SOLICITATION NOTICE
99 -- Lodging Accommodations
- Notice Date
- 8/26/2004
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Air Force, Air Force Reserve Command, 94 CONF/LGC, 1538 Atlantic Ave, Dobbins ARB, GA, 30069-4824
- ZIP Code
- 30069-4824
- Solicitation Number
- FA6703-04-Q-0017
- Response Due
- 9/12/2004
- Archive Date
- 9/27/2004
- Point of Contact
- Mary Prioleau, Purchasing Agent, Phone 678.655.5881, Fax 678.655.5612, - Mary Prioleau, Purchasing Agent, Phone 678.655.5881, Fax 678.655.5612,
- E-Mail Address
-
mary.james@dobbins.af.mil, mary.james@dobbins.af.mil
- Description
- This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation FA6703-04-Q-0017 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-24. Dobbins ARB (Marietta) Georgia is soliciting quotes for contract lodging and intends to issue several five-year Blanket Purchase Agreements (BPAs). The period of performance is anticipated to be 1 October 2004 through 30 September 2009. The procurement will follow simplified purchase procedures in FAR Part 13 and is not being set-aside for small businesses. The applicable SIC code is 7011; DPAS rating is DO-S1; NAICS code is 721110; size standard is 500 employees. The provision at FAR 52.212-1, Instructions to Offerors--Commercial Items, applies. Evaluation -- Commercial Items (Jan 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (1) price and (2) acceptability of the lodging facility as determined by the pre-award inspection. See attached Contract Lodging Facility Inspection Checklist. Acceptability of the lodging facility is considered more important than price. (b) 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. (End of Provision) FAR Clauses 52.204-7, Central Contractor Registration, and 52.212-4, Contract Terms and Conditions Commercial Items, applies, as well as Defense FAR Supplement (DFARS) 252.204-7004, Alternate A, Required Central Contractor Registration (CCR). FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items, shall be incorporated into any contract resulting from this notice. Applicable clauses contained in FAR 52.212-5 are 52.203-6, 52.212-5, 52.219-8, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.225-13, and 52.232-33. DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisition of Commercial Items. Applicable clauses in DFARS 252.212-7001 are 52.203-3 and 252-232-7003. Offer must include a completed copy of FAR 52.212-3, Offeror Representations and Certifications--Commercial Items, with quote. The full text of clauses may be accessed electronically at: http://www.arnet.gov. Any prospective offeror must be enrolled in the Central Contractor Registration (CCR) database to be considered for award of any Department of Defense (DoD) contract. Enrollment may be accomplished electronically at: http://www.ccr2000.com. All qualified parties should submit a written quote, including a Dun & Bradstreet number, to 94 CONF/LGC, 1538 Atlantic Avenue, Suite 102, Dobbins ARB, and GA 30069-4824. Quotes are to be received by close of business (4:30 P.M., Eastern Daylight Time) on 7 Sept 2004. Faxed quotes will be accepted. All quotes shall reference RFQ FA6703-04-Q-0017 and contain all required documentation. Point of contact is Mary B. Prioleau, Purchasing Agent, at 678-655-5881. ***** A. DESCRIPTION OF AGREEMENT. This pre-priced Blanket Purchase Agreement (BPA) is to provide single occupancy lodging accommodations (hotel/motel) for Air Force personnel and other official visitors to Dobbins Air Reserve Base (ARB), Georgia on a ?space available? basis for the period 1 October 2004 through 30 September 2009 (unless canceled in writing by either party prior to the expiration date). The contractor shall provide the accommodations, if available, when requested by the Contracting Officer or her duly authorized representative. A.1 ACCEPTABLE PRICING. Pricing and acceptability of the lodging facility as determined by the pre-award inspection; see attached Contract Lodging Facility Inspection Checklist. Acceptability of the lodging facility is considered more important than price. B. EXTENT OF OBLIGATION. The Government is obligated only to the extent of authorized calls actually placed under this BPA. C. PRICING. Pricing to the Government shall be as low or lower than those charged to the contractor?s most favored customer for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment. C.1. Room rates for the period 1 October 2004 through 30 September 2005 shall be as follows: Single Occupancy Room Rate - $ C.2. The contractor shall furnish any change in room rates to the Contracting Officer at least 30 days prior to implementation of the room rate change. C.3. The Federal Government Tax Exempt Number for billing purposes is 580-622122F. D. PURCHASE LIMITATIONS. Calls against this BPA shall not exceed $2,500.00 without