Revised - SOW-RFQ L&M HHC 58th EMIB HSAD.pdf

Maryland Army National Guard

REQUEST FOR QUOTE

HHC 58TH EMIB

LODGING-AND-

SUBSISTENCE-IN-KIND

RFQ NUMBER : W912K6-20-Q-0031

LODGING-IN-KIND

CONTENTS

Section 1 Scope of Work......................................................................... ...............1-2.

Section 2 Definitions Section 3 Government-Furnished Property………………………………………………3 Section 4. Contractor-Furninshed Property………………………………………………3 Section 5. Lodging Room Specification and Task…………………….………………3-4 Section 6. References………………………………………………………………………4

Attachments None

RFQ W912K6-20-Q-0031

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SECTION 1

SCOPE OF WORK

1.0 Project Overview:

The Maryland Army National Guard (MDARNG), HHC 58th EMIB requires a three-day contract for lodging and meals for 10 Soldiers on the dates listed below in order to support training sessions in the vicinity of 1035 York Rd. Towson, MD 21204.

1.1 Justification / Requirement:

The unit’s mission requires personnel residing over 50 miles from drilling location to have a room near the training location to avoid fatigue and mitigate the chance of member getting into accidents before/after training.

1.2 Scope of Work:

The Contractor shall furnish facilities, furniture, equipment, supplies, management, breakfast, lunch, dinner and supervision to provide lodging accommodation for HHC 58th EMIB for the dates listed below. The hotel location shall be within 10 mile radius and/or no more than a 15 minute drive of Maryland Army National Guard Ruhl Armory, 1035 York Rd. Towson, MD 21204.

1.2.1 The contractor shall be able to provide accommodation 4 dual occupancy room (two beds per room) for 8 members of MDARNG and 2 single occupancy rooms for 2 members of the MDARNG, to ensure no mixed gender rooms.

1.2.2 The rooms will be in a FEMA-approved hotel for federal lodging, and the room rates should be at or below the Government/Military rates. Check-in will be the first date and checkout the last date listed in paragraph 1.2.12.

1.2.3 The Government will be responsible for room cost only, all other charges will be the responsibility of the occupants for each room

1.2.4 Parking Spaces, when typically provided to other guests, shall be provided for each registered guest on the Company rooming list who arrive in a privately owned vehicle or government owned vehicle.

1.2.5 The government will furnish a rooming list for all guess rooms and confirm with the contractor the number of rooms required 5 days prior to arrival

1.2.6 Security shall be in accordance with paragraph 5.1.3.

1.2.7 Liability, Any damage sustained by the contactor due to negligence of government personnel shall be negotiate with the contracting officer who will make the final

4 | P a g e determination as to whether settlement costs are due. Room occupant will be liable for any damage to the room cause by negligence.

1.2.8 Taxes: The government is exempt from paying any sales taxes related to this contract.

Tax exemption forms will be provided to the contractor upon request.

1.2.9 Government Point of Contact (POC). The Government POC will be provided upon contract award.

1.2.10 Quality Assurance. The Government POC will monitor the contractor’s performance.

1.2.11 Courtesy. The contractor’s employees shall be courteous to all persons served under this contract. Courtesy rendered shall be equally to that rendered to other customers of the establishment and equal to that expected of nay public lodging facility. Services and consideration provided all guest shall be provided event participant.

1.2.12 Required Dates:

Dates Required Number of Nights Required

Number of Rooms

Mixed-Gender Requirement

Remarks

26-29MAR2020 3 4 No Mixed Gender 4 Males 26-29MAR2020 3 1 No Mixed Gender 1 Female 26-29MAR2020 3 1 No Mixed Gender 1 Male

1.3 Specific Requirements:

1.3.1 Breakfast and Dinner meals shall be set up in buffet-style serving lines. Lunch meal shall be bagged or boxed.

1.3.2 The vendor shall set up a serving line to accommodate the headcount and meal period designated.

1.3.3 One (1) serving/buffet line is requested.

1.3.4 Vendor shall have serving line set up in the designated location ready for self-service by the beginning of the specified meal times.

1.4 Meals, Meal Times, and Location:

1.4.1 Meals will be prepared at the lodging (hotel) site. Breakfast and Dinner Meals will be served at the lodging (hotel) site, with bagged (or boxed) lunches available for pickup during the breakfast meal.

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1.4.2. Meal Serving times:

Breakfast: 6:30 – 7:30 AM Lunch (bagged or boxed) – available for pickup during breakfast meal Dinner: 6:00 – 7:00 PM

1.4.3. The vendor will ensure meals are prepared for the following dates, meal and headcount:

Date Meal Headcount 26 March 2020 Dinner 10 27 March 2020 Breakfast, Lunch, Dinner 10 28 March 2020 Breakfast, Lunch, Dinner 10 29 March 2020 Breakfast 10

1.4.4. When planning the menu, the vendor should use the guidelines below. The vendor should also provide a vegetarian option as part of the menu for up to 10% of the headcount.

