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Invitation for Bidding

US-Indonesia Bilateral defense Discussion Mid-Term Review Sept 26 – 28, 2011

Each offer MUST provide the information required per Section III: Solicitation Provision

SECTION  I.   STANDARD FORM 1449 – LINK – ATTACHED

Block 1:  Requisition Number: SID320-1343334; Page 1 of 4
Block 6: Solicitation Issue Date: August 16, 2011;
Block 8: Offer Due Date/local time:  August 26, 2011, 4.00pm;
Block 19 through 22:  1. US – Indonesia Bilateral Defense Discussion Mid-term Review, 1 lot

SCOPE OF SERVICES – CONTINUATION OF SF1449

This solicitation is to provide the following functions rooms and services for an event for period of  September 26th through September 28th, 2011.  The provider must be or equal to a five-star hotel in Jakarta.

PRICING   The Contractor SHALL provide a firm fixed price in Indonesian Rupiah (one currency only) for,

RFQ: US – Indonesia Bilateral Defense Discussion Mid-term Review on September 26 – 28, 2011

Name of Hotel & logo:                             Address & Phone number:
Contract Person:                                     E-mail address:

CLIN# Category Qty Unit Times Unit Unit Cost /day V.A.T & Service Charge % Total Cost
1 Plenary Session Room
  1
 Ro   2
       
2
Secretariat Room
  1
 Ro   4
 Day/s
     
3
Breakout room
  1
 Ro   1  Day/s      
4
Breakout rooms
  2  Ro   2  Day/s      
5
One time Coffee Break  30
 Pax   1
 Day/s      
6
Two times Coffee Break
 50  Pax   2  Day/s      
7
Equipment & Supplies in Plenary Session Rm
   1  Lot   2  Day/s      
8
Equipment & Supplies in Breakout Room
   1  Lot   1  Day/s      
9
Equipment & Supplies 3 Breakout Rooms
   1  Lot   2  Day/s      
10
Equipment & Supplies in Secretariat Room
   1  Lot   4  Day/s      
  GRAND TOTAL        

 

CONTINUATION OF SF1449 – SCHEDULE OF SUPPLIES/SERVICES (BLOCK 20): DESCRIPTION/SPECIFICATION OF WORK

This solicitation is to provide the following rooms and conference services for a meeting event from September 26 - 28, 2011. The provider should be at least a five-star hotel (or equivalent) which is located in Jakarta. There must be no construction or renovation on its premises during the above period. The provider should be able to provide fifteen (15) standard rooms during the above period. Room charges will be handled using personal account.
 Meeting package:

1. Meeting Session (September 26 - 28) to accommodate approximately 50 people a day. Below are detail specifications:

a.    One (1) function room for Plenary Session with minimum size of 90 square meters, which can accommodate approximately 50 participants per day from 08.00 am – 05.00pm for the period of September 27 – 28, 2011. Room should have unobstructed view and soundproof. Tables to be set up in “U” shape setting with twenty (20) perimeter chairs.
Bottled water should be provided during the session. Markers, Flip Chart, Screen, and Sound System must be provided.

A registration area with a reception desk and four (4) chairs outside the meeting room is required. It must be able to handle traffic flow of 20 – 30 attendees during peak time.

b.    One (1) secretariat room with minimum size of 50 square meters for September 25 - 28, 2011, available for 24 hours. Room must be lockable and must be in close proximity to the plenary session room. Room to be set up in workspace set-up with three (3) draped six-foot (2 meter) tables and ten (10) chairs. Bottled water must be available all the time.

c.    One (1) breakout room which can accommodate 30 participants for September 26, 2011 at 12.00 – 17.00.

d.    Three (3) breakout rooms which can accommodate fifteen (15) participants from 08.00 am – 05.00 pm for the period of September 27 – 28, 2011. Each room should be at least 50 square meters. Each room should be set up in round table with table cloth setting with fifteen (15) perimeter chairs.

