SOURCES SOUGHT
V -- Hotel Rooms for Yellow Ribbon Event
- Notice Date
- 6/28/2022 1:56:35 PM
- Notice Type
- Sources Sought
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- W7M4 USPFO ACTIVITY HI ARNG HONOLULU HI 96816-4495 USA
- ZIP Code
- 96816-4495
- Solicitation Number
- W912J6-22-X-0004
- Response Due
- 7/1/2022 7:00:00 PM
- Point of Contact
- Warren Sabugo, Phone: 8088446421
- E-Mail Address
-
warren.m.sabugo.civ@army.mil
(warren.m.sabugo.civ@army.mil)
- Description
- This announcement is a Sources Sought (market research) Notice.� This is not a Request for Quote (RFQ) or Request for Proposal (RFP).� This announcement is for information and planning purposes only and is not to be taken as a commitment by the Government, implied or otherwise, to issue a solicitation or award a contract.� The requirement is for hotel rooms from 3 August 2022 to 7 August 2022 on Oahu, Hawaii.� The purpose of this sources sought notice is to determine interest and capability of potential qualified firms relative to the North American Industry Classification (NAICS) code 721110 Hotels (except Casino Hotels) and Motels) and the applicable size standard is $35 Million.� If interested, please respond by 7/1/2022 at 4pm Hawaii Standard Time. The requirement is for the following below - 1.� Contractor shall provide the following: � � �a.� Lodging for Joint Yellow Ribbon (YR) participants to include a variety of hotel rooms and sizes for up to 400 attendees.� Staff will arrive on 3 August 2022 and the Attendees will arrive on 5 August 2022.� Location is on the island of Oahu, Hawaii. Ten rooms designated for workshop staff for stay from 3 August 2022 with a late check-out on 7 August 2022 at 2:00pm. 200 rooms for participants for stay from 5-7 August 2022 with check-out at 11:00am. The staff will check-in two days prior to the participants. � � �b.� The Contractor must provision for the requested number of attendees� lodging, meeting space and childcare to accommodate one (1) event, to ensure adequate space for learning and to meet the needs of the units within the Air National Guard. Contractor shall provide hotel rooming, meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for community partners, parking, and serve meals and snacks. The Contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon presentations and training and shall provide those government personnel and their families attending the event with quality accommodations and identified support services. � � �c.� The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform YRRP events as defined in this Performance Work Statement except for those items specified as government furnished property and services. The Contractor shall perform to the terms, conditions and standards in this contract. � � d.� Provide 200 parking stalls for staff and participants. � � e.� Venue: The Contractor shall provide lodging for staff and attendees for 1 Yellow Ribbon event. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria. The venue should be within walking distance of other restaurants and family-friendly activities. � � f.� The Contractor shall provide sleeping accommodations for attendees. Estimated attendees will need lodging for a total of 2 nights.� 180 double-bed and/or single sleeping rooms Friday night and 180 double-bed and/or sleeping rooms Saturday night for a total of 360 Sleeping-room-nights. � � g.� In addition, the Contractor shall provide staff with sleeping accommodations for five nights from 3 August 2022 to 7 August 2022. � � � � 1.� YR Staff: Five (5) nights for 9 estimated Core Staff. (assumption: 1 room per staff) � � � � 2.� Additional YR staff: Six (6) nights for three (3) estimated Advance Party staff (assumption: 1 room per staff) � � h.� Security: Contractor shall limit conference area entries to outsiders during the event.� Contractor shall ensure security patrols are provided throughout the conference and registration times, all day Saturday.� Armed security officers or off-duty police are required for the entire event. � � i.� COVID-19 Safety Protocol:� When the CDC Community level is above �low�, social distancing will be followed at all times including registration, General Session, Breakout Sessions, and during meals.� The contractor must consider additional space needed to socially-distance tables and seats. � � j.� Hand sanitizer will be provided throughout the venue including the registration area, General Session and Breakout session areas.�� � �k.� Additional cleaning steps should be taken by the venue to ensure sanitization of meeting rooms and common-area surfaces. � �l.� Meal service will be provided cafeteria-style so that venue staff are serving all food items.� Venue serving staff should be appropriately masked and gloved if community COVID levels are above �low�. �m.