PWS-5-7_Sep_14.pdf

PERFORMANCE WORK STATEMENT

For

Maine Army National Guard Yellow Ribbon 60 Day Reintegration Event September 5-7, 2014

1. BACKGROUND:

The Maine Army National Guard (MEARNG) intends to host a 60 day Yellow Ribbon Reintegration event to provide training and resources for its Soldiers and their family members.

The Yellow Ribbon Program is a Department of Defense mandated initiative designed to provide information, services, referrals, and proactive outreach programs to the Army Soldiers and their families through all phases of the deployment cycle in accordance with DoD Directive 5124.02, DoD Instruction 1342.28.

2. GOVERNMENT CONTRACTING AGENCY:

The Government contracting agency for this requirement will be the Maine Army National Guard, United States Property and Fiscal Office, Purchasing and Contracting Division. The agency address is Building 39, Camp Keyes, Augusta, ME 04333-0032.

3. TYPE OF CONTRACT:

The Government will award a Firm Fixed Price Contract.

4. DESCRIPTION OF SERVICE:

Under this contract, the contractor will independently provide full range of conference meeting space, guest lodging, and other related support services to satisfy the overall conference objectives. The primary objective is to host the conference at a single site that can provide lodging, meeting space, dining space and support services for approximately 500 attendees.

5 PERIOD OF PERFORMANCE:

Contractor must have availability from September 5-7, 2014; (Arrival on Friday – Departure on Sunday). The advanced party which consists of the MEARNG Family Readiness Program Team will arrive on Friday, September 5, 2014, along with approximately 20 service members who travel over 150 miles to the conference. The main body, arriving Saturday, 6 September, will consist of approximately totaling 480 service members and their families. The estimated total of 500 is approximate and includes children of all ages. The overall attendees are not expected to exceed 500.

6. FACILITY REQUIREMENT SUMMARY:

The Contractor will provide a facility that meets the following requirement:

a. Facility must be within 75 miles of Augusta, Maine. (04330) The distance will be calculated by estimating the distance from Augusta, Maine to the exact address where the event is proposed to take place. The distance will be estimated by utilizing commercial search engines; Google maps or MapQuest. Whichever web-site that yields the lease distance will be utilized.

b. Event Management: Contractor shall provide an on-site point of contact that will conduct all pre-event planning and on-site execution of the conference in tight coordination with the Government and other authorized Government officials. An on-site representative must be present and available during the course of this event. Quote must submit the name and contract information for the on-site representative prior to contract award.

c. Security: Contractor must provide a facility that is highly secure from unauthorized individuals and ensure the safety of all conference attendees.

d. Lodging: Contractor will provide 20 double occupancy lodging rooms on 5 September 2014; and 220 rooms on 6 September 2014, all rooms should be double occupancy. If double occupancy is not available in the required quantities, indicate quantity available of each room type. Room rates shall not exceed the Government Travel per diem rates in accordance with Joint Travel Regulations (JFTR).

e. Meals: Contractor must provide 500 (400 adults, 100 for children under 13) meal plans consisting of lunch and dinner on 6 September 2014, and breakfast on 7 September 2014.

Lunch: Saturday, 6 Sept 2014. A buffet style shall be served for approximately 500 guests in the general session room. Lunch shall include sandwich, deli meat, vegetable, non-water drink and dessert.

Children’s Lunch Meal: Saturday, 6 Sept 2014. Kid friendly meal such as chicken fingers with healthy food choices as well. Contractor shall screen on-site to identify children with food allergies. Children lunch meal will be buffet style and served in the Childcare room.

PM Snack: Saturday, 6 Sept 2014. Afternoon refreshment will be provided by the Contractor.

Dinner to include children: Saturday, 7 Sept 2014. A buffet style shall be served for approximately 500 guests in the general session room. The dinner shall include a minim of two hot entrees, potato and/or starch, vegetable and/or salad, bread, milk, soda, coffee, tea, ect. with appropriate condiments.

