W912MM-13-T-011_152nd.doc

Section SF 1449 - CONTINUATION SHEET

Rooms, Meals & Meeting Space

FFP

See attached Statement of Work for the 152nd CSSB Pre-Mobilization Yellow Ribbon Event

June 8-9, 2013

FOB: Destination

PURCHASE REQUEST NUMBER: W90YD822710100B

NET AMT

PERFORMANCE WORK STATEMENT

Solicitation Information

Statement of Work for the 152nd CSSB Pre-Mobilization Event

June 8-9, 2013

South Dakota Yellow Ribbon Reintegration Program

EVENT DATES: June 8-9, 2013

Location: Spearfish, SD

Scheduled times for event:

Saturday, June 8, 0700 to 1700 hours

Sunday, June 9, 0700 to 1300 hours

Attendance: 175 adults, 10 youth and 50 kids

Meeting Space Requirements:

1) 1 meeting room – 175 people theatre style seating; with stage to hold podium, presenters table, American and State Flags set up on stage or beside stage; patch into house sound with two wireless microphones; two projector screens; general assembly in this room; $_________/ per room, per day

a. 10 meeting rooms – 25-30 people banquet style seating – break out presentation rooms (or indicate what you can provide) $__________/ per room, per day

b. Each meeting room must provide Audio Visual equipment cart; projector screen; presenters table; microphone (individual PA system in each meeting room for presentations), internet connection in all meeting rooms – wireless and/or hard-wired connections; as well as the required seating and trash can $__________/ equipment per room, per day

2) 1 room/area for breakfast and lunch to be served; banquet style seating for 185 people $__________/ per room, per day

3) 3 rooms or suites – 50 children, 0 - 9 years old - open space and seating for daycare

a. Children’s meals will be served in these rooms on Saturday

b. 6 tables with chairs for activities and feeding $_________/per room/tables/chairs

4) 1 room or suite – 10 youth, ages 10-17

a. 2 tables and chairs for youth activities (meals will be eaten with adults)$____/room

5) 25- six foot tables; include skirting and table cloths; 2 chairs at each table; trash can assessable – placed in hallway for provider booths; registration; literature; travel vouchers $________/ per tables, chairs, per day

6) Meeting space to be located away from any pool and restaurant areas

7) Each meeting room must have sound proof divider walls

8) Water stations set up throughout hallway

TOTAL COST FOR MEETING SPACE AND EQUIPMENT: $_______________

Indicate if no charge for meeting space and equipment.

Audio/Visual Extra Requirements:

1) 10 extension cords and 10 power strips $________/ Cord-Strip

Additional Requirements:

1) Access to convention staff via walkie talkies or radio throughout event

2) All contracted space must be set up to Yellow Ribbon specifications prior to the event (3:00 pm on Friday, June 7 is desirable). A walk through between Yellow Ribbon staff and convention staff will take place at this time; to allow for changes is required.

3) Free parking to attendees and providers throughout event

4) Convention space to provide POC to Yellow Ribbon staff 30 days prior to the event date

Meal/Break Requirements:

Adults – 175

Youth - 10

Children – 50

1) Registration (Saturday) – coffee – regular and decaf; carafes of assorted fruit juices (apple; orange; guava;); ice tea; water – keep replenished throughout the day $_________/ per person

2) Adult AM Breakfast (Saturday)- assorted donuts and pastries; assorted sliced fruit $________/ per person

3) Youth/Children AM Refreshment (Saturday) – fruit cocktail cups; assorted donuts; carafes of orange and apple juice; cartons of 2% white and chocolate milk

$________/ per person

4) Adult/Youth Lunch (Saturday) – buffet with all the fixings to include: Taco Bar; hard and soft shells; ground beef and diced chicken; tomato, lettuce, black olives, jalapeños, cheese, sour cream, guacamole; refried beans; tossed salad with assorted dressings; Spanish rice; steamed vegetables; chicken tortilla soup; brownies (no nuts); Coffee (regular and decaf), assorted juices, lemonade, and water $________/ per person

5) Children Lunch (Saturday) – hot dogs and buns; ketchup and mustard packets; Mac n’ cheese; apples slices; rice crispy treats; lemonade; cartons of 2% white milk and water

$________/ per person

6) Children/Youth PM Refreshment (Saturday) – assortment of kid sized cookies (sugar; M&M and chocolate chip only); carafes of fruit punch and water $________/ per person

