces for the duration of the event, this can include the facility’s own parking garage/lot (please provide a Google map to such parking facility options to illustrate, and please provide an explanation of the facility’s own parking situation, if any). Within 0.15 mile of at least three fast to medium-speed dining options (please provide a Google map to three such options to illustrate). One (1) main conference room with seating to accommodate a plenary audience of up to 500 participants configured in a round table style format that includes the following elements: Elevated stage with one (1) speaker’s lectern/podium and one (1) microphone, and a table with six (6) chairs and six (6) table microphones for panel discussions; Two (2) wireless microphones in the center aisle to facilitate interaction between panel members and individual audience members; Audio/visual screen projection capability and visibility for all participants; Ability for live streaming capability as event will be a hybrid event (part physical and part virtual) Room shall be wheelchair/handicap accessible; Two (2) lapel microphones Two (2) additional, separate breakout/conference rooms with seating to accommodate approximately 200-250 participants per room. Rooms shall be configured in a theater-style format (that supports 250 people) and each breakout room must include the following elements: Elevated stage with one (1) speaker’s lectern/podium and one (1) microphone, and a table with six (6) chairs and six (6) table microphones for panel discussions; Two (2) wireless microphones in the center aisle to facilitate interaction between panel members and individual audience members; Audio/visual screen projection capability and visibility for all participants; Both breakout rooms shall be wheelchair/handicap accessible; Ability for live streaming capability as event will be a hybrid event (part physical and part virtual) One (1) audio/visual technician available for immediate assistance on the day of the event; Eight (8) 6-foot tables, or at least 48 feet of registration space, with white table skirts for conference registration set up outside the main plenary conference room, or a built-in space for registration; One (1) off-stage holding room where DHS officials can meet before the conference and store personal items; Availability for a site visit(s) for evaluation and preparatory activities, including a walk through; and Audio/ Video Support Services: Video shall be recorded, and provided post-event in segments based on the agenda; Video must be delivered in a Government-accessible format (e.g. Website, CD/DVD, etc.) for download (if using a website, please provide the website URL in your proposal) utilizing the following format specifications: Minimum resolution of 720p H.264 encoded MP4 file format Associated SRT file for Closed Captioning Delivery of the video shall occur within 2-weeks following the event Adobe connect (or other virtual conference software), must be able to host up to 500 virtual attendees, and provide onsite personnel to manage the web connectivity environment to include: Ability to download event materials (i.e. slide decks and supporting documents); Ability to view live stream the in-room activity to virtual attendees; Ability to manage question and answer function allowing virtual attendees to submit questions in writing, as well as voice questions; Services shall include support during the event; Trouble-shoot audio/visual disruptions during the event. Section 508 Compliance Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires that when Federal Agencies develop, procure, maintain, or use electronic and information technology (EIT), they must ensure that it is accessible to people with disabilities. Federal employees and members of the public who have disabilities must have equal access to and use of information and data is comparable to that enjoyed by non-disabled Federal employees and members of the public. All EIT deliverables within this work statement shall comply with the applicable technical and functional performance criteria of Section 508 unless exempt. Specifically, the following applicable EIT accessibility standards have been identified: Section 508 Applicable EIT Accessibility Standards