PWS_-_61st_TC_Hotel_EXEVAL_2020.docx

STATEMENT OF WORK:

61st Troop Command – NGB External Evaluation Austin, TX 2 – 7 December 2019

61st Troop Command Requirements

The Louisiana National Guard is seeking a facility to provide lodging and catering accommodations, for approximately two hundred thirty (230) Service Members (SMs) from 2-7 December, 2019. One large banquet meeting room is also required.

Event location to be considered MUST meet the following criteria, in additional to event specifications:

1. Cannot be within walking distance or one (1) mile of a casino.

2. Hotel can guarantee the government per diem rate or less for lodging and meals.

3. Hotel must have self-parking without parking charges wherein at least 120 spaces (approximately 100 meters X 40 meters) can be cordoned off for military vehicles and trailers. Security must also be provided.

4. Hotel must be able to provide a hot breakfast meal and a hot dinner meal for 230 people.

5. Hotel must be able to provide a “to go” style lunch every morning for 230 people.

6. Banquet meeting room must be able to accommodate 230 people.

7. Hotels with large entry and exit locations separate from the main hotel entrance will be given preference.

8. Due to limited transportation assets and time constraints, the hotel must be within a 20 minute drive from training site address: 2801 North Mays Street, Round Rock, TX.

REQUIERMENTS:

61st Troop Command is requesting a contractor that is able to provide the following as outlined below:

1) LODGING/SLEEPING ROOMS:

a) 100 rooms per night must be double occupancy, individual/private sleeping rooms with toilet and shower/tub facilities, with any combination of two (2) double beds or two (2) queen beds. 30 rooms per night should accommodate a single occupant, but could be classified as a double occupancy room.

b) Rooms will be reserved by room list and/or reservation code. Rooms will be arranged via a room list provided by the 61st Troop Command.

c) 61st TC shall be provided lodging confirmation numbers for all rooms included on room list NLT one (1) week prior to the event with a follow-up verification of all confirmed rooms NLT 1:00pm three (3) days prior to first day of check in.

d) Any damages caused to hotel property by any individual associated with the event will be the fault of the individual and not the Louisiana National Guard, the 61st TC, or any of its affiliates. Damages caused to a hotel room will be paid by the individual whose name is assigned to the room. Damages caused to hotel property outside of a hotel room will be the responsibility of the individual(s) faulted for the damage.

e) A 72 hour cancellation policy or better will be provided to avoid any penalty or fee. 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 designated 61st TC representative must be submitted in this case.

f) On-site lodging priority will be given to event guest. No overflow hotels may be used for this event.

g) The lodging rate for this event will not exceed the Government Lodging Per Diem rate for Austin, TX in Fiscal Year 2020.

2) MEETING SPACE:

a) The 61st TC is requesting the contractor provide the following meeting space. All requested meeting space should be available throughout the entire stay.

b) Meeting Space Requirement

i) Require seating and tables for no less than 230 personnel utilizing six or eight foot (6’ or 8’) tables, individually set-up with no more than eight chairs per table.

ii) Must be accessible as early as 4:00 a.m. and as late as 11:00 p.m.

3) FOOD & BEVERAGE:

a) Meals: (unless provided at no cost by the hotel)

i) The 61st TC is requesting the contractor provide hot breakfast and dinner meals to be provided buffet style, lunch meals to be offered as a “to go” lunch, and to feed 230 people for five (5) days.

ii) The 61st TC representative shall provide contractor with a final count of personnel to be served buffet meals no later than one week prior to the event date. A tentative schedule is below.

iii) The meal and lodging rates for this event will not exceed the Government Daily rates for Austin, TX.