S-36C24721Q0359 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

0001 02-25-2021

Department of Veterans Affairs Ralph H. Johnson VA Medical Center 109 Bee Street Charleston SC 29403-5799

Department of Veterans Affairs Ralph H. Johnson VA Medical Center 109 Bee Street Charleston SC 29403-5799

To all Offerors/Bidders

36C24721Q0359

X

X X

23 FEBRUARY 2021@1000HRS EST

See CONTINUATION Page

The purpose of this amendment is to make changes to the following:

(1) Performance Work Statement and (2) Pricing Schedule.

The closing date has been amended as follows: 23 February 2021 @ 1000hrs EST.

LaToyer N. Furbush Contracting Officer

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVIC

ES

QUANTIT

Y

UNI

T UNIT PRICE AMOUNT

1.00 EA ________________

Ballroom Rental: March 1, March 2, March 3, March 4, March 5, March 9, March 11, March 15;

March 16; March 17; March 18; March 22; March 25; March 29; March 30;

Contract Period: Base POP Begin: 02-25-2021 POP End: 09-01-2021

Ballroom Rental: April 1, April 2, April 7, April 8, April 9, April 12, April 13, April 14, April 15, April 22, April 26; April 27; April 28; April 29 Contract Period: Base

Ballroom Rental: May 4, May 5, May 6, May 10, May 11, May 12, May 13, May 20, May 24; May 25; May 26; May 27 Contract Period: Base

Ballroom Rental: June 2; June 3; June 4; June 7; June 8;

June 9; June 10; June 16; June 17; June 21; June 22; June 23; June 24 Contract Period: Base

Ballroom Rental: July 1; July 6, July 7; July 8; July 9; July 13;

July 15; July 19, July 20; July 21; July 22; July 26; July 29 Contract Period: Base

Ballroom Rental: August 2; August 3; August 4; August 5;

August 6; August 11; August 12; August 16; August 17;

August 18; August 19; August 23; August 26; August 30, August 31 Contract Period: Base

Service Charge for Room Rentals Contract Period: Base

Audio Visual for above meetings Contract Period: Base

Service Charge for Audio Visual Rental Contract Period: Base

GRAND TOTAL ________________

A.2 DELIVERY SCHEDULE

ITEM NUMBER QUANTITY

DELIVERY

DATE

1.00

Conference Hotel Services – New Employee Orientation

1. Contract Title. Conference Hotel Services – Ralph H. Johnson VA Medical Center (RHJ

VAMC), Training Room to Conduct New Employee Orientation (NEO) and other mission critical trainings.

2. Background.

2.1 The RHJ VAMC conducts New Employee Orientation (NEO) every other week and other mission critical trainings each week. The COVID-19 pandemic has limited the availability of RHJ VAMC training rooms. Some of the rooms used for NEO and other critical training topics are now being used to vaccinate employees/veterans. There is a need to obtain an offsite training room space to conduct NEO and other critical trainings from March- August 2021. It’s critical that NEO and other training topics have available off-site training space. If offsite training space cannot be found, this will negatively impact the number of new employees who can be onboarded and restrict our ability to provide other required trainings, which directly impacts patient care.

3. Scope.

3.1 The Department of Veterans Affairs is seeking a contractor to provide training room space to host up to 50 attendees with social distancing for each training date specified below. The facility (Conference Center/Hotel) must be a facility equipped to provide a venue for team building, and audio and visual specific tasks later outlined. The Conference Center/Hotel preferably will be situated within a five (5) mile radius of the Ralph H Johnson VA Medical center located at 109 Bee St, Charleston, SC 29401. The proximity to RHJ VAMC is important as employees will need to be able to easily travel to RHJ VAMC to complete NEO and other required tasks. The selected vendor must be able to provide adequate free onsite parking for up to 50 employees.

