W911SA-20-Q-3118 BMN YR - Solicitation 5-13-21.pdf

SEE ADDENDUM

(No Collect Calls)

W911SA20Q3118 13-May-2021

b. TELEPHONE NUMBER 8. OFFER DUE DATE/LOCAL TIME

10:00 AM 14 Jun 2021

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA X ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

W911SA9. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

SHANNON A BAKER

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

1 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.X

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SEE SCHEDULE

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

MICC - FT MCCOY

BLDG 1108 SOUTH R ST

FORT MCCOY WI 54656-5153

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE W81PNH 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

W47A US ARMY RESERVE COMMAND

W47A US ARMY RESERVE COMMAND

G2 G6 WAREHOUSE

816 SOUTH EASTERN BLVD

FORT BRAGG NC 28310-5000

TEL: FAX:

(608) 388-3798FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$35,000,000

NAICS:

721110

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF136

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

Section SF 1449 - CONTINUATION SHEET

SUPPLEMENTAL INFORMATION

1. This requirement will be awarded as a firm fixed price (FFP), Indefinite Delivery/Indefinite Quantity (IDIQ) contract. The Government reserves the right to order the maximum quantities and is only obligated to order the minimum guarantee.

2. The guaranteed minimum for the base year is $2,500.00. The first task order period of performance is estimated to start on or about 1 August 2021. The maximums for this contract are specified in the CLINS.

3. This procurement is unrestricted, NAICS Code 721110 with a size standard of $35,000,000 Million.

4. An Award for this requirement will be made pursuant to FAR 13, Simplified Acquisition Procedures.

5. Quotes and all required documents shall be emailed to shannon.a.baker2.civ@mail.mil. Quotes are due to the Government on or before the time listed above in central time. Contractor shall submit a signed SF 1449, completed information from the supplemental section, a completed Price Schedule (Attachment 1), and a completed Vendor Questionnaire (Attachment 2), and supporting documention in the form of brochures or webstie information to confirmt hat the quote meets all the technical requirement of the solicitation.

6. Interested parties are under no obligation to submit quotes through any third party. All parties may submit directly to the location identified above. This contracting office is not using the services of a third party to solicit quotes for this requirement. Quotes shall be submitted as instructed below.

7. Third parties submitting a quote shall include a fully executed sub-contracting agreement for the proposed property/properties. The agreement shall be on official hotel letterhead and include information which identifies the responsibilities of each entity. The agreement shall demonstrate the existence of a relationship between firms and their agreement to provide the services required under this acquisition. The agreement shall include both the signature of the third party and the authorized representative of the property. Failure to submit this documentation shall result in the contractor being determined non-responsive.

8. If a quote is based on a teaming/partnering relationship or a joint venture, the contractor shall provide, with the quote, all required solicitation information for all parties including a copy of the teaming/partnering or joint venture agreement. The agreement shall include information, which identifies the responsibilities for each entity under this contract. The agreement shall demonstrate the relationship between firms and identify contractual relationships and authorities to bind each entity of the teaming/partnering or joint venture relationship. IF HOTEL NAME AND TEAMING AGREEMENT

ARE NOT PROVIDED BY CLOSE OF RFQ, THE QUOTE WILL NOT BE CONSIDERED.

9. Quotes will be evaluated in accordance with FAR Provision 52.212-2. The Government will award a contract resulting from this solicitation to the responsible Contractor whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. This solicitation shall be evaluated by awarding to the quote that is technically acceptable and the lowest price.

Price will not be assigned an adjectival rating; and will be evaluated to determine if the contractor’s quoted price is fair and reasonable. Price shall be evaluated at estimated quantities multiplied times their respective unit price. Each technical requirements will receive an adjectival rating of Acceptable (A) or Unacceptable (U). An Acceptable rating means the quote clearly meets the minimum requirements of the solicitation. An Unacceptable rating means the quote does not clearly meet the minimum requirements of the solicitation. Any technical requirement that receives “U” rating will result in an overall unacceptable rating for the factor and are not eligible for award. For a complete list of the evaluation technical criteria please see FAR Provision 52.212-2 within this solicitation.