Breakfast: Sunday, 7 Sept 2014. A buffet style shall be served for approximately 500 guests in the general session room. Breakfast shall include a lease two meat choices, party choices and a variety of fruits and juices, milk, coffee, tea, ect. with appropriate condiments.

Coffee Service: 6-7 Sept 2014. Contractor provides water, coffee, tea and cups and condiments. The coffee service shall be refreshed as needed.

f. Meeting Rooms: Contractor shall provide conference and dining space as described in 7c. Meeting room space must adequately hold the required number of persons without any adverse restrictions on conference attendees, or interference in the meeting process.

g. Exhibitor/Benefit providers (vendors) space: Conference space to allow up to 30 benefit providers to setup informational stations on Contractor provided tables measuring approximately 8 feet in length.

h. Childcare: Conference center will provide adequate space and qualified staff for childcare for up to 60 children ages 0-5 years of age. See approximate age breakdown in para 7d.

i. Facility must have complimentary on-site parking capable of holding up to 180 MEARNG conference attendee vehicles. All parking must be within a 10 minute walk of the Conference site. The Advance Party will arrive Friday, September 5, 2014, via personally owned vehicles (POV) and the main body will arrive September 6, 2014, via personally owned vehicles.

j. Contract Structure: Quotes shall be provided with the following subtotals to match the resulting contract structure of six (6) CLINs:

1. Lodging Rooms

2. Meal plans/Coffee Service/PM Break

3. Meal, Lunch, Children’s.

4. Conference space

5. Childcare for 0-5 year old

6. Audio/visual equipment

7. SERVICES REQUIREMENT SUMMARY

The Contractor must provide the following services:

a. Lodging: Facility must have on-site availability of 220 sleeping rooms, as specified below, from standard check-in time on Friday, 5 September 2014, to standard check-out time on Sunday, 7 September 2014. Complimentary roll a ways must be provided as available. Personal expenses in guest rooms such a long distance phone charges, movie rentals, laundry, room service, food or other incidentals will not be billed under the resultant contract. Any such charges will require the occupant(s) to provide their personal credit cards to secure payment for obligations.

Friday 5 Sep 14 20 (Advanced Party/MEARNG Family Readiness Staff)

Saturday 6 Sep 14 220 double occupancy rooms (Main Body)

b. Meals: Contractor must be able to successfully and seamlessly facilitate the following meals for approximately 400 adults and approximately 100 children, 500 total. Please note meal type, quantity, date and approximate serving times:

Service Date Serving Times Quantity Coffee Service 6 Sep 2014

0900 300 adults

Lunch 6 Sep 2014 1200 400 adults + 100 children <13 years old

PM break 6 Sep 2014 1400 400 adults + 100 children <13 years old

Dinner 6 Sep 2014 1600 400 adults + 100 children <13 years old

Full Breakfast 7 Sep 2014 0700 400 adults + 100 children <13 years old

Coffee 7 Sep 2014 0900 300

Service adults

c. Conference Space: Contractor must provide the following meeting spaces:

1. One large meeting room: for general session Saturday (400 adults) & dinner

Saturday evening (500 total). No pillars or posts obscuring views. The room should be equipped with equipment identified in paragraph 5e below. This room must be available during the following times:

Saturday 6 Sep 2014 0800 – 1300 Hrs Sunday 7 Sep 2014 0800 – 1300 Hrs

2. Separate Meeting Rooms: Provide four (4) additional breakout rooms for briefings to accommodate up to 100 people in a conference style setting. This room must be equipped with equipment identified in paragraph 7e below. Rooms should allow uninterrupted conversation with little to no interference from noise in surrounding rooms. The general session room shall not be used as the breakout room or re-arranged to serve as a breakout room. Rooms must be available during the following times:

