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Indian Health Service (IHS) Phoenix & Navajo Areas Southwest Regional Annual Pharmacy Continuing Education Meeting This is a combined synopsis/solicitation for commercial items prepared in accordance ... Indian Health Service (IHS) Phoenix & Navajo Areas Southwest Regional Annual Pharmacy Continuing Education Meeting This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpar 12.6, as supplemented with additional information in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation RFQ-20-PHX-004 and this notice is issued as a Request for Quotation (RFQ). This is a combined synopsis/solicitation for commercial service. Submit written offers only, oral offers will not be accepted. All firms or individuals responding must be registered with the System for Award Management (SAM). This combined synopsis/solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2020-01. This requirement is unrestricted under North American Industrial Classification Standard (NAICS) code: 721110; Small Business Size Standard: $32.5 million. Interested parties must quote on all line items. Partial quotes will not be accepted. Only one (1) firm fixed price contract award will be made as result of this combined synopsis/solicitation. STATEMENT OF WORK REQUIREMENTS: Indian Health Service (IHS) – Phoenix Area Office (PAO), 40 North Central Ave., Phoenix, Arizona 85004-4424 has a requirement for lodging, parking, and meeting space on April 1-5, 2020 for a location in Phoenix, Arizona. Proposed hotel location must be within the following delineated area and must be located within walking distance of local amenities and public transportation: Downtown Corridor West: 3rd Street East: 1st Avenue North: Fillmore Street South: Jefferson Street Phoenix Biltmore Area West: 20th Street East: 32nd Street North: Lincoln Dr South: E Campbell Ave The contractor must be able to provide all requirements specified for conference needs below. Rooms provided for lodging shall be private rooms with adequate toilet facilities. Audio/visual support for equipment setup will be required. The hotel must provide lodging rates within the Government per diem rate or lower for the area. Wireless internet access will need to be available for all conference attendees. IHS – PAO Acquisition Management reserves the right to conduct an on-site inspection of offered facilities. Each conference attendee will be responsible for calling the hotel and making their own reservations and securing the reservation on their own credit card. The hotel should provide a cutoff date by which the reservations must be made to avoid paying for rooms not reserved for the conference dates. Contractor shall release rooms at a date and time most advantageous to the Government. Contractor shall clearly state on what date the rooms will be released from the reservation block. To be eligible for award under this solicitation, the hotel facility shall be listed with its current status on the System for Award Management (www.sam.gov), be FEMA approved, be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C 2201 et. seq) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Offers proposing facilities that are not listed will be rejected as technically unacceptable. In addition, the offeror’s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). Hotel must be able to accommodate any special requirements associated with the aforementioned acts. The facility must have a 3 Diamond AAA rating or better (according to the AAA Diamond Ratings System). The Government will only pay for actual rooms used. The Government is not responsible for long-distance phone calls, movie rentals, internet fees and room service charges. Additionally, potential contractors are notified that the Government shall not authorize or release payment for any food or beverage under this potential Contract or provided purchase order. Awarded contractor agrees to receive and store conference items one week prior to arrival. Contractor is asked to provide a lockable storage room for equipment and supplies. If the selected contractor must accommodate the lodging rooms at multiple hotels this must be identified in their proposal and coordinated with the Government before the conference date. All offers must either be accompanied by Representations and Certifications and the offeror must be currently registered in the System for Award Management (https://www.sam.gov) The dates for this conference are April 1 – 5, 2020. No alternate dates will be considered. CLIN 0001 Wednesday April 1, 2020 $ Maximum 50 lodging rooms for night of 04/01/2020, non-smoking, one king bed, two double beds, or