SOLICITATION NOTICE
R -- To provide lodging, meals, meeting space and materials mentioned on the Statement of Work attached.
- Notice Date
- 5/3/2016
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- N68836 NAVSUP Fleet Logistics Center Jacksonville Mayport Office Bldg. 191, Naval Station Mayport Fleet Contracting Center Mayport, FL
- ZIP Code
- 00000
- Solicitation Number
- N6883616T0213
- Response Due
- 5/9/2016
- Archive Date
- 5/24/2016
- Point of Contact
- Miguel Rivera 904-270-5699 Please email all your questions to:Miguel.e.rivera1@navy.mil
- Small Business Set-Aside
- Total Small Business
- Description
- STATEMENT OF WORK Commander, Navy Region Southeast (CNRSE) Chaplains Religious Enrichment Development Operation - Southeast MARRIAGE ENRICHMENT RETREAT (MER) Services for ONE (1) MER during the period 26 28 August 2016 conducted by Chaplains Religious Enrichment Development Operation - Southeast (CREDO SE) and sponsored by the Chief of Navy Chaplains (N0973) per US Code Title 10, SECNAVINST 1730.7D, OPNAVINST 1738.1. 1.0. BACKGROUND. 1.1. CREDO SE retreats provide specialized ministry and support services for military members (active-duty, and reservists in an active status) and their eligible dependents. CREDO SE retreats can strengthen the religious, moral, and spiritual well-being of participants. Additionally, participating in CREDO SE retreats can increase the readiness and resilience of participants in accord with the Department of the Navys (DON) Strategic Plan for Religious Ministry and the Chief of Naval Operations Sailing Directions. CREDO SE retreats are held at non-government locations (off-site of military installations) in order to create a relaxing environment for all participants. CREDO SE retreats are conducted from Friday evening through Sunday noon (approx. 48 hours in duration). 1.2. The purpose of this contract is to secure facilities, resources, and meals in order to conduct CREDO SE retreats. 2.0. RETREAT DATES, GUEST NUMBERS, AND ROOMS REQUIRED. 2.1. MER: Facilities for ONE (1) MER to be conducted:26 28 August 2016 2.1.1. The MER will host 42 total people. Twenty-two (22) Guest Rooms are required: 20 rooms for participant couples; and 2 rooms for CREDO SE staff. If these numbers fluctuate CREDO SE will ensure that the contractor is notified as soon as possible. 3.0. GENERAL SPECIFICATIONS. 3.1. The retreat site shall be located within two hours commuting time from: Fort Leonard Wood, Missouri. 3.2. The retreat site shall provide privacy for participants dealing with personal and/or confidential issues. 3.3. The retreat site shall have staff personnel available throughout the retreat who are authorized to take immediate action to resolve site problems. 3.4. All retreat facilities used by CREDO SE must be clean and neat upon arrival. 3.5. Heating and ventilation must have the capacity to maintain temperatures between 68 and 75 degrees in all indoor retreat facilities. 3.6. Recreational and/or fitness facilities. The retreat site shall have year-round inside and/or outside recreational and/or fitness facilities and equipment. 3.7. The contractor shall brief the retreat leader on resources for use in an emergency situation, such as fire extinguishers, first-aid devices, etc. 3.8. The contractor shall comply with all state and local fire and sanitation regulations. 3.9. Smoking shall be allowed in designated areas near the meeting rooms. Contractor shall provide receptacles for smoking materials. 3.10. Cellular Telephone Coverage. The contractor shall notify CREDO SE regarding current and anticipated cellular phone coverage in and around the retreat site, to ensure cellular phone coverage is available. 3.11. Wireless Internet Availability. The contractor shall notify CREDO SE regarding wireless internet availability, and cost per day if any charge. 3.12. A telephone shall be available at the retreat site for receiving incoming and making outgoing calls limited to the local area as approved by the retreat leader. 3.13. The contractor shall provide notification (verbal or written) to CREDO SE two weeks in advance of any disruption of retreat facilities or retreat atmosphere. See contact information, paragraph 10.1, below. 4.0. BERTHING SPECIFICATIONS. 4.1. Private Rooms. Contractor shall provide private rooms for each retreat participant family. 4.2. Bed Size. MER: Rooms shall be furnished with at least one Queen-size bed. 4.3. Toilet/Bathing. Each room shall have its own separate toilet and bathing/showering facilities. Facilities in each room shall be in sanitary and good working condition. 