W91QEX-17-Q-0024-_Solicitation.pdf

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W91QEX-17-Q-0024 07-Apr-2017

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305-437-2662

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W91QEX9. ISSUED BY

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LIAN PINO

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25. ACCOUNTING AND APPROPRIATION DATA

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SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

0011010508

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SMALL BUSINESS

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410TH CSB-MIAMI DIVISION

9301 NW 33RD ST

DORAL FL 33172-1202

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RATED ORDER UNDER

DPAS (15 CFR 700)

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RFQ IFB RFPX

USSOUTHCOM

TARRAGO, ARIEL

9301 NW 33RD STREET

DORAL FL 33172

TEL: 305-437-3344 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

X

OFFER DATED

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

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

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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

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

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PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

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SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

W91QEX-17-Q-0024

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 406 Each

Lodging Rooms

FFP

The US Southern Command/Theater Engagement Directorate has a requirement for lodging in Panama City, Panama. Quantity: 406 room nights.

Period of Performance is from 22 June-2 July 2017. See Performance Work Statement Table 1 for more details.

FOB: Destination

PURCHASE REQUEST NUMBER: 0011010508

NET AMT

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

Self-Pay Rooms

FFP

The US Southern Command/Theater Engagement Directorate has a requirement for self-pay lodging in Panama City, Panama. Participants in this category will pay for their own lodging. Estimated total quantity: 627.

Period of Performance: 22 June-2 July 2017. See Performance Work Statement Table 2 for more details.

FOB: Destination

NET AMT

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0003 5 Each Conference Rooms- Main Conference Room

FFP

The contractor shall provide one (1) first-class main conference facility that will accommodate 150 participants. Meetings are scheduled 26-30 June 2017. See Performance Work Statement section 4.1.2 for more details.

0004 10 Each Conference Rooms- Medium Conference Room

FFP

The contractor shall also provide two (2) medium conference rooms with a capacity of 50 participants. Meeting are scheduled for 26-30 June 2017. See Performance Work Statement section 4.2 for more details.

0005 10 Each Conference Rooms- Medium Conference Room

FFP

The contractor shall also provide two (2) separate medium conference rooms with a capacity of 40 participants. Meeting are scheduled for 26-30 June 2017. See Performance Work Statement paragraph 4.3 for more details.

0006 8 Each Small Conference Room – Administrative

FFP

The contractor shall also provide one (1) separate small conference room with a capacity of 20 participants. Meeting are scheduled for 24 June to 1 July 2017 See Performance Work Statement paragraph 4.4 for more details.

0007 5 Each Small Conference Room – Executive

FFP

The contractor shall also provide one (1) separate small conference room with a capacity of 10 participants. Meeting are scheduled for 26-30 June 2017. See Performance Work Statement paragraph 4.5 for more details.

0008 550 Each Breakfast

FFP

The contractor shall provide breakfast for up to 85 participants from 25 June- 2 July 2017. See the Performance Work Statement paragraph 5.2 and Table 8 for more details.

0009 670 Each Lunch

FFP

The contractor shall provide Lunch for up to 110 participants from 24 June- 2 July 2017. See the Performance Work Statement paragraph 5.3 and Table 8 for more details.

0010 550 Each Dinner

FFP

The contractor shall provide Dinner for up to 85 participants from 24 June-2 July 2017. See the Performance Work Statement paragraph 5.4 and Table 8 for more details.

0011 1 Job

COFFEE BREAKS

FFP

The contractor shall provide a morning and afternoon “coffee break” on 26-30 June 2017 for approximately 110 participants. See Performance Work Statement paragraphs 6.1 and 6.2 for more details.

0012 1 Job Permanent Beverage Station

FFP

The contractor shall provide coffee, tea and drinking water available all day, starting at 0730 hours (7:30 am) from 26-30 June 2017 for approximately 110 participants. See Performance Work Statement paragraph 6.1 for more details.

0013 61 Each Transportation

FFP

The contractor shall provide transportation for 61 participants from the airport to the hotel and from the hotel to the airport. Please see Performance Work Statement paragraph 7.1 for more details.

PWS

Performance Work Statement PANAMAX 2017 Component Crisis Action Planning (CAP)

Lodging & Conference Facility 22 June-2 July 2017

Panama City, Panama

1. INTRODUCTION

The US Southern Command/Theater Engagement Directorate has a requirement for lodging and conference requirements in support of the PANAMAX 2017 Component Crisis Action Planning (CAP) to be held 22 June-2 July 2017 in Panama City, Panama.

