Purchase Description- FY25 DCNG Youth Symposium 11FEB2025.pdf

PURCHASE DESCRIPTION

FOR

DCNG Family Programs Youth Symposium, 11 July- 13 July 2025

General: The District of Columbia National Guard (DCNG) Family Readiness Program Office will host the DCNG Family Programs Youth Symposium offsite event on 11 July- 13 July 2025 away from the DC Armory. The offsite location shall be within the 5-mile radius of zip code

22314 in Alexandria, VA

Performance requirements:

Event: DCNG Family Programs Youth Symposium for up 50 attendees

Date: Friday, July 11, 2025 to Sunday July 13, 2025

Location: Facility shall be within the 5- mile radius of zip code 22314 in Alexandria, VA. Event space cannot be Casino Hotels and Motels

Selection Preference: Workshops will be Friday, July 11, 2025 to Sunday July 13, 2025. Each workshop event will include up to 50 attendees. Contractor shall have event conference meeting space, lodging, meal services and availability on the following days to host 11 - 13 July 2025

DCNG Youth Symposium Workshop.

Onsite support: Contractor personnel are not required to have a presence onsite. However, a designated representative shall always be available to resolve any contractual issues.

Facility:

• Workshop consists of up to 50 participants each day on Friday, Saturday, and Sunday.

• Facility shall be within the 5- mile radius of zip code 22314 in Alexandria, VA. Event space cannot be Casino Hotels and Motels

• Facility must have on-site parking capable of holding up to 10 DCNG attendee’s vehicles, free at no additional charge. All parking must be within a 5-minute walk of event meeting spaces.

• Facility shall have complimentary WIFI.

• Facility shall have Indoor and outdoor pool that are operational.

• Facility shall have on-site restaurant serves breakfast, lunch and dinner.

• Facility shall have 25 (Nonsmoking Double Beds) offering unrestricted government per diem rates

• Contractor shall provide 1 main Grand Ball Room conference room able to fit up to 50 people for Friday through Sunday 11 - 13 July 2025 with a seating configuration suitable for presentation and group discussion without any adverse restrictions on event attendees, or interference in the meeting process, and adhering to social distancing restrictions.

• The District of Columbia Army National Guard will provide its own Audio/Visual equipment.

• Must have lodging accommodations and conference meeting space within the same facility.

• Must have 24-hour check in and checkout services with a minimum of one person at the front desk at all times. The hotel shall provide wake- up and message services for the duration of the contract.

• Must have a guest security program that safeguards guest room numbers, personal information, and key control procedures.

• The Government responsible for contractual payments made by authorized individuals only. Any “self-pay” payments are the responsibility of the service member, and the

Government shall not be held liable.

Meals:

• The meals shall be in a separate area from the meeting space and shall be distributed

(Food/Beverages) for 50 people. The separate area can be directly outside the meeting space. All meals will be buffet style as follows:

• The breakfast meal shall, at a minimum, consist of such items as pancakes, (bacon pork and turkey option), sausage, eggs, ham, assorted fresh fruit, pastries, cereal, coffee, tea and juices. The breakfast meal is to be served from 0730-0845; 12-13 July 2025.

• The lunch meal shall, at a minimum, consist of a main course consisting of a sandwich, pasta, or meat, at least three sides, and beverage options to include coke products and juices for individuals. The lunch meal is to be served from 1130-1300; 12 July 2025.

• The dinner meal shall be, at a minimum, consist of a main course consisting of a sandwich, pasta, or meat, least two sides, and beverage options to include coke products and juices for individuals. The dinner meal is to be served from 1600-1800: 11 July 2025 and 13 July, 2025

• Breakfast, Lunch, and Dinner schedule of events for meals and workshops as follows:

Date Time Total # of Attendees

Workshop- 1 Day 1 Friday 11 July 2025 0900-2300 50

Dinner Friday 11 July 2025 1600-1800 50

Workshop- 2 Day 2 Saturday 12 July 2025 0845-2300 50

Breakfast Saturday 12 July 2025 0730-0845 50

Lunch Saturday 12 July 2025 1130-1300 50

Dinner Saturday 12 July 2025 1600-1800 50

Workshop- 3 Day 3 Sunday 13 July 2025 0730-1400 50

Breakfast Sunday 13 July 2025 0730-0845 50

Lodging:

• The hotel shall have a rating of 3 stars or more with American Automobile Association

(AAA) or Forbes Travel Guide.

• The contractor shall provide 25 hotel rooms (Nonsmoking Double Beds) for the evening of Friday 11 July- 13 July.

• Guest Rooms: Check-in Friday, 11 July 2025, Check-out Sunday 13 July 2025.

1st Workshop: Friday, 11 July 2025 between 0900-2300

• The contractor shall provide reservations for the specific number of rooms and beds for the specific period of time. These reservations shall only be canceled by the lodging manager or designated representative.

• Rooms shall be lighted, operable, in good working condition. Electrical outlets and light shall be provided. All electrical cords, bulbs, lights, outlets and switches shall be in good serviceable condition.

• Entrance doors to guest rooms shall be equipped with both a primary lock and a secondary deadbolt locks. Additionally, all doors, exterior and interior, shall be free from holes, dents, or other physical defects. Emergency procedures, exit diagram and location of fire extinguishers shall be posted on entrance doors (applies only to lodging facilities with interior rooms). The room number shall be posted on or near the entrance door.

• Individual rooms shall have controlled heating/air conditioning units with ventilation to maintain comfort for occupants shall be provided. Air filters shall be free from damage, the proper size, and be replaced or cleaned in accordance with manufacturer’s recommendations.

• In the event of utility failure (i.e.: Electrical Storm, Flood, Snowstorm) and/or electrical, plumbing, HVAC failures for more than two hours, the contractor shall evaluate each occupant for possible relocation to another facility of equal quality at no expense to the

Government.

• All rooms shall include a private bath with full toilet and shower facilities, hot and cold running water, clean bed linen upon arrival and made beds daily.

• Facilities shall ensure pools, lounges, and parking areas are made available to personnel billeted under this contract. Facility shall ensure indoor and outdoor pools are operational if available.

• Hotel facility shall comply with all fire, health, safety, and sanitation regulations of the local laws/regulations

Pricing Matrix

Requirements Description Dates

CLIN 0001:

Meals -Breakfast, Lunch, Dinner

Adult Meals, 50 qty for each meal Buffet Style*

• Friday: Dinner

• Saturday: Breakfast, Lunch, Dinner

• Sunday: Breakfast

• Friday 11 July 2025, Dinner 1800-2000.

• Saturday, 12 July 2025, breakfast, 0730-0845, lunch 1130-1300, dinner 1600-1800

• Sunday, 13 July 2025, breakfast 0730-0845

CLIN 0002:

Lodging

25 Double Non-Smoking

Guest Rooms

2 Nights

• Check in: Friday, 11

July 2025

• Check out: Sunday, 13

July 2025

CLIN 0003:

Conference

Meeting Space

1 Conference Meeting Space

General Session Main Ball

Room & 1 Breakout Room.

• 1st Workshop:

Friday, 11 July 2025 between

0900-2300

• 2ndWorkshop:

Saturday, 12 July 2025 between

0730-2300

• 3rd Workshop: Sunday, 13 July 2025 between 0730-

Terms and Conditions: All requests made for services and/or supplies that would alter the cost of the contract can only be made by the Contracting Officer. No one else including the DCNG

Family Program staff are authorized to obligate the Government.