PWS_116_ACW_-_2018_May_-_Couples-_Strong_Bonds_updated_v_2.docx

Performance Work Statement Lodging, Meals and Conference Facilities Strong Bonds COUPLES Event GEORGIA (Coastal GA or North GA Mountains Area) 17-20 May 2018

1. INTRODUCTION. The Georgia Air National Guard (GA ANG) will conduct a Strong Bonds COUPLES event at a suitable facility with a “retreat like setting” in the vicinity of Savannah, Hilton Head, SC, St Simons, Jekyll Island, neighboring coastal areas in Georgia, South Carolina or Florida or North Georgia Mountains on Thursday-Sunday, 17-20 May 2018. The Air National Guard (ANG) 116th Air Control Wing is seeking a premium FEMA registered facility to accommodate lodging, conference and dining accommodations to include catering for 48 individuals (24 service members and their spouses). 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. GENERAL REQUIREMENTS.

2.1. LODGING.

2.1.1. 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. All attendees will be placed on the same floor, if possible.

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

2.1.3. The estimated lodging total required from Thursday-Sunday are as follows:

2.1.3.1 Thursday, 4 sleeping rooms contracted

2.1.3.2 Friday, 24 sleeping rooms contracted

2.1.3.3 Saturday, 24 sleeping rooms contracted

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

2.1.5. 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.

2.1.6. 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 72 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.

2.1.7. 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.

2.1.8. 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.

2.1.9. 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.

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.

The Government defines suitable conference room space as follows:

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

3.1.3.1 General Session Event Space to accommodate approximately 48 attendees, set in round style seating.

One (1) room with “round style” seating to accommodate 48 participants. 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. A/V freedom- we will, if needed, make use of our technicians and equipment, projecting onto contracted screen. Coffee (1.5 gallons of normal and 1.5 gallons of decaffeinated for each event time listed under 3.1.3) and Water available with paper and pens on each table. Room needed from: 4 pm Friday until 1 pm Sunday.

3.1.4. Small Room for staff. One (1) large long table or one (1) large round table with 8 chairs. Room to be available by 0700 Friday –1500 Sunday. Need for duration of the weekend.

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

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

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

3.1.8. 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 3.1.3.1

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

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.

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

4. MEALS.

4.1. GENERAL REQUIREMENTS. The hotel is responsible for providing meals during the event must remain at or under the cost of the per diem rate to include all snacks and 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:

4.2.1. Breakfast. The hotel shall provide its standard hot buffet breakfast or menu selection at an appropriate facility on site as agreed to by the vendor and the designated Government Representative.

4.2.1.1 Breakfast should consist of a hot main entree, including a vegetarian option, hot side dishes, and a non-alcoholic beverage (water, juice, soft drinks, tea/coffee) and be consistent with a value sufficient for a complete breakfast meal.

4.2.2. Lunch. The hotel shall provide its standard hot buffet luncheon or menu selection at an appropriate facility on site as agreed to by the vendor and the designated Government Representative.

4.2.2.1. Lunch should consist of a hot main entree, including a vegetarian option, hot side dishes, dessert, and a non-alcoholic beverage (water, juice, soft drinks, tea/coffee) and be consistent with a value sufficient for a complete luncheon meal.

4.2.3. Dinner. The hotel shall provide its standard hot buffet dinner or menu selection at an appropriate facility on site as agreed to by the vendor and the designated Government Representative.

4.2.3.1. Dinner should consist of a hot main entree, including a vegetarian option, hot side dishes, dessert, and a non-alcoholic beverage (water, juice, soft drinks, tea/coffee) and be consistent with a value sufficient for a complete luncheon meal.

4.3. Estimated Number of Contracted Meals up to 48 participants.

Table - CONTRACTED MEALS

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

4.4. COFFEE BREAKS: The hotel will provide coffee/tea service in close proximity to the main conference room. This will include both regular and decaf coffee.

4.5. 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 24 “self-park” parking spaces in the hotel parking lot Friday - Sunday (only 1 required on the Thursday evening). Participants using the “self-parking” service will be validated by the designated Government Representative.

6. BUSINESS CENTER. The hotel shall provide access to the business center for all participants. Access includes copies, fax, and Internet capability charged to the individual (in the case that it is not included in the lodging package).

7. 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.

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

9. 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).

10. INVOICES. All invoices must be submitted electronically through Wide Area Workflow. 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.

11. PERFORMANCE OBJECTIVES SUMMARY

END OF PWS

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