Youth_Dev_Week_Statement_of_Work.doc

PR 10288113

STATEMENT OF WORK

TENNESSEE NATIONAL GUARD

Military & Family Readiness Office

Youth Development Week 2013

Camps Dates:

1st Choice: 22-29 June 2013

2nd Choice: 13-20 July 2013

3rd Choice: 20-27 July 2013 Please see RFP worksheet within this document for submitting pricing.

Description: Tennessee National Guard Youth Development Week 2013 The government desires proposed prices not to exceed the government per Diem (lodging and meals), http://www.defensetravel.dod.mil/pdcgi/pd-rates/cpdratesx.cgi rate within vendor’s geographical area (within the state of Tennessee) as authorized by the Joint Travel Regulation. Offerors will be evaluated using the lowest price technically acceptable source selection process in FAR 15.101-2.

Vendor will not charge gratuity for meals included by this contract. All prices quoted will be inclusive of all event requirements (vendor will supply audio visual, parking fees per vehicle, surcharges, and local taxes). Tennessee National Guard is a tax-exempt entity. State sales tax on lodging and meals is exempt and cannot be charged to users/occupants.

This requirement is subject to the applicable OSHA regulations. See www.OSHA.gov

Security Requirements

The contractor is required to complete the National Agency Check (NAC) SF85P for all personnel in attendance and will ensure a secure environment for all children by checking every employee and volunteer to be suitable and free from any and all felonies, child abuse or rape charges on their record.

Lodging:

Vendor will provide lodging areas for 180 youth participants and 55 adult instructors.

· Each child & each adult instructor must have an individual bed.

· Youth & adults is required to have separate sleeping areas, with the exception of:

· One adult bed will be available in the youth sleeping area for every 15 youth in order to provide adequate adult supervision at night. (Total number of adult beds necessary will total 16. These beds will be in addition to the 180 youth beds and in the same sleeping area.)

· Males & females (children and adults) must have separate sleeping areas

· Venue must have separate bathroom & shower facilities for males & females

· Bathroom & Shower facilities must be in close proximity to sleeping areas

· There will be a ratio of no more than five (5) beds per every one (1) shower. If this ratio cannot be met, vendor will provide additional shower facilities via portable shower trailers. Separate trailers for males and females are required.

· Youth facilities must be separate from adult facilities

· Permanent structure housing is the only type of acceptable housing. No tents.

· Permanent buildings must have air conditioning provided by the vendor.

Administration Facilities:

Vendor will provide 6 (six) air conditioned buildings for dining, administrative, medical, and indoor recreation.

· If no air conditioning is available, vendor is required to heat and cool appropriately for weather conditions.

· Vendor will spray all buildings for pests prior to arrival, and provide pest spray for use in each building sleeping area.

· 1 (one) dining facility— 1 (one) large air-conditioned building with tables and chairs to accommodate 240 people.

· Vendor will provide 1 (one) administrative building.

· Building will be equipped with tables or desks & chairs to accommodate 6 (six) adult instructors.

· Building will have electrical outlets and a minimum of 3 (three) internet portals or wireless internet.

· Vendor will provide 4 (four) multipurpose buildings

· 1 (one) building will be large enough to accommodate 200 people

· this building will have an open floor plan to allow for indoor recreation during inclement weather

· 2 (two) buildings must be large enough to accommodate at least 100 people

· buildings will have tables & chairs to accommodate 50 campers for arts & crafts and course instruction

· 1 (one) building will be designated as a medic station

· The building will be…

· equipped with no less than 6 (six) cots for treatment purposes;

· equipped with 2 (tables) tables & 2 (two) chairs for administrative purposes;

· equipped with a working refrigerator and;

· located in close proximity to youth lodging area

· If available, vendor will allow use of any laundry facilities on site to accommodate incidental laundering of miscellaneous items.

· If available, use of two (2) golf carts or Gator type vehicles will be made available to camp staff and medics.

Recreational Facilities & Equipment:

Vendor will make available all required fields, equipment and activities available for the minimum number of days specified below. For all activities that require instructors, certified instructors will be provided by the vendor.

· A pool, with lifeguards provided by vendor, is required.

· Obstacle course must be offered if available.

· High and low ropes courses must be offered if available.

· Archery range must be offered if available. Youth Program will provide its own archery equipment.

· Large open field must be available daily. Field must be approximately a football field size.

· Rappelling must be offered if available. Any other activities offered by vendor facility must be made available.

· Nature trails or other access to hiking must be offered if available.

