Oregon National Guard Yellow Ribbon, Medford OR

See attached Combo/synopsis statement of work and wage determination. Notice type: Combo Synopsis Response date: March 25th, 2021 at 11:00 AM PST Class Code: V231 NAICS: 721110 Solicitation #: 11595045 Place of Performance: Medford, OR Contracting Office Address: The United States Property and Fiscal Office, ATTN: USPFO-P, 1776 Militia Way/PO Box 14350, Salem, Oregon 97309-5047 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.301, as supplemented with additional information included in this notice. This is a total small business set aside. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-04. The solicitation No: 11595045 is issued as a Request for Quote (RFQ). Request for Quotes are due by March 25, 2021 11:00 a.m. (PST). The RFQ will result in a firm fixed price contract. Please have all RFI's sent to the Government POC listed on this Combo Synopsis by 11:00 PST on March 17th, 2021 to allow time for the a Q&A Amendment to be distributed out to all parties. The National American Industry Classification System (NAICS) code for this acquisition is 721110 The Small business Size Standard is $32,000,000.00. The United States Property and Fiscal Office of the Oregon Army National Guard is soliciting quotes to procure the following services: Location: Medford, OR Period of Performance: 09 April 2021 and 10 April, 2021 CLIN 001 Lodging for 65 rooms CLIN 0001 Total $ CLIN 0002- Catered Meals April 10-11, 2021 CLIN 0002 TOTAL $ CLIN 0003- Event Space April 10-11, 2021 CLIN 0003 TOTAL $ QUOTE TOTAL (CLIN 0001- CLIN 0003) $ Requirements for your quote: Please submit a quote on your company letterhead showing a price per contract line item (CLIN) with the total price at the bottom. Include the following information on your quote: Cage code, Tax ID number, company name, phone number, contact, and email. The award will only be made to an offeror that is all-inclusive of the requirements on this solicitation. Failure to identify in your quote that you meet all technical aspects of the PWS will make your quote ineligible for award. The award for this will be made without discussions. No Site Visit is authorized at this time. Quotes must be Firm Fixed Priced Clause 52.219-14 -- Limitations on Subcontracting By submission of an offer and execution of a contract, the Offeror/Contractor agrees that in performance of the contract in the case of a contract for -- (1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. (2) Supplies (other than procurement from a non-manufacturer of such supplies). The concern shall perform work for at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials. Quote Evaluation: See FAR 52.212-2 in this solicitation for evaluation factors. SAM vendor registration is required. Please visit www.sam.gov. Step-by-step information on how to register is detailed on the website. Lack of registration in the SAM database will make an offeror ineligible for award. Offerors must be actively registered on the Systems for Award Management database (SAM). Information concerning SAM requirements may be viewed via the Internet at https://www.sam.gov/portal/public/SAM/ or by calling the SAM Registration Center at 866-606-8220. Only contractors who are registered in the Systems for Award Management (SAM) can be awarded a contract. Offerors must have electronic funds transfer (EFT) capability. Offerors Quote shall be valid for a minimum of 30 days to be acknowledged in the offerors proposal. Contractors must be actively registered with Wide Area Work Flow (WAWF) at http://wawf.eb.mil. Clauses may be accessed electronically in full text through http://farsite.hill.af.mil. This announcement will result in a firm fixed-price contract. Point of Contact: Phillip Chik Contracting Officer USPFO Purchasing and Contracting OR Phone: 503-584-3784 Email: Phillip.l.chik2.civ@mail.mi Performance Work Statement Oregon Army National Guard Event Space, Catered Meals, and Lodging - April 10, 2021 and April 11, 2021 Medford, Oregon (20 mile radius) 1.0 Overall Concept 1.1 The Service Member and Family Support (SMFS) of the Oregon National Guard requests a vendor to provide conference space, catered meals, and lodging as outlined below in order to conduct a Yellow Ribbon Post 2 Deployment Event and Resource Fair as outlined below. 1.0 Catering requirements see attached combo/synopsis 2.0 Lodging Requirements 2.1 Conference: April 10, 2021 and April 11, 2021 - Yellow Ribbon Post 2 Deployment Event Sixty-five (65) double occupancy rooms for the night prior to the event, April 09, 2021, for the duration of one night. Sixty-five (65) double occupancy rooms for the night prior to the event, April 10, 2021, for the duration of one night. 