SOLICITATION NOTICE
V -- 164th AIR National Guard Pre Deployment Yellow Ribbon - Combined Solicitation - Request for Proposal
- Notice Date
- 7/18/2017
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- #721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Army, National Guard Bureau, USPFO for Tennessee, PO Box 40748, Nashville, Tennessee, 37204-0748
- ZIP Code
- 37204-0748
- Solicitation Number
- W912L7-17-Q-1207
- Point of Contact
- Rhonda Lien, Phone: 6153130530
- E-Mail Address
-
rhonda.m.lien.civ@mail.mil
(rhonda.m.lien.civ@mail.mil)
- Small Business Set-Aside
- Total Small Business
- Description
- Request for Proposal Combined Solicitation This is a combined synopsis/solicitation for the 164th TN Air National Guard Service Members - Yellow Ribbon Pre Deployment prepared in accordance with the format in Subpart 12.6 of the Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Proposals are being solicited and this is the written solicitation. Solicitation number W912L7-17-Q-1207 is hereby issued as a Request for Proposal. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95. This requirement is being advertised as Small Business set aside and the North American size standard is $32.5M Industry Classification System (NAICS) Code is 721110. All responsible sources may submit an offer, which will be considered by this Agency. This award is subject to the Service Contract Act, http://www.wdol.gov/sca.aspx The location for the event is Memphis, TN, 18-20 AUG 2017. Proposals are due in this office no later than July 24, 2017, Monday @ 11:00 am (CST) local central daylight time. The proposal should be emailed to rhonda.m.lien.civ@mail.mil Point of Contact (POC) referencing this solicitation is Rhonda Lien at 615-313-0530. All information and requirements are listed in the Performance Work Statement. Evaluation factors for this award are based on lowest price technically acceptable by the government and the ability to meet the requirements of the Performance Workstatement. Offeror MUST provide Tax ID and CAGE Code and DUNN's# with proposal. Offeror must be Certified in www.SAM.gov (ORCA certified). This will be a determining factor in the award process if the offeror is not current in their certification. (ORCA is located at SAM) https://www.sam.gov/portal/public/SAM/. Evaluation Factors must be at one location: 1.Guest Lodging - Vendor will provide a block of 70 rooms requesting pre-diem rate (on contract) 2.Staff Lodging - Vendor will provide a block of 30 rooms requesting pre-diem rate. Thees rooms will be paid separately, not on contract. 3.Conference Rooms - Vendor will provide 9 conference rooms total for the event (1 General Sessions 225 pl, (See PWS for more details) a.General Session maybe used for dining area for lunch 4.Lobby Area for Vendors - Vendor will provide lobby area for event registration and vendor display for 15 vendors. a.Two (2) 6ft or 8 ft registration tables; one (1) 6ft or 8ft table per vendor; two (2) chairs per table; and complimentary water station. b.Designated vendor area will be located in close proximity to the General Sessions room. c.Wireless internet capability is required to efficiently accommodate no less than 15 computers 5.Meals - Breakfast and Lunch will be included, please refer to the PWS. 6.Security Requirements - Vendor will be required to complete National Agency Check (NAC) SF85P. Obtain any clearances that are required to conduct duties for TN-ANG. a.Vendor will lock all conference rooms nightly when not in use. 7.Audio Visual - See PWS for details 8.No third party vendors. Performance Work Statement Objective: The objective of this contract is to provide family support for the Yellow Ribbon Pre-deployment training for the 164th Air Wing Service Members & families for the TN-ANG. The Contractor will perform a wide range of administrative tasks for the 164th Air Wing and Yellow Support Staff that include the formation and administration of various projects as detailed in this PWS. DeliverablePerformance StandardAcceptable Quality Level (AQL)Method Used / Frequency Lodging 3.0 - 3.1.3 Lodging •Rooms were acceptable to 95%? •Rooms were available for check-in on time? •Rooms were clean at check-in?COR Survey after event Conference Rooms4.0 - 4.3.7 Conference Rooms•Conference Rooms were set-up as requested per PWS? •Conference Rooms were clean before start of event •All A/V request were met per PWS? Lobby5.0 - 5.1.3 Lobby•Lobby area was clean and clear for vendor set-up? •Vendor tables were set-up and presentable? Meals6.0-6.2.2 Meals•Meals were delivered on time? •Meals were hot and acceptable flavor? •All meals request were met per