Twenty four (24) hour hold is required for all rooms above. All meeting rooms must be set up one day before the required date.

e.    Coffee break:
One time coffee break for thirty (30) persons for September 26, 2011 at 01.00 pm. It should be located adjacent to the meeting room (breakout room). Menu should include coffee, tea, soft drinks and light snacks.

Two times coffee break for fifty (50) persons for September 27 – 28, 2011 at 09.30 am and 02.00 pm. It should be located adjacent to the general session room (Plenary Session Room). For morning coffee break, menu should include coffee, tea, fruit juice and Chef’s choice of daily refreshment snacks. For the afternoon break, menu should include coffee, tea, soft drinks and light snacks.

f.    A working buffet style lunch for fifty (50) persons for September 27 – 28, 2011 at 12.00 am. Lunch to be served in an area located in close proximity or adjacent to the general session room (Plenary Session Room). Room to be set up in round table setting for eight (8) people per table. Menu should be mix Asian and Western style food with free flow of water.

g.    Equipment and supplies required in Plenary Session Room
Ten (10) table microphones, four (4) wireless microphone, one (1) projection screen at least  six meters size, one (1) LCD or DLP projector (minimum 2,000 lumens), three (3) flipcharts with markers, high speed (DSL) internet connection for one (1) laptop and bottled water service  on tables for all participants.

h.    Equipment and supplies required in every Break Out Rooms
Two  (2) table microphones, one (1) projection screen, one (1) LCD or DLP projector (minimum 2,000 lumens), one (1) flipchart with markers, high speed (DSL) internet connection for one (1) laptop and bottled water service on tables for all participants.

i.    Equipment and supplies required in Secretariat Room
One (1) house phone with in-house and local call capability, internet connection (line or wireless) for one laptop/computer and bottled water service.

Rooms and other required facilities/services:

2.    Hotel must be able to provide fifteen (15) rooms for the period of September 25 – 28, 2011. The room rate must be within US Embassy per diem. Room will be handled using personal account.

3.    Provider should have Business Center facilities with facsimile, secretarial and mailing services Charges involved with Business Center will be the responsibility of the individual delegate.

SECTION II. CLAUSES  Download Clausee for Commercial Items - Service ITEMS – SERVICE (PDF)

II. CLAUSES  (COMMERCIAL ITEMS –SERVICE) ATTACHED

52.212-5  Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items   (MAR 2011)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)).
___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)).
(2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).
(3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub. L. 108-77, 108-78).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

x (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2010) (Pub. L. 109-282) (31 U.S.C. 6101 note).
x (22) 52.219-29 Notice of Total Set-Aside for Economically Disadvantaged Women-Owned Small Business (EDWOSB) Concerns (Apr 2011).
x (33)(i)  52.223-9, Estimate of Percentage of Recovered Material Content for EPA–Designated Items (May 2008) (42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)
x (37) 52.225-1, Buy American Act—Supplies (Feb 2009) (41 U.S.C. 10a-10d).
x (40) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).
x (43) 52.232-29, Terms for Financing of Purchases of Commercial Items (Feb 2002) (41 U.S.C. 255(f), 10 U.S.C. 2307(f)).

ADDENDUM TO CONTRACT CLAUSES

52.252-2    CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following 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.  Go to the internet at:

http://acquisition.gov/far/index.html or, http://farsite.hill.af.mil/search.htm

These addresses are subject to change.  If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.state.gov to see the link to the FAR.   You may also use an Internet “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)
NUMBER        TITLE
52.225-14    Inconsistency Between English Version and Translation of Contract (FEB 2000)

The following FAR clauses are provided in full text:  THE FOLLOWING DOSAR CLAUSES ARE PROVIDED IN FULL TEXT:

CONTRACTOR IDENTIFICATION (JULY 2008)

Contract performance may require contractor personnel to attend meetings with government personnel and the public, work within government offices, and/or utilize government email.