7) Adult/Youth/Children Breakfast (Sunday)- buffet to include: scrambled eggs; bacon; sausage links; biscuits and gravy; breakfast potatoes; assorted muffins; coffee – regular and decaf; orange and apple juice; 2% milk; preserves and condiments *(Children and Youth will eat with Adults on Sunday morning) Approx 250 people

$_________/ per person

Lodging Requirements:

1) Lodging location to be at event location

2) Overflow lodging if needed to be within 2.0 mile of event location

3) 40 double occupancy non-smoking rooms for 2 night stay; check in Friday after 3:00 pm, June 7, and checking out on Sunday, June 9

4) 41 double occupancy non-smoking rooms for 1 night stay; check in Saturday after 3:00 pm, June 8, and checking out on Sunday, June 9 (Total rooms needed for both nights 121 rooms)

5) Government Event POC is authorized to be able to increase number of requested sleeping rooms by 20%, additional rooms will be billed at the contracted room rate

6) All rooms to have:

a. Internet access

b. Basic amenities

7) Lodging location to have:

a. Pool

b. Restaurant on-site or within walking distance

8) Yellow Ribbon staff will provide room list to hotel 7 days prior to event, any rooms not used will be turned back over to hotel for resell by hotel

a. Hotel to provide POC to Yellow Ribbon staff no later than 30 days prior to the event.

Number double-occupancy rooms _________ @ $__________/ per room, per night

1. PERFORMANCE REQUIREMENTS:

1.1 The contractor shall provide all management, labor, material, equipment and supplies necessary to provide the Yellow Ribbon Event listed in the statement of work.

1.2 The Event Facility: Contractor shall ensure that rooms are set-up IAW with the Statement of Work.

1.3 Food Service: The contractor shall ensure that there is adequate food for each service and family member as outlined in the SOW. All food served shall be IAW with state and city requirements. No later than 2 wks prior to the even the contractor shall furnish the COR with a proposed detailed menu(s). No later than one week the Yellow Ribbon Staff will furnish the contractor the numbers to prepare for food IAW the contract.

The Contractor Service Delivery Schedule identifies the major tasks or deliverables the contractor will be providing or accomplishing during the contract period. The schedule identifies the task standards, the acceptable level of quality and the primary method the Government will use to assess the contractor’s performance.

CONTRACTOR’s SERVICE DELIVERY SCHEDULE ROOMS

-Pillows are provided

-Room door locks properly

-Room is clean

-Blankets are clean

Bath Room / Shower

-Shower works properly with hot water

-Shampoo and soap provided

-Towels provided are clean

-Bathroom is clean

-Air conditioning works properly

-Iron and ironing board provided

-Microwave provided in room

CONTRACTOR’s SERVICE DELIVERY SCHEDULE MEALS

-Portions are sufficient size

-Maintains cleanliness of serving equipment

- Contractor personnel wear proper serving attire

CONTRACTOR’s SERVICE DELIVERY SCHEDULE MEETING ROOMS

- Requested equipment available & works

- Building open during requested times

- Air conditioning works properly

Bath Rooms

-Bathroom is clean

ROOM, CONFERENCE CENTER & FOOD SERVICE

QUALITY CONTROL AND QUALITY ASSURANCE SURVEILLANCE PLANS (QASP)

Government will monitor the Contractor’s performance using the Quality Assurance Surveillance Plan (QASP). Government personnel will record all surveillance observations. When an observation indicates substandard performance (i.e. yellow or red ratings), the Government POC must annotate their findings on the QASP form and must immediately acquire the Contractor’s initials, or their representative at the site, on the completed QASP. The initialing does not necessarily constitute concurrence with the observation, only acknowledgement that the Contractor or their representative has been made aware of the substandard performance. Any action taken by the Contracting Officer as a result of surveillance will be in accordance with the terms of the contract.

GOVERNMENT - QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) FOR ROOMS

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) WORKSHEET

Instructions for Performance Rating - Within the elements listed below, the evaluator must "check" the applicable rating and annotate any/all substandard performances. Additional elements may be noted in the "other" area of the form. With each DD250/SF1149 receiver's report, the Government POC must submit a completed QASP worksheet for the requirements within this contract.

Deliverable/Service

Sleeping Room

Yellow

Red

Bathroom/shower

Yellow

Red

Heating/Cooling

Yellow

Red

Other/Amenities

Yellow

Red

GOVERNMENT - QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) FOR MEALS

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) WORKSHEET

Instructions for Performance Rating - Within the elements listed below, the evaluator must "check" the applicable rating and annotate any/all substandard performances. Additional elements may be noted in the "other" area of the form. With each DD250/SF1149 receiver's report, the Government POC must submit a completed QASP worksheet for the requirements within this contract.

