Attachment_3_-_Quote_Submittal_Spreadsheet.xlsx

Sheet1 (2) Quote Submittal Spreadsheet for Chiefs of Defense Conference 2018 Enter the individual rate(s) in the yellow highlighted boxes.

Enter the total in the orange highlighted box.

Enter any additional rates/fees (if any) in the spaces provided.

Enter the total for each CLIN in the blue highlighted boxes.

Enter GRAND Total for all CLINS in the blue highlighted box at the end of the spreadsheet.

Company Name/ Hotel Name:

This room will be used for General Sessions of the Conference from 9 September at 0900 hours to 12 September 2018 at 1800 hours.

The MCR shall meet the following requirements:

a. Minimum room size of 2,000 square feet to accommodate 40 participants.

b. The room location shall be within the vicinity (close enough for wires and cables associated with electronic equipment being used) of the Support Center Registration (SCR) room and the Simultaneous Interpretation Room (SIR).

c. The Government shall have 24 hour access.

d. Fully adjustable light intensity and climate controls for the room.

e. Conference table arranged to accommodate 35 delegates at a skirted hollow-square table with two classroom tables placed in the rear of the room, and seating for 5 senior staff.

f. Conference table seating shall be 35 Executive Style chairs (not standard banquet chairs) which shall have cushioned seating, high back, arm rests, and the ability to swivel.

g. Four - 6’ tables with side skirts.

h. Chairs and tables shall be set-up by 0900 hours on 9 September 2018.

i. The ability to physically secure the rooms 24 hours a day.

j. Provide extension cords and power strips for up to six computers.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

This room will be used for interpretation equipment, translation booths, and interpreters from 9 September at 0900 hours to12 September 2018 at 1800 hours.

The SIR shall meet the following requirements:

a. Minimum room size of 1,000 square feet to accommodate twelve 6’ x 6’ interpretation booths and electronic equipment (provided by other Government vendors) and to accommodate 30 participants.

c. The room shall have permanent walls and a single securable door or point of entry with no windows.

d. Provide 30 banquet chairs and four - 6’ draped tables

e. The Government shall have 24 hour access.

f. Room equipment, including tables, chairs, two power strips, and two extension cords shall be be set up by 0900 hours on 09 September 2018

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

This room will be used for a morning guest speaker and an afternoon working lunch from 9 September at 0900 hours to 12 September 2018 at 1800 hours.

The PLR shall meet the following requirements:

a. Minimum size 2,000 square feet to accommodate 40 participants.

b. The room location shall be within the vicinity of the Main Conference Room (MCR) and the Simultaneous Interpretation Room (SIR).

c. Seven - 10 seat round tables set for 6 participants per table (on half of the round, facing projection screen).

d. 70 chairs with linen chair covers.

e. One podium on a low platform riser.

f. Provide projection screen no smaller than 8’ and LCD projection package (e.g., Projector and Remote suitable for provided screen) for 3 days from10 September to 12 September 2018.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

This room will be used by government personnel to process participants as well as perform other administrative functions, including command and control, key personnel, and security and equipment support from 7 September at 0800 hours to 13 September 2018 at 0900 hours. The Registration Area will be located outside of the SCR.

The SCR shall meet the following requirements:

a. Minimum room size 1,000 square feet to accommodate 30 participants at 8 separate work stations.

b. The room location shall be within the vicinity of the Main Conference Room (MCR) and the Simultaneous Interpretation Room (SIR).

c. The Government shall have 24 hour access.

d. Room equipment, including tables, chairs, and extension cords shall be set up by 0800 hours on 7 September 2018.

e. The room shall have a separate storage area of approximately 10’ x 10’ for administrative supplies.

f. Contain eight - 6’ tables with 20 chairs plus 1 round table with 10 chairs.

g. 1 mini refrigerator placed on a table.

h. Provide 2 landline house phones with local and in-hotel calling capability.

i. 1 high speed CAT 5 line for wireless internet connection for up to 12 computers.

j. Sufficient power cords and power strips for a minimum of 20 outlets.

k. The Government shall be able to physically secure the room.

l. The room shall only be accessible by conference personnel only.

m. Ensure adequate power for all the above electric equipment.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHEMENT 1)

These rooms will be used for small group discussions from 9 September 0900 hours to 12 September 2018 at 1800 hours.

The BMR shall meet the following requirements:

a. 6 rooms shall be provided with a minimum room size of 400 square feet to accommodate 10 participants.

b. The room location shall be within the vicinity of the Main Conference Room (MCR) and the Presentation Lunch Room (PLR).

c. The Government shall be able to physically secure the room during period of non-operation, accessible only to conference and housekeeping personnel.

d. The Government shall have 24 hour access.

e. Rooms shall be set-up by 0900 hours on 9 September 2018.

f. Each room shall include one conference table capable to accommodate 10 participants, and 1 side table.

g. Each room shall contain an area (e.g. large foyer) that shall be available at the entry point to the bilateral rooms for the Bi-lateral Meeting Coordinator’s station. The area and room, together, shall be large enough to accommodate two 6’ tables with 4 chairs per table and a 48” video monitor.

h. Provide a minimum 48” TV or monitor for use with A US Government laptop to display bilateral meeting grid and schedule.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

These rooms will be used for small group discussions from 9 September at 0900 hours to 12 September 2018 at 1800 hours.

