W911SA-16-T-0054_solicitation.docx

W911SA-16-T-0054

Section SF 1449 - CONTINUATION SHEET

0001 General Concept

FFP

The Contractor shall provide all labor, transportation, equipment, meals, materials, childcare, supervision and other items or services necessary to provide lodging and conference space in Bloomington, MN; in accordance with the Performance Work Statement (PWS) and terms and conditions of the solicitation and resultant contract. The contractor will furnish all supplies necessary to fulfill the PWS. Please see Part 5 of the PWS for specific instruction for each line item.

FOB: Destination

PURCHASE REQUEST NUMBER: 0010655530-0001

NET AMT

0002 # Lodging

The Contractor shall provide all labor, transportation, equipment, meals, materials, childcare, supervision and other items or services necessary to provide lodging and conference space in Bloomington, MN; in accordance with the Performance Work Statement (PWS) and terms and conditions of the solicitation and resultant contract. The contractor will furnish all supplies necessary to fulfill the PWS. Please see Part 5 of the PWS for specific instruction for each line item.

NET AMT

0003 Meeting Rooms

The Contractor shall provide all labor, transportation, equipment, meals, materials, childcare, supervision and other items or services necessary to provide lodging and conference space in Bloomington, MN; in accordance with the Performance Work Statement (PWS) and terms and conditions of the solicitation and resultant contract. The contractor will furnish all supplies necessary to fulfill the PWS. Please see Part 5 of the PWS for specific instruction for each line item.

NET AMT

0004 Audio/Visual

The Contractor shall provide all labor, transportation, equipment, meals, materials, childcare, supervision and other items or services necessary to provide lodging and conference space in Bloomington, MN; in accordance with the Performance Work Statement (PWS) and terms and conditions of the solicitation and resultant contract. The contractor will furnish all supplies necessary to fulfill the PWS. Please see Part 5 of the PWS for specific instruction for each line item.

NET AMT

0005 Additional Support Items

The Contractor shall provide all labor, transportation, equipment, meals, materials, childcare, supervision and other items or services necessary to provide lodging and conference space in Bloomington, MN; in accordance with the Performance Work Statement (PWS) and terms and conditions of the solicitation and resultant contract. The contractor will furnish all supplies necessary to fulfill the PWS. Please see Part 5 of the PWS for specific instruction for each line item.

NET AMT

0006 Food and Beverage

The Contractor shall provide all labor, transportation, equipment, meals, materials, childcare, supervision and other items or services necessary to provide lodging and conference space in Bloomington, MN; in accordance with the Performance Work Statement (PWS) and terms and conditions of the solicitation and resultant contract. The contractor will furnish all supplies necessary to fulfill the PWS. Please see Part 5 of the PWS for specific instruction for each line item. Price must be within Per Diem Rate as published at www.gsa.gov/portal/content/104877

NET AMT

0007 Children Activities

The Contractor shall provide all labor, transportation, equipment, meals, materials, childcare, supervision and other items or services necessary to provide lodging and conference space in Bloomington, MN; in accordance with the Performance Work Statement (PWS) and terms and conditions of the solicitation and resultant contract. The contractor will furnish all supplies necessary to fulfill the PWS. Please see Part 5 of the PWS for specific instruction for each line item.

NET AMT

0008 Parking

The Contractor shall provide parking and supervision services necessary to provide lodging and conference space in Bloomington, MN; in accordance with the Performance Work Statement (PWS) and terms and conditions of the solicitation and resultant contract. The contractor will furnish all supplies necessary to fulfill the PWS. Please see Part 5 of the PWS for specific instruction for each line item.

NET AMT

0009 Shuttle Service

The Contractor shall provide all shuttle services necessary to provide lodging and conference space in Bloomington, MN; in accordance with the Performance Work Statement (PWS) and terms and conditions of the solicitation and resultant contract. The contractor will furnish all supplies necessary to fulfill the PWS. Please see Part 5 of the PWS for specific instruction for each line item.

NET AMT

0010 Contract Manpower Reporting

The Contractor shall report all Contractor Manpower required for performance of this contract. If needed, please refer to the CMR users guide at the website provided in the PWS, to assess the level of effort that will be required to comply with this requirement. Reporting must occur by Oct 31 for all contracts that were modified or created during the just completed fiscal year (Oct 1 to Sep 30). If contract performance is completed before Sept 30 of a fiscal year, the data may be entered upon contract completion rather than waiting for the end of the fiscal year. Invoice for the CLIN shall not be submitted for payment until completion of reporting as indicated. If no direct cost is associated with providing the data, enter "No Cost".

