FBO_RFI_IDT_LODG_MEALS.pdf

NATIONAL GUARD BUREAU

OFFICE OF THE UNITED STATES PROPERTY AND FISCAL OFFICER, NORTH

DAKOTA PO BOX 5511, BISMARCK, NORTH DAKOTA 58506-5511

13 November 2018

NGND‐USPFO‐P&C

REQUEST FOR INFORMATION (RFI)

To Whom It May Concern,

1. The North Dakota Army National Guard (NDARNG) is soliciting information from potential bidders for event planning, coordination, and management services; specifically for Individual Duty Training (IDT) lodging, subsistence meals, and special events.

2. The information, data, comments, or reactions obtained may be used as research for a future solicitation. This RFI does not constitute an Invitation for Bid, Request for Proposal, or Information

Request for Bid or Proposal and is not to be construed as a commitment by NDARNG.

3. NDARNG will review all responses received. If NDARNG decides to issue a solicitation for services, the combined synopsis/solicitation document will be prepared in accordance with the format in Federal

Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in the notice. The solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular (FAC) 2005‐99; and the provisions at 52.212‐1, Instructions to Offerors;

52.212‐2, Evaluation‐Commercial Items; 52.212‐3, Offerors Reps and Certs; apply, along with clauses

52.212‐4 Contract Terms and Conditions; and 52.212‐5, Contract Terms and Conditions Required To

Implement Statutes Or Executive Orders; 52.217‐8, Option to Extend Services; 52.217‐9, Option to Extend the Term of the Contract; and 52.222‐41, Service Contract Labor Standards.

4. This RFI and any related amendment and notices will be posted in the same manner as this RFI on

FBO. The applicable NAICS Codes are 561499 All Other Business Support Services, 561510 Travel Agencies, 561599 All Other Travel Arrangement and Reservation Services, 561920 Convention and Trade Show Organizers, 561990 All Other Support Services, and 721199 All Other Traveler Accommodation. Respondents are responsible for all costs associated with the preparation, submittal, and presentation of their response to this RFI.

5. Respondents must have current/active registration in the System for Award Management (SAM), website to compete for this acquisition, to include Representations & Certifications. See https://www.sam.gov/portal/SAM/#1#1#1 for more information. The Department of Defense requires vendors to submit invoices in the Wide Area Workflow System (WAWF); please go to https://wawf.eb.mil/ for more information.

6. PURPOSE: NDARNG requires Soldiers to participate in continuing state‐wide IDT drills (monthly and annually), and special events throughout each fiscal year (October 1 – September 30).

7. GOAL: The NDARNG’s goal is to acquire services to plan, coordinate, schedule, reserve, modify, manage, and execute all lodging and subsistence meal accommodations related to IDT drills and special events occurring regularly throughout North Dakota.

8. BACKGROUND: The following background information is intended to help respondents understand the needs of NDARNG. There are a total of 44 units, with a range of between 5 and 200 members drilling in up to 13 cities throughout North Dakota (cities include: 1. Bismarck, 2. Devils Lake, 3. Dickinson, 4.

Edgley, 5. Fargo, 6. Grand Forks, 7. Jamestown, 8. Lisbon, 9. Minot, 10. Valley City, 11. Wahpeton, 12.

Williston, 13. Wishek). Units normally drill one weekend per month and some units drilling in the same city and on the same or different weekends. Intermittently there is a month one or more units will not drill. Annual training is usually during the summer months for each unit and is for a two week period.

Special events include yellow ribbon and other events for soldiers and their families’ range from 50 to 350 members, usually over a weekend during a designed place and time. Specific drill information is confidential and may be provided to the awarded contractor of this acquisition.

9. Please see Examples attached titled SUBSISTENCE MEALS PERFORMANCE WORK STATEMENT

(EXAMPLE) and LODGING AND MEETING ROOM PERFORMANCE WORK STATEMENT (EXAMPLE), for more background information.

10. NDARNG is requesting information to identify potential vendors to provide travel/event arrangement, accommodation, reservation, execution, and management services. Obtaining these services through a single vendor that wishes to subcontract lodging and catering will simplify our administrative time and possible lower costs by combining, organizing, and planning accommodations in advance.

