A_1.17_Statement_of_Work.doc

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 FRG / Volunteer Training on 16-18 November 2018. Facility will be located in Snohomish / Skagit County and be able to provide all services requested onsite.

Suggested venues that meet all government requirements include:

· Jim Creek Naval Station. Everett, WA

· Semiahmoo Resort, Blain, WA

· Royal Banquet and Conference Hall, Everett, WA 1.0) Room Reservations/Lodging

1.1- Total lodging requirements include 46 rooms on Friday, 16 November and 46 rooms on Saturday, 17 November.

1.1-1. 46 rooms per night are required to be reserved by the contractor.

1.1-2. 40 rooms will be paid on the contract.

1.1-3. 6 rooms will be non-contracted and paid by individuals. Rooms still must be reserved by the contractor.

1.2- Attendee / staff lodging will be available from 16-18 November 2018. Anticipated check-in time of 1500hrs for staff and 1800hrs for attendees; anticipated check out time for attendees / staff of 1130 hrs. If not able to accommodate these times, venue Check-in / Check-out time must be included in response.

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

1.4- All rooms will have heat and electricity.

2.0) Facilities Available

2.1- Venue will provide 2 meeting rooms available from Friday, 16 November at 3:00pm through Sunday, 18 November at 12:00pm to accommodate 46 people.

Meeting Room Usage:

Friday, 16 November

3:00pm - 9:00pm Saturday, 17 November 8:00am - 9:00pm Sunday, 18 November 8:00am – 12:00pm

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 round tables with 6-8 per table. There will be 2 additional 6 foot table for supplies and a water station. Podium will be available in the front of room.

2.4- 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.

2.5- 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.

17 November - Breakfast 46 total (6 meals will be non-contracted) 17 November - Lunch

46 total (6 meals will be non-contracted) 17 November - Dinner 46 total (6 meals will be non-contracted) 18 November - Breakfast 46 total (6 meals will be non-contracted)

3.3- Meal Times:

Breakfast - 8:00am

Lunch - 12:00pm

Dinner - 6:00pm

3.4- Dining meal space will have enough room to accommodate 46 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 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- For each meal, 6 people will pay for their meals individually. The contractor must ensure meals are available for those individuals but these costs will not be included in the contract.

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- Lodging, meeting space, and meals for 40 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).