10. Period for acceptance of quotes. The contractor agrees to hold the prices in its quote firm for 90 calendar days from the date specified for receipt of quotes.

11. The POC for the solicitation is Shannon Baker, email: shannon.a.baker2.civ@mail.mil, phone: 608-388-

2218. Due to Covid Teleworking condition Email is the best avenue of contact.

12. Written questions must be furnished to the Government no later 28 May 2021 @ 10:00 AM local time; in order to ensure a timely response is provided by the solicitation closing date. All questions are to be submitted in writing at the time indicated in the solicitation or they may not be addressed before solicitation closing date; therefore, the contractors are advised to submit questions as soon as possible. Please provide your company name, telephone, point of contact, e-mail address, and solicitation number on all questions.

The Government will respond to questions via the issuance of an amendment which incorporates the question and the Government’s response.

13. DUNS NUMBER ______________________________.

14. TAXPAYER ID #______________________________.

15. CAGE CODE __________________________________.

16. This requirement is eligible for payment through the GFEBS Supplier Self-Services (SUS) Program.

Information on this program can be found in the SUS Attachment. Please indicate if you will participate in this program, if your company receives award.

Yes___________ No ___________

17. In accordance with FAR Clause 52.216-18 “Ordering” (Aug 2020).

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 1 August 2021 through 31 July 2026

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered "issued" when—

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor's fax number; or

(3) If sent electronically, the Government either—

(i) Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order or task order via email to the Contractor's email address.

(d) Orders may be issued by methods other than those enumerated in this clause only if authorized in the contract.

18. SYSTEM for AWARD MANAGEMENT (SAM) REGISTRATION: An Active SAM Registration is required of all Department of Defense contractors. SAM registration enables electronic funds transfer of contract payments. If your company is not already actively registered, please register in the SAM database at www.sam.gov. If your company is currently registered and close to expiring, begin/complete the process for SAM registration renewal.

a. A DUNS number is required for SAM registration. If your company does not have a DUNS #, obtain one by calling 800-333-0505.Whether your company is a current or new registrant in the SAM database, your registration must indicate that you are a provider of NAICS 721110, or a NAICS of similar business size, under the Goods – Services section of the registration to be eligible to receive a contract for this solicitation.

b. If the prospective awardee for this request for quotes is not actively registered in the SAM database by close of solicitation, including NAICS 721110, or a NAICS of similar business size, under the Goods – Services section, depending on mission requirements, the government reserves the right to proceed to award to the next otherwise successful actively registered contractor.

c. Within the SAM Representations and Certifications, please ensure you company has selected that you wish to bid on, or currently hold Department of Defense (DoD) issued or DoD funded Contracts.

d. Prospective contractors who have not completed electronic annual representations and certifications at http://www.sam.gov/ in conjunction with required registration in the System for Award Management (SAM) database, shall complete and submit FAR 52.212-3 Alternative 1 Contractor Representations and Certifications - Commercial Items and DFARS Representations and Certifications in SAM to be eligible to receive an award for this solicitation.

19. Contract Administrator: TBD at time of award.

If you have questions pertaining to this contract after contract award (i.e. questions regarding delivery, invoice procedures, etc.), please request assistance from the Contract Administrator. Be sure to include the contract number in your request for assistance. Requesting contract administration assistance from any other individual could result in a delayed response.

20. Contracting Officer: TBD at time of award.

21. Contracting Officer’s Representative (COR): To Be Determined at the time of Award.

22. The Government intends to evaluate quotes and award a contract without discussions. Therefore, the contractor’s initial quote should contain the contractor’s best terms from a price and technical standpoint.

However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all quotes if such action is in the public interest and waive informalities and minor irregularities in quotes received.

