A1.17_Statement_of_Work.pdf

STATEMENT OF WORK

LODGING/VENUE FOR WA NATIONAL GUARD

Description of Services: Lodging, meeting space, and meals.

Contractor will provide lodging, meeting space, and meals for the JSS-CYS Quarter 2 Training from 25-27 January 2019. Facility will be in Jefferson County (Port Angeles/Port Townsend area) and be able to provide all services requested onsite.

1.0) Room Reservations/Lodging

1.1- Lodging for two nights on 25 and 26 January.

- Individual beds for up to 21 youth attendees. Total occupancy must equal at least 21 regardless of number of beds per room/cabin.

- Must be able to separate rooms by gender.

- Rooms will have 2-6 beds per room.

1.2- Lodging must be reserved for four (4) staff personnel. These rooms will be paid by the individual and not charged on the contract.

1.3- Anticipated check-in times:

- 3:00pm for adult staff

- 6:00pm for youth attendee

1.4- Anticipated check out time for attendees/staff of 11:30am on Sunday.

1.5 Occupants will have access to sanitary restroom/shower facilities with running hot and cold water for all participants within reasonable distance to lodging.

1.6 All rooms will have heat and electricity.

1.7 All rooms will be in close proximity of each other (i.e. same hotel floor/corridor). This is a youth event with adult chaperones. Any adjoining rooms should have the same gender on each side.

1.8 There shall be no items/snacks/alcohol for purchase available in rooms.

2.0) Facilities Available

2.1- Venue will have two (2) meeting rooms available from Friday, 25 January at 3:00pm through Sunday, 27 January at 12:00 pm to accommodate 25 people.

Meeting Room Usage:

Friday, 25 January 2019 3:00pm – 10:00pm Saturday, 26 January 2019 8:00am – 10:00pm Sunday, 27 January 2019 8:00am – 11:30am

2.2- Venue will have wireless network capabilities for participants to utilize for programming and planning.

2.3- Seating set up for room will be U shape style with 2 additional 6 foot tables for supplies and a water station.

2.4- Venue will have a recreational activity opportunity for participants to partake in with trained, certified staff (i.e. challenge course, rock wall, archery, etc.)

2.5- The government will NOT pay and is not liable for any additional items requested by individuals at the event. Any such requests must be paid by the requestor prior to checkout.

2.6- Venues will be evaluated on a best value (trade-off) basis to include overall prices, any associated fees (i.e. parking, resort), geographic location, recreational activities and amenities available.

3.0) Meals

3.1- The vendor will provide catered meals for attendees. Vendor to have staff licensed in WA State standards for food handling for food preparation and serving. Vendor must have current and passing Food Service/Public Health Inspection (provide copy along with response).

3.2- Vendor must provide catered meals on the following dates and times.

Saturday, 26 January 2019 Breakfast 25 total Saturday, 26 January 2019 Lunch 25 total Saturday, 26 January 2019 Dinner 25 total Sunday, 27 January 2019 Breakfast 25 total

3.3- Meal times will be 0800 breakfast; 1200 lunch; 1800 dinner.

3.4- Dining meal space will have enough room to accommodate 25 people to eat at the same time.

3.5- As required by the Department of Defense Instruction (DODI) 6060.2 Child Development Program, the Code of Federal Regulations (CFR), Title 7, Chapter II, Subchapter A, Part 226 provides guidance for provision of nutritious foods that contribute to the wellness, healthy growth, and development of young children, and the health and wellness of older adults.

3.6- Vendor will be able to accommodate special food needs (vegetarian, vegan, and dairy/nut/gluten free) upon one (1) week advance request.

3.7- Vendor will provide menu as part of the proposal, to include special food options.

3.8- All meals must be within the local government per diem rate.

3.9- Non-contracted, individually paid meals must be available for 4 staff personnel.

4.0) Administrative

4.1- These numbers are for planning purposes only. Government reserves the right to change the numbers for lodging and meals under this contract up to 7 days prior to the event. Additional lodging or meals required after the 7 days will not be authorized for this contract and will be paid via other means.

4.2- If under contract, lodging, meeting space, recreation, and meals for 21 attendees will be paid for under contact. Invoicing will be done electronically through Wide Area Work Flow (WAWF). Vendors must be currently registered in the System for Award Management (SAM) in order to receive payment. Payment will be made within 30 days of acceptance (completion of event).