Contractor personnel must take the following actions to identify themselves as non-federal employees:

1)    Use an email signature block that shows name, the office being supported and company affiliation (e.g. “John Smith, Office of Human Resources, ACME Corporation Support Contractor”);
2)    Clearly identify themselves and their contractor affiliation in meetings;
3)    Identify their contractor affiliation in Departmental e-mail and phone listings whenever contractor personnel are included in those listings; and
4)    Contractor personnel may not utilize Department of State logos or indicia on business cards.
(End of clause)

652.232-70  PAYMENT SCHEDULE AND INVOICE SUBMISSION (FIXED-PRICE)  (AUG 1999)

(a)    General.  The Government shall pay the contractor as full compensation for all work required, performed, and accepted under this contract the firm fixed-price stated in this contract.

(b)    Invoice Submission.  The contractor shall submit invoices in an original and 1 (one) copy to the office identified in Block 18b of the SF-1449.  To constitute a proper invoice, the invoice shall include all the items required by FAR 32.905(e).

Financial Management Office
US Embassy Jakarta
Jl. Medan Merdeka Selatan No. 5
Jakarta Pusat

The contractor shall show Value Added Tax (VAT) as a separate item on invoices submitted for payment.

(c)    Contractor Remittance Address.  The Government will make payment to the contractor’s address stated on the cover page of this contract, unless a separate remittance address is shown below:
_________________________________________________________________ _________________________________________________________________

652.242-70 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (AUG 1999)

(a)    The Contracting Officer may designate in writing one or more Government employees, by name or position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer’s Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, unless the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b)    The COR for this contract is ODC Officer

652.242-73  AUTHORIZATION AND PERFORMANCE (AUG 1999)

a)    The contractor warrants the following:

(1)    That is has obtained authorization to operate and do business in the country or countries in which this contract will be performed;
(2)    That is has obtained all necessary licenses and permits required to perform this contract; and,
(3)    That it shall comply fully with all laws, decrees, labor standards, and regulations of said country or countries during the performance of this contract.

b)    If the party actually performing the work will be a subcontractor or joint venture partner, then such subcontractor or joint venture partner agrees to the requirements of paragraph (a) of this clause.

652.229-70 EXCISE TAX EXEMPTION STATEMENT FOR CONTRACTORS WITHIN THE UNITED STATES (JUL 1988)

This is to certify that the item(s) covered by this contract is/are for export solely for the use of the U.S. Foreign Service Post identified in the contract schedule.
The Contractor shall use a photocopy of this contract as evidence of intent to export. Final proof of exportation may be obtained from the agent handling the shipment. Such proof shall be accepted in lieu of payment of excise tax.

III.  SOLICITATION PROVISIONS:

FAR 52.212-1, Instructions to Offerors -- Commercial Items (JUN 2008) is incorporated by reference.  (See SF-1449, block 27a).

ADDENDUM TO 52.212-1

A.  SUMMARY OF INSTRUCTIONS.  Each offer must consist of the following:

A.1.   A completed solicitation, in which the SF-1449 cover page (blocks 12, 17, 19-24, and 30 as appropriate), and Section 1 has been filled out.

A.2.   Information demonstrating the offeror’s/quoter’s ability to perform, including:

(1)  Name of a Project Manager (or other liaison to the Embassy/Consulate) who understands English;
(2)  Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing, in this case must be or equal to an entity who has operated as tailor/mass production/garment;
(3)  List of 3 (three) clients, demonstrating prior experience with relevant past performance information and references;
(4)  Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work;
(5)  Evidence that the offeror/quoter has all licenses and permits required by local law (see DOSAR 652.242-73 in Section 2).

A.3.  If required by the solicitation, provide either:

(a)    a copy of the Certificate of Insurance, or
(b)    a statement that the contractor will get the required insurance, and the name of the insurance provider to be used.

ADDENDUM TO SOLICITATION PROVISIONS FAR AND DOSAR PROVISIONS NOT PRESCRIBED IN PART 12

52.252-2    CLAUSES INCORPORATED BY REFERENCE (FEB 1998):  See above

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)
Number    Title
52.204-6    Data Universal Numbering System (DUNS) (ARP 2008)
52.214-34    Submission of Offers in the English Language (APR 1991)

The following DOSAR provision(s) is/are provided in full text:
This contract incorporates the following 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.  Go to the internet at:

http://acquisition.gov/far/index.html or, http://farsite.hill.af.mil/search.htm

These addresses are subject to change.  If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above, use the Dept. of State Acquisition Website at http://www.statebuy.state.gov to see the link to the FAR.   You may also use an Internet “search engine” (e.g., Yahoo, Excite, Alta Vista, etc.) to obtain the latest location of the most current FAR.

FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)

Number       Title
 52.204-6    Data Universal Numbering System (DUNS) (ARP 2008)
52.214-34   Submission of Offers in the English Language (APR 1991)

The following DOSAR provision(s) is/are provided in full text:


652.206-70 COMPETITION ADVOCATE/OMBUDSMAN (AUG 1999) (DEVIATION)

(a) The Department of State’s Competition Advocate is responsible for assisting industry in removing restrictive requirements from Department of State solicitations and removing barriers to full and open competition and use of commercial items. If such a solicitation is considered competitively restrictive or does not appear properly conducive to competition and commercial practices, potential offerors are encouraged to first contact the contracting office for the respective solicitation. If concerns remain unresolved, contact the Department of State Competition Advocate on (703) 516-1693, by fax at (703) 875-6155, or write to: U.S. Department of State, Competition Advocate, Office of the Procurement Executive (A/OPE), Suite 900, SA-27, Washington, DC 20522-2712.

(b) The Department of State’s Acquisition Ombudsman has been appointed to hear concerns from potential offerors and contractors during the pre-award and post-award phases of this acquisition. The role of the ombudsman is not to diminish the authority of the contracting officer, the Technical Evaluation Panel or Source Evaluation Board, or the selection official. The purpose of the ombudsman is to facilitate the communication of concerns, issues, disagreements, and recommendations of interested parties to the appropriate Government personnel, and work to resolve them. When requested and appropriate, the ombudsman will maintain strict confidentiality as to the source of the concern. The ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of formal contract disputes. Interested parties are invited to contact the contracting activity ombudsman, Jacqueline Holland-Craig, at 3435-9000. For an American Embassy or overseas post, refer to the numbers below for the Department Acquisition Ombudsman. Concerns, issues, disagreements, and recommendations which cannot be resolved at a contracting activity level may be referred to the Department of State Acquisition Ombudsman at (703) 516-1693, by fax at (703) 875-6155, or write to: Department of State, Acquisition Ombudsman, Office of the Procurement Executive (A/OPE), Suite 900, SA-27, Washington, DC 20522-2712.

Acquisition Method - The Government is conducting this acquisition using the simplified acquisition procedures in Part 13 of the Federal Acquisition Regulation (FAR).  If the dollar amount exceeds the simplified acquisition threshold, then the Government will be using the test program for commercial items authorized by Subpart 13.5 of the FAR.


 SECTION IV.  EVALUATION FACTORS

The Government intends to award a contract/purchase order resulting from this solicitation to the lowest priced, technically acceptable offeror/quoter who is a responsible contractor.  The evaluation process shall include the following:

(a)    COMPLIANCE REVIEW.  The Government will perform an initial review of proposals/quotations received to determine compliance with the terms of the solicitation.  The Government may reject as unacceptable proposals/quotations that do not conform to the solicitation.

(b)    TECHNICAL ACCEPTABILITY.  Technical acceptability will include a review of past performance and experience as defined in Section 3, along with any technical information provided by the offeror with its proposal/quotation.

(c)    PRICE EVALUATION.  The lowest price will be determined by multiplying the offered prices times the estimated quantities in “Prices - Continuation of SF-1449, block 23”, and arriving at a grand total, including all options.  The Government reserves the right to reject proposals that are unreasonably low or high in price.

(d)    RESPONSIBILITY DETERMINATION.  The Government will determine contractor responsibility by analyzing whether the apparent successful offeror complies with the requirements of FAR 9.1, including:

  • Adequate financial resources or the ability to obtain them;
  • Ability to comply with the required performance period, taking into consideration all existing commercial and governmental business commitments;
  • Satisfactory record of integrity and business ethics;
  • Necessary organization, experience, and skills or the ability to obtain them;
  • Necessary equipment and facilities or the ability to obtain them; and
  • Otherwise qualified and eligible to receive an award under applicable laws and regulations.


