SOLICITATION NOTICE
V -- Yellow Ribbon Event for January 7 & 8, 2012
- Notice Date
- 11/18/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- USPFO for Massachusetts, 50 Maple Street, Milford, MA 01757-3604
- ZIP Code
- 01757-3604
- Solicitation Number
- W912SV-12-T-0001
- Response Due
- 11/28/2011
- Archive Date
- 1/27/2012
- Point of Contact
- Margaret Leslie Sullivan, 508-233-6670
- E-Mail Address
-
USPFO for Massachusetts
(margaret.l.sullivan@us.army.mil)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in 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. Statement of Work for January 7-8, 2012 to conduct a Deployment Cycle Support-Yellow Ribbon Event. This requirement is for a Yellow Ribbon Event (which requires lodging, meals and meeting rooms for briefings) with an anticipated participation of 500 guests on Saturday, January 7 and 250 on Sunday, January 8, 2012. Guests will be arriving on Friday, January 6, 2012 with events to commence Saturday and Sunday from 7:00 am and continuing each day until 4:30 pm. All conference space must be available for exclusive use Saturday and Sunday from 6:30 am-4:30 pm. Qualified establishments shall be located within a 40 mile radius of Framingham, Massachusetts. Establishments who do not provide a proposal based on receipt and review of this statement of work will be deemed non-responsive. The Statement of Work is as follows: STATEMENT OF WORK (SOW) I. BACKGROUND A. The contractor shall, except as specified in this Statement of Work (SOW) as government furnished property or services, provide all personnel, supervision, and any items and services necessary to provide 100 sleeping rooms on Friday, January 6, 2012 and 50 rooms Saturday, January 7, 2012; meeting space and catered meals starting Saturday January 7, 2012 to end Sunday January 8, 2012, to the Massachusetts Army National Guard, as defined in this SOW. II. SCOPE OF WORK CLIN 0001. CONFERENCE SPACE REQUIREMENTS: Contractor shall provide the following Conference Space Requirements: Rooms shall include tables (rounds - for General Sessions; round style for Lunch Sessions) and chairs (cushioned) with adequate trash receptacles to accommodate number of persons estimated for each type of room required, rooms will be adjoin to allow for an uninterrupted transition between activities; Price for rooms shall be inclusive of all applicable service charges. Required room sizes are as follows: 1. One (1) Ballroom style room (General session/Lunch session), set up round style tables, and cushioned chairs to accommodate 500 people. 2. Four (4) Briefing rooms (Break Out sessions), set up with conference style tables, and cushioned chairs to accommodate 100 people each. 3. One (1) Large room (or area) set up as "Information Fair" for Resource Providers, set up with forty (40) six-foot (6ft) long rectangular tables, skirting, minimum of two (2) and cushioned chairs. 5. Two (2) Child Care rooms able to accommodate 20 children with the following age groups: (0-4), (5-12) each day. Rooms must be located within easy access distance to restrooms for child care supervision/escort. Set up with round tables and cushioned chairs to accommodate number of children and supervisors/escorts. Rooms to be utilized for activities related to each group; specific numbers within each age group will be coordinated prior to event by the government point of contact and hotel management event planner. 6.Two (2) Private Consultation type rooms able to accommodate 6-8 people. Set up should be in a private setting, comfortable set-up with table and 5 chairs and/or couch or similar set up. CLIN 0002. AUDIO/VISUAL REQUIREMENTS: Contractor shall provide the following additional Room requirements/services: 1. Ballroom (CLIN 0001 (1 -General Session): One (1) Podium, (1) size appropriate riser, One (1) 10' X 10' screen to include projectors & required electrical items including a microphone. Price: $________ 2. Briefing Rooms (CLIN 0001 Four (4) Break Out sessions): Four (4) size-appropriate screens with projectors & required electrical items to include microphones for up to 100 person rooms in above to include microphones. Price: $ _________ CLIN 0003. SUBSISTANCE REQUIREMENTS: Contractor shall provide the following Meals and service: Meals will be provided for in Ballroom for 500 people ( 480 adult meals [est]; 20 kids meals [est]). Final guarantees for food shall be given 72 hours before the first meal. 1. Breakfast Requirements: Menu should resemble the following content: pastries/danish, bagels, fresh fruit, coffee, and milk, include amenities such as: cream cheese, jams and jellies, etc., food items will remain available until consumed. Clearly specify serving quantities). Price shall be inclusive of all applicable service charges. NOTE: Price of breakfast meal must not exceed the Difference of the Local Government Per Diem Rate and the Proportional Meal rate for event location. Serving timeframe shall be from 7:00 a.m. to 10:30 a.m. Price: $ _____________ 2.Lunch NOTE: Price of lunch meal must not exceed the Difference of the Local Government Per Diem Rate and the Proportional Meal rate for event location. Price shall be inclusive of all applicable service charges. Price: $ ______________ a.Saturday January 7, 2011 Plated meal in Ballroom menu should resemble the following: chicken entr e, vegetables, starches, salad, and assorted desserts; Sunday's lunch to be determined either plated or boxed. b.Specific menu, based on proposed choices, will be determined within seventy-two (72) hours of event by government and hotel event point of contacts. Menus agreed upon will not exceed the proposed pricing. c.Serving time(s) is to be determined will be determined by government and hotel catering event point of contacts. 3.Contractor will furnish all food items, cooked, and delivered to the areas and designated times as identified by catering manager and government event point of contact in accordance with this SOW. 4.Contractor shall provide full service catering to include setting up, plates, napkins, silverware, glasses/cups, clean up equipment to keep food hot/cold and removal of all trash. 6.Contractor shall provide water stations in each room and will be available all day and replenished (up to 8 hours) as necessary. 5.NOTE: Children will eat meals with their families. CLIN 0004. GUEST ROOMS: Contractor shall provide a total of 150 sleeping rooms: 1.GUEST ROOMS: 100 sleeping rooms on Friday January 6, 2012 a)40 king/queen beds b)60 double beds 2.GUEST ROOMS: 50 rooms Saturday January 7, 2012 a)25 king/queen beds b)25 double beds CLIN 0005. MISCELLANEOUS EVENT ADMINISTRATIVE COSTS otherwise not identified in the above CLINS for event space, technical and other requirements. Additional Contractor Requirements: 1.No Contractual Changes can be made without the acknowledgement of a Contracting Officer. 2.Hotel will not be undergoing renovations during conference dates. 3.Contractor agrees to allow the government to provide child care services for the Service Members family by separate contract in the child care areas. 4.Contractor shall provide a single point of contact prior to each event for obtaining menus, finalizing meal counts, etc. In addition, contract shall provide and on-site point of contact during each event. This individual shall have the authority to bind the contractor should changes be required by the contracting officer. Invoicing shall be based on minimum guarantees for rooms and food plus other costs such as meeting rooms, audio-visual equipment rental, etc. 5.Contractor will allow conference pre-function set up twelve (12) hours before the event. Government point of contact / Contractor staff will conduct a walk through (review) with the convention staff to allow for non-cost changes as necessary. 6.Contractors facilities must meet minimum standards for federal (FEMA-approved as found on website http://www.usfa.dhs.gov/applications/hotel/ ), state (Massachusetts) and local governments as well as industry standards for health, safety, and welfare occupants. Government officials will personally visit establishments being considered for contract. (END OF STATEMENT OF WORK) EVALUATION FACTORS: The contract type for this procurement will be a firm-fixed price and award will be made on the basis of best value to the Government, price and other factors considered. Selection will be based on the following evaluation factors, in order of importance: (1) Offerors capability to provide a quality service and facility that meets the Government's needs; (2) Past performance, caliber of offerors performance on previous contracts of a similar nature; and (3) Total cost