Anaheim_RFQ.docx

W15QKN-16-T-1139

Section SF 30 - BLOCK 14 CONTINUATION PAGE

INSTRUCTIONS TO OFFERORS:

1. The purpose of this solicitation is to procure Yellow Ribbon Event Services in support of the 96th MP BN & 314th MP CO. Services shall be performed in Anaheim California within a 20 Mile radius of the John Wayne Airport.

2. The Government intends to award a single, firm-fixed-price contract. The period of performance for this effort shall be 12-15 May 2016.

3. This is NOT a solicitation for event planning services. For a proposal submitted by an offeror that is not a hotel, the offeror shall submit a technical proposal for evaluation which describes the offeror’s technical approach for providing the requested services as the prime contractor. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.

4. An on-site representative shall be present and available during the course of this event. Offerors shall submit the name and contact information of the on-site representative prior to contract award.

5. In order to be considered responsive/acceptable, offerors shall submit the following information with their quote by the date and time identified in Block 8 of the Standard Form (SF) 1449:

a. Complete Blocks 12, 17 and 30 of the SF 1449 as well as any amendments. In doing so, the offeror agrees to the contract terms and conditions as written.

b. Price: pricing for each Contract Line Item Number. Pricing must be submitted in the proper format.

The proper format consists of QUANTITY * UNIT PRICE = NET AMT. In the event there is a difference between a unit price and the extended total, the unit price will be held to the intended price.

If the offeror shows only the total price but fails to enter a unit price, the total divided by the estimated quantity will be held to be the intended price.

c. Complete physical address of the proposed facility.

d. Federal Emergency Management Agency Certification of the proposed facility.

e. Valid Certificate of Insurance with the appropriate minimum amounts of insurance.

f. Proposed menu.

g. Proposed meeting room layout.

h. Demonstrate the financial capabilities to fulfill the proposed event.

i. All subcontracting agreements if applicable.

j. For quotes submitted by Third Party Vendors, the following information shall be submitted with the quote:

i. The Third Party Vendor must provide a Point of Contact (POC) at the facility from commencement to conclusion of the event. POC: _______________________________ Telephone No: ______________________.

ii. The Third Party Vendor must submit all subcontracting agreements to reflect an agreement or contract between the prime hotel and the third party vendor.

iii. The third party may only submit one offer, otherwise will not be eligible for contract award.

Failure to provide the abovementioned information with your quote will deem your quote nonresponsive/ unacceptable.

6. Non-smoking rooms are required. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, internet service charges, laundry, or other incidental room charges.

7. All pricing shall include applicable taxes, fees, gratuities, service charges, etc. The Federal Government is tax exempt.

8. Room rates and meal rates shall not exceed the government travel per diem rates in accordance with Joint Federal Travel Regulation (JFTR). JFTR per diem rates can be located at www.defensetravel.dod.mil.

9. See Federal Acquisition Regulation (FAR) Clause 52.212-1, "Instructions to Offerors -- Commercial Items" and FAR 52.212-1, Addendum for additional information.

10. See FAR Clause 52.212-2, "Evaluation -- Commercial Items" and FAR 52.212-2, Addendum for additional information and evaluation criteria.

11. Questions regarding this solicitation shall be submitted via email no later than 4:00PM EST on 23 March 2016 to the Contract Specialist, at Sara.C.Baye.civ@mail.mil and the Contracting Officer, at Kenneth.A.MacFarlane.civ@mail.mil

12. All services shall be performed at the same facility and in accordance with the Performance Work Statement.

13. All offers shall remain valid for 60 calendar days.

CONTRACT ADMINISTRATION

CONTRACT SPECIALIST: SARA BAYE

(609) 562-1205 Sara.C.Baye.civ@mail.mil

CONTRACTING OFFICER: KENNETH MACFARLANE

(609) 562-7268 Kenneth.A.MacFarlane.civ@mail.mil

CUSTOMER: 200th MPCOM, Yellow Ribbon Team Brooke Baldwin, 1LT, Resource Management (404)834-5056 brooke.a.baldwin.mil@mail.mil

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

96th MP BN & 314th MP CO Yellow Ribbon Event #1 14-15 May 2015 Location: Anaheim, CA.

PART 1

GENERAL INFORMATION

1. General: This is a non-personnel services contract to provide support for the 96th MP BN & 314th MP CO on 14-15 May 2016, planned to take place in Anaheim, CA. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Prime Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the 96th MP BN & 314th MP CO Yellow Ribbon Event #1 as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the terms, conditions and standards in this contract.

