Washington air national guard july 16 yellow ribbon event: lodging, meals and conference space amendment. Clarified requried location of performance. See statement of work

This is a combined synopsis/solicitation for commercial items prepared in accordance with format in FAR subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

F9X3FS6146AA01 is hereby issued as a Request for Quote (RFQ). The Incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-88, 16 May 2016 and the Defense Federal Acquisition Regulation Supplement (DFARS) change notice 20160510.  It is the contractor’s responsibility to become familiar with applicable clauses and provisions.  This acquisition is 100% set aside for small business concerns and is under North American Industry Classification Standards (NAICS) code 721110 with annual revenue not to exceed $32.5 Million.

Description of Requirement:

 

WASHINGTON AIR NATIONAL GUARD JULY 16 YELLOW RIBBON EVENT: LODGING, MEALS AND CONFERENCE SPACE

 

 

CLIN 0001:  HOTEL ROOMS.    38 rooms, minimum double occupancy x 1 night for attendees. 1500 Saturday 16 July through 1200 Sunday 17 July 2016.  ** Three of these rooms may be needed for 1500 Friday 15 July through 1200 Monday 18 July 2016 (these will be cancelled if not necessary).  Occupants will have single access to a bathroom and shower. Rooms will include a hair dryer, and have access to ironing boards and irons if needed.  Hotel will provide use of a refrigerator for any health and wellness needs, if not available in individual rooms.  Must be less than or equal to per diem rates (see www.gsa.gov/perdiem).  Please show base rate and base rate plus any taxes and fees in quote.  See Statement of Work for details.

 

Per Room $_________

 

Total $ _____________

 

 

CLIN 0002 (Informational Only):  STAFF HOTEL ROOMS.   2 Staff rooms, minimum single occupancy x 3 nights for staff workers. 1500 Friday 15 July through 1200 Monday 18 July 2016.  Occupants will have single access to a bathroom and shower. Rooms will include a hair dryer, and have access to ironing boards and irons if needed.  Hotel will provide use of a refrigerator for any health and wellness needs, if not available in individual rooms.  Must be less than or equal to per diem rates (see www.gsa.gov/perdiem).  Please show base rate and base rate plus any taxes and fees in quote.  See Statement of Work for details.

 

Per Room $_________

 

Total $ __________

 

CLIN 0003:  CONFERENCE AND MEETING ROOMS.  One small meeting space Friday-Mon for up to 6 staff members.   One general session meeting room Sat-Sun for up to 65 people.   Two Breakout Rooms suitable for 20 people (each).  Two Childcare rooms fro up to 15 youth (each).    In applicable rooms,  Audio visual included will consist of power, internet, microphone, screen, projection, sound, and connections for use with our computers, as well as staff to serve as assistance is required.  Include any service charges that may apply.  See Statement of Work for details.

 

$ ___________________ Per Day

                                                                                     

 

  $_____________________Total

                                                                                                                                                           

 

CLIN 0004: Breakfast per person for estimated 80 people not to exceed per diem rate, 16 July 16.   See Statement of Work for details.

 

Meal $                              

 

Total $_______________

 

CLIN 0005:  a.m.Snack Break:  Snacks for up to 30 children/youth 16 July 16.  See Statement of Work for details.

 

Meal $                              

 

Total $_______________

 

 

 

CLIN 0006: Lunch per person for estimated 80 people not to exceed per diem rate, 16 July 2016. See Statement of Work for details.

 

Meal $                              

 

Total $_______________

 

CLIN 0007:  p.m.Snack Break:  Snacks for up to 80 people 16 July 16.  See Statement of Work for details.

 

Meal $                              

 

Total $_______________

 

 

CLIN 0008: Dinner vouchers for 80 people not to exceed per diem rate, 16 July 16 2016.  See Statement of Work for details.

 

Meal $                              

 

Total $_______________

                                               

CLIN 0009: Breakfast per person for estimated 80 people not to exceed per diem rate, 17 July 2016.  See Statement of Work for details.

 

Meal $                              

 

Total $_________________

 

CLIN 0010:  a.m.Snack Break:  Snacks for up to 30 children/youth 17 July 16.  See Statement of Work for details.

 

Meal $                              

 

Total $_______________

 

CLIN 0011: Lunch per person for estimated 80 people not to exceed per diem rate, 17 July 2016. See Statement of Work for details.

 

Meal $                              

 

Total $_______________

 

 

 

* All day parking for In & Out Use shall be included at no cost.

 

*Please DO NOT include Sales Tax in these price quotes.

 

 

Quote Information:

 

Quotes must be submitted and received no later than 2:00 PM Pacific Time, 10 June 2016.  Quotes shall be e-mailed to the attention of P.O.C.s listed below.

