1_PWS_Strong Bonds Sep 23 Hotel.docx

Performance Work Statement Lodging, Meals and Conference Facilities Strong Bonds Enrichment Event Indiana – 122nd Wing 1 Sep – 3 Sep 2023

1. INTRODUCTION. The Indiana Air National Guard (IN ANG) will conduct a Strong Bonds Family Enrichment event at a suitable facility within 5 hours of Fort Wayne, IN on Friday-Sunday, 1 Sep – 3 Sep, 2023. The Air National Guard (ANG) 122nd Wing is seeking a premium FEMA registered facility to accommodate lodging, conference and dining accommodations to include catering for 30 couples (i.e., military member + spouse). The designated government representative holding this event is not authorized to change the terms and conditions of the resulting contract.

1.1. Hotel Representative. The hotel shall provide a liaison for the event. The hotel representative (HR) must be vested with the authority to resolve issues involving event execution and payments as they arise. The HR shall be available through the duration of the event. The hotel will provide a list of on-call points-of-contact who have the authority to resolve issues affecting their particular areas of support, (for example: room maintenance, security, banquets, payment, etc.).

2. LODGING.

2.1. GENERAL REQUIREMENTS. The hotel is responsible for providing lodging requirements as stated in the introduction & they shall not exceed the local per diem rate.

2.1.1. The estimated lodging total required from Friday-Sunday are as follows:

a) Friday, 30 sleeping rooms contracted.

b) Saturday, 30 sleeping rooms contracted.

2.1.2. The designated Government Representative will identify individuals on the guest list whose rooms will be procured under the proposed contract.

2.1.3. Required On-Site Amenities. The hotel shall be with-in 5 hours of Fort Wayne, IN & include all of the following on-site amenities: restaurant, catering, & meeting rooms.

2.1.4. Quality Room Standards. The rooms will be occupied by one (1) Service Member and his/her spouse. Rooms should be king or queen beds, individual/private sleeping rooms with private toilet and shower/tub facilities, hot and cold running water, clean linen on a daily basis, working electricity, color television with cable, clock, and telephone. The room should be appropriately furnished.

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2.1.5. Check-in/out. The designated Government Representative will contact the hotel directly and provide the hotel with a list of names for all support staff for each room reservation using the designated reservation code established by the hotel and provided to the requestor of these services. In some cases participants may show up earlier than the regular check-in time. The hotel should accommodate early arrivals, if there is availability of rooms. Requested early check-in for all attendees, upon arrival. Check-out time for all attendees will be designated at 1:00 PM and the support staff will be designated to be at 3:00 PM. The hotel should provide a secure storage area for personal luggage when early check-in is not possible.

2.1.6. Extended Stays. Conference guests wishing to extend their stay in the hotel must check- out within the designated time on the specified end date. Guests who wish to extend their stay at the hotel may do so at the hotel’s discretion and the guests’ financial resources.

2.1.7. Announcement boards. The hotel should provide appropriate announcement boards at each hotel entrance and the main conference room welcoming and directing conference participants. The designated Government Representative will provide the exact wording of the announcement to the hotel.

2.2. GOVERNMENT RESPONSIBILITIES.

2.2.1. The U.S. Government is responsible for contractual payments indicated in the schedule. The lodging rate for this event will not exceed 200% of the Government Lodging Per Diem rate specified for the location of the hotel.

2.2.2. The US Government will not pay for telephone calls, mini-bar, room service, in room internet (if not provided at no cost), parking, room service, movie/game rentals, restaurant invoices, gift shop purchases, damages, hotel charges and etc. other than those specifically provided for in this contract. Charges not covered by the US Government should be resolved between the guests and the hotel. Incidentals will be paid by the individual member.

2.2.3. The US Government will only pay for rooms and services actually used and any applicable penalties due to late cancellations. Attendees will be provided a 48 hour cancellation policy or better. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first nights stay. A letter signed by the appropriate Wing Commander or an Official Order must be submitted in this case.

3. EVENT FACILITIES.

3.1. GENERAL REQUIREMENTS.

3.1.1. The contractor is responsible for providing suitable event room space. The event rooms may be used on a twenty-four hour basis. The designated Government Representative will coordinate with the hotel representative for the conference room set-up.

3.1.2. The event facility should be ready for use by US Government personnel not later than

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4:00 PM the day of the event.

3.1.3. All the event room spaces/needs in this section are required for the following event dates/times:

a. Friday, 5:00 p.m. – 8:00 p.m.

b. Saturday, 8:00 a.m. to 2:00 p.m.

c. Sunday, 8:00 a.m. to 12:00 p.m.

3.1.4. Meeting Space. One (1) room with seating to accommodate 65 participants with the ability for participants to spread out during breakout discussions. Audiovisual large screen, audio speakers or house sound compatible with computer laptop, lectern OR podium centered. Wireless Internet capabilities and a lavaliere or hand-held wireless mic.Pen and paper need to be provided for all participants in the conference room. Water service for all conference rooms and a coffee service for one of the three rooms. Conference Setup: We require a conference room that is spacious enough to accommodate 12 half moon tables with seating for 6 people each. Additionally, it would be ideal to have a separate area for meals.

