W9124C-16-R-2016.pdf

W8YM 81 AR RGNL SUPPORT CMD

81 WILDCAT WAY

COLUMBIA SC 29207-6070

TEL: (803) 751-9645 FAX:

REQUEST FOR QUOTATIONS

(THIS IS NOT AN ORDER) 1

PAGE OF PAGES

1. REQUEST NO. 2. DATE ISSUED RATING

W9124C-16-R-2016 14-Nov-2016 5a. ISSUED BY

8. TO: NAME AND ADDRESS, INCLUDING ZIP CODE

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this

Request for Quotations must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State, and local taxes)

ITEM NO.

(a)

SUPPLIES/ SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e) (f)

SEE SCHEDULE

AMOUNT

% No. %

NOTE: Additional provisions and representations [ ] are [ ] are not attached.

13. NAME AND ADDRESS OF QUOTER (Street, City, County, State, and ZIP Code)

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

15. DATE OF

QUOTATION

16. NAME AND TITLE OF SIGNER (Type or print) (Include area code)

TELEPHONE NO.

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 18 (REV. 6-95)

PREVIOUS EDITION NOT USABLE Prescribed by GSA FAR (48 CFR) 53.215-1(a)

THIS RFQ [ ] IS X[ ] IS NOT A SMALL BUSINESS SET-ASIDE

6. DELIVER BY (Date)

SEE SCHEDULE

AND/OR DMS REG. 1

UNDER BDSA REG. 2

4. CERT. FOR NAT. DEF.3. REQUISITION/PURCHASE

REQUEST NO.

MISSION AND INSTALLATION CONTRACTING CMD

4340 MAGRUDER AVENUE

FORT JACKSON SC 29207

9. DESTINATION (Consignee and address, including ZIP Code)

7. DELIVERY

[ ]X FOB

DESTINATION

[ ] OTHER

(See Schedule)

13-Dec-2016(Date)

PLEASE FURNISH QUOTATIONS TO THE ISSUING OFFICE IN BLOCK 5a ON OR BEFORE CLOSE OF BUSINESS:10.

803-751-1420KIMBERLY C. MARSH

(Name and Telephone no.) (No collect calls)5b. FOR INFORMATION CALL:

d. CALENDAR DAYSc. 30 CALENDAR DAYSb. 20 CALENDAR DAYS12. DISCOUNT FOR PROMPT PAYMENT a. 10 CALENDAR DAYS

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES MAX

QUANTITY

UNIT UNIT PRICE MAX AMOUNT

0001 7,420 Nights Sleeping Rooms

FFP

Yellow Ribbon for Seven (7) Tentative Events for FY17. See Performance Work Statement for Event Dates. Lodging Rates Shall be IAW with current year Per Diem Rate.

Note: One (1) event consist of 1060 room nights.

1060 Room Nights per event X 7 events =7420 Room Nights per Period of Performance. See PWS 5.1.1 through 5.1.1.3

FOB: Destination

MAX

NET AMT

UNIT UNIT PRICE MAX AMOUNT

0002 7 Each Breakout & Other Related Rooms

FFP

Yellow Ribbon Seven (7) Tentative Events for FY17. See Performance Work Statement for Event Dates.

Note: One (1) event consist of 1060 room nights.

UNIT UNIT PRICE MAX AMOUNT

0003 7 Each Audio-Visual Support

FFP

Yellow Ribbon for Seven (7) Tentative Events for FY17. See Performance Work Statement for Event Dates.

UNIT UNIT PRICE MAX AMOUNT

0004 7 Each Meals & Beverages

FFP

Yellow Ribbon for Seven (7) Tentative Events for FY17. See Performance Work Statement for Event Dates. Meal Rates Shall be IAW with current year Per Diem Rate.

UNIT UNIT PRICE MAX AMOUNT

1001 7,420 Nights OPTION Sleeping Rooms

FFP

Yellow Ribbon for Seven (7) Tentative Events for FY17. See Performance Work Statement for Event Dates. Lodging Rates Shall be IAW with current year Per Diem Rate.

Note: One (1) event consist of 1060 room nights.

UNIT UNIT PRICE MAX AMOUNT

1002 7 Each OPTION Breakout & Other Related Rooms

FFP

Yellow Ribbon Seven (7) Tentative Events for FY17. See Performance Work Statement for Event Dates.

