W912CL-19-Q-0010_IAAFA-WHES_Solicitation.pdf

SEE ADDENDUM

(No Collect Calls)

W912CL19Q0010 12-Apr-2019

b. TELEPHONE NUMBER

210-295-7156

8. OFFER DUE DATE/LOCAL TIME

02:00 PM 30 Apr 2019

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

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

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

W912CL9. ISSUED BY

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

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

AMBROSIO C. ALVAREZESTERO

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

(TYPE OR PRINT)

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

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

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

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

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

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESSX

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

410TH CONTRACTING SUPPORT BRIGADE

REGIONAL CONTRACTING CENTER AMERICAS

CCEC-AMF

4130 STANLEY ROAD STE 320

JBSA FORT SAM HOUSTON TX 78234-2726

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE FA3016 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

IAAFA

FRANCISCO HERNANDEZ

2431 CARSWELL AVE, BLDG 7355

JBSA LACKLAND TX 78236

TEL: 210-671-4507 FAX:

210.808.9475FAX:

TEL: 210.295.XXXX SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$32,500,000

NAICS:

721110

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

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

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

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

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF35

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

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

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

REPRESENTATIVE

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

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

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

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

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

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

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

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 160 Nights Lodging

FFP

The contractor shall provide rooms for the Inter-American Air Forces Academy (IAAFA) participants from 20 - 24 May 2019 in accordance with Table 1a of the Performance Work Statement (PWS) paragraph 5.2.3.1.

FOB: Destination

PSC CD: V231

NET AMT

0002 340 Meal Meals

FFP

The contractor shall provide meals buffet style from 20 to 24 May 2019 in accordance with Performance Work Statement (PWS) paragraph 5.3.1 to 5.3.5 and Table 2a.

0003 300 Each Coffe Breaks

FFP

The contractor shall provide coffe breaks on 21 - 22 May 2019 in accordance with Performance Work Statement (PWS) paragraph 5.3.6 and Table 3.

0004 1 Job Conference Rooms

FFP

The contractor shall provide one (1) main conference room from 20 to 22 May to accommodate 200 personnel; one (1) Operations Center with video/printing capability from 19 to 24 May; one (1) Conference room to seat 20 personnel on 22 May; and two (2) bilateral meetings rooms on the 22 May, in accordance with Performance Work Statement (PWS) paragraph 5.4. to 5.4.6 and Table 4.

Additionally the contractor shall provide ten (10) reserved parking spaces daily from 19 -24 May 2019 for local conference participants and conference coordinators in accordance with Performance Work Statement (PWS) paragraph 5.6

0005 1 Job Audio Visual Equipment

FFP

The contractor shall provide audio visual equipment in accordance with Performance Work Statement (PWS) paragraphs 5.5 - 5.5.3 and Table 5 of the

PWS.

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

0001 N/A N/A N/A Government 0002 N/A N/A N/A Government 0003 N/A N/A N/A Government 0004 N/A N/A N/A Government 0005 N/A N/A N/A Government

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC /

CAGE

0001 POP 20-MAY-2019 TO

24-MAY-2019

N/A IAAFA

FRANCISCO HERNANDEZ

2431 CARSWELL AVE, BLDG 7355

JBSA LACKLAND TX 78236

210-671-4507

FA3016

0002 POP 20-MAY-2019 TO

24-MAY-2019

N/A (SAME AS PREVIOUS LOCATION)

0003 POP 21-MAY-2019 TO

22-MAY-2019

N/A (SAME AS PREVIOUS LOCATION)

0004 POP 19-MAY-2019 TO

24-MAY-2019

N/A (SAME AS PREVIOUS LOCATION)

0005 POP 20-MAY-2019 TO

22-MAY-2019

N/A (SAME AS PREVIOUS LOCATION)

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

Perf orm anc e Wo rk

Stat eme nt (P

WS

for Western

Hemisphere Exchange

Symposium (WHES) Inter- American Air

Forces Academy

(IAAFA)

20 - 24 May 2019

PART 1 GENERAL INFORMATION

GENERAL: This is a non-personal services contract under which the personnel rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

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 in providing lodging, meals, coffee breaks, conference facilities and equipment, and other supplies and services needed to support an estimated 200 conference attendees. The contractor shall perform to the standards specified in this contract.

1.2 Background: Inter-American Air Forces Academy (IAAFA) plans, coordinates, and executes for Latin American partners in building partner capacity through education and training.

