Attachment 1 - Specificaton for Conference 11-25-2024 A3.pdf

U.S. Coast Guard

CG-741

RFQ: 70Z02325Q91230001

Attachment 1 – Specification for Conference

USCG Office of Shore Forces COMDT (CG-741)

SPECIFICATION FOR CONFERENCE DURING

2025 SECTOR COMMANDERS CONFERENCE

2 (Rev-0)

TABLE OF CONTENTS

Table of Contents

WORK ITEM 1: Conference, Provide

1. SCOPE

2. REFERENCES

3. REQUIREMENTS

4. NOTES

3 (Rev-0)

Revisions Record

This page is used to record specification revisions, which may have occurred subsequent to a Revision 0

(Rev-0) package. Information listed is intended to provide contractors and field unit personnel a means to ensure all the current specification revision pages are present when reviewing or utilizing this specification package.

DATE REV# WORK ITEM# CHANGES MADE

NOTE : All work item and paragraph numbers listed above for a given revision correspond to same numbers in the previous revision. This revised specification is self-contained with all of the above listed changes incorporated.

4 (Rev-0)

WORK ITEM 1: Conference, Provide

1. SCOPE

1.1 Intent. This work item describes the requirements for the Contractor to provide conference space and lodging for Coast Guard personnel.

1.2 Government-furnished property.

None.

2. REFERENCES

COAST GUARD DRAWINGS

None

COAST GUARD PUBLICATIONS

None

OTHER REFERENCES

Public Law 101-391, 1990, Hotel and Motel Fire Safety Act

Hotel-Motel National Master List, http://www.usfa.fema.gov/applications/hotel/

3. REQUIREMENTS

3.1 Lodging requirements. The Contractor must provide quality temporary lodging, for 59 Coast Guard personnel within a 10-mile radius of 1 Terminal Dr, Nashville, TN 37214

3.1.1 Occupancy particulars. Provide 59 single occupancy rooms for Coast Guard personnel. Rooms will be scheduled and paid separately by USCG personnel through our travel system using their government travel cards.

3.1.2 Commencement and completion. Lodging must commence on these dates:

Duration: February 23, 2025 through February 28, 2025 – a maximum of 5 rooms

Duration: February 24, 2025 through February 27, 2025 – a maximum of 54 rooms

3.2 Regulations and standards. All lodging facilities provided must meet the following minimum standards:

5 (Rev-0)

• AAA 3 Diamond rated.

• Accept Government prevailing per diem rate.

• Have an indoor laundry facility on premises with 24/7 guest access.

• Have access and use of a workout facility or fitness center in designated exercise room w/ dedicated equipment specialized for the use of working out (e.g. treadmill, elliptical machine, weight machine, free weights etc.).

• Access to wireless internet in all rooms.

• On request, full daily room cleaner service (Housekeeping service).

• Iron and Ironing Board in every room.

• Full Bathroom in every room.

• Microwave, coffeemaker, and refrigerator in every room.

• Personal belongings safe in every room.

• Lodging facility room entrances must be accessible only by internal hallway(s). The internal hallway(s) must have locked exterior doors, accessible by key-holding facility guests only.

Internal hallway(s) must be accessible by the berthing facility’s lobby. The lobby must be manned by a front desk attendant 24 hours a day and 7 days a week.

3.3 Meeting Room Requirements. The Contractor must ensure that the following is provided:

• Conference room requirement is for four (4) days. The period of occupancy is February 25, 2024

– February 28, 2024.

• Has a capacity to accommodate at a minimum 65 people.

• Price must include Set up, take down, janitorial services daily

• Must provide enough chairs for everyone, tables for 60 people (may be shared tables, round table preferred), podium at the front, three (1) microphone, and projector

• Must have available an on-call IT Support person to assist with any complications in presentation

(must be able to respond and be on-site in 15 minutes)

• Must have free Wi-Fi for all attendees and have speeds capable of presenting the presentation on

Microsoft Teams

• Must have food services on site, and within walking distance, to and from the Meeting Room, to feed 60 people.

• Must have public bathrooms to accommodate up to 60 people

6 (Rev-0)

3.4 Parking. The Contractor must ensure that the lodging facility have parking available for a minimum of ten (10) vehicles during the entire duration of the stay.

3.5 Commercial Standards. The selected lodging facility must meet, at a minimum:

• The Hotel and Motel Fire Safety Act of 1990 (PL101-391) and be listed on the Hotel-Motel

Master List (see 4.1 (Hotel and Motel Fire Safety Act of 1990 (PL101-391))).

4. NOTES

4.1 Hotel and Motel Fire Safety Act of 1990 (PL101-391). Information on the Safety Act and the

Master Hotel list can be found at http://www.usfa.fema.gov/applications/hotel/.

http://www.usfa.fema.gov/applications/hotel/