Family Readiness Volunteer Training AUG 2016
Added: Jun 21, 2016 2:49 pm Family Readiness Volunteer Training AUG 2016- J9This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 of the Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Proposals are being solicited and a written solicitation will not be issued. Solicitation number W912L7-16-T-0008 is hereby issued as a Request for Proposal. This solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-88. This requirement is being advertised as unrestricted; the North American Industry Classification System (NAICS) Code(s) are 721110, with a Size Standard of $32.5M. This is 100% Small Business Set-A-Side. The following clauses are applicable to this acquisition: The TN National Guard is Requesting a Proposal for the Family Readiness Volunteer Training Event - Lodging/Meals for approximately 55 Adults (110 for 2 days) and 25 Children (50 for 2 days). We are requesting the dates from 26-28 AUG 2016. For complete information, see the Performance Work Statement (PWS) and Request for Proposal (RFP). - NO THIRD PARTY VENDORS WILL BE CONSIDERED OR ACCEPTED.Alternate dates for this event: 5-7 AUG, 19-21 AUG, or 26-28AUG 2016The area we are looking for to hold the event is: CHATTANOOGA, TNThe solicitation closes 07 JULY 2016 at 12:00noon EST (11:00am CST). Please EMAIL ALL QUESTIONS to Rhonda.m.lien.civ@mail.mil BY 05 JULY 2016 at 10:00am CST. All questions will be answered and posted on FedBiz Opps;(A) 52.212-2 EVALUATION - COMMERCIAL ITEMS: As prescribed in 12.301(c), the Contracting Officer may insert a provision substantially as follows:Evaluation -- Commercial Items (Jan 1999)(a) 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 following factors shall be used to evaluate offers:1. Vendor must be current with Certification on SAM - https://www.sam.gov/index.html/#12. Vendor must have NASIC CODE of 721110 in order to qualify for award and HOTEL MUST HAVE Adequate Parking for the Requested Event. 3. Vendor will provide a FULL menu upon award and cost per person/meal - RFP Pricing Template provided.4. Vendor will provide GRAND TOTAL with the proposal and specify date that you have available for camp on the RFP.5. Vendor must submit proposal on time in order to be consider in award process. Check for modifications on FedBiz Opps.6. Vendor must comply with the PWS and RFP pricing template in order to be considered for award.7. Award will be based on Lowest Price Technically Acceptable for the Government and ability to comply with the PWS. 8. Invoicing/Billing will be done electronically tough WAWF-Wide Area Workflow - https://wawf.eb.mil/ after event has been completed.9. Award/Contract is a firm fixed price contact.10. The vendor that receives the award will be required to provide proof of National Agency Check (NAC) SF85P for all personnel in attendance at the camp.Notification of award or acceptance of an offer will be emailed to the contractor.A. 52.212-3: OFFEROR REPRESENT ATIONS AND CERTICATIONS - COMMERCIAL ITEMS:B. 52.212-4: CONTRACT TERMS AND CONDITIONS - COMMERICAL ITEMSC. 52-212-5: CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (NOV 2011) D. 52.203-13, CONTRACTOR CODE OF BUSINESS ETHICS AND CONDUCT (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note).E. 52.219-8, UTILIZATION OF SMALL BUSINESS CONCERNS (Dec 2010).F. 52.226-6, PROMOTING EXCESS FOOD DONATION TO NONPROFIT ORGANIZATIONS. (Mar 2009) G. 52.222-26, EQUAL OPPORTUNITY (Mar 2007) (E.O. 11246)H. 52.222-35, EQUAL OPPORTUNITY FOR VETERANS (Sep 2010) (38 U.S.C. 4212)I. 52.222-36, AFFIRMATIVE ACTION FOR WORKERS WITH DISABILITIES (Oct 2010) (29 U.S.C. 793).J. 52.222-40, NOTIFICATION OF EMPLOYEE RIGHTS UNDER THE NATIONAL LABOR RELATIONS ACT (Dec 2010) (K. 52.222-41, SERVICE CONTRACT ACT OF 1965, (Nov 2007), (41 U.S.C. 351, et seq.)L. 52.222-50, COMBATING TRAFFICKING IN PERSONS (Feb 2009) (22 U.S.C. 7104)M. 52.222-51, EXEMPTION FROM APPLICATION OF THE SERVICE CONTRACT ACT TO CONTRACTS FOR MAINTENANCE, CALIBRATION, OF REPAIR OF CERTAIN EQUIPMENT-REQUIREMENTS (Nov 2007) (41U.S.C. 351, et seq.).N. 52.222-54, EMPLOYMENT ELIGIBILITY VERIFICATION (Jan 2009).O. 52.233-4 -- APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM52.239-1 PRIVACY OR SECURITY SAFEGUARDS.P. 52.246-4 -- INSPECTION OF SERVICES -- FIXED-PRICE.Q. 252.212-7001 (DEV): CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS APPLICABLE TO DEFENSE ACQUISITIONS OF COMMERCIAL ITEMS (DEC 2010) (DEVIATION),R. 252.232: 7003 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS AND RECEIVING REPORTS (MAR 2008) -S. 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS Performance Work StatementObjective: The objective of this contract is to provide a combined regional Family Readiness Support Training event for dependents of TN-ARNG Service Members with in the Eastern TN region. The Contractor will perform a wide range of administrative tasks for the Family Programs, (J9) that include the formation and administration of various projects as detailed in this PWS.Deliverable Performance Standard Acceptable Quality Level (AQL) Method Used / FrequencyLodging 3.0 - 3.4Lodging • Rooms were acceptable to 95%?