Inactive Total Small Business Set-Aside (FAR 19.5)

1. GENERAL INFORMATION: This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in subpart 12.6, as supplemented with additional information included in... 1. GENERAL INFORMATION: This is a combined synopsis/solicitation for commercial services 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. The Virginia Army National Guard (VaARNG) will conduct a Family Programs Volunteer Training and Recognition Conference within a 30-mile radius of Charlottesville, VA (22910) for dates, April 19-21, 2024. Virginia Family Programs will require lodging, event space, catering, parking, audio/visual and childcare services. The Government will award a Firm Fixed-Price Contract(s) resulting from this Request for Quote (RFQ). The associated North American Industrial Classification System (NAICS) code for this procurement is 721110, (Hotels (Except Casino Hotels) and Motels). The Product Service Code (PSC) is V231, (Lodging – Hotel/Motel) with a business size standard of $40,000,000.00. This requirement is a 100% Small Business Set-A-Side solicitation and only qualified offerors may submit quotes. This solicitation document, and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-02, dated 22 January 2024. The Government will not pay for costs associated with the preparation of a quote in response to this combined synopsis/solicitation. Payment will be made through the Wide Area Workflow (WAWF) application in accordance with DFARS clause 252.232-7006, Wide Area Workflow Payment Instructions. Interested vendors agree to hold the prices in its quote firm for 45 calendar days from the date specified for the closing of this RFQ. The contracting officer intends to award without discussions and may determine to open discussion if it is in the best interest of the Government. Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. 2. COMMUNICATION WITH THE GOVERNMENT: a. Questions: Submit written questions via email ONLY to the contracting specialist, Jennifer Schwarz at jennifer.schwarz.civ@army.mil. No phone calls will be accepted for questions. Questions will be received up to 11:00 a.m. Eastern Standard Time (EST) on 14 Feb 2024. 3. BASIS FOR AWARD: The government intends to award to the responsive, responsible vendor whose quote is the lowest priced and meets the requirements as stated in the PWS for services requested. Award(s) will be made based on low price, including the evaluation for multiple awards. Multiple awards may be made if determined to be in the best interest of the Government. For evaluation purposes only, a fee of $500.00 per award will be applied during the evaluation – this fee is an administrative tool for evaluation purposes only and is not actually added into any quoted or contract costs. The purpose of adding an administrative fee for evaluation purposes is to determine if it is prudent for the Government to award multiple contracts. While vendors are NOT required to quote all line items of the solicitation, vendors are required to quote all line items within the listed specific groups as follows: Group 1: Lodging (CLIN0001AA, 0001AB), Catering Adult/Children (CLIN0002AA, 0002AB), Parking (CLIN0003), Event Space (CLIN0004AA, 0004AB, 0004AC, 0004AD), and Audio/Visual (CLIN0005). Group 2: Childcare Services (CLIN0006) ***For example: Interested Vendor A can quote on both Groups 1 & 2, while interested Vendor B may not be able to provide childcare in Group 2; therefore, elects to quote on the event requirements (Group 1 only), and interested Vendor C may not be able to provide event services, but can provide childcare and elects to quote Group 2 only. These are all acceptable ways to submitting quotes. However, Vendor A and B may not quote lodging without quoting catering, audio/visual, event space and parking. *** To be considered for award, vendors shall have an active registration in the System for Award Management at https://sam.gov. Vendors are responsible to ensure the representations, and certifications in their SAM registration are accurate and current. 4. ADMINISTRATIVE INFORMATION: Contracting Officer: David A. Pickard – david.a.pickard.civ@army.mil Contract Specialist: Jennifer Schwarz – jennifer.schwarz.civ@army.mil 5. Quotation Submission: ADDENDUM to 52.212-1, Instructions to Offerors – Commercial Items (Nov 2021) a. Addendum to FAR 52.212-1(b), Submission of offers. Offeror shall submit an electronic copy of their dated quote via e-mail to: jennifer.schwarz.civ@army.mil, with the solicitation number (W912LQ-24-Q-0011) in the subject block, no later than 11:00 AM EST by 20 Feb 2024. Facsimile quotes will not be accepted. Vendors who do not provide all the required information with their quotes may be deemed NON-RESPONSIVE for further consideration for the solicitation and award. In addition to the items required by 52.212-1(b), the offeror shall complete and provide the following with their submission: i. Pricing for all contract line-item numbers (CLINS). Vendors may submit an alternate pricing schedule. However, each requirement must be identified as a priced requirement. The alternate price schedule shall be clear as the government will not make any assumptions and award may be made without discussions. ii. Name, address, and pictures for proposed lodging and event space. Lodging is preferred to be located at the event site but not necessary if lodging does not allow. iii. Proof that lodging facility has a 3.5-star rating or higher on tripadvisor.com or similar site. If there is no star rating on tripadvisory.com, then proof of the 3.5-star rating is required. iv. Proposed catering menus for adults and children. Due to current supply chain issues in the food industry, interested vendors unable to meet the PWS requirements may submit an alternate meal plan for the government’s consideration. However, the government has the sole discretion to accept or reject the plan submitted. v. Entity name, address, and website of company providing childcare services. vi. Addendum to FAR 52.212-1(f), Late submissions, modifications, revisions, and withdrawal of offers. This paragraph is tailored to read as follows: Offerors are responsible for submitting electronic offers by the solicitation due date and time. Offers received after the solicitation due date and time are considered late and will be handled in accordance with FAR 52.212-1(f). 6. PRICING SCHEDULE: See attachment.