1.1 TIME LINE.

22 June- 2 July 2017:

- 22 Jun: Advanced Party (ADVON) arrives.

- 24 Jun: Admin Room setup.

- 25 Jun: Participants arrive.

- 26-30 Jun: CAP Conference.

- 1 Jul: Participants depart.

- 2 Jul: ADVON departs

1.2 PLACE OF PERFORMANCE: Panama City, Panama.

1.3 SCOPE. The contractor shall provide lodging, meals, conference facilities, equipment and incidental services to the US Southern Command, also referred to herein as the “US Government (USG)”, in support of the PANAMAX 2017 Component Crisis Action Planning as defined in this PWS except for those items specified as government furnished property and services.

Attendees will begin to arrive on 25 June, attend the specific days of the conference, and depart when complete with required meetings or the day after the conclusion of the conference, 30 June 2016. The conference consists of approximately 150 participants.

2. HOTEL REQUIREMENTS.

2.1 Hotel Location: The hotel shall be on the Howard side of the Bridge of the Americas in order to maximize proximity to the SENAN “Base Naval Vasco Nunez de Balboa”. The contractor shall provide accommodations in a safe and secure location which has passed a United States Department of Defense security assessment. The contractor shall be able to provide lodging and meals within their main facilities with all lodging rooms within close proximity of each other.

2.2 Hotel Security/Inspection: The contractor shall provide accommodations that have a modern professional system of internal and external security to include cameras strategically located to monitor the interior and exterior of the hotel. The contractor shall provide the Government Representative (GR) a copy of its security plan seven (7) days prior to the conference. The USG, at its discretion, may augment the contractor’s security systems by arranging for the presence of independent professional security personnel such as local Police Officers and/or special security detachments at the hotel during the period of the conference. If external security augmentation is exercised, the contractor’s security manager shall ensure complete and unlimited access and seamless coordination between the contractor’s organic security systems and the external augmentation units. The contractor shall not have any ongoing construction onsite or around the vicinity of the hotel, to include, major renovation which includes closing entire floors, changing out multiple elevators, replacing flooring at multiple locations throughout the hotel and renovation that is disruptive due to extreme noise levels.

2.3 FWRA INSPECTIONS. Prior to award the Hotel shall be able to pass a USG Food Water Risk Assessment (FWRA) inspection as required.

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 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.

2.6 Hotel Equipment: 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 within the standard below at the contractor’s expense without further cost to the USG to ensure the success of the conference and the meals served therein. In the event of power failure (s), the contractor shall provide back-up power sources. All equipment shall be repaired within one (1) hour or replaced within two

(2) hours of reported malfunction.

2.7 Hotel Items/Amenities Excluded from Contract: The USG will not pay for movies, mini-bars, room service, laundry, telephone calls from or charged to guest rooms, or any other hotel charges other than those specifically provided for in this contract. Lodging, movies, mini-bars, service charges, etc. must be itemized separately on service bills. Hotel guests will be responsible for all legitimate charges appearing on their lodging statements. The contractor’s staff shall inform guests during check-in which services that will not be covered by the USG.

The contractor’s staff shall request a credit card from guests upon check-in. Charges not covered by the conference are to be resolved between the guests and the hotel.

2.8 Hotel Items/Amenities Included in Contract. 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. The contractor shall provide two (2) bottles of water per day (12 ounces minimum) and internet service/WI-FI in each contracted room, to be included in the cost of the room.

3. LODGING:

3.1 Lodging: The contractor shall provide lodging for 61 Multi-National (MN) personnel in Panama City, Panama. Total contracted room nights: 406.

The contractor shall provide single occupancy rooms as denoted in the table below. The below is an estimate. Any other rooms, and services are the responsibility of participants arranging them and the USG will not be held liable. The USG may request additional rooms at any time, and the contractor shall give the USG priority on all unoccupied lodging of similar quality. The USG requires rooms to be paid under this contract and reservations for rooms to be paid by individual guests outside the scope of this contract as specified below.