Meals/Menu guidelines:

Soldier Daily Calorie count: 2500-3000

Breakfast:

Assorted Cereal – 2.5 ounces Eggs – 2 Breakfast meat (Bacon or Sausage) – 2pcs. per serving Pancakes, French Toast, of Waffles – 2 pcs. per serving Fruit (apple, banana, orange, or mixed) – 4 ounces Bread (toast, biscuit, or English muffin) Juice (apple, orange, cranberry) – 6 ounces Milk 2% - ½ pint per serving Coffee – 8 ounces Egg sandwiches, cream chipped beef, or breakfast potatoes can be substituted to menu items.

Lunch (boxed or bagged);

Cold subs, salad options, pasta dishes, meat entree Condiments for sandwiches Starch (potato chips, pretzels, etc., 1.5 ounce minimum) One piece fresh fruit One dessert item (cookie, etc.)

One drink (soda or fruit juice, 12 oz. minimum) One water (12 oz. minimum)

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Dinner:

One (1) 6 ounce (minimum) portion of protein (poultry, beef, pork or fish) One (1) starch 6 ounce (i.e. rice potatoes, stuffing) One (1) vegetable 4 ounce (i.e. green beans, corn, carrots, tomatoes, cucumbers) Two (2) slides of bread (white, wheat, rye) Dinner rolls can be substituted One (1) dessert (i.e. cookies, cake, pie) One (1) Drink 8 ounce (ice tea, fruit punch, soda) One (1) glass of water 8 ounce One (1) Milk 2% ½ pint (chocolate milk can make up ½ pint) If a pork is being used, an alternative meat must be provided (i.e. chicken or beef) for at least ¼ of total items provided.

1.5. Food Safety Requirements:

The contractor shall comply with all National Food Code, ServSafe, and other applicable federal/state/local health guidelines.

SECTION 2

DEFINITIONS

None.

SECTION 3

GOVERNMENT-FURNISHED PROPERTY

A rooming list will be provided to the contractor a minimum of 5 days prior to the start of the event and will be updated as changes occur.

SECTION 4

CONTRACTOR-FURNISHED PROPERTY

The contractor shall furnish facilities, furniture, equipment, supplies, management, and supervision.

SECTION 5

LODGING ROOM SPECIFICATIONS AND TASKS

5.1 Lodging Specifications. The contractor’s hotel/motel shall meet the following minimum standards:

5.1.1. Location shall be within 10 mile radius and/or no more than a 15 minute drive of 1035 York Rd. Towson, MD 21204

5.1.2. Shall not be under renovation or remodeling during the time of occupancy.

5.2. Security:

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5.2.1. Facility should have a full-time security officer or the hotel manager shall act as the primary POC in fulfilling security requirements.

5.2.2. Recorded Closed Circuit Television (CCTV) coverage for all entry/exit points, loading docks and parking areas. CCTV should be monitored 24x7, and recordings to be kept for a minimum of 30 days.

5.2.3. Evacuation plan published and exercised.

5.2.4. Fire Alarm system routinely inspected and meets all code requirements.

5.2.5. Rooms shall be interior guest room entry only.

5.3. The contractor shall provide sleeping facilities that are furnished on the basis of one individual to a bed for double occupancy. Rooms shall have 2 beds (double occupancy).

Each room shall contain at a minimum; television with cable access, internet access, iron and ironing board, and alarm clock. A refrigerator and a microwave are also preferred but not required.

5.4. The contractor shall provide double set of bath towels, washcloths, hand towels, soap, shower mats, bath mats and any other amenities such as shampoo that is supplied to other hotel guests (for double occupancy) and will change linen on a daily basis if requested.

5.5. The contractor shall provide accommodations, services and privileges, normally provided to other guests by the establishment, for lodging. These services may include morning newspaper delivery, snacks and/or coffee in the lobby, etc.

5.6. The contractor shall provide a wake-up service to unit participating in the lodging if requested.

5.7. The contractor shall clean, vacuum and dust guest rooms and sanitize bathrooms on a daily basis. Clean and sanitized drinking cups/glasses shall be replenished by the contractor and garbage removed from trash cans on a daily basis

5.8. Health/Fitness and Business Services Centers are preferred, but not required.

5.9. Fire and Safety. The contractor’s facility shall comply with applicable fire and safety codes and regulations.

5.10. Miscellaneous Services. The government will not be responsible for any miscellaneous charges incurred by occupants. The contractor shall explain to all occupants that miscellaneous services are not covered by this contract and are payable by the occupant, such as personal telephone charges, pay-for-view movies, room service, internet service, meals in excess of the contract requirements, and other such services.

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5.11. Prohibited Items/Services.

5.11.1. Alcohol. Government personnel will be responsible for paying for any alcohol and other associated fees on an individual basis. The contractor shall not receive reimbursement for any alcohol or bartender services.

5.11.2. Babysitting services. The contractor shall not arrange for or receive reimbursement for babysitting services.

SECTION 6

REFERENCES

Documents applicable to this performance of work statement are listed below and are mandatory. The contractor shall be obligated to follow those coded as mandatory. These references with any subsequent changes shall be furnished to the contractor. The contractor shall post and update changes to the applicable publication. If any changes become effective during the contract period which effects the requirements of this contract, these changes shall be negotiated with the contractor.

Applicable State Fires and Safety Standards