 

Contact Information:

 

Matt Berube: matthew.j.berube2.mil@mail.mil

 

Financing Information:

Telephone quotes will not be accepted.  Award will only be made to contractors who have registered with System for Award Management (SAM) with the NAICS code 721110.  Vendors may register at: http://www.sam.gov.

 

 

 

WASHINGTON AIR NATIONAL GUARD JULY 16 YELLOW RIBBON EVENT

STATEMENT OF WORK (SOW)

 

1.  Description of Services: NON-PERSONAL SERVICES: Contractor will provide lodging, meeting space, and catered meals for the Washington Air National Guard Yellow Ribbon Program.

 

2.  Dates:  16-17 July 2016

 

3.  Facility:  A venue that can provide food services along with meeting space as described below.  The required location for the venue must be in the Western Washington region, spaning from Vancouver, WA up to Seattle, WA. Cost of meals and lodging must be provided at the government per diem rate.  Parking should be included at no additional cost. It is highly desirable for meals to be consumed in a space that does not also serve as a meeting space.  The venue and environment will provide service members and their families the opportunity to engage with one another as well as others within the deployment cycle for networking and support system development, and should offer casual meeting and gathering spaces throughout the venue facility.  The venue and location should enhance the operational need for mission readiness which is directly affected by the under layer of family and community support to our service members.  Venue and environment should include recreation options both indoor and outdoor for youth programs as well as family time, both on property and nearby.  The venue should offer family friendly onsite dining options for the Saturday evening meal.

 

4.  Schedule:   Saturday, 7:00 a.m. to 9:00 p.m.

Sunday, 7:00 a.m. to 3:00 p.m.

Staff:  Friday evening through Monday morning

 

5.  Meeting Space Requirements:

 

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  1 meeting space that will suffice as the staff office for the Yellow Ribbon team.  Room can be a conference style space or hospitality space, but most provide work space for up to 6 individuals and their associated computers.  Meeting space must include internet.  It is desirable for this meeting space to be in the same general area as the larger group meeting spaces.  This meeting space will be used from Friday through Monday morning.

  
  
  

 

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   1 general session meeting room to accommodate up to 65 people, Saturday and Sunday, with a podium, internet, connection cables, projection, a screen, sound, and a wireless microphone.  Room should include a water station.  Room set-up will be detailed upon award of contract.

  
  

   

  
  
  
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  2 breakout rooms to accommodate up to 20 people each, Saturday and Sunday, with a podium, internet, connection cables, projection, a screen, sound, and a wireless microphone. Room should include a water station.  Room set-up will be detailed upon award of contract.

  
  

   

  
  
  
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  2 childcare rooms to accommodate up to 15 children/youth in each (infant room may require cribs and matts for nap time for children 5 and under), both with TV and DVD player, Saturday and Sunday. 1 room should include one table and 6 chairs, and 1 room should include 2 tables and 12 chairs.  Room should include a water station.

  
  
  

 

 

 

6.  Meal Requirements:

                                                                                                                                  

Saturday, Breakfast:  Request options to be provided to event coordinator.  Buffet style continental breakfast to consist of: An assortment of muffins, coffee cake or breads, bagels and cream cheese with toaster, fresh fruit, coffee (Regular and Decaf), tea, assortment of juice drinks (Fruit Juice, not juice drinks), milk and water.  Breakfast will be served at 8:00 a.m. until 10:00 a.m. for 80 people. 

 

Saturday a.m. Break:  A morning break will be provided to our childcare and youth rooms.  This should include a small snack of two choices along with juice and milk.  Break will be provided at 9:45 a.m. for 30 children.  Snacks will not contain any nuts.

 

Saturday, Lunch:  Request buffet lunch options to be provided to event coordinator.  Lunch meals to consist of any kinds of meat (chicken, beef, or pork), seafood (shrimp, fish, or scallops), starch (potato, rice and/or noodle), any type of green or garden salad, steamed vegetables, warm rolls, creamy butter, any type of dessert, and beverages (freshly brewed coffee, lemonade/iced tea).  Lunch must include at least one child friendly option as well (i.e. macaroni and cheese, cheese pizza, chicken nuggets).  Lunch will be served at 11:30 for 80 people.

 

Saturday p.m. Break:  An afternoon snack to consist of cookies or assorted sweets and fruit along with beverages (coffee, tea, iced tea) for 80 people at 2:00-2:30 pm.  The Saturday p.m. break must also serve the child care and youth rooms.

 

Saturday Dinner:  This dinner shall be furnished using meal vouchers to local establishments or hotel restaurant, per venue policy.