UNIT UNIT PRICE MAX AMOUNT

1003 7 Each OPTION Audio-Visual Support

FFP

Yellow Ribbon for Seven (7) Tentative Events for FY17. See Performance Work

UNIT UNIT PRICE MAX AMOUNT

1004 7 Each OPTION Meals & Beverages

FFP

Yellow Ribbon for Seven (7) Tentative Events for FY17. See Performance Work Statement for Event Dates. Meal Rates Shall be IAW with current year Per Diem

UNIT UNIT PRICE MAX AMOUNT

2001 7,420 Nights OPTION Sleeping Rooms

FFP

Yellow Ribbon for Seven (7) Tentative Events for FY17. See Performance Work Statement for Event Dates. Lodging Rates Shall be IAW with current year Per Diem Rate.

Note: One (1) event consist of 1060 room nights.

UNIT UNIT PRICE MAX AMOUNT

2002 7 Each OPTION Breakout & Other Related Rooms

FFP

Yellow Ribbon Seven (7) Tentative Events for FY17. See Performance Work Statement for Event Dates.

UNIT UNIT PRICE MAX AMOUNT

2003 7 Each OPTION Audio-Visual Support

FFP

Yellow Ribbon for Seven (7) Tentative Events for FY17. See Performance Work

UNIT UNIT PRICE MAX AMOUNT

2004 7 Each OPTION Meals & Beverages

FFP

Yellow Ribbon for Seven (7) Tentative Events for FY17. See Performance Work Statement for Event Dates. Meal Rates Shall be IAW with current year Per Diem

CLIN MINIMUM/MAXIMUM QUANTITY AND CLIN VALUE

The minimum quantity(s) and CLIN value(s) for all orders issued against the CLIN(s) on this contract shall not be less than the minimum quantity(s) and CLIN value(s) stated in the following table. The maximum quantity(s) and CLIN value(s) for all orders issued against the CLIN(s) on this contract shall not exceed the maximum quantity(s) and CLIN value(s) stated in the following table.

CLIN

MINIMUM

QUANTITY

MINIMUM

AMOUNT

MAXIMUM

QUANTITY

MAXIMUM

AMOUNT

0001 4,240.00 7,420.00 0002 4.00 7.00 0003 4.00 7.00 0004 4.00 7.00 1001 4,240.00 7,420.00 1002 4.00 7.00 1003 4.00 7.00 1004 4.00 7.00 2001 4,240.00 7,420.00 2002 4.00 7.00 2003 4.00 7.00 2004 4.00 7.00

CLIN DELIVERY/TASK ORDER MINIMUM/MAXIMUM QUANTITY AND CLIN ORDER VALUE

The minimum quantity and order value for the given Delivery/Task Order issued for this CLIN shall not be less than the minimum quantity and order value stated in the following table. The maximum quantity and order value for the given Delivery/Task Order issued for this CLIN shall not exceed the maximum quantity and order value stated in the following table.

CLIN

MINIMUM

QUANTITY

MINIMUM

AMOUNT

MAXIMUM

QUANTITY

MAXIMUM

AMOUNT

0001 4240.00

7,420.00

0002 4.00

7.00

0003 4.00

0004 4.00

1001 4240.00

1002 4.00

1003 4.00

1004 4.00

2001 4240.00

2002 4.00

2003 4.00

2004 4.00

Section C - Descriptions and Specifications

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

81st Regional Support Command (RSC) Yellow Ribbon Reintegration Program (YRRP)

FY17, FY18, and FY19 Location: Orlando, FL

PART 1

GENERAL INFORMATION

1. General: This is a requirement to supply the 81st Regional Support Command’s lodging during Yellow Ribbon Events being held during FY17, FY18, and FY19 planned for the Orlando, FL. The Government shall not exercise any supervision or control over the supplying of lodging herein. The aforementioned requirement shall be accountable solely to the Prime Contractor who, in turn is responsible to the Government.

1.1 Description of Supplies/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items and supplies necessary to perform the 81st RSCs Yellow Ribbon Event as defined in this Performance Work Statement; except for those items specified as government furnished property and supplies. The contractor shall perform to the terms, conditions and standards in this contract.