PWS? Security7.0-7.1.2 Security•Were the children safe at all times and out of harm's way? •Verify Proper documentation 1.0Organizational Analysis Air National Guard (ANG): Source: (http://www.ang.af.mil/) Vision is to be a "Ready, reliable, and accessible force that maintains its relevancy now and through the millennium". Mission is "To provide combat capability to the war fighter and security to the homeland." Specifically, to provide ready units to the state and nation in three critical roles: •Federal Role: To support national security objectives •State Role: To protect life and property, and to preserve peace, order, and public safety. •Community Role: To participate in local, state, and national programs that add value to America 2.0Technical Specifications: 2.1The following technical specifications are provided to help potential contractors better understand the task environment in which the services will be delivered. The following specifications are required to successfully deliver the required service and support task order objectives. The contractor is encouraged to exceed these minimum technical specifications to demonstrate its technical, operational, and administrative expertise in support of customer's organizational and departmental objectives. 2.2Third party bids WILL NOT be accepted. 3.0Lodging: The Contractor will: 3.1Vendor will make available a block of thirty-five (35) guest rooms for two nights each (70 total). Thirty-five (35) guest rooms will be designated for TN-ANG Yellow Ribbon event participants. Fifteen (15) guest rooms (30 total) will be specifically designated for TN-ANG Yellow Ribbon Staff. Staff will confirm hotel reservation 72 hours before event; 15 August 2017 is the deadline for Staff rooms. If the Staff have not checked in by 6:00pm CST, 15 August 2017 the hotel may release the rooms for resale. Guests will check in on Friday, 18 August 2017and check out Sunday, 20 August 2017. 3.1.1All guest rooms (35x2=70) will be included in the final proposal and a rooming list will be sent to the hotel 11 August 2017 and paid by contract. The (15x2=30) will not be on contract and the staff will be responsible for calling the hotel to confirm their reservation no later than 15 August 2017 by 6:00pm CST or the hotel may choose to release the rooms for resale. However, the guest and staff rooms will need to be at the same location and on the same dates, and will be considered part of the award consideration. 3.1.2TN-ANG requests the federal per diem rate for all rooms. 3.1.3Vendor will release administrative block of 70 guest rooms for event no sooner than 12pm, 11 August 2017 unless otherwise agreed upon a new date and time. 4.0Conference Rooms (9): The Contractor will: 4.1Provide one (1) conference/general session room for training classes provided by Yellow Ribbon staff in to comfortably seat 225 people. Contract will include table arrangement in banquet layout with no more than eight (8) people per table; Table arrangement will have a center isle; One (1) 6 ft. or 8 ft. table at the front of the room for handouts; One (1) skirted table with 2 chairs for media/communication next to projector cart; One (1) Podium; One (1) Lapel Microphone, One (1) Wireless Microphone One - sounds system for entire room. (1) American Flag; state flag is optional; Two (2) small classroom style tables, with two (2) chairs each, placed at the rear of the meeting room; Four (4) 6 ft. or 8 ft. registration tables with two (2) per table located outside meeting room; Complimentary water station in room; Internet connectivity required. This room may be used as dining area for the lunch banquet. 4.1.0General Session conference room is required from 7:00am 5:30pm -19 August 2017.   4.2Provide three (2) conference/ break-out rooms designated for childcare. Each room will accommodate 20 children. Rooms designated for childcares will be conjoining or located in close proximity to each other. One (1) room will be arranged in a banquet layout to accommodate 20 individuals each. One (1) room will be arranged in a classroom layout with seating for ten (10) and open for free play. One (1) TV/DVD Player requested for room; One (1) small table and one (1) chair will be placed outside rooms for registration. Snacks for children will be provided by childcare vendor. Children will eat Breakfast and Lunch with parents. 4.2.1Rooms designated for Childcare are required from 7:00am - 5:30pm - 19 August 2017. 