1.2 Background: The 96th MP Battalion reserve center is located in San Diego, CA & 314th MP CO reserve center is located in Tustin, CA. in the city of Anaheim, CA. This event will support 196 Soldiers, when deployed to support the missions of the United States Army and the Government. The Yellow Ribbon Event #1 is a requirement of Department of Defense Instruction 1342.28, which establishes the Yellow Ribbon Reintegration Program. The Yellow Ribbon Program consists of four events. Event #1 occurs prior to deployment, 2nd occurs during deployment, 3 and 4 occur post-deployment.

1.3 Objectives: Provision for lodging and meeting space to accommodate the 96th MP BN & 314th MP CO Yellow Ribbon Event #1, approximately 548 adult attendees anticipated for the Yellow Ribbon Event, to ensure adequate space for learning and to meet the needs of 96th MP BN & 314th MP CO unit within the 200th MP Command Area of Responsibility (AOR) for the different units. (Hotel rooming, meeting space rooms, audio-visual screens, audio connections, computer hookups, and microphones), and space for community partners, shuttle service and serve meals. To ensure there is a conducive learning environment/atmosphere at the 96th MP BN & 314th MP CO Yellow Ribbon Event #1 presentations and training and to provide those government personnel and their families attending the 96th MP BN & 314th MP CO Yellow Ribbon #1 with quality accommodations and identified support services.

1.3.1 Provide hotel rooming for attendees and staff. The contractor shall provide 120 standard guest rooms that include; 100 Double bed rooms and 20 King rooms. All guest rooms shall be located onsite. A total of 8 rooms for staff are to be provided per night from 12-15 May 2016, total 24 room nights. 120 rooms are to be provided per night 13-15 May 2016, total 240 room nights.

1.3.2 Provide a separate dining area for participants and unit staff.

1.3.3 Serve required meals in accordance with PWS Paragraph 5.1.5 during the 96th MP BN & 314th MP CO Yellow Ribbon Event #1.

1.3.4 Provide 1 separate General Session meeting room for the 96th MP BN & 314th MP CO Yellow Ribbon Event #1. Rooms shall hold up to 500 personnel round tables seating rounds 8-10 people each.

1.3.5 Provide 2 breakout session rooms with seating for 215 each in rounds of 8 or 10.

1.3.6 Audio Visual Services: Provide enough audio visual equipment, laser pointer and remote slide changer for 1 General Sessions and 2 breakout meeting rooms.

1.3.7 Provide space near the session rooms and audio visual support for 1 general session and 2 breakout meeting rooms to include: (high resolution projectors with associated screens, audio connections, high definition monitors to display presentations that portable computers can connect to, and wireless microphones with amplified audio systems).

1.3.8 Provide space for up to12 tables for community partners. Hotel lobby is acceptable.

1.3.9 Provide shuttle service to and from the airport according to a schedule approved by the government.

1.3.10 Provide storage, and handling for shipped packages/boxes or containers required by the Government to support the 96th MP BN & 314th MP CO Yellow Ribbon Event #1.

1.3.11 Bulk copying service will be provided.

1.4 Scope: The Government is anticipating 548 attendees for this 96th MP BN & 314th MP CO Yellow Ribbon event #1. Attendees will arrive after allowed check-in time on 13 May and register at the 96th MP BN & 314th MP CO Yellow Ribbon #1 location that day. Staff and Advance party members will arrive on 12 May 2016. Everyone will depart on 15 May 2016.

1.4.1 The Hotel shall offer the following: lighted parking lot, small gift shop, an exercise room, full-service restaurant or food court, elevators for access to other than the ground floor, valet laundry, vending, and ice machines. Restricted Access after-hours, such as key cards is used as a security measure to enter the hotel. As a minimum, individual lodging rooms shall be equipped with the following: television with remote, telephone, internet access, small refrigerator, and microwave. The 96th MP BN & 314th MP CO Yellow Ribbon event #1 venue shall have meeting space for multiple simultaneous briefings, a staff operations center, and counseling rooms. The 96th MP BN & 314th MP CO Yellow Ribbon Event #1 venue shall have sufficient seating to meet the requirements for the anticipated attendance plus normal occupation within reasonable proximity to the meeting spaces. The 96th MP BN & 314th MP CO Yellow Ribbon event #1 venue shall have easy and inexpensive public transportation, or their own shuttle service to and from the airport. The Contractor shall provide an on-site representative from the time the advance party arrives on Thursday 12 May 2016 until the conclusion of the 96th MP BN & 314th MP CO Yellow Ribbon #1 event and the advance party leaves on the Sunday 15 May 2016 and departure of the Government’s 96th MP BN & 314th MP CO Yellow Ribbon Event #1 staff.