Deliverable/Service

Meal

Yellow

Red

Cleanliness

Yellow

Red

Contractor Personnel

Yellow

Red

Other

Yellow

Red

GOVERNMENT - QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) FOR MEETING ROOMS

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) WORKSHEET

Instructions for Performance Rating - Within the elements listed below, the evaluator must "check" the applicable rating and annotate any/all substandard performances. Additional elements may be noted in the "other" area of the form. With each DD250/SF1149 receiver's report, the Government POC must submit a completed QASP worksheet for the requirements within this contract.

Deliverable/Service

Heating / Air conditioning worked properly

Yellow

Red

Conference rooms have all necessary A/V equipment, etc.

Yellow

Red

Other

Yellow

Red

With each DD250/SF1449 receiver’s report the Government POC must submit a completed QASP worksheet for the requirements within this contract.

Government Representative Name (Print)

Contractor’s Representative Name (Print) Please have quotes emailed or faxed to me NLT 8 February 2013, 1200 PM MST

Quotes will be evaluated using price and quality factors. The quote(s) provided meeting the government’s best interest will be selected.

Please include the following with pages 3, 4, 5, and 6:

Tax ID

DUNS #

Cage

Contact: Cindy Severson

Organization or Agency: United States Property and Fiscal Office – SD (USPFO-SD)

Telephone: 605-737-6923

Fax: 605-737-6752

Email: cindy.l.severson.civ@mail.mil

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

DELIVERY INFORMATION

POC LISTED IN SCHEDULE

SEE CLINS OR SCHEDULE

RAPID CITY SD 57702-8170

FOB: Destination

W90YD8

CLAUSES INCORPORATED BY REFERENCE

CLAUSES INCORPORATED BY FULL TEXT

52.216-22 Indefinite Quantity. (OCT 1995)

(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the "maximum". The Government shall order at least the quantity of supplies or services designated in the Schedule as the "minimum".

(c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 9 June 13.

(End of clause)

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://farsite.hill.af.mil (End of clause)

252.209-7997 DEV

252.209-7997 Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction under any Federal Law-DoD Appropriations.

REPRESENTATION BY CORPORATIONS REGARDING AN UNPAID DELINQUENT TAX LIABILITY OR A FELONY CONVICTION UNDER ANY FEDERAL LAW-DoD APPROPRIATIONS (DEVIATION 2013-00006) (DATE) (a) In accordance with section 101(a)(3) of the Continuing Appropriations Resolution, 2013,(Pub. L. 112-175) none of the funds made available by that Act for general appropriations for DoD may be used to enter into a contract with any corporation that-

(1) Has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, where the awarding agency is aware of the unpaid tax liability, unless the agency has considered suspension or debarment of the corporation and made a determination that this further action is not necessary to protect the interests of the Government.

(2) Was convicted of a felony criminal violation under any Federal law within the preceding 24 months, where the awarding agency is aware of the conviction, unless the agency has considered suspension or debarment of the corporation and made a determination that this action is not necessary to protect the interests of the Government.

(b) The Offeror represents that-

(1) It is [ ] is not [ ] a corporation that has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability,

(2) It is [ ] is not [ ] a corporation that was convicted of a felony criminal violation under a Federal law within the preceding 24 months.

(End of provision)

CONTRACTOR MANPOWER

The Office of the Assistant Secretary of the Army (Manpower& Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: https://contractormanpower.army.pentagon.mil or https://cmra.army.mil

The required information includes:

1. Contracting Office and Contracting Officer

2. Contract number, including task and delivery order number (if applicable)

3. Beginning and ending dates covered by reporting period

4. Contractor name, address, phone number, e-mail address, identity of contractor

5. Estimated direct labor hours (including subcontractors)

6. Estimated direct labor dollars paid this reporting period (including subcontractors)

7. Total payments (including subcontractors)

8. Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each subcontractor if different) FSC Code X112.

9. Estimated data collection cost

10. Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information)

11. Locations where contractor and subcontractors (if applicable) perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website)

12. Presence of deployment or contingency contract language

13. Number of contractor and subcontractor employees deployed in theater this reporting period.

As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor's systems to the secure website without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web site.

This requirement shall be completed within 30 days from the end of the service.