Louisiana Army National Guard Kids Annual Training 2016

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as a request for quotes (RFQ) in accordance with FAR Parts 12 & 13. The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2005-64 Effective on January 17, 2013. Provisions and clauses incorporated by reference has the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulations supplement (DFARS) can be accessed on the internet at http://farsite.hill.af.mil/. The solicitation W912NR-16-R-0011 is issued as a Request for Proposal. This procurement is UNRESTRICTED. The NAICS code for this acquisition is 721214 - Recreational and Vacation Camps (except camp grounds). The small business size standard for this NAICS code is $7.5 million. The Louisiana National Guard will be awarding a Firm- Fixed Price Supply Contract. This solicitation is for a firm fixed price contract and will be awarded to the lowest priced technically acceptable. Proposals must include proof that you meet all requirements listed under the below "Requirements" heading, a menu for every meal and snack for the entire event, and a quote to account for providing all deliverables. The Louisiana Army National Guard needs a quote for meals, lodging, and facilities for dates below. Our intent is to award 1 contract for 1 event for FY16 Louisiana National Guard Youth and Kids Annual Training on 08-17 June 2016. Numbers are approximate and will be confirmed no later than 30 days from event. However, proposals for individual line items below will be accepted and evaluated. REQUIREMENTS: 1. In order to hold a successful event and maintain the strict guidelines established for our program, we require that the facility meet and/or provide the following services. a. The facility must be located within 150 miles of the NGLA Child and Youth Programs Office, which is located at the Armed Forces Reserve Center, 8110 GSRI Road, Baton Rouge, LA 70820. This requirement is mandatory and is needed to help mitigate the expenses associated with the movement of Child and Youth equipment to and from the selected facility. This is also needed to help ensure that the facility is centrally located and that all of the travel related cost for the volunteers and attendees are keep to an absolute minimum. b. The facilities and buildings must all be located on one central location and all building must be accessible on foot by walking no more than 350 yards one way. The entire facility must be surrounded by a security fence. This fence must provide one central location for all individuals that are entering and exiting the facility grounds. This primary entry and exit point must also have a lockable working gate. The facility area must be equipped with working security lights for all its primary foot paths and walkways. c. The facility must provide the following types of building and accommodations on site: (1) Assembly Building - The facility must have a designated building on its grounds for use as an assembly building. This building must be separate from the Auditorium and Dining Hall. This building must contain at least one assembly area and a minimum of four separate classrooms. Each classroom must be capable of holding no less than 15 persons each. The buildings assembly area must be capable of holding no less than 60 people. The total building capacity of the classrooms areas and the assembly area must be able to hold no less than 120 people. The assembly building must be air conditioned and have separate bathroom and shower facilities for male and female. The building must provide wireless internet that is available for guest use without any direct charges made to the guest. (2) Cabin / Cottages (Sleeping Facilities) - The facility must provide at least 17 Cabin/Cottage type buildings to be used for the attendee and guest sleeping facilities. The Cabin/Cottages must be separate from all other facility buildings. The Sleeping Cabins must accommodate at least 16 guests each. The facility must be able to provide overnight guest's facilities for at least 272 individuals per night. The sleeping facilities must be air conditioned and offer a private bathroom with shower. The showers must provide both hot and cold water. (3) Auditorium - The facility must provide an auditorium type building. The auditorium must be capable of seating at least 250 people and be equipped with a stage. The Auditorium and the Dining Hall can be located in the same building, provided that activities can be conducted simultaneously. (4) Dining Hall - The facility must provide a dining hall type building. The dining hall must be capable of seating at least 250 people. The facility must be air conditioned. The Auditorium and the Dining Hall can be collocated in the same building, provided that activities can be conducted in each facility simultaneously. The dining hall must have an onsite working kitchen along with a separate walk-in type refrigerator and freezer. The following requirements must also be met by the selected vendor. d. The following is a list of the meal requirement that are needed for the duration of the event. (1) The vendor must be able to provide three nutritional meals each day for the entire duration of the event. The only exceptions to this requirement are on the first and the last day of the camp. Meals are required to begin on June 8th (Wednesday) with breakfast and end on June 17th (Friday) with lunch. (2) The vendor must be also provide nutritional snacks and fruits for the duration of the event. These snack items will be made available in those periods between meals (Morning, Afternoon and Evening Snack). The coordination for the distribution of these snacks must be made with the Child and Youth Program Staff. Snacks are required to begin on June 8th (Wednesday) with the afternoon snack and end on June 17th (Friday) with the afternoon snack. (3) The meal and snack menu/schedule for this event is attached and labeled, "Enclosure 1-Youth Camp and Kids AT 2016 Meal and Snack Schedule. (4) The NGLA Child and Youth Program must review and preapprove all meal menus for the duration of the event and any deviations from the approved schedule. (5) All meals must be prepared onsite and served in the facilities designated dining hall. All food purchased and prepared for NGLA Child and Youth Program will be provided and made available to LANG Child and Youth attendees, to include campers and staff. Any food that is not consumed during meal times will be made available to LANG Child and Youth Program staff for consumption at any given time during entire duration of the event. (6) The vendor must be able to provide a Salad/Fruit/Sandwich (Ham, Turkey, Peanut Butter / Jelly) buffet bar during each meal period for the entire duration of the event. This Salad/Fruit/Sandwich bar will begin on June 8th (Wednesday) with breakfast and end on June 17th (Friday) with lunch. This Salad/Fruit/Sandwich bar must be served in addition to the main serving line and available as an alternate or additional food choice. (7) The vendor must provide a cook and kitchen supervisor for all preapproved meals. The cook and the kitchen supervisor can be the same individual. The NGLA Child and Youth Program will provide a minimum of two servers and two clean up helpers for support during and immediately following each meal. e. The facility must be able to provide the following recreational facilities and services on site for use by NGLA for the duration of the event. The age group of the guest using these recreational facilities and services will be from 8 to 18 years of age. The facility support staff provided by the vendor must be trained and certified to handle children in this age group. The following is a list of the recreational facilities and services required. (1) Olympic Swimming Pool (a) The pool area must be completely fenced in and have a lockable working gate. (b) The entire pool area must be equipped with working security lights. (2) Recreation Field (a) The recreation field must contain areas for use as a football field, soccer field and a volleyball court. (3) Fishing Lake (4) Hiking Trails (5) Covered Pavilion (6) Basketball Court f. NGLA must have exclusive use of the Center for the duration of the event and must have access to all Lodges, Cottages, Auditoriums and Assembly buildings located on the facility. g. NGLA must be able to use All Terrain Vehicles (ATV's) to support their activities. The NGLA Child and Youth Program Coordinator will incorporate strict guidelines concerning ATV use by staff during the event. This policy will be offered to the vendor for review and approval. h. NGLA will provide its own nurse and will furnish any needed first aid and medical supplies. i. NGLA must be able to deliver bulk drinking water to various activity locations around the facility and refill them as needed. j. NGLA must be able to provide portable ice house, portable toilets / hand washing stations, tents / shades, outside organizations and facilitators, to include but not limited to bounce houses, rock walls, mobile game systems, as needed to support the event. k. The vendor must not require a deposit for use of its facilities. 2. Submit all questions and proposals to MAJ David L. Bourgeois at david.l.bourgeois4.mil@mail.mil and SGT William Howland at william.m.howland2.mil@mail.mil. The suspense for questions is 2 May 2016, 6:00pm CST. The suspense for proposals is 9 May 2016, 6:00pm CST.