W91QEX-17-Q-0034-_Solicitation.pdf

SEE ADDENDUM

(No Collect Calls)

W91QEX-17-Q-0034 18-May-2017

b. TELEPHONE NUMBER

305-437-2662

8. OFFER DUE DATE/LOCAL TIME

09:00 AM 30 May 2017

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 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

LIAN PINO

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

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

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

0011017229-0001

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

X

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 OF34

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-17-Q-0034

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 506 Each Lodging Rooms

FFP

Contracted Lodging rooms paid for by the US Government in the quantity of 506 room nights.

Self-Pay rooms in the quantity of 50. This number is of participants that will pay for their own lodging.

Period of Performance is from 16-26 Augustl 2017. Please see Performance Work Statement section 3 for more details and corresponding table.

FOB: Destination

PURCHASE REQUEST NUMBER: 0011017229-0001

NET AMT

0002 10 Each Admin Rooms with Internet

FFP

The Contractor shall provide an Administration or operations room on 16-25 August 2017. The room shall be large enough to accommodate office space for staff of twenty (20) personnel. Hotel must also provide internet ETHERNET drops, with a 50MB bandwidth or better. Please see Performance Work Statement section 4.1, 4.1.1, and corresponding table 4.1 below for more details.

0003 3 Each Main Conference Room

FFP

The Contractor shall provide a main conference room for one hundred and thirty

(130) participants in classroom style. Set up for the main conference room shall be accomplished no later than 12:00 PM on 22 August 2017 and shall be made available for use all day, during 23-24 August 2017. Please see Performance Work Statement section 4.2 and corresponding table 4.1 below for more details.

0004 6 Each Bilateral Meeting Rooms

FFP

The Contractor shall provide three (3) meeting rooms or “breakout rooms “adjacent to, or next to each other, (preferably) for 6 to 10 conference participants between 23-24 August 2017. Please see Performance Work Statement section 4.3 and corresponding table 4.1 below for more details.

0005 2 Each Break Out Room

FFP

The Contractor shall provide a medium size conference room for forty (40) participants in classroom style,(with a U shaped table) for 23-24 August 2017.

Please see Performance Work Statement section 4.6 and corresponding table 4.1 below for more details.

0006 1 Each Press Room

FFP

The Contractor shall provide a medium size conference room for twenty (20) participants in classroom style, and enough space to accommodate a table, sound system and flags of Peru and USA. This room will be used for a press conference, after the end of the event (24 August), for approximately two hours,(2 to 4PM).

Please see Performance Work Statement section 4.7 and corresponding table 4.1 below for more details.

0007 1 Job Audiovisual

FFP

The contractor shall provide audiovisual equipment as shown in Table 5.1.

0008 2 Each Lunch Room

FFP

The Contractor shall provide a room, next to or within close proximity to the Main Conference Room, that will fit 140 participants on 23 and 24 August. Please see Performance Work Statement section 4.4 and corresponding table 4.1 below for more details.

0009 280 Each Lunch for Lunch Room

FFP

On conference dates 23 and 24 August 2017 lunches will be served buffet style for 140 participants, in a room adjacent, near or next to the Main Conference Room.

Please see Performance Work Statement section 7.3 and corresponding table 7.1 below for more details.

0010 40 Each LUNCHES for Arrival and Departure

FFP

On the arrival and departure days 22 and 25 August 2017 the Contractor shall serve meals for 20 participants at the hotel restaurant with a selection of standard menu items from the Hotel Restaurant. Please see Performance Work Statement section

7.3.1 and corresponding table 10.1 below for more details.

0011 180 Each Breakfast

FFP

The Contractor shall serve breakfasts meals at the hotel restaurant with a selection of standard buffet style breakfast food between 23-25 August 2017. Please see Performance Work Statement section 7.2 and corresponding table 7.1 below for more details.

0012 150 Each Dinner

FFP

The Contractor shall provide dinners to selected conference participants, during 22- 24 August at the hotel restaurant with a selection of standard menu items from the Hotel Restaurant. Please see Performance Work Statement section 7.4 and corresponding table 7.1 below for more details.

0013 115 Each Beverage Station-Admin Room

FFP

The Contractor shall set up a permanent coffee, tea, and water beverage station in the administrative room from 7:30 AM- 5:00 PM daily. Please see Performance Work Statement section 7.6 and corresponding table 7.1 below for more details.

0014 280 Each Beverage Station-Main Conference Room

FFP

The Contractor shall set up a permanent coffee, tea, and water beverage station in the administrative room from 7:30 AM- 5:00 PM daily. Please see Performance Work Statement section 7.6 and corresponding table 7.1 below for more details.