1.4.2 From 10:30am on 12 May 2016 through 8:00pm on 15 May 2016, a government staff operations room will be established with internet connectivity for up to 8 staff members. A Yellow Ribbon registration desk shall be setup to accept registration from the 96th MP BN & 314th MP CO Yellow Ribbon #1 participants on 13 -14 May 2016, beginning at 10:00am and concluding at 7:00pm, preferably in the lobby of the lodging facility or in proximity to the lodging facility’s registration desk. A meeting room to accommodate a training session for 3 presenters/counselors shall be needed from 8:00am to 5:00pm 14 May 2016. There will be a Yellow Ribbon Welcome & Games Icebreaker held on the evening of 13 May 2016 from 6:00pm to 9:00pm on the participants’ day of arrival. The first formal program will begin at 8:00pm on 13 May 2016. The program will start at 8:30am and end NLT 6:00pm. The programs will consist of up to 1 general session for all attendees as well as 2 breakout rooms for 215 attendees each for small group training sessions. Lodging shall be provided under government contract for attendees and staff. Space for up to 12 Community Partners to be located in an area adjacent to the General Sessions room; they shall make their own rooming arrangements. The following meals shall be required; Saturday 14 May, 2016, 300 breakfast and 600 lunch meals, and Sunday 15 May, 2016, 300 breakfast meals. The dining area needs to be separate from the session rooms.

0. Period of Performance: The period of performance for the Yellow Ribbon Event is from 14-15 May 2016. Location: contractor’s site identified in the proposal Anaheim, CA, to be located within a 20 mile radius of the John Wayne Airport.

0. General Information:

1.6.1 Quality Control: Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.212-4, Contractor Terms and Conditions – Commercial Items). A formal Quality Control Plan (QCP) is not required for this commercial service. However, the contractor shall maintain an inspection system commensurate with commercial practices to ensure the Contractor only tenders for acceptance those items or services that conform to the requirements of this contract. A copy of the contractor’s quality control plan shall be provided to the Contracting Officer upon request after contract award.

1.6.2 Quality Assurance: The government will evaluate the contractor’s performance under this contract in accordance with the Performance Requirements Summary (PRS). The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. Non-conforming services shall be re-performed at no increase in contract price. If non-conforming services are recurring, cannot be re-performed, or the services fail to achieve the Performance Requirements Summary (PRS), the Government may reject the nonconforming service(s) and document the contractor’s performance record accordingly. The Government may also issue a Contract Discrepancy Report (CDR) in which the contractor shall be required to respond with the development of a corrective action plan (CAP) which identifies the root cause, corrective action (CA) for the root cause, CA for the specific nonconformance, and the date the CAs shall be complete. The Government may also reduce the payment to the contractor IAW the PRS, or reduce payment to reflect the value of the services performed, or may perform the services and charge the Contractor for any related cost incurred and/or may terminate this contract for cause.

1.6.2.1 Non-conforming Supplies or Services: When a contractor’s performance does not meet contract requirements and/or approved work schedules and/or timeframes it is considered non-conformance. Non-conformance shall be classified in one of three categories: level I (Minor), level II (Major) or level III (Critical). The Government may re-inspect work designated for re-performance or late performance.

1.6.2.1.1 Level I (Minor) non-conformance: is defined as a non-conformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. Minor non-conformance usually can be corrected on the spot, where no further CA response is necessary, and can be issued by the Contracting Officer Representative to the contractor either through a verbal or written non-conformance report. Minor non-conforming services shall be re-performed within a specified time frame at no increase in contract price. If minor non-conformances are recurring or re-performance is not completed in full and within the specified time a Level II non-conformance may be issued to the contractor by the Contracting Officer (KO).