� Partitions such as a plexiglass divider shall separate the attendees from the food service area if COVID community risk is High per the CDC website.� � n.� Disposable masks shall be provided by the contractor to ensure all participants are provided a mask if requested.� � o.� Meeting Room Accommodations: � � � 1.� Meeting Rooms consist of General Session, Breakout Session rooms, Childcare rooms, Vendor/Exhibitor space, an Operations Center room, and a Logistics Storage room. All Meeting Rooms are available from Friday at 5:00 PM until Sunday at 12:00 PM except for the Operations Center and Logistics Storage which is available on Wednesday at 6:00 AM through Sunday at 5 PM. The rooms shall meet the requirements below, be staged in accordance with the attached Meeting Room Staging Requirements, be available for the entire event days, and accessible 24 hours of the conference. � � �2.� �The Contractor shall provide water stations and/or pitchers filled with water, and glasses/cups for General Session and each Breakout Session Room from 7:00 AM until 4:30 PM Saturday, and 8:00 AM to 11:00 AM Sunday. Event Staff will provide the Contractor with an Event Agenda including break times in order to refresh rooms. � � �3.� The Contractor shall provide one (1) General Session room capable of holding 400 attendees set with rounds of 6-8 (preferably rounds of 10 if 72-inch diameter tables are available). Social distancing must be considered in room staging.� The General Session Room shall not be re-arranged to serve as Breakout Rooms. The General Session Room and the Breakout Rooms shall be separate spaces. General Session room shall be used for dining purposes and potentially a large meeting room. The following requirements shall be met for the General Session Room:� A stage that is completely dressed. The stage shall include seating for three (3), two (2) podiums with two (2) wireless microphones and two (2) lavaliere microphones. This room shall have two (2) projectors, two (2) projector screens with complimentary high-speed Internet for three (3) connections. Prefer to have screens placed in each corner on an angle for best viewing. An area shall be set up for a presenter to connect a computer to the projectors and connect to house sound. The presenter will also require a power strip. One (1) American flag with pole and stand. The Contractor shall ensure that Core or Advance Party staff can direct which doors are locked or unlocked to control access to the General Session room. Pens and note pads shall be provided at each seat, minimum of four (4) water stations with cups, four (4) trashcans. This room shall be available for A/V check on Friday before the event NLT 5:00 PM. � � 4.� Breakout Session Rooms. Contractor shall provide meeting space for approximately 8 Breakout Session rooms. The rooms shall be available for the entirety of Saturday, and accessible 24 hours of the conference. � � 5.� All 8 of the Breakout Session Rooms shall be configured as follows: � � � � a.� Set up in classroom style with seating for 40 people � � � � b.� One (1) 10 x 10 projector screen or larger � � � � c.� One (1) LCD projector with connections � � � � d.� One (1) A/V table � � � � e.� One (1) hand-held wireless microphone and one lavaliere microphone with connection to house sound � � � � f.� Provide sound connection to house sound for laptops to play videos � � � � g.� Provide wireless USB presentation clicker in each meeting room � � � � h.� Internet service for two (2) connections (wireless or hardwire) � � � � i.� One (1) power strip � � � � j.� One (1) trashcan � � � �k.� Water station with cups � � � �p.� Childcare Rooms. The contractor shall provide four (4) Childcare Rooms. Childcare rooms will be in close proximity of each other and will be away from exits, elevators/escalators. The Contractor will ensure that Childcare rooms are in an area where access is blocked to outsiders and hotel staff (for example, the end of a hallway). Access to this area will controlled by Core or Advance Party staff and childcare staff. Two (2) six-foot banquet tables with tablecloths and skirting and six (6) chairs will be set up in the area to control access to the childcare rooms. � � � q.� Childcare Rooms shall be configured as follows: � � � � � �1.� Two (2) Meeting Rooms that can accommodate 15 children in each room, ages 0-5 years. Each room shall consist of the following items per-day: water station with cups and (1) large trash can, one (1) refrigerator, three (3) portable cribs (or pack and play), television with DVD player, two (2) tables with tablecloths that can seat 10 each. Lunch will be served to the children in the designated rooms. Lunch will be buffet style with the Contractor�s staff provided to assist with serving. Contractor will provide additional staff as needed to assist with serving. � � � � � �2.