Lodging, Conference Space , Lunch Meals

tINFORMATION I.INFORMATION The Virginia National Guard intends to procure lodging rooms, conference space, and catered meals in support of 116th Pre-Mobilization Yellow Ribbon event to be held in Roanoke, Virginia on April 8-10, 2016. This procurement is issued as a small business set-aside under the NAICS 721110 with a small business size standard of $32.5M. The Yellow Ribbon Event shall accept quotes for the following dates: Sleeping Rooms shall be quoted for April 8 or April 9, 2016. Meeting Space, Meals and Audio Visual Equipment shall be quoted for April 9 or April 10, 2016. 1. The following individuals are designated as points of contact (POC) for purposes of this contract: (a) Contractor POC: To be provided at time of award. (b) Contracting POCs: Contracting Officer(s) (only individual authorized to make changes to the contract terms and conditions) Susan E. Swanson 434-298-6293 susan.e.swanson5.civ@mail.mil Rebecca L. Fowler 434-298-6206 rebecca.l.fowler6.civ@mail.mil Contract Specialist SSG Steven M. Slater 434-298-6219 steven.m.slater4.mil@mail.mil (c) Payment inquiries: To be provided at time of award. Invoices must be submitted via WAWF. After successful submission of your WAWF invoice, send an email notification to ng.va.vaarng.list.ngva-aqs-wawf@mail.mil. Failure to do so may cause a delay in payment. (d) On-site Government Representative: To be provided at time of award. This individual may reduce requirements but does not otherwise have the authority to change any terms and conditions of the award. 2. All quantities are estimated. The government (on-site government representative 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. 3. 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 shall not exceed per diem pricing for the locality of the facility. 4. A statement of work for the event is included in this solicitation and will be made a part of any resulting award. 5. Award will be made to the lowest priced, technically acceptable (LPTA) quote(s) that represents the most advantageous scenario to the government. Multiple awards may 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 40 miles of Roanoke, Virginia; (5) The proposed facility must be FEMA approved. (6) If quoting multiple hotels all hotels must be within a five mile radius of conference area. (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 on-line, a website address can be provided in lieu of the fact sheet. (6) Vendors must complete, sign, and return the solicitation with their quote to include FAR provision 52.212-3 Alt I and DFARS provision 252.209-7991. (7) All questions shall be submitted in writing three days prior to the quote due date. Quotes are due no later than 11:00am Jan 5, 2016, and must be emailed to steven.m.slater4.mil@mail.mil. II. STATEMENT OF WORK The Virginia Army National Guard's116 INF BN will conduct a Pre-Mobilization Yellow Ribbon Event in Roanoke,, Virginia on April 8-10, 2016. The contractor shall provide accommodations as outlined below. A. Sleeping Rooms: 1. 180 sleeping rooms are required 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 . 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 double booked. 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 made72 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 April 5 or April 6, 2016 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. Two Conference rooms shall accommodate approximately 600 attendees and staff each. Staff members are required to have access to the room the afternoon before (April 8 or 9, 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. Saturday or Sunday 6:00 a.m. to 6:00 p.m. 2. Resource provider area to accommodate partners and at least 1,200 people, setup with (30) 6ft table with skirts, placed near walls with two chairs behind tables for the following date and time: a. Saturday or Sunday 6:00 a.m. to 6:00 p.m. 3. Two conference room 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. Saturday or Sunday 6:00 a.m. to 6:00 p.m. 4. Two conference room shall be setup with chairs to accommodate at least 150 people to be used for breakout sessions: a. Saturday or Sunday 6:00 am. to 6:00 p.m. 5. One child care 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 or Sunday 6:00 a.m. to 6:00 p.m. 6. One child care 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 8 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: 7. One teen room to accommodate up to 30 teens ages 13-17. Teen 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. Saturday or Sunday 6:00 a.m. to 6:00 p.m. C. Meals: 1. Contractor shall provide a working lunch to accommodate approximately 1,200 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 or Sunday. Kids will be eating in the child care rooms. 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 or Sunday. 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 April 5 or 6, 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 and teen room by 6:00am on Saturday or Sunday. 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 one table and four chairs outside the general conference room, and two tables and four 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.5, B.6 and B.7.. 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. CLAUSES INCORPORATED BY REFERENCE 52.204-7 System for Award Management JUL 2013 52.204-13 System for Award Management Maintenance JUL 2013 52.204-16 Commercial and Government Entity Code Reporting JUL 2015 52.204-18 Commercial and Government Entity Code Maintenance JUL 2015 52.204-19 Incorporation by Reference of Representations and Certifications. DEC 2014 52.212-1 Instructions to Offerors--Commercial Items OCT 2015 52.212-4 Contract Terms and Conditions--Commercial Items MAY 2015 52.232-39 Unenforceability of Unauthorized Obligations JUN 2013 52.232-40 Providing Accelerated Payments to Small Business Subcontractors DEC 2013 252.201-7000 Contracting Officer's Representative DEC 1991 252.203-7000 Requirements Relating to Compensation of Former DoD Officials SEP 2011 252.203-7002 Requirement to Inform Employees of Whistleblower Rights SEP 2013 252.203-7997 (Dev) Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements (Deviation 2016-O0003) OCT 2015 252.204-7003 Control Of Government Personnel Work Product APR 1992 252.204-7004 Alt A System for Award Management Alternate A FEB 2014 252.225-7001 Buy American And Balance Of Payments Program-- Basic (Nov 2014) NOV 2014 252.225-7002 Qualifying Country Sources As Subcontractors DEC 2012 252.225-7048 Export-Controlled Items JUN 2013 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports JUN 2012 252.232-7010 Levies on Contract Payments DEC 2006 252.243-7001 Pricing Of Contract Modifications DEC 1991 252.244-7000 Subcontracts for Commercial Items JUN 2013 252.247-7023 Transportation of Supplies by Sea APR 2014 CLAUSES INCORPORATED BY FULL TEXT 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (NOV 2015) ALTERNATE I (OCT 2014) 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (NOV 2015) 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY 2014) 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (APR 1984) 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (APR 1984) 252.203-7005 REPRESENTATION RELATING TO COMPENSATION OF FORMER DOD OFFICIALS (NOV 2011) 252.203-7996 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS-REPRESENTATION (DEVIATION 2016-O0003)(OCT 2015) 252.209-7991 REPRESENTATION BY CORPORATIONS REGARDING AN UNPAID DELINQUENT TAX LIABILITY OR A FELONY CONVICTION UNDER ANY FEDERAL LAW-FISCAL YEAR 2016 APPROPRIATIONS (DEVIATION 2016-O0002) (OCT 2015) 252.211-7003 ITEM UNIQUE IDENTIFICATION AND VALUATION (DEC 2013) 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (MAY 2013) 252.204-7008 DEVIATION 252.204-7008 Compliance with Safeguarding Covered Defense Information Controls. (DEVIATION 2016-O0001)(OCT 2015) 252.204-7012 DEVIATION 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting. (DEVIATION 2016-O0001)(OCT 2015)