• Rooms were available for check-in on time?• Rooms were clean at check-in? COR Survey after eventConference Rooms 4.0 - 4.3Conference Rooms • Conference Rooms were set-up as requested per PWS?• Conference Rooms were clean before start of event• All A/V request were met per PWS? Lobby 5.0 - 5.1.3Lobby • Lobby area was clean and clear for vendor set-up?• Vendor tables were set-up and presentable? Meals 6.0-6.5Meals • Meals were delivered on time?• Meals were hot and acceptable flavor?• All meals request were met per PWS? Security 7.0-7.2Security • Were the children safe at all times and out of harm's way? • Verify Proper documentation1.1 Organizational Analysis Army National Guard (ARNG):Source: (http://www.arng.army.mil/Pages/Default.aspx)Vision is to be a "Ready, reliable, and accessible force that maintains its relevancy now and tough the millennium".Mission is "To provide combat capability to the war fighter and security to the homeland." Specifically, to provide ready units to the state and nation in tee critical roles:• Federal Role: To support national security objectives• State Role: To protect life and property, and to preserve peace, order, and public safety.• Community Role: To participate in local, state, and national programs that add value to America2.1 Technical Specifications:2.2 The following technical specifications are provided to help potential contractors better understand the task environment in which the services will be delivered. The following specifications are required to successfully deliver the required service and support task order objectives. The contractor is encouraged to exceed these minimum technical specifications to demonstrate its technical, operational, and administrative expertise in support of customer's organizational and departmental objectives.2.3 Third party bids WILL NOT be accepted.3.1 Lodging: The Contractor will:3.2 Vendor will make available a block of 10 guest rooms for two nights each (Friday - Sunday). 10 guest rooms will be designated for TN-ARNG Family Readiness event staff. Guest rooms will be blocked for TN-ARNG Event Staff and will not be under the same room block for participants.3.2.1 The 10 total guest rooms reserved will not be included in the final quote and will be paid outside of the contract by individual guests. However, the guest rooms will be needed at the same location and on the same dates, and will be considered part of the award consideration.3.2.2 Vendor may release administrative block of 10 guest rooms for event no sooner than one week prior to arrival.3.3 Vendor will provide 40 guest rooms for two nights each (Friday - Sunday). 40 guest rooms will be designated for TN-ARNG Family Readiness event participants.3.3.1 The 40 guest rooms for Family Readiness event participants WILL be included in the final quote and WILL bill to the master account on the contract.3.3.2 TNARNG will provide Vendor a rooming list for contract guest rooms two weeks prior to arrival. A rooming list provided to the vendor as specified will allow the vendor to release unused guest rooms to the general public and afford the TNARNG credit for unused guest rooms.3.3.3 Any costs charged to the room such as telephone usage, movies, video games/equipment rental, mini bar usage, room service or any other charge above and beyond the daily rate, will be at the occupants expense and will not be allowable under this contract. (Hotel is liable to collect any additional charges)3.4 TNARNG requests the federal per diem rate for all standard rooms (staff & participant) for the Family Readiness Support Training event.4.1 Conference Rooms: The Contractor will:4.2 Coordinate one (1) conference/general session room to comfortably seat 50 people. Contract will include table arrangement in buffet layout with no more than eight (8) people per table; Table arrangement will have a center isle; One (1) 6 ft. or 8 ft. table at the front of the room for handouts; One (1) podium; One (1) American Flag; state flag is optional; One (1) small classroom style table required for audio visual equipment; Internetconnection is required. Complimentary water station in room. This room may be used as dining area for the lunch buffet. This room may also be used for to meet requirement 4.2.4.3 Coordinate tee (3) conference / break-out rooms to accommodate 20 adults; arranged in theater fashion; one(1) 4ft or 6ft instruction table; electrical access is required.4.4 Coordinate two (2) conference/ break-out rooms designated for youth programs. Each room will accommodate 15 youth ages 0-12 years of age. Each room designated for youth programs will be conjoining or located in close proximity to each other. One (1) room will be