W91QEX-16-Q-0055 _Puerto_Rico_Lodging.pdf

PDF 303 KB Posted Aug 31, 2016

Attached to: Puerto Rico Lodging and Conference CANSEC17
Solicitation number: W91QEX-16-Q-0055
Issued by: Department of the Army Materiel Command Expeditionary Contracting Command Regional Contracting Office Miami 410th CSB

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W91QEX-16-Q-0055 Solicitation - Puerto Rico Lodging and Conference CANSEC17

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SEE ADDENDUM

(No Collect Calls)

W91QEX-16-Q-0055 31-Aug-2016

b. TELEPHONE NUMBER

305-437-2661

8. OFFER DUE DATE/LOCAL TIME

11:00 AM 14 Sep 2016

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA X ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

W91QEX9. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

PAUL F NEGRIDO

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

1 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.X

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

410TH CSB-MIAMI DIVISION

9301 NW 33RD ST

DORAL FL 33172-1202

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE W91LMH 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

SOUTHCOM

TABARES, FRANCISCO

9301 NW 33D STREET

MIAMI FL 33172

TEL: 305-437-1555 FAX:

305-437-2752FAX:

TEL: 305-437-2661 SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$32,500,000

NAICS:

721110

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF44

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

W91QEX-16-Q-0055

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 399 Each Lodging Rooms - Contracted

FFP

Lodging shall provide lodging rooms in accordance with section 3.0 of the Performance Work Statement. Quantity = 399 room nights. The Period of Performance is from 30 November 2016 through 10 December 2016.

FOB: Destination

NET AMT

0002 65 Each Lodging Rooms - Self-Pay

FFP

This CLIN is for self-pay group lodging rate information only and is not included in the total cost of the contract. The lodging rooms will be paid for by the individual occupant. The contractor shall provide lodging rooms in accordance with section 3.0 of the Performance Work Statement. Quantity = 65 room nights.

The Period of Performance is from 30 November 2016 through 10 December 2016.

0003 150 Each Breakfast

FFP

The contractor shall provide breakfast in accordance with section 6.0 of the Performance Work Statement. Quantity = 150 each. The period of performance is from 7 December 2016 through 9 December 2016.

0004 260 Each Lunch

FFP

The contractor shall provide lunches in accordance with section 6.0 of the Performance Work Statement. Quantity = 260 each. The period of performance is from 6 December 2016 through 9 December 2016.

0005 80 Each Dinner

FFP

The contractor shall provide dinner in accordance with section 6.0 of the Performance Work Statement. Quantity = 80 each. The period of performance is from 6 December 2016 through 8 December 2016.

0006 300 Each Morning Breaks

FFP

The contractor shall provide morning break in accordance with section 9.1 of the Performance Work Statement. Quantity = 300 each. The period of performance is from 7 December 2016 through 8 December 2016.

0007 60 Each Afternoon Breaks

FFP

The contractor shall provide afternon breaks in accordance with section 9.2 of the Performance Work Statement. Quantity = 60 each. The period of performance is from 7 December 2016 through 8 December 2016.

0008 501 Each Beverage Station

FFP

The contractor shall provide beverage stations for conference participants in accordance with section 8.0 of the Performance Work Statement. Quantity = 501 total servings. The period of performance is from 7 December 2016 through 8 December 2016.

0009 3 Days Main Conference Room

FFP

The contractor shall provide a main conference room complete with the necessary audiovisual and conference equipment in accordance with section 4.1.1 and 4.1.2 of the Performance Work Statement. Quantity = 3 days. The period of performance is from 7 December 2016 through 8 December 2016 with a set-up on 6 December 2016.

0010 8 Days Administration Room

FFP

The contractor shall provide an administration room and equipment in accordance with section 4.2 and 4.2.1 of the Performance Work Statement. Quantity = 8 days.

The period of performance is from 2 December 2016 through 8 December 2016.

0011 2 Days Small Meeting Rooms

FFP

The contractor shall provide three small bilateral rooms in accordance with section

4.3 of the Performance Work Statement. Quantity = 2 days. The period of performance is from 7 December 2016 through 8 December 2016.

0012 1 Days Press Area Room

FFP

The contractor shall provide a press area conference room in accordance with section 4.4 of the Performance Work Statement. Quantity = 1 day. The period of performance for two hours in the morning on 8 December 2016.