� Two (2) Meeting Rooms that can accommodate ten 15 children ages 6 years and older. Each room shall consist of the following items per-day: water station with cups and (1) large trash can, television with DVD player, three (3) tables with tablecloths that can seat 10 each.� Lunch will be eaten by the children in the designated rooms. Lunch will be served buffet style with the buffet set up in close proximity of all three rooms. The Contractor will provide additional staff as needed to assist with serving. � � � r.� Meeting Rooms. The contractor shall provide two (2) Meeting Rooms. The rooms will be conference table style with seating for up to ten (10) people.� The rooms shall include a conference table with ten (10) chairs. The rooms shall consist of the following items per-day: pens and note pads, water station with cups and one (1) trash can. � � � � � 1.� One of the two (2) rooms shall have complimentary wireless Internet access for approximately two (2) users, and 1 power strip. � � �s.� The Contractor shall provide one (1) vendor/exhibitor space in an area adjacent to the General Session room capable of holding up to a minimum of 25 tables with 2 chairs each for vendors displays. The tables shall be properly dressed with tablecloths and skirted. � � �t.� Operations Center. The Contractor shall provide one (1) meeting room to be used by the staff as an administrative operations center. The room shall be available upon arrival on Wednesday by 8:00 AM through Sunday at 5:00 PM. The room shall have complimentary wireless Internet access for thirty-five (35) users, and 7 power strips. The room shall encompass a conference table with chairs. The room shall consist of the following items per-day: One (1) hotel phone with capabilities to call any in-house number, pens and note pads, keys or digital access, water station with cups, one (1) large trashcan. This space must be able to be locked and secured with keys or digital access given to the Core Staff.� In the event a hotel phone is not available, the Contractor shall secure a means of communication between the Operations Center and hotel staff offices/guest lodging rooms. � � �u.� Food and beverage will be required for 400 people. Food shall consist of any kinds of meat (chicken, beef, or pork), seafood (shrimp, fish, or scallops), starch (rice, noodle, potato), any type of salad, steamed vegetables, warm rolls, creamy butter, any type of dessert. Complimentary water and beverage station availability due to COVID 19 Guidelines. � � � � � 1.� Provide breakfast meals. � � � � � 2.� Provide lunch meal. � � � � � 3.� Provide dinner meals. � � �v.� Hotel package may gratuitously include complimentary water and hot beverages (coffee, tea) service in meeting rooms at no charge to the government.� AM break session will be at 10:00am and PM break at 2:30pm - Saturday (AM & PM) and Sunday (AM only). � � �w.� Audio Visual equipment for large meeting room. SUBMISSION REQUIREMENT FOR RESPONSES TO THIS SOURCES SOUGHT NOTICE: 1) Your intent to submit a quote for this requirement when it is formally advertised; 2) Name of firm with address, phone number, e-mail address, and point of contact 3) Cage code and Unique Entity ID#; 4) Size of firm including category of small business, such as 8(a), Women-Owned Small Business (WOSB), HUBZone, Small Disadvantaged Veteran Owned Small Business (SDVOSB); and 5) Statement of Capability stating your skills, experience, and knowledge required to perform the specific type of work. Firms responding to this sources sought notice, who fail to provide all of the required information requested, will not be used to assist the Government in the acquisition decision.� This announcement is a Sources Sought (market research) Notice.� This is not a Request for Quote (RFQ) or Request for Proposal (RFP).� This announcement is for information and planning purposes only and is not to be taken as a commitment by the Government, implied or otherwise, to issue a solicitation or award a contract. Firms responding to this sources sought notice, who fail to provide all of the required information requested, will not be used to assist the Government in the acquisition decision. NOTE: IF YOU DO NOT INTEND TO SUBMIT A QUOTE FOR THIS REQUIREMENT WHEN IT IS FORMALLY ADVERTISED, PLEASE DO NOT SUBMIT A RESPONSE TO THIS SOURCES SOUGHT NOTICE. If interested, please respond via email by 7/1/2022 at 4pm Hawaii Standard Time.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/9fdc8d2d321a42d5a2311d34b23b539a/view)
- Place of Performance
- Address: Honolulu, HI 96816, USA
- Zip Code: 96816
- Country: USA
- Zip Code: 96816
- Record
- SN06372368-F 20220630/220628230130 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
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