Comox Hotel Services

Trade Agreement: CETA / WTO-AGP / CPTPP / CFTA / FTA with UK
Tendering Procedures: Generally only one firm has been invited to bid
Non-Competitive Procurement Strategy: Exceptional Circumstances Under Article 508 (1) of AIT
Comprehensive Land Claim Agreement: No
Vendor Name and Address: 
R & R Resort Group LTD
1800 Riverside Lane
Courtenay British Columbia
Canada
V9N8C7
Nature of Requirements: 

Comox Hotel Services
W2604-22JP09/A
Dumoulin Daguilh, Mireille
               
1.Advance Contract Award Notice (ACAN) 
An ACAN is a public notice indicating to the supplier community that a department or agency intends to award a contract for goods, services or construction to a pre-identified supplier, thereby allowing other suppliers to signal their interest in bidding, by submitting a statement of capabilities. If no supplier submits a statement of capabilities that meets the requirements set out in the ACAN, on or before the closing date stated in the ACAN, the contracting officer may then proceed with the award to the pre-identified supplier. 

2.Definition of the requirement 
The Department of National Defence (DND) / Royal Canadian Air Forces (RCAF) requires a contractor to provide hotel accommodations in support of 431 Air Demonstration (AD) Squadron (Sqn) of 15 Wing, Moose Jaw, Saskatchewan, Canada. 
The contractor must be able to provide single occupancy rooms, in Comox BC, for 28 personnel, from 19 April 2022 to 10 May 2022.
The period of the Contract will be from Contract issuance to December 31st  2022, with an option to extend the term of the Contract by up to 2 additional one year periods under the same conditions.
The Accommodation is estimated at 588 room nights.
The Hotel must be located within 15 Kilometers of 19 Wing Comox located at PO BOX 1000 Station Main, Lazo, British Columbia, V0R 2K0.

3.Criteria for assessment of the Statement of Capabilities (Minimum Essential Requirements):
Any interested supplier must demonstrate by way of a statement of capabilities that it meets the following mandatory requirements:

3.1.General Technical Requirements:
3.1.1 Due to COVID-19 pandemic all rooms provided must have been thoroughly   cleaned and been vacant 48hrs prior to occupancy;
3.1.2 The contractor must be able to provide hotel rooms for 28 personnel   in accordance with the following requirement for accommodations. Hotel   rooms will be completely equipped with:

i.The Contractor must provide room with in suite kitchen facilities which include basic cooking utensils, a cooking surface, a refrigerator, microwave, kitchen sink, place settings for 2, and coffee machine with daily coffee and tea replenishment; 
ii.kitchen must have all required cleaning items; 
iii.The Contractor must provide in suite laundry facilities or access to self-service laundry (washer and dryer) at the occupants own expense to be located within the same facility;
iv.The Contractor must provide rooms with one (1) double bed or larger. A sofa bed or cot will not be acceptable;
v.The Contractor must provide rooms standard furniture (lamp, desk, office chair, armchair and sofa, and chest of drawers);
vi.The Contractor must provide rooms with standard room amenities (TV including basic cable & remotes, telephone, alarm clock/radio) must all be in working conditions
vii.The Contractor must provide rooms with all windows with blackout lining, shades, or blinds.  If drapes are provided, they must screen out the light;
viii.The Contractor must provide rooms equipped with adequate heating and cooling (AC) capabilities. Heating and cooling systems shall be in good working order, so as to provide undisturbed sleep. Temperature shall be controllable and the equipment shall not be noisy when operating;
ix.The Contractor must provide rooms with bathrooms that contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror.  Additionally, bathrooms must have adequate lighting and at least 2 grounded electrical outlets for use of electrical razors, hair dryers etc.  The shower or shower/tub combination shall have shower doors or curtains; 
x.The Contractor must provide General room cleaning service provided on request;
xi.The Contractor must provide Fresh towel service, shampoo and soaps sufficient for the personnel in each room on an as requested basis;
xii.The Contractor must provide Bedding exchange on a weekly basis, unless occupant requests bi-weekly;
xiii.The Contractor must provide In-room telephone capable of making unlimited local calls;
xiv.The Contractor must provide non-smoking rooms; and 
xv.The Contractor must provide all rooms with Free high speed internet Wi-Fi access.

3.1.3 Facility Amenities: The contractor must be able to provide the following facility amenities:
i.onsite business centre with printer;
ii.fitness room with free weights and cardio equipment; and
iii. parking must be included on site for up to eight (8) vehicles (lighted parking lot).