 

Sunday, Breakfast:  Request options to be provided to event coordinator.  Buffet style hot breakfast meals to consist of: Eggs, at least 1 meat item, at least 1 starch, fresh fruit, bread/pastry assortment, coffee (Regular and Decaf), tea, assortment of juice drinks (Fruit Juice, not juice drinks), milk and water.  Breakfast will be served at 7:45 a.m. for 80 people. 

 

Sunday a.m. Break:  A morning break will be provided to our childcare and youth rooms.  This should include a small snack of two choices along with juice and milk.  Break will be provided at 9:45 a.m. for 30 children.  Snacks will not include any nuts.

 

Sunday, Lunch:  Request buffet lunch options to be provided to event coordinator.  Lunch meals to consist of any kinds of meat (chicken, beef, or pork), seafood (shrimp, fish, or scallops), starch (potato, rice and/or noodle), any type of green or garden salad, steamed vegetables, warm rolls, creamy butter, any type of dessert, and beverages (freshly brewed coffee, lemonade/iced tea).  Lunch must include at least one child friendly option as well (i.e. macaroni and cheese, cheese pizza, chicken nuggets).  Lunch will be served at 12:00 for 80 people.

 

7.  Audio Visual for the Yellow Ribbon Program will include power, internet, microphone, speakers, screen, projection and connections for use with our computers as well as staff to serve as assistance if required, in all rooms with the exception of the child care rooms.

 

8.  Guest Room Requirements:

 

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  Contractor will hold up to 40 rooms (daily*).  Final numbers will be provided 10 days prior to the event date. Rooms should be a combination of King, Queen and Double Queen.

  
  
  

 

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  Guest rooms will be assigned by the Yellow Ribbon staff coordinating the event and may not be adjusted by the guest unless authorized by the Yellow Ribbon staff.

  
  
  

 

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  Check in for the Government contracted rooms will be on Saturday from 3:30 p.m., and check out will be on Sunday, 11:30 a.m.

  
  

   

  
  
  
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  *Up to 5 guest rooms may be required Friday through Monday at the per diem rate.  

  
  
  

 

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  Each room is based on a minimum double occupancy (1 married couple or single parent to include children per room).

  
  
  

 

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  The Government will not be held liable for any room upgrades.

  
  
  

 

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  Any room(s) that is not reserved prior to the morning of the 5 July 2016 can be released from this contract and re-sold.

  
  
  

 

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  Rooms will be clean and safe commensurate with hotel industry practices.  Occupants will have single access to a bathroom and shower.

  
  
  

 

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  Government will NOT pay and is not liable for items such as in room movies, alcohol, room service, telephone calls or any other charges beyond the agreed room occupancy rate. These items must/will be paid for directly by the room occupant prior to checkout.

  
  
  

 

9.  Payment Procedures:

 

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  38 rooms will be included in the contract invoice.

  
  
  

 

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  2 rooms (at a minimum double occupancy) will NOT be paid under contract, and will be charged to the Yellow Ribbon coordinators, Jill Byram and Rose Lust.

  
  
  

 

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  Venue fees and break/meal fees will not be charged to individuals at the event, and will be under the contracted invoice.

  
  
  

 

These numbers are for planning purposes. Final numbers will be given to the venue no later than 10 days prior to event. The government WILL NOT PAY and is NOT LIABLE for any meals for staff or military members on and additional meals over the final number given to the hotel 10 days prior to the event 16-17 July 2016 

 

Golden Eagle Checklist

 

	HOUSEKEEPING (General)
[1]	Are wastebaskets cleaned and emptied daily?
[2]	Are floors and carpet clean when major messes are noticed?
[3]	Is the bed made in accordance with established lodging standards?
[4]	Are the toilets cleaned daily? Are toilets/showers/bathtubs clean inside/out?
[5]	Are bathroom vanities, sinks, faucets and mirrors clean?
[6]	Is bathroom "free" of hair and bugs (windows, floor, walls, ceiling)?
[7]	Is shower curtain/door clean (to include wiping down underside of glass shower doors, etc.)?
[8]	Are appropriate number of towels available/provided?
[9]	Are housekeepers following the guests wishes (don't take the towels when they are not on the floor)?
[10]	Beds made in accordance with established lodging standards?
[11]	Is light dusting completed and furniture polished?
[12]	Is vacuuming/mopping completed?
[13]	Is overall dusting completed (high & low) and furniture polished?
[14]	Are bedspreads, blankets, linen, pillows, bathmats, and towels clean?
[15]	Are floors and carpet clean and free of trash (to include under and behind furniture)?
[16]	Are walls and ceiling clean (free of smudges, spills, etc.)?
[17]	Are light fixtures clean, free of bugs?
[18]	Are countertops, sinks and cabinets (inside & out) clean?
[19]	Are A/C, heat, exhaust, and return air vents clean?
[20]	Are windows, sills, and tracks clean?
[21]	Are fixtures/appliances clean and functioning (i.e., toasters, microwaves, hairdryers, phones, etc.)?
[22]	Are inside of drawers clean?
[23]	Is the furniture clean to include free of crumbs/trash between cushions?