1.3 Objectives: The objective of this Performance Work Statement (PWS) is to provide conference facilities and equipment, lodging, and meals in support of the WHES Conference held in San Antonio, TX (SATX).

1.4 Scope: The Contractor shall provide all conference support equipment and services, to include lodging, meals, conference space, admin space, audiovisual equipment and support services, and Information Technology (IT) support for the conference as specified in this PWS.

1.5 Period of Performance: The period of performance shall be 20 - 24 May 2019.

1.6 General Information:

1.6.1 Quality Control Plan (QCP): The Contractor shall develop and implement procedures to ensure all work described in this contract is performed at or above the standard. Procedures are developed by the contractor for its internal use to ensure that it performs and delivers high-quality service. The contractor shall identify and prevent defects in quality of products and services performed.

1.6.2 Place of Performance: The work to be performed under this contract will be performed at a hotel conference facility in SATX in the vicinity of the Downtown-Riverwalk area.

1.6.3 Type of Contract: The Government anticipates the award of a Firm Fixed Price type contract.

1.6.4 Access and General Protection Policy and Procedures:

1.6.4.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use.

1.6.4.2 Personnel Security Clearance Requirements: None.

1.6.4.3 Background Checks: The Contractor shall ensure contractor employees and subcontractor employees performing services under this contract have passed a security check conducted by the State Police Department of their U.S. residence. Security checks that have been completed as part of a personnel security clearance background investigation, or a previous background check that was a condition of employment, meet this requirement. Documentation of these checks will be made available to the Contracting Officer (KO) or Contracting Officer Representative (COR) upon request. The Government retains the right to exclude any employee from performance of duties under this contract if a background security check reveals an employee is a security risk. The exclusion of an employee for security reasons will not relieve the Contractor from performance of services required under this contract. If the Government determines additional background checks are required, at a minimum, and upon request from the Government, the Contractor shall provide to the KO or COR, the following information on any contractor or subcontractor employee performing services under this contract:

Full birth name Married name (if applicable) SSN or local equivalent (ID card number) Date of birth Place of birth (city, country)

1.6.4.3.1 Background Check Notification Requirements: If a background check on any employee or subcontractor employee performing services under this contract, whether the check was conducted as a condition of employment or as part of the contract with the Government, reveals any information from any source (including host country law enforcement) of criminal activity by Contractor employees, subcontractors, or subcontractor employees, the Contractor shall immediately notify the KO and COR of that information. The Contractor shall make notification of:

(1) Traffic violations, other than parking, will be reported to the KO or COR only if the contract is for drivers for the Government;

(2) Any suspicious activity by Contractor employees, subcontractors, or subcontractor employees the Contractor believes may pose a risk to U.S. or host nation national security or imminent risk of deadly bodily harm to any person; and

(3) Any actions taken against Contractor employees, subcontractors, or subcontractor employees pursuant to this requirement.

1.6.4.3.2 Remedies. In addition to other remedies available to the Government, the Contractor’s failure to comply with the requirements of paragraph 1.6.4.3.1 may result in requiring the Contractor to remove a Contractor employee or employees from the performance of the contract.

1.6.4.3.3 Subcontracts. The Contractor shall include the substance of paragraph 1.6 and the preceding paragraphs in all subcontracts.

1.6.4.4 Employment Eligibility: The Contractor shall ensure that all Contractor employees and sub-contractor employees performing services under this contract in the U.S. or its territories have been pre-screened for employment eligibility using the E-verify Program on the Department of Homeland Security website http://www.uscis.gov/e-verify. Personnel that have not met the employment eligibility requirement on this website are not authorized to perform services under this contract. Verification of the eligibility check will be made available to the KO or COR upon request. This requirement is not in lieu of and does not relieve the Contractor from the I-9 Employment Eligibility Verification Forms for employment of personnel.

1.6.5 Post Award Conference/Contract Periodic Progress Meetings: The Contractor shall attend the post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation (FAR) Subpart 42.5. The KO, COR, and with other Government personnel as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the KO will apprise the contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

1.6.6 Contracting Officer Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: ensure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the KO and Contractor of any deficiencies;

coordinate availability of government furnished property; and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.7 Key Personnel: The following personnel are considered key personnel by the Government: Contract Manager and Alternate Contract Manager. 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 KO upon award of the contract. The Contract Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. Qualifications for all key personnel are listed below:

1.6.8 Identification of Contractor Employees: Contractor employees shall identify themselves as Contractor personnel and shall avoid representing themselves as Government employees. Contractor personnel identification shall be easily identifiable through the display of badges, name tags, lanyards, etc. to be provided by the organizers of the conference.

