Strong_Bonds_PWS_(June_2019).pdf

L A A N G S t r o n g B o n d s E v e n t P a g e | 1 Performance Work Statement

Lodging, Meals and Conference Facilities LA ANG Strong Bonds Event

June 28-30, 2019

INTRODUCTION. The Louisiana Air National Guard (LA ANG) will conduct a Strong Bonds Event located within a ten mile radius of 70801, 70808, and 70809 zip codes on June 28-30, 2019.

The Strong Bonds Event is seeking a premium FEMA registered facility to accommodate lodging, training, breakout, and dining accommodations to include catering for a total of 40 service members accompanied by their spouses/dependents and along with support staff for the Strong Bonds Event June 28-30, 2019. The Strong Bond’s Coordinator holding this events is NOT authorized to change the terms and conditions of the resulting contract.

1.1. Hotel Representative. The hotel shall provide a hotel employee to work directly with the Strong Bonds Coordinator. The hotel employee will provide a list no later than one week prior to 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 and on-site 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. Hotel must be SAM registered, with a CAGE code: https://www.sam.gov/

2.1.1. Room Quality Standards. The rooms will be occupied by one (1) Staff or Service Member and spouse under this contract. At a minimum, 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, one (1) KING BED PER ROOM. The room should be appropriately furnished.

2.1.2. Specialty rooms required. Four (4) of the forty-nine (49) sleeping rooms need to be state level/suite rooms to use for operations office, director of psychological health and chaplain counseling offices should be included with the booking.

2.1.3. 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 local area. Individuals designated as “self-pay” are responsible for their bills;

the rooms should be provided at the contracted price.

2.1.4. The estimated lodging of forty-nine (49) sleeping rooms will be required for 2 nights (Fri & Sat nights) June 28-30, 2019.

2.1.5. The Strong Bonds Coordinator 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.

2.1.6. The US Government will NOT pay for parking, telephone calls, mini-bar usage, laundry, room service, in room internet (if not provided at no cost), movie/game rentals, restaurant invoices, gift shop purchases, hotel room damages, hotel charges and etc. other than https://www.sam.gov/

L A A N G S t r o n g B o n d s E v e n t P a g e | 2 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.

2.1.7. The US Government will only pay for rooms and services actually used and any applicable penalties due to late cancellations. Service members will be provided a 48 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 night’s stay. A letter signed by the appropriate official must be submitted in this case.

2.1.8. Check-in/out. The Strong Bonds Coordinator will contact the hotel directly and provide the hotel with a list of names for all service members and/o r spouse 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 one week prior to the event start date. Any rooms not reserved as required by the list provided in the LA ANG Strong Bonds Event room block by this deadline (one week prior to the event) shall be released from the block and made available for sale to the general public. In some cases service members may show up earlier than the regular check-in time. The hotel should accommodate early arrivals, if there is room available. 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 service members will be designated to be at 1:00pm on Sunday, June 30, 2019.

2.1.9. 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.

2.1.10. Announcement boards. The hotel should provide appropriate announcement boards at each hotel entrance, all digital signs throughout the hotel, and the main conference room welcoming and directing service members. The Strong Bonds Coordinator will provide the exact wording of the announcement to the hotel.

3 EVENT FACILITIES.

3.1. Married Event Room. The married event room should be available for use starting:

Friday, 28 June, 2019, 10:00 a.m. to 10:00 p.m.

Saturday, 29 June, 2019, 7:00 a.m. to 5:00 p.m.

Sunday, 30 June, 2019, 8:00 a.m. to 3:00 p.m.

3.1.1. The event room must comfortably accommodate approximately 40 individuals, set in seating of 4 to 6 people per table. Additional rectangular tables will be set to accommodate 10 support staff. A/V freedom - we will make use of our technicians and equipment, projecting onto government purchased or contracted screens. Use of house sound (and projection only if built into ballroom). Wireless internet capabilities and a lavaliere or hand-held mic.

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3.2. Individuals Event Room. The married event room should be available for use starting:

Friday, 28 June, 2019, 10:00 a.m. to 10:00 p.m.

Saturday, 29 June, 2019, 7:00 a.m. to 5:00 p.m.

Sunday, 30 June, 2019, 8:00 a.m. to 3:00 p.m.

3.2.1. The event room must comfortably accommodate approximately 20 individuals, set in U-Shaped Style seating to also comfortably accommodate meal service.

Additional rectangular tables will be set to accommodate 10 support staff. A/V freedom - we will make use of our technicians and equipment, projecting onto government purchased or contracted screens. Use of house sound (and projection only if built into ballroom). Wireless internet capabilities and a lavaliere or hand-held mic.

3.3. The hotel representative is responsible for coordinating set-up of all event rooms with the Strong Bonds Coordinator and/or the Contracting Officer.

a) The setup includes a typical conference set-up, which includes but is not limited to:

Tables w/tablecloths Padded chairs Podiums Other miscellaneous equipment

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

3.4. Each room should be appropriately supplied with drinking water.

3.5. Internet. The hotel is responsible for providing complementary high speed internet connection for all service members

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

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

3.7. The event rooms must be locked when not occupied to prevent unauthorized access.

Only the designated Strong Bonds Coordinator or assigned staff member will be authorized to receive keys to the conference rooms.