NET AMT

SUPPLEMENTAL INFORMATION

In accordance with FAR 52.232-18; Availability of Funds: FY16 funds are not presently available for this solicitation and resultant contract.

1) Non-Personal Service to provide all labor, transportation, equipment, meals, materials, childcare, supervision and other items or services necessary to provide lodging and conference space in Bloomington, MN.

2) Period of performance is 05-08 May 2016.

3) Hotel SHALL be located within ten miles of the Mall of America, 60 E. Broadway, Bloomington, MN 55425, as found on google map.

4) Quotes can be submitted in any of the following ways:

Email: laurie.a.ehlinger.civ@mail.mil

5) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers.

6) Contracting Officer’s Representative (COR): TBD at time of award.

7) 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.

8) Contracting Officer (CO or KO): TBD at time of award.

9) This procurement is Small Aside as Small Business under the NAICS Code 721110 with a size standard of $32.5 Million.

10) An award for this requirement will be made pursuant to FAR 13.5,Simplified Procedures for Certain Commercial Items.

11) SYSTEM for AWARD MANAGEMENT (SAM) REGISTRATION: 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 registered, please register in the SAM database at www.sam.gov.

a. A DUNS number is required for SAM registration. If your company does not have DUNS #, obtain one by calling 800-333-0505.

b. 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 under the Goods – Services section of the registration to be eligible to receive a contract for this solicitation.

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

12) OFFEROR REPRESENTATIONS AND CERTIFICATIONS REQUIREMENT: Prospective contractors who have not completed electronic annual representations and certifications at 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 Offeror Representations and Certifications - Commercial Items and DFARS Representations and Certifications in SAM to be eligible to receive an award for this solicitation.

13) In accordance with the Hotel and Motel Fire Safety Act of 1990, Public Law 101-391, conferences, seminars, and other meetings, must be held at facilities with fire-safe approved accommodations. http://www.usfa.dhs.gov/citizens/hotel.shtm

14) 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.

15) 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 identities 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 offeror being determined non-responsive.

IF HOTEL NAME AND TEAMING AGREEMENT ARE NOT PROVIDED BY CLOSE OF RFQ, THE QUOTE WILL NOT BE CONSIDERED.

16) DUNS NUMBER: ____________________________

17) TAX ID NUMBER: ___________________________

18) The “Equal Employment Opportunity Is The Law” notice (poster) referenced in FAR Clause 52.222-26(b)(3), Equal Opportunity, is located at http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf

19) 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

20) In accordance with FAR 52.222-42, 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 5332.

This Statement is for Information Only:

It is not a Wage Determination

21) 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.

22) 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.

23) CONTRACT PERFORMANCE

1. Assessment Period. Performance Assessment Reports (PAR) 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 quotes, technical data, etc.).

2. Completion Due Date. The government will complete the PAR within 60 days after the end of the assessment rating period.

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

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

5. Contractor Review. The Contracting Officer will furnish a copy of the PAR to the contractor requesting that the contractor submit comments, rebutting statements, 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.

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

7. 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 PAR.

8. Resolving Disagreements between the Government and the Contractor. In the event disagreements between the parties regarding the PAR occur, the Contracting Officer will review the rebuttal and make appropriate changes. If no agreement is reached, the PAR 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 PAR and the contractor’s response and review comments, if any, shall be retained as part of the evaluation.

9. 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).

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

24) INFORMATION FOR EVALUATION

This section supplements clause 52.212-1 and 52.212-2 which is included elsewhere in this request for quotes. The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’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 offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

This solicitation shall be evaluated by awarding to the quote that is technically acceptable and the lowest price.

A. TECHNICAL FACTOR:

Evaluation –Each item in Technical Requirements Table will receive one of the adjectival ratings defined below. Any criterion that receives “U” rating will result in an overall unacceptable rating for the factor and are not eligible for award.

The offeror has no active or inactive exclusions listed in their Entity Record on the System for Award Management (SAM).

In accordance with FAR 42.15, the offeror does not have any relevant Past Performance rated at “Marginal” or “Unsatisfactory”.

Hotel Requirements

Airport Shuttle Service

Gift Shop

Indoor Swimming Pool

Exercise Room

Full Service Restaurant OR Be within easy walking distance to family restaurants and attractions OR provide shuttle service to such facilities

High speed internet

On-site Parking

Lighting in the Parking Lot

Entrance to all rooms shall be from interior of hotel.

All exterior doors shall be secured electronically.

Lodging/Conference Space within proper location and appropriate city (read supplemental information to make sure of distance restrictions from airports and other physical places)

B. PRICE FACTOR:

Submission Instructions – Offeror shall submit a fully completed SF 1449 or acceptable alternative as identified in 52.212-1 or elsewhere in the RFQ.

