KYANG_YRRP_PWS_2018_10_27.docx

Performance Work Statement Lodging, Meals and Conference Facilities Yellow Ribbon Reintegration Program Post 1 Deployment Event Louisville, KY 27 October 2018

1. INTRODUCTION. The Kentucky Air National Guard (KY ANG) will conduct a Yellow Ribbon Reintegration (YRRP) event located in the Louisville, KY area (within 20 miles of zip code 40213) on 27 October 2018. The KY ANG is seeking a premium FEMA registered facility to accommodate lodging, training, breakout, fellowship and dining accommodations to include catering for service members and their spouses (DEERS dependent), DEERS eligible dependent, and support staff for the event. The designated government representative holding this event is not authorized to change the terms and conditions of the resulting contract.

1.1. Hotel Representative. The hotel shall provide a liaison for the event. The hotel representative (HR) must be vested with the authority to resolve issues involving event execution and payments as they arise. The HR shall be available through the duration of the event. The hotel will provide a list of on-call points-of-contact who have the authority to resolve issues affecting their particular areas of support, (for example: room maintenance, security, banquets, payment, etc).

2. GENERAL REQUIREMENTS.

2.1. LODGING.

2.1.1. Quality Room Standards. The rooms will be occupied by 1 Airmen and their Family Members under this contract. Rooms must be double occupancy, individual/private sleeping rooms with private toilet and shower/tub facilities, hot and cold running water, clean linen on a daily basis, working electricity, color television with cable, clock, and telephone, 2 queen beds, 1 queen/king bed, or any combination per room. The room should be appropriately furnished. If number of children requires, a service member may need an additional room. If possible, the rooms should be adjoining or next to each other. All attendees will be placed on the same floor, if possible.

2.1.2. The U.S. Government is responsible for contractual payments indicated in the schedule. The lodging rate for this event will not exceed the Government Lodging Per Diem rate for the Louisville, KY area. Individuals designated as “self-pay” are responsible for their bills; the rooms should be provided at the contracted price.

2.1.3. The estimated lodging total of 40 - 50 sleeping rooms are required for one (1) night Friday, 26 October 2018 and 15 – 20 sleeping rooms are required for two (2) nights Friday, 26 October 2018 and Saturday, 27 October 2018.

2.1.4. The designated Government Representative will identify individuals on the guest list whose rooms will be procured under the proposed contract. All other rooms and services shall be the responsibility of the individual (“self-pay”) and the government will not be held liable.

2.1.5. The US Government will not pay for telephone calls, mini-bar, room service, in room internet (if not provided at no cost), room service, movie/game rentals, restaurant invoices, gift shop purchases, damages, hotel charges and etc. other than those specifically provided for in this contract. Charges not covered by the US Government should be resolved between the guests and the hotel. Incidentals will be paid by the member who booked the room and shall be billed to the individual’s personal credit card account which was provided during check-in.

2.1.6. The US Government will only pay for rooms and services actually used and any applicable penalties due to late cancellations. Attendees will be provided a 72 hour cancellation policy or better. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first nights stay. A letter signed by the appropriate Wing Commander or an Official Order must be submitted in this case.

2.1.7. Check-in/out. The designated government representative will contact the hotel directly and provide the hotel with a list of names for all airman and family members for each room reservation using the designated reservation code established by the hotel and provided to the requestor of these services. The deadline for providing the list of names for room reservations to the hotel by the government POC will be no later than 1600 hours (4:00 PM) Thursday, 18 October 2018. Any rooms not reserved as required by the list provided in the KY ANG YRRP room block by this deadline (Thursday, 18 October 2018) shall be released from the block and made available for sale to the general public. In some cases, participants may show up earlier than the regular check-in time. The hotel should accommodate early arrivals, if there is availability of rooms. The hotel should also accommodate guests with late departures to check out later than the regular time when possible. The hotel should provide a secure storage area for personal luggage when neither early check-in nor late check-out is possible. Check-out time for all attendees will be designated to be at 1200 hours (12:00 PM) unless hotel is able to accommodate a late check out.

2.1.8. Extended Stays. Conference guests wishing to extend their stay in the hotel must check-out within the designated time on the specified end date. Guests who wish to extend their stay at the hotel may do so at the hotel’s discretion and the guests’ financial resources.