0015 400 Each Coffee Breaks AM/FM

FFP

The Contractor shall provide “coffee breaks” in the morning and afternoon between 23-24 August 2017. Please see Performance Work Statement section 7.7.1, 7.7.2, 7.7.3 and corresponding table 7.1 below for more details.

0016 150 Each Welcome Reception

FFP

The contractor shall provide an area for a reception for 150 participants from 7:00PM to 9:00PM on 22 August 2017.Please see Performance Work Statement section 7.8 and corresponding table 10.1 below for more details.

CLAUSES INCORPORATED BY FULL T

If you have complaints about this procurement, it is preferable that you first attempt to resolve those concerns with the responsible contracting officer. However, you can also protest to Headquarters, AMC. The HQ, AMC-Level Protest Program is intended to encourage interested parties to seek resolution of their concerns within AMC as an Alternative Dispute Resolution forum, rather than filing a protest with the General Accounting Office or other external forum. Contract award or performance is suspended during the protest to the same extent, and within the same time periods, as if filed at the GAO. The AMC protest decision goal is to resolve protests within 20 working days from filing. To be timely, protests must be filed within the periods specified in FAR 33.103. Send protests (other than protests to the contracting officer) to:

Headquarters U.S. Army Materiel Command Office of Command Counsel 4400 Martin Road Rm: A6SE040.001 Redstone Arsenal, AL 35898-5000 Fax: (256)450-8840

PWS

PERFORMANCE WORK STATEMENT (PWS)

SOUTH AMERICAN DEFENSE CONFERENCE (SOUTHDEC 17)

Lima, Peru Hotel Services

TCA #JEVB-004-CON-PER

1.0 GENERAL: The Commander of the United States Southern Command (USSOUTHCOM) and the Peruvian Defense Forces, are co-hosting The South American Defense Conference (SOUTHDEC 17). The event will have the participation of several Chiefs of Defense, Ministers and several General Officers from all of the USSOUTHCOM AOR, in addition to senior US Government and Military Officials. This Performance Work Statement (PWS) details the lodging, meals, conference rooms and audio visual requirements in support of the (SOUTHDEC 17). The period of performance is 16-26 August 2017.

TIME LINE: 16-26 August 2017.

1.1-16 August 2017: Advance Party Arrival Begins

1.2 -22 August 2017: Delegations Arrive/Reception

1.3 -23 thru 24 August 2017: Conference

1.5 -25 August 2017: All participants and most staff depart

1.6 -26 August 2017: Remaining staff departs

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 which will completed before 16 July, 2017. The Contractor shall be located in or near a metropolitan area and International airport.

2.2 HOTEL SECURITY/INSPECTION. The hotel shall provide the Government’s Representative (GR) an orientation and meeting with the hotel security manager, and a direct contact on the hotel staff for resolving security issues. 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.

Where possible, all conference activities shall be conducted in designated areas located above the ground floor level.

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 the GR with a list of on-call hotel points-of-contact who have the authority to resolve issues affecting their areas of support.

2.4 FOOD AND WATER RISK ASSESMENT (FWRA) INSPECTION. Contractor must successfully pass a US Government FWRA inspection.

2.5 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.

2.6 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.

2.7 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.

2.7.1 Lodging, movies, mini-bars, service 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.

2.7.2 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 all guests upon check-in. Charges not covered by the contract are to be resolved between the guests and the hotel.

2.8 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. No cover or conference fees are to be charged to conference attendees who are not registered in the hotel, for attending the conference.

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. Lodging requirements are shown in the next table.

Table 3.1 August 2017

Wed

Thu

Fri

Sat

Sun

Mon

Tue

Wed

Thu

Fri

Tot

Single Occupancy Rooms nights contracted

12 16 20 26 140 140

Single Occupancy Rooms nights self -pay

5 15 15

Total rooms/suites nights required (contracted and self-pay) = 556

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, and 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 (8 to 10 ounces) 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 3.1 as Self-pay.

3.5 ROOM LIST. The GR will furnish the Contractor a rooming list with all of the participant’s names by 28 July 2017, but may change the names of the guests up to the day of occupation.

4.0 CONFERENCE/MEETING 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 and, on the same floor level.

4.1 ADMINISTRATION ROOM: The Contractor shall provide a room to be used as an Administration or operations room. This room will be used by the conference staff personnel as an event command/administrative center and shall be furnished with tables and chairs (exact amount of tables and chairs and room configuration in “U” shape, will be determined by GR).