0013 1 Days Synchronization Meeting Room

FFP

The contractor shall provide a synchronization meeting room in accordance with section 4.5 of the Performance Work Statement. Quantity = 1 day. The period of performance is on 6 December 2016 from 3:00 PM to 7:00 PM.

0014 1 Days Reception Area

FFP

The contractor shall provide a reception area in accordance with section 7.0 of the Performance Work Statement. Quantity = 1 day. The period of performance is on 6 December 2016 from 7:00 PM to 9:00 PM.

0015 100 Each Reception Drinks and Snacks

FFP

The contractor shall provide a weclome reception for 100 people in accordance with section 7.0 of the Performance Work Statement. Quantity = 100 each. The period of performance is on 6 December 2016 from 7:00 PM to 9:00 PM.

0016 3 Days Reserved Parking Spots

FFP

The contractor shall provide eight (8) parking spots in accordance with section 5.0 of the Performance Work Statement. Quantity = 3 days. The period of performance is from 6 December 2016 through 8 December 2016.

NOTE TO OFFERORS

By submitting a quote for this solicitation, offerors are certifying that their products and/or services meet/exceed the minimum requirements of the Performance Work Statement (PWS) and are able to meet the delivery schedule listed in the solicitation.

(a) Offerors are cautioned to comply with all instructions within this solicitation to ensure submission of a complete proposal. Failure to furnish a complete proposal may result in the proposal being unacceptable to the Government and elimination from consideration for award (See FAR 15.208 for further information regarding late proposals). Offerors are reminded that a complete quote includes submission of the provision 52.212-3 Offeror Representations and Certifications – Commercial Items or proper documentation as required on the System for Award Management (SAM) at www.sam.gov. An offer submitted without a complete 52.212-3 or SAM record will not be accepted.

Additionally, Offerors shall comply with the submission instructions included in the provision named " Addendum to FAR 52.212-1, Instructions to Offerors". The offeror's submission under this requirement shall include a fully signed and completed pricing for all CLINs in the Solicitation document.

(b) Offers will not be accepted from third party agencies. Quotes will be accepted directly from hotels only. In accordance with the PWS requirements, the successful Offeror shall provide a point of contact of sufficient authority to authorize changes directly at the performance location. In order for this and other PWS requirements to be met, the Government must maintain privity of contract directly with the service provider.

Proposals from third parties WILL be considered non-responsive and will be excluded from consideration for award.

(c) The Government will accept submissions through email only. All quotations must be received by the Government no later than the time and date indicated in Block 8 of the solicitation and shall be sent directly to the Contract Specialist, Paul F. Negrido, at paul.f.negrido.civ@mail.mil and the Contracting Officer, Michael A. Son, at michael.a.son2.civ@mail.mil.

(d) Offerors shall submit quotes in English. Prices furnished shall be all inclusive and in U.S. Dollars. When preparing the quotations, offerors will include the price per unit for each of the items and then provide the total price for the line item by multiplying the quantity required by the price per unit.

(e) Offerors are advised that payments against the contract resulting from this solicitation will be made through the Wide Area Workflow (WAWF), an electronic method to process vendor requests for payment. More information regarding this method may be found at: https://wawf.eb.mil/ and in accordance with Clause 252.232-7006 of the solicitation.

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

LODGING, MEALS, AND CONFERENCE FACILITIES

CARIBBEAN NATIONS SECURITY CONFERENCE (CANSEC 17)

San Juan, Puerto Rico

1.0 GENERAL: The Commander of the United States Southern Command (USSOUTHCOM) is hosting a Four (4) Star event on which participants are Ministers, Chiefs of Defense and Police Commissioners from all Caribbean nations. In addition, representatives from Canada, Belize, Suriname, Guyana, United Kingdom, France and the Netherland Antilles will also attend. This Performance Work Statement (PWS) details the lodging, meals, conference rooms, audio visual and reception requirements in support of the Caribbean Nations Security Conference 2017 (CANSEC 17), scheduled for 6-8 December 2016. The period of performance is 30 November 10 December 2016.

TIME LINE 30 November - 10 December 2016.

1.1 –30 November 2016: Advance Party Arrival Begins

1.2 – 6 December 2016: Delegations Arrive/Reception

1.3 – 7 December 2016: Conference/ Bilateral Meetings Begins

1.4 – 8 December 2016: Conference/Bilateral Meetings end

1.5 – 9-10 December 2016: All attendees and Staff depart

2.0 DESCRIPTION OF SERVICE.

2.1 HOTEL LOCATION: The Contractor shall be located in a safe secure location which shall pass a US SOUTHCOM Force Protection assessment. For security purposes, the Contractor shall be located in Old San Juan, Condado, or Isla Grande. The hotel must not be undergoing construction nor can construction be commencing directly outside the hotel or the adjacent streets to the hotel.