11. DESCRIPTION OF AGREEMENT: Contractor shall provide Travel/Event arrangements and accommodation services for IDT lodging and subsistence meals and special events when requested by the

Contracting Officer Representative (COR). The potential period of performance may be for one year, with up to four (4) option years. The “contractor” under this acquisition is the travel management company that provides the travel services to NDARNG. The hotels and caterers would be considered the

“subcontractors” to the contractor under this acquisition. The contractor providing the travel services would be responsible for booking the rooms and catering, as well as paying their subcontractors. The

Government would pay contractor for the services and costs.

12. If NDARNG later decides to issue a competitive solicitation, the following information may be requested and may be used to evaluate bidders. TECHNICAL RESPONSE: Description of service, functionality, schedule, vendor recommendations. Detail a subcontracting plan for lodging and catering

(potential and/or existing subcontractors). Propose a management plan that will simplify our administrative time and possibly lower costs by combining, organizing, and planning accommodations in advance, and propose payment, invoicing and reimbursement solution(s). PAST PERFORMANCE: Provide

1‐3 references of similar experience providing the requested services. Specifically include past performance for travel/event arrangement, accommodation, reservation, execution, and management services. COST ESTIMATE: Propose costs, profit margin, labor rates, estimated hours, etc.

13. INVOICES: Consolidated invoices should be accompanied by itemized invoice(s), member’s initialed room roster, and catered subsistence meals served within 10 days following the event. All items

MUST be provided for one consolidated payment. Personal charges, e.g. telephone, in‐room resale items, late check out fees, cash meals, etc. is the responsibility of the soldiers.

14. PAYMENT: Payment shall be made to contractor via Wide Area Work Flow (WAWF), net 30 days.

15. Contact Information: The contractor will provide a point of contact upon contract award, to include name, phone number, and email address (if available).

16. The contractor subcontractor(s) will be provided the name and phone number of an on‐site point of contact upon contract award. The on‐site POC will not have the authority to change contract requirements, but will relay all necessary changes, questions, problems, and other contract issues to the

ND National Guard Contracting Officer. The on‐site POC will be responsible for any installation access authorizations required by the contractor (For contractors that do not require CAC, but require access to a

DoD facility or installation: Contractor and all associated sub‐contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate

Identification Index (NCIC‐III) and Terrorist Screening Database (TSDB) (Army Directive 2014‐05/AR 190‐

13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative).

17. Contract Manpower Reporting Application (CMRA) Requirements: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contractor for the North Dakota National Guard via a 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/. Reporting inputs will 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 at http://www.ecmra.mil/. If the vendor determines there will be a charge for this requirement, the amount will be included as a separate line item on the offer schedule. Please Note: The data is reported in the Enterprise Contractor Manpower

Reporting Application (ECMRA). Its primary mission is to submit to Congress an annual Inventory of

Contracts for Services (ICS) performed during the prior fiscal year. ECMRA is designed to collect information on funding source, contracting vehicle, organization supported, mission and function performed, and labor hours and costs for contracted efforts providing services to the Department of

Defense (DoD) from contractors and DoD activities requiring contracted services from supporting contracting offices. The data reported utilizes ECMRA to capture the requirement information. The

CMRA Requirement is not applicable to hotels and lodging (as this does not fall under the Service Contract

Act). Specifically, the contractor would collect subcontractor labor hours from the caterers (which could be required data from subcontractor when they submit their invoice to contractor), and include

Contractor labor hours and costs for reporting.

The intent of this RFI is to identify sources. Responders will not be held to any information provided as part of the RFI should NDARNG later decide to issue a competitive solicitation.

Response format and content regarding this RFI:

COMPANY NAME:

DUNS NUMBER: ____

CAGE CODE:

TAX ID:

1. In addition to providing the information above, please provide an introduction cover letter with contact name, phone, email, business, address and website.