23. Service Contract Reporting (SCR): Contractors will report manpower data relating to the performance of service contracts into the system for Award Management (SAM) (https://sam.gov) consistent with existing service contract reporting requirement under the federal acquisition regulation subpart 4.17- Service Contracts Inventory. SAM will only enable reporting for entities with contract that meet the SCR threshold at FAR 4.1703. As part of its quote the contractor must include the estimated total cost (if any) incurred to comply with the Service Contract Reporting requirement.

24. Post award Conference: In the event the Contracting Officer decides to conduct a Post award Conference in accordance with DFARS 242.5, the successful contractor will be notified and will be required to attend.

The Contracting Officer’s notification will include specific details regarding the date, time, and location of the conference, any need for attendance by subcontractors, and information regarding the items to be discussed.

25. ABILITYONE DESIGNATED ITEMS: In accordance with 52.208-9, contractors are referred to the web site of the Committee for Purchase from People Who Are Blind or Severely Disabled, the independent federal agency that administers the AbilityOne (formerly Javits-Wagner-O'Day or JWOD) Program for the lists of designated products and services http://abilityone.gov/procurement_list/product_buy.html

26. In accordance with FAR 52.223-2, Affirmative Procurement of Bio-based Products under Services and Construction Contracts, contractors are required to submit annual bio-based reports to the reporting module in the System for Award Management (SAM) at https://www.sam.gov.

27. The “Equal Employment Opportunity Is The Law” notice (poster) referenced in FAR Clause 52.222-

26(b)(3), is located at http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf .

28. In accordance with FAR Clause 52.222-41(g), the contractor must notify each service employee working on this contract of the minimum wage and fringe benefits required to be paid pursuant to this contract, or shall post a copy of the wage determination and Department of Labor Form WH-1313 in a prominent place at the worksite. The applicable wage determination is incorporated into the contract. The WH-1313 poster is located at http://www.dol.gov/whd/regs/compliance/posters/sca.htm.

29. In accordance with FAR 52.222-42, In compliance with the Service Contract Labor Standards statute and the regulations of the Secretary of Labor (29 CFR part 4), this clause identifies the classes of service employees expected to be employed under the contract states the wages and fringe benefits payable to each if they were employed by the contracting agency subject to the provisions of 5 U.S.C. 5341 or 5 332.

This Statement is for Information Only. It is not a Wage Determination.

Employee Class Monetary Wage -- Fringe Benefits Desk Clerk

Housekeeping GS-04, Step 02 WG-02, Step 02

30. Legal compliance: The Contractor shall comply with all Federal, State, and Local Laws, codes and regulations applicable to his performance under this contract, and shall be solely responsible for all costs associated with said compliance.

31. Contract performance:

Purpose. IAW with FAR Subpart 42.1500 contractor past performance information (PPI) is relevant information for future source selection purposes regarding a contractor’s actions under previously awarded contracts. It includes, for example, the contractor's record of conforming to contract requirements and to standards of good workmanship; the contractor's record of forecasting and controlling costs; the contractor's adherence to contract schedules, including the administrative aspects of performance; the contractor's history of reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the contractor's business-like concern for the interest of the customer.

Contractor past performance information is one of the tools that support Army efforts to acquire best value and is used to evaluate performance risk in source selection. The feedback provided by the government to the contractor in collecting PPI, and the knowledge that PPI will be used in future source selection decisions, should result in improved performance and a greater contractor focus on customer satisfaction.

Contractor Performance Assessment Reports System (CPARS): CPARS shall be prepared IAW AFARS Subpart 42 upon physical completion of the contract. If the period of performance will exceed 18 months, an “interim” assessment report shall be prepared at the completion of 12 months performance and annually thereafter until the contract is physically complete. An out-of-cycle or “addendum” report may be prepared if there is a need to record an extraordinary event prior to the next regularly scheduled evaluation or if it is necessary to report a meaningful occurrence during the period between physical completion of the contract and contract closeout. Additionally, addendum reports may be prepared to record contractor’s performance relative to contract closeout and other administrative requirements (e.g.

final indirect cost proposals, technical data, etc.).