The room shall be large enough to accommodate office space for staff of twenty (20) personnel.

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 1400 on 18 August, 2017. There are no audiovisual requirements for this room.

4.1.1 ADMINISTRATION ROOM, INTERNET REQUIREMENTS:

Hotel must provide internet EHTERNET drops, with a 50MB bandwidth or better. Dedicated internet line via Ethernet connection with a static IP assigned and bypassing or disabling any “splash page” the Hotel may have. Also, if applicable, isolate the Administration room from other hotel guests. Request 110v power outlets, if not 110v is not available, Hotel shall provide transformers to safely operate equipment. Surge protection will be needed to accommodate 20 laptops, two (2) printers and four (4) telephones (equipment will be US Government issued).

The requested configuration could also be provided by allowing the SOUTHCOMC IT Tech staff to directly connect to the Hotel’s source of internet. Hotel IT specialist must be available on site during the set up and installation of the Administrative Room. Table 4.1 shows US Government requirements for meeting spaces.

4.2. MAIN CONFERENCE ROOM. The Contractor shall provide a main conference room for one hundred and thirty (130) participants in classroom style, where sessions can be conducted in comfort and with minimum distractions. Set up for the main conference room shall be accomplished no later than 12:00 PM on 22 August 2017 and shall be made available for use all day, during 23-24 August 2017. 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. The contractor shall provide flags of equal size for the following countries: USA, Peru, Argentina, Brazil, Bolivia, Colombia, Chile, Paraguay, Uruguay, Venezuela, Ecuador, Suriname, Guyana, Canada and UK. 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, at the request and direction of (and only of) the GR on site.

4.3 BILATERAL MEETINGS ROOMS. The Contractor shall provide three (3) meeting rooms or “breakout rooms “adjacent to, or next to each other, (preferably). Such rooms are for smaller private meetings of 6 to 10 conference participants on 23 and 24 August 2017. Each room shall be furnished with small tables and chairs or small sofas or love seats (exact amount, type and configuration of furnishings will be determined by GR on site). There are no audiovisual requirements for these rooms.

4.4 LUNCH ROOM. The Contractor shall provide a room, next or within close proximity to the Main Conference Room, where all conference participants will have lunch on 23 and 24 August. Specific times for these lunches will be provide by the GR on site, before the start of the conference. More information will follow under section 7.0

4.5 RECEPTION AREA. The contractor shall provide an area or room for a reception on 22 August 2017. For more information please see section 7.0.

4.6. BREAKOUT ROOM. The Contractor shall provide a medium size conference room for forty (40) participants in classroom style, (with a U shaped table) where sessions can be conducted in comfort and with minimum distractions. Set up for this room shall be accomplished no later than 12:00 PM on 22 August 2017 and shall be made available for use all day, during 23-24 August 2017. 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. This conference room’s 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. Contractor personnel shall be available for changes in room configuration as needed, at the request and direction of (and only

of) the GR on site.

4.7. PRESS ROOM. The Contractor shall provide a medium size conference room for twenty

(20) participants in classroom style, and enough space to accommodate a table, sound system and flags of Peru and USA. This room will be use for a press conference, after the end of the event on 24 August 2017, for approximately two hours between 2:00 and 4:00 PM. Contractor personnel shall be available for changes in room configuration as needed, at the request and direction of (and only of) the GR on site.

Table 4.1 August 2017 Wed

Thu

Fri

Sat

Sun

Mon

Tue

Wed

Thu

Fri

Admin Room (20 pax)

½ day

Reception Area (140 pax)

Main Conference Room (130 pax)

Set up

Bi Lateral Meetings Rooms (6-10 pax)

Lunch room (140 pax)

1 1

Break out room (40 pax)

Press Room (20 pax)

5. AUDIOVISUAL. The contractor shall provide audiovisual equipment as shown in the following table:

Table 5.1

6.0

PARKING REQUIREMENTS/ TAXI ACCESS

6.1 The Contractor shall provide during 18-25 August 2017, 10 (ten) reserved parking spaces for local conference participants and conference staff in the hotel parking lot during the conference. Parking shall be in a secure area with adequate lighting and security. Contractor’s staff shall be aware of reserved conference parking spaces.

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

7.0 FOOD AND BEVERAGE

Audio Visual Requirements, and Quantities (22-24 August)

Main Conference Room

Break out Room

Press Room

Screen Size 6’x 6’ to 8’x 8’ (or comparable standard)

3 3

Internet access 1 1

Speaker System with two (2)wireless Microphones and Podium

1 1 1

2 table microphones, for center panel table

7.1 MEALS. The Contractor shall provide meals to specific participants as directed by the GR.

The Government will indicate which participants or guests are covered by this contract, by 28 July 2017.