1.6.9 Badging of Contractor Employees: If required by the Government, contract personnel and all associated subcontractors employees accessing U.S. facilities or activities, shall present a valid picture ID provided by the Government while accessing Government owned or contracted facilities and shall adhere to facility security policies and restrictions. If applicable, Government issued access badges will not be worn outside designated facility where visible to the general public. Contractor personnel shall return all U.S. Government issued identification to appropriate U.S. Government authorities within 5 days of the end of their contractual duties.

1.6.10. Uniform: The Contractor shall provide a standard uniform for all Contractor and subcontractor employees performing services under this contract, and ensure they wear the uniform during appointed duty hours. The uniform may consist of professional business attire or the same type and color shirt and slacks for all workers.

Company logo is optional.

1.6.11 Data Rights: The Government has unlimited rights to all documents/material produced under this contract.

All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.12 Non-Disclosure Requirements: Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be adverse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge, nor release data or information developed, or obtained under performance of this work statement, except to authorize Government personnel or upon written approval of the KO. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall apply, and shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.) Section552a.

1.6.12.1 Advertisement and Social Media: The Contractor shall NOT post information to public website or social media locations, personal or professional, that in any way disclose names, locations, hotel data, participants, discussions, pictures, etc. before, during or after the contract period of performance without the express consent of the Government. The use of propaganda violates DOD Commercial Use of Imagery Guidelines stated at http://www.defenseimagery.mil/products/DODimagery/commercialuse.html. The Contractor shall not cite any information (e.g., contract information, pictures, locations, etc.) obtained through this contract on any marketing tools to include its company website.

1.6.12.2 Information Assurance (IA). At no time will the Contractor or associated sub-contractor employees transmit government documents or information using methods that do not meet the security requirements specified in the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-171, "Protecting Controlled Unclassified Information in Nonfederal Information Systems and Organizations" such as personal electronic mail accounts, public digital data storage sites (cloud storage), social media platforms or instant messaging.

1.6.15 General Training Requirements:

1.6.17.1 OPSEC Awareness: If the Contractor, or a subcontractor, or employees of either disclose any information that disrupts or harms the Government's operations or activities, then the Government retains the right to exclude any employee from performance of duties under this contract. The exclusion of an employee for security reasons will not relieve the Contractor from performance of services required under this contract. By way of example, personnel shall not sketch or take photos of government facilities or activities, unless related to the service to be provided. All government paper products and removable digital storage material that is received, generated, or stored during the contract will be destroyed completely when no longer needed to preclude recognition of information. The Contractor must identify its own OPSEC program manager (PM) to oversee OPSEC training and compliance of all contractor (and subcontractor) employees. The Contractor's OPSEC PM would interface with the Government OPSEC Officer prior to the event and throughout the conference. This Government OPSEC Officer will approve/deny the OPSEC plan developed by the contractor. The Contractor shall implement and maintain an OPSEC program for preventing the disclosure of critical information or sensitive information which could jeopardize the Government’s ability to execute its mission or to adequately protect its personnel and/or equipment.

The Contractor shall develop an OPSEC Standing Operating Procedure (SOP)/plan within 90 calendar days of contract award and present the SOP/plan to the COR or KO to be reviewed and approved by the Government OPSEC Officer on the supporting installation. The SOP must contain a training plan that includes an initial OPSEC brief, continuous awareness, and annual OPSEC training. Awareness/training includes, but is not limited to, information disclosure via letters, conversations, photographs, resumes, electronic mail (e-mail), social media/networking sites, dissemination of information and documents disposal. OPSEC Program shall fully comply with the provisions of AR 530-1, Operations Security.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

2.1.1 Contractor. The total contractor organization or a separate entity of it; such as an affiliate, division, or plant that performs its own purchasing.

2.1.2 Contracting Officer (KO). A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.1.3 Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

2.1.5 Contracting Officer Representative (COR). An employee of the U.S. Government designated by the Contracting Officer to perform specific technical or administrative functions. 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.

2.1.6 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.