arranged in classroom style to accommodate activities; One(1) room will be open for free play having one (1) small classroom style table and six (6) chairs each; Rooms will be used for service of Youth meals.5.1 Lobby5.2 Compose lobby area for event registration and vendor display for twenty-five (25) vendors. Two (2) 6ft or 8 ft registration tables; one (1) 6ft or 8ft table per vendor; two (2) chairs per table; and complimentary water station.5.2.1 Designated vendor and registration area will be located in close proximity to the General Sessions room.5.2.2 Wireless internet capability is required to efficiently accommodate no less than 25 computers.6.1 Meals:6.2 Vendor will provide an evening reception on Friday for 55 people consisting of, but not limited to caffeinated and decaffeinated coffee, diet and regular soft drinks, and assorted hors d'oeuvres. Vendor will offer a minimum of four items in both sweet and savory varieties. Reception will run concurrent with opening remarks and training from 6:00-7:30pm.6.3 Vendor will provide a full breakfast buffet on Saturday and Sunday for 55 people (110 total) consisting of, but not limited to: caffeinated and decaffeinated coffee, hot tea assortment, iced water(not bottled), orange juice, and a variety of, the following: sliced seasonal fruit, bread, breakfast meats, and eggs. Bread items will consist of muffins, bagels or pastries, and waffles/pancakes/french toast with syrup or biscuits & gravy. Breakfast meats will include combination of ham, bacon, or sausage with any style eggs.6.3.1 Breakfast will be served: 7:30 - 8:30am on both days.6.3.2 Breakfast pastries/muffins, coffee, and tea will be left for consumption after the breakfast service has closed. Items will be removed only after depletion or to prepare for the service of the next meal.6.4 Vendor will provide a lunch buffet on Saturday and Sunday, for 55 (110 total). Lunch items will include a salad, a choice of two (2) entrees/meats with a minimum of two (2) vegetable choices, bread/rolls, dessert. and a drink per person. The salad will not be considered as one of the vegetable requirements. Beverages will consist of ice water, tea (both sweet & un-sweet) and lemonade. Serving portions will be a minimum of the following: meat - 8oz.; vegetables - 4oz. each; bread - 1 dinner roll; dessert - 1 serving, 6oz. each. Vendor will provide linen table cloths for each dining table. Meal will be served buffet style. Vendor will provide servers for beverage refreshment and dish removal during mealtime.6.4.1 Lunch buffet will be served: 11:30am - 12:30pm on both days.6.4.2 Dessert will be included in the total cost of the lunch meal but will be offered to event participants for consumption at 2:00pm each day.6.5 Vendor will provide a lunch service for 25 children (ages 10 and under) on Saturday and Sunday.6.5.1 Children's menu will include, but not be limited to, entrees, side items and desserts generally considered "kid friendly". Meals may include a combination of entrees & side items such as grilled ham & cheese sandwiches, chicken tenders, pizza, French fries, macaroni & cheese, pasta salad, fruit salad, fruit flavored gelatin, cookies, etc. Serving portions will be a minimum of the following: meat - 5oz.; vegetables /side items- 3oz. each; bread- 1 dinner roll; dessert - 1 serving, 3oz each. Beverages will consist of ice water and lemonade.6.4.1 Entrees, side items, or desserts will not contain peanuts, or peanut derived foods.6.4.3 Children's lunch will be served from 11:00-12:00pm in the designated youth classroom area.6.5 Vendor will provide a dinner buffet on Saturday for 55 people. Dinner items will include a salad, a choice of two (2) entrees/meats with a minimum of two (2) vegetable choices, bread/rolls, dessert. and a drink per person. The salad will not be considered as one of the vegetable requirements. Beverages will consist of ice water, tea (both sweet & un-sweet) and lemonade. Serving portions will be a minimum of the following: meat - 8oz.; vegetables - 4oz. each; bread - 1 dinner roll; dessert - 1 serving, 6oz. each. Vendor will provide linen table cloths for each dining table. Meal will be served buffet style. Vendor will provide servers for beverage refreshment and dish removal during mealtime.6.5.1 Dinner meal will be served from 5:00 - 6:00pm. Service will run concurrently with guest speaker presentations.6.6 Vendor will provide a dinner meal for 25 children ages 12 and under on Saturday. Reference 6.4.1.6.6.1 Children's dinner meal will be served from 5:00-6:00pm in the designated youth classroom area.7.0 Security Requirements:7.1 The contractor will be required to complete National Agency Check (NAC) SF85P. Obtain any clearances that are required to conduct duties for TNARNG.7.1.2 Vendor will lock all conference rooms nightly when not in use.8.1 Miscellaneous:8.2 When submitting a proposal all vendors MUST provide Cage Code, Dun and