Table 1

Additionally, there will be an undetermined number of participants that will pay for their own lodging. They are not included as part of the lodging and meals under this contract. They are noted in the table as self pay. Total self pay nights estimated: 627

Table 2

Day Sat Sun Mon Tue Wed Thu Fri Sat Date: June 24th 25th 26th 27th 28th 29th 30th 1st

Single Occupancy

Rooms (Contract)

20 61 61 61 61 61 61 20

Day Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Date: June 22nd 23rd 24th 25th 26th 27th 28th 29th 30th 1st 2nd Reservation

Rooms 8 8 90 90 90 90 90 90 90 8 8

3.2 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 linen on a daily basis, electricity, 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. Conference attendees shall have hotel service access at no cost.

Housekeeping shall be conducted on a daily basis in all spaces rented by the USG.

3.3 GOVERNMENT REPRESENTATIVE. A 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.

3.4 ROOM INFORMATION. The GR will only approve payment for rooms used (under contract). The USG 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 USG reserves the right to fill the rooms with alternate participants for any room, without penalty up to 24 hours in advance. If there is a no-show guest Government will only pay for up to one (1) night.

3.5 OFFICIAL GUESTS. The GR will provide a roster of names for participants whose rooms are paid or covered under this contract five (5) business days prior to the conference start, but may change the names for the rooms up to the day of occupation.

3.7 CHECK-IN/CHECK-OUT. The contractor shall allow guests with an early check in time on arrival day and late check out on departure date. 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.

4. MAIN CONFERENCE & ADMINISTRATIVE ROOM REQUIREMENTS.

4.1.1 CONFERENCE FACILITIES SUMMARY:

The contractor shall provide seven (7) conference rooms in close proximity for this event. One

(1) main conference room with a capacity for 150 persons (theater seating); two (2) medium conference rooms with a capacity of 50 each (50 around a U shaped table); two (2) medium conference rooms with a capacity of 40 each (tables in a U shaped configuration); one (1) small conference room with 5 tables and 20 chairs to serve as the administrative room; and one (1) small conference room with 5 tables and 10 chairs to serve as an executive meeting room . The conference rooms shall be set-up not later than 7:00am on 26 June 2017. Conference rooms shall be scheduled for use from 26-30 June 2017 from 7:00am to 06:00pm. The contractor shall allow the GR full access to all conference rooms twenty-four (24) hours per day, for the purpose of rehearsals, setting up office equipment, audio visual equipment, and distributing conference

(Non-Contract, Self Pay) materials . All conference rooms must be set up at least two (2) hours prior to their scheduled use.

Tables shall be covered with tablecloths, preferably white, and have pitchers of ice water and glasses available for all participants. The ice water pitchers are to be refilled by the contractor’s staff during each scheduled break and throughout the day, and the contractor shall remove used glasses, cups, trash, and etc. throughout the day as well. The contractor’s personnel shall be available for changes in room configuration as needed. Additional details provided below:

4.1.2 Main Conference Room. The contractor shall provide one (1) first-class main conference facility for one hundred fifty (150) participants where meetings/sessions can be conducted with minimum distractions. The main conference room must have dimmer switches and blackout curtains to allow for slide and audiovisual presentations. The layout of the main conference room shall be directed by the GR. Main conference room shall be set up with theater seating for 150 persons from 7:00am to 06:00pm 26-30 June 2017. Two small tables shall be placed to either the side of the main conference room. One table shall be for the placement of audiovisual equipment and the other will be for the four (4) Distinguished Visitors (DVs).

The contractor will provide one (1) public announcement system to include two (2) microphones; one (1) illuminated podium; one Dry Erase Board or Easel with paper and markers; one (1) large (9’X12’) media projection screen; and one (1) data show projector with cabling allowing for connection to a standard laptop computer. Sufficient power cables and uninterrupted power sources will be provided to support the proper functioning of the equipment in the areas designated.