1.6.2.1.2 Level II (Major) non-conformance: is defined as a non-conformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose. Recurring Minor non-conformances, or a non-responsive contractor, indicating a trend or failure of the contractor’s quality control, can also be classified as a Major non-conformance. Major non-conformance’s shall result in the issuance of a written Contract Discrepancy Report from the KO to the contractor requiring the development of a Corrective Action Plan by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.3 Level III (Critical) non-conformance: is defined as a non-conformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; is likely to performance of a vital agency mission; is for a repeated or uncorrected level II CDRs; or is for a non-responsive contractor to a level II CDR. Critical non-conformances shall result in the issuance of a written CDR to the contractor requiring the development of a CAP by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.4 Inspection Results: The contractor will be notified of Government inspection results. The contractor shall acknowledge receipt of the inspection results. The contractor may be notified of inspection results verbally. Verbal notifications of defective work will be confirmed in writing. When Government inspectors are unable to contact the contractor to notify the contractor of inspection results, acceptance or rejection of work will be made on the basis of the initial inspection.

1.6.3 Hours of Operation: The contractor is responsible for conducting business 24 hours daily through arrival of the advance party until conclusion of the 96th MP BN & 314th MP CO Yellow Ribbon Event #1 on the last day, or unless unforeseen holdover attendees with air travel arrangements for the morning following the 96th MP BN & 314th MP CO Yellow Ribbon Event #1 conclusion. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS at the contractor’s place of business, with exception of severe weather and/or government shutdown/closures. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.4 Type of Contract: to be determined by the contracting office.

1.6.5 Security Requirements: The contractor shall provide room lockout keys for logistics storage area, staff operations room, logistics storage room(s) and Military Family Life Consultants (MFLC) presenter room to secure pilfer able items.

1.6.6 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5, Post Award Orientation. The Contracting Officer may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall not take any action as a result of these meetings without written authorization from the Contracting Officer. The contractor shall provide the Contracting Officer a written notification if there is an additional price or cost associated with any proposed change or action related to the contract. Upon Contracting Officer notification, appropriate action shall be taken to resolve outstanding issues as soon as possible. These meetings shall be at no additional cost to the Government and the use of conference calls is acceptable methods to conduct these meetings.

1.6.7 If deemed applicable by the Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the resulting order, direct action that changes the negotiated price of the contract (either increase or decrease) or changes delivery dates.

1.6.8 Key Personnel: The following Government personnel are considered key personnel by the government: 200TH Military Police Command. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.6.9 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor and subcontractor employees’ performance.

1.6.10 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interest (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan shall be determined to be acceptable solely at the discretion of the Contracting Officer and in the 96th MP BN & 314th MP CO Yellow Ribbon Event #1 the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 CONTRACT ADMINISTRATOR: The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2 CONTRACTOR: A supplier or Contractor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.3 CONTRACTING OFFICER (KO): A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government Note: The only individual who can legally bind the government.

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR): An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6 DELIVERABLE: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP): Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.9 PHYSICAL SECURITY: Actions that the loss or damage of Government property.

2.1.10 QUALITY ASSURANCE: The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11 QUALITY ASSURANCE SPECIALIST: An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12 QUALITY CONTROL: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.13 SUBCONTRACTOR: One that enters into a contract with a prime contractor. The Government does not have private of contract with the subcontractor.

2.1.14 WORK DAY: The number of hours per day the Contractor provides services in accordance with the contract.

2.2 ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY (GFP), EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: assuming no GFP is included in any of the attached Annexes. The Government will not provide any services, facilities, or utilities, equipment or material to the contractor to assist the contractor with the requirements of this PWS.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Basic Services: The contractor shall provide services to support 96th MP BN & 314th MP CO Yellow Ribbon Event #1 that include Lodging, meeting space, meals, and audio/visual. Additional Support Items identified in annex e, Parking or Transportation, and shuttle service. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, internet service charges, laundry, or other incidental room charges. Any such charges shall require the occupants to provide their personal credit cards to secure payment for those charges. The Government shall provide a total room count by 4 May 2016 and will cancel NLT 12 May 2016. The Government shall only pay for rooms used. See the following annexes for further specific task details:

5.1.1 Lodging and Meeting Rooms: The Contractor shall provide lodging for Staff and Attendees for this 96th MP BN & 314th MP CO Yellow Ribbon Event #1. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria. The total estimated rooms for attendees, staff and presenters is 128 rooms for an estimated total of 284 night stays; broken down as follows:

5.1.1.1 The contractor shall provide rooms for attendees (CLIN 0002): attendees will need lodging as follows, 14-15 May 2016 assumption: 1 room per family unless extenuating circumstances exists. Estimated total number of attendees requiring lodging 172, 13-15 May 2016 120 total Attendee rooms under contract for 2 nights = 240 room night stays.