1.2 Background: The 81st RSC is located at Fort Jackson, South Carolina. This command provides the best-in-class Customer Care and Services when deployed to support the missions of the United States Army and the Government and supports over 4,000 Soldiers within 9 states (AL, FL, GA, KY, LA, MS, NC, SC, TN) and the territory of Puerto Rico. The Yellow Ribbon event is a requirement of Department of Defense Instruction 1342.28, which establishes the Yellow Ribbon Reintegration Program. The Yellow Ribbon Program consists of four events: 1st event occurs prior to deployment, 2nd event occurs during deployment and events 3 and 4 occur approximately 90 days post-deployment.

1.3 Objectives: It is anticipated that 395 Service and Family Members will attend the event. It is also anticipated that there will be 10 Advance (ADVON) Staff, 30 Support Staff, 15 Instructors, and 50 Community Partners that will also attend the event throughout the weekend. This is an estimated number of 500 attendees. The 81st RSC’s objective is to provide attendees with adequate space for learning and ensure we exceed the needs of the units within the 81st RSC Area of Responsibility (AOR). The awarded hotel must provide lodging, meals, breakout session rooms, audio-visual, and adequate space for community partners. Additionally, hotel must provide an on-site representative from the time the ADVON Staff arrives on Wednesday until the end of the event on Monday. This is not a solicitation for event planning services or 3rd party planning services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. Hotel must provide meeting space that will accommodate 50 personnel on Wednesday afternoon NLT 5:00 p.m. to allow for the ADVON to set-up the operations office for the event.

Lodging will be provided under the government contracted rate Wednesday through Sunday. On Friday, the YRRP Registration set-up will begin at 7:00 a.m. and the registration process will begin at 10:00 a.m. to 6:00 p.m. Saturday will be the first day of the formal YRRP from 6:15 a.m. until 7:00 p.m., with all contracted rooms available throughout the day as needed. On Sunday, the YRRP will begin at 6:30 a.m. and end NLT 2:00 p.m. Participants will travel home Sunday, beginning at approximately 12:00 p.m. through the evening.

1.3.1 Provide hotel rooming for up to 500 attendees and staff.

1.3.2 Hotel shall serve three meals-a-day during full event days and a breakfast meal on the day of departure. Quantity for all meals on Saturday and Sunday will be determined as it will be based off the number of registrants for the event. This number will include “child-friendly” meals. Meals will be served in at least two (2) buffet lines and one (1) buffet line for children inside meal room with double sided access for a total of at least six (6) lines to accommodate a large group in a timely manner. Actual cost of meals are determined by current per diem rate in said area, as well as by contracting office. Hotel must provide a draft menu to the YRRP manager for all meals no later than the Tuesday prior to the event. Meals to be provided under the contract are as follows:

Saturday (breakfast, lunch, and dinner) and Sunday (breakfast only). Hotel will accommodate special allergy and dietary requests for all meals (i.e. no peanut products or vegetarian and gluten free meals upon request). Request a 10% attrition rate for meals not consumed. Reference ANNEX A (Meals/Catering).

1.3.3 Provide one separate General Session meeting room for each event. Rooms shall hold up to 500 personnel seating rounds of 8-10 people each and provide maximum meal requirements according to contract.

1.3.4 Provide 15 breakout session rooms; set-up TBD based on number of participants per event.

1.3.5 Audio Visual. High resolution projectors with associated screens, audio connections, and high definition monitors to display presentations that portable computers can connect to, and wireless microphones with amplified audio systems.

1.3.6 Provide space for up to fifty (50) tables for community partners.

1.3.7 Hotel will provide one (1) color copier machine capable of wireless printing, copying, sending/receiving faxes (at a minimum of 45 pages per minute), with replacement toner cartridges Thursday through 2:00 p.m. on Sunday to be set up in the Operations Room.

1.4 Scope: The Government is anticipating (500) attendees for the delivery order.

advance party members will arrive on the Wednesday prior to the event, with the remaining staff arriving on Thursday prior to the event. Attendees will arrive throughout the day on the Friday prior to the event and possibly after midnight and register at the event location that day. Everyone will depart on Sunday with the exception of the advance party who may depart on Monday morning.

1.4.1 The Hotel shall offer the following: lighted parking lot, small gift shop, an exercise room, full-service restaurant or food court, elevators for access to other than the ground floor, valet laundry, vending, and ice machines. Restricted Access after-hours, such as key cards 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, internet access and small refrigerator. 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 easy and inexpensive public transportation, as an option for in and around travel for attendees. The Hotel shall provide an on-site representative from the time the advance party arrives on ground Wednesday, until the advance party leaves on Monday.