2.1.9. Announcement boards. The hotel will provide appropriate announcement boards at each hotel entrance and the main conference room welcoming and directing conference participants. The designated Government Representative will provide the exact wording of the announcement to the hotel.

2.1.10 Event Setup. Designated government representative will need access to the hotels designated events spaces on (Friday 26 October 2018) 2:00 p.m. to set up for next day event.

3. EVENT FACILITIES.

3.1. GENERAL REQUIREMENTS.

3.1.1. The contractor is responsible for providing suitable event room space. The Government defines suitable conference room space as follows:

3.1.2. The event facility should be ready for use by US Government personnel, no later than 6:00 AM morning of the event.

3.1.3. Event Space: One (1) General Session Room to accommodate three hundred (300) attendees set up in classroom style with long tables and chairs, eight (8) breakout rooms to accommodate Fifty (50) attendees per room, one (1) room to accommodate infants and toddlers with minimum 1,100 Square Feet one (1) round table with 8 chairs, and one (1) room for youth activities with a minimum 2,000 Square Feet with three (3) round tables with 8 chairs each. Each room should be able to accommodate medium sized risers OR fixed stage/lectern OR podium centered, AV booth near outlets and house sound connections if available. Option to bring in government owned PA system to hook into house sound system. An additional two (2) rectangular tables, in each room, will be set to accommodate up to 5 support staff. Three (3) rectangular tables will be set outside the main entrance of the General Session Room for Registration and Fifteen (15) rectangular tables for resource providers with 2 chairs at each table outside the general session area. Audiovisual screen(s) is required as noted below and use of house sound (and projection only if built into ballroom). A/V freedom – we will make use of our technicians and equipment, projecting onto contracted screens, Wireless Internet capabilities and a lavaliere or hand-held mic.

a. Saturday, 27 October, 6:00 a.m. to 5:00 p.m.

3.1.4. The hotel is responsible for ensuring all equipment is operable at all times.

3.1.5. The hotel shall provide grounded electrical connections with extension cords and surge protectors to support office equipment.

3.1.6. The rooms must be locked to prevent unauthorized access. Only the designated Government Representative is authorized to receive keys to the conference rooms.

3.2. Main Event Rooms. The main event room should be available for use starting 27 October 2018 6:00 a.m.- 4:30 p.m. The event room must comfortably seat Three Hundred (300) individuals and Ten (10) support staff as noted above.

3.2.1. The hotel representative is responsible for coordinating set-up with the designated Government Representative and/or the KO. The setup includes a typical conference set-up that includes but is not limited to:

· Tables w/tablecloths

· Padded chairs

· Podiums and Easels

· Other miscellaneous equipment.

· Tripod--capable of holding a 1-meter by 1-meter sign at door entrance for each room.

b. Podium, microphone, screen(s), stage, AV/booth, A/V connections to house sound and projector (if built into the ballroom), and internet service, in main conference space or ballroom, times specified above.

c. Screens, sound hook up and wireless internet usage in breakout rooms and must be large enough to accommodate the audience in full. Two screens, one on either side of stage in main ballroom/conference space is acceptable.

d. Contractor (Hotel) will provide setup and projectors if built into their conference space otherwise the government will provide projectors. Government will provide laptop computers to be used in the conference room and breakout rooms.

Government is permitted to connect its equipment to the contractor’s electrical outlets, house sound and AV connections within the facility and for the duration of the event weekend with no additional cost to the government for use of contractor’s electrical power service.

3.2.3. Each table should be appropriately supplied with drinking water.

3.2.4. Miscellaneous other space requirements are as follows: None

3.2.5. Internet. The hotel is responsible for providing high speed internet connection for US Government personnel.

4. MEALS.

4.1. GENERAL REQUIREMENTS. The hotel is responsible for providing meals during the event and must remain at or under the cost of the per diem rate to include all snacks and beverage breaks. The scheduled meals are prepared according to predetermined menus. The meal includes one beverage: non-alcoholic juice, soft drinks, or coffee. The designated Government Representative will identify individuals with dietary restrictions. The hotel should be able to package any of the meals allowing individual consumers to transport and eat at their convenience when previously coordinated.

4.2. Hotel Meal Program. The hotel will account for meals served to Non-US Participants by providing a consumption list (head count) at the end of each business day to the designated Government Representative with an invoice showing actual charges for each meal. The hotel may be required to submit receipts and other billing information per the Contracting Officer’s request.