3.2 Technical evaluation criteria: 
Interested supplier must address each below mandatory technical criterion separately:
3.2.1-The Contractor must have a minimum three (3) star rating or higher (hotel association class rating and not a customer satisfaction rating). 
3.2.2-Bidders must demonstrate that the lodging facility adheres to all local and provincial COVID-19 protocols. 
3.2.3-Must demonstrate that accommodation is located within 15 kilometers of 19 Wing Comox in Lazo, British Columbia 
3.2.4-Bidders must provide a copy of housekeeping list to indicate how the room is cleaned, what is cleaned and in what order, including additional cleaning required due to COVID-19. 
3.2.5-in suite kitchen facilities which include basic cooking utensils, a cooking surface, a refrigerator, microwave, kitchen sink, place settings for 2, and coffee machine. 
3.2.6-in suite laundry facilities or access to self-service laundry (washer and dryer) at the occupants own expense to be located within the same facility; 
3.2.7-Point of Contact:Bidder must identify a local staff member that will be the Primary Point of Contact (POC) for all matters relating to hotel services. The POC must be available on a 2400hr basis. 

4.Applicability of the trade agreement(s) to the procurement 
This procurement is subject to the following trade agreement(s) :
oCanadian Free Trade Agreement (CFTA)
oRevised World Trade Organization - Agreement on Government Procurement (WTO-AGP)
oCanada-European Union Comprehensive Economic and Trade Agreement (CETA)
oComprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
oCanada-Chile Free Trade Agreement (CCFTA)
oCanada-Korea Free Trade Agreement
oCanada-United Kingdom Trade Continuity Agreement (Canada-UK TCA)
oCanada-Ukraine Free Trade Agreement (CUFTA)

5.Set-aside under the Procurement Strategy for Aboriginal Business  
This procurement is not set-aside for an Aboriginal supplier.

6.Comprehensive Land Claims Agreement(s)  
This procurement is not subject to the Comprehensive Land Claims Agreements. 

7.Justification for the Pre-identified Supplier: 
DND 431 (AD) Sqn carries out yearly deployment training in the area. Every year there was no other provider in the area that can meet their requirements There is only one vendor that can meet the mandatory requirements in sufficient number (i.e. 28 long-term stay hotel rooms with kitchenettes).
The pre-identified supplier meets all of the minimum essential requirements described in this ACAN.

8.Government Contracts Regulations Exception(s) . 
The following exception(s) to the Government Contracts Regulations is (are) invoked for this procurement under subsection:
6(d) only one person is capable of performing the work. 

9.Exclusions and/or Limited Tendering Reasons 
All of Canada’s free trade agreements allow for limited tendering: 
b.where the goods or services can be supplied only by a particular supplier and no reasonable alternative or substitute goods or services exist for any of the following reasons (CAP Code 71 Exclusive Rights): 
i.the requirement is for a work of art;
ii.the protection of patents, copyrights or other exclusive rights; or
iii. due to an absence of competition for technical reasons;

10.Ownership of Intellectual Property 
There are no intellectual property terms in the contract.

11.Period of the proposed contract or delivery date . 
The period of the services is from 19 April 2022 to 10 May 2022;
The proposed contract is for a period from the issuance of the Contract to 31 December 2022. The contract includes an option to extend the contract period two one-year periods

12.Cost estimate of the proposed contract 
The estimated value of the contract is $240,000.00 including 2 one-year options and taxes. 

13.Name and address of the pre-identified supplier 
Name: Old House Hotel & Spa / Old House Village Suites & Resort
Address: 1730 Riverside Lane, Courtenay, British Columbia, V9N 8C7.

14.Suppliers' right to submit a statement of capabilities 
Suppliers who consider themselves fully qualified and available to provide the goods, services or construction services described in the ACAN may submit a statement of capabilities in writing to the contact person identified in this notice on or before the closing date of this notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

15.Closing date for a submission of a statement of capabilities 
The closing date and time for accepting statements of capabilities is 13th December, 2021 at 2:00 p.m. EST). 

16.Inquiries and submission of statements of capabilities Inquiries and statements of capabilities are to be directed to: 
Name: Mireille Dumoulin Daguilh
      Supply Specialist
      140, O’Connor Street, Ottawa, K1A 0R5
Telephone:613-407-4443  
E-mail address:mireille.dumoulindaguilh@tpsgc-pwgsc.gc.ca




Delivery Date: Above-mentioned

You are hereby notified that the government intends to negotiate with one firm only as identified above. Should you have any questions concerning this requirement, contact the contracting officer identified above.

An Advance Contract Award Notice (ACAN) allows departments and agencies to post a notice, for no less than fifteen (15) calendar days, indicating to the supplier community that it intends to award a good, service or construction contract to a pre-identified contractor. If no other supplier submits, on or before the closing date, a Statement of Capabilities that meets the requirements set out in the ACAN, the contracting authority may then proceed with the award.  However, should a Statement of Capabilities be found to meet the requirements set out in the ACAN, then the contracting authority will proceed to a full tendering process.

Suppliers who consider themselves fully qualified and available to provide the services/goods described herein, may submit a statement of capabilities in writing to the contact person identified in this Notice on or before the closing date of this Notice. The statement of capabilities must clearly demonstrate how the supplier meets the advertised requirements.

The PWGSC file number, the contracting officer's name and the closing date of the ACAN must appear on the outside of the envelope in block letters or, in the case of a facsimile transmission, on the covering page.

The Crown retains the right to negotiate with suppliers on any procurement.

Documents may be submitted in either official language of Canada.