2.1.7 Performance Work Statement (PWS). A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

2.1.8 Physical Security. Protection of the perimeter area, government property, and assets that prevent the loss or damage of Government property.

2.1.9 Quality Assurance. The various functions, including inspection, performed by the government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.1.10 Quality Control (QC). Tasks performed by the Contractor to improve the quality of the organization’s output.

2.1.11 Shall. An imperative command; has a duty to or is required to. Denotes that a regulation must be followed unless the Contracting Officer has obtained a deviation.

2.1.12 Subcontractor. Any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime contractor or another subcontractor.

2.1.13 Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.14 Work Week. Monday through Friday, unless specified otherwise.

2.2 Acronyms:

AT Anti-Terrorism DOD Department of Defense DODD Department of Defense Directive DODI Department of Defense Instruction FAR Federal Acquisition Regulation GFE Government Furnished Equipment GFP Government Furnished Property GFS Government Furnished Services HR Hotel Representative IA Information Assurance IAAFA Inter-American Air Forces Academy IAW In Accordance With IT Information Technology JBSA Joint Base San Antonio JTR Joint Travel Regulation KO Contracting Officer NIST National Institute of Standards and Technology NLT No Later Than ODC Other Direct Costs OPSEC Operation Security PIPO Phase-in/Phase-out PRS Performance Requirements Summary PWS Performance Work Statement QCP Quality Control Program SATX San Antonio, Texas SP Special Publication TBD To Be Determined TE Technical Exhibit U.S.C. United States Code WHES Western Hemisphere Exchange Symposium

PART 3

GOVERNMENT FURNISHED EQUIPMENT (GFE), GOVERNMENT FURNISHED PROPERTY (GFP), AND

GOVERNMENT FURNISHED SERVICES (GFS)

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services/Facilities/Utilities/Equipment/Materials. None.

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.

4.2 Facility Security Clearance. See paragraph 1.6.4.1.

4.3. Materials. The Contractor shall furnish all materials and supplies necessary to meet the requirements under this

PWS.

4.4. Equipment. The Contractor shall provide all equipment required for an audience of about 200 participants, to ensure success of the WHES listed in the specific tasks (Part 5).

PART 5

SPECIFIC TASKS

5. Specific Tasks: The contractor shall provide services for Lodging, Meals, Coffee Breaks, Conference Facilities, and Audio-Visual Equipment. Contractor shall also provide non-personal services for the WHES in support of the conference to be held in SATX, to include all required technical equipment and technicians.

5.1 Basic Services. The contractor shall provide services for Lodging, Meals, Coffee Breaks, Conference Facilities, and Audio-Visual Equipment.

5.2 Lodging:

5.2.1 The preferred hotel shall be located in a safe area in in SATX in the vicinity of the Downtown- Riverwalk area with a police presence, to maximize use of time for conference presentations and activities.

5.2.2 The hotel must have a full service restaurant on the property or have the ability to cater breakfast, lunch, dinner, and morning and afternoon conference breaks.

5.2.3. The hotel must have sufficient capacity to accommodate approximately 120 single/double rooms at the Government rate, 20 of which must be suites or equivalent type rooms, to include 80 self-paying guests. Rooms shall include a king or queen size bed with pillows, work desk with high-speed internet access, access to a private group virtual private network (VPN), appropriate furniture, hot and cold running water, clean linen, 2 complimentary bottles of water per day, heat and air conditioning, private bath with shower and vanity, 40” or higher HD TV with cable channels in accordance with industry standards. Rooms shall be equipped with an in-room safe, desk, iron and ironing board, and a refrigerator.

5.2.3.1 Contracted Lodging. The Contractor shall provide lodging for forty (40) guests from 20-24 May 2019.

The table below reflects the estimated number of standard rooms for conference participants to be paid by the contract.

Table 1a

Contracted Lodging

Participants Arrival Date Departure Date Number of Nights Total Nights

40 20 May 19 24 May 19 4 160

TOTAL 160

5.2.3.2 Self-Pay Lodging- (IN RED) The Contractor shall provide lodging for twenty-seven (27) guests from 19-24 May 2019 and fifty-three (53) guests from 20-24 May 2019, which will be self-pay. Rooms shall be blocked off for “self-pay” personnel. Self-pay personnel will be individually responsible for their own bills and will provide a credit card or other acceptable method of payment to the contractor upon check-in.

Contractor shall extend the contracted room pricing for “self-pay” personnel. These rooms are not guaranteed under this contract and could vary based on guest attendance.

