MODIFICATION
S -- 29th ID Yellow Ribbon - May - Amendment 1
- Notice Date
- 4/12/2016
- Notice Type
- Modification/Amendment
- 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-16-T-0042
- Archive Date
- 5/4/2016
- Point of Contact
- 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
- Amendment 0001 All quantities are estimated. The government (COR or contracting officer) will provide final counts no later than the time and date specified in the statement of work. The contractor shall not invoice for more than the final counts provided. Unit prices shall be inclusive of all applicable fees. Pricing shall include all applicable fees to include any nonexempt taxes. In anticipation of questions of whether the government per diem rate is required, the following response is provided: The solicitation is being issued on a competitive basis. The rate utilized for purposes of award will be the rate(s) quoted by the offeror(s) determined to offer the lowest technically acceptable price(s); however, all inclusive pricing (including food and lodging) shall not exceed per diem pricing for the locality of the facility. A statement of work for the event is included in this solicitation and will be made a part of any resulting award. Award will be made to the lowest priced, technically acceptable (LPTA) quote(s) that represents the most advantageous scenario to the government. Multiple awards will not be made. (a) To be determined technically acceptable, the following minimum requirements must be met: (1) The quote must provide for lodging, event space, catering, and parking requirements in accordance with the statement of work; (2) The proposed facility must provide guest informational service (i.e. front desk attendant, concierge service, etc.) 24 hours a day; (3) The proposed facility must have on-site parking, or if off-site, valet services must be provided; (4) The proposed facility must be located within Virginia (northern VA is the preferred location); (5) The proposed facility must have a minimum of two full service restaurants within walking distance; and (6) The proposed facility must be FEMA approved. (b) In order to determine if minimum requirement (1) can be met, all services requested must either be priced or annotated as provided at no additional cost. For minimum requirements (2) and (3), offeror must provide a fact sheet that addresses each minimum requirement. The physical location of the proposed hotel facility must be provided to permit a determination to be made as if minimum requirement (4) can be met. The names and addresses of at least two full service restaurants within walking distance of the facility must be provided to determine if requirement (5) can be met. The lodging facility FEMA number must be provided to determine if requirement (6) can be met. If information to address minimum requirements 2-6 is available online, a website address can be provided in lieu of the fact sheet. Quotes that do not include all of the above information will be considered nonresponsive and will not be considered for award. Vendors must complete, sign, and return the solicitation with their quote. FAR provision 52.212-3 Alt 1 and DFARS provision 252.209-7991 must be completed and returned with quotes. If a vendor's information is up-to-date in SAM, the vendor need only provide the CAGE code and TIN with that assertion. All questions shall be submitted in writing three business days prior to the quote due date. Quotes are due no later than 5:00pm EST, April 19, 2016, and must be emailed to kelly.m.clements6.civ@mail.mil STATEMENT OF WORK The Virginia Army National Guard's 29th ID will conduct a Pre-Mobilization Yellow Ribbon Event in Virginia on July 9, 2016. The contractor shall provide accommodations as outlined below. A. Sleeping Rooms: 1. 100 sleeping rooms are required on July 8, 2016 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. Fourteen (14) additional sleeping rooms shall be reserved for the Virginia Army National Guard Staff on July 8, 2016. 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 7, 2016 at 5:00pm EST. 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 600 attendees and staff. Staff members are required to have access to the room the afternoon before (July 8, 2016) 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. July 9, 2016, 6:00 a.m. to 6:00 p.m. 2. Resource provider area to accommodate partners and at least 600 people, setup with (30) 6ft tables with skirts, placed near walls with two chairs behind tables for the following date and time: a. July 9, 2016, 7:00 a.m. to 6:00 p.m. 3. Two conference rooms shall 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. July 9, 2016, 7:00 a.m. to 6:00 p.m. 4. Two conference rooms shall be set up with chairs to accommodate at least 120 people for breakout rooms. a. July 9, 2016, 7:00 a.m. to 6:00 p.m. 5. One conference room to accommodate up to 50 children ages 0-4. Child care room is required to have a minimum size of 20 sq. feet per child. Set up six 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. July 9, 2016, 7:00 a.m. to 6:00 p.m. 6. Conference room to accommodate up to 40 children ages 5-10. Child care room is required to have a minimum size of 20 sq. feet per child. Set up five 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. July 9, 2016, 7:00 a.m. to 6:00 p.m. 7. Conference room to accommodate up to 30 children ages 11-17. Child care 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 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. July 9, 2016, 7:00 a.m. to 6:00 p.m. C. Meals: 1. Contractor shall provide a working lunch to accommodate approximately 630 adult/teen participants, buffet style to include two entrees, vegetables, starch, non-carbonated beverages and assorted desserts to be served at 12:00pm on July 9, 2016. 2. Contractor shall provide a lunch to accommodate approximately 90 children 0 to 10 buffet style to include 2 entrees, vegetables, starch, non-carbonated beverages and assorted desserts to be served at 12:00pm on July 9, 2016. 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 9, 2016. 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 by 7:00am on July 9, 2016. 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. 5. EPA-designated Products. The U.S. Environmental Protection Agency's (EPA's) Comprehensive Procurement Guideline (CPG) list of designated products that must contain recovered/recycled material available at: http://www3.epa.gov/epawaste/conserve/tools/cpg/products/. NOTE: This is a temporary website and will be replaced with www.epa.gov/cpg. The contractor must meet recycled content requirements set forth by the EPA for any products identified on the EPA list. EPA-designated products for this procurement include commercial/industrial sanitary tissue products and trashbags. The contractor is responsible for ensuring compliance with the EPA-designated Products and any/all applicable items as listed on the EPA website. 6. BioPreferred Program. The U.S. Department of Agriculture's (USDA's) BioPreferred Program list of product categories that must have biobased content available at: http://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml. The contractor must meet the BioPreferred Program requirements set forth by the USDA. Biobased products for this procurement include: disposable containers, disposable cutlery, disposable tableware, and food cleaners as well as most cleaning and hand washing supplies. The contractor is responsible for ensuring compliance with the BioPreferred Program and any/all applicable items as listed on the USDA website.
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- SN04080933-W 20160414/160412235712-2b6293fc3da0961b098db594fe662a84 (fbodaily.com)
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