two queen beds. CLIN 0002 Thursday April 2, 2020 $ 8:00 am to 5:00 pm Boardroom to accommodate 25 attendees. Boardroom style seating or suitable alternative at discretion of Government. CLIN 0003 Thursday April 2, 2020 $ 8:00 am to 8:00 pm General Session Room to accommodate 75 attendees. Classroom seating or suitable alternative at discretion of Government. CLIN 0004 Thursday April 2, 2020 $ 7:00 am to 5:00 pm Two (2) Registration Tables – Outside General Session Room 2 Chairs per table, Waste basket Event Signage (Indian Health Service Southwest Pharmacy Meeting) CLIN 0005 Thursday April 2, 2020 $ Audio Visual Requirement in the boardroom to include: One (1) 10’ x 10’ AV Screens One Projector with computer interface and necessary equipment Telephone access w/ speaker for conference call access to outside line (1-800 number) CLIN 0006 Thursday April 2, 2020 $ Audio Visual Requirement in the General Session Room to include: One (1) podium with wireless microphone One (1) small AV table at front of room Power strip and outlet availability near podium One (1) Projector with computer interface and necessary equipment One (1) 8’ tables (skirted) on one side of the room One (1) 10’ x 10’ AV Screens Ability for laptop computer to be connected to house audio Telephone access w/ speaker for conference call access to outside line (1-800 number) Ethernet internet access to podium on riser for presenters On-site technician to support and operate AV equipment during conference on demand basis Wifi access for all attendees CLIN 0007 Thursday April 2, 2020 $ Maximum 75 lodging rooms for night of 04/02/2020, non-smoking, one king bed, two double beds, or two queen beds. CLIN 0008 Friday April 3, 2020 $ 8:00 am to 5:00 pm Conference room to accommodate 25 attendees. Boardroom style seating or suitable alternative at discretion of Government. CLIN 0009 Friday April 3, 2020 $ 8:00 am to 5:00 pm Two (2) Conference Rooms to accommodate 25 attendees. Classroom style seating or suitable alternative at discretion of Government. CLIN 0010 Friday April 3, 2020 $ 8:00 am to 5:30 pm General Session Room to accommodate 200 attendees. Classroom seating or suitable alternative at discretion of Government. Set up with two (2) aisles. CLIN 0011 Friday April 3, 2020 $ 7:00 am to 5:30 pm Two (2) Registration Tables – Outside General Session Room 2 Chairs per table, Waste basket Event Signage (Indian Health Service Southwest Pharmacy Meeting) CLIN 0012 Friday April 3, 2020 $ 10:00 am to 5:30 pm Conference room to accommodate vendor displays. 24 six foot length tables with one chair per table or suitable alternative at discretion of Government. Space for ten (10) table-top posters near the main meeting room, should be setup to allow 2-sided access. CLIN 0013 Friday April 3, 2020 $ Audio Visual Requirement in the boardroom to include: One (1) 10’ x 10’ AV Screens One Projector with computer interface and necessary equipment Telephone access w/ speaker for conference call access to outside line (1-800 number) CLIN 0014 Friday April 3, 2020 $ Audio Visual Requirement in the Two (2) Conference Rooms to include: One (1) podium with microphone One (1) small AV table at front of room Power strip and outlet availability near podium One (1) Projector with computer interface and necessary equipment One (1) 10’ x 10’ AV Screens Ability for laptop computer to be connected to house audio Telephone Access Ethernet internet access to podium on riser for presenters On-site technician to support and operate AV equipment during conference on demand basis CLIN 0015 Friday April 3, 2020 $ Audio Visual Requirement in the General Session Room to include: One (1) podium with lavaliere microphone One (1) small AV table at front of room Two (2) wired microphones for audience use Power strip and outlet availability near podium Three (3) Projectors with computer interface and necessary equipment One (1) 8’ tables (skirted) on one side of the room Three (3) 10’ x 10’ AV Screens Ability for laptop computer to be connected to house audio Telephone access w/ speaker for conference call access to outside line (1-800 number) Ethernet internet access to podium on riser for presenters On-site technician to support and operate AV equipment during conference on demand basis Wifi access for all attendees CLIN 0016 Friday April 3, 2020 $ 7:00 am to 5:00 pm Space for ten (10) table-top posters near the main meeting room. Should be setup to allow 2-sided access CLIN 0017 Friday April 3, 2020 $ Maximum 140 lodging rooms for night of 04/03/2020, non-smoking, one king bed, two double beds, or two queen beds. CLIN 0018 Saturday April 4, 2020 $ 07:00 am to 12:00 pm General Session Room to accommodate 250 attendees. Classroom seating or suitable alternative at discretion of Government. Set up with two (2) aisles. CLIN 0019 Saturday April 4, 2020 $ 7:00 am to 5:30 pm Two (2) Registration Tables – Outside General Session Room 2 Chairs per table, Waste basket Event Signage (Indian Health Service Southwest Pharmacy Meeting) CLIN 0020 Saturday April 4, 2020 $ 1:00 pm to 5:30 pm Three (3) Breakout Rooms. Classroom seating or suitable alternative at discretion of Government. Room 1 – 120 attendees Room 2 – 120 attendees Room 3 – 160 attendees CLIN 0021 Saturday April 4, 2020 $ 07:00 am to 5:30 pm Conference room to accommodate vendor displays. 