SOLICITATION NOTICE
V -- Yellow Ribbon Event - Solicitation
- Notice Date
- 7/7/2015
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Army, National Guard Bureau, USPFO for Virginia, Building 316, Fort Pickett, Blackstone, Virginia, 23824-6316
- ZIP Code
- 23824-6316
- Solicitation Number
- W912LQ-15-T-0040
- Archive Date
- 7/28/2015
- Point of Contact
- Ms. Kelly Clements, Phone: 4342986207
- E-Mail Address
-
kelly.m.clements6.civ@mail.mil
(kelly.m.clements6.civ@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- Draft solicitation for reference only. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented through FAC 2005-76, effective 25 Jul 2014, DPN 20140805, effective 5 Aug 2014 and additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate solicitation will not be issued. This procurement is issued as a small business set-aside under the NAICS 721110 with a small business size standard of $32.5M. The Virginia Army National Guard's 3-116 INF BN will conduct a Pre-Mobilization Yellow Ribbon Event in Virginia on August 1, 2015. The contractor shall provide accommodations as outlined below. A. Sleeping Rooms: 1. 180 sleeping rooms are required on Friday, July 31, 2015 for family members. The contractor shall reserve this block of sleeping rooms designated "VANG Yellow Ribbon" for the Virginia Army National Guard. The room numbers blocked shall be provided to the designated government representative. The government representative will determine eligibility prior to check-in by hotel representative. 2. Rooms shall be private sleeping rooms with toilet and shower/tub facilities, with two beds (two double beds or two queen beds) per room. Additional accommodations should be made for families containing more than five family members or for family members that require special needs such as cribs, rollaway beds, and handicap rooms. 3. 10 additional sleeping rooms shall be reserved for the Virginia Army National Guard Staff on Friday, July 31, 2015. This block of rooms should be designated for - Yellow Ribbon Staff. All staff attending will make individual room reservations using the appropriate reservation code and their individual credit cards. No staff rooms shall be charged against the contract. 4. The government will only pay for the rooms actually used by service and family members who have had rooms reserved by the Virginia Army National Guard Yellow Ribbon under the "VANG Yellow Ribbon" block. The contractor shall block all rooms from incidental expenses such as room service, telephone calls, movie and game rentals, restaurant invoices, etc. if the service or family members do not have a credit card to cover incidentals. 5. Service and family members who contact the hotel directly for room reservations shall be referred to the designated Yellow Ribbon Event government representative to ensure rooms are not doublebooked. If a service or family member reserves a room individually after being referred to the designated government representative, he/she is responsible for his/her own lodging cost, taxes, incidental costs, etc. 6. The deadline for reserving rooms under the reservation code is 72 hours prior to the scheduled event. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public. 7. Cancellation of a reservation must be made 24 hours prior to the scheduled arrival date. The contractor shall attempt to sell any rooms properly cancelled. If rooms reserved under the "VANG Yellow Ribbon" block are unable to be sold, the contractor may invoice the government for those rooms not cancelled prior to July 28, 2015 at 5:00pm EDT. 8. The lodging rate for this event will not exceed the per diem rate for the area and no tax for rooms will be paid for under this contract. The federal government is tax exempt. 9. The designated government representative is not authorized to change the terms and conditions of the resulting contract; however, s/he may reduce the quantity of sleeping rooms and meals required during the event B. Meeting Space: 1. Conference room shall accommodate approximately 1,080 attendees and staff. Staff members are required to have access to the room the afternoon before (July 31, 2015) for planning purposes (approximately 5:00pm). Conference room must be free from any support columns blocking view of attendees, set up in banquet style as determined during site visit, with paper and pens at each table setting, water/coffee station in back of room, and containing audiovisual equipment as outlined below, is required on the following dates and times: a. Saturday, August 1, 2015, 6:00 a.m. to 6:00 p.m. 2. Resource provider area to accommodate partners and at least 1,100 people, setup with (30) 6ft table with skirts, placed near walls with two chairs behind tables for the following date and time: a. Saturday, August 1, 2015, 7:00 a.m. to 6:00 p.m. 3. Two conference rooms shall each be set up with one table and six chairs along with water station, paper and pens, and tissues to be used as counseling rooms. a. Saturday, August 1, 2015, 7:00 a.m. to 6:00 p.m. 4. Two