3.0 Meal Requirements 3.1 Conference: April 10, 2021 and April 11, 2021 - Yellow Ribbon Post 2 Deployment Event 65 Gallons of Ice Water served throughout the entire day to be located near conference rooms and childcare rooms, refilled as needed 7:00 AM - 5:00 PM. Hot buffet style breakfast for 250 adults and 50 children. Please provide a selection of meals that are priced equally with bid. Example meal: eggs, protein option, potato option, and bread option. Breakfast to be served, 7:30 AM - 9:00 AM. Morning Drinks, 7:30 AM - 10:30 AM: 35 Gallons - Regular Hot Coffee 7 Gallons - Decaf Hot Coffee 28 Gallons - Orange Juice 10 Gallons - Hot Water for Tea and Hot Cocoa Assortment of different types of Tea for 100 cups of tea Hot Cocoa packs for 40 cups of cocoa Morning snack of Graham Crackers and Apple Slices for 50 children, to be delivered in the childcare areas no later than 10:00 AM. Buffet style Taco Bar themed lunch for 250 adults, with two meat options, toppings, and two side dishes. Please provide a selection of meals that are priced equally with bid. Lunch for adults to be served, 12:00 PM - 1:00 PM. Buffet style lunch for 50 children to be delivered in the childcare area no later than 11:30 AM. Example meal: chicken tenders or chicken nuggets, bag of baked chips or French fries, macaroni and cheese, fresh fruit (no grapes or strawberries), cookie or pudding cup, choice of juice, white or chocolate milk. Afternoon Drinks & Snacks, 2:30 PM: Assorted whole cookies and brownies (without nuts) for 250 adults. 40 Gallons of Ice Tea, sweet and unsweet options. 40 Gallons of Lemonade. Afternoon snack for 50 children to be delivered in the childcare area no later than 2:30 PM. Pretzels and fruit cup for 20 toddlers/ pre-k & popcorn, assorted vegetable tray and cookies for 30 elementary through high school. Children meals and snacks must not contain any item from the list in paragraph 4.2. 4.0 Special Meal Requirements 4.1 Quantity and meals are provided in Section 3.1 and are listed by date and time. 4.2 Special Requirements. Due to allergies and special needs, the following items will NOT be approved: Nuts or seeds of any kind (peanut butter, 7?grain bread, etc.) Strawberries Grapes or olives Hot Dogs 4.3 A list of special dietary needs will be provided 72 hours before the event. 5.0 General Cleanup 5.1 All meals and food related items will be cleaned and sanitized throughout the food service area during the event. 5.2 Throughout the event, all tables will be sanitized and wiped clean. 5.3 Trash will be monitored and emptied into the facility's dumpster as they are filled, and will remain empty at the end of the event. 6.0 Performance Standards 6.1 The vendor will provide no less than the required amount of conference rooms stated in this PWS and the solicitation. If conference rooms, lodging or any other item identified in the CLINs of the contract are - double allocated, the vendor will ensure the government has precedence. 6.2 The vendor will ensure that lodging rooms are clean and sanitary based on local and state regulations. 6.3 The vendor will be responsible for all preparation and/or delivery of food on time. - On?time is defined as prepped and ready for serving no later than ten (10) minutes prior to scheduled meal times. 6.4 The vendor will ensure food is prepared in accordance with local and state regulations. 6.5 The vendor will provide meals in accordance with the PWS to include stated Special Requirements. 6.6 The vendor will ensure that eating areas are clean and sanitary based on local and state regulations. Final food serving table cleanup will also be conducted by food service provider. 6.7 The vendor will ensure all equipment requested in the solicitation and the PWS, as quoted on by the vendor, is in good working order. 6.8 The vendor will provide any proposed changes or needed changes to the COR in a timely manner. No changes will occur prior to approval from the Contract Officer. 7.0 Event Space Requirements 7.1 Conference: April 10, 2021 and April 11, 2021 - Yellow Ribbon Post 1 Deployment Event 7.2 One (1) conference room, to comfortably accommodate 300 people in banquet rounds style seating. Audio/Visual requirements for this conference room to include: one (1) podium, minimum two (2) projectors, and minimum two (2) projector screens, two (2) wireless microphones, and sound patch. A/V package to be included during all conference hours. 7.3 Two (2) breakout rooms in the afternoon, to comfortably accommodate 150 people per room in afternoon, banquet rounds style seating. Audio/Visual requirements for this conference room to include: one (1) projector, and (1) projector screen, one (1) wireless microphone, and sound patch per room. A/V package to be included during all conference hours. 7.4 One (1) Lobby, wide hallway, or centrally located space to accommodate 30 resource/vendor tables, 50 resource providers and allow the 300 adult guests to walk through and around to visit the tables. 7.5 Two (2) Registration areas near entrances that allow 300 adult guests ability to register for the event as they arrive. 7.6 Two (2) breakout rooms, to comfortably accommodate twenty (20) adults. One (1) of the breakout rooms should have tables and chairs and will be used for staff breaks, staging, and storing excess items. One (1) of the breakout rooms should have one (1) table and three (3) chairs for audio/visual recording of book reading. We will provide audio/visual recording equipment for this activity. 