24 six foot length tables with one chair per table or suitable alternative at discretion of Government. CLIN 0022 Saturday April 4, 2020 $ Audio Visual Requirement in the General Session Room to include: One (1) Windows based PC with CD/DVD, Internet and USB data capabilities. PC to be setup and attached to house audio. One (1) podium with lavaliere microphone One (1) small AV table at front of room Two (2) wired microphones for audience use Power strip and outlet availability near podium Three (3) Projectors with computer interface and necessary equipment One (1) 8’ tables (skirted) on one side of the room Three (3) 10’ x 10’ AV Screens Ability for laptop computer to be connected to house audio Telephone access w/ speaker for conference call access to outside line (1-800 number) Ethernet internet access to podium on riser for presenters On-site technician to support and operate AV equipment during conference on demand basis Wifi access for all attendees CLIN 0023 Saturday April 4, 2020 $ Audio Visual Requirement in the three (3) Breakout Session Rooms to include: One (1) podium with lavaliere microphone One (1) small AV table at front of room Power strip and outlet availability near podium One (1) microphone for audience use One (1) 10’ x 10’ AV Screen One (1) video projector with computer interface. One (1) Windows based PC with CD/DVD, Internet and USB data capabilities. PC to be setup and attached to house audio. Ethernet internet access available On-site technician to support and operate AV equipment during conference on demand basis CLIN 0024 Saturday April 4, 2020 $ 7:00 am to 5:30 pm Conference room to accommodate vendor displays. 24 six foot length tables with one chair per table or suitable alternative at discretion of Government. Space for ten (10) table-top posters near the main meeting room, should be setup to allow 2-sided access. CLIN 0025 Saturday April 4, 2020 $ Maximum 140 lodging rooms for night of 04/04/2020, non-smoking, one king bed, two double beds, or two queen beds. CLIN 0026 Sunday April 5, 2020 $ 07:00 am to 12:30 pm General Session Room to accommodate 250 attendees. Classroom seating or suitable alternative at discretion of Government. Set up with two (2) aisles. CLIN 0027 Sunday April 5, 2020 $ 7:00 am to 5:30 pm Two (2) Registration Tables – Outside General Session Room 2 Chairs per table, Waste basket Event Signage (Indian Health Service Southwest Pharmacy Meeting) CLIN 0028 Sunday April 5, 2020 $ 8:00 am to 5:00 pm Two (2) Conference Rooms to accommodate one for 25 attendees and second for 50 attendees. Classroom style seating or suitable alternative at discretion of Government. CLIN 0029 Sunday April 5, 2020 $ Audio Visual Requirement in the General Session Room to include: One (1) podium with lavaliere microphone One (1) small AV table at front of room Two (2) wired microphones for audience use Power strip and outlet availability near podium Three (3) Projectors with computer interface and necessary equipment One (1) 8’ tables (skirted) on one side of the room Three (3) 10’ x 10’ AV Screens Ability for laptop computer to be connected to house audio Telephone access w/ speaker for conference call access to outside line (1-800 number) Ethernet internet access to podium on riser for presenters On-site technician to support and operate AV equipment during conference on demand basis Wifi access for all attendees CLIN 0030 Sunday April 5, 2020 $ Audio Visual Requirement in the Conference Rooms to include: One (1) podium with microphone One (1) small AV table at front of room Power strip and outlet availability near podium One (1) Projector with computer interface and necessary equipment One (1) 10’ x 10’ AV Screens Ability for laptop computer to be connected to house audio Ethernet internet access to podium on riser for presenters On-site technician to support and operate AV equipment during conference on demand basis CLIN 0031 Sunday April 5, 2020 $ 7:00 am to 5:00 pm Space for ten (10) table-top posters near the main meeting room. Should