2.2 HOTEL SECURITY/INSPECTION. The Contractor shall have a modern professional system of internal and external security. The hotel shall provide a Government’s Representative an orientation and meeting with the hotel security manager, and a direct contact on the hotel staff for resolving security issues. The Contractor shall heighten security posture starting the morning before the conference and continuing until the evening of the day after the conference. If external security augmentation is used, the hotel Security manager shall ensure complete and unlimited access and seamless coordination between the hotel’s organic security systems and the external augmentation units.

2.3 HOTEL REPRESENTATIVE. The contractor shall provide a representative to act as a liaison with the GR.

The contractor representative shall be of sufficient authority to resolve issues as they arise and shall be available during the period of contract performance. The contractor shall provide a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support.

2.4 FORCE PROTECTION INSPECTION. The Conference and hotel facilities are subject to a Force Protection Inspection. Contract award is contingent upon certification of facilities by a favorable Force Protection Inspection report.

2.5 HOTEL SERVICE BREAKDOWNS. The contractor shall ensure that any maintenance or repairs of hotel equipment, to include: guest rooms, conference room, administrative room, breakout room, elevators, kitchen equipment, audio visual, etc., shall be corrected immediately at the contractor’s expense without further cost to the Government. In the event of power failure(s), the hotel shall provide back-up power sources. All equipment shall be repaired within one (1) hour or replaced within two (2) hours of reported malfunction.

2.6 HOTEL ITEMS/AMENITIES EXCLUDED FROM THE CONTRACT. The Government will not pay for movies, mini-bars, laundry, room service, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided in this contract.

2.6.1 Lodging, movies, mini-bars, service charges, Spa charges etc. shall be itemized separately on service bills.

Hotel guests shall be responsible for all legitimate charges appearing on their lodging statements, with the exception of the contracted lodging and meals.

2.6.2 The Contractor’s staff shall inform guests during check-in which services shall not be covered by the Government. The Contractor’s staff shall request a credit card from guests upon check-in. Charges not covered by the contract are to be resolved between the guests and the hotel.

2.7 HOTEL ITEMS/AMENITIES INCLUDED IN CONTRACT. The Contractor shall provide a fitness center with a variety of fitness equipment. All regular hotel guest facilities and amenities, to include the hotel business center and the spa facilities, shall be made available for all participants who are registered at the hotel. In addition, the hotel shall have a lobby area large enough to accommodate simultaneous arrivals of 25 to 30 guests and the ability to process the guest’s check in effectively and efficiently.

3.0 LODGING.

3.1 The contractor shall allow guests an early check-in time (if available) on arrival day and late check-out on departure date at no extra cost. Conference participants wishing to extend their stay in the hotel must check out within the designated checkout time on the specified end date. These guests are fully responsible for any incurred expenses during their extended stay.

3.2 ROOMS REQUIRED. Provide single occupancy rooms. The Government may request additional rooms at any time, and the Contractor shall give the Government priority on all unoccupied lodging of similar quality.

December 2016 Room nights

Wed

Thu 1 Fri 2 Sat 3 Sun 4 Mon5

Tue 6 Wed

Thu

Fri

Totals

Single Occupancy contracted

2 6 7 12 12 18 130 130 80 2

Single Occupancy self -pay

25 25 15

Total rooms/suites nights required (contracted and self-pay) = 464

3.3 QUALITY STANDARDS FOR ROOMS. All rooms shall include: high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, clean linens on a daily basis, electricity, and color television with cable, internet service, and appropriate furniture. All regular hotel guest facilities and amenities, to include the hotel business center and the exercise facilities, shall be made available for conference attendees free of charge as long as they are registered in the hotel. The Contractor shall provide two (2) bottles of water per day and internet/Wi-Fi service in each contracted room at no extra cost to the Government.

3.4 ROOM INFORMATION. The GR will only pay for rooms used (under contract). The Government intends to utilize all rooms requested. However, the possibility exists that due to unforeseen circumstances a few may have to cancel their attendance; therefore the Government reserves the right to fill the rooms with alternate personnel for any room, without penalty up to 24 hours in advance. If there is a no-show, the Government will only pay for the one

(1) night. Additionally, there will be an undetermined number of participants that will pay for their own lodging.