3.1.5. Meeting Refreshments: For the duration of the event, we would like a drink package set up in the conference room, including water, soda, coffee, and tea.

3.1.6. The hotel representative is responsible for coordinating set-up with the designated Government Representative and/or the Contracting Officer. The setup includes a typical conference set-up that includes but is not limited to:

· Projector Screen

· Tables w/tablecloths,

· Padded chairs,

· Podium

· Audiovisual equipment needed in 3.1.4

· Other miscellaneous equipment (i.e. microphones as noted)

3.1.7. Government is permitted to connect its equipment to the contractor’s electrical outlets, house sound and AV connections with in the facility and for the duration of the event weekend with no additional cost to the government for use of contractor’s electrical power service.

3.1.8. The hotel is responsible for ensuring all equipment is operable at all times.

3.1.9. The hotel shall provide grounded electrical connections with extension cords and surge protectors to support office equipment.

3.1.10. The hotel is responsible for ensuring the meeting space is cleaned.

3.1.11. The rooms must be locked to prevent unauthorized access. Only the designated Government Representative is authorized to receive keys to the conference rooms.

3.1.12. Internet. The hotel is responsible for providing high speed internet connection for US Government personnel.

3.1.13. Beverage Services. Coffee (regular and decaf), tea, canned soft drinks, and water, along with applicable cups and ice, shall be available for all times listed under 3.1.3.

4. MEALS.

4.1. GENERAL REQUIREMENTS. The hotel is responsible for providing meals during the event & must remain at or under 225% of the local per diem rate to include all beverage breaks. The scheduled meals are prepared according to predetermined menus. The meal includes two beverage: non-alcoholic juice, tea, soft drinks, or coffee. The designated Government Representative will identify individuals with dietary restrictions. The hotel should be able to package any of the meals allowing individual consumers to transport and eat at their convenience if previously coordinated.

4.2. Schedule of Contracted Meals:

4.3. Friday: Please provide us with menu options for a dinner buffet to feed 60 people.

4.4. Saturday: Breakfast buffet: We need to cater to 60 people with a selection of eggs, bacon, sausage, biscuits & gravy, French Toast, fruit, muffins, bagels with cream cheese and various spreads, as well as coffee, milk, juice, and water. Additionally, please send in menu options for the lunch buffet.

4.5. Sunday:To cater to 60 people for breakfast, we would like a buffet featuring eggs, bacon, sausage, biscuits & gravy, French Toast, fruit, muffins, bagels with cream cheese and various spreads, along with coffee, milk, juice, and water

4.6. Estimated Number of Contracted Meals: Participants amount subject to change. Closer to date of event participant amount will be finalized.

Table - CONTRACTED MEALS

**NOTE: The U.S. Government is not responsible for paying for Alcoholic beverages.

4.7. COFFEE BREAKS/BEVERAGE SERVICES: The hotel will provide beverage services as stated under 3.1.12.

4.8. Menu selections or substitutions should be coordinated with the designated Government representative. Setup should be completed by the scheduled time and promptly removed at the direction of the designated Government Representative.

5. PARKING. The hotel shall provide 30 parking spaces in the hotel parking lot Friday - Sunday.

6. SECURITY. The hotel shall have an internal security program, which meets the requirements of the Government’s Regional Security Officer. The Government will inspect the contractor’s facilities. The hotel shall make its security plan available upon request. Contract award is contingent upon certification by a force protection inspection and approval. The hotel shall (if requested) provide the Government’s security director an orientation. The hotel security manager and Government security director to establish a direct point of contact within the hotel staff to solve security issues.

7. Designated Government Representative. The contractor will only take direction from the designated Government Representative prior to the event. The contractor will not receive payment for purchases outside of the contract terms.

8. CHANGES TO CONTRACT. The only person authorized to make changes to the contract is the Contracting Officer. Failure to clear changes with the Contracting Officer IN ADVANCE of providing service may result in non-payment to the Contractor. Accordingly, the Contracting Officer SHALL be notified prior to any additional services/performances necessitating contract modification (that is, those resulting in changes in cost to the Government).

9. INVOICES. All invoices must be submitted electronically through Wide Area Workflow (WAWF). All invoices submitted for payment shall be submitted in English and shall be billed in US Dollars. Invoice must have all required information as described by the Contracting Officer. Lodging, service charges, taxes (exempt from sales tax), etc. must be itemized separately on the invoices.

10. EVENT LOCATION AREA. There will be several noncontract meals over the course of the event. The location offered needs to allow access to other sit down dining options, other than the hotel or fast food, for the participants.

11. PERFORMANCE OBJECTIVES SUMMARY

rooms 11-13 August

coffee during breaks

END OF PWS