4.4. Telephone. Each room shall have a working telephone to receive calls and make local calls at no charge. Long-distance calls made by occupants shall be subject to contractor policy and rates. 4.5. Room Charges. Any charges to the room (long-distance phone calls, room service, etc.) are the responsibility of the occupant, and contractor shall bill the occupant directly. 4.6. Linen, Blankets, and Towels. The berthing spaces shall be furnished with blankets, linens, and towels. The towels shall be changed daily. 4.7. Smoking. The rooms shall be non-smoking only. 5.0. MEETING ROOM SPECIFICATIONS. 5.1. MER: A plenary meeting room shall be provided with a minimum of 1,000 square feet which can seat 35 people comfortably. See diagram, page 6, for general set up. 5.1.1. MER: Portable chairs. Thirty-five (42) portable chairs shall be provided in the plenary meeting room. 5.1.2. MER: Portable tables. Four (4) portable tables (approximately 3 feet by 6 feet) shall be provided. 5.2. The plenary meeting room shall be self-contained and separate from any other groups, etc. which may be using the retreat site. The room shall provide freedom from any outside distractions or interference during the retreat. Note: CREDO SE furnishes and plays recorded music throughout the retreat. Adequate distance from other facility users should be ensured in order to preclude potential disagreements between parties. 5.3. A projector screen and extension cord for plugging in a power strip shall be provided at no additional cost. If additional cost is required by the contractor, then it will NOT be included in the quote as CREDO SE will bring these items. 5.4. If the plenary room has windows (not required), either operable curtains or blinds shall be in place in order to provide relief from outside distractions. 5.5. Separate toilet facilities for males and females (maintained in sanitary and good working condition) shall be provided. These facilities shall be located within a one-minute walking distance of the plenary meeting room. THIS SPACE INTENTIONALLY LEFT BLANK MER PLENARY MEETING ROOM DIAGRAM SAMPLE A= Screen; B= Projector table; C= Admin table; D= Snack/drink tables; E= Chairs for participants; F= Chairs for staff; G= Door; H= Miscellaneous items table. 6.0. RETREAT TIMELINE 6.1. MARRIAGE ENRICHMENT RETREAT (MER) DAYTIMESESSION/MEAL/SNACK Friday1730-1830 Dinner (private see Section 8.8) 1845-2100Session One Saturday 0700-0830Breakfast 0845-1130Session Two 1145-1245Lunch 1300-1530Session Three 1730-1830Dinner Sunday 0700-0800Breakfast 0815-1030Session Four 7.0. BEVERAGES AND SNACKS. 7.1. Beverages to be available at all times: Coffee, regular and decaffeinated oSugar, and at least one sugar substitute oCream and/or half-and-half, and a cholesterol-free cream substitute Tea and Hot chocolate Water, cold and hot Cups (hot and cold), napkins, and stir sticks. 7.2. Snacks shall be placed before the start of sessions (see Section 6.0) and shall consist of: Individually wrapped snacks (e.g. chips and cookies) which will be billed on a consumption basis (i.e. only what is consumed will be billed). Fresh fruit and/or a raw vegetable tray. Leftover fruit/veggies/etc. from meals may be used to supplement snack breaks 7.3. Beverages and snacks shall be served inside the plenary meeting room and shall be replenished during times and in ways that will keep interruptions at a minimum. 8.0. MEALS. 8.1. Meal times should be flexible within 30 minutes at the discretion of the retreat leader and shall last at least one hour, with all persons served within the first 30 minutes of that meal period. 8.2. The contractor shall not charge CREDO SE for any expense for alcoholic beverages or consumption of alcohol; any charge for alcohol is the responsibility of the individual purchasing it. 8.3. All meals shall be balanced meals; sample menus below. 8.4. Sample Breakfast Menu: Beverages all of the following: oJuice oMilk (regular and low-fat) oCoffee (regular and decaffeinated), Cream and sugar, etc. Fruit -Selection of fresh strawberries, melon, grapes, etc. Carbohydrates - one or more of the following: oCold Cereal oPotatoes oToast (white and wheat) oWaffles, pancakes or French toast with syrup Protein - one or more of the following: oEggs oMeat (bacon, ham or sausage) Condiments - all of the following: oButter and butter substitute oJam, jelly, peanut butter, and honey oSalt, pepper, hot sauce, ketchup 8.5. Sample Lunch Menu: Beverages all of the following: oJuice oMilk (regular and low-fat) oCoffee (regular and decaffeinated), Cream