The agreed upon items and quantities will be multiplied times their respective unit prices found in the RFQ.

As part of its quote, the offeror shall provide the estimated total cost (if any) incurred to comply with the enterprise Contractor Manpower Reporting Application (eCMRA) requirement. Offeror shall determine, in the schedule, CLIN 0010, to price or not separately price the CMRA requirement. CLIN 0010 shall be the CLIN under which the Contractor shall bill for all costs associated with the eCMRA requirement.

Evaluation – Price will not be assigned an adjectival rating; and will be evaluated to determine if the offeror quoted price is fair, reasonable, and balanced. The government may determine that an offer is unacceptable if prices are significantly unbalanced. Price shall be evaluated at estimated quantities multiplied times their respective unit price.

Unrealistically Low Prices: Prices quoted may be reviewed to determine whether they reflect a lack of technical understanding of the requirements and to assess the risk inherent in an offeror’s quoted prices. Unrealistically low quoted prices, initially or subsequently, may be grounds for rejection for this solicitation.

Unbalanced Pricing: Offeror is cautioned against submitting quote that contains unbalance pricing. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more contract line items is significantly over or understated as indicated by the application of cost or price analysis techniques. The Government shall analyze offers to determine whether they are unbalanced with respect to separately priced line items or subline items. Quotes that are determined to be unbalanced may be rejected if the contracting officer determines that the lack of balance poses an unacceptable risk to the Government.

25) ATTACHMENTS:

Attachment 1: Deliverables

Attachment 2: PRS

Attachment 3: AT OPSEC

Attachment 4: Certificate of Conformance

PERFORMANCE WORK STATEMENT

PART 1

GENERAL INFORMATION

1. General: This is a non-personnel services contract to provide support for the Yellow Ribbon Event planned 5-8 May, 2016 planned for the Bloomington (Minneapolis), MN area. 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 Yellow Ribbon Event 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 88th U.S. Army Reserve Support Command (RSC) was established and sited in 2006 at Fort McCoy Wisconsin. This command supports 50,000 soldiers in 19 states to provide best in class BASOPS support for the Soldiers, Families, Civilians and units in the Northwest Region. The Yellow Ribbon Event is a requirement of DODI 2008, which established the Yellow Ribbon Reintegration Program. The Yellow Ribbon Program currently consists of four events; Event 1 is a pre-deployment event for Soldiers and Family Members, Event 2 is a during deployment event for Family Members and Events 3 & 4 are post deployment events.

1.3 Objectives: Provision for 700 attendees lodging and meeting space is requested to accommodate all six events, to ensure adequate space for learning and to meet the needs of the OFT units within the 88th RSC’s Area of Responsibility (AOR) for the different Yellow Ribbon events. Hotel rooming, meeting space rooms, audio-visual (screens, audio connections, computer hookups and microphones), space for community partners, shuttle service and serve four meals. To ensure there is a learning conducive environment/atmosphere at the event venue to support Yellow Ribbon presentations and training and to provide those government personnel and their families attending the event with quality accommodations and identified support services

0. Provide hotel rooming for up to 750 attendees and staff.

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

0. Serve 4 meals, Saturday Breakfast, Lunch, Dinner and Sunday Breakfast on the day of departure.

0. Provide four separate General Session meeting rooms for each event. Rooms shall hold up to 150 personnel in round tables seating rounds of 8 or 10 people each.

0. Provide six breakout session rooms with seating for 50 each in rounds of 8 or 10

0. Provide enough audio visual equipment; screens, SVGA Cables, sound patches for 4 General Session and 6 breakout meeting rooms

0. Provide space for up to fifty tables for community partners

0. Provide shuttle service to and from the airport according to a schedule approved by the Government

0. Provide storage and handling of shipped packages/boxes or containers required by the Government to support the event

0. Child and Youth Services will be provided

0. Bulk Copying service will be provided

1.4 Scope: The Government is anticipating 700 attendees for this event. Attendees will arrive on Friday after allowed check-in time and register at the event location that day. Advance party members will arrive on Thursday with the remaining staff arriving Friday. Everyone will depart on Sunday.

1.4.1The 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 that the ground floor, valet laundry, vending, and ice machines. Vendor must provide literature supporting this. Restricted Access after hours, such as key cards are 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, and internet access. 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 within reasonable proximity to the meeting spaces. The event venue shall have access to 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 the Thursday conclusion of the event until the advance party leaves on the (Sunday) and departure of the Government’s event staff.