4.3Provide three (3) conference/break-out rooms designated for Dependent/Guest Briefing. Each room will comfortably accommodate 50 adults. Rooms will be located in close proximity to the general sessions room; seating will be arranged banquet style with no more than eight (8) people per table; provided with one (1) classroom style table for information and materials. TN-ANG will bring projector and screens for breakout rooms. 4.3.1Rooms designated for Dependent/Guest Briefing are required from 1:00pm - 5:30pm - 19 August 2017. 4.3.2Provide one (1) conference/break-out room designated for Photo Studio. Room should be approximately four-hundred (400) square feet. Room will be located in close proximity to the general sessions' room; One (1) small table; 6ft and two (2) chairs inside room. 4.3.3Room designated for Photo Studio is required from 7:00am - 5:30pm - 19 August 2017 4.3.4Provide one (1) conference/break-out room designated for Legal office. Room should be approximately four-hundred (400) square feet or less. Room will be located in close proximity to the general sessions' room; Two (2) small tables; 6ft and two (2) chairs inside room. 4.3.5Room designated for Legal Office is required from 7:00am - 5:30pm - 19 August 2017 4.3.6Provide one (1) Office/Board room Personal Counseling and staff storage. Conference Table and Chairs with a minimum of 12 people. 4.3.7Room designated for Office/Personal Counseling is required from 6:00am Friday through 6:00pm Saturday, 19 August 2017 5.0Lobby/Vendor Space 5.1Compose lobby area for event registration and vendor display for 15 vendors. Four (4) 6ft or 8 ft registration tables; one (1) 6ft or 8ft table per vendor; two (2) chairs per table; and complimentary water station. 5.1.2Designated vendor area will be located in close proximity to the General Sessions room. 5.1.3Wireless internet capability is required to efficiently accommodate no less than 15 computers. Access to two (2) Ethernet ports needed. 6:00am Friday to 6:00pm Saturday - (18-19 August 2017) 6.0Meals: 6.1Vendor will provide a full breakfast service on Saturday, 19 November for 225 people. Meal will consist of, but not be limited to: caffeinated and decaffeinated coffee, hot tea assortment, water, orange juice, and a variety of, the following: sliced seasonal fruit (with dip), bread & pastries, breakfast meats, and eggs. Bread items will consist of muffins, bagels or pastries, and waffles/pancakes/french toast with syrup or biscuits & gravy. Breakfast meats will include combination of ham, bacon, or sausage with any style eggs. Breakfast service will be from 6:45 - 8:00am. Price fruit with dip on a separate line as an option. 6.1.2Breakfast pastries/muffins, coffee, and tea will be left for consumption after the breakfast service has closed. Items will be removed only after depletion or to prepare for the service of the next meal. 6.1.2aProvide a total of ten (10) Gallons of Coffee will be provided through-out the day, 9:00am - 4:00pm, Saturday, 19 August 2017 in addition to the breakfast coffee. Set-up coffee in general area of General Sessions' room in proximity of other break-out rooms. 6.2Vendor will provide a lunch banquet on Saturday, 19 November for 225 people. Lunch items will include a salad, a choice of two (2) entrees/meats with a minimum of two (2) vegetable choices, bread/rolls, one (1) dessert, and a drink per person. The salad will not be considered as one of the vegetable requirements. Beverages will consist of ice water and tea (both sweet & un-sweet). Vendor will provide linen table cloths for each dining table. Meal will be served buffet style. Vendor will provide servers for beverage refreshment and dish removal during mealtime. Lunch will be served from 12:00am - 1:00pm. - Menu maybe change depending on menu presented with proposal. Government menu request if available. 6.2.1Serving portions will be a minimum of the following: meat - 8oz.; vegetables - 4oz. each; bread - 1 dinner roll; dessert - 1 serving, 6oz. each. 6.2.2Dessert will be included in the total cost of the lunch meal but will be offered to event participants for consumption at 2:00pm. 7.0Security Requirements: 7.1The contractor will be required to complete National Agency Check (NAC) SF85P. Obtain any clearances that are required to conduct duties for TN-ANG. 7.1.2Vendor will lock all conference rooms nightly when not in use. 8.0Miscellaneous: 8.1When submitting a proposal all vendors MUST provide Cage Code, Dun and Bradstreet number, Tax identification number, and vendors must already have their Representations and Certifications completed in https://www.sam.gov/portal/public/SAM/#1 prior to submission of proposal. 8.1.2Contract Specialist for this Request for Proposal is Rhonda Lien, Rhonda.m.lien.civ@mail.mi - Phone: 615-313-0530 or Kirk Middleton, kirk.a.middleton2.mil@mail.mil and Phone: (901)291-7567. Please call if there are any questions pertaining to this request. 