They will not be included in the Lodging contract. They are noted in table 3.2 as Self pay. These participants must call/contact the Hotel and provide their credit card numbers to secure their lodging. Contractor must inform GR NLT 6 day prior to start of event, who of these self-pay participants has not secure their lodging.

3.5 ROOM LIST. The GR will furnish the Contractor a room roster with participant names by 21 November 2016, but may change the names for the rooms up to the day of occupation.

3.6 OFFICIAL GUESTS. The GR will identify all individuals for whom it will be contracted lodging by submitting a “by name” list highlighting the contracted rooms. The contractor’s staff shall request a credit card from all guests upon check-in. Charges not covered by the contract are to be resolved between the guests and the hotel.

4.0 CONFERENCE FACILITIES. The Contractor shall provide lodging, meals, and conference requirements within their main facilities with all conference rooms/spaces in close proximity of each other, free from noise, disruptions or potential distractions created by other entities and on the same floor level, as directed by the US Government.

4.1.1 MAIN CONFERENCE ROOM. The early December time frame is a time when Hotels rent their spaces to many companies and groups participating in Holyday celebrations. One additional step the government must take in order to avoid disruptions and increase security is to make sure any close or adjacent space to the Main Conference Room is also occupied by our event requirements. The official buffet lunch room, as well as the administration room, which will be discussed in the following pages, shall be located in these adjacent spaces when available. The vendor shall make an every effort to advise the Government before they rent any empty spaces, adjacent or close to the Main conference Room, to allow the government to use these spaces to fulfill their requirements and avoid disruptions created by other groups, in addition to increasing overall security.

4.1.2 MAIN CONFERENCE ROOM. The Contractor shall provide a main conference room with the capacity to accommodate one hundred forty (140) participants in which sessions can be conducted in comfort and with minimum distractions. The conference room must be set up in a ballroom type setting large enough to have a “U” shaped table able to accommodate 18-20 people comfortably (roughly 2 persons per 6-foot table). Rows of tables and chairs to accommodate up to 100 people must be set up directly behind the “U” shaped table with adequate aisle space for free flowing of guests moving to/from their respective seats. In addition, space directly behind the tables and chairs must be made available for translation booths and equipment for conference interpretation. This room must also have the capacity to accommodate a 16x18 foot staging area at the back of the room for the press during the opening ceremony. Set up for the main conference room shall be accomplished no later than 11:00 AM on 6 December 2016 and shall be made available for use all day, on 7-8 December 2016. The conference room shall have dimmer switches and black out curtains (or similar) to allow for slide/audio visual presentations. All seats shall be cushioned and tables shall be covered with white tablecloths. The conference room configurations and usage times can be changed at any time prior to the conference to accommodate last minute directives and fluctuating requirements. If additional chairs or tables are required, the GR will coordinate with the hotel representative. The main conference room must be completely cleaned. Contractor personnel shall be available for changes in room configuration as needed. The GR will provide instructions to the Contractor regarding the exact configuration of the room. The Contractor shall also provide the flags with flagpoles (of equal size and quality) of all Caribbean Nations, USA, United Kingdom, France, Belize, Guyana, Suriname and the Netherlands to be displayed in the Main Conference room.

4.1.2 MAIN CONFERENCE ROOM AUDIOVISUAL REQUIREMENTS.

4.2

ADMINISTRATION ROOM: The Contractor shall provide one (1) Admin room adjacent to or very near the conference room for staff personnel working at the conference. This room will be used as the conference command/administrative center and shall be furnished with tables and chairs (exact amount of tables and chairs and room configuration will be determined by GR). The room shall be set up in a “U” shaped table format large enough to accommodate office space for staff of twenty (20) personnel with four to six 6-foot tables to accommodate Government equipment, space for interpreters, etc. Rooms shall also include space and electrical hook-ups.

Adequate lighting must be available. The Contractor shall provide a “house phone” for inside hotel and local calls only. The Contractor shall provide the Government access to this room 24 hours a day. The administrative room shall be physically secured by the GOVERNMENT POC daily to prevent unauthorized access by non-Government personnel during the contract period of performance. Set up for the admin room shall be accomplished no later than 1100a.m. on 2 December 2016. There are no audiovisual requirements for this room.