Completion Due Date. The government will complete the CPARS within 60 days after the end of the assessment rating period (if applicable).

Evaluators. The Contracting Officer and the Contracting Officer’s Representative will jointly complete the performance assessment.

Contracts Performance Elements. The contractor’s performance shall be assessed in accordance with elements and rating system set forth in AFARS Subpart 42.

Contractor Review. The Contracting Officer will furnish a copy of the CPARS to the contractor requesting that the contractor submit comments, rebutting statements, and/or additional information to the Contracting Officer within 30 calendar days of receipt. Failure to respond within the designated timeframe will be taken as agreement with the assessment.

Contract Concurrence. Where a contractor concurs with, or takes no exception to a CPARS, such report shall be considered final and releasable for use in source selection and other deliberative purposes.

Contractor Rebuttal. Where a contractor takes exception to a performance report, the Contracting Officer will review the contractor’s rebuttal or comments and make appropriate changes. If the Contracting Officer makes changes, the changed rating will be reflected in the narrative. The Contracting Officer will make all reasonable efforts to reconcile the report and the contractor’s comments. However, it is not necessary that they reach agreement on the report where such is clearly impracticable. The contractor’s rebuttal or comments shall be made part of the CPARS.

Resolving Disagreements between the Government and the Contractor. In the event disagreements between the parties regarding the CPARS occur, the Contracting Officer will review the rebuttal and make appropriate changes. If no agreement is reached, the CPARS is forwarded to the Reviewing Official (Director of Contracting) along with the Contracting Officer’s Findings and Recommendation and supporting documentation. The decision of the Reviewing Official is final. Copies of the CPARS and the contractor’s response and review comments, if any, shall be retained as part of the evaluation.

Release of Contractor Performance Evaluation Information. The evaluation will not be released to other than government personnel and the contractor whose performance is evaluated. The performance evaluation information will be input into the applicable module within Contractor Performance Assessment Reporting System (CPARS) database (or Government system in use at time of the evaluation).

Source Selection Information. Departments and agencies will electronically access the CPARS information to support future award decisions.

32. Alternate disputes resolution: In furtherance of Federal policy and the Administrative Dispute Resolution Act of 1990 (ADR Act), Public Law 101-552 and FAR Clause 52.233-1, Subparagraph (d) (2) (1) (B) (2), the Contracting Officer will try to resolve all post award acquisition issues in controversy by mutual agreement of both parties. Interested parties are encouraged to use alternative dispute resolution procedures to the maximum extent practicable, in accordance with the authority and requirements of the ADR Act.

W911SA20Q3118

PWS

PERFORMANCE WORK STATEMENT (PWS)

Yellow Ribbon Reintegration Program Events Bloomington, MN

PART 1

GENERAL INFORMATION

1. General: This is a non-personal, firm fixed price (FFP) services contract to provide support for an estimated five

(5) Yellow Ribbon Reintegration Program (YRRP) events annually. 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 Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: Contractor shall provide all necessary facilities, personnel, labor, equipment, supplies, materials, supervision, and other items and non-personal services necessary to perform Yellow Ribbon Reintegration Program Event Services as defined in the Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall furnish facilities along with ancillary equipment, supplies, and services as specified in accordance with the standards, terms and conditions in the PWS. The Contractor shall perform in accordance with (IAW) the terms and conditions of the contract and consistently with the established standards in this PWS.

1.2 Background: The United States Army Reserve Command (USARC) commands all United States Army Reserve units and is responsible for overseeing unit staffing, training, management and deployment. The YRRP is a congressionally mandated initiative designed to provide information, services, referrals, and proactive outreach programs to Reserve Component Service members and their Families through all phases of the deployment cycle.