The quotation is open on August 25, 2011 due on September 8, 2011, 4.00pm. Please follow instructions in Section III for a quotation to be considered and fax the quotation to PCU: (62-21) 3435-9910 or 352-4303. Please note that your price should be valid for 30 days from September 8, 2011.

 1.        Meeting Session (September 26 - 28) to accommodate approximately 50 people a day. Below are detail specifications:

a.        One (1) function room for Plenary Session with minimum size of 90 square meters, which can accommodate approximately 50 participants per day from 08.00 am – 05.00pm for the period of September 27 – 28, 2011. Room should have unobstructed view and soundproof. Tables to be set up in “U” shape setting with twenty (20) perimeter chairs.

Bottled water should be provided during the session. Markers, Flip Chart, Screen, and Sound System must be provided.

 

A registration area with a reception desk and four (4) chairs outside the meeting room is required. It must be able to handle traffic flow of 20 – 30 attendees during peak time.

 

b.        One (1) secretariat room with minimum size of 50 square meters for September 25 - 28, 2011, available for 24 hours. Room must be lockable and must be in close proximity to the plenary session room. Room to be set up in workspace set-up with three (3) draped six-foot (2 meter) tables and ten (10) chairs. Bottled water must be available all the time.

 

c.        One (1) breakout room which can accommodate 30 participants for September 26, 2011 at 12.00 – 17.00.

 

d.        Three (3) breakout rooms which can accommodate fifteen (15) participants from 08.00 am – 05.00 pm for the period of September 27 – 28, 2011. Each room should be at least 50 square meters. Each room should be set up in round table with table cloth setting with fifteen (15) perimeter chairs.

 

Twenty four (24) hour hold is required for all rooms above. All meeting rooms must be set up one day before the required date.

 

e.        Coffee break:

One time coffee break for thirty (30) persons for September 26, 2011 at 01.00 pm. It should be located adjacent to the meeting room (breakout room). Menu should include coffee, tea, soft drinks and light snacks.

 

Two times coffee break for fifty (50) persons for September 27 – 28, 2011 at 09.30 am and 02.00 pm. It should be located adjacent to the general session room (Plenary Session Room). For morning coffee break, menu should include coffee, tea, fruit juice and Chef’s choice of daily refreshment snacks. For the afternoon break, menu should include coffee, tea, soft drinks and light snacks.

 

f.         A working buffet style lunch for fifty (50) persons for September 27 – 28, 2011 at 12.00 am. Lunch to be served in an area located in close proximity or adjacent to the general session room (Plenary Session Room). Room to be set up in round table setting for eight (8) people per table. Menu should be mix Asian and Western style food with free flow of water.

 

g.        Equipment and supplies required in Plenary Session Room

Ten (10) table microphones, four (4) wireless microphone, one (1) projection screen at least  six meters size, one (1) LCD or DLP projector (minimum 2,000 lumens), three (3) flipcharts with markers, high speed (DSL) internet connection for one (1) laptop and bottled water service  on tables for all participants.

 

h.        Equipment and supplies required in every Break Out Rooms

Two  (2) table microphones, one (1) projection screen, one (1) LCD or DLP projector (minimum 2,000 lumens), one (1) flipchart with markers, high speed (DSL) internet connection for one (1) laptop and bottled water service on tables for all participants.

 

i.         Equipment and supplies required in Secretariat Room

One (1) house phone with in-house and local call capability, internet connection (line or wireless) for one laptop/computer and bottled water service.

 

Rooms and other required facilities/services: 

2.       Hotel must be able to provide fifteen (15) rooms for the period of September 25 – 28, 2011. The room rate must be within US Embassy per diem. Room will be handled using personal account.

 

3.       Provider should have Business Center facilities with facsimile, secretarial and mailing services Charges involved with Business Center will be the responsibility of the individual delegate.