1.5 Period of Performance: The period of performance is a base year plus two (2) option years. Location: Orlando, Florida. The vendor shall be available to provide support in terms of Lodging, Meals, Audio-Visual and Meeting Space for a minimum of four events; not to exceed a maximum of seven events. The dates for the events are:

FY17: January 13-15, February 10-12, April 7-9, May 19-21, June 9-11, August 11-13 and September 8-10.

FY18: January 12-14, February 9-11, April 13-15, May 18-20, June 8-10, August 10-12 and September 7-9.

FY19: January 11-13, February 8-10, April 12-14, May 17-19, June 7-9, August 9-11 and September 13-15.

Note: Primary and Support Staff will arrive on Wednesday and Thursday prior to the start of the event.

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 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 supply. However, the contractor shall maintain an inspection system commensurate with commercial practices to ensure the contractor only tenders for acceptance those items or supplies that conform to the requirements of this contract. A copy of the contractor’s quality control plan shall be provided to the Contracting Officer upon request after contract award.

1.6.2 Quality Assurance: The government will evaluate the contractor’s performance under this contract in accordance with the Performance Requirements Summary (PRS).

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

1.6.2.1 Non-conforming Supplies: 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 for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies. Minor non-conformance usually can be corrected on the spot, where no further CA response is necessary, and can be issued by the Contracting Officer Representative to the contractor either through a verbal or written non-conformance report. Minor non-conforming supplies 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 to materially reduce the usability of the supplies for their intended purpose. Recurring Minor non-conformances, or a non-responsive contractor, indicating a trend or failure of the contractor’s quality control, can also be classified as a Major non-conformance. Major non-conformance’s shall result in the issuance of a written Contract Discrepancy Report from the KO to the contractor requiring the development of a Corrective Action Plan by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.3 Level III (Critical) non-conformance: is defined as a non-conformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies; 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 contractor’s place of business, with exception of severe weather and/or government shutdown/closures. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.4 Type of Contract: This is an Indefinite Demand, Indefinite Quantity (IDIQ) contract.

1.6.5 Security Requirements: The contractor shall provide room lockout keys for Operations Room/storage area, staff operations room, and Community Partner room(s) to secure items.

1.6.5.1 Security Officers: NA

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.

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

1.6.8 Key Personnel: The following Government personnel are considered key personnel by the government: (Torya Mathes-Evans, Yellow Ribbon Program Manager, 81st RSC). The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

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

1.6.10 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation which may create a current or subsequent Organizational Conflict of Interest (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan shall be determined to be acceptable solely at the discretion of the Contracting Officer and in the 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 proposal.

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:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AOR Area of Responsibility AR Army Regulation BASOPS Base Operations CAP Corrective Action Plan CDR Contract Discrepancy Report CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer 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 DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation FSC Federal Service Code FY Fiscal Year GFP Government Furnished Property HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In accordance with KO Contracting Officer

MFLC Military Family Life Consultant NLT No later than OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) OFT Operations, Functional, Training ODC Other Direct Costs PDHRA Post Deployment Health Reassessment PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control QCP Quality Control Plan RSC Regional Support Command TE Technical Exhibit UIC Unit Identification Code

PART 3

GOVERNMENT FURNISHED PROPERTY (GFP), 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, and facilities and required to perform work under this contract that are not listed under Section 3 of this

PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Basic Supplies. The contractor shall provide supplies in the form of lodging, meals, AV support, and breakout and other related rooms to support 81st Regional Support Command Yellow Ribbon Reintegration Program (81st RSC YRRP) to include lodging, meeting space, meals, audio/visual, and additional support items identified in Annex C to include space provided for parking personnel and emergency vehicles. The Government will not be responsible for room service, long distance phone calls, movie rental, internet service, laundry, or other incidental room charges. All attendees shall be required to provide their personal credit cards to secure payment for those charges. The Government shall provide a total room count one (1) week prior to the arrival of the core staff. The Government shall have up to 4:30 p.m. the day of attendee’s arrival (Friday) to cancel excess rooms. The Government shall only pay for rooms used. See annexes for further specific task details.

5.1.1 Lodging and Meeting Rooms: The Contractor shall provide lodging for Staff and Attendees for this 81st RSC YRRP. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria. The total estimated rooms for attendees, staff and community partners is 500 rooms for an estimated total of 5 night stays; broken down as follows:

5.1.1.1 The contractor shall provide rooms under the contract for 460 attendees (assumption: 1 room per family unless extenuating circumstances exists). Four Hundred and Sixty (460) needing lodging for a total of 2 nights, Friday night through Saturday night. Estimated total nights for attendees is 920.