Table 1b

Self-Pay (Credit Card) Lodging

Participants Arrival Date Departure Date Number of Nights Total Nights

27 19 May 19 24 May 19 5 135

53 20 May 19 24 May 19 4 212

TOTAL 347

5.2.4 Check-in and Check-out: The Contractor shall allow for early check-in and late check-out after 12:00 PM for guests with early flight arrivals or late flight departures based on room availability. A separate registration desk must be available for guests on 19 May 2019.

5.2.5. Amenities: All hotel guest facilities and amenities, to include the business center, swimming pool, spa, and exercise facilities, shall be made available for conference participants, as long as they are registered in the hotel.

5.2.6 Service Breakdowns: The hotel shall ensure required maintenance or repairs for hotel equipment, to include guest rooms, conference facilities, admin rooms, etc. Deficiencies shall be corrected immediately at the expense of the hotel.

5.2.7 The US Government will pay for rooms in tables 1a and 4. The US Government will NOT PAY for telephone calls, mini-bar, room service, alcohol beverages (hotel bar),and hotel charges other than those specifically provided for in this contract. It is highly recommended that the hotel request a credit card from each guest upon check-in to secure potential unauthorized charges. Charges not covered by the conference are to be resolved between the guests and the hotel.

5.2.8 The US Government will only pay for rooms and services actually used under this contract. The Contracting Officer Representative (COR) will identify those individuals on the guest list whose rooms will be paid by the U.S. Government under the contract. The Government reserves the right to cancel rooms up to 24-hours prior to the beginning of the period of performance. The Contracting Officer Representative (COR) will inform the hotel of any cancellations.

5.2.9 Hotel Representative: The hotel shall provide a representative as a liaison for the conference. The hotel representative (HR) must be vested with the authority to resolve issues involving conference execution and payment as they arise. The HR shall be available throughout the time period the hotel is in use by the Government. When the HR is not present the hotel shall provide a list of on-call hotel points-of-contact, who have the authority to resolve issues affecting their particular areas of support, for example, room maintenance, security, banquets, payment, etc.

5.2.10 The hotel Security Manager shall provide the Government Security Director an orientation of the hotel within 5 days after award of the contract. In addition, the hotel Security Manager shall meet with the Government Security Director to establish a direct point of contact within the hotel staff to solve security issues.

5.3 Meals:

5.3.1 The estimated number of scheduled meals, as shown in Table 2, shall be prepared according to predetermined menus. The designated Contracting Officer Representative (COR) will identify individuals with color coded wristbands and dietary restrictions. The hotel shall strive to accommodate special diets where feasible and within contracted meal rates.

5.3.2 Dining Areas: There must be a separate dining area for 150 personnel. The dining area must be located on the same floor as the main conference room.

5.3.3 Breakfast: The hotel shall provide breakfast from 6:30 AM to 8:30 AM on 21-24 May 2019 at an appropriate facility on site as agreed to by the vendor and the Government.

5.3.4 Lunch: The hotel shall provide lunch from 11:00 AM to 1:30 PM on 20-22 May 2019 (lunch on 24 May is subject to change due to departure schedule). Lunch shall, at a minimum, consist of main entrees, side dishes (vegetables, salads, starches), fruit, dessert, and non-alcoholic beverages such as water, juice, soft drinks, tea and coffee, and be consistent with a value sufficient to provide a complete luncheon meal. The hotel shall provide a minimum of two entrees for its lunch buffet/menuselections.

5.3.5 Dinner: The hotel shall provide dinner from 6:00 PM to 8:00 PM 20 May 2019 (Dinner shall be open and available from 6:00 PM to 8:00 PM on 20 and 23 May) Note: Number of dinners on 23 May is subject to change. Dinner shall, at a minimum, consist of main entrees, side dishes, dessert, and a non-alcoholic beverage such as water, juice, soft drinks, tea and/or coffee and be consistent with a value sufficient to provide a complete dinner meal. The hotel shall provide a minimum of two entrees for its dinner buffet menu selections.