· If a waterfront location is available, access to boating or canoeing is required if available, as well as access to fishing, with all fishing equipment provided by TNNG Youth Program.

· Youth Coordinators will provide vendor with tentative training schedule after the contract is awarded. In the case of inclement weather, opportunity will be granted by the vendor to deviate from the schedule.

Meals:

Health & Safety, food standards are subject to www.OSHA.gov

· Clean drinking water must be readily available at all times.

· Vendor will provide daily access to unlimited ice.

· All food portions will be as follows:

· Meat- minimum serving size of 6 oz, cooked weight

· Vegetables- minimum serving size each of 4 ounces cooked weight

· Garden Salad- 4oz

· Bread- 1 dinner roll

· Dessert- 6 oz. individually packaged portion per person

· All meal times will be as follows except where noted (see CLIN 0004 & 0006):

· Breakfast:

7:45 am– 8:30 am

· Lunch:

12:00 pm—1:00 pm

· Dinner: 5:00 pm –6:00 pm

· Snack:

8:00 pm –8:30 pm

· All meals will be served “hot” except where noted.

· Vendor’s staff will serve food at each meal.

· Fresh fruit will be offered at every meal & snack.

· Vendor will provide an ample supply of paper goods: plates, cups, napkins & picnic ware for each meal as well as an ample supply of condiments such as salad dressing packet choices and salad toppings, ketchup, mustard, relish, butter, jellies, syrup, salt & pepper, coffee creamer, sugar & sugar substitute, etc. All condiments will be offered in individual packets.

· An individual garden salad will be offered at both the lunch and dinner meals and will not be considered one of the two vegetable requirements. Fresh lettuces will be served daily and will not be re-served the following day. A variety of individual dressing packet choices will be provided every time a salad is served.

· Desert items will be provided with lunch & dinner meals only. Items will include a variety of cookies, brownies, cake, pudding, jello or ice cream.

· Beverages will consist of water, tea (sweet & un-sweet), Gatorade, lemonade/kool-aid and milk, both plain & chocolate. Soft drinks will not be offered at any daily meal upon arrival of campers (Sunday dinner meal through Saturday breakfast meal).

· Hair nets and gloves will be worn at all times during handling, preparation, and serving of food. To be conforming to Occupational Safety & Health Standards.

· www.OSHA.gov

· Vendor will not serve leftover food from previous meals at subsequent meals.

· Portions will continue to be served as long as food is available during designated meal times.

· Individual menu items may be repeated during the week; however any one daily meal plan will not be repeated without prior approval of State Youth Coordinators.

· Vendor will provide a full menu prior to event in advance to be approved.

· Final menu approving authority will be the Tennessee National Guard State Youth coordinators.

· Vendor will provide trash bags and garbage receptacles.

· No alcoholic beverages will be included or authorized in contract.

Advance Party Meals (first Saturday)

· Vendor will provide a lunch meal on first Saturday for approximately 55 people.

· Lunch will consist of:

· ‘sub-shop’ style cold-cut variety sandwiches

· Chicken salad croissants

· Turkey and ham

· Roast beef

· individual bagged chips

· a choice of fresh whole fruit

· a desert choice of a cookie or brownie

· Drinks will include a choice of chilled soda, both regular and diet (12oz min.), as well as sweet tea and water.

· Lunch will be served from 12:00 noon-1:00pm local time.

· Vendor will provide a dinner meal on first Saturday for approximately 90 people.

· Dinner will consist of:

· choice of two meats

· two vegetables

· individual garden salad, with choice of dressing packets

· dinner roll- 1 roll per person

· desert- 1 serving per person

· Beverages will include a variety of chilled soda, both regular and diet, sweet tea and water.

· Dinner will be served from 5:00pm-6:00pm local time.

· Vendor will provide a breakfast meal on Sunday morning for approximately 90 people. Breakfast items will include, but are not limited to, the following:

· Eggs

· breakfast meats

· muffins or bagels

· toast and jellies

· biscuit breakfast sandwiches

· assorted dry cereal choices

· yogurt with granola

· coffee

· various juices

· milk

· Breakfast will be served from 7:45am-8:30am local time.

· Vendor will provide a lunch meal on Sunday for approximately 90 people. Lunch meal will consist of a minimum of the following:

· Hotdogs and hamburgers

· French fries or choice of individual bagged chips

· a choice of fresh whole fruit

· a desert choice of a cookie or brownie

· Drinks will include a choice of chilled soda, both diet and regular (12oz min.), as well as sweet tea and water.