(460 Attendees x 2 nights = 920 nights).

5.1.1.2 The contractor shall provide rooms under the contract for 30 Support Staff (assumption: 1 room per staff). Thirty (30) needing lodging for a total of 3 nights, Thursday night through Saturday night. Estimated total nights for Support Staff is 90.

(30 Support Staff x 3 nights = 90 nights).

5.1.1.3 The contractor shall provide rooms under the contract for 10 Core Staff (assumption: 1 room per staff). Ten (10) needing lodging for a total of 5 nights, Wednesday night through Sunday night. Estimated total nights for Core Staff is 50.

(10 81st RSC YR Staff x 5 nights = 50 nights).

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 one (1) General Session room, fifteen (15) Breakout rooms, one (1) Staff Meeting room, one (1)

Operations room, three (3) Special Appointment rooms and six (6) Child and Youth Program rooms.

5.1.2.1 Yellow Ribbon Registration/Information Desk: is required (with storage space within the same area) on Thursday. Area shall be setup to accept registration from event participants on Friday from 6:00 a.m. to 6:30 p.m., Saturday from 6:00 a.m. to 5:00 p.m. and Sunday from 6:30 a.m. to 1:00 p.m. Hotel shall provide staff to hang Yellow Ribbon Banners (3) throughout Event area. Use of monitors/screens (if available) to project logo or promotional videos for the Yellow Ribbon Event. The hotel will provide water stations and cups in area to be refreshed as needed. Registration storage area must be able to be secured when the area is not occupied by YR Staff.

Area shall be available NLT Thursday 10:00 a.m. for set-up and storage of materials.

Yellow Ribbon Concierge Area is required on Friday from 8:00 a.m. to 6:00 p.m. Hotel shall provide at a minimum two (2) visible areas (one preferably at the front of the hotel) where the YR Concierge can greet YR participants. The registration area will consist of an A/V package (reference A/V package 5.1.3.2) and the following items: One (1) house phone with capability to call any in-house number, sufficient lighting, ten (10) 6 foot tables skirted/dressed with two (2) chairs per table, ten (10) easels, ten (10) rope extensions (stanchions), and power drops / one (1) per two (2) tables.

5.1.2.2 General Session: The contractor shall provide one (1) separate General Session meeting room for each event. General Session rooms must contain an elevated stage, no smaller than 24 ft. (length) x 10 ft. (width) x 32 inches (height) with pipes and draping background along the front wall. Hotel must be able to provide additional staging items upon request for presentations. This room will also serve as the room for meals. Rooms shall hold up to 500 personnel in round tables seating rounds 8-10 people each and provide maximum meal requirements according to contract. Rooms shall be set-up and available for use 24 hours prior to event, have an A/V package (reference A/V package 5.1.3.3) and the following items: one (1) podium, one (1) American Flag, two (2) 6 foot tables skirted/dressed with two (2) chairs (for A/V set-up) and water stations to be refreshed as needed for the allotted amount of personnel.

5.1.2.3 Breakout Session Rooms: Provide fifteen (15) breakout session rooms. Three

(3) breakout rooms capable of holding at least fifty (50) seated theater style; five (5) breakout rooms capable of holding at least seventy-five (75) seated theater style; four

(4) breakout rooms capable of holding at least one-hundred (100) seated theater style;

and three (3) breakout rooms capable of holding at least one-hundred and fifty (150) seated theater style. Some breakout rooms may be set-up in a classroom setting with rounds of 8 or 10 depending on the type of classes being conducted. All breakout rooms shall have one (1) podium, one (1) short cocktail table and one (1) 6x30 table dressed and skirted in the back of the room with two (2) chairs and a house phone. The Set-up of rooms will be determined for each event. The contractor shall provide a sufficient number of pads and pens for each breakout room. The room shall contain water stations and/or pitchers filled with water, and glasses/cups for the each room. Rooms must have an A/V package (reference A/V package 5.1.3.4).