Table 3

Day Mon Tue Wed Thu Fri

Main Room (1)

Date: June 2017

26th 7:00

27th 7:00

28th 7:00

29th 7:00

30th 7:00

Main Conference Room Capacity

150 150 150 150 150

Wireless Microphones 2 2 2 2 2

Dry Erase Board or Easel with paper and markers

2 2 2 2 2

9’ x 12’ Screen 1 1 1 1 1

Illuminated Podium 1 1 1 1 1

Table for Projector/laptop 1 1 1 1 1

Table for DVs 1 1 1 1 1

Surge Protectors for projector/laptop

3 3 3 3 3

Conference Audio System 1 1 1 1 1

Projector 1600 Lumens or better

1 1 1 1 1

4.2 Medium Conference Rooms. The contractor shall also provide two (2) separate medium conference rooms with a capacity of 50 participants (50 chairs around a U shaped table) from 26- 30 June 2017. The contractor shall provide two Dry Erase Boards or Easels with paper and markers; one (1) small (4’ X 8’) media projection screen; and one (1) data show projector with cabling allowing for connection to a standard laptop computer in each room. Sufficient power cables and surge protectors will be provided to support the proper functioning of the equipment

Table 4

Medium Rooms (2)

Date: June 2017

26th 7:00

27th 7:00

28th 7:00

29th 7:00

30th 7:00

Breakout Room Capacity

50 50 50 50 50

Chairs 50 50 50 50 50 Dry Erase Board or Easel with paper and markers

2 2 2 2 2

4’x 8’ Screen 1 1 1 1 1

Table for Projector/laptop 1 1 1 1 1

Surge Protectors for projector/laptop

3 3 3 3 3

Projector 1600 Lumens or

4.3 Medium Conference Rooms. The contractor shall also provide two (2) separate medium conference rooms with a capacity of 40 participants (tables in a U shaped configuration) from 26-30 June 2017. The contractor shall provide two Dry Erase Boards or Easels with paper and markers; one (1) small (4’ X 8’) media projection screen; and one (1) data show projector with cabling allowing for connection to a standard laptop computer in each room. Sufficient power cables and surge protectors will be provided to support the proper functioning of the equipment

Table 5

Medium Rooms (2)

Date: June 2017

26th 7:00

27th 7:00

28th 7:00

29th 7:00

30th 7:00

Breakout Room Capacity

40 40 40 40 40

Chairs 40 40 40 40 40 Dry Erase Board or Easel with paper and markers

2 2 2 2 2

4’ x 8’ Screen 1 1 1 1 1

Table for Projector/laptop 1 1 1 1 1

Surge Protectors for projector/laptop

3 3 3 3 3

Projector 1600 Lumens or

4.4 Small Conference Room – Administrative Room. The contractor shall also provide one

(1) separate small conference room with a capacity of 20 participants (tables in a U shaped configuration) from 24 June to 1 July 2017 to serve as the conference administrative room. The room must be able to be locked with a key provided to the GR. The contractor shall provide one Dry Erase Board or Easel with paper and markers. Sufficient power cables and surge protectors will be provided to support the proper functioning of the equipment in the areas designated.

For the administrative room the contractor shall also provide one high speed black and white printer/copier (1000 prints included) capable of double-sided printing/copying, with sufficient cabling to allow for connection to a standard laptop computer or, preferably, a wireless enabled connection. Sufficient power cables and surge protectors will be provided to support the proper functioning of the equipment in the areas designated. This room shall also have a telephone.

Table 6

Day Sat Sun Mon Tue Wed Thu Fri Sat

Admin Room (1)

Date: June/July 2017

24th 7:00

25th 07:00

26th 7:00

27th 7:00

28th 7:00

29th 7:00

30th 7:00

1st 07:00

19:00 19:00 1900 1900 19:00 19:00 19:00 19:00

Admin Room Capacity 20 20 20 20 20 20 20 20

Work Tables 5 5 5 5 5 5 5 5 Chairs 20 20 20 20 20 20 20 20 Surge Protectors for Computers

3 3 3 3 3 3 3 3

Dry Erase Board or Easel with paper and markers

1 1 1 1 1 1 1 1

Telephone Line with Telephone

1 1 1 1 1 1 1 1

Printer/Copier 1 1 1 1 1 1 1 1

4.5 Small Conference Room – Executive Meeting Room. The contractor shall also provide one (1) separate small conference room with a capacity of 10 participants (table in a boardroom configuration) from 26-30 June 2017to serve as an executive meeting room. The contractor shall provide one Dry Erase Board or Easel with paper and markers. Sufficient power cables and surge protectors will be provided to support the proper functioning of the equipment in the areas designated.