2. Identify your business background and capabilities related to this RFI. If possible, please include solutions or recommendations relating to this RFI (i.e. administrative support services and management of overall service, including accommodation planning in advance, proposed payment, invoicing and reimbursement.

3. Respondents are asked to provide anticipated profit margin and labor rates to help NDARNG understand the potential acquisition. This information will be used for budgeting purposes only.

The contract specialist is the point of contact (POC) for this RFI. Deadline for final submission in response to this RFI is COB November 20, 2018.

Jeannine Veitz, Contract Specialist USPFO for North Dakota, Email: jeannine.m.veitz.civ@mail.mil

SUBSISTENCE MEALS PERFORMANCE WORK STATEMENT (EXAMPLE):

1. The contractor shall provide all plant, labor, materials, and transportation necessary to cater and serve meals to the North Dakota National Guard soldiers at designated Armory and Non‐Armory locations throughout the State of North Dakota. Some locations may only have lavatories, and may not have other facilities such as power or water availability.

2. Meals shall be prepared in accordance with applicable State Health Laws, Regulations and Policies.

3. Meals shall be in accordance with the requirements below.

3.1 Breakfast Meals shall include a selection from the following items. The contractor is expected to use his/her professional judgement in provided an acceptable menu.

Eggs (cooked and boiled) Choice of two whole Fresh Fruits One (1) Meat (bacon, ham, sausage, or other breakfast meat) Choice of Potatoes or Grits Pancakes, French‐Toast, Waffles, Toast, or Pastry Jam or Jelly, Butter, Margarine, Syrup

Choice of Drink (Water, Milk, Coffee, Chilled Juice, Assorted)

3.2 Lunch & Dinner Meals shall include the following basic items:

One hot entrée from paragraph 3.2.1 Potatoes or Pasta with accompanying sauces One Vegetable (cooked) Soup or Salad, with crackers & regular & low fat dressing Bread/Rolls Butter, Margarine Choice of Drink (Water, Milk, Coffee, Juice, Tea, Fruit Drink) Dessert from 3.2.3

3.2.1 Acceptable Lunch & Dinner Meal Entrées shall include one hot entrée. Entrée choices shall vary in a manner not to repeat within a 3‐day period. Daily entrée choices shall include, but are not limited to the following items. The contractor may include other acceptable entrees. Acceptability will be determined by the COR.

Poultry (baked, BBQ, grilled, sautéed) Beef or Pork (baked, BBQ, grilled, sautéed) Fish or Shellfish (baked, grilled, sautéed) Theme Meal (Mexican, Italian, German fare)

3.2.2 Boxed Lunch Meals shall include, but are not limited to the following:

Sandwich or Wrap (with choice of three different options of deli meat) Pasta, Potato or Veggie Salad Fruit Chips (Water, Milk, Coffee, Juice, Tea, Fruit Drink) Cookie or Bar

3.2.3 Acceptable Desserts include, but are not limited to the following items: Bars, Cake, Cookies, Ice Cream, Pie, or Pudding. The contractor may include other acceptable entrees. Acceptability will be determined by the Contracting Officer.

3.2.4 Hot Take‐Out Meals shall substitute for breakfast, lunch, and dinner, when designated by the COR.

The contractor shall coordinate pick up/drop off times and locations with the COR. Take‐out meals are hot meals as detailed in paragraph 3.1 – 3.2.1.

4. Other requirements. The contractor shall:

4.1 Provide all dinnerware required to serve the meals (plates, bowls, utensils, napkins, cups, etc.)

4.2 Remove and dispose of all trash that accumulates during the meal periods.

4.3 Clean the serving and eating areas after each meal

4.4. Provide all standard condiments appropriate for the meals (salt, pepper, sugar, artificial sweetener, coffee creamer, catsup, mustard, steak sauce, etc.)

4.5 Provide a proposed menu with their offer. Menus will be reviewed and approved by the Contracting Officer.

MEAL REQUIREMENTS

5. Meal requirements:

5.1 Number of meals required at each meal period: varies between 40 and 300

5.1.1 Total of Meals: See 3.1

5.1.2 The actual number of meals required may change during the period of performance. The contractor shall be paid for the actual number of meals served at any given meal. The contractor shall be given a 24 hour notice if there is a change in the number of meals required. The contractor shall only accept changes authorized by the COR.

