Statement_of_Work_-_RFP-NASS-0001-13.pdf

Attachment 1

DESCRIPTION/SCOPE OF WORK STATEMENT

The Federal Bureau of Prisons, Central Office, National Acquisitions and Systems Section is soliciting proposals via a Request for Proposal for an indefinite delivery, requirements type contract with firm-fixed unit prices to provide housing, meals, meeting facilities (limited), and transportation to and from the Denver International Airport for training participants in pre-scheduled training programs to be held by the National Institute of Corrections (NIC) at the National Corrections Academy (NCA), located in Aurora, Colorado.

Accommodation of Training Program Schedule

Contractor must be able to accommodate all of the training programs listed on the attached tentative training schedule. Additional training programs may be added throughout each performance period, and a training program may be canceled at any time, due to lack of required participants or unforeseen circumstances. The training schedule also includes information as to the estimated number of participants and a column called “Participant Days.” “Participant Days” are determined by multiplying the estimated number of days of the training event (i.e., the length of the program) by the number of participants expected to attend. The result is the number of housing/meal days that could possibly be charged to the contract.

Contractor must take note of periods in the contract where multiple training programs will be held concurrently and must address in the response their ability to accommodate lodging, meals, meeting space, and transportation to and from the Denver International Airport for multiple training programs. On a few occasions each year, as many as three concurrent training events are held during the same week with a total of approximately 90 participants.

Location

Contractor must be located within twelve (12) miles of the National Institute of Corrections Training Center, located at 11900 East Cornell Avenue, Aurora, Colorado 80014.

Sleeping Rooms

Contractor must have a minimum total of 110 single occupancy rooms. The Offeror’s proposal must include a statement as to accessibility for physically challenged persons and how many rooms are available for that purpose.

Training participants are to be housed in single-occupancy rooms. Because the number of participants might change prior to the start date of a training program, the numbers shown on the attached training schedule are estimates and are not guaranteed.

Participant lodging room furnishings must include a table or desk. Lighting of both the room and the desk area must be of sufficient wattage to enable participants to do out-of-class work/study assignments during evening hours.

To facilitate rooming arrangements, NIC will provide a participant list to the contractor not less than fourteen (14) days in advance of the training event start date. The list provided will indicate whether each participant is a smoker or non-smoker and whether any have special dietary needs or are physically challenged. Also indicated on the list will be those participants who are “pay own” (see description below). If the list changes thereafter, information will be promptly provided to the contractor by NIC in the form of an “amended” participant list.

Occasionally, participants will have to travel to the training program earlier than its scheduled commencement, and/or stay beyond the closing date of a training event, due to travel issues, etc. In such cases, additional day(s) of accommodations (lodging and meals) shall be required and NIC shall provide advice of such needs with the listing of participants submitted just prior to each scheduled training event. Such additional days shall be included in the invoicing and reporting for each training program and at the established contractual daily rate. The Offeror’s proposal must include information on the accommodation arrangements (lodging and meals) to be made in such situations.

The contractor will be responsible for collecting payment for any personal charges incurred by training participants, such as for telephone calls, laundry, parking, room service, and room damages. Offeror’s proposal shall include information as to facility procedures for collecting such personal charges.

Accessibility/Ground Transportation

The contractor shall provide complimentary shuttle service between the Denver International Airport and the hotel. Offeror’s proposal shall provide detailed information about this service, to include the type(s) of transportation, name(s) of service providers, time schedules and frequency of service.

Other Hotel Requirements and Amenities

Offeror’s proposal must provide information as to other facility amenities (such as recreation facilities, fitness centers, wireless Internet accessibility, etc.) available at or near the Contractor’s site and information regarding their availability for participant use.

Offeror’s proposal must include information on use of the amenity, such as the cost, if any; the location; and the availability of transportation (if necessary) to and from such amenities.

Trainers and “Pay Own” Participants – Accommodations/Meals

In addition to participant housing, NIC requires that single rooms be made available for approximately five out-of-town trainers at each training event. The trainers are responsible for their own lodging and meal expenses. While these costs are not included in the contract, the Offeror’s proposal shall include information as to the lodging rates that will be charged trainers and what meal packages, if any, will be made available to trainers if they choose to eat with training participants.

