A2. FY23-SOW-SummerCamp.docx

DOCX document 11 KB Posted Mar 16, 2023

Attached to: JSS Summer camp lodging and event space
Solicitation number: FY23-0011900000
Issued by: Department of the Army National Guard

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INQUIRY LODGING/VENUE FOR WA NATIONAL GUARD CYS

Requested Services: Lodging, Meeting Space, Catering, Outdoor Experiential Learning Contractor will provide lodging, meeting space, outdoor education with programming staff, and meals for the JSS-CYS Summer Camp. The event will be held between the following date range of 11 August – 4 September 2023. The facility will be in Western Washington and be able to provide all services requested onsite. The facility must be American Camp Association accredited.

The camp facility will provide staff to facilitate programming, including but not limited to swimming, boating, archery, challenge course, and other recreational activities. Staff to facilitate programming will be available for five days. All staff must have background checks on file and proper certifications for programming. Lifeguards must be certified by a nationally recognized body or equivalent certificate with documented related skills, have First Aid & CPR certification, and follow standard policies and procedures.

Room Reservations/Lodging 1.1- Lodging options for 125 attendees. Separate beds or lodging buildings will be available to accommodate separating attendees by gender. Gender neutral spaces available for youth not identifying as male or female.

1.2- Lodging will be available from Day 1 1300 – Day 5 1500.

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

1.4- All rooms will have heat and electricity.

1.5-	Check-in for camp staff (25 adults and 25 junior counselors) will occur on day one at approximately 10 AM. Check-out for camp staff will appear on day five at approximately 1 PM.
1.6-	Check-in for campers (75) will occur on day one at approximately 1 PM. Check-out for campers will occur on day 5, at about 10 AM.
1.7-	These numbers are for planning purposes only. A final number of participants will be given to the facility seven days before the event.
1.8-	All lodging must be within the local government per diem rates.
1.9-	Government reserves the right to cancel this contract up to 7 days before the event.

Facilities / Outdoor Education 2.1- Venue will be American Camp Association accredited and able to support youth camp events. 2.2- Meeting spaces will be available from Day 1 1300 – Day 6 1300.

2.3- The venue will have indoor and outdoor meeting space options to accommodate small and large groups. Meeting space options will allow groups to distance themselves socially during activities. Space will be used for workshops, classes, outdoor education, team building, campfire, art projects, staff meetings, etc., during the week of the event.

2.4- The venue will have a location for event medical staff to support the event. Space will include beds for sick youth, an area to dispense medication, and basic supplies to assist with maintaining clean areas and comply with covid guidelines and is suitable to treat any potential patients.

2.5- Venue will provide outdoor education experiential learning, e.g., challenge course, archery, swimming, and other recreational activities, and teambuilding activities up to 4 hours per day for all attendees. The venue will have trained certified staff to facilitate outdoor experiential learning. Staff must have background checks on file.

2.6- Venue can provide adequate security, to include security cameras and blue light emergency boxes, to ensure the safety of national guard youth at location in case of medical emergency, active shooter emergency, or other security emergency issues.

2.7- Venues will be evaluated on the best value (trade-off) basis to include overall prices, associated fees (i.e., parking, resort), geographic location, outdoor educational activities, and available amenities. Please make sure any related fees are included in the estimate.

Catering/Meals

3.1-	The vendor will provide catered meals for attendees. Vendor to have staff licensed in WA State standards for food handling permits. The vendor must have current and passing Food Service/Public Health Inspection (provide a copy and response).
3.2-	Vendor must provide catered meals on the following dates and times.

Day 1 – Lunch for 50, ,Dinner for 125 Day 2 – Breakfast, Lunch & Dinner for 125 Day 3 – Breakfast, Lunch, & Dinner for 125 Day 4 – Breakfast, Lunch, & Dinner for 125 Day 5 – Breakfast for 125, Lunch for 50 3.3- Meal times will be 0800 breakfast/1200 lunch/1800 dinner.

3.4- The dining meal space will have enough room to accommodate up to 125 people to eat simultaneously.

3.5-	As required by the Department of Defense Instruction (DODI) 6060.2 Child Development The program, the Code of Federal Regulations (CFR), Title 7, Chapter II, Subchapter A, Part 226 provides guidance for the provision of nutritious foods that contribute to the wellness, healthy growth, and development of young children and the health and wellness of older adults. The vendor will consult this information to assist with meal options for attendees.
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-	The vendor will provide a menu as part of the proposal, including special food options.
3.8-	All meals must be within the local government per diem rate. Identified for Thurston County as up to $12 for Breakfast, $17 for Lunch, and $34 for Dinner per person per day. Requesting modification of menu to meet $12 for breakfast, $15 for lunch, and $25 for dinner per person per day.

Administrative

4.1-	These numbers are for planning purposes only. The government reserves the right to change the numbers for lodging and meals under this contract up to 7 days before the event. Additional accommodation or meals required after the seven days will not be authorized for this contract and will be paid via other means. Please make sure to include any associated fees in the estimate.
4.2-	The government will NOT pay and is not liable for any additional items requested by individuals at the event. The requestor must pay any such requests before checkout.
4.3-	If under contract, lodging, meeting space, outdoor education, and meals for 125 attendees will be paid for under the contract. Invoicing will be done electronically through Wide Area WorkFlow (WAWF). Vendors must be registered in the System for Award Management (SAM) to receive payment. Payment will be made within 30 days of acceptance (completion of the

event).

File details come from the government source that posted it. Updated Mar 16, 2023.