Table 7

Executive Room (1)

Date: June 2017

26th 7:00

27th 7:00

28th 7:00

19:00

29th 7:00

19:00

30th 7:00

19:00

Admin Room Capacity 10 10 10 10 10

Work Tables 1 1 1 1 1 Chairs 10 10 10 10 10 Surge Protectors for Computers

1 1 1 1 1

Dry Erase Board or Easel with paper and markers

4.6 Miscellaneous.

4.6.1 The contractor shall have technical participants available to operate/repair the conference room equipment during normal work hours and on weekends. Lighting must be adequate, with dimmers to allow for an ideal conference environment that can maximize the use of slides or projectors.

4.6.2 The administrative room shall be physically secured by the GR to prevent unauthorized access by non-USG personnel during the contract period of performance.

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

4.6.4 All conference rooms shall have a secure internet connection. If the internet service is delivered by wireless means and a password is required, it shall be given to guests participating in the conference upon request. Average bandwidth speeds to support required work should be at least one hundred (100) Mbps for downloads and twenty five (25) Mbps for uploads.

5. MEALS

5.1 Meals: The contractor shall provide meals (breakfast and dinner) for up to 85 Multi- National (MN) participants and lunches for 110 MN participants at the conference facility. Total contracted meals: 1770. The contractor shall provide “meal vouchers” to the GR during the event for all participants in accordance with the following meal specifications. The USG will only pay for “meal vouchers” used. The contractor shall provide a location whereby breakfast, lunch and dinner can be served to participants. The location shall be in a secure environment for protection of participants. The onsite restaurant will suffice for this requirement. The contractor shall provide the identified conference participants with meal vouchers upon registering. The vouchers shall note that they cannot be used for alcoholic beverages. Each voucher shall be signed by the participants and annotated with the participant’s room number. All meal receipts and vouchers associated with this conference shall be submitted daily to the Designated GR for verification and accountability. Any cost incurred over the value of the voucher becomes the responsibility of the guest presenting the voucher. The USG will only pay for the agreed price of the voucher per voucher used.

Table 8

Day Sat Sun Mon Tue Wed Thu Fri Sat Sun Meals: Jun/Jul

24th 25th 26th 27th 28th 29th 30th 1st 2nd

Breakfast 0 20 85 85 85 85 85 85 20

Lunch 10 50 110 110 110 110 110 50 10

Dinner 20 85 85 85 85 85 85 20 0

5.2 Breakfast: Buffet style or menu served breakfast shall be available from 6:00am - 9:00am;

25 June -2 July 2017.

5.3 Lunch: Buffet style or menu served lunches shall be available from 11:30am -1:30pm; 24 June -2 July 2017. Lunch shall, consist of a minimum of two main entrees, side dishes (vegetables, salads, starches) dessert, and non-alcoholic beverages such as water, juice, soft drinks, tea and coffee, and be consistent with a value sufficient to provide a complete luncheon meal.

5.4 Dinner: Buffet style or menu served dinners shall be available from 6:00pm until restaurant closing hours; 24 June - 1 July 2017. Dinner shall consist of a minimum of two main entrees, side dishes, dessert, and a non-alcoholic beverage such as water, juice, soft drinks, tea and or coffee and be consistent with a value sufficient to provide a complete dinner meal.

5.5 The hotel shall provide the KO or GR meal vouchers for all Partner Nation conference participant meals. Conference participants will have and show their meal ticket to the restaurant servers prior to ordering each meal.

6. COFFEE BREAKS.

6.1 Buffet-style refreshment breaks shall be provided in close proximity to the conference rooms. Breaks shall include: coffee, tea, sodas, fruits, bottled water and a selection of pastries including muffins, Danish, croissants, and cookies to be approved by the GR prior to set-up.

Hours of service are subject to changes with a notification/confirmation by the GR NLT 1500 hours (3:00 pm) the day prior. Coffee, tea and drinking water shall be available all day, starting at 0730 hours (7:30 am) each morning or as requested by the GR for the duration of the conference. Coffee break times shall be served twice daily 26-30 June 2017 for 110 participants.

The GR will coordinate directly with the contractor as to the exact times of the daily conference coffee breaks.

Table 9

Date: June 2017 26th 27th 28th 29th 30th

Main Conference Room Coffee Breaks – AM

110 110 110 110 110

Main Conference Room Coffee Breaks – PM

110 110 110 110 110

Permanent Beverage Station

110 110 110 110 110

6.2 Coffee Break area shall be set up outside the main conference room. Break services shall be at 1000 (10:00 AM) and 1400 (2:00 PM), and be set up 30 minutes prior to each break time.