5.1.2.4 Special Appointment Rooms: Three (3) Special Appointment Rooms are required from Saturday 7:00 a.m. to 5:00 p.m. and Sunday 7:00 a.m. to 12:00 p.m. All Special Appointment Rooms must ideally be within close proximity of event break-out rooms, but allow for privacy. All rooms must have a telephone with the ability to dial 1- 800 numbers without a fee. Each room should also have the following: One (1) pitcher of water with cups to be refreshed as needed, sufficient lighting and appropriate décor, and two (2) boxes of tissues (replaced as needed).

5.1.2.5 Government Operations Room: is required from 5:00 p.m. Thursday through 2:00 p.m. on Sunday. No access to Operations Room by hotel employees shall be permitted, unless YR Staff is present due to classified documents stored in this room.

The Operations Room will be established with internet connectivity for up to 10 staff and supplies, and ideally will be on the same floor or adjacent to the break-out-rooms and be available on Thursday NLT 10:00 a.m. The Operations room must have four (4) 6x30 perimeter tables and a conference table (center) set for eight (8). All tables must be skirted and dressed. Room shall two (2) large trash cans, one (1) large recycling bin and a water station (to be refreshed as needed). A color copier machine capable of making bulk copies of up to 2,000 copies (for handouts) available for use Thursday NLT 10:00 a.m. through Sunday of the Event (2:00 p.m.). Total copy capability for Thursday through Sunday will not exceed 2,000 copies with an average page count of 10 pages.

All sheets will be 8.5” x 11”. Printing will be multi-sided and each set of copies staples in a chosen corner. No folding will be required. Toner cartridges replacement (as needed) shall be provided by contractor. Rooms must have an A/V package (reference A/V package 5.1.3.5) and have the following items: ten (10) keys, water station with cups to be refreshed as needed, and an adequate number of extension cords and power strips.

5.1.2.6 Staff Room: A Yellow Ribbon Staff Room is required on Thursday at 6:00 a.m.

through Sunday until 2:00 p.m. The Staff Room must be capable of holding 70 personnel with supplies, set theatre style, and will ideally be on the same floor or adjacent to the Operations Room. The Staff Room must be equipped with an A/V package (reference A/V package 5.1.3.4) and have the following items: one (1) podium, one (1) 6 foot table skirted/dressed and one (1) in house phone with the capability to call any in-house number.

5.1.2.7 Storage: The contractor shall Provide one (1) room to be used for logistics storage to be available Thursday NLT 10:00 a.m. through Sunday at 12:00 a.m. for Logistics/Resources and general equipment storage.

5.1.2.8 Security: The Hotel shall be in a low crime area. Contractor shall limit conference area entries to outsiders during the event.

5.1.2.9 Child/Youth Rooms: Six (6) Youth/Child Care Rooms are required for age appropriate activities. These rooms must support child care by ratio age groupings (0-18 months, 9-36 months, 3-5 yrs, 6-12 yrs, and 13-18 yrs) and square feet per child/youth (25 feet per child/youth except for the infant rooms must have 35 feet per infant to accommodate cribs. The separation of infant, toddler, preschool and school-aged groups are for safety and appropriate programming. All Rooms shall have a hands-free, covered trash can available for use. All Infant, Pre-Toddler, Toddler and Pre-school shall all have carpeted floors. All Infant, Pre-Toddler and Toddler Rooms shall have Refrigerator and Microwave located in snack prep area. All Infant and Pre-Toddler Rooms shall have Portable Cribs in a designated area. Cribs must meet the standards described on the US Consumer Product Safety Commission on Crib Information (see http://www.cpsc.gov/info/cribs/indes/html).

Rooms shall be available for set-up NLT 4:00 p.m. on Friday. Child/Youth rooms must be equipped with an A/V package (reference A/V package 5.1.3.6) and have the following items: three (3) 6 foot tables (skirted/dressed) with 4 chairs for registration, two

(2) power strips with appropriate number of extension cords and twelve (12) rope extensions (stanchions). Child Care rooms (ages 0-18 months & 9-36 months) shall have one (1) small refrigerator and one (1) microwave. All Child Care rooms shall have large trash receptacles with lids/covered (to be changed throughout the day), one (1) house phone with the capability to call any in house number, appropriate seating for children with round tables, blankets upon request, and one (1) water station with cups to be refreshed as needed throughout the day.

All childcare/youth rooms shall be within close proximity of each other (same floor when possible with access points that can be controlled. Recommend a minimum of two exits from each room be available. Restrooms need to be in close proximity to the childcare/youth. Additionally, the child care rooms shall meet the following:

All Rooms shall meet fire code.

