Yellow Ribbon Lodging, Mtg Space, Meals, AV

I.INFORMATION The Virginia National Guard intends to procure lodging rooms, conference space, and catered meals in support of 116th Post-Mobilization Yellow Ribbon event to be held in Richmond,Virginia on Sept 17-18, 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: Lodging Rooms shall be quoted for Sept 16 and Sept 17, 2016. Meeting Space, Meals and Audio Visual Equipment shall be quoted for Sept 17 and Sept 18, 2016. 2. All quantities are estimated. The government (on-site government representative orcontracting 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. A single award will be made to the l lowest priced, technically acceptable (LPTA) quote(s) that represents the most advantageous scenario to the government. (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 50 miles of Richmond, Virginia; (5) The proposed facility must be FEMA approved. (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 whether requirement (4) will be met. The lodging facility FEMA number must be provided to determine if requirement (5) 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 252.209-7996. (7) All questions shall be submitted in writing three days prior to the quote due date. Quotes are due no later than 3:00pm July 5, 2016, and must be emailed to steven.m.slater4.mil@mail.mil. II. STATEMENT OF WORK Yellow Ribbon 3-116 INF BN The Virginia Army National Guard's 3-116 INF BN will conduct a Post-Mobilization Yellow Ribbon Event in Richmond, Virginia or within 50 miles of that location. The event will take place Saturday 17 SEPT 2016 and Sunday 18 SEPT 2016. Contractor shall provide the following requirements as outlined below. A. Requirements Sleeping Rooms: 1. One Hundred Eighty (180) sleeping rooms are required on Friday 16 SEPT 2016, for family members. 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. Five Hundred (500) sleeping rooms are required for Saturday, 17 SEPT 2016. 3. Rooms shall be private sleeping rooms with toilet and shower/tub facilities, with two double beds or 2 queen beds per room. Additional accommodations should be made for families containing more than 5 family members or for family members that require special needs such as cribs, rollaway beds, and handicap rooms. All additional requirements must be included in the contractor's quote. 4. Twenty five (25) additional sleeping rooms shall be reserved for the Virginia Army National Guard Staff on Friday 16 SEPT 2016 and Saturday 17 SEPT 2016. This block of rooms as designated for - Yellow Ribbon Staff. All staff attending will make individual room reservations using the appropriate reservation code and their personal credit cards. 5. The federal government will 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. 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 doesn't have a credit card to cover incidentals. 6. 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 their own lodging cost, taxes, incidental costs, etc. 7. The deadline for reserving rooms under the reservation code is seventy-two (72) hours prior to scheduled event. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public. 8. 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 13 September 2016 at 5:00pm after approval from the contracting officer. 9. The federal government is tax exempt. 10. The designated government representative is not authorized to change the terms and conditions of the resulting contract. However, he/she may reduce the quantity of sleeping rooms and meals required prior to or during the event. B. Meeting Space: 1. Two Conference rooms shall accommodate approximately 600 attendees and staff each. Staff shall have access to these rooms the afternoon before, Friday 08 APR 2016 at 5:00 PM and maintain access to these rooms through Saturday, 18 SEPT 2016. Conference rooms must be free from any support columns blocking view of attendees and be set up banquet style as determined during site visit. Paper and pens shall be set at each table setting. A water station shall be placed in the back of each room. Audiovisual equipment as outlined below shall be provided and maintained. a. Saturday 17 SEPT 2016 and Sunday 18 SEPT 2016, 6:00 a.m. to 6:00 p.m. 2. Resource provider area to accommodate partners and at least 1200 people, setup with 30 each 6ft tables skirted, placed near walls with 2 chairs behind tables, for the following date and time: a. Saturday 17 SEPT 2016 and Sunday 18 SEPT 2016, 7:00 a.m. to 6:00 p.m. 3. Four conference rooms shall each 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 17 SEPT 2016 and Sunday 18 SEPT 2016, 7:00 a.m. to 6:00 p.m. 