5.1.1.2 The contractor shall provide staff – 3 nights: 8 estimated Staff members will need lodging for 3 nights, 12-15 May 2016 assumption: 1 room per staff member. Estimated room total for Staff staying 3 nights is 24. 8 staff x 3 nights = 24 room night.

5.1.1.3 Security: The Hotel shall be in low crime area. Contractor shall limit conference area entries to outsiders during the 96th MP BN & 314th MP CO Yellow Ribbon Event #1.

5.1.1.4 General: The contractor shall allow No onsite hotel renovations or other activities that will interfere with this 96th MP BN & 314th MP CO Yellow Ribbon Event #1.

5.1.2 Meeting Rooms: Contractor shall provide meeting rooms for 1 General Session room, 2 Breakout session rooms, Staff Operations room, 96th MP BN & 314th MP CO Yellow Ribbon Event #1 welcome and games room, instructor Preparation and Chapel Services.

5.1.2.1 The contractor shall provide one 1 Meeting Room available 12 May 2016 Evening from 6:00pm to 9:00pm for a 96th MP BN & 314th MP CO Yellow Ribbon Event #1 Welcome & Games Icebreaker capable of holding up to 75 attendees in rounds of 8 preferably a mix of high and low small rounds and 3-4 rounds with seating 10 if 72 inch diameter tables are available.

5.1.2.2 The contractor shall provide 1 General Session room capable of holding all attendees in rounds of 8 (preferably rounds of 10 if 72 inch diameter tables are available) from Saturday 8:00am to 6:40pm and Sunday 8:00am to 12:00pm. This General Session room shall be available for setup NLT 6:00am on Saturday. This room shall contain a stage or platform (risers) with 6 tables 2 chairs per table for Saturday speakers and a conference sound system.

5.1.2.4 The contractor shall provide up to 2 breakout rooms capable of holding up to 215 persons or use General Session room, as one of the breakout rooms in rounds of 8 (preferably rounds of 10 if 72 inch diameter tables are available) from Saturday 9:40am to 6:00pm and Sunday from 8:30am to 11:00am. Prefer these breakout sessions be able to be configured out of the General Session room.

5.1.2.4 The contractor shall provide 1 work room 96th MP BN & 314th MP CO Yellow Ribbon Event #1 -JAG (Judge Advocate General), capable of holding 10 persons set conference style with no more than 2 persons per table on Saturday 14 May 2016.

5.1.2.5 The contractor shall provide 1 privacy room for conducting one on one session as part of 96th MP BN & 314th MP CO Yellow Ribbon Event #1. Requires a table with 3 chairs. If privacy rooms not available, one or two larger rooms separated with pipe and drape to make privacy rooms is acceptable Saturday 14 May 2016.

5.1.2.6 The contractor shall provide 1 room for individual MFLC counseling. We prefer these rooms to be within a 1 minute walking distance from the breakout rooms. Rooms only need a table with 4-5 chairs. Provide water pitcher with cups/glasses and a box of tissue in each room.

5.1.2.7 The contractor shall provide 1 room to be used as the Chaplain room with telephone, 10 person occupancy available the Saturday after 3:00pm.

5.1.2.8 The contractor shall provide 1 room to be used as the Staff Administrative Center, 20 person occupancy available the Thursday 12 May 2016 10:30am through noon on Sunday 15 May 2016 following conference. Room shall be adjacent to main General Session area when possible.

5.1.2.9 The contractor shall provide 1 room for a non-denominational religious service with seating for 75 theater style from 7:45am to 8:15am Sunday morning (can be same room as General Session).

5.1.2.10 The contractor shall provide a sufficient number of pads and pens for eight 8 to ten 10 individuals on every attendee session table for Saturday morning (depending on table size). The room shall contain water stations and/or pitchers filled with water, and glasses/cups for the each room’s seating from 8:00am until 4:00pm each day.

5.1.2.11 The contractor shall provide 5 rooms to be used for child and youth activities. Rooms shall have tables and chairs to accommodate childcare and youth. All rooms should be within close proximity of each other, restrooms and the main conference space. The rooms shall have 25 feet per child/youth except for the infant rooms must have 35 feet per infant to accommodate cribs. There should be enough room space to accommodate maximum of 2 ratio group per breakout room, ratio grouping cannot exceed maximum group ratio child/youth numbers.

5.1.2.12 The contractor shall provide space in Hotel Lobby, or in foyer areas in proximity to meeting room areas for up to 12 Community Partners (info tables) throughout the days of Saturday and Sunday. Prefer to have available for setup on Friday evening by 7:00pm so our Community Partners can setup.