competition. No call under this agreement shall exceed the simplified acquisition threshold of $100,000.00. E. AUTHORIZATION TO PLACE CALLS: A list of personnel authorized to place calls against this BPA will be provided to the contractor in writing by the Contracting Officer after issuance of the BPA. F. CALL PROCEDURES. A person authorized to place calls against the BPA will notify the contractor via telephone. If a written call must be placed, a Standard Form 1449 will be used. G. OCCUPANCY DATE FOR ACCOMMODATIONS. The authorized person placing the call must establish an accommodation requirement date with the contractor for each call placed against this BPA. H. PAYMENT. Payment will be made by the Government-Wide Purchase Card (GPC) or other acceptable means of payment. I. INVOICES. An itemized invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all services made during a billing period and for which payment has not been received. I.1. Invoice Requirements. Each invoice shall contain, as a minimum, the following information: I.2.1. Contractor?s Name and Address I.2.2. BPA Number I.2.3 Call Number and Date I.2.3. Invoice Number and Date I.2.4. Date of Service I.2.5. Itemized List of Services Provided I.2.6. Quantity, Unit Price, and Extended Price of Each Item less Applicable Discounts I.2.7. Problems or questions concerning the correct charge for the contract quarters room rate should be settled between the contractor and the Contracting Officer or her designated representative. Problems or questions concerning the correctness of other items on the final bill (phone bill, food, drinks, cleaning, and number of days in room) should be settled between the contract lodging facility and the traveler in the same manner as other lodging/guest problems are solved. I.2.8. The Air Force Reserve has directed the traveler to a specific location through official travel orders and the Dobbins ARB Lodging Office has made room arrangements. The traveler is entitled under applicable regulations to reimbursement from the Air Force for lodging costs, subject to a specific ceiling for each geographic area. The Air Force has made available to the traveler either a cash advance of 80% of the estimated expenses or an authorized Government travel card (VISA). J. GUESTS MAKING PAYMENT DIRECTLY TO THE CONTRACT LODGING FACILITY. J.1. Some guests who are eligible for on-base Government quarters, but which are unavailable, will occupy contract lodging and pay the lodging facility directly. The contractor shall also provide lodging accommodations for these personnel on a ?space available? basis. During registration, the guest will provide the lodging facility (or the Dobbins ARB Lodging Inn will fax) a copy of the 105 form. This 105 form will specify that the guest is to make payment directly to the contractor. J.2. Methods of Payment. The contractor shall accept the Government travel credit card (VISA), if offered by the traveler, to pay all charges incurred by the traveler. In addition, the contractor, based on his credit policies and requirements, may accept cash, other credit cards, and other methods of payment for charges. J.3. At registration, the contractor should require each contract lodging user to present the VISA card or other credit card for processing and validation along with a copy of his/her 105 form. Travelers without an acceptable credit card may be required to pay cash in advance for the room. Adjustments for actual final charges may be made at check out. K. UNITS MAKING PAYMENT DIRECTLY TO THE CONTRACT LODGING FACILITY. K.1. Some guests who are eligible for on-base Government quarters, but which are unavailable, will occupy contract lodging and their unit will pay the lodging facility directly. The contractor shall also provide lodging accommodations for these personnel on a ?space available? basis. During registration, the guest will provide the lodging facility (or the Dobbins ARB Lodging Inn will fax) a copy of the 105 form. This 105 form will specify that the unit is to make payment directly to the contractor. K.2. Methods of Payment. The contractor shall accept the Government travel credit card (VISA), if offered by the traveler, to pay all charges incurred by the traveler. In addition, the contractor, based on his credit policies and requirements, may accept cash, other credit cards, and other methods of payment for charges. K.3. At registration, the contractor should require each contract lodging user to present the VISA card or other credit card for processing and validation along with a copy of his/her 105 form. Travelers without an acceptable credit card may be required to pay cash in advance for the room. Adjustments for actual final charges may be made at check out. K.4. A list of units authorized to make payment directly to the contract lodging facility