 

 

END STATEMENT OF WORK

 

QASP

QUALITY ASSURANCE SURVEILLANCE REPORT (QASP)

Performance Objective	SOW Para.	Performance Threshold	Method of Surveillance
1.   Facility shall have 40 guest rooms for conference attendees.	1.0	Accuracy 100%	Verified by COR  prior to event.
2.    Facility shall have meeting rooms suitable for 80 people internet access/screen/ (Internet access, audio, & screen/to which we can hook up projector).  Meeting room is typically required for Friday, Saturday, and partial day on Sunday.  Requirement for this room will be addressed at least 14 days in advance at time of inquiry for room availability.	2.0	Accuracy 100%	Verified by visual inspection by  COR
3.    Facility shall be able to provide meals (breakfast and lunch) and provide menu of items or like items with vendor quote.  Vegetarian option will be included.  Group, as a whole, will choose meals at time of booking.	3.0	Accuracy 100%	Verified by visual inspection by COR
5.  Facility will include adequate guest parking located within one block of facility.	4.0	Accuracy 100%	Verified by visual inspection by COR

 

 

PROVISIONS AND CLAUSES

Clauses may be accessed electronically in full text through http://farsite.hill.af.mil. Contractors must be actively registered with www.SAM.gov and Wide Area Work Flow (WAWF) at http://wawf.eb.mil.

 

FAR 52.204-7, System for Award Management Registration

FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards

FAR 52.204-16, Commercial and Government Entity Code Reporting

FAR 52.204-18, Commercial and Government Entity Maintenance

FAR 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment

FAR 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations

FAR 52.212-1, Instructions to Offerors-Commercial Items

FAR 52.212-2, Evaluation-Commercial Items Evaluation.  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 technical acceptability of all items are the evaluation criteria.  This is a best value decision. 

FAR 52.212-3 ALT I, Offerors Representation and Certifications Commercial Item or complete electronic annual representations and certifications at sam.gov

FAR 52.212-4, Contract Terms and Condition-Commercial Items

FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Item are incorporated by reference, however, for paragraphs (b) and (c) the following clauses apply

FAR 52.219-6, Notice of Total Small Business Set-Aside

FAR, 52.219-28, Post-Award Small Business program Rerepresentation

FAR 52.222-3, Convict Labor

FAR 52.222-19, Child labor – Cooperation with Authorities and Remedies

FAR 52.222-21, Prohibition of Segregated Facilities

FAR 52.222-26, Equal Opportunity

FAR 52.222-36, Equal Opportunity for Workers with Disabilities

FAR 52.222-50, Combating Trafficking in Persons

FAR 52.223-18, Encouraging Contractor Policy to Ban Text Messaging While Driving

FAR 52.225-13, Restrictions on Certain Foreign Purchases

FAR 52.232-33, Payment by Electronic Funds Transfer—System for Award Management

FAR 52.232-39, Unenforceability of Unauthorized Obligations

FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors

FAR 52.233-3, Protest After Award

FAR 52.233-4, Applicable Law for Breach of Contract Claim

FAR 52.252-2, Clauses Incorporated by Reference – SEE http://farsite.hill.af.mil

DFARS 252.203-7000, Requirements Relating to Compensation of Former DoD Officials

DFARS 252.203-7005, Representation Relating to Compensation of Former DoD Officials

DFARS 252.204-7011, Alternative Line Item Structure

DFARS 252.204-7012, Safeguarding of Unclassified Controlled Technical Information

DFARS 252.204-7015, Disclosure of Information to Litigation Support Contractors

DFARS 252.232-7003, Electronic Submission of Payment Requests (WAWF instructions provided at time of award)

DFARS 252.232-7006, Wide Area Workflow Payment Instructions

DFARS 252.232-7010, Levies on Contract Payments

DFARS 252.244-7000, Subcontracts for Commercial Items

 Submission of Invoices

In accordance with FAR clause 52.212-4(g) the contractor shall submit all invoices electronically utilizing Wide Area Workflow (WAWF).  Procedures for using WAWF are found in DFARS clause 252.232-7003 Electronic Submission of Payment Requests.