· Vendor will also provide ample paper plates, napkins, cups, picnic ware & condiments.

· Lunch will be served from 12:00 noon-1:00pm local time

CHILDREN ARRIVE

Daily Meals (Sunday through Friday)

· Vendor will provide all meals and eating area for all food to be served and consumed, with seating for at least 240 people. If available space cannot accommodate the entire group, shift-feeding of 150 people is acceptable.

· The first meal served for 240 people will be the dinner meal on Sunday, 22 JUN.

· Due to a possibility of children with severe peanut allergies NO FOOD PRODUCTS CONTAINING PEANUTS or peanut butter will be offered. This includes frying food in peanut oil.

· Daily Breakfast items will include, but are not limited to, the following: cooked weight and individually wrapped

· eggs; 2 per person

· breakfast meats, 6 oz

· pancakes or waffles; 3 per person; 4” diameter

· muffins or bagels

· toast and jellies

· biscuit breakfast sandwiches

· assorted dry cereal choices

· yogurt

· coffee

· various juices

· milk (individual pint carton of both plain & chocolate choices)

· Daily Lunch and dinner items will consist of, but are not limited to, two main courses – cooked weight and individually wrapped when individual items are pre-prepared and served from a location other than the serving line such as a dessert table:

· Chicken Tenders: 4 per person

· Tender as any strip of breast meat from the bird indicated (e.g. a Chicken Tender.)

· No Nuggets in place of Chicken Tenders

· Pork chops

· Hotdogs/ corndogs/chilidogs: 2 per person

· BBQ pork or chicken

· Ribs

· Lasagna

· Spaghetti

· Grilled chicken sandwiches

· Grilled cheese sandwiches: 2 per person, with soup

· Popcorn shrimp

· Hamburgers/cheeseburgers: 6oz each cooked to medium-well

· Tacos (2-3 per person, choice of hard and soft shell)

· Pizza : 2 slices per person

· Macaroni & cheese

· Cold-cut sandwiches are only acceptable options for a lunch meal and will be served no more than twice during the course of the week, to include the sack lunch day.

· Pre-packed, sack style lunches may be requested for one day of the camp for the lunch meal only. Coordination for this will be made with the vendor prior to the start of the camp. Vendor will provide these lunches in paper bags.

· SOFT DRINKS WILL ONLY BE AVAILABLE DAILY AFTER 9 PM FOLLOWING SUNDAY DINNER MEAL

Evening snack for 235 individuals (Sunday through Friday)

· Choice of 1 piece of fruit, Juice box (6oz min), and one additional item will be available at evening Snack (8:00—8:30 pm).

· additional 1 item will include, but is not limited to:

· Individually bagged chips

· Individually packaged Granola bars

· Fruit snacks (fruit roll-ups)

· Individually packaged cookies

· Individually packaged cheese & crackers

· Individually packaged Rice Crispy Treats

· Individually packaged “Little Debbie” or “Hostess” type cakes

Breakfast (Final Saturday of Camp)

· Vendor will provide a light breakfast meal on Saturday Morning for approximately 240 people. Breakfast items will include, but are not limited to, the following: - cooked weight and individually wrapped

· muffins or bagels

· toast and jellies

· biscuit breakfast sandwiches

· assorted dry cereal choices

· yogurt with granola

· coffee

· various juices

· milk

· Vendor will also provide paper plates, bowls, napkins, cups, picnic ware and condiments.

· Breakfast will be served from 7:00am-8:00am local time Lunch (Final Saturday of Camp)

· Vendor will provide a pre-packed sack lunch in a paper bag for 240 people to be available for pick-up at breakfast meal on day of departure.

· Lunch will consist of:

· ‘sub-shop’ style cold-cut variety sandwiches such as

1. Chicken salad croissants

2. Turkey and/or ham & cheese

3. Roast beef & cheese

· individual bagged chips

· a choice of fresh whole fruit

· a dessert of a cookies or brownies

· juice box (6oz min)

Additional Requirements:

· Tennessee National Guard Youth Program will be the only entity occupying the camp facility for the duration of the camp week.

· When submitting a quote, all vendors MUST be CCR Certified and provide DUNN and Bradstreet number, Tax Identification number, and vendors must already have their Representations and Certifications completed in ORCA at https://orca.bpn.gov/ prior to submission of quote.

· POC for this Request for Quote is Rhonda Lien - Email: Rhonda.m.lien.ctr@mail.mil Phone: 615-313-0530. Please call if there are any questions pertaining to this request.