The overall objective of the program is to prepare and sustain Service members and their Families before and after their mobilization.

1.3 Objectives: The contractor must provision for the requested number of attendees’ lodging and meeting space to accommodate a US Army Reserve conducted YRRP event, to ensure adequate space for learning and to meet the needs of the units within the United States Army Reserve Headquarters. Contractor shall provide hotel rooming, meeting space rooms, space and connections for audio-visual (screens, speakers, computers, mixers, and microphones), and space for community partners, parking, transportation (shuttles) and meals. The contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon Reintegration Program presentations and training and shall provide those government personnel and their families attending the event with quality accommodations and identified support services.

1.4 Scope: Contractor shall provide a venue that can accommodate approximately two hundred fifty (250) to six-hundred (600) attendees per event. Attendees will arrive on the Friday and register at the event location that day.

Attendees will depart on Sunday. 88th Readiness Division (RD) Core staff will arrive the Wednesday before the event, and the advance party members will arrive on Thursday. RD Core staff will depart on Monday, all other support staff and attendees will depart on Sunday.

1.5 The contractor shall provide a facility that will offer the following: lighted parking lot, small gift shop (for sundries), an exercise room, full-service restaurant, elevators for access to other than the ground floor, and ice machines. Restricted Access afterhours, such as key cards used as a security measure to enter the hotel. The venue shall have no less than a three (3) diamond rating (in accordance with American Automobile Association (AAA), Distinguished). The event venue shall have meeting space for multiple simultaneous briefings, a staff operations center, and counseling rooms. The event venue shall have sufficient seating to meet the requirements for the anticipated attendance plus normal occupation. The Contractor shall provide an on-site representative from the time the advance party arrives on the Thursday before the event until the advance party leaves on the Sunday and departure of the Government’s event staff. A preliminary number of actual sleep room numbers will be provided for each task order awarded. A reconciled number of sleep rooms will be provided the Tuesday prior the event.

1.5.1 Event Agenda: Prior to any YRRP the Contractor shall receive a Task Order (TO) with a preliminary number of sleep and meeting rooms that the Contractor shall provide for the upcoming YRRP event.

1.5.1.1 Tuesday prior to the TO YRRP event start date, the Contractor shall contact the Contracting Officer’s Representative (COR) to reconfirm the actual number of attendees and review the agenda. The quantities ordered in the task order issued under the resultant contract are estimates only.

1.5.1.2 Wednesday prior to the TO YRRP event start date the Readiness Division (RD) Core Staff will arrive at the facility. The Contractor shall provide sleeping rooms for up to 11 staff members for five (5) nights for each TO YRRP event. Additional nights may be required due to inclement weather, flight delays or other government approved reasons. The Contractor shall establish a Government Staff Operations Room Wednesday prior to each YRRP event through the Sunday for the use of up to 20 staff members.

1.5.1.3 Thursday prior to the TO YRRP event start date the Advance Party will arrive at the hotel. The Contractor shall provide sleeping rooms for up to 25 staff members for 3 nights for each TO YRRP event. Additional nights may be required due to inclement weather, flight delays or other government approved reasons. The Contractor shall meet with COR to review Banquet Event Order (BEO).

1.5.1.4 Friday of the TO YRRP event Attendees will arrive at the hotel to registrar for the event. The Contractor shall provide sleeping rooms for up to 564 attendees for 2 nights for each TO YRRP event. Additional nights may be required due to inclement weather, flight delays or other government approved reasons. Prior to Attendees arrival the Contractor shall establish an YRRP event registration in proximity to the lodging facility’s registration desk and help desk in an area visible from the registration desk. Contractor shall ensure YRRP event conference/meeting rooms will be set up and ready for Saturday YRRP event activities.