and sugar, etc. Fruit and Vegetables one of the following: oGreen salad; regular and low fat dressings oSelection of fresh strawberries, melon, grapes, etc. Carbohydrates two of the following: oSoup and crackers oBread (white and wheat, if doing sandwiches) oFrench fries or potato chips Protein one of the following: oSandwich meat (beef, chicken, and/or turkey) oMeat selection of beef and chicken (hamburger, hot dog, grilled or fried chicken) Condiments all of the following: oFor sandwiches, hamburgers, etc.: Cheese, lettuce, tomatoes, onions, pickles, relish, mustard, ketchup, mayo oButter and butter substitute oJam, jelly, peanut butter, and honey oSalt, pepper, hot sauce 8.6. Sample Dinner Menu: Beverages all of the following: oJuice oMilk (regular and low-fat) oCoffee (regular and decaffeinated), Cream and sugar, etc. Fruit and Vegetables one of the following: oGreen salad; regular and low fat dressings oSelection of fresh strawberries, melon, grapes, etc. oHot vegetables (corn, peas and carrots, etc.) Carbohydrates two of the following: oSoup and crackers oBread (white and wheat) oPotatoes (baked, casserole, French fries, etc.) Protein hot entre, one or more of the following: oMeat selection of beef, and chicken or fish Condiments all of the following: oButter and butter substitute oJam, jelly, peanut butter, and honey oSalt, pepper, hot sauce, ketchup Dessert 8.7. The above menus are general guidelines; therefore, specific menus shall be specified in the bid that the vendor provides. 8.8. The MER requires that the Friday dinner meal be a banquet-type meal conducted in a private or semi-private room other than the onsite restaurant, cafeteria or plenary meeting room. 8.9. Meal Vouchers. Billing for all meals (except Friday banquet dinner) will be on a voucher style system. Contractor shall issue, to the retreat host, vouchers for each participant for each meal, redeemable only at the hotels on-site restaurant. Voucher values will be agreed upon by CREDO Southeast and the vendor prior to the retreat. 8.9.1 Meal Voucher Example: Breakfast voucher value of $21.85 = $15 entre; $4 drink; $2.85 tip (15% tip) Lunch voucher value of $21.85 = $15 entre; $4 drink; $2.85 tip (15% tip) Dinner voucher value of $27.60 = $20 entre; $4 drink; $3.60 tip (15% tip ) 8.9.2 Meal Voucher Minimums. For each meal, CREDO Southeast will pay no less than 75% of the total value of all vouchers issued. For example, if 30 vouchers are issued for Saturday breakfast, with a total value of $655.50 then CREDO Southeast will pay at least $491.63 regardless of how few vouchers are redeemed. After the 75% minimum, all vouchers will be billed as they are redeemed. For example, if only twenty-five of the thirty vouchers are redeemed, then CREDO Southeast will only pay the $546.25 value of the twenty-five vouchers redeemed. Meal vouchers cannot be redeemed for alcoholic beverages, per para. 8.2. 9.0. ADDITIONAL NOTES. 9.1. The Government may cancel the scheduled retreat sessions at no cost providing that the cancellation notice is given not less than 60 days prior to the scheduled arrival time. If cancellation is required with less than 60 days notice, the Government may be assessed a $250.00 cancellation charge. This charge will not apply in the case of acts of God, or emergency military operations with a 24-hour notice given to the contractor prior to the scheduled arrival time. 9.2. The government will be allowed 10% shrinkage without cost based on the attendance shown in Section 2.0 above. The government may be assessed a charge of $10.00 per person per night reserved for any reduction in number greater than this 10% allowance. 10.0. POINT OF CONTACT. 10.1. The Government Point of Contact for technical questions for this retreat is: RP2 Abraham Dukuly Abraham.dukuly@navy.mil CREDO Southeast NAS Jacksonville, Building 751 Jacksonville, Florida 32212 904-542-3923 or fax 904-542-1223 11.0. INVOICING. 11.1. Invoices shall be submitted to CREDO SOUTHEAST and include: Contract Number Cost of Services Vendor Name from Contract Date of the invoice Vendors address 11.2. Upon completion of services, the contractor shall submit the invoice via Wide Area Work Flow (WAWF) and also to the Government POC listed in paragraph 10.1. 12.0. AVAILABILITY OF FUNDS. 12.1 Funds are presently available for this contract. The Governments obligation under this contract is contingent upon the availability of appropriated funds from which payment for the contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.
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