The HCMR shall meet the following requirements:

a. Two suites to accommodate ten participants per suite.

b. Each room should consist of two distinct areas;

1) A dining area for seating to accommodate 8 participants on a round or rectangular dining table.

2) A living room area for VIPs with lounge setting seating to accommodate 4 primary participants and 6 secondary participants utilizing sofas, lounge chairs, coffee tables, and end tables.

The Contractor shall coordinate and receive final approval of the room arrangement from the TPOC.

c. The Government shall have 24 hour access.

d. The suites shall be set up by 0900 hours on 9 September 2018.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHEMENT 1)

This room will be used for larger group discussions from 9 September at 0900 hours to 12 September 2018 at 1800 hours.

The SELMR shall meet the following requirements:

a. 1 room with a minimum room size of 1500 square feet to accommodate 20 participants.

b. The ability for the Government to secure room 24 hours per day.

c. The Government shall have 24 hour access.

d. The Room shall be set up by 0900 hours on 9 September 2018.

e. The room shall have 1 VIP conference table with seating for 20, and perimeter seating for 10 participants.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

This room will be used in support of the Escorts, Drivers, and Staff associated with the Conference from 9 September at 0900 hours to 13 September 2018 at 1200 hours.

This room shall meet the following requirements:

a. One room with a minimum room size of 1,000 square feet.

b. The Government shall have 24 hour access.

c. 5 round tables with 8 chairs per table and 1 conference table with 10 chairs. The Contractor shall also provide an additional 10 stacked chairs at the side of the room.

d. Contractor shall provide 1 Mini refrigerator and 1 microwave on a rectangle table in room.

e. Contractor shall provide 1 in-house phone with the ability to only make in-house calls.

f. Contractor shall provide wireless internet access from 9 September at 0900 hours to 13 September 2018 at 1200 hours.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

and exit for parking of Government staff vehicles for the duration of the period of performance.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

consisting of up to 85 conference VIP’s with a scenic location as a backdrop. In the event of inclement weather, the Contractor shall provide a backup indoor location suitable for a VIP Conference Photo. The Contractor shall provide one row of VIP seating for 15 persons and a 12” platform to enable two additional rows of participants to be comfortably accommodated within the photograph. The Contractor shall also provide two 6’ tables draped and skirted and one ladder suitable for use by a photographer taking large group photos.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

2018 from 1230-1330 hours for CHOD and SEL participants. While specific menu selections and actual quantities will be specified after contract award by the TPOC, the meal service generally will consist of the following:

1) CHOD Lunches for 40: Menu to consist of the following: Buffet of assorted salads, 2 entrees (1 seafood and 1 poultry), hot vegetable, starch, rolls and butter, dessert, iced tea, hot tea and coffee.

2) SEL Lunches for 20: Menu to consist of the following: Buffet of assorted salads, 2 entrees (1 seafood and 1 poultry), hot vegetable, starch, rolls and butter, dessert, iced tea, hot tea and coffee.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

The Contractor shall provide 100 rooms of single or double occupancy rooms with a minimum of which shall be 30 deluxe rooms. The room shall be no smaller than 250 square feet, and include a TV, phone, and in-room safe.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

Additional telecommunications requirements may be required in a Communication Suite (utilizing existing meeting room(s)) for the Commander, U.S. Pacific Command due to real world situations. In addition, phone usage may be incurred in the Support Center (SCR). At the conclusion of the Conference, the Contractor shall submit an itemized list detailing actual communication charges incurred for telephone line(s) in the Communications Suite and SCR. The TPOC will review and provide written concurrence on the itemized documentation. The government estimates a total NTE amount of $1,000.00. The contractor will invoice for actual costs only.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

The Contractor shall provide any unanticipated administrative supplies (i.e., paper/pens/name tags) and linen services (i.e., table linens, chair covers, curtain) in support of the services estimated at a total NTE amount of $5,000.00. The Contractor shall submit an itemized list with cost to the TPOC who shall give written prior approval for any unanticipated administrative supplies or linen services. At the conclusion of the Conference, the Contractor is to submit a summary of the itemized documentation detailing actual expenses incurred. The contractor will invoice for actual costs only.

REFER TO PERFORMANCE WORK STATEMENT (PWS) FOR ADDITIONAL DETAILS (ATTACHMENT 1)

CLIN 0005 NTE AMOUNT: $5,000.00

GRAND TOTAL

ALL CLINS(0001 through 0005):

By submission of this quote, the offeror acknowledges the requirement for Blocked Guest Rooms and Suites identified in paragraph 3.4.2 and 3.4.3 respectively, and that the offeror is able to meet all requirements contained in the Performance Work Statement (PWS), with no exceptions taken .