Saturday 6 Sep 2014 1300 – 1700 Hrs Sunday 7 Sep 2014 0800 – 1200 Hrs

3. Youth Activity Rooms: Provide two (2) additional breakout rooms for briefings to accommodate up to 75 people in a conference table setting. Rooms should allow uninterrupted conversation with little to no interference from noise in surrounding rooms. Rooms must be available during the following times:

Saturday 6 Sep 2014 0800 – 1700 Hrs Sunday 7 Sep 2014 0800 – 1300 Hrs

d. Childcare: All child and youth programs include requirements for criminal history background checks on employees who shall perform child and youth programs under the contract in accordance with 42 U.S.C. 13041 and Federal Acquisition Regulation (FAR) 37.103(3)(d). Childcare provider will be properly licensed, certified, bonded and insured within the state regulations. The hotel and/or child care provider shall provide a secure space for proper sign in/out of each child. Contractor will provide adequate childcare rooms with trained, qualified staff, adequate cribs, games, toys, supplies and other activities for 60 children broken out in the following estimates: 6 mos. – 24 mos.: 20 children; 2 – 3 year olds: 20; 4-5 year olds: 20. An accurate headcount will be provided 30 days prior to event. Times as follows:

Saturday 6 Sep 2014 0700 – 1700 Hrs Sunday 7 Sep 2014 0700 – 1300 Hrs

e. Audio Visual Equipment Requirement. Contractor to provide the following Audio

Visual Equipment to support this Retreat:

6-7 Sep 2014 Conference Room Audio-Computer/MP3 Patch

- 1 Matching Transformer

- 1 5 Channel Mixer (4 Mic 1 Line)

Meeting Room Package

- 1 25’ AC Cable

- 1 25’ VGA Cable

- 1 34” Rolling Cart

- 1 7’ Tripod Screen

- 1 3700 Lumen XGA LCD Projector (approximate dimensions/specifications)

8. PERFORMANCE OBJECTIVES SUMMARY

Service Performance Objective PWS

Para Performance Threshold / Method of Surveillance

1. Provide correct number of lodging rooms 5-7 September

7.a 100% rooms available / visual inspection

2. Provide breakfast on time. 7.b 100% on-time / visual inspection

3. Provide lunch on time. 7.b 100% on-time / visual inspection

4. Provide dinner on time. 7.b 100% on-time / visual inspection

5. Provide coffee/snacks on time. 7.b 100% on-time / visual inspection

6. Conference Space set up as described.

7.c 100% on-time / visual inspection

7. Childcare for 0-5, Accountability of children, and qualification of childcare providers.

7.d 100% accountability / visual inspection 100% qualification / visual inspection

8.

Audio Visual Equipment 7.e 100% delivered / visual inspection

9. INVOICING:

Quantities in this requirement are estimates. Government will notify within seven (7) days prior to the event with actual quantities. Services/Supplies provided and rendered in accordance with the terms and conditions of the established contract will be acceptable and paid for by the Government. CLIN pricing shall include all applicable fees, gratuities, commission, services charges, ect. The Federal Government is tax exempt. Invoices shall be submitted via the Wide Area Work Flow (WAWF) System for processing. https://wawf.eb.mil/

10. SYSTEMS FOR AWARD MANAGEMENT (SAM)

Offerors shall ensure their company is registered in the System for Award Management (SAM) database and has completed their annual representation and certifications through the SAM website.

https://wawf.eb.mil/

11. KEY PERSONNEL:

Hotel Managers or Event Coordinators shall work closely with the Contracting Officer, and the Government Point of Contractor (POC). The POC in Deployment Cycle Support Yellow Ribbon is MSG Barbara Claudel, (207) 430-5777. The POC is authorized to perform the following functions: perform inspections necessary in connection with contract performance, maintain written or oral communications with the contractor with regards to technical aspects of the contract. The POC is not authorized changes to cost or price, changes to delivery dates, and any other the terms and conditions of the resulting award. The Contracting Officer is only individual who can legally bind the Government.

12. QUOTE PERIOD:

Quotes must be good for 45 calendar days after submission.