is enclosed as Attachment No. 2.1 L. DEFINITIONS. L.1. Dobbins ARB Lodging Manager. A non-commissioned officer or civilian responsible to the Chief of Services for matters relating to lodging of military and government employees. L.2. Dobbins ARB Lodging Office. The office that is responsible for authorizing on- and off-base lodging to authorized transient government employees and military personnel. L.3. Contracting Officer. A person with the authority to enter into, administer, or terminate contracts for the Government and make related determination and findings. M. QUALITY ASSURANCE: The Government will periodically inspect the contract lodging facility. The inspection team will be comprised of Contracting, Lodging, Fire Protection, and Bio-Environmental Health. The checklist at Attachment 2 will be used as a guide for the inspection. Other factors may also be evaluated and identified to the contractor when they impact service to Government personnel. If discrepancies are noted, the contractor will be notified and/or requested to attend meetings concerning the discrepancies. N. GOVERNMENT-FURNISHED PROPERTY AND SERVICES. N.1. Questionnaire for personnel lodged in contract quarters to evaluate services received (AF Form 3211). N2. A Contract Quarters Authorization Sheet (105 form) will be provided to all personnel assigned contract quarters. O. APPLICABLE FORMS. The Dobbins ARB Inn will provide each commercial lodging facility occupant with a Commercial Quarters Authorization Number (105 form) and the room rate by either a hard copy or by telecommunications (phone, fax, or computer). The Dobbins ARB Inn will give the commercial lodging facility the name of the individual on official travel orders that will occupy the room and confirm the room rate. If the traveler was given a hard copy of the Commercial Quarters Authorization Sheet, then the guest will return this copy along with a copy of his travel orders (or 40A) to the commercial lodging facility at registration. P. SPECIFIC LODGING REQUIREMENTS. P.1. Standard Lodging Facility Requirements/Services. Vending areas, 24-hour check-in/out, wake-up, and message service, central TV antenna or cable TV, room identification/directory signs, and smoke detectors in hallways, air conditioning, ice machines, adequate parking space for all guests, TV/radio directory, local information packet, passenger/baggage loading zones, and secure luggage storage areas for guests when rooms are not immediately available or for storage at checkout. P.1.2. Accept advance reservations. P.1.3. Automatic cancellation provision. If the occupant has not been registered, or advanced reservations have not been confirmed by 6 p.m. on the scheduled date of arrival, reservations are to be considered cancelled. P.1.4. Smoke and fire protection systems shall be installed and meet federal, state, and local fire codes throughout the facility. P.1.5. Safeguarding Valuables. The contractor shall provide a means of storing and safeguarding, in a safe or vault, small high-value personal property of the occupants. Receipts for the stored items shall be furnished to the guest. P.1.6. Check In/Out Service. The commercial lodging facility agrees to inform all Government personnel assigned accommodations under this agreement that if another day?s charges are incurred because of failing to meet the required check-out time, the travelers do so at their own expense. The Government incurs no liability in this instance. P.1.7. Extra Services. All extra services not specified in this statement of work, or not normally included in the room rate, shall be paid by the individual requesting or receiving the extra services. P.1.8. Common Use Areas. The commercial lodging facility shall keep all hallways, corridors, grounds, and other adjacent areas under the commercial lodging facility?s control in clean, neat, and safe conditions. P.1.9. Information Services. Desk clerks shall be able to explain to occupants miscellaneous charges not covered by this statement of work, for example, telephone charges. The commercial lodging facility shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service. P.1.10. The facility shall comply with all city, county, state, and federal building codes and ordinances applicable to ownership and operation of the building in which the rooms are located. P.2. Standard Lodging Room Requirements/Services. Single or double bedrooms shall have a bed for each occupant with pillow, two sheets, firm mattress, mattress pad or cover, blankets, spread, wall-to-wall carpeting (desired) or other floor covering, a wall switch near the entrance door for at least one lamp, incandescent table or wall-mounted lights for each bed, color TV, closet or hanger space (minimum of 24 inches/9 hangers) per bed, smoke detectors, individual