San Diego Diplomacy Council

Transcription

1 San Diego Diplomacy Council A Partner of the U.S. Department of State s International Visitor Leadership Program (IVLP) and Fee for Service (FFS) Operator Request for Proposal (RFP) Hotel Accommodations Fee for Service (FFS) The San Diego Diplomacy Council (SDDC) invites submission of quotes from hotels in San Diego interested in providing extended stay accommodations for international visitors traveling to San Diego under the auspices of the San Diego Diplomacy Council s Fee for Service (FFS) program. The FFS provides specialized exchange programs for international professionals. In collaboration with international organizations such as Fulbright; local non-profits; (Inter)national businesses; and educational institutions around the world, the San Diego Diplomacy Council s Fee for Service program seeks to invite international visitors to our local community to share ideas and best practices with counterparts in their particular field. The SDDC is a nonprofit membership association with 35 years of service to the international exchange community. Our membership includes a nationwide network of Community Member Organizations, National Program Agencies, Associate Member Organizations, Business Partners and individuals. SDDC designs and implements professional programs, provides cultural activities, and offers dinner and home hospitality for foreign leaders, specialists, and scholars participating in the U.S. Department of State International Visitor Leadership Program (IVLP), the Fee for Service program, and other exchanges. This RFP does not obligate SDDC to accept or contract for any expressed or implied services, nor does it obligate the hotel to accept or contract for any expressed or implied services. SDDC reserves the right to reject any or all quotes and to waive irregularities and informalities in the submission process. NOTICE: Responses to the RFP for San Diego Extended Stay Hotel Accommodations Fee for Service Program should be ed to Lieke@SanDiegoDiplomacy.org by Close of Business on Friday, March 11, Submissions should include a brief description of the hotel s amenities, the primary point-ofcontact, and demonstrate the capability and willingness to perform the Required Services, listed in the sections below. 1

2 1. PURPOSE & PROCESS SDDC follows a procurement process to conform to federal regulations for recipients of federal grants. To satisfy those requirements, we invite you to submit a proposal to join SDDC s Preferred Extended Stay Hotel List for San Diego. The RFP is for ongoing services for hotel accommodations from, but not limited to, April 1, 2016 through March 31, 2017, and may be extended through March 31, 2018 at the discretion of SDDC. The SDDC has historically utilized approximately 3000 room nights per year in San Diego, with an average stay of 3 4 nights per stay, year-round. Group sizes may vary from 2 to 60 adults. Participants on the FFS program are entitled to the U.S. General Services Administration (GSA) negotiated government hotel rate. 2. REQUIRED SERVICES In order to qualify for consideration on the San Diego Preferred Hotel List, the following services are required: 1. Each International Visitor will be accommodated in a single or double room. No contracts will be required for any FFS accommodations but can be utilized if reviewed and approved by SDDC in advance. Exceptions will be allowed for special initiatives: groups of 50 or more participants. 2. The preferred method of payment for rooms is Direct Bill. Invoices should be sent to the appropriate Program agency administering the project with a copy sent to SDDC for payment tracking purposes, within two weeks of the visitors departure. 3. Incidental deposits may be requested at check-in based on previously agreed upon rate. In certain cases, such as a large group checking-in at the same time, special arrangements can be made in advance for the collection of incidental deposits. Incidentals will not be covered by SDDC or the direct bill. If required, the hotel must request individual credit cards from guests or set agreed upon flat deposit fee (not to exceed $100 for entire stay) per guest. The RFP must clearly indicate the amount of the incidentals deposit. Deposits will often be made in cash or with traveler s checks, but may be made with a credit, debit, or prepaid money card. Deposits must be returned to the guests expeditiously, no later than the morning of departure. 4. Rooming lists will be provided by SDDC s Fee for Service program. The rooming list usually will not be available until less than 30 days prior to arrival. Flexibility is expected with regard to changes in the participant rooming lists, up until the day before arrival. 5. There will be no charges for cancellations of rooms or no shows. The SDDC will make a goodfaith effort to keep the hotel abreast of any known cancellations or arrival delays. Hotel agrees that no charges will be incurred by SDDC in the event that a Program or individual room is cancelled due to acts of God, war, government regulations, threats or acts of terrorism or similar acts, governmental travel advisories, disaster, strikes (except those involving the Hotel s employees or agents), civil disorder, curtailment of transportation facilities, or any other cause beyond the parties control, making it inadvisable, illegal or impossible to perform their obligations under the Agreement. 6. The hotel must have a designated booking agent for the FFS. 2