All Rooms shall have a minimum of two exits from each room All Rooms shall have Fire and Emergency Evacuation plan posted Designated evacuations location(s) shall be identified for childcare.

All Rooms shall meets Americans with Disabilities Act (ADA)

Requirements All Rooms shall be free from health and safety hazards o All Cords shall not (e.g., electrical, window blinds) be hanging within a child’s reach.

o All furniture in room shall be secure or removed. Furniture and fixtures shall be in good repair.

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

o All Rooms electrical plugs shall be covered o All Rooms furniture/fixtures/carpets shall be clean and sanitized.

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

The hotel shall also provide the following for child care rooms:

Telephone available for use.

Six (6) tables dressed/skirted for snack preparation.

Water stations with small cups accessible at all times.

Hands-free, covered trash cans available for use.

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

All Infant, Pre-Toddler and Toddler Rooms shall have

Refrigerator and Microwave located in snack prep area.

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

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

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

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

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

Three (3) 42” flat screen TVs and one (3) DVD/Blue-Ray player for youth activities.

The rooms shall accommodate a total of 200 youth/children. Rooms shall be available for set-up on Friday no later than 4:00 p.m. A registration area consisting of three (3) 6 foot tables skirted/dressed and at least three (3) chairs and power for computer connectivity will be located in the same vicinity of the Youth/Child Care Rooms.

5.1.2.10 Community Partner Area: is required from Friday, 4:00 p.m. through Sunday, 1:00 p.m. The Community Partner (CP) area will be ideally located in the vicinity of the General Session or the break-out rooms. Hotel shall provide one (1) large room or open area (foyer) capable of facilitating CP requirements. The CP area will consist of the following: Fifty (50) each 6 foot tables skirted/dressed with at least two (2) chairs per table, Twenty (20) power strips with sufficient number of extension cords, Twenty-Five

(25) small trash cans, an adequate number of water stations with cups to be refreshed throughout the day and a wireless internet access for computer laptop connectivity. The room must be equipped with an A/V package (reference A/V package 5.1.3.2) and shall be available for set-up NLT 4:00 p.m. on Friday.

5.1.3.1 Audiovisual Packages: Hotel shall provide A/V equipment for the following areas:

5.1.3.2 Registration Area/Community Partner Area: Hotel shall provide one (1) color copier machine capable of wireless printing, copying, sending/receiving faxes (at a minimum 45 pages per minute), with replacement toner cartridges. Two (2) phone lines with direct phone number to the OPS room and capability to call any in house number.

Twelve (12) two-way radios beginning on Thursday at 7 a.m. through Sunday at 2 p.m. Six (6) LAN internet connection/drops with appropriate cables and equipment, wireless internet for up to twenty (20) wireless connections with appropriate cables and equipment, and connectivity to speakers/sound system through computer laptop or media device. Wednesday 5 p.m. through Sunday 2:00 p.m.

5.1.3.3 General Session: Room will consist of the following items each day: One (1) A/V Staff personnel must be present for sound check on Saturday at 6:00 a.m. before the session begins and available throughout the day if needed; additionally on Sunday from 6 a.m. to 1 p.m. (if needed). One (1) wireless and/or local area network (LAN) internet access with appropriate cables and equipment, three (3) cordless microphones, three (3) lavaliere microphones, one (1) wireless slide advancer with laser pointer, two

(2) projector screens no smaller than 15 feet, two (2) projectors/proximas, one (1) monitor proctor (for key note speaker), two (2) GOBO housing units with programmable LED lights, two (2) lycra/spandex (white) background screens to accommodate GOBO, up-lighting to accommodate staging, one (1) computer switchboard for projectors that will allow for a screen shot projection, and additional (external speakers) are required for misc./performing. General session A/V package will begin on Saturday at 6 a.m. to Sunday, 2 p.m.

5.1.3.4 Staff/Breakout Session Rooms: This package will consist of the following items each day: One (1) wireless and/or local area network (LAN) internet access with appropriate cables and equipment, one (1) wireless microphone, one (1) lavaliere wireless microphone, one (1) wireless slide advancer with laser pointer, one (1) projector/proxima with platform, one (1) large projector screen, one (1) flip chart, and connectivity to speakers/sound system through computer laptop. Hotel shall provide twelve (12) laptop computers with appropriate power cords and cables to connect to the appropriate equipment required per room. All laptops are required on Thursday, NLT 6:00 a.m. A/V package will begin on Saturday 6 a.m. to 5 p.m. and Sunday 7 a.m. to 12 p.m. unless otherwise specified. Staff room will need to be available on Thursday at 6:00 a.m. and all laptops are required on Thursday, NLT 6:00 a.m.

