SOW_QRTR_4.pdf

Attachment 2

STATEMENT OF WORK (SOW)

MARINE FORCES RESERVE

FOURTH QUARTER FISCAL YEAR 19 IRR MEGA

MUSTER VENUES

1. Scope. This SOW is for a non-personal service for conference facilities, also referred to herein as the “Venue” and other services to be provided to United States Marine Corps, also referred to herein as the "Government"). Five (5) Marine Individual Ready Reserve Musters, also referred to herein as the “Muster” will be held in Five (5) cities across the United States during the Fourth Quarter Fiscal Year 19 (Jul 1, 2019 – Sep 30, 2019). Please refer to the table provided in paragraph 7 herein for muster locations and required event dates. Be advised that two of the locations (Norfolk, VA and Dover, DE) will be a two day event with the same schedule and space requirements each day.

1.1. The anticipated attendance is approximately 325-400 Marine Individual Ready Reserve attendees per day divided into four sessions, such that 75-100 attendees will be participating in each session. The session will begin at the following approximate times:

Session 1: will begin at 0700

Session 2: will begin at 0930

Session 3: will begin at 1230

Session 4: will begin at 1430

The Government will require use of the spaces until approximately 1830 on the day of the events. Attendees are mostly Marine enlisted members from E-3 through E-5 from in and around the respective Muster city.

2. General Requirements. The general space and set-up requirements for each site will remain the same for each location. Refer to the table provided in paragraph 7 herein for site specific requirements outside of the general Muster requirements. It is not a requirement that each conference space have its own individual meeting room with the exception of the briefing space and the family space. These must be separate spaces. The use of partitions to subdivide the required spaces is acceptable when combined with the specifications below. The

“rectangular” tables, where specified in this requirement, are standard sized, approximately 6 ft long. However, the rectangular tables may be shorter in length when they meet the specifications for designated room.

2.1. Briefing space. This space shall meet the following requirements:

Date/Time Needed: On event day at 0600

Number of chairs needed:75

Number of tables needed: 1 table

Layout:

o Theater-style seating o 6ft table in front of room

2.2. Mass Admin Space. This space shall meet the following requirements:

Date/Time Needed: On event day at 0600

Number of chairs needed: 84

Number of tables needed: 16 rectangular

Layout:

o Room shall be 1,500 sq. ft. or larger.

o Room shall consist of sixteen (16) tables, with four (4) chairs at each table.

o Additional seating area of twenty (20) chairs o Linen and skirting is desired, but is not required. If linen and skirting will not be provided, tables shall look presentable.

2.3. Medical Screening Space. This space shall meet the following requirements:

Date/Time Needed: On event day at 0600

Number of chairs needed: 68

Number of tables needed: 10 rectangular and 2 48” Rounds

Layout:

o Room shall be 2,000 sq. ft. or larger.

o Room shall consist of ten (10) rectangular tables and two (2) 48” round, with four (4) chairs at each table.

o Additional seating area of twenty (20) chairs o Linen and skirting is desired, but is not required. If linen and skirting will not be provided, tables shall look presentable.

2.4. Admin Space. This space shall meet the following requirements:

Date/Time Needed: On event day at 0600

Number of chairs needed: 81

Number of tables needed: 19 rectangular

Layout:

o Room shall be 2,000 sq. ft. or larger.

o Room shall consist of sixteen (16) tables, with two (2) chairs at each table, three (3) rectangular tables pushed together with twenty-four (24) chairs around the tables.

o Additional seating area of twenty-five (25) chairs o Linen and skirting is desired, but is not required. If linen and skirting will not be provided, tables shall look presentable.

2.5. Tiering space. This space shall meet the following requirements:

Date/Time Needed: On event day at 0600

Number of chairs needed: 26

Number of tables needed: 3 rectangular

Layout:

o Three (3) tables shall each consist of six (6) chairs o Each table shall have two (2) chairs o Additional seating area of twenty (20) chairs

2.6. Breakout space / COC. This space shall meet the following requirements:

Date/Time Needed: On event day

Number of chairs needed: 15

Number of tables needed: 1 conference table

Layout:

o Conference room/boardroom o Boardroom-style with conference table and must accommodate fifteen (15) chairs

2.7. Family space. This space shall meet the following requirements:

Number of chairs needed: 15

Number of tables needed: 1 conference table

Layout:

o Conference room/boardroom

Boardroom-style with conference table and must accommodate fifteen (15) chairs

2.8. Waiting area. This space shall meet the following requirements:

Number of chairs needed: 80

Number of tables needed: 15

Layout:

o Fifteen (15) of the tables shall each consist of two (2) chairs o Theater seating for fifty (50)

2.9. Classroom. This space shall meet the following requirements:

Date/Time Needed: Day prior to the event day; will not be needed for event day

Number of chairs needed: 30

Number of tables needed: Vendor must provide enough tables to accommodate 30 people in a classroom layout.