conference rooms shall each be setup with chairs to accommodate at least 150 people to be used for breakout sessions. a. Saturday, August 1, 2015, 1:00 p.m. to 5:00 p.m. 5. Conference room to accommodate up to 80 children ages 0-4. Child care room is required to have a minimum size of 20 sq. feet per child. Set up 10 tables (round or rectangle) with eight chairs per table in room to be used for meals and by daycare providers. Room is required to contain audiovisual equipment, TV/DVD and cart, as outlined below required on the following dates and times: a. Saturday, August 1, 2015, 7:00 a.m. to 6:00 p.m. 6. Conference room to accommodate up to 70 children ages 5-12. Child care room is required to have a minimum size of 20 sq. feet per child. Set up eight tables (round or rectangle) with eight chairs per table in room to be used for meals and by daycare providers. Room is required to contain audiovisual equipment, TV/DVD and cart, as outlined below required on the following dates and times: a. Saturday, August 1, 2015, 7:00 a.m. to 6:00 p.m. 7. Conference room to accommodate up to 30 youth ages 13-17. Youth room is required to have a minimum size of 20 sq. feet per child. Set up three tables (round or rectangle) with eight chairs per table. Room is required to contain audiovisual equipment, TV/DVD and cart, as outlined below required on the following dates and times: a. Saturday, August 1, 2015, 7:00 a.m. to 6:00 p.m. C. Meals: 1. Contractor shall provide a working lunch to accommodate approximately 1,050 adult participants and teens, buffet style to include two entrees, vegetables, starch, non-carbonated beverages and assorted desserts to be served at 12:00pm on Saturday, August 1, 2015. 2. Contractor shall provide a lunch to accommodate approximately 150 children 0 to 12 buffet style to include 2 entrees, vegetables, starch, non carbonated beverages and assorted desserts to be served at 12:00pm on Saturday, August 1, 2015. 3. Contractor will be responsible for all clean up relating to the meal to include washing, drying, and putting away all equipment used at/owned by the facility. 4. Government shall provide contractor with a final count for personnel to be provided with lunch no later than 5:00pm on July 28, 2015. 5. Contractor shall not impose a penalty upon the government for food not consumed by attendees, provided the government gives proper personnel count to the contractor. D. Audiovisual Equipment: 1. Contractor shall provide and setup equipment as follows: a. TV/DVD cart combo set up in both child care rooms and teen room by 7:00am on Saturday, August 1, 2015. b. Podium, microphone, wireless lavaliere (lapel mic), and hand held mic, audio sound system, screen, projector, cart to hold government-provided equipment, wi-fi internet service, and IT personnel on hotel premises to assist in setup or as needed in general conference room identified in paragraphs B.1 and B.2 above. 2. Screen or screens (if more than one is needed) must be large enough and properly positioned to ensure all attendees can easily view presentations. 3. Government is permitted to bring and setup its own laptop computers with Microsoft PowerPoint applications and printers to be used in conjunction with contractor-provided equipment in the conference room and breakout rooms. 4. Government is permitted to connect its equipment to the contractor's electrical outlets and facilities with no additional costs to the government for use of contractor's electrical service. E. Other: 1. Contractor shall provide the following miscellaneous items throughout the entire conference period: a. Registration area with four tables and eight chairs outside the general conference room, and four tables and eight chairs for child care registration. b. Sign(s) identifying the location of registration area and child care rooms 2. The contractor agrees to allow the government to provide child care services for the family members by separate contract in the conference rooms identified in paragraph B.4 and B.5. 3. Contractor shall have adequate staff at front desk during check-in/registration to ensure attendees are promptly serviced. 4. Contractor shall include any cost for parking with quote. Parking must be on the premises. The following FAR/DFARS clauses/provisions apply to this procurement: 52.204-7, 52.204-13, 52.204-16, 52.204-18, 52.204-19, 52.212-1, 52.212-4, 52.232-39, 52.232-40, 252.203-7000, 252.203-7002, 252.204-7003, 252.204-7004 Alt A, 252.204-7012, 252.225-7001, 252.225-7002, 252.225-7048, 252.232-7003, 252.232-7010, 252.243-7001, 252.244-7000, 252.247-7023, 52.212-3, 52.212-5, 52.252-1, 52.252-2, 52.252-5, 52.252-6, 252.203-7005, 252.209-7992, 252.232-7006. Please refer to the draft solicitation and the FAR/DFARS at farsite.hill.af.mil for full text of the above clauses/provisions. DRAFT SOLICITATION ATTACHED FOR REFERENCE ONLY.
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- SN03787180-W 20150709/150707235032-c6c8568e4d0b887ea524274f8b94c20c (fbodaily.com)
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