W912LQ-16-T-0021-0001_3-116th_ _229th_YR_Solicitation_Amendment.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

A. The purpose of this amendment is to reduce quantities for sleeping rooms and meals based on revised headcounts.

1. CLIN 0001 is hereby revised from 70 sleeping rooms to 40 sleeping rooms.

2. CLIN 0008 is hereby revised from 300 lunch meals (adults & youth) to 200 lunch meals (adults & youth).

3. The statement of w ork has been adjusted to show the updated numbers and a clarif ication that the venue location must be w ithin 20 miles of Richmond, VA.

B. All other terms and conditions remain the same.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 7

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 11-Feb-2016

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W912LQ-16-T-0021

X 9B. DATED (SEE ITEM 11)

02-Feb-2016

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

12-Feb-2016

CODE

VAPFO-P

USPFO FOR VIRGINIA,

BLDG 316

FORT PICKETT

BLACKSTONE VA 23824-6316

W912LQ 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W912LQ-16-T-0021

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SUPPLIES OR SERVICES AND PRICES

CLIN 0001

The pricing detail quantity has decreased by 30.00 from 70.00 to 40.00.

CLIN 0008

The pricing detail quantity has decreased by 100.00 from 300.00 to 200.00.

DELIVERIES AND PERFORMANCE

The following Delivery Schedule item for CLIN 0001 has been changed from:

DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC

POP 04-MAR-2016 TO

05-MAR-2016

N/A W8BJ VAARNG ELEMENT, JF HQ

JFHQ, G4 BLDG 142, FORT PICKETT

BLACKSTONE VA 23824-5000

FOB: Destination

W801GJ

To:

DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC

POP 04-MAR-2016 TO

05-MAR-2016

N/A W8BJ VAARNG ELEMENT, JF HQ

JFHQ, G4 BLDG 142, FORT PICKETT

BLACKSTONE VA 23824-5000

The following Delivery Schedule item for CLIN 0008 has been changed from:

POP 05-MAR-2016 TO

06-MAR-2016

N/A W8BJ VAARNG ELEMENT, JF HQ

JFHQ, G4 BLDG 142, FORT PICKETT

BLACKSTONE VA 23824-5000

To:

POP 05-MAR-2016 TO

06-MAR-2016

N/A W8BJ VAARNG ELEMENT, JF HQ

JFHQ, G4 BLDG 142, FORT PICKETT

BLACKSTONE VA 23824-5000

The following have been modified:

INFORMATION

1. The following individuals are designated as points of contact (POC) for purposes of this contract:

(a) Contractor POC:

TBD

(b) Contracting POCs (NOT FOR PAYMENT INQUIRIES):

Contracting Officer (only individual authorized to make changes to the contract terms and conditions) Mrs. Susan Swanson 434-298-6293 susan.e.swanson5.civ@mail.mil

Contract Specialist Ms. Kelly Clements 434-298-6207 kelly.m.clements6.civ@mail.mil

(c) Payment inquiries:

TBD

Invoices must be submitted via WAWF (refer to DFARS clause 252.232-7006 for further guidance). After successful submission of your WAWF invoice, send an email notification to ng.va.vaarng.list.ngva-aqs-wawf@mail.mil. Failure to do so may cause a delay in payment.

(d) COR:

TBD

This individual may reduce requirements but does not otherwise have the authority to change any additional terms and conditions of the award.

2. All quantities are estimated. The government (COR or contracting officer) will provide final counts no later than the time and date specified in the statement of work. The contractor shall not invoice for more than the final counts provided.

3. Unit prices shall be inclusive of all applicable fees. Pricing shall include all applicable fees to include any nonexempt taxes. In anticipation of questions of whether the government per diem rate is required, the following response is provided: The solicitation is being issued on a competitive basis. The rate utilized for purposes of award will be the rate(s) quoted by the offeror(s) determined to offer the lowest technically acceptable price(s);

however, all inclusive pricing (including food and lodging) shall not exceed per diem pricing for the locality of the facility.

4. A statement of work for the event is included in this solicitation and will be made a part of any resulting award.

5. Award will be made to the lowest priced, technically acceptable (LPTA) quote(s) that represents the most advantageous scenario to the government. Multiple awards will not be made.

(a) To be determined technically acceptable, the following minimum requirements must be met:

(1) The quote must provide for lodging, event space, catering, and parking for all attendees (including those not covered under the contract) requirements in accordance with the statement of work;

(2) The proposed facility must provide guest informational service (i.e. front desk attendant, concierge service, etc.) 24 hours a day;

(3) The proposed facility must have on-site parking for all attendees for the duration of the event, or if off-site, valet services must be provided;

(4) The proposed facility must be located within 20 miles of Richmond, Virginia;

(5) The proposed facility must have a minimum of two full service restaurants within walking distance; and

(6) The proposed facility must be FEMA approved.