1.5.1.5 Saturday of the TO YRRP event, the first formal program of the day will begin at 7:30 AM. The programs will run throughout the day and end NLT 5:00 PM. The programs will consist of up to 1 general session program for up to 600 attendees, as well as 6-10 breakout sessions accommodating up to sixty (60) attendees each. There will be three (3) full service meals for all attendees. The Contractor shall provide, parking and meeting space for up to forty

(40) Community Partners to be located in an area adjacent to the General Session room.

1.5.1.6 Sunday of the TO YRRP event Community Partners will attend the event. The Contractor shall provide, parking and meeting space for up to forty (40) Community Partners to be located in an area adjacent to the General Session room. The first formal program of the day will begin at 7:30 AM and end at 12:00 P.M. Sunday’s programs will consist of one (1) general session for up to 600 attendees, up to 10 breakout sessions accommodating up to sixty

(60) attendees each. There will be two (2) full service meals for all attendees. YRRP Event attendees and Advance Party Staff members will depart the afternoon and evening of the Sunday of each event.

1.5.1.7 Monday after the TO YRRP event the RD Core Staff members will depart.

1.6 Base Ordering Period: Sixty (60) Consecutive months with a six (6) month option to extend services.

1.7 General Information:

1.7.1 Quality Control: Quality Control is the responsibility of the Contractor. The Contractor shall ensure all work described in this contract is performed at or above the standard defined in the Performance Requirements Summary (PRS). 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 as well as their subcontractors only tender for acceptance those items or services that conform to the requirements of this contract all applicable laws and regulations.

1.7.2 Quality Assurance: The COR will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP) to include Government collected and graded customer satisfaction comment cards as part of the Government’s performance evaluation process. This plan is a Government only document focused on what the COR must do to assure that the contractor has performed in accordance with the performance requirements within this PWS.

The contractor shall maintain communications (direct and indirect) with the Government regarding performance of the contract. Communication shall include regular and formal meetings with the Government for review and analyses of key process indicators, analysis of process deficiencies, and problem resolution.

1.8 Non-conformance Report (NCR): When the Contractor's performance is unsatisfactory, an NCR will be issued.

The Contractor shall reply in writing within four (4) hours from the time of receipt of the NCR, giving the reasons for the unsatisfactory performance, corrective action taken, and procedures to preclude recurrence.

1.8.1 Non-conforming Services: When a contractor’s performance is identified as unsatisfactory (e.g. does not meet contract PWS requirements and/or work schedules and/or timeframes) it is considered a non-conformance. The contractor shall reply within the specified timeframe upon receipt of a non-conformance report (NCR) from the COR or Contracting Officer (KO). Non-conformance shall be classified in one (1) of three (3) categories:

1.8.1.1 Level I (Minor) non-conformance: is defined as a non-conformance that is a departure from established standards having little bearing on the effective use or operation of the services. Minor non-conformance usually can be corrected by the contractor within a short timeframe, where no further corrective action (CA) response is necessary, and can be issued by the COR to the contractor either through a verbal or written NCR. 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 KO.

1.8.1.2 Level II (Major) non-conformance: is defined as a non-conformance, other than critical, that is likely to result in failure of services, or to materially reduce the usability of the services for their intended purpose, or it is a recurring Minor non-conformances, or a non-responsive contractor indicating a trend or failure of the contractor’s quality control. Major non-conformance’s shall result in the issuance of a written NCR from the KO to the contractor requiring a response by the contractor by a specified timeframe identifying the reasons for the unsatisfactory performance, corrective action(s) taken and date resolution has/will occur, and procedures to preclude recurrence of unsatisfactory performance. The KO may also reduce the payment to the contractor in accordance with (IAW) the performance requirements summary (PRS), or reduce payment to reflect the value of the services performed if re-performance is not possible, or may have the identified non-conforming service performed and charge the contractor for any related cost incurred.