Layout:

o Classroom style

2.10. Registration Area. This area shall meet the following requirements:

Date/Time Needed: On event day at 0600

Number of chairs needed: Nine (9)

Number of tables needed: Three (3) rectangular tables (for seating)

A foyer or pre-event space is sufficient for the registration area

Layout:

o Three (3) rectangular tables

Linen and skirting is preferred, tables shall be presentable if linen and skirting is not provided

Location: near the entry to the eight (8) rooms required in paragraph 2 above

Each table shall consist of three (3) chairs

- Internet access is required at or near computer registration. Minimum of twenty

(20) wireless high-speed Internet access codes.

2.11. Signage. Government owned signage shall be permitted in public areas of venue.

Government will take full responsibility for posting and removing all signage. All signage will be placed on government owned easels.

2.12. Network access. Internet access shall meet the following requirements:

Internet access is required in all eight (8) rooms or partitioned spaces

Up to 40 Government-provided computers shall be able to use the network simultaneously

Wireless internet (Wi-Fi) is preferred

2.13. Receiving/Storage. Venue shall receive and store a minimum of six (6) Pelican cases no larger than 36” X 20” X 20”, each weighing up to 200lbs during the week prior to the muster.

Cases usually arrive the Thursday prior to the event and ship the Monday after. Venue staff shall be available on Monday to coordinate pickup of cases by commercial carrier.

3. Other Requirements.

3.1. Parking.

Refer to the site specific parking requirements in paragraph 7 herein for each Muster city.

Parking for members attending the Friday training in the classroom (2.8) set up may be charged to the attendees. These parking fees shall not be included in the contract. A total estimate of 400 spaces will be used throughout the day of the event, though not all at once. For each session, approximately 120 spaces shall be available.

Venues that only offer valet parking and do not offer self-parking are excluded due to anti-terrorism and force protection concerns.

3.2. Traffic flow of the event.

All spaces shall be located on the same floor of the venue. The government will consider spaces described in paragraphs 2.1 through 2.7 be located in the same space such as a ballroom, but other layouts will be considered. IRR Marines will be required to attend stations throughout the venue and the government may only retain the IRR Marines for four hours. These requirements make the traffic flow in the venue important for time management.

4. Business Center.

4.1. Business center shall be available for muster staff participants including access to a copy machine. Muster staff will need to make approximately 250 copies on the day of the event.

5. Labor/Services.

5.1. Venue shall set up and take down all material provided by the venue. All gear brought by the Government will be set up and taken down by the Government.

6. Anticipated Lodging

6.1. Hotel Rooms.

The Government anticipates approximately 40 hotel rooms will be used for three (3) nights each

(120 to 160 total room nights) and four (4) nights each for the two day events.

Check-in would be three (3) days prior to the event date.

o Five staff members check-in the Wednesday prior to the event.

o Fifteen additional staff members check-in the Thursday prior to the event.

o Twenty additional staff members check-in the Friday prior to the event.

o Total room needed for Friday and Saturday (40).

o Total rooms needed for Sunday for San Marcos and Anaheim (40)

Check-out would take place the day after the event.

6.2. Hotel Lodging Fees. Rooms will be reserved and paid for by staff members attending this muster.

These room nights shall not be included in the resulting contract for conference space. The

Government does not guarantee usage of the ninety-five (95) anticipated hotel room nights and shall not be held liable for any unused room fees.

7. Site Specific Muster Requirements.

CITY

ZIP

CODE

MAX LOCATION

DISTANCE FROM

CITY CENTER

FISCAL

QUARTER

EVENT

DATE(s)

TOTAL

ATTENDEES

ATTENDEES

P/SESSION PARKING

Buffalo, NY 14203 25 Miles 4 7/13/2019 400 100

A total of 400 spaces will be used throughout each day of the event, though not all at once. 120 spaces shall be available for each session on 7/13/2019: 0700; 0930; 1230; and

Norfolk, VA 23510 25 Miles 4 7/27/2019 7/28/2019 400 per day 100

A total of 400 spaces will be used throughout each day of the event, though not all at once. 120 spaces shall be available for each session on 7/27/2019 and 7/28/2019: 0700;

0930; 1230; and 1430

Dover, DE 19901 25 Miles 4 8/3/2018 8/4/2019 400 per day 100

A total of 400 spaces will be used throughout each day of the event, though not all at once. 120 spaces shall be available for each session session on 8/3/2019 and 8/4/2019:

0700; 0930; 1230; and 1430.