1.4.2 From 12:00 p.m. on Thursday through 2:00 p.m. on Sunday, a government staff operations room will be established with internet connectivity for up to 20 staff members. A Yellow Ribbon registration desk shall be setup to accept registration from event participants on Friday, beginning at 9:00 a.m. and concluding at 11 p.m., 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 25 presenters/counselors shall be needed from 8:30 a.m. to 5:00 p.m. There will be a Ribbon Welcome & Games held on the evening of Friday from 5:00 p.m. to 7:00 p.m. on the event participants’ day of arrival. The first formal program event will begin on Saturday. The program(s) will start at 8:00 a.m. and end NLT 3:30 p.m. The programs will consist of up to six general sessions for all attendees as well as four breakout rooms for 50 attendees each for small group training sessions. There will also be a child and youth program provided on Saturday and certificate presentation at 3:45 p.m. to 4:15p.m.. On the last event day, programs on Sunday will consist of general sessions again that will begin at 8:30 a.m. and end at 11:00 a.m. Event participants will commence travel home the afternoon and evening of Sunday. Lodging shall be provided under government contract for attendees and staff. Space for up to50 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 – breakfast, lunch, and dinner, Sunday – breakfast. The dining area needs to be separate from the session rooms.

0. Period of Performance: The period of performance is for 5-8 May 2016, located in Bloomington (Minneapolis), MN. Location: Venue must be within 10 miles of the Mall of America 60 East Broadway Bloomington, MN 55425

1.6 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 shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract. 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 will 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 will 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 Corrective Action (CA) response is necessary, and can be issued by the COR 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 CDR from the KO 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.

1.6.2.1.3 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 prevent 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 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 contractors 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: Firm Fixed Price, Single Award, Contract

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 pilferable 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 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.

1.6.8 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.

1.6.9 Key Personnel: The follow personnel are considered key personnel by the government: 88th RSC Programs and Services Director, Yellow Ribbon Director and appointed COR. 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.

1.6.10 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.

1.6.11 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 Interests (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 will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event 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 quote.

2.1.9 PHYSICAL SECURITY. Actions that prevent 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 privity 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, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: 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 Part 3 of this PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Basic Services. The contractor shall provide services to support Yellow Ribbon Program that include lodging, meeting space, meals, audio visual, Food and Beverage, Additional Support Items, child and youth services, 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 only pay for rooms used.

5.1.1. Lodging: The Contractor shall provide lodging for Staff and Attendees for this Yellow Ribbon Event. The total estimated rooms for attendees, staff and presenters is 555 rooms for an estimated total of 1160 night stays; broken down as follows:

5.1.1.1 The contractor shall provide rooms for attendees: 700 estimated attendees will need lodging for a total of two (2) nights, Fri-Sun. (Estimated room total for attendees 505; 505 Attendee rooms under contract for two (2) nights = 1010 night stays)

5.1.1.2 The contractor shall provide rooms for staff – three (3) nights: 50 estimated Staff members will need lodging for three (3) nights, Thurs – Sun. (assumption: one (1) room per staff. Estimated room total for Staff staying three (3) nights is 50. (50 staff x 3 nights = 150 nights)).

5.1.1.3 Security: Contractor shall limit conference area entries to outsiders during the event.

5.1.1.4 General: The contractor shall allow No onsite hotel renovations or other activities that will interfere with this event.

5.1.2 Meeting Rooms: Contractor shall provide meeting rooms for up to four (4) General Session rooms, six (6) breakout session rooms, Staff Operations room, child and youth programs and certificate presentation room, Yellow Ribbon welcome and games room, instructor Preparation and Chapel Services.

5.1.2.1. The contractor shall provide one (1) Meeting Room available Friday Evening from 5:00 p.m. to 7:00 p.m. for a “Yellow Ribbon Welcome & Games event” 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 for up to 10; if 72 inch diameter tables are available). Provide “U” shape setup of tables with seating for 20 for BINGO.

5.1.2.2 The contractor shall provide up to two (2) General Sessions rooms ( Combined Events 1& 2) capable of holding up to 100 persons in rounds of 8 (preferably rounds of 10; if 72 inch diameter tables are available) from Saturday 8:00 p.m. to 3:30 p.m. and Sunday 8:30 a.m. to 11:00 a.m. *Combined events may or may not be held, depends on monthly scheduling.