be setup to allow 2-sided access SLEEPING ROOMS: Contractor shall set aside, at no additional cost to the Government, a block of guest rooms for the participants, at or below, the prevailing Federal Per Diem rate. Each traveler shall reserve and be financially responsible for their hotel rooms. Contractor shall release rooms at a date and time most advantageous to the Government. Contractor shall note the date that rooms will be released by the hotel. Estimated Sleeping Rooms: 140 Participants (Wednesday – Sunday) -Check-in night before event (Wednesday, April 1, 2020) -Check-out after last day of event (Sunday, April 5, 2020) Additional Information: Contractor is notified that the Government shall not authorize or release payment for food and beverage under this purchase order. CLAUSES INCORPORATED BY REFERENCE: The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): https://www.acquisition.gov/far/ (FAR) and (HISR); 52.212-1 Instructions to Offerors – Commercial Items (OCT 2015) 52.212-2 Evaluation -- Commercial Items. 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 evaluation and award procedures in FAR 13.106 apply. This is a best value decision and award may be made to other than the lowest priced offeror. The following factors shall be used to evaluate offers: Pass / Fail Factors Availability of preferred date(s)/timeframe Property Available within delineated area Availability of Government per diem rate or lower Inclusion on U.S. Fire Administration Hotel and Motel National Master List Registered in the System for Award Management (SAM) If an offer is found to fail any of the above factors their offer will not be evaluated further as the response will be considered to be “unresponsive”. 1. Technical Capabilities A. Location; B. Accommodations, to include conference room space, and parking for attendees; C. A/V capabilities; D. Reservation cutoff date; 2. Past Performance (This factor considers the quality of the contractor’s past performance services of similar nature. Contractor’s without relevant past performance will not be evaluated favorably or unfavorably in regards to the past performance. Offer must provide at least three (3) samples of past performance experience to include customer satisfaction, quality of work, cost control); and 3. Available Amenities A. Free airport transportation / shuttle from Phoenix International Airport (PHX); B. Free wireless and/or internet connectivity in conference facility and guest rooms; C. Free or reduced rate for hotel parking; D. Free or reduced resort fees, if applicable; 4. Price A. Availability of per diem rates or lower discount. B. Total Overall Price The evaluation factors are listed in descending order of importance. Technical factors and past performance, when combined, are significantly more important, when compared to price. 52.212-3 Offeror Representations and Certification - Commercial Items (MAR 2016); 52.212-4 Contract Terms and Conditions Commercial Items (MAY 2015); 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (MAR 2016); 52.222-3 Convict Labor (JUN 2003); 52.222-21 Prohibition of Segregated Facilities (APR 2015); 52.222-26 Equal Opportunity (APR 2015); 52.222-36 Equal Opportunity For Workers With Disabilities (JUL 2014); 52.222-41 Service Contract Labor Standards (MAY 2014); 52.225-1 Buy American Act – Supplies (FEB 2009); 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008); 52.232-33 Payment by Electronic Funds Transfer – System for Award Management (JUL 2013) (31 U.S.C. 3332); 52.232-34 Payment by Electronic Funds Transfer – Other than System for Award Management (MAY 1999); 52.233-2 Service of Protest (SEP 2006) 52.252-1 Solicitation Provisions Incorporated by Reference 52.204-7 System for Award Management (JUL 2013); 13.5 ADDENDUM – ADDENDUM to FAR 52.212-5 Instructions to Offerors – Commercial Items Sub-Part 13.5 Simplified Procedures for Certain Commercial Items PROPOSAL REQUESTS: 52.212-1 Instructions to Offerors – Commercial Items (OCT 2015) Addendum: A fully responsive offer will include the following items, at a minimum: Map of conference meeting space layout – illustrating proximity to breakout rooms, elevators and restrooms Detailed A/V proposal Minimum of 3 Past Performance References Completed Pricing Sheet (as provided) Amendment 1 changes proposal due date from 01/08/2020 to 01/24/2020. Please include with your completed solicitation package all price, descriptive literature, and technical proposals. Completed proposals and informational materials shall be due no later than 3:00PM MST on 1/24/2020. Any questions should be submitted in writing via e-mail to Ashley.Velasquez@ihs.gov by 01/17/2020 at 3:00PM MST.