Table 2a

Estimated Schedule of Contracted Meals

DATE BREAKFAST LUNCH DINNER TOTAL MEALS

20 MAY 2019 0 20 40 60

21 MAY 2019 40 40 0 80

22 MAY 2019 40 40 0 80

23 MAY 2019 40 0 40 80

24 MAY 2019 40 0 0 40

TOTAL 160 100 80 340

Table 2b Estimated Schedule of Self-Pay Meals

DATE BREAKFAST LUNCH DINNER TOTAL MEALS

20 MAY 2019 10 80 80 170

21 MAY 2019 80 80 0 160

22 MAY 2019 80 80 0 160

23 MAY 2019 80 0 80 160

24 MAY 2019 40 20 0 60

TOTAL 290 260 160 710

NOTE: Self-Pay Meals (IN RED) The Contractor shall provide meals from 19-24 May 2019, which will be self-pay. Self-pay personnel will be individually responsible for their own meals and will provide a credit card or other acceptable method of payment to the contractor. Contractor shall extend the contracted meal pricing for “self-pay” personnel.

These meals are not guaranteed under this contract and could vary based on guest attendance.

5.3.6 Coffee Breaks: The hotel shall provide buffet style coffee breaks, as shown in Table 3, in close proximity to the main conference room and admin rooms. Morning coffee breaks shall consist of water, coffee and tea, bagels with cream cheese, pastries and fruit. Afternoon coffee breaks shall consist of water, coffee and tea, sodas, assorted cookies and/or other sweet snack items. Menu selections or substitutions shall be coordinated with the Contracting Officer Representative (COR) two weeks prior to the beginning of the conference. Setup shall be completed by the scheduled time and removed within one hour and 30 minutes unless otherwise directed by the designated Contracting Officer Representative (COR). Allow flexibility with start and stop times of coffee breaks due to unexpected conference delays with start/stop times.

Table 3 Estimated Number of Coffee Breaks

DATE TIME QUANTITY

21 MAY 2019 10:00AM-10:30AM 75

21 MAY 2019 2:00 PM - 2:30 PM 75

22 MAY 2019 10:00AM-10:30AM 75

22 MAY 2019 2:00 PM - 2:30 PM 75

TOTAL 300

5.4 Conference Facilities: All conference facilities, as shown in Table 4, shall have lighting and climate controlled. The rooms may be used two (2) hours before event begins and two (2) hours after event ends. The hotel shall provide grounded electrical connections with “anti-trip” extension cords strips and surge protectors to support office equipment. The rooms must be securable to prevent access to unauthorized personnel. Only the designated Contracting Officer Representative (COR) will be authorized to request or receive keys for all conference facilities. Ashtrays shall not be placed in any of the conference facilities, as smoking will not be permitted at indoor conference functions. Hotel staff shall clean conference facilities daily in the evenings and early morning (7:00 AM) before the start of the workday. All Conference Facilities must be on the same floor with sole access/control of the floor to include the Main Conference Room, and the Operations Center through 19 – 24 May 2019. The dining area for the WHES personnel shall be on this same floor.

5.4.1 Main Conference Room: The main conference room must be fully setup and available no later than (NLT) 12:00 PM on 20 May 2019 and will be used through approximately 6:00 PM on 22 May 2019. Setup will include tables (skinny’s), chairs, podiums, microphones, sound system, projector screens, projectors, and other equipment as necessary. Layout of the Main Conference Room shall be a theater/auditorium arrangement for 200 participants oriented onto the screens.

5.4.2 WHES Operations Center: The Ops Center, for use by the WHES staff, shall be located in close proximity (on the same floor) from the main conference room and shall be established NLT 7:00 AM on 19 May 2019 and shall remain in this configuration until 5:00 PM on 24 May 2019. Setup in the room will include tables, chairs, color printers, and other equipment as necessary. Layout of this room will be set up with a small six (6) person table and five (5) separate work stations for computers for a total of 8-10 personnel. The five (5) separate work stations are required for Government laptop use on the hotel Wi-Fi with access to the conference’s own virtual private network.

5.4.3 Bilateral Meeting Room: The hotel shall provide one (1) bilateral meeting room to be used for private meetings. The room shall be established NLT 12:00 PM on 22 May 2019 and shall remain in this configuration until 8:00 PM on 22 May 2019. Setup in room will include one (1) table and eight (8) chairs. Layout of this room will be set up with a conference table/chairs.

5.4.4 Conference Room: The hotel shall provide one (1) conference meeting room to be used for private meetings. The room shall be established NLT 12:00 PM on 22 May 2019 and shall remain in this configuration until 8:00 PM on 22 May 2019. Setup in room will include a u-shape table setup with (20) chairs.