5.1.2.3 The contractor shall provide one (1) General Session room (Event 3) capable of holding up to 300 attendees in rounds of 8 (preferably rounds of 10; if 72 inch diameter tables are available) from Saturday 8:00 a.m. to 12:00 p.m. and again on Sunday 8:30 a.m. to 11:00 a.m. This General Session room shall be available for setup NLT 6:00 a.m. both days. This room shall contain a stage or platform (risers) with 6 tables (2 chairs per table) for Saturday only 8:00 a.m. to 12:00 p.m. for speakers and a conference sound system.

5.1.2.4 The contractor shall provide up to three (3) breakout rooms capable of holding up to 100 persons (or two rooms holding up to 150, can 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 1:00 p.m. to 4:30 p.m. for Event 3 breakout sessions. Prefer these breakout sessions be able to be configured out of the General Session room. The General Session room in para 5.1.2.3 can be used as one of the breakout rooms.

5.1.2.5 The contractor shall provide one (1) General Session room (Event 4) capable of holding up to 300 persons in rounds of 8 each (preferably rounds of 10; if 72 inch diameter tables are available). Event 4 General Session will be conducted Saturday 8:00 a.m. to 12:00 p.m. then again on Sunday from approximately 9:45 until 12:00 p.m. Rooms need to be available for setup NLT 6:00 a.m. both days.

5.1.2.6 The contractor shall provide up to three (3) breakout rooms (Event 4 Breakout Sessions, the general session room, can be used as one of the breakout session rooms) capable of holding up to 100 persons each in rounds of 8 (preferably rounds of 10; if 72 inch diameter tables are available). One of the Breakout Session may be conducted on Saturday from approx. 9:30 a.m. to 3:30 p.m. then on Sunday from approximately 8:30 a.m. to 9:30 a.m. The General Session room in para 5.1.2.5 can be used as one of the breakout rooms.

5.1.2.10 The contractor shall provide one (1) work room (PDHRA processing) capable of holding 30 persons set conference style with no more than 2 persons per table. Saturday only.

5.1.2.11 The contractor shall provide four (4) privacy rooms for conducting one on one sessions as part of PDHRA processing. 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 only.

5.1.2.12 The contractor shall provide three (3) rooms for individual MFLC counseling. We prefer these rooms to be within a one (1) minute walking distance from Event 4 and Event 5 groups listed above. Rooms only need a table with 4-5 chairs. Provide water pitcher with cups/glasses and a box of tissues in each room.

5.1.2.13 The contractor shall provide one (1) room to be used as the MFLC Staff Administration room, 30 person occupancy (available the Thursday after 3 p.m. prior to the conference through noon on Sunday. Room shall be adjacent to main General Session area when possible.

5.1.2.14 The contractor shall provide one (1) room to be used as the Staff Administrative Center, 30 person occupancy (available the Thursday a.m. prior to the conference through noon on Sunday following conference). Room shall be adjacent to main General Session area when possible.

5.1.2.15 The contractor shall provide one (1) meeting room to be used for Staff Meetings, 50 person occupancy to be available 4:30-6:30 p.m. Thursday and Friday evenings only.

5.1.2.16 The contractor shall provide one (1) room to be used for logistics storage beginning Wednesday (if Advance Party travels that day and pallets are scheduled to arrive that day), otherwise to be available Thursday a.m. through Sunday for Logistics/Resources and IT equipment storage (up to 9 pallets, plus 8 large crates) in a room that is equivalent to a 50 person occupancy room. Room will require double doors (no middle bar on doors) to move pallets in and out, preferably near the freight elevator if equipped).

5.1.2.17 The contractor shall provide one (1) room to be used for Support Staff training and in-briefs Thursday afternoon 3:00 p.m. to 10:00 p.m. for 50 person occupancy (can be same room as pallet storage if space is large enough). Provide chairs for 25 and 6 – 30”x 6’ tables or similar. Large garbage can also needed.

5.1.2.18 The contractor shall provide one (1) room for MFLC Presenter/Instructor training Friday for 30 person occupancy, to be available 7:00 a.m. till 5:00 p.m. Setup room in “U” shape with 2 chairs per table.

5.1.2.19 The contractor shall provide one (1) room for a Kid’s Certificate Presentation & Program with seating for 100 child and youth set theater style and 5-8 rounds of 10 tables with chairs for seating for adults on Saturday afternoon to be available from 3:00- 4:30 pm. Provide 2 risers as well (generally, we use the Event 3 room which already has riser in use that day). Prefer to have a separate room if available.

5.1.2.20 The contractor shall provide one (1) room for a non-denominational religious service with seating for 70 theater style from 7:45 am to 8:15 am Sunday morning (normally will use an Event room).

5.1.2.21 The contractor shall provide a sufficient numbers of pads and pens for eight (8) to ten (10) participants on every attendee session table for…