GR will coordinate with designated staff every evening, NLT 5:00 PM, to discuss the following days Coffee Break times.

6.3 All changes shall be coordinated between the GR and contractor at least 24 hours in advance. The contractor shall provide all service and eating utensils.

7. TRANSPORTATION

7.1 The contractor shall provide transportation for 61 participants from the airport to the hotel and from the hotel to the airport. Flight schedules will be forwarded to the contractor no later than 72 hours prior to the first pick up. The contractor shall accommodate last minute flight schedule changes and respond accordingly. The contractor shall provide the driver a sign with the passenger’s name or “PANAMAX 17” written in English and in a manner easily seen by arriving passengers. The driver shall hold the sign in the airport area that is easily accessible for arriving passengers and where the signage is visible. The contractor shall work with the government representative on the coordination of the return trip to the airport. Government reserves the right to cancel transportation requirement NLT than 24 hours prior to the arrival of the first guest passenger. Pick up of participants from the airport will be on 24-25 June 2017 and drop off shall be on 30 June/1 July 2017.

8. PARKING

8.1 The contractor shall provide 10 reserved parking spaces for local conference participants and coordinators in the hotel parking lot. The parking spaces shall be made available for unlimited use from 26-30 June 2017.

9. ADDITIONAL REQUIREMENTS.

9.1 MAINTENANCE. Quality and accuracy of product and services: IAW FAR 12.208 the USG will rely on the contractors existing quality assurance systems. The contractor is responsible for ensuring the quality and accuracy of its product and services are maintained, including making any requested correction or changes, at no cost to the USG. 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 shall be performed and breakdowns corrected within two (2) hours or they shall be substituted.

7.2 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 12:00pm on 25 June 2017.

7.3 ROOM RATES. Room rates plus any mandatory hotel fees such as gratuities / hotel service fees / resort fees / shall not exceed effective USG per diem rates for Panama 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

7.4 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 GR.

8.0 ADDITIONAL INFORMATION.

8.1 CANCELLATIONS/ADDITIONS. The Contracting Officer (KO) has the right to make changes to this PWS in coordination with GR (including the numbers and type of personnel or equipment needed) to make this mission success. The contractor shall give the USG 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 USG will only pay for participants and equipment used.

8.2 CHANGES TO CONTRACT. The only person authorized to make changes to the contract is the KO. Failure to clear changes in contract with the KO will result in contractor not receiving compensation for costs incurred. Accordingly, the KO will be notified prior to any additional services performances and a contract modification with any change to price, or period of performance should be issued to the contractor (changes in cost to the USG). The contractor shall only take change orders from the KO; purchases or changes from unauthorized persons may result in the contractor not receiving payment for costs incurred. When/if, in the opinion of the contractor, an effort outside the existing scope of the contract is requested, the contractor shall promptly notify the KO.

8.3 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.

8.4 PRICE QUOTES. Quotes shall be submitted in English. Prices shall be all inclusive.

Local taxes and Federal taxes need to be outlined separately since the Government is a tax exempt organization. The contractor shall submit quotes in U.S. Dollars.

8.5 PAYMENT. The USG will pay for all contracted items under the terms of this purchase agreement as allowed under U.S. law. Payment will be done after receiving the service, an invoice has been received, and the GR has confirmed receipt of services. Payment will made through a US Government Purchase Card (VISA credit card). The USG does not pay for any transaction fee. Credit card information will be given along with this agreement. Any miscellaneous charges incurred by guest(s) are the responsibility of the individual guest.

8.6 The contractor shall not cite conference names, conference locations, pictures or any other Government information on any website to include their company website.

8.7 Government’s Representative. The USG will provide a GR to coordinate administrative, logistical and miscellaneous issues with the contractor. The GR shall not make any changes to the terms, conditions, standards, or cost of the contract. The GR 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.