5.4.5 The Contractor shall provide conference facilities in which sessions can be conducted in comfort and separated from other hotel functions. The conference rooms must have dimmer switches and black out curtains (or similar) to allow for better viewing of audiovisual presentations. The Contractor shall provide padded chairs and tables with tablecloths.

5.4.6 The conference room configurations and usage times shall be able to be changed as needed at any time prior to the conference to accommodate last minute directives and fluctuating requirements. The room must be able to be secured and two (2) keys provided to the designated Contracting Officer Representative (COR).

Table 4 Conference Rooms

Conference Facilities Qty. Dates Main Conference Room to seat 200 personnel 1 20-22 May 2019 WHES Operations Center with video/printing capability 1 19 - 24 May 2019 Conference room to seat 20 personnel 1 22 May 2019 Bilateral meetings rooms 2 22 May 2019

5.5 Audio Visual Equipment. The Main Conference Room shall be equipped with two (2) large LCD or similar projectors with at least a 7000 ANSI lumen rating and two (2) 8ft projector screens that create an image easily viewable and readable from the rear and sides of the conference room. Screen frames will be skirted to present a professional appearance. Projector bulbs should have approximately the same number of usage hours to ensure images match in terms of brightness, contrast, etc.

Projectors will be connected to government computer systems which will be placed at the rear of the conference room. All equipment listed in table 5 below is also required to support the conference.

Table 5

Audio Visual Equipment

Nomenclature Main Conf.

Room

Operations Center

# Days

Wireless Microphone 4 0 2(21 & 22 May) Free Standing Podium w/microphone 1 0 2(21 & 22 May) LCD Overhead Projector w/7000 ANSI lumen rating

2 0 2(21 & 22 May)

Projector Screen, 8 ft. 2 0 2(21 & 22 May) Loudspeaker Powered w/stand 4 0 2(21 & 22 May) Copier/Printer 0 2 3 (20,21,& 22 May) Dry Erase Marker Board 24”X36” 0 1 2(21 & 22 May) LCD, or equivalent, 50” television 0 1 2(21 & 22 May) Power surge strip 4 0 3 (20,21,& 22 May) Anti-trip extension cord 4 0 2(21 & 22 May) Power strips for tables 12 0 2(21 & 22 May) Clicker to control the projector screens

2 0 2(21 & 22 May)

5.5.1 The Contractor shall provide all required splitters, cables, amplifiers, etc. required to ensure connection is high quality.

Conference room must have a sound system with one-podium microphone. All sound equipment (mixers, receivers, amplifiers, etc.) will be located at the rear of the conference room next to the computer table. Sound and Visual system must be able to be connected to our Government computers.

5.5.2 The Contractor shall provide all cabling which shall be installed in a safe manner to prevent tripping or risk of electrical hazard. Installation shall present a professional and neat appearance and conform to industry and local safety, electrical, fire and health standards. Guidance will be provided on site by the designated Contracting Officer Representative (COR).

5.5.3 Equipment Technician Services: The contractor shall provide on-site equipment support throughout the conference to ensure that equipment is fully functional at all times.

5.6 Parking: The Contractor should make every effort to provide ten (10) reserved parking spaces daily from 19-24 May 2019 for local conference participants and conference coordinators. The reserved parking places must be clearly designated for conference participants. Parking must be in a safe environment with adequate lighting and security. Hotel staff must be aware of reserved conference parking spaces.

5.7 Translator Area: The contractor should provide a 6 X 6 feet space for interpreters and translator services that must be in the main conference room and the not impede room capacity safe standards nor able exits to guests. Area shall be in close proximity to power sources.

W912CL19Q0010

PAR

T 6

APPLICABLE

PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1.1 DOD 5220.22-M, National Industrial Security Program Operating Manual

6.1.2 Defense Federal Acquisition Regulation Supplement (DFARS)

6.1.3 Joint Travel Regulation (JTR)

6.1.4 DODD 8570.01, Information Assurance Training Certification and Workforce Management

6.1.5 DOD 8570.01-M, Information Assurance Workforce Improvement Program

6.1.6 AFI 33-204, Information Assurance (IA) Awareness Program

6.1.7 DODI 3020.41, Contractor Personnel Authorized to Accompany the U.S. Armed Forces

6.1.8 DODI 2000.16 DoD Antiterrorism (AT) Program

PART 7

ATTACHMENT/TECHNICAL

EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1 - Performance Requirements Summary

7.2 Attachment 2 - Unit Pricing Data

PRS # 1

The contractor shall provide the service of an Equipment Technician to ensure that all required equipment remains operational throughout the conference.