5.1.2.13 The contractor shall provide separate Dining Area to seat up to 548 Attendees and Staff members for breakfasts and lunch.

5.1.3 Audio Visual: Contractor shall provide audio visual equipment for General Session rooms and Breakout rooms to include screens, handheld wireless and lavalier microphones (mics), and laptop audio connections.

5.1.3.1 The contractor shall provide up to two 2 screens for each 96th MP BN & 314th MP CO Yellow Ribbon Event #1 meeting rooms.

5.1.3.2 The contractor shall provide up to two 2 10 x 10 Screens (preferably larger) x two 2 days. Saturday for each of the 1 Main General Session rooms (depends on room layout and attendance numbers). Up to 2 screens total. Prefer to have screens placed in each corner on an angle for best viewing.

5.1.3.3 The contractor shall provide up to 2 10 x 10 screens preferably larger x 1 day Saturday for each of the Breakout Session rooms for 96th MP BN & 314th MP CO Yellow Ribbon Event #1 this depends on room layout and attendance numbers. 96th MP BN & 314th MP CO Yellow Ribbon Event #1 General Session room can be used as one of the breakout rooms, for up to two (2) screens in total.

5.1.3.4 The contractor shall provide handheld wireless and lavaliere mics for each of the session rooms as follows:

5.1.3.4.1 The contractor shall provide one 1 each wireless handheld and lavaliere mic and 1 handheld.

5.1.3.5 The contractor shall provide audio connections for each presentation laptop 3 that will be used in each presentation room to play videos for up to 3 Session rooms.

5.1.3.6 The contractor shall provide one 1 high speed internet access point for up to 15 connections in the Staff Administration Center from the Thursday 12:00pm through Sunday 1:00pm.

5.1.3.7 The contractor shall provide up to two 2 high speed internet access points for Friday Sign-In (Registration) area location: Location to be determined after award. Generally located in/near the Hotel Lobby from 6:00am -10:00pm for Registration and Help/Travel Desk.

5.1.3.8 The contractor shall provide up to nine 9 high speed internet access points for Saturday 7:30am to 5:00pm for up to 12 Community Partners and up to 5 for our General Session and/or breakout session rooms.

5.1.3.9 The contractor shall provide three 3 television sets preferably 42” or larger with DVD player, one in each of the three 3 designated children activity rooms on Saturday 7:00am- 6:00pm for ages 4-7, 5-12 & 13-17 up to 2 televisions may be used for our 96th MP BN & 314th MP CO Yellow Ribbon Event #1 name welcome & games Friday evening.

5.1.3.10 The contractor shall provide 2 wireless handheld mics for the kid’s program and presentation room, Saturday 7:00am to 4:30pm.

5.1.3. 11 The contractor shall provide one 1 lavaliere mic and 1 projector screen (10x10 or larger) for Non-Denominational Religious Service for Sunday 7:45am to 8:15am. May use one of the session rooms or Kids presentation room.

5.1.4 ANNEX A: Child and Youth Rooming Requirements

5.1.5 ANNEX B: Catering

5.1.6 ANNEX C: Additional Support Items

5.1.7 ANNEX D: Parking, Transportation and Shuttle Service

5.2 CONTRACTOR MANAGEMENT REPORTING (CMR): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Yellow Ribbon via secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on "Department of the Army CMRA" or the icon of the DoD organization that is receiving or benefitting from the contracted services.

5.2.1 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, beginning with 2014. Contractors may direct questions to the help desk by clicking on "Send an email" which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component's CMR website.

5.2.2 The required data fields include: (1) Contracting Office, Contracting Officer, or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement.

5.1.4 ANNEX A: Child and Youth Rooming Requirements

5.1.4.26.1 The Contractor shall provide 5 rooms.

Note: Each room shall have 25 feet per child/youth except for the infant rooms must have 35 feet per infant to accommodate cribs.

Note: Maximum Group Size per Room 2 Ratio Groups Only

5.1.4.26.2 The contractor shall provide 5 rooms, with enough rooms to support child care by ratio age groupings and square feet per child/youth. Space shall allow for separation of infants (0-18 months), toddlers (19-36 months), pre-school (3-5 yrs.), school age (6-12 yrs.), and teens (13-18 yrs.) for safety and appropriate programming.

The contractor shall ensure the childcare rooms meet the following:

· All Rooms shall meet fire code.