9.0Hours of Operation: 9.1The contractor will perform the services during the "Yellow Ribbon Pre-Deployment" event between 6:00am, Friday, 18 August 2017 through 6:00pm, Saturday, 19 August 2017. 9.2Check-in for the hotel guest rooms will be NLT 3:00pm on day of arrival. A late check-out will be extended to all event participants and staff on day of departure. 9.3Vendor will not contract with any other party for use of the same occupied space during anytime of specified hours of operation. 10.0Audio Visual: 10.1Vendor will allow TN-ANG Yellow Ribbon program use of private audio visual equipment as needed. Wireless Internet. Ref 4.1, 4.2, and 5.1.3. 11.0Contractor Manpower Reporting. 11.1The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: https://armycmra.dmdc.osd.mil/Login.aspx The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer's Technical Representative; (2) Contract Number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub-contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information; (11) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor's systems to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the website. Quality Assurance Plan: The Contracting Officer's Representative (COR) will monitor contractor performance and complete the Quality Assurance Worksheet provided below on a monthly basis. The Quality Assurance Worksheet will be submitted directly to the Administering Contracting Officer with a copy to the Contracting Officer Representative (COR) following the first month of performance following the service. Future months will be submitted to the Contracting Officer only, unless COR involvement is warranted (i.e. anything other than green). The COR will assume a quality performance rating of "Green" on all measured deliverables unless otherwise notified. The quality rating may change from "Green" to "Red" without notice. We anticipate the COR utilizing the "Yellow" quality rating to alert the contracting office and the COR of quality issues that have the potential for a "Red" quality rating if corrective action is not taken. By approving service and/or deliverables on the worksheet, the COR confirms the quality performance rating of "Green" unless otherwise annotated. The Contracting Officer listed in the contract will provide the Contractor with a copy of all rating worksheets that are other than green. At the end of the performance period, the COR will be asked to complete a Quality Performance Review to document the quality performance rating. This will be submitted to the Contracting Officer. If there are any ratings other than green a copy will be furnished to the contractor. The COR may submit a Quality Assurance Worksheet at anytime and as often as necessary to document quality levels. If Contractor response to an identified quality deficiency is unsatisfactory, the Contracting Officer will contact the appropriate Contractor representative to implement a plan of action to remedy the identified deficiency. RatingDescription Green Yes performance and technical specifications are being met at AQL. YellowYes, performance and technical specifications are currently being met at the minimum AQL, but the following service / deliverable needs contractor attention. The Customer must identify what component of the deliverable and/or service requires attention. RedNo, performance and technical specifications are not being met at AQL and the following service / deliverable needs immediate contractor resolution. The Customer must identify what component of the deliverable and/or service is below the minimum AQL. QUALITY ASSURANCE WORKSHEET Performance Work Statement #____________: 164th Air National Guard Yellow Ribbon Pre-Deployment name:___________________________________ Performance Rating Deliverable/ServiceQuality RatingCausative FactorsEffect on MissionAction /Date Lodging GreenComments Unnecessary for "Green" QA Rating Yellow Red Conference RoomsGreenComments Unnecessary for "Green" QA Rating Yellow Red LobbyGreenComments Unnecessary for "Green" QA Rating Yellow Red Meals GreenComments Unnecessary for "Green" QA Rating Yellow Red SecurityGreenComments Unnecessary for "Green" QA Rating Yellow Red Red Red Approved by: Date: ___________________ (Contracting Officer's Representative)
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- Place of Performance
- Address: 164 CPTF/CC, 4593 Swinnea Rd, Memhpis, Tennessee, United States
- Record
- SN04584254-W 20170720/170718235148-b06fe3aef55ac24526d74f11f62d84cf (fbodaily.com)
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