Technician Support is conducted to maintain all required equipment.

Minor interruptions are resolved quickly to avoid loss of conference time.

WHES event coordinators provide surveillance daily.

N/A

ATTACHMENT 1

Unit Pricing Data

CLIN Description Unit of Issue

Price Total Price

0011 Audio Visual Equipment

Wireless Microphone ea/day

Free Standing Podium w/microphone ea/day

LCD Overhead Projector w/7000 ANSI lumen rating

Projector Screen, 8 ft. ea/day

Loudspeaker Powered w/stand ea/day

Copier / Printer ea/day

Dry Erase Marker Board 24”X36”

LCD, or equivalent, 50” television ea/day

Power Surge Strip ea/day

Anti-trip Extension Cord ea/day

Clicker to control the projector screens (wireless mouse) ea/day

Audio Technician Labor TOTAL

LABOR

ADDENDUM INSTRUCTIONS TO OFFER

FAR 52.212-1 Instructions to Quoters—Commercial Items ADDENDUM.

This addendum replaces provision FAR 52.212-1 in its entirety.

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code and small business size standard for this acquisition appear in Block 10 of the solicitation cover sheet (SF 1449). However, the small business size standard for a concern which submits a quotation in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.

(b) Submission of quotations. Submit signed and dated quotations to the office specified in this solicitation via email to ambrosio.c.alvarezestero.mil@mail.mil with courtesy copy to jared.l.owen.mil@mail.mil at or before the exact time specified in this solicitation. Quotations may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotations must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, telephone number and email address of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the quotation is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotations that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of quotations. The quoter agrees to hold the prices in its quotation firm for 30 calendar days from the date specified for receipt of quotations.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotations. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during pre-award testing.

(e) Multiple quotations. Quoters are encouraged to submit multiple quotations presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each quotation submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of quotations.

(1) Quoters are responsible for submitting quotations, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation (2:00 PM Central Standard Time). (2) Any quotation, modification, revision, or withdrawal of a quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotations is “late” and will not be considered unless it is received before award is made, and the Contracting Officer determines that accepting the late quotation would not unduly delay the acquisition.

(g) Issuance of Purchase Order. The Government intends to evaluate quotations in accordance with FAR 13.106.

The Government will not use the formal source selection procedures described in FAR Part 15. The Government may issue a purchase order to other than the quoter with the lowest priced quotation. After the evaluation of quotations, the Government may negotiate final terms with one or more quoters of the Government’s choice before issuing any purchase order.

(h) Multiple Purchase Orders. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order on any item for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise.

(i) Contractor and Government Entity (CAGE) Code or NATO Contractor Government Entity (NCAGE) Code.

The quoter shall enter its CAGE or NCAGE code in the block with its name and address on the cover page of its quotation, in accordance with FAR 52.204-16.

(j) Data Universal Numbering System (DUNS) Number. The quoter shall enter, in the block with its name and address on the cover page of its quotation, the annotation “DUNS” or “DUNS+4” followed by the DUNS or DUNS+4 number that identifies the quoter’s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the quoter to establish additional SAM records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the quoter does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. A quoter within the United States may contact Dun and Bradstreet by calling 1-866-705-5711 or via the internet at http://fedgov.dnb.com/webform. A quoter located outside the United States must contact the local Dun and Bradstreet office for a DUNS number. The quoter should indicate that it is a quoter for a Government contract when contacting the local Dun and Bradstreet office.

(k) System for Award Management. Unless exempted by the Contracting Officer, the quoter shall be registered in the SAM database prior to issuance of purchase order, during performance and through final payment. If the quoter does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered quoter. Quoters may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.acquisition.gov.

(l) Requests for Information: The Contracting Officer will not notify unsuccessful quoters. Quoters may request information on purchase order(s) resulting from this solicitation.

(End of provision)

FAR 52.212-2 ADDENDUM

FAR 52.212-2 Evaluation of Quotes—Commercial Items ADDENDUM.

This addendum replaces provision FAR 52.212-2 in its entirety.

(a) The Government will issue a purchase order resulting from this solicitation to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered, in accordance with FAR 13.106.