3.2 The contractor shall provide Conference Center/Hotel with a ballroom (conference room) to accommodate 50 attendees. The contractor shall accommodate current social distancing requirements for seating within the Conference area. There should be no more than 4 persons/chairs per 8 top round tables. The Contractor shall provide a registration area and cleanup of the event areas during and post training

4. Period of Performance

4.1 The 2021 training dates and hours are:

a) March 1, March 2; March 3; March 4; March 5; March 9; March 11; March 15; March

16; March 17; March 18; March 22; March 25; March 29; March 30; April 1; April 2;

April 7; April 8; April 9; April 12, April 13; April 14; April 15; April 22; April 26; April 27;

April 28; April 29; May 4; May 5; May 6; May 10, May 11; May 12; May 13; May 20;

May 24; May 25; May 26; May 27; June 2; June 3; June 4; June 7; June 8; June 9;

June 10; June 16; June 17; June 21; June 22; June 23; June 24; July 1; July 6, July 7;

July 8; July 9; July 13; July 15; July 19, July 20; July 21; July 22; July 26; July 29;

August 2; August 3; August 4; August 5; August 6; August 11; August 12; August 16;

August 17; August 18; August 19; August 23; August 26; August 30, August 31.

b) Hours of use of hotel conference area must be allowed to commence by 06:00am.

(Tables must be set prior to arrival time no later than 7:00am both days). Time of departure for participants is approximately 5:00pm.

5. Place of Performance

5.1 The Place of Performance will be the contractor’s designated conference/hotel site.

Preferable selection based on size, availability, parking and distance to RHJ VAMC Campus.

6. Specific Tasks

6.1 Task 1 – Securing Hotel Rooms – N/A

6.2 Task 2 - Meals/Beverage for Training Room – N/A

6.3 Task 3-Banquet staff – N/A

6.4 Task 4 – Audio-Visual Equipment

a. Tech Support to assist with connection of a VA windows-based laptop and projector.

b. One (1) High-Speed Internet Connection

c. One (1) Speaker System in training room area(s)

d. One (1) AV Support bundle (Cart/table and power strip)

e. One (1) minimum, Large operational Projector Screen

f. A “dry run” test of audio-visual equipment will be conducted prior to the day of each training session

6.4 Task 5 – Meeting Space –

The Contractor/Hotel shall provide the meeting equipment within the training room:

a. (13) 8 tops tables with 4 chairs at each 8 Round.

b. (1) head long table in Conference room for presenters and event coordinators

c. (1) long table at Entryway for Registration area

d. Daily room set up/break down shall be provided by the contractor

e. Must have Wheelchair accessibility

6.6 Task 6 – Parking

a. The contractor shall provide free available parking for up to 50 attendees.

6.7 Task 7 - Distance

a. The contractor shall provide a hotel location within a five (5) miles radius to the

Ralph H Johnson VAMC, located at 109 Bee Street, Charleston, SC 29401.

6.8 Task 8-Sanitation and COVID precautionary Measures

a. Frequent cleaning or wiping down utilizing an EPA approved disinfectant must occur to high touch areas frequently throughout the event, particularly conference bathroom doors, faucets or fixtures. Replacing midday handles of water pitcher (daily).

7. Performance Monitoring

7.1 The Contracting Office Representative (COR) and other VA Planning staff will meet with the contractor at least three days before award, in person, to review and evaluate progress and emphasize expectations and requirements that are necessary for the project to be successful. The COR and other VA Planning staff will make at least 1-2 follow-up site visits to the hotel to assess the setting as well as the accommodations. During the site visit, the COR and VA Planning staff will review meeting logistics and requirements in order to evaluate quality. The contractor shall inspect the meeting room(s) that will be provided for the trainings. The COR and VA Planning staff will test the hotel’s audio- visual equipment prior to trainings in order to ensure proper functioning, with a VA laptop and VA projector.

7.2 The contractor shall ensure that invoices are submitted properly and timely in accordance with established VA policies.

8. Security Requirements

8.1 The contractor shall ensure 24-hour monitoring of hotel facility to provide for the safety of the attendees. The vendors’ security regulations must be in accordance with the government’s Joint Travel Regulations (JTR).

9. Other Pertinent Information or Special Considerations

9.1 The contractor shall provide/accommodate additional services (listed below) in order to enhance the training experience. The following services work to enhance the mission of NEO trainings:

a. Adequate and Close by Break outdoor areas:

Break areas must be close by to accommodate for training breaks

b. Quiet and undisturbed Training Room

The training room shall provide a quiet environment if adjoining conference rooms are occupied.

c. Hand Sanitizer

Hand sanitizer should be available for use.