4.3.1. Individuals designated as “self-pay” are responsible for paying for their individual meals.

4.3.2. Schedule of Contracted Meals.

4.3.2.1. Breakfast. When possible, breakfast should be included in the cost of the room. The hotel shall provide its standard buffet breakfast or menu selection at an appropriate facility on site as agreed to by the vendor and the designated Government Representative. The voucher or sign-in system shall apply to authorized personnel; unauthorized charges shall be billed directly to the user. The meal is preferably set up as buffet style in the General Session Room. Beverages will remain until empty or break/lunch items are available.

Maximum Breakfast Per Diem Rate-- $13.00/Person

4.3.2.2. Lunch. The hotel shall provide its standard hot buffet luncheon with vegetarian/vegan option or menu selection at an appropriate facility on site as agreed to by the vendor and the designated Government Representative. The voucher or sign-in system shall apply to authorized personnel; unauthorized charges shall be billed directly to the user. The meal is preferably set up as buffet style in the General Session Room.

Maximum Lunch Per Diem Rate-- $15.00/Person

4.3.2.2.1. Lunch should consist of a hot main entree, side dishes, dessert, and a non-alcoholic beverage (water, juice, soft drinks, tea/coffee) and be consistent with a value sufficient for a complete luncheon meal. Beverages will remain until empty or break items are available.

4.3.2.2.2. Children meals: chicken fingers/fries /fruit and beverage. Approximately 25 meals, Government will provide finalized number no later than Thursday, 18 October 2018.

a. 4.3.2.2.3 Break. Afternoon snacks: popcorn, cookies etc., and beverage. Beverages will remain until empty or end of program.

Maximum Snack Per Diem Rate-- $5.00/Person

4.4. Estimated Number of Contracted Meals up to 350 participants, youth and support staff. All other participants are responsible for their own meals.

Table 4. NON US PERSONNEL CONTRACTED MEALS

Vegetarin/Vegan

Children’s Meal

**NOTE: The U.S. Government is not responsible for paying for Alcoholic beverages.

4.5. Menu selections or substitutions should be coordinated with the designated Government representative. Setup should be completed by the scheduled time and promptly removed at the direction of the designated Government Representative.

The government shall provide contractor with a final count of personnel to be served refreshment breaks no later than Friday, 19 October 2018. The government will not be responsible for any cost above the final count provided and all refreshments per that headcount will be left out and available to our attendees until the refreshments have been consumed or the government point of contact directs/agrees to discontinue refreshment service. Pre-packaged, canned, bottled, and non-perishable leftovers will be provided to the government point of contact on site.

5. PARKING. The hotel should provide, at no charge, “self-park” parking spaces in the hotel parking lot on Saturday, 27 October 2018 for local participants not residing in the hotel. Participants using the “self-parking” service will be validated by the designated Government Representative.

6. BUSINESS CENTER. The hotel shall provide access to the business center for all exercise participants. Access includes copies, fax, and Internet capability charged to the individual (in the case that it is not included in the lodging package).

7. SECURITY. The hotel shall have an internal security program, which meets the requirements of the Government’s Regional Security Officer. The Government will inspect the contractor’s facilities. The hotel shall make its security plan available upon request. Contract award is contingent upon certification by a force protection inspection and approval.

7.1. The hotel shall provide the Government’s security director an orientation. 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.

8. Contracting Officer and the Designated Government Representative (Contracting Officer’s Representative) . The contractor will only take direction from the Contracting Officer or the designated Government Representative (Contracting officer’s representative). The limitations of the designated Government Representative are contained within this Performance Work Statement. The contractor will not receive payment for purchases outside of the contract terms.

8.1 The designated Government Representative (COR) is SMSgt Alan Wade/SrA Quetta Odom

9. CHANGES TO CONTRACT. The only person authorized to make changes to the contract is the Contracting Officer. Failure to clear changes with the Contracting Officer IN ADVANCE of providing service may result in non-payment to the Contractor. Accordingly, the Contracting Officer SHALL be notified prior to any additional services/performances necessitating contract modification (that is, those resulting in changes in cost to the Government).

10. INVOICES. All invoices submitted for payment shall be submitted in English, and shall be billed in US Dollars. Invoice must have all required information as described by the Contracting Officer. Lodging, service charges, taxes, etc. must be itemized separately on the invoices.

END OF PWS