· All Rooms shall have a minimum of two exits from each room

· All Rooms shall have Fire and Emergency Evacuation plan posted

· Designated evacuations location(s) shall be identified for childcare.

· All Rooms shall meets Americans with Disabilities Act (ADA) Requirements

· All Rooms shall be free from health and safety hazards

· All Cords shall not (e.g., electrical, window blinds) be hanging within a child’s reach.

· All windows or doors to balconies shall be securely shut and locked.

· All Rooms electrical plugs shall be covered.

· All Rooms furniture/fixtures/carpets shall be clean and sanitized.

· All Rooms shall be free from lead paint and asbestos.

5.1.4.26.3 All childcare/youth rooms shall be within close proximity of each other same floor when possible but all shall be on adjoining floors (e.g. 6th and 7th floors) with access points that can be controlled. Recommend a minimum of two exits from each room be available. Restrooms need to be in close proximity to the childcare/youth rooms.

5.1.4.26.4 The contractor shall provide each room with a refrigerator, hands free trash can, trash can with lid for infant room for sanitary disposal of soiled diapers, and potable drinking water to be continuously available.

5.1.4.26.4.1 To provide medication or respond to calls from caregivers all rooms need to be within reasonable distance from workshop space.

5.1.4.26.4.2 Rooms shall allow the separation of infant/pre-toddler, toddler, preschool, school-age and youth for safety and appropriate programming.

5.1.4.26.4.3 All Rooms shall accommodate 25 feet per child/youth except for the infant rooms must have 35 feet per infant to accommodate cribs. All Rooms shall accommodate a maximum of two (2) ratio group breakouts with no less than 25 square feet per child and no more than 24 estimated number of children based on age grouping and space per child

5.1.4.26.4.4 All bathrooms and hand washing sinks are easily accessible from childcare rooms. Each bathroom to contain 2 two-step stools so that children can properly wash hands.

5.1.4.26.4.5 The contractor shall ensure Space is available for Childcare registration and childcare daily sign in/out of children.

5.1.4.26.5 The venue shall provide the following:

· All Rooms shall have telephone available for use.

· All Rooms shall have a snack prep area.

· All rooms shall have drinking water and small cups accessible at all times.

· All Rooms shall have a hands-free, covered trash can available for use.

· All Infant, Pre-Toddler, Toddler and Pre-school shall all have carpeted floors.

· All Infant, Pre-Toddler and Toddler Rooms shall have Refrigerator and Microwave located in snack prep area.

· All Infant and Pre-Toddler Rooms shall have Portable Cribs in a designated area that can supervise at all time within sight/sound.

· All Infant and Pre-Toddler Rooms shall have cribs based on number of registered children identified that meet the standards described on the US Consumer Product Safety Commission on Crib Information. See http://www.cpsc.gov/info/cribs/indes/html for the standards.

· All Infant, Pre-Toddler, Toddler Rooms have a diaper changing area with trash can with lid for soiled diapers in sanitary manner.

· Diaper changing can be set up 6 feet away from where children will eat snacks or food prep area.

· All Toddler and Pre-school rooms shall have space designated for napping that can be supervised at times within sight/sound.

· All bathrooms be used by children shall have two (2) steep stools to assist children with hand washing

· All Pre-School, School-Age and Youth Rooms shall have a large screen TV and VCR/DVR player.

5.1.4.26.6 The contractor shall provide 5 rooms, with enough rooms to support child care by ratio age groupings and square feet per child/youth. Space shall allow for separation of infants (0-18 months), toddlers (19-36 months), pre-school (3-5 yrs.), school age (6-12 yrs.), and teens (13-18 yrs.) for safety and appropriate programming.

5.1.4.26.7 The contractor shall ensure space must allow for separation of age groups for safety and in a positive way at drop-off.

a) All rooms shall meet Follow all fire code.

b) All rooms shall have a minimum of two exits from each room

c) All rooms shall meets ADA Requirements

· All rooms shall be free from, health and safety guidelines and measures.

d) All large furniture in room shall be secure or removed. Furniture and Fixtures shall be in working order.

e) All windows or doors to balconies shall be securely shut and locked.

f) All rooms electrically plugs shall be covered

5.1.4.27.1 Childrens rooms shall be within close proximity of each other (same floor when possible) with access points that can be controlled. Recommend a minimum of two (2) exits from each room be available. Restrooms need to be in close proximity to the child/youth rooms.