7.2 BREAKFASTS. The Contractor shall serve breakfasts meals at the hotel restaurant with a selection of standard buffet style breakfast food. No special arrangements or specific rooms are necessary for these meals, the Hotel restaurant will be sufficient. Before the start of the conference, the Government will provide a list to the Hotel naming which participants will recived paid brekafasts during the length of the conference. 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. Table 7.1 shows a break-down in numbers for Food and Beverage.

7.3 LUNCHES for Conference Dates. On conference dates 23 and 24 August 2017 lunches will be served buffet style for 140 participants, in a room adjacent, near or next to the Main Conference Room. The Contractor shall serve lunch with a selection of items, which shall offer a variety of salads, hot dishes (various options like; chicken, beef, pork, fish, pasta) and desserts and shall include a variety of juices, sodas, lemonade, ice tea, ice water, coffee or hot tea throughout the meal. Table 7.1 shows a break-down in numbers for Food and Beverage.

7.3.1 LUNCHES for Arrival and Departure. On the arrival and departure days 22 and 25 August 2017 for 20 participants. The Contractor shall serve meals at the hotel restaurant with a selection of standard menu items form the Hotel Restaurant. The menu shall offer a variety of salads, hot dishes like; chicken, beef, pork, fish, pasta and desserts. It can also include a variety of juices, sodas, lemonade, ice tea, ice water, coffee or hot tea throughout the meal. No special arrangements or specific rooms are necessary for these meals, the Hotel restaurant will be sufficient. The Government will only pay for meals consumed by the invited participants and will identify themselves and their room number prior to the meal. Before the start of the conference, the Government will provide a list to the Hotel naming which participants will recived paid lunches on these dates. This process will be controlled with GR supervision. Table

7.1 shows a break-down in numbers for Food and Beverage.

7.4 DINNERS. The Contractor shall provide Dinners to selected conference participants 22-24 August 2017 at the hotel restaurant with a selection of standard menu items from the Hotel Restaurant. The menu shall offer a variety of salads, hot dishes like; chicken, beef, pork, fish, pasta and desserts. It can also include a variety of juices, sodas, lemonade, ice tea, ice water, coffee or hot tea throughout the meal. No special arrangements or specific rooms are necessary for these meals, the Hotel restaurant will be sufficient. The Government will only pay for dinners consumed by the invited participants and will identify themselves and their room number prior to the meal. Before the start of the conference, the Government will provide a list to the Hotel naming which participants will recived paid dinners during the entire length of the conference.

This process will be controlled with GR supervision. Table 10.1 shows a break-down in numbers for Food and Beverage.

7.5 ALCOHOL POLICY. The Government will not pay for alcoholic beverages during any meal or any other time during this event, with the exception of the Reception on 22 August, 2017. 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. The hotel will only issue “food” receipts to the Government with that alcoholic purchase and annotated with the participant’s room number. The hotel will only issue “food” receipts to the Government.

7.6 BEVERAGE STATIONS. The Contractor shall set up a permanent coffee, tea, and water beverage station in the administrative room by 7:30 AM daily. This beverage station is to stay in place and be replenished during the conference working hours of 7:30 AM to approximately 5:00 PM daily or later as coordinated by the GR. A similar beverage station shall be place in the vicinity of the Main Conference Room and Break out Room for its participants to use during working hours of the conference.

7.7 COFFEE BREAKS. (AM/PM).

7.7.1 Morning breaks. The Contractor shall provide “coffee breaks” for one hundred (140) on 23 and 24 August 2017. Morning break stations shall be setup outside the Main Conference Room and will serve both participats using the Main Conference Room and the Senior Enlisted Meeting Room. The break menu shall be varied daily and the service should include utensils and all necessary equipment. Please see table 10.1 for correct amounts.

7.7.2 Afternoon breaks. The Contractor shall provide “coffee breaks” for sixty (60) on 23 and 24 August 2017. Afternoon break stations shall be setup outside the Bilateral meeting Rooms area. The break menu shall be varied daily and the service should include utensils and all necessary equipment. Please see table 10.1 for correct amounts.

7.7.3 Breaks, Additional information. The menu selected, time and schedule of such breaks shall be discussed and determined with the GR prior the conference start.