(b) In order to determine if minimum requirement (1) can be met, all services requested must either be priced or annotated as provided at no additional cost. For minimum requirements (2) and (3), offeror must provide a fact sheet that addresses each minimum requirement. The physical location of the proposed hotel facility must be provided to permit a determination to be made as if minimum requirement (4) can be met.

The names and addresses of at least two full service restaurants within walking distance of the facility must be provided to determine if requirement (5) can be met. The lodging facility FEMA number must be provided to determine if requirement (6) can be met. If information to address minimum requirements 2-6 is available online, a website address can be provided in lieu of the fact sheet. Quotes that do not include all of the above information will be considered nonresponsive and will not be considered for award.

6. Vendors must complete, sign, and return the solicitation with their quote. FAR provision 52.212-3 Alt 1 and DFARS provision 252.209-7991 must be completed and returned with quotes. If a vendor's information is up-to-date in SAM, the vendor need only provide the CAGE code with that assertion.

7. All questions shall be submitted in writing three days prior to the quote due date. Quotes are due no later than 5:00pm EST, February 16, 2016, and must be emailed to kelly.m.clements6.civ@mail.mil

STATEMENT OF WORK

The Virginia Army National Guard’s 3-116th INF BN and 229th MP will conduct a During Mobilization Yellow Ribbon Event in Richmond, Virginia on March 5, 2016. The contractor shall provide accommodations as outlined below.

A. Sleeping Rooms:

1. 40 sleeping rooms are required on Friday, March 4, 2016 for family members. The contractor shall reserve this block of sleeping rooms designated “VANG Yellow Ribbon” for the Virginia Army National Guard. The room numbers blocked shall be provided to the designated government representative. The government representative will determine eligibility prior to check-in by hotel representative.

2. Rooms shall be private sleeping rooms with toilet and shower/tub facilities, with two beds (two double beds or two queen beds) per room. Additional accommodations should be made for families containing more than five family members or for family members that require special needs such as cribs, rollaway beds, and handicap rooms.

3. 18 additional sleeping rooms shall be reserved for the Virginia Army National Guard Staff on Friday, March 4, 2016. This block of rooms should be designated for - Yellow Ribbon Staff. All staff attending will make individual room reservations using the appropriate reservation code and their individual credit cards. No staff rooms shall be charged against the contract.

4. The government will only pay for the rooms actually used by service and family members who have had rooms reserved by the Virginia Army National Guard Yellow Ribbon under the “VANG Yellow Ribbon” block. The contractor shall block all rooms from incidental expenses such as room service, telephone calls, movie and game rentals, restaurant invoices, etc. if the service or family members do not have a credit card to cover incidentals.

5. Service and family members who contact the hotel directly for room reservations shall be referred to the designated Yellow Ribbon Event government representative to ensure rooms are not double-booked. If a service or family member reserves a room individually after being referred to the designated government representative, he/she is responsible for his/her own lodging cost, taxes, incidental costs, etc.

6. The deadline for reserving rooms under the reservation code is 72 hours prior to the scheduled event.

Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

7. Cancellation of a reservation must be made 24 hours prior to the scheduled arrival date. The contractor shall attempt to sell any rooms properly cancelled. If rooms reserved under the “VANG Yellow Ribbon” block are unable to be sold, the contractor may invoice the government for those rooms not cancelled prior to March 1, 2016 at 5:00pm EST.

8. The lodging rate for this event will not exceed the per diem rate for the area and no tax for rooms will be paid for under this contract. The federal government is tax exempt.

9. The designated government representative is not authorized to change the terms and conditions of the resulting contract; however, s/he may reduce the quantity of sleeping rooms and meals required during the event

B. Meeting Space:

1. Conference room shall accommodate approximately 200 attendees and staff. Staff members are required to have access to the room the afternoon before (March 4, 2016) for planning purposes (approximately 5:00pm). Conference room must be free from any support columns blocking view of attendees, set up in banquet style as determined during site visit, with paper and pens at each table setting, water/coffee station in back of room, and containing audiovisual equipment as outlined below, is required on the following dates and times:

a. Saturday, March 5, 2016, 6:00 a.m. to 6:00 p.m.

2. Resource provider area to accommodate partners and at least 300 people, setup with (30) 6ft table with skirts, placed near walls with two chairs behind tables for the following date and time:

a. Saturday, March 5, 2016, 7:00 a.m. to 6:00 p.m.

3. Two conference rooms shall each be set up with one table and six chairs along with water station, paper and pens, and tissues to be used as counseling rooms.

a. Saturday, March 5, 2016, 7:00 a.m. to 6:00 p.m.

4. One conference room shall each be setup with chairs to accommodate at least 150 people to be used for breakout sessions.

a. Saturday, March 5, 2016, 7:00 a.m. to 6:00 p.m.