5.1.4.27.2 The contractor shall provide each room with a refrigerator, hands free trash can, with lid for infant room for sanitary disposal of soiled diapers, and drinking water to be continuously available.

5.1.4.27.3 The contractor shall provide room for infant/toddler care shall have cribs that meet the standards described on the US Consumer Product Safety Commission on crib information. Ref: provide all equipment required to care for 0-17 age group, including Cribs (See http://www.cpsc.gov/info/cribs/indes/html for the standards

5.1.5 ANNEX B: Catering

5.1.5 Food and Beverage. The contractor shall provide 300 breakfast meals and 600 lunch meals on Saturday 14 May 2016, and 300 breakfast meals on Sunday 15 May 2016. Food and beverage charges are based upon a total of 860 servings. Self-serve beverage stations are preferred at the meal. Local government per diem rates for food shall apply. The dining room needs to be a separate room from the meeting rooms. The contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice. The contractor must be in compliance with all applicable Army regulations regarding food and beverage services.

5.1.5.1 Breakfast. Hot food buffet shall be available from 6:00am to 7:30am on the following day: 14-15 May 2016. The buffet shall include such items as: pancakes, bacon, sausage, eggs, ham, assorted fresh fruit, pastries and cereal. Drinks shall consist of: coffee, milk, and juice. Self-serve beverage stations are preferred.

5.1.5.2 Lunch. Hot food buffet shall be available from 12:00pm to 1:30pm on the following day: 14 May 2016. Buffet(s) shall include such items as: garden salad with assorted toppings and dressings, meat selections, vegetables, and starch selection. Drinks shall consist of coffee, milk, tea and juice for approximately 540 adult lunches. Provide small plates for children with child-friendly food choices such as macaroni and cheese, chicken nuggets, and Sloppy Joe sandwiches available for approximately 60 kids. The total lunch meal charges shall be the sum of adult and children meals. Self-serve beverage stands are preferred.

5.1.5.3 A final Banquet Event Order (BEO) shall be submitted to the COR (10 calendar) days prior the 96th MP BN & 314th MP CO Yellow Ribbon Event #1.

5.1.6 ANNEX C: Additional Support Items

5.1.6 Additional Support Items: The following items are required to support the 96th MP BN & 314th MP CO Yellow Ribbon Event #1:

5.1.6.1 The contractor shall provide a copy machine or the capability for making bulk copies of up to 1,000 copies (for handouts) or have a copy machine made available for 96th MP BN & 314th MP CO Yellow Ribbon Event #1 use from Thursday through Sunday of the 96th MP BN & 314th MP CO Yellow Ribbon Event #1. Total copy capability for Thursday thru Sunday will not exceed 1,000 copies with an average page count of 5 pages. No color reproduction is required. All sheets will be 8.5” x 11”. Printing will be single sided and each set of copies staples in the upper left corner. No folding will be required. If self-service, on Thursday, the contractor shall brief Government staff of the copier location, operation and troubleshooting, and the process to obtain paper and toner cartridge replacement 12 May 2016

5.1.6.2 The contractor shall provide 4 tables with skirts and chairs in the registration area (Hotel Lobby on Saturday) for attendees of the 96th MP BN & 314th MP CO Yellow Ribbon Event #1 registration and in-processing.

5.1.6.3 The contractor shall provide up to 3 tables with skirts and chairs in the registration area hotel lobby on Friday for Unit Representatives check in.

5.1.6.4 The contractor shall be prepared to support up to 12 community member representatives with tables, chairs, power, etc. The specific arrangements shall be between the contractor and individual community members. The Government shall not be invoiced for any cost associated with this effort to include any loss or damage to the contractor’s property.

5.1.6.5 The contractor shall provide up to 25 display stands/easels able to support standard poster sized signage to place throughout the 96th MP BN & 314th MP CO Yellow Ribbon Event #1 area, (only need 5 to be available Thursday and Friday). Will need the remainder available from Saturday through Sunday 11:30am.

5.1.6.6 The contractor shall provide a means to communicate with contractor staff, hand held radios or other means to communicate with Hotel Staff during the 96th MP BN & 314th MP CO Yellow Ribbon Event #1 periods.

5.1.6.7 The contractor shall provide a dedicated Audio/Visual person on-site to be available to assist during the 96th MP BN & 314th MP CO Yellow Ribbon Event #1 from 6:30am - 6:30pm Saturday.

5.1.6.8 The contractor shall provide 2 cork boards or “white boards” each 6 ft. x 4ft.