4.2.1 ADMINISTRATION ROOM, INTERNET REQUIREMENTS: Hotel must provide internet Ethernet drops, with a 20MB bandwidth or better, with dedicated internet line via Ethernet connection with a static IP assigned and bypassing or disabling any splash page the Hotel might have. Also if applicable, isolate the

Audio Visual Requirements (7-8 December 2016)

Qty

Screen Size 6x6 to 8x8(feet or comparable standard) 2

Internet access 1

Speaker System or sound system with two (2)wireless Microphones and Podium administration room from other Hotel guests. Additionally, we request 110vpower outlets and surge protection equipment, which will be needed to accommodate 16 laptops, 2 printers and 2 telephones (equipment will be US government issued). The requested configuration could also be provided by allowing the SOUTHCOM staff to directly connect to the Hotel’s source of internet. A hotel IT Specialist must be available on 2 December during the set up and installation of the administrative room.

4.3 THREE (3) SMALL MEETING ROOMS: The Contractor shall provide three (3) small meeting rooms to accommodate 10 persons in each room. The room must be adjacent to or next to each other and near the large conference room for small private meetings of conference participants on the afternoon of 7-8 December2016. Each room shall be furnished with small tables and chairs and or small sofas or love seats (exact amount, type and configuration of furnishings will be determined by GR). Each room should be large enough to accommodate a private meeting for no more than ten (10) personnel. Adequate lighting must be available. There are no audiovisual requirements for these rooms.

4.4 PRESS AREA/ROOM: The Contractor shall provide a small/medium size room, space, or area for a press conference/interview to be held during the early morning of 8 December 2016. Such space shall also have a table with two chairs, two table microphones and a sound system. In addition, the Government also requires an additional twenty (20) chairs, a podium with two wireless microphones and the United States flag. Exact configuration of the room will be provided to Contractor by GR.

4.5 SYNCHRONIZATION MEETING ROOM: a meeting room for 30 pax shall be set up and ready to use on 6 December 2016. This room will only be used from 3:00-7:00 PM. Please provide a beverage station for this meeting containing water, coffee and tea.

Required meeting rooms:

December 2016 Fri 2 Sat

Sun

Mon

Tue

Wed

Thu 8 Fri 9

Main Conference Room (140 pax)

Set up

Full Day

Admin Room (20 pax)

1 1 1 1 1 1 ½ day

Bilateral Rooms (10 pax, each)

3, only ½ day

Press Conference Area (20 pax)

Only 2 hrs in

Reception area (90 pax)

Synchronization Room (30 pax)

3 pm to 7 pm

4.5 AMENITIES FOR CONFERENCE ROOMS.

4.5.1 Water and supplies such as note pads, pens/pencils, shall be provided on all conference dates for the main conference room.

5.0 PARKING REQUIREMENTS/ TAXI ACCESS

5.1 The Contractor shall provide eight (8) reserved parking spaces for local conference participants and conference staff in the hotel parking lot during the conference 6-8 December 2016. Parking shall be in a secure area with adequate lighting and security. Contractor’s staff shall be aware of reserved conference parking spaces.

5.2 The Contractor shall have a readily responsive, 24 hour, taxi or limo service access at the hotel, to be used and paid by the conference participants and staff.

6.0 FOOD & Beverages

The hotel must possess an on-site hotel restaurant that can accommodate approximately 80 people plus other non-conference hotels guests for meals to be served to all guests within a 90 minute period.

6.1 MEALS. The Contractor shall provide meals (breakfast, lunch and dinner) to specific participants as directed by the GR. The Government will indicate which conference participants meals are covered by this contract. Other conference participants will also have meals at their own cost; they will not be covered in this contract. The Government will only pay for meals consumed by the invited participants and will identify themselves and their room number prior to the meal. This process will be controlled with GR supervision. The Contractor shall provide a location, other than the event’s main conference room, or Hotel restaurant, whereby lunch can be served to participants in a buffet style. The Government will not pay for alcoholic beverages during any meal or any other time(with the exception of the Reception). The restaurant invoice must separate the charge for alcoholic beverage and food. All meal receipts associated with this conference shall be submitted daily to the GR for verification and accountability. Direct specification of these meals will be discussed with the hotel and the GR. If an alcoholic beverage is served, the hotel will give the conference participant a separate receipt with that alcoholic purchase and annotated with the participant’s room number. For payment, the hotel will only issue “food” receipts to the Government.