8.8 APPLICABILITY: Guests of the hotel are Government Officials from the U.S and other nations.

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

0001 Destination Government Destination Government 0002 Destination Government Destination Government 0003 Destination Government Destination Government 0004 Destination Government Destination Government 0005 Destination Government Destination Government 0006 Destination Government Destination Government 0007 Destination Government Destination Government 0008 Destination Government Destination Government 0009 Destination Government Destination Government 0010 Destination Government Destination Government 0011 Destination Government Destination Government 0012 Destination Government Destination Government 0013 Destination Government Destination Government

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC

0001 POP 22-JUN-2017 TO

02-JUL-2017

N/A USSOUTHCOM

TARRAGO, ARIEL

9301 NW 33RD STREET

DORAL FL 33172

305-437-3344

W91LMH

0002 POP 22-JUN-2017 TO

02-JUL-2017

N/A (SAME AS PREVIOUS LOCATION)

0003 POP 22-JUN-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0004 POP 22-JUN-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0005 POP 22-JUN-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0006 POP 22-JUN-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0007 POP 22-JUN-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0008 POP 22-JUN-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0009 POP 22-JUN-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0010 POP 22-JUN-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0011 POP 22-JUN-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0012 POP 22-JUN-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0013 POP 22-JUN-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

CLAUSES INCORPORATED BY REFERENCE

52.204-19 Incorporation by Reference of Representations and

Certifications.

DEC 2014

52.212-4 Contract Terms and Conditions--Commercial Items JAN 2017 252.229-7000 Invoices Exclusive of Taxes or Duties JUN 1997 252.229-7001 Tax Relief SEP 2014 252.232-7008 Assignment of Claims (Overseas) JUN 1997 252.233-7001 Choice of Law (Overseas) JUN 1997

CLAUSES INCORPORATED BY FULL TEXT

52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (JAN 2017)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code and small business size standard for this acquisition appear in Block 10 of the solicitation cover sheet (SF 1449). However, the small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.

(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show--

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender's request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation.

Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers:

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and--

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers.

Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.

(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.

(i) Availability of requirements documents cited in the solicitation. (1)(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to--GSA Federal Supply Service Specifications Section, Suite 8100, 470 East L'Enfant Plaza, SW, Washington, DC 20407, Telephone (202) 619-8925, Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision.

Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST (https://assist.dla.mil/online/start/).

(ii) Quick Search (http://quicksearch.dla.mil/).

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by--

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone

(215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier. (Applies to all offers exceeding $3,500, and offers of $3,500 or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation ``Unique Entity Identifier'' followed by the unique entity identifier that identifies the Offeror's name and address. The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Offeror to establish additional SAM records for identifying alternative EFT accounts (see subpart 32.11) for the same entity. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(k) System for Award Management. Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. Offerors may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.acquisition.gov.

(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(1) The agency's evaluation of the significant weak or deficient factors in the debriefed offeror's offer.

(2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.

(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award;

(5) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror.

(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

(End of provision)

ADDENDUM TO FAR 52.212-1

INSTRUCTION TO OFFERORS

ADDITIONAL INSTRUCTIONS AND INFORMATION:

Technical Acceptability is defined as meeting all specifications in the Performance Work Statement. You must address each specification and each deliverable. Quoters shall be ranked in order of lowest price to highest price.

The lowest-priced quote shall be evaluated first. If the lowest-priced quote is technically acceptable, no other quotes will be evaluated.

Offerors are required to submit a complete quote package in accordance with the instructions below. Only electronic offers will be received via email. The Offeror shall submit electronic copies of their quote to the Contract Specialist, Lian Pino, lian.pino.civ@mail.mil and the Contracting Officer, Catherine P. Richardson catherine.p.richardson.civ@mail.mil. Submissions must be received on or before the solicitation closing date as stated in Part 8 of the STANDARD FORM 1449.

Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

Offerors submitting quotes shall follow the requirements to register for a DUNS and NCAGE code. Failure to register will result in the quoter to be ineligible for contract award. Instructions to obtain DUNS and NCAGE code will be provided seperately.

The Offeror shall complete the SF1449 (solicitation document) CLIN structure indicating a unit price and total proposed price for all Contract Line Item Numbers (CLINS).

Offeror shall provide a copy of Hotel and Restaurant License.

Offerors are advised that payments against the contract resulting from this solicitation will be made through credit card.

Note: OFFERS WILL NOT BE ACCEPTED FROM THIRD PARTY AGENCIES OR BROKERS.

QUOTES WILL BE ACCEPTED DIRECTLY FROM HOTELS ONLY. In accordance with the performance work statement requirements, the successful Offeror shall provide a point of contact of…