7.8 WELCOME RECEPTION: The contractor shall provide an area for a reception for 150 participants from 7:00PM to 9:00PM on 22 August 2017. The Contractor shall provide two (2) hours open bar with premium alcoholic drinks, beer and wine from 7 PM to 9PM, 6 hot, 6 cold Hors d’ ours and one beef carving station. All food and drink items will be selected by the GR.

Table 7.1 August 2017 Food and Beverage

Thu

Fri

Sat

Sun

Mon

Tue

Wed

Thu

Fri totals

Administration Room - Continuous Beverage station

10 20 20 20 20

Main Conference Room and Break out- Room- Continuous Beverage Station

140 140

Coffee breaks AM

140 140

Coffee breaks PM

60 60

Breakfast

60 60 60

Lunch

20 140 140 20

Dinner

10 60 60 20

Reception

8.0 ADDITIONAL REQUIREMENTS.

8.1 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 12:00 PM on 22 August 2017. Contractor shall coordinate with GR before testing to assure GR is present during the testing.

8.2 APPLICABILITY. Tax exemption, if any, 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.

9.0 ADDITIONAL INFORMATION.

9.1 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.

9.2 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.

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

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 0014 Destination Government Destination Government 0015 Destination Government Destination Government 0016 Destination Government Destination Government

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS DODAAC

0001 POP 16-AUG-2017 TO

26-AUG-2017

N/A SOUTHCOM

TABARES, FRANCISCO

9301 NW 33D STREET

MIAMI FL 33172

305-437-1555

W91LMH

0002 POP 16-AUG-2017 TO

26-AUG-2017

N/A (SAME AS PREVIOUS LOCATION)

0003 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0004 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0005 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0006 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0007 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0008 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0009 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0010 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0011 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0012 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0013 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0014 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0015 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

0016 POP 16-AUG-2017 TO

N/A (SAME AS PREVIOUS LOCATION)

CLAUSES INCORPORATED BY REFERENCE

52.204-2 Security Requirements AUG 1996 52.204-7 System for Award Management OCT 2016 52.204-13 System for Award Management Maintenance OCT 2016 52.204-19 Incorporation by Reference of Representations and

Certifications.

DEC 2014

52.212-4 Contract Terms and Conditions--Commercial Items JAN 2017 252.225-7040 Contractor Personnel Supporting U.S. Armed Forces

Deployed Outside the United States

OCT 2015

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 252.243-7001 Pricing Of Contract Modifications DEC 1991

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, Anthony S. Mosley, anthony.s.mosley.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.

NOTE: This RFQ is in accordance with FAR Part 12 and 13.5

Technical Acceptability:

1. 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.

2. 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).

3. The Offeror shall also submit hotel cancellation guidelines in the case of hotel room cancellations.

4. Please specify if you can/can’t provide the following items:

Items Totals Please specify if you will provide, options, or if you can’t provide at all

Contracted Rooms 506 Self-Pay Rooms 50 Admin Room for 20 pax 10 days

Reception Area for 140 pax 1 day

Main Conference Room for 130 pax 2 day

3 Bi Lateral Meetings Rooms for 6-10 pax 6 days

Lunch room for 140 pax 2 days

Break out room for 40 pax 2 days

Press Room for 20 pax 1 day

Screen Size 6’x 6’ to 8’x 8’ (or comparable standard)

Internet access- 50MB- EHTERNET drops, with a 50MB bandwidth or better

Speaker System with two (2)wireless Microphones and Podium

2 table microphones, for center panel table 1

Beverage Station for Admin Room 115

Beverage Station for Main Conference Room 280

Coffee breaks AM 280

Coffee breaks PM 120

Breakfast 180

Lunch 320

Dinner 150

Reception 150

Provide flags of the following countries:

USA, Peru, Argentina, Brazil, Bolivia, Colombia, Chile, Paraguay, Uruguay, Venezuela, Ecuador, Suriname, Guyana, Canada and UK.

Please Specify the size of the flags that will be provided.

Note: In accordance with the performance work statement requirements, the successful Offeror shall provide a point of contact of sufficient authority to authorize changes at the performance location. In order for this and other Performance Work Statement requirements to be met, the Government must maintain privity of contract directly with the service provider.

PROPOSALS FROM THIRD PARTIES OR BROKERS WILL BE CONSIDERED NONRESPONSIVE

AND WILL BE EXCLUDED FROM CONSIDERATION FOR AWARD.

CLAUSES INCORPORATED BY FULL TEXT

52.212-2 EVALUATION--COMMERCIAL ITEMS (OCT 2014)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Lowest Price Technically Acceptable

(i) technical capability of the item offered to meet the Government requirement;

(ii) price;

(b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party.