4. MEALS.

4.1. GENERAL REQUIREMENTS. The hotel shall be responsible for providing meals during the event that shall remain at or below the specified 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, sweet tea, soft drinks, tea or coffee.

The Strong Bonds Coordinator will identify individuals with dietary restrictions. The hotel should be able to package any of the meals allowing individual service members to transport and eat at their convenience when previously coordinated.

4.2. Hotel Meal Program. The hotel will account for meals served to service members by providing a consumption list (head count) at the end of each business day to the Strong Bonds Coordinator with an invoice showing actual charges for each meal. The hotel may be required to submit receipts and other billing information per the Contracting

L A A N G S t r o n g B o n d s E v e n t P a g e | 4 Officer’s request.

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

4.4. Schedule of Contracted Meals.

4.4.1. 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 Strong Bonds Coordinator.

4.4.2. Brunch. Served on 30 June, 2019 instead of separate breakfast and lunch.

• Pancakes/Waffles, French toast, eggs (scrambled), Grits, breakfast meat (bacon, sausage, etc.), potatoes (hash browns, home fries, etc.), hot cereal, cold cereal, fruit, pastry items (muffins, scones, etc.), fruit and assorted yogurts.

• Drink options should include the following: coffee, juices, hot teas, water, and milk

4.4.3. Lunch. The hotel shall provide its standard buffet lunch or menu selection at an appropriate facility on site as agreed to by the vendor and the Strong Bonds Coordinator.

4.4.3.1. Lunch should consist of a main entree, side dishes, dessert, and a non-alcoholic beverage (water, juice, soft drinks, sweet tea, and tea/coffee) and be consistent with a value sufficient for a complete lunch meal.

• Protein (2 options), veggies (2 options), a vegetarian (1 option), starch/grain (2 options), salad, dessert (2 options)

• Drink options should include the following: coffee, soda, water, sweet tea, lemonade or juice.

4.4.4. Dinner. The hotel shall provide its standard dinner buffet or menu selection at an appropriate facility on site as agreed to by the vendor and the Strong Bonds Coordinator.

4.4.4.1. Dinner should consist of a main entree, side dishes, dessert, and a non-alcoholic beverage (water, juice, sweet tea, soft drinks, tea and or coffee) and be consistent with a value sufficient for a complete dinner meal.

• Protein (2 options), veggies (2 options), a vegetarian (1 option), starch/grain (2 options), salad, dessert (2 options)

• Drink options should include the following: coffee, soda, water, sweet tea, lemonade or juice.

a. P.M. menu (Dinner) Friday, 28 June 2019 from 7:00 p.m. - 9:00 p.m.

b. A.M. menu (Breakfast) Saturday, 29 June 2019 from 08:00 a.m. – 9:00 a.m.

c. P.M. menu (Lunch) Saturday, 29 June 2019 from NLT 12:00 p.m. – 1:30 pm

d. A.M. menu (Breakfast) Sunday, 30 June 2019 from 10:00 a.m. - 12:00 a.m.

4.4. Estimated Number of Contracted Meals up to 60 individuals. All other service members are responsible for their own meals.

Table 4. NON US PERSONNEL CONTRACTED MEALS

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DATE BREAKFAST LUNCH DINNER TOTAL

28 June 2019 0 60 60 120 29 June 2019 60 60 0 120 30 June 2019 60 60 0 120

TOTAL 120 180 60 360

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

4.4.3. Menu selections or substitutions should be coordinated with the Strong Bonds Coordinator. Setup should be completed by the scheduled time and promptly removed at the direction of the Strong Bonds Coordinator.

The Government shall provide hotel with a final count of personnel to be served refreshment breaks no later than one week prior to the event date. 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 service members until the refreshments have been consumed or the Strong Bonds Coordinator directs/agrees to discontinue refreshment service. Pre-packaged, canned, bottled, and non- perishable leftovers will be provided to the Strong Bonds Coordinator on site.

5. PARKING. The hotel should provide 50 “self-park/self-pay” parking in the hotel parking lot June 28-30, 2019 for local service members not residing in the hotel. Service members using the “self-parking” service will be validated by the Strong Bonds Coordinator.

6. BUSINESS CENTER. The hotel shall provide access to the business center for all exercise service members. 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 hotel’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. The Hotel will only take direction from the Contracting Officer. The limitations of the designated work are contained within this Performance Work Statement. The hotel will not receive payment for purchases outside of the contract terms.

8.1 The Strong Bonds Coordinators (SBC) are:

MSgt Crystal McMillon & TSgt Tia Rutherford usaf.la.159-fw.mbx.strong-bonds@mail.mil

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 Hotel. 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).

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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. Vendor will send the invoice statements to the Strong Bonds Coordinator and contracting officer. All payments of invoices shall be submitted through Work Area Work Flow (WAWF), website:

https://wawf.eb.mil/.

END OF PWS

https://wawf.eb.mil/