7.7 Four (4) Childcare registration areas outside the childcare areas to be used for childcare registration. 7.8 Four (4) separate rooms for childcare providers to provide age appropriate activities for child guests, separated into 4 age groups: infant, pre-k, elementary, and middle through high school aged. Each child is required 35 square feet, the breakdown is as follows: Infant room = 500sq.ft. (10 infants) Pre-K room = 600sq.ft. (15 pre-k) Elementary room = 800sq.ft. (15 elementary) Middle room = 1,000sq.ft. (10 middle school) 7.9 All four (4) childcare rooms must meet the following criteria: Located in close proximity to each other, main event space, and provide limited access to only our registered guests for safety purposes. Power should be accessible for small appliances provided by our childcare personnel, such as bottle warmers and baby swings. Located near a bathroom that can be cordoned off from other users of the facility to be used only for our childcare. No hotel rooms will be used to meet this childcare requirement. 7.10 All conference rooms must be located on the same property. 7.11 All conference rooms must be indoors. 7.12 Cost will be inclusive of all taxes and service charges. 7.13 All setup and breakdown of tables and other vendor provided equipment will be conducted by the vendor. 7.14 Wi-Fi readily available throughout the facility from 6:00 am - 6:00 pm. 8.0 Antiterrorism/Operations Security Requirements 8.1 Vendor will ensure personnel supporting the event are instructed not to notify or disclose information on military personnel or their families attendance at this event. TECHNICAL EXHIBIT 1 to Paragraph 6.0 Performance Requirements Summary (PRS) This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL). Performance Objective Performance Standard Acceptable Quality Levels (AQL) Surveillance Method / By Whom 6.1 The vendor will provide no less than the required amount of conference rooms stated in this PWS and the solicitation. If conference rooms, lodging or any other item identified in the CLINs of the contract are - double allocated, the vendor will ensure the government has precedence. Develop a record for each client 98% accountability Frequency: Daily Who: COR Rating: 6.2 The vendor will ensure that lodging rooms are clean and sanitary based on local and state regulations. Within 24 hours 98% of the time Frequency: Daily Who: COR Rating: 6.3 The vendor will be responsible for all preparation and/or delivery of food on time. - On?time is defined as prepped and ready for serving no later than ten (10) minutes prior to scheduled meal times. Verify / Validate Client Forms 100% of the time Frequency: Daily Who: COR Rating: 6.4 The vendor will ensure food is prepared in accordance with local and state regulations. Within 24 hours 100% of the time Frequency: Daily Who: COR Rating: 6.5 The vendor will provide meals in accordance with the PWS to include stated Special Requirements. Track success 100% accuracy Frequency: Daily Who: COR Rating: 6.6 The vendor will ensure that eating areas are clean and sanitary based on local and state regulations. Final food serving table cleanup will also be conducted by food service provider. Create customer surveys and distribute one to each client. Tracking 98% on time submission of monthly summary report Frequency: Daily Who: COR Rating: 6.7 The vendor will ensure all equipment requested in the solicitation and the PWS, as quoted on by the vendor, is in good working order. Plan clearly and accurately assesses the importance of identified resources 90% customer satisfaction based on completed customer surveys, client record and summary report Frequency: Daily Who: COR Rating: 6.8 The vendor will provide any proposed changes or needed changes to the COR in a timely manner. No changes will occur prior to approval from the Contract Officer. Identifies and corrects deficiencies 100% customer satisfaction based on completed customer surveys, client record and summary report Frequency: Daily Who: COR Rating: 9. Quality Control (QC): The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor's QCP is the means by which the contractor is assured the work complies with the requirement of the contract. 10. Contracting Officer's Representative (COR): Mr. Rudy Figueroa is the Contracting Officer's Representative for inspection and acceptance of deliverables under this task order. The COR is authorized to represent the contracting officer in interpreting the technical requirements of this task order. However, the COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition. The contract awardee may contact Rudy Figueroa at (503) 584-3733 or rudolph.r.figueroa.civ@mail.mil. . 11. Period of Performance: 9-11 April 2021 12. Deliverable Guidelines: Inspections and Acceptance: All deliverables must be submitted to and approved by the ORNG Contracting Officer's Representative.