6.2 MEALS SCHEDULE. The GR will coordinate times with the Contractor; however, the conference pace will dictate the times for the meals; the Contractor and the GR will discuss and agree on such times. The following schedule is only a close estimation.

6.2.1 (1) Breakfast: 6:30 AM – 9:00 AM

6.2.2 (2) Lunch: 12:00 PM – 1:30 PM

6.2.3 (3) Dinner: 7:00 PM – 9:30 PM

6.3 LUNCH. The Contractor shall provide buffet style meals to conference participants in a private setting (other than the hotel restaurant location) at a room next to or adjacent to the Main Conference Room, on 7 and 8 December only. Lunches shall offer a variety of salads, hot dishes and desserts and shall include a variety of juices, sodas, lemonade, ice tea, ice water, coffee or hot tea throughout the meal. Lunches offered at any other dates other than 7-8 December shall be served in the Hotel Restaurant.

6.4 DINNER. The Contractor shall provide dinners to selected conference participants. The Contractor shall serve a dinner meal (at the hotel restaurant) with a buffet or a selection of standard menu items, which shall offer a variety of salads, hot dishes and desserts and shall include a variety of juices, sodas, lemonade, ice tea, ice water, coffee or hot tea throughout the meal. The GR will provide the Hotel the cost limits of these meals.

The following table is an approximation of food and beverage requirements:

January Tue

Wed

Thu

Fri

Totals

Breakfast 0 50 50

Lunch 30 100 100

Dinner 20 20 40

Reception 100

7.0 WELCOME RECEPTION: The contractor shall provide a private and separated outdoor area or room in the event of inclement weather for a reception from 7:00PM to 9:00PM on 6 December 2016 to accommodate approximately 100 persons comfortably. The Contractor shall also have available alternate locations inside in case of inclement weather. The Contractor shall provide two (2) hours open bar with premium alcoholic drinks, beer and wine from 7 PM to 9PM, at least 6 hand passed hot and cold Hors d’ ours and a carving station. All items will be selected by the GR.

8.0 PERMANENT BEVERAGE STATIONS. The Contractor shall set up a permanent coffee, tea, and water beverage station for 15-20 pax in the Administrative room by 7:30 AM daily, while the room is being used. This beverage station is to stay in place and be replenished during the working hours of 7:30 AM to approximately 5:00 PM daily or later as coordinated by the GR. A similar station for one hundred (150) shall also be placed outside the Main Conference Room during 7-8 December 2016, while the main conference room is being used.

9.0 BREAKS.

9.1 Morning breaks. The Contractor shall provide a morning break for one hundred (150) people on both 7-8 December 2016. Morning break stations shall be setup outside the Main conference room. The break menu shall be varied daily and the service should include utensils and all necessary equipment. The menu selected, time and schedule of such breaks shall be discussed and determined with the GR prior the conference start.

9.2 Afternoon Breaks. The afternoon breaks on 7-8 December 2016 shall be served inside of the 3 small meeting rooms; this is because the food will be consumed by participants using those 3 small meeting rooms. There are no afternoon breaks in the Main Conference Room. The Contractor shall also set up similar but smaller beverage stations with water, coffee, juices, tea, an assortment of soft drinks/sodas, fruits snack, and other food items, inside the 3 small meeting rooms for approximately 10 pax each. Contractor will also provide adequate hotel staff to change and renew glasses and cups after each individual meeting of approximately 20 minutes. Contractor will replenish food and beverage items as needed. GR will determine the times and type of foods to be served.

Coffee Breaks and permanent beverage stations schedule December

Friday

Sat

Sun

Mon

Tue

Wed

Thu

Fri

Conference Room. AM brakes

AM Bev Station and coffee break (150 pax)

Admin. Room Bev.

Station (8 pax)

Bev.

Station (8 pax)

Bev.

Station (15 pax)

Bev.

Station (20 pax)

Bev.

Station (20 pax)

Bev.

Station (20 pax)

Bev.

(20 pax)

Bilateral Rooms (3). PM brakes

PM Bev.

Station and coffee break (30 pax)

PM Bev.

Station and coffee break (30 pax)

Synchronizatio n meeting room

Bev

(30 pax)

10.0 ADDITIONAL REQUIREMENTS.

10.1 NOISE CANCELLATION. The contractor shall provide a plan of how they plan to mitigate outside noise during the conference hours. This plan should include the following elements such as: avoid noise, disruptions or potential distractions created by other entities.