5. Conference room to accommodate up to 40 children ages 0-5. Child care room is required to have a minimum size of 20 sq. feet per child. Set up seven tables (round or rectangle) with eight chairs per table in room to be used for meals and by daycare providers. Room is required to contain audiovisual equipment, TV/DVD and cart, as outlined below required on the following dates and times:

a. Saturday, March 5, 2016, 7:00 a.m. to 6:00 p.m.

6. Conference room to accommodate up to 20 children ages 6-10. Child care room is required to have a minimum size of 20 sq. feet per child. Set up four tables (round or rectangle) with eight chairs per table in room to be used for meals and by daycare providers. Room is required to contain audiovisual equipment, TV/DVD and cart, as outlined below required on the following dates and times:

a. Saturday, March 5, 2016, 7:00 a.m. to 6:00 p.m.

7. Conference room to accommodate up to 20 children ages 11-13. Child care room is required to have a minimum size of 20 sq. feet per child. Set up four tables (round or rectangle) with eight chairs per table in room to be used for meals and by daycare providers. Room is required to contain audiovisual equipment, TV/DVD and cart, as outlined below required on the following dates and times:

a. Saturday, March 5, 2016, 7:00 a.m. to 6:00 p.m.

8. Conference room to accommodate up to 20 youth ages 14-17. Youth room is required to have a minimum size of 20 sq. feet per child. Set up four tables (round or rectangle) with eight chairs per table. Room is required to contain audiovisual equipment, TV/DVD and cart, as outlined below required on the following dates and times:

a. Saturday, March 5, 2016, 7:00 a.m. to 6:00 p.m.

C. Meals:

1. Contractor shall provide a working lunch to accommodate approximately 200 adult participants and teens, buffet style to include two entrees, vegetables, starch, non-carbonated beverages and assorted desserts to be served at 12:00pm on Saturday, March 5, 2016.

2. Contractor shall provide a lunch to accommodate approximately 80 children 0 to 12 buffet style to include 2 entrees, vegetables, starch, non carbonated beverages and assorted desserts to be served at 12:00pm on Saturday, March 5, 2016.

3. Contractor will be responsible for all clean up relating to the meal to include washing, drying, and putting away all equipment used at/owned by the facility.

4. Government shall provide contractor with a final count for personnel to be provided with lunch no later than 5:00pm on March 1, 2016.

5. Contractor shall not impose a penalty upon the government for food not consumed by attendees, provided the government gives proper personnel count to the contractor.

D. Audiovisual Equipment:

1. Contractor shall provide and setup equipment as follows:

a. TV/DVD cart combo set up in both child care rooms and teen room by 7:00am on Saturday, March 5, 2016.

b. Podium, microphone, wireless lavaliere (lapel mic), and hand held mic, audio sound system, screen, projector, cart to hold government-provided equipment, wi-fi internet service, and IT personnel on hotel premises to assist in setup or as needed in general conference room identified in paragraphs B.1 and B.2 above.

2. Screen or screens (if more than one is needed) must be large enough and properly positioned to ensure all attendees can easily view presentations.

3. Government is permitted to bring and setup its own laptop computers with Microsoft PowerPoint applications and printers to be used in conjunction with contractor-provided equipment in the conference room and breakout rooms.

4. Government is permitted to connect its equipment to the contractor’s electrical outlets and facilities with no additional costs to the government for use of contractor’s electrical service.

E. Other:

1. Contractor shall provide the following miscellaneous items throughout the entire conference period:

a. Registration area with four tables and eight chairs outside the general conference room, and four tables and eight chairs for child care registration.

b. Sign(s) identifying the location of registration area and child care rooms

2. The contractor agrees to allow the government to provide child care services for the family members by separate contract in the conference rooms identified in paragraph B.4 and B.5.

3. Contractor shall have adequate staff at front desk during check-in/registration to ensure attendees are promptly serviced.

4. Contractor shall include any cost for parking with quote. Parking must be on the premises.

5. EPA-designated Products. The U.S. Environmental Protection Agency’s (EPA’s) Comprehensive

Procurement Guideline (CPG) list of designated products that must contain recovered/recycled material available at: http://www3.epa.gov/epawaste/conserve/tools/cpg/products/. NOTE: This is a temporary website and will be replaced with www.epa.gov/cpg. The contractor must meet recycled content requirements set forth by the EPA for any products identified on the EPA list. EPA-designated products for this procurement include commercial/industrial sanitary tissue products and trashbags.

The contractor is responsible for ensuring compliance with the EPA-designated Products and any/all applicable items as listed on the EPA website.

6. BioPreferred Program. The U.S. Department of Agriculture’s (USDA’s) BioPreferred Program list of product categories that must have biobased content available at:

http://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml. The contractor must meet the BioPreferred Program requirements set forth by the USDA. Biobased products for this procurement include: disposable containers, disposable cutlery, disposable tableware, and food cleaners as well as most cleaning and handwashing supplies. The contractor is responsible for ensuring compliance with the BioPreferred Program and any/all applicable items as listed on the USDA website.

(End of Summary of Changes)