Bradstreet number, Tax identification number, and vendors must already have their Representations and Certifications completed in https://www.sam.gov/portal/public/SAM/#1 prior to submission of proposal.8.2.2 Contract Specialist for this Request for Proposal is Rhonda Lien, rhonda.m.lien.civ@mail.mil, and Phone: 615- 313-0530. Please call if there are any questions pertaining to this request.8.2.3 Contracting Officer's Representative (COR) for the event is LTC Jim Reed, Military & Family Readiness Director, james.a.reed42.mil@mail.mil, Phone: 615-313-0683.9.1 Hours of Operation:9.2 The contractor will perform the services during the "Military & Family Readiness" event beginning 12:00pm on the Friday, tough 3:00pm Sunday.9.1.1 Acceptable dates for this event are: 5 - 7 AUG; 19 - 20 AUG; 26 - 28 AUG.9.3 Check-in for the hotel guests will be NLT 3:00pm on day of arrival. A late check-out will be extended to all event participants and staff on day of departure.9.4 Vendor will not contract with any other party for use of the same occupied space during anytime of specified hours of operation.10.1 Audio Visual:10.2 Vendor will allow TN-ARNG Military & Family Readiness Office use of private audio visual equipment as needed. Internet connectivity is required - Ref 5.1.3.11.1 Contractor Manpower Reporting.11.2 The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: https://contracormanpower.army.pentagon.milThe required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer's Technical Representative; (2) Contract Number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub- contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information; (11) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor's systems to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the website.Quality Assurance Plan:The Contracting Officer's Representative (COR) will monitor contractor performance and complete the Quality Assurance Worksheet provided below on a monthly basis. The Quality Assurance Worksheet will be submitted directly to the Administering Contracting Officer with a copy to the Contracting Officer Representative (COR) following the first month of performance following the service. Future months will be submitted to the Contracting Officer only, unless COR involvement is warranted (i.e. anything other than green). The COR will assume a quality performance rating of "Green" on all measured deliverables unless otherwise notified.The quality rating may change from "Green" to "Red" without notice. We anticipate the COR utilizing the "Yellow" quality rating to alert the contracting office and the COR of quality issues that have the potential for a "Red" quality rating if corrective action is not taken.By approving service and/or deliverables on the worksheet, the COR confirms the quality performance rating of "Green" unless otherwise annotated. The Contracting Officer listed in the contract will provide the Contractor with a copy of all rating worksheets that are other than green.At the end of the performance period, the COR will be asked to complete a Quality Performance Review to document the quality performance rating. This will be submitted to the Contracting Officer. If there are any ratings other than green a copy will be furnished to the contractor.The COR may submit a Quality Assurance Worksheet at anytime and as often as necessary to document quality levels. If Contractor response to an identified quality deficiency is unsatisfactory, the Contracting Officer will contact the appropriate Contractor representative to implement a plan of action to remedy the identified deficiency. Rating DescriptionGreen Yes performance and technical specifications are being met at AQL.Yellow Yes, performance and technical specifications are currently being met at the minimum AQL, but the following service / deliverable needs contractor attention.The Customer must identify what component of the deliverable and/or service requires attention.Red No, performance and technical specifications are not being met at AQL and the following service / deliverable needs immediate contractor resolution.The Customer must identify what component of the deliverable and/or service is below the minimum AQL.QUALITY ASSURANCE WORKSHEETPerformance Work Statement # Family Readiness Volunteer Training Event name: Performance RatingDeliverable/Service  Quality Rating Causative Factors Effect on Mission Action /DateLodging Green Comments Unnecessary for "Green" QA Rating Yellow Red Conference Rooms Green Comments Unnecessary for "Green" QA Rating Yellow Red Lobby Green Comments Unnecessary for "Green" QA Rating Yellow Red Meals Green Comments Unnecessary for "Green" QA Rating Yellow Red Security Green Comments Unnecessary for "Green" QA Rating Yellow Red Red Red Approved by: Date: (Contracting Officer's Representative)
W912L7-16-T-0008 Department of the Army Tennessee Army National Guard
6/21/16, 2:49 PM