Occasionally, one or more training participant(s) may be permitted to attend the training at his/her own expense. In such situations, the participant lists provided to the contractor by NIC will identify the person as a “pay own” participant. The “pay own” participants would be offered the same lodging/meal package as that afforded trainers, but the cost is not included in the contract. The contractor shall collect, at checkout, the total expenses incurred by that person during his/her stay.

The Offeror’s proposal must include information as to procedures to be used by trainers and “pay own” participants to avail themselves of facility accommodations (lodging and meal services); and advise whether the amenities provided to the participants are also available to trainers and “pay own” participants. If there is a charge, the Offeror’s proposal must include the price related to the service.

Meeting Rooms

The contractor must be able to provide meeting rooms for occasional NIC training events, to include some evening and weekend sessions, as well as weekday sessions.

The training event schedule will include information on those requirements for particular programs. The Offeror’s proposal shall include information about availability of such space. For most such events, one large meeting room (minimally 1,200 square feet) will be required for banquets. In some cases, an additional one to three breakout rooms (minimum 320 square feet each) will be required, as well. When such space is needed, the contractor will be provided a minimum of 30 days advance notice.

Meals

Training participants shall be provided two daily meals (breakfast and evening dinner), to include at least two hot entree choices per meal. Unless otherwise indicated on the training schedule, the first meal served shall be the evening meal on the day the participants arrive and the last meal served shall be breakfast on the closing day of the program.

Offeror’s proposal must include the type of meal service to be provided – sit down service, buffet, or cafeteria – as well as any restrictions on meals (times, locations, etc.)

imposed by the facility. Offeror’s proposal shall include an indication of the facility’s ability to serve and accommodate approximately 30 people per training event, up to a maximum of approximately 60-110 people during those weeks when two or three events are scheduled concurrently. Offeror’s proposal must include at least three days of sample menus for such meals (breakfast and dinner) that would be provided under the contract.

Offeror’s proposal must address Offeror’s ability to accommodate special dietary needs (vegetarian, diabetic, religious, etc.) and specify the procedures for such diet requests.

Offeror’s proposal must include at least three days of sample menus of such meals (breakfast and dinner) that would be provided under the contract.

Some training programs, as indicated on the attached training program schedule, will include one banquet dinner or other upgraded meal during the program. Offeror’s proposal must include samples of upgraded dinner menus, along with information regarding the additional cost per person for those upgraded meals. Offeror’s proposal shall include information as to the meal service to be provided for upgraded meal situations (i.e., sit-down service, buffet, etc.), location, as well as any restrictions. A separate conference or meeting room shall be provided for these upgraded meals.

The cost of upgraded dinners for persons other than training participants (trainers, “pay own” participants, guests, NIC staff) is not covered by the contract and the cost must be collected from each individual. The Offeror’s proposal must, therefore, include information as to the cost to these other individuals for each sample upgraded meal menu provided and the collection procedure to be used by the facility.

For some training events, Contractor shall provide box breakfasts or box lunches for participants. Box breakfasts will take the place of regular breakfasts provided by the contractor -- if there is to be any additional cost for those meals, the Offeror’s proposal will indicate the cost. The box lunches are not part of the contract and will be participants’ responsibility. Contractor will provide sample menus for the box breakfasts and box lunches and indicate the costs of the box lunches and how those costs will be collected.

Participant Package Rate

Contractor shall provide a participant package rate that covers the cost, per participant, of lodging, meals, transportation to and from the airport upon arrival and departure. For trainers and “pay own” participants, a breakdown of cost of lodging and cost per meal (breakfast, dinner, and banquet) shall be provided.

Reporting Requirements

The contractor must provide to the Contracting Officer’s Representative (COR) located at the NCA in Aurora, Colorado, a training event statement of costs and typed roster of person attending each training event. The roster shall contain information as to participants covered under the contract, as well as a listing of “pay own” participants who participated in the training and also were guests of the hotel/facility. This report shall be provided along with a monthly detailed invoice indicating costs by budget category, costs for the period, and costs to date. The monthly invoice shall be submitted on or before the 15 th of each month.

Contract Type and Performance Period

An indefinite delivery, requirements type contract with firm-fixed unit prices consisting of one 12-month base period and four 12-month option periods is contemplated. The quantities identified for each period are estimates and may vary, depending on circumstances surrounding some events. The contractor will be paid only for the actual number of participant days used. The BOP reserves the unilateral right to exercise any and/or all options.