10.2 MAINTENANCE. The Contractor shall ensure that all equipment and services are in proper working order throughout the contract period. All scheduled maintenance shall be performed prior to the start of this contract. Any unscheduled maintenance or breakdowns shall be corrected within two (2) hours or they shall be substituted.

10.3 TESTING OF ANY EQUIPMENT. The Contractor shall install and be ready to conduct a full communications test of all equipment/systems in the main conference room by 13:00 PM on 6 December 2016.

10.4 ROOM RATES. Room rates plus any mandatory hotel fees such as gratuities / hotel service fees / resort fees / cannot exceed effective US Government per diem rates for Kingston, Jamaica, for the period of the conference. The applicable rates can be found at the State Department Foreign Per Diem Rates website at:

http://aoprals.state.gov/web920/per_diem.asp

10.5 APPLICABILITY. Tax exemption applies to self-fund as well as contract funded attendees; therefore, taxes shall be removed from bill once forms have been submitted to hotel by the Government Representative.

11.0 ADDITIONAL INFORMATION.

11.1 CANCELLATIONS/ADDITIONS. The Contracting Officer (KO) has the right to make changes to this PWS in coordination with the GR (including the numbers and type of personnel or equipment needed) to make this mission success. Contractor shall give the Government priority on all equipment/personnel under the terms of any resulting contract. Changes made with at least 24-hour notice shall incur NO penalty. Other modifications may be negotiated as required, but only by the KO. The Government will only pay for personnel and equipment used.

11.2 GOVERNMENT REPRESENTATIVE. A Government Representative (GR) will coordinate administrative, logistical and miscellaneous issues with the Contractor. This representative shall not make any changes to the terms, conditions, standards, or cost of the contract. This individual has authority to provide technical direction to the Contractor as long as the direction is within the scope of the contract, does not constitute a change, and has no funding implications.

11.3 The Contractor shall provide appropriate announcement boards at each entrance to the hotel and at elevator and main conference room welcoming and directing conference participants. The exact wording of the announcement will be provided to the hotel by the GR.

11.4 Ashtrays shall not be placed in the main conference room or any other rooms as smoking will not be permitted at indoor conference functions.

11.5 PRICE QUOTES. Quotes shall be submitted in English. Prices shall be all inclusive. The Contractor shall submit quotes in U.S. Dollars and not in local currency.

11.6 INVOICE INFORMATION. All invoices submitted for payment shall be in English and in U.S. Dollars.

Invoices must have all required information as described by the KO. Final invoices shall be provided to the GR upon contract completion for manual acceptance of service.

NOTE: Offerors are required to be registered with the SAM database to receive a Government contract award. Offerors may register with SAM at http://www.sam.gov/.

NOTE: Offers will not be accepted from third party agencies. Offers will be accepted directly from Lodging Facility providers only. In accordance with the PWS requirements, the successful offeror shall provide a point of contact of sufficient authority to authorize changes. In order for this and other PWS requirements to be met, the Government must maintain privity of contract directly with lodging facility providers. Offers from third parties shall be considered non-responsive and will be excluded from consideration for award.

NOTE: The Government reserves the right to conduct a hotel security inspection, force protection inspection, and any other assessment to include site visits with hotel management to determine suitability and appropriate capacity of the hotel to accommodate such a large and high level conference of this size and complexity. The lowest priced offeror will be evaluated on a technical basis in determining suitability, capacity, and the capability to accommodate and provide the aforementioned services to the Government.

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

0001 N/A N/A N/A Government 0002 N/A N/A N/A Government 0003 N/A N/A N/A Government 0004 N/A N/A N/A Government

0005 N/A N/A N/A Government 0006 N/A N/A N/A Government 0007 N/A N/A N/A Government 0008 N/A N/A N/A Government 0009 N/A N/A N/A Government 0010 N/A N/A N/A Government 0011 N/A N/A N/A Government 0012 N/A N/A N/A Government 0013 N/A N/A N/A Government 0014 N/A N/A N/A Government 0015 N/A N/A N/A Government 0016 N/A N/A N/A Government

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC

0001 POP 30-NOV-2016 TO

10-DEC-2016

N/A SOUTHCOM

TABARES, FRANCISCO

9301 NW 33D STREET

MIAMI FL 33172

305-437-1555

W91LMH

0002 POP 30-NOV-2016 TO

10-DEC-2016