Minneapolis, MN 55403 25 Miles 4 8/17/2019 400 100

A total of 400 spaces will be used throughout each day of the event, though not all at once. 120 spaces shall be available for each session on 8/17/2019: 0700; 0930; 1230; and

San Francisco, CA 94102 25 Miles 4 9/7/2019 400 100

A total of 400 spaces will be used throughout each day of the event, though not all at once. 120 spaces shall be available for each session on 9/7/2019: 0700; 0930; 1230; and 1430.

8. Contracting Officer’s Representative (COR).

The COR/technical point of contact (TPOC) for this contract is TBD and can be reached via email at TBD. The COR is not authorized to make any changes to this contract. Only a warranted Contracting Officer (CO) is authorized to make changes to this contract. In the event the Venue effects any change at the direction of any person other than the Contracting

Officer, the change will be considered to have been made without authority and no adjustment will be made to the total dollar value of the contract to cover any increase incurred as a result thereof.

9. Venue Support.

The venue shall designate a single point of contact with complete authority to make decisions on all technical matters connected with this contract. That individual will be the single point of contact with whom the Government COR may interact for all support requests outlined in the Statement of Work (SOW).

INJURY/ACCIDENT AND LABOR HOURS REPORTING SAFETY GUIDANCE

Contractors shall adhere to all relevant safety guidance, including (but not limited to):

(a) EM 385-1-1 U.S. Army Corps of Engineers Safety and Health Requirements Manual

(b) OPNAVINST 5100.23 (series), Navy Occupational Health and Safety Program

Manual

(c) MCO 5100.29 (series), Marine Corps Safety Program

(d) MCO 5100.8, Marine Corps Occupational Safety and Health (OSH) Policy Order

(e) NAVMC DIR 5100.8, MARCOR OSH Program Manual

Contracting Officer’s Representatives shall immediately report accidents/injuries sustained during contract performance to the Contracting Officer so that the Contracting Officer may report said accidents/injuries to responsible agency safety officials.

5237.102-90 ENTERPRISE-WIDE CONTRACTOR MANPOWER REPORTING AND

APPLICATION (ECMRA)

The contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the requiring activity (M20143) via secure data collection site. Contracted services excluded from reporting are based on Product

Service Codes (PSCs). The excluded PSCs are:

1) W, Lease/Rental of Equipment;

2) X, Lease/Rental of Equipment;

3) Y, Construction of Structures and Facilities;

4) S, Utilities ONLY;

5) V, Freight and Shipping ONLY

The Contractor is required to fill in all required data fields using the following web address:

https://doncmra.nmci.navy.mil.

Reporting inputs shall be for the labor executed during the period of performance during each

Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://doncmra.nmci.navy.mil.

https://doncmra.nmci.navy.mil/ https://doncmra.nmci.navy.mil/

Technical Evaluation

TECHNICAL EVALUATION WORKSHEET FOR LOWEST PRICE TECHNICALLY ACCEPTABILITY DETERMINATION (v8.19.2015)

PR NOMENCLATURE: FY 19 Q4 Musters

PR #: M20143-19-RC-

00004 Solicitation #: M67861-19-Q-0300

TECHNICAL ACCEPTABILITY - SECTION 2: ENTER COMPANY NAME

[This Section is Required for LPTA Supplies or Services with a SOW/PWS]

SOW or PWS Criteria [List SOW/PWS Para # and Contractor

Tasks in this Column]

Technically Acceptable

Not Technically Acceptable

Explain in Detail Why Does Not Meet Criteria

Briefing space (2.1)

Mass Admin Space (2.2)

Medical Screening Space (2.3)

Admin Space (2.4)

Tiering space (2.5)

Breakout space / COC (2.6)

Family space (2.7)

Waiting Area (2.8)

Classroom (2.9)

Registration Area (2.10)

Signage (2.11)

Network access (2.12)

Receiving/Storage (2.13)

Parking (3.1)

Traffic flow of the event (3.2)

Business Center (4.0)

Anticipated Lodging (6.0)