1.8.1.3 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 services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II NCR’s; or is for a non-responsive contractor to a level II NCR. Critical non-conformance’s shall result in the issuance of a written NCR from the KO to the contractor requiring a response by the contractor by a specified timeframe identifying the reasons for the unsatisfactory performance, corrective action(s) taken and date resolution has/will occur, and procedures to preclude recurrence of unsatisfactory performance. The KO may also reduce the payment to the contractor IAW the PRS, or reduce payment to reflect the value of the services performed if re-performance is not possible, or may have the identified non-conforming service performed and charge the contractor for any related cost incurred.

1.8.2 Inspection Results: The contractor will be notified of Government inspection results within 5 business days.

The Contractor shall acknowledge receipt of the inspection results by email within two (2) business days. The contractor may be notified of inspection results verbally or via email. Verbal notifications of defective work will be confirmed by email. 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.

1.9 YRRP Event Hours of Operation: The contractor is responsible for ensuring a point of contact is available twenty four (24) hours a day through arrival of the advance party until conclusion of the event on the last day, or unless unforeseen holdover attendees with air travel arrangements for the morning following the event 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.

1.10 Type of Contract: Indefinite Delivery/Indefinite Quantity (ID/IQ)

1.11 Place of Performance: The work to be performed under this contract shall be accomplished within 20 miles from Minneapolis-St. Paul International Airport, (MSP) as identified through google maps.

1.12 Security Requirements: The Contractor personnel performing work under this contract shall allow the USARC Provost Marshall to conduct a Vulnerability Threat Assessment no later than two (2) weeks prior to each YRRP event for each facility provided by the Contractor. The Contractor shall be responsible for safeguarding all government equipment, information and property. The Contractor shall provide room lockout keys for the staff operations room, the conference/meeting rooms and the storage room to secure pilferable items. The keys shall be given to the RD staff upon their arrival to the facility on the Wednesday prior to the YRRP event. In the event of loss or damage of any nature, caused by Contractor operations or employees, due to improper protection, precaution or safety measures, such damages shall be repaired or such property shall be replaced by the Contractor at his expense. In the event the Contractor does not satisfactorily repair or replace such damages, the Government reserves the right to make necessary corrections and the Contractor shall reimburse the Government for all labor and materials costs associated with repairs or replacement.

1.12.1 Operations Security (OPSEC) Awareness Training. All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, or controlled access areas shall complete "OPSEC Awareness" training. The online course is called "OPSEC Awareness for Military Members, DoD Employees and Contractors" and is found at https://securityawareness.usalearning.gov/opsec/. An OPSEC training certification for all employees shall be submitted to the COR within 30 calendar days after the contract start date and annually, or within 30 days after new employees commence performance under this contract and annually. The COR will provide a copy to the requiring activity ATO.

1.13 Safety: The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal notification to the COR and the KO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports by email to the COR within five (5) calendar days of each occurrence.

1.14 Environment and OSHA: The Contractor shall comply with all local, state, and Federal environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, state and Federal laws, rules and regulations, and compliance with the requirements of the contract shall be brought to the attention of the COR final resolution NLT the end of the business day.

1.14.1 Verbal Notifications Follow Up. The Contractor shall notify COR by email in addition to any verbal notification of such conflicts NLT two (2) business days. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local state, or Federal laws, rules, and regulations.

1.14.2 Hazards. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the KO or COR, to halt all Contractor performance with a commensurate deduction of monies due the Contractor until such unsafe conditions are corrected. The Contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of any hazard such as, but not limited to, fire, or large fuel spill, the Contractor shall immediately within the hour of occurrence notify COR verbally and by email.

1.15 Contract Administration

1.15.1 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 or COR may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer or COR 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.

1.15.2 Contracting Officer’s 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. A letter of designation will be issued to the COR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting order.