5.1.3 Weather may affect the meal requirements. Any delays in the mission requirements caused by weather may necessitate the requirement for additional meals outside of the periods listed in Paragraphs 5.1.1. The Contracting Officer will contact the contractor if additional meals are required.

5.1.4 Early start/finish: if mission requirements are started and/or completed early, the Contracting Officer will contact the contractor to determine an equitable settlement for the additional meal periods and/or the meal period(s) not required.

5.2 Example of meals served at the following time(s):

Breakfast: 7:00 am to 8:00 am CST Lunch: 11:00 am to 11:30 am CST Dinner: 6:00 pm to 7:00 pm CST

LODGING AND MEETING ROOM PERFORMANCE WORK STATEMENT (EXAMPLE):

1. Lodging Requirements. The contractor shall provide quality temporary lodging within city limits of the scheduled requirement(s).

2. Occupancy Particulars. Provide double occupancy rooms for NDARNG personnel. Contractor, upon advance approval from the COR, may substitute single rooms (with a sofa sleeper) in lieu of double rooms at no additional cost, if no doubles are available.

3. Commencement and Completion. Ensure that lodging shall commence and terminate in accordance with IDT schedules.

4. Regulations and Standards. The contractor shall ensure that all lodging facilities provided meet the following minimum standards:

a. Rooms shall be cooled by refrigerated air conditioning, and adequately heated with individual temperature controls in each room. Each room shall have adequate ventilation and at least one window.

b. Rooms must be clean and free of rodents, insects, mold, and other unreasonable allergens. Each room shall have a private bath with shower or tub/shower combination. Each room will contain a minimum of one 20 inch color television in good working order, dresser space with no less than two drawers per occupant, and one alarm clock. Rooms consist of a minimum of queen sized beds, and all necessary linens, blankets, and pillows. All rooms shall be non‐smoking.

c. Daily maid service and cleaning, to include but not limited to replenishing of soiled towels with clean, vacuuming carpet, cleaning/sanitizing toilets, and replenishing soap, toilet paper, etc.

d. Lodging facility shall be within city limits of identified requirement, preferable within 2‐5 miles of Armory within that designated city.

e. Facility shall meet at a minimum the requirements of three stars for a Forbes (formerly Mobil) Travel Guide rating or three diamonds for an American Automobile Association (AAA) rating.

f. Internet Access, Iron and Ironing Board, Microwave, Coffeemaker, and Refrigerator in all rooms.

g. Free parking; contractor shall ensure the lodging facility has adequate parking available.

h. Lodging facility room entrances shall be accessible only by internal hallway(s). The internal hallway(s) shall have locked exterior doors, accessible by key‐holding facility guests only. Internal hallway(s) shall be accessible by the facility’s lobby. The lobby shall be manned by a front desk attendant 24 hours a day and 7 days a week.

i. Complimentary Breakfast.

j. The following amenities are preferred but not required:

i. Access and use of a pool, hot tub, or sauna. Full access and use of a workout facility or fitness center in designated exercise room with dedicated equipment specialist for the use of working out (e.g. treadmill, rowing machine, elliptical machine, weight machine, free weights, etc.).

Facility shall be either on the lodging facility premises or within walking distance (not to exceed ½ mile or 5 minute commute via vehicle).

ii. Onsite lounge/restaurant.

iii. Full indoor laundry facility on premises within 24/7 guest access.

5. Initial Site‐Inspection. NDARNG officials shall visit and inspect lodging establishments, when initially considered for issuance to ensure they meet the regulations and standards. Failure to consent to an inspection will render the subcontractor non‐responsive. Subcontractors with lodging facilities that fail to meet any or all parts of the inspection will not be considered acceptable facilities for use.

6. Room Rates. Room rates will be based on a per room basis (double/single occupancy). All charges shall be direct billed to the contractor and charges to individuals will be charged to those individuals separately.