thermostats, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, and exhaust fan/privacy outside window. P.2.1. Living space. Each single and double occupancy rooms shall contain net living and sleeping areas in accordance with local standards. P.2.2. Rooms shall be constructed and furnished to provide good light and sound attenuation. All piping and wiring must be enclosed. P.2.3. All finishes (walls and ceilings) should be free from damage, scars, marks, dirt, and dust. Vents and surrounding finishes must be free of dirt and dust. P.2.4. Ceilings and walls shall be finished in paint or wall covering. P.2.5. All floors in living and sleeping areas shall have clean, serviceable, covering. P.2.6. All windows shall be provided drapes with blackout lining, shades, or blinds. If only drapes are provided, they must screen out light completely. P.2.7. Sufficient electrical outlets shall be available. All electrical cords, bulbs, lights, and switches shall be operational and free from defects. P.2.8. All entrance doors to rooms shall have interior security locks, either deadbolt or double locking locks. Each room occupant shall be provided with a room key. All doors shall be free from holes, dents, or other physical defects. P.2.9. Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large (minimum 18? X 30?) lighted mirror, stopper devices, soap dishes, towel bars/hooks, and grounded electrical outlets conveniently located for use of electrical razors, hair dryers, etc. Loose, missing, or badly worn/damaged wall tiles, floor tiles, fixtures or accessories are unacceptable. The fixtures controlling the flow of water shall not be cracked or leaking and shall operate properly to maintain a constant, adequate flow and temperature without sudden surges or temperature changes. Bathrooms shall have a working exhaust fan or an exterior window that can be opened (which is constructed of frosted glass or curtained to provide privacy). The shower or shower/tub combination shall have shower doors or curtains. P.2.10. Furnishings and Equipment: Furnishings and equipment must be clean and free from defects such as cigarette burns, scratches, marks, and tears. The following minimum furnishings are required: Lamp 1 per desk or writing table Occasional Chair 1 per occupant Clothes Storage Drawers 2 per bed Mirror 1 per sleeping room Night Table with Lamp 1 per bedroom Desk or Writing Table with Chair 1 per bedroom Luggage Rack 1 per bed Throw Rug if room is not carpeted Ash Tray 1 per bed (smoking rooms) Trash Containers 2 in bedroom and 1 in bathroom Television and radio 1 of each per room P.2.11. Heating, Air Conditioning, and Ventilation. Living quarters shall be provided with individual room?controlled heating and air conditioning (in season) and otherwise provided the ventilation necessary to maintain comfort for guests. If utilities fail, other than an area-wide failure, for more than four hours, the contractor shall take action to relocate all occupants to another lodging facility of equal or better quality at no expense to the Government or the occupants. P.2.12. Telephone. A telephone shall be provided in each room at no charge to the occupant. Each room occupant shall pay for all toll calls placed by him/her. Service provided shall be available 24 hours a day, seven days a week. P.2.13. Custodial/Sanitation Services. Daily services include, but are not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap (minimum of 1 ? oz. deodorant bar), bath towels, hand towels, wash cloths, sanitized drinking glasses, facial tissues, and cloth bath mat. P.2.14. Linen Service. Linen service shall be provided at least once per week or when occupancy changes, whichever occurs first, and whenever necessary due to meet personnel requirements. Additional blankets shall be made available if required by occupant. All linen and blankets shall be clean, freshly laundered, without any objectionable odors, and in good repair, free from tears, rips, holes, stains, and extensive wear. Pillows shall be of adequate quality to provide proper support. P.2.15. ?Do Not Disturb? Signs. All rooms shall have such signs available. The commercial lodging facility?s employees shall respect them when displayed. P.2.16. Rooms shall be available to accommodate smoking and disabled personnel. LISTING OF UNITS WHICH WILL DIRECT PAY THE CONTRACT LODGING FACILITY 94th AW P.O.C. Ken Folds 1342 Dobbins Pl. Bldg. 727 Rm. 1009 Dobbins ARB, GA 30069 625-5667 22nd AF P.O.C. Ken Folds 1342 Dobbins Pl. Bldg. 727 Rm. 1009 Dobbins ARB, GA 30069 625-5667 283rd CBCS POC: SSgt Clark 1809 Saber St. Bldg 945 Dobbins ARB, GA 30069 625-4616 530th Band POC Dennis Rice 220 Brookwood Tr. Perry, GA. 30069 No phone # on file HQ G/ANG POC Laque Banks 1388 1st St Bldg 840 Dobbins ARB, GA 30069 625-4053
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