1.15.3 Contractor POC: The following personnel are considered Contractor POC by the Government: designated Point of Contact (POC) and an alternate POC. The Contractor shall provide a designated POC and an alternate, who shall be responsible for the competent performance of the work required under the specifications of this contract NLT five (5) business days after contract award and as changes occur. The name and contact information of the POC and an alternate, who shall act for the contractor when the POC is absent, shall be designated by email to the COR. The POC or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The POC or alternate shall be available between 7:30 a.m. to 4:00 p.m. Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. The POC(s) and alternates shall be able to read, write, speak, and understand English.

1.15.3.1 The POC or their alternate shall meet with COR to discuss immediate problems areas. The POC shall respond by phone or email to the COR within two (2) hours after notification of deficiencies and correct the deficiency(s) the next business day. The Contractor shall provide the telephone number and email of the POC to the

COR.

1.15.4 Organizational Conflict of Interest: The contractor shall not employ any person or perform a contract in a situation where the existence of conflicting roles may bias the contractor's judgement or prevent unfair competitive advantage in accordance with Organizational Conflict of Interest Rules in FAR 9.5.

1.15.5 Ordering Instructions:

1.15.5.1 Annual notice of potential YRRP Event dates will be provided by the contracting officer.

1.15.5.2 Task Orders (TO) will be issued as Subject to Available Funds (SAF) no less than one hundred twenty

(120) days prior to Period of Performance (POP) start. Upon receipt of the SAF TO the contractor shall block off the resources (rooms/meeting space, etc.) necessary.

1.15.5.3 Task Orders will be funded no less than ninety (90) days prior to POP start. Upon receipt of the funding modification, contractor shall lock in all resources.

1.15.5.4 Aggregate quantities can be realigned throughout the five (5) year ordering period, the pricing will be based upon the established annual price list.

1.15.5.5 No later than seventy two (72) hours prior to the Friday of a given event, the Government will provide final numbers required for lodging and meals.

1.15.6 Invoicing Instructions:

1.15.6.1 Contractor shall only invoice according to the price schedule included with the task order.

1.15.6.2 Invoices shall contain sufficient detail to include, the sleeping rooming roster, the final banquet event order, the parking roster, and the shuttle roster.

1.15.6.3 The government shall not be responsible for any cost deficits between the task order’s preliminary number of required services and the confirmed number of services required. Invoice amounts can be less than what is on the Task Order, but shall not exceed the quantities ordered. Actual services provided IAW the terms and conditions of this contract will be accepted and paid for by the Government.

1.15.6.4 Contractor shall invoice per contract line item number (CLIN) structure.

PART 2

DEFINITIONS & ACRONYMS

2. Definition and Acronyms

2.1 Definitions

2.2.1 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 KO is 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 by email 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 CONTRACTOR PERSONNEL. Contractor and subcontractor employees performing work under this contract.

2.1.6 CONTRACTOR POC. 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 by email to the COR NLT five (5) business days after contract award and as changes occur. 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.

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

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

2.1.9 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.

2.1.10 NONCONFORMANCE: Failures to meet all contract requirement: products, services, construction work, deliverables, or clause requirements.

2.1.11 ONSITE PARKING: Onsite parking is defined as parking located on the venue property. It may be located in an adjacent parking ramp or lot of the venue. Parking ramp or lot must be lit.

2.1.12 PERFORMANCE REQUIREMENT SUMMARY (PRS): A listing of the service outputs under the contract that are to be evaluated by the COR on a regular basis, the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

2.1.13 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.14 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.

2.1.15 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.

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

2.1.17 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

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

2.2 Acronyms

AAA American Automobile Association ACOR Alternate Contracting Officer's Representative ADA American with Disabilities Act AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation BASOPS Base Operations BEO Banquet Event Order CA Corrective Action CAP Corrective Action Plan CFR Code of Federal Regulations CLIN Contract Line Item Number CMR Contract Manpower Reporting CMRA Contractor Manpower Reporting Assessment CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DEERS Defense Enrollment Eligibility Reporting System

DFARS Defense Federal Acquisition Regulation Supplement DMDC…