Agreed room rates should be billed as per agreement. Initial rates shall be valid for one year from contract effective date. At the expiration of this time period the Government will contact the contractor to renew a price list for the next option year, if exercised. Contractor shall not terminate the reservation in order to place private customers in rooms in order to receive a higher rental fee. Such practice may result in termination of agreement.

7. Check‐In. Normal check‐in time should be 3:00 pm, but may check‐in as late as midnight. However, if guest rooms are available earlier check‐in should be allowed. The COR shall provide the contractor with a roommate roster and sign‐in roster for each reservation to coordinate with the subcontractor(s)/hotels.

Contractor or Hotel personnel shall not change rosters provided by the government in any manner. Hotel personnel may request member to provide military identification card. All personnel must sign the sign‐in roster/document provided by the COR. Front desk shall confirm the departure date with the contractor and the contractor will confirm with the COR.

8. Check‐Out. Check‐out must be completed promptly as possible. Normal check‐out time posted by the hotel should be no earlier than 11:00 am. “Express” check‐out options will not be authorized for military members reserved under this agreement. Military members MUST come to the front desk to perform all check‐out procedures. Payment for personal charges (e.g. telephone, in‐room resale items, late checkout fees, etc.) is the responsibility of the member.

a. Members on active duty or annual training status must provide a personal Government credit card at check‐in. Reservations for multiple tours (back‐to‐back), regardless of the type of duty performed (active duty or IDT), are considered one lodging (reservation) requirement. Members pay for the active duty portion of the stay; the wing/unit pays for the IDT portion. Multiple tours (who pays for what dates, e.g. “member pays for these dates” or “unit pays for these dates”) will be identified by the COR and provided the contractor, the contractor is responsible for sending this information to the hotel providing the service. Do not move personnel from one room to another when duty status changes nor make the member check out and back in.

9. Cancellations. Rooms shall not be released until reservation has been cancelled by the COR. Cancellations shall be accepted up to 6:00 pm on the day of the arrival at no charge to the government. If members do not check in by 6:00 pm and reservation has not been cancelled/modify by the COR, the vendor may bill for that one night only. Hotel (subcontractor) will check in all no‐shows before the nightly audit and provide a list of no‐shows to the contractor by 9:00 am the following day. The COR will notify contractor and the contractor will notify the hotel by check‐out time (11:00 am) on the same day if the member will occupy quarters on that night.

10. Security and Safety Requirements. Hotel staff shall not provide guest’s room number or personal information to others over the phone or in person. Do not issue replacement keys to guests when another key is requested without positive identification confirming that the guest is assigned to the particular room.

a. Lodging location property must be certified in compliance with the Hotel and Motel Fire and Safety Act. All properties must be referenced on the Federal Emergency Management Administration (FEMA) Master list and in compliance with the Hotel and Motel Fire and Safety Act.

b. Property shall be in compliance with the Americans with Disabilities Act.

11. Billing. Contractor must be willing to pay IDT portion directly to hotel and individuals will use their personal government credit card or personal credit card for non IDT portions. Within 10 days (this is negotiable, however, see FAR 32.904(b) Determining Payment Due Dates), contractor should submit billings from hotels to include fully itemized invoice along with copies of each member’s room folios and signed vouchers and/or registration card to the COR. Upon receipt of the three items, the COR will validate charges.

All items MUST be submitted for payment in full and must be billed on one bill for payment through WAWF.

Payment for personal charges, e.g. telephone, in‐room resale items, late check out fees, etc. is the responsibility of the member(s) occupying the room.

12. Quality Assurance. Subcontracted hotels consent to the NDARNG military lodging office, medical office, fire department, security forces office, and contracting office representative’s inspection(s) of the hotel prior to any bookings or reservations made by the contractor, and at any time during the agreement period. All findings of incomplete or unsatisfactory performance will be documented, verbal notice given, and confirmed in writing to the contractor. Contractor shall reply in writing, justifying the unsatisfactory condition(s), the corrective action taken with the subcontractor(s), and the procedures developed to prevent recurrence.