3 7. Complimentary internet and/or Wi-Fi must be provided. Hotels should indicate internet availability in sleeping rooms, hotel lobby and/or in the hotel business center. 8. The front desk staff must be fully aware of the procedures for checking-in International Visitors. Front desk staff is responsible for confirming final number of guests upon check-in and prior to delivering room keys. 9. Hotel will clearly state porterage fees in RFP. Current union porterage fees will be honored. Hotel will clearly state all additional fees that may be charged to FFS guests (such as; storage of luggage or holding program books at front desk) for consideration. 10. Hotel will clearly state any requirement for guest deposits in RFP and upon check-in (for incidentals or otherwise) and whether any food or beverage is included in room rate (such as breakfast). If incidental costs are incurred, this will always be paid for by the cash, traveler s checks, credit, debit, or prepaid money card of the individual guest. 11. In rare cases of request for extension on check-out date, the GSA rate will apply. 12. All room rates must reflect current GSA nightly lodging rate (as of December, 2015 San Diego GSA rate for lodging is $ per night*) *From January 2016 until July 2016 the GSA rate for lodging is $ per night, from August 2016 onward the GSA lodging rate of $ per night will apply. 3. CRITERIA FOR INCLUSION ON THE PREFERRED VENDORS LIST Evaluation of the quotes will be based on the criteria listed below: Capability and willingness to perform the Required Services listed above Quality of hotel guest rooms Competitive nightly room rate for single or double accommodations at or below GSA rate Attractiveness of additional available amenities and benefits Expertise of key personnel (sales and event managers) working with FSS, international clients and similar government-funded programs Hotel location within San Diego and access to public transportation Availability of complimentary event space for professional FFS meetings (10-25 attendees), receptions and special events (50-75 people) Consideration of event sponsorship interest in annual SDDC dinner gala (250+ guests) Offering of commissionable rates Expressed interest in SDDC Business Membership 4. ADDITIONAL PROPOSAL REQUIREMENTS In addition to the above Required Services, the Proposal must include a nightly room rate for single and double accommodations. Preference will be given to those hotels that provide a competitive flat- rate for reservations in 2016 that do not exceed federal per diem or a flat rate for separate periods (i.e. quarterly, high season/low season). Bids should include all blackout dates and/or previously known dates for which it is unlikely the hotel can honor agreed upon 3

4 flat rate. Proposals should specifically identify all additional amenities that are included in the nightly room rate (i.e. access to complimentary meeting space, complimentary breakfast, etc.). Proposal should include description of all available conference space. Proposal should include all ADA compliant services and amenities, and specify the number of ADA compliant rooms. Proposal should indicate if property is FEMA certified, and if not, provide description of current emergency and security protocol. Proposal should indicate if hotel is classified as a small business, minority or woman owned, or compliant with environmental energy efficiency or green standards. Proposal should identify any additional benefits that are not required but might include amenities for VIP guests, accumulation of hotel points, business membership/sponsorships, or commissionable rates. Additionally, the proposal should indicate willingness to incorporate or abide by all of the federal provisions listed at the end of this RFP. Proposals should be no longer than 5 pages, double-spaced. ed submissions should have the following subject line: San Diego Extended Stay Hotel Accommodations Fee for Service Program and should be ed in a PDF to Lieke@SanDiegoDilpomacy.org by 5:00 p.m. Friday, March 11, AWARD AGREEMENT Successful bidders will be notified by SDDC no later than 5:00 p.m. Friday, April 8, 2016 and added to the Preferred Extended Stay Hotel List (PESHL) for San Diego. SDDC will utilize this list exclusively when booking FFS projects. Only in cases when Preferred Extended Stay Hotel List properties do not have availability, should SDDC deviate from the PESHL. Upon addition to the Preferred Extended Stay Hotel List, the hotel will be given immediate consideration for business. SDDC reserves the right to utilize multiple hotels for this RFP if it is in the best interest of the FSS. 6. PROVISIONS INCLUDED IN ALL AGREEMENTS All vendors must agree to incorporate the following provisions into their operations. 1. Equal Employment Opportunity: All agreements shall contain a provision requiring compliance with E.O , Equal Employment Opportunity, as amended by E.O , Amending Executive Order Relating to Equal Employment Opportunity, and as supplemented by regulations at 41 CFR part 60, Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor. 2. Clean Air Act (42 U.S.C et seq.) and the Federal Water Pollution Control Act (33 U.S.C et seq.), as amended: Agreements and sub-grants of amounts in excess of $100,000 shall contain a provision that requires the recipient to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C et seq.) and the Federal Water Pollution Control Act, as amended (33 U.S.C et seq.). Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA). 4

5 3. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352): For all contracts or sub-grants of $100,000 or more, Global Ties U.S. shall obtain from the vendor a certification that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C Likewise, since each tier provides such certifications to the tier above it, Global Ties U.S. shall provide such certifications in all situations in which it acts as a sub-recipient of a sub- grant of $100,000 or more. 4. Debarment and Suspension (E.O.s and 12689): For all agreements in excess of the small purchase threshold fixed at 41 U.S.C. 403(11) (currently $100,000), Global Ties U.S. shall obtain from the vendor a certification that neither the vendor nor any of its principal employees are listed on the General Services Administration s List of Parties Excluded from Federal Procurement or Non-procurement Programs. 8. QUESTIONS Questions regarding this RFP may be directed to Heidi Knuff, Fee for Service Program Manager at heidi@sandiegodiplomacy.org. No phone calls please. 5