5.1.3.5 Government Operations Room: Hotel shall provide one (1) color copier machine capable of wireless printing, copying, sending/receiving faxes (at a minimum 45 pages per minute), with replacement toner cartridges. Two (2) phone lines with direct phone number to the OPS room and capability to call any in house number. Twelve (12) two-way radios beginning on Thursday at 7 a.m. through Sunday at 2 p.m. Six (4) LAN internet connection/drops with appropriate cables and equipment, wireless internet for up twenty (20) wireless connections with appropriate cables and equipment, and connectivity to speakers/sound system through computer laptop or media device.

Wednesday 5 p.m. through Sunday 2:00 p.m.

5.1.3.6 Child/Youth Rooms: A/V package will consist of the following items each day:

one (1) wireless and /or local area network (LAN) internet access with appropriate cables and equipment, one (1) wireless hand held microphone, one (1) lavaliere wireless microphone, one (1) wireless slide advancer with laser pointer, one (1) projector/proxima, one (1) large projector screen, and connectivity to speaker/sound system through computer laptop. Child/Youth Area will require two (2) power strips with appropriate number of extension cords located outside the rooms for registration purposes. The hotel will provide three (3) 42” flat screen TVs and three (3) DVD/BluRay Player for youth activities. The YCS A/V package will begin on Saturday 6 a.m. to 5:00 p.m. and Sunday from 7:00 a.m. to 12 p.m. unless otherwise specified.

5.1.3.7 Community Partner Area: A/V Package will consist of 1 (one) hotel phone Line with the capability to call any in house number. Fifteen (15) extension cords, Fifteen (15) power strips, and one (1) wireless internet access for computer laptop connectivity.

5.2.1 ANNEX A: Meals/Catering

5.2.2 ANNEX B: Parking

5.2.3 ANNEX C: Additional Support Items

W9124C-16-R-2016

ANNEX A

Meals/Catering

5.2.1 Meals/Catering: Hotel shall serve three meals-a-day during full event days and a Sunday Breakfast meal on the day of departure. Quantity for all meals on Saturday and Sunday will be determined as it will be based off the number of registrants for the event. This number will include “child-friendly” meals. Meals will be served in at least two (2) buffet lines and one (1) buffet line for children. Meals will be served inside the room with double sided access for a total of at least six (6) lines to accommodate a large group in a timely manner. Actual cost of meals are determined by current per diem rate in said area, as well as by contracting office. Hotel must provide a draft menu to the YRRP manager for all meals no later than1 week prior to the event. Hotel will accommodate special allergy and dietary requests for all meals (i.e. no peanut products or vegetarian and gluten free meals upon request). Request a 10% attrition rate for meals not consumed. Approximately 50 staff personnel shall be served breakfast on Saturday at 6:15 a.m. and on Sunday at 6:30 a.m. The remaining Event attendees will arrive for breakfast between 7:00 – 8:00 a.m. on both Saturday and Sunday. All beverages (i.e. coffee (w/condiments), juice, water, milk, etc.… need to remain out for attendees until 9:00 a.m. on both Saturday and Sunday morning.

Breakfast: Saturday 6:15 a.m. – 8:00 a.m. and Sunday 6:30 a.m. – 8:00 a.m.

Lunch: Saturday 11:30 a.m. – 1:30 p.m.

Dinner: Saturday 5:00 p.m. – 7:00 p.m.

5.2.1.1 Breakfast: Hotel shall provide hot and cold American style breakfast buffet on Saturday and Sunday from 6:00 a.m. to 8:00 a.m. with intermittent refills of the following food items: coffee, juice, tea, milk, water, soy milk, soda, assorted fresh fruit, pancakes, waffles, eggs, yogurt, granola, sausage, bacon, hash brown potatoes, condiments, muffins, bagels, and dry cereal. All beverages (i.e. coffee (w/condiments), juice, water, milk, etc.… need to remain out for attendees until 9:00 a.m. on both Saturday and Sunday morning. The contractor must be in compliance with all applicable Army regulations regarding the supplying of foods and beverages.