or price. Note on Price Evaluation factor: Prices for food, inclusive of all service fees shall not exceed the Difference of the Local Government Per Diem rate and the Proportional Meal rate. Prices for lodging shall not exceed the per diem rate for the location of the hotel and applicable time of year. There are a few steps to determine maximum allowable meal charges, again to be inclusive of all service charges and fees. Step 1: Go to http://www.defensetravel.osd.mil/dts/site/index.jsp The Defense Travel System web page. Step 2: Click on the blue DTMO Website tab located in the upper left corner of the web page. Step 3: Click on the Per Diem Rates Tool on the right-hand side of the screen Step 4: You should be in the Per Diem Rates Query; in the Contiguous United States box chose "Massachusetts" from the dropdown menu and check the box to include all cities and towns and Uncheck include military installations. i.e. Abington, Plymouth County has a max lodging of $90.00 and Local meals of $51, Prop.meals of $31...so the $51 - 31 = $21 that is my allowable contractable meals per day including service charges. As a reminder we are tax exempt and will provide an ST-2 and ST-5 before the event. We understand this is difficult, please always give your best and final pricing; you may not be given a chance to adjust your proposals. APPLICABLE PROVISIONS AND CLAUSES: The following clauses and provisions are incorporated by reference. FAR clauses and provisions can be read in their full text at http://farsite.hill.af.mil/vffara.htm and DFARS clauses and provisions can be read in their full text at http://farsite.hill.af.mil/VFDFARA.HTM. The clauses are to remain in full force in any resultant contract. FAR clauses 52.204-7Central Contractor Registration 52.212-4Contract terms and conditions-commercial items 52.212-5 DEVContract terms and conditions required to implement statutes or Executive Orders 52.219-28Post-Award Small Business Program Representation 52.222-3Convict Labor 52.222-21Prohibition of Segregated Facilities 52.222-26Equal Opportunity 52.222-36Affirmative Action for Workers with Disabilities (applicable over $15,000) 52.222-41Service Contract Act of 1965 (services only) 52.222-42Statement of Equivalent Rates for Federal Hires (services only) 52.222-50Combating Trafficking in Persons 52.223-18Contractor Policy to Ban Text Messaging While Driving 52.225-13Restrictions on Certain Foreign Purchases 52.232-33Payment by Electronic Funds Transfer- Central Contractor Registration 52.233-3Protest After Award 52.233-4Applicable Law for Breach of Contract 52.252-2Clauses Incorporated by Reference 52.252-6Authorized Deviations in Clauses DFAR clauses 252.203-7000Requirements relating to Compensation of Former DoD officials 252.203-7002Requirement to Inform Employees of Whistleblower Rights 252.204-7004Alt.A Central Contractors Registration 252.211-7003Item Identification and valuation 252.212-7001Contract terms and conditions required to Implement Statutes or Executive Orders applicable to Defense Acquisition of Commercial items 252.232-7003Electronic Submission of Payment Request and Receiving Reports 252.232-7010Levies on Contract payments 252.237-7010Prohibition on Interrogation of Detainees by Contractor Personnel 252.247-7023 Alt.III Transportation of Supplies by Sea Quotes are due NLT 12:00 (noon) 28 November 2011. Quotes may be emailed to margaret.l.sullivan@us.army.mil. All quotes must arrive by the time specified. Quotes are required to: 1. Be submitted on provided bid sheet. click on additiona documentation below. 2. Include quotation number, offeror's name and address, pointof contact, phone number, CCR number, and TIN on cover sheet of written quote and with bid sheet. 3. Include a proposed menu for each meal. Failure to provide this information with your offer may cause your offer to be considered non-responsive. Please direct question to Margaret Sullivan.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/NGB/DAHA19/W912SV-12-T-0001/listing.html)
- Place of Performance
- Address: USPFO for Massachusetts 50 Maple Street, Milford MA
- Zip Code: 01757-3604
- Zip Code: 01757-3604
- Record
- SN02626194-W 20111120/111118234611-67590b25abf2d04e5b13362509fbb33b (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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