4. One conference room shall be set up with chairs to accommodate at least 300 people to be used for breakout sessions. a. Saturday 17 SEPT 2016 and Sunday 18 SEPT 2016, 1:00 p.m. to 6:00 p.m 5. One childcare room to accommodate up to seventy (70) children, ages 0-5. Child care room is required to have a minimum size of 20 sq. feet per child. Set up six (6) tables (round or rectangle) with eight (8) 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 are required on each of the following dates and times: a. Saturday 17 SEPT 2016 and Sunday 18 SEPT 2016, 7:00 a.m. to 6:00 p.m. 6. One childcare room to accommodate up to seventy (70) children, ages 5-10. Child care room is required to have a minimum size of 20 sq. feet per child. Set up eight (8) tables (round or rectangle) with eight (8) 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 are required on each of the following dates and times: a. Saturday 17 SEPT 2016 and Sunday 18 SEPT 2016, 7:00 a.m. to 6:00 p.m. 7. One youth room to accommodate up to thirty (30) youths, ages 11-17. Youth room is required to have a minimum size of 20 sq. feet per child. Set up three (3) tables (round or rectangle) with eight (8) chairs per table in room to be used for activities and by Youth programming. Room is required to contain audiovisual equipment, Projector, Screen, and wireless mic as outlined below are required on each of the following dates and times: a. Saturday 17 SEPT 2016 and Sunday 18 SEPT 2016, 7:00 a.m. to 6:00 p.m. 8. All rooms must be walled spaces with doors that are able to be secured. No pipe and drape adaptions are to be utilized to accommodate required space. C. Refreshments: 1. Contractor shall provide a working lunch to accommodate approximately 1200 adult participants, buffet style to include 2 entrees, vegetables, starch, non carbonated beverages and assorted deserts. a. Saturday 17 SEPT 2016 and Sunday 18 SEPT 2016, 12:00 p.m. 2. Contractor shall provide a lunch to accommodate approximately 140 children 0 to 10, buffet style to include 2 entrees, vegetables, starch, non carbonated beverages and assorted deserts. a. Saturday 17 SEPT 2016 and Sunday 18 SEPT 2016, 12:00 p.m. 3. Contractor will be responsible for all clean up relating to the meal to include washing/drying and putting away of all equipment used at/owned by the facility. 4. Government shall provide a final count of personnel to be provided with lunch no later than 5:00 pm on 13 SEPT 2016. 5. Contractor shall not impose a penalty upon the government for food not consumed by attendees, providing the government gives proper personnel count to the contractor in the required timeframe. D. Audiovisual Equipment: 1. Contractor shall provide and set up equipment as follows: a. TV and DVD cart combo set up in childcare rooms b. Podium, microphone, wireless lavaliere (lapel mike), and hand held mike, audio sound system, screen, projector, cart to hold government-provided equipment and Wi-Fi internet service and IT personnel on hotel premises to assist in setup or as needed in general conference rooms, breakout room, and youth room identified in paragraphs B.1, B.4 and B.7 above. i. Saturday 17 SEPT 2016 and Sunday 18 SEPT 2016, by 07:00 a.m. 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 shall be 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 shall be permitted to connect its equipment to the contractor's electrical outlets and facilities, at no additional cost 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 four (4) table and eight (8) chairs outside the general conference room, and four (4) tables and eight (8) chairs for childcare registration. b. Sign(s) identifying to family members the location of registration area and childcare rooms i. Saturday 17 SEPT 2016 and Sunday 18 SEPT 2016, by 07:00 am 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 and B.6. 3. Contractor shall have adequate staff at front desk during check-in/registration area to ensure attendees will be promptly serviced. 4. Contractor shall identify with quote any cost for parking of vehicles or valet parking. 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 52.223-1 Biobased Product Certification MAY 2012 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts SEP 2013 52.223-11 Ozone-Depleting Substances MAY 2001 52.223-17 Affirmative Procurement of EPA-Designated Items in Service and Construction Contracts MAY 2008 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 252.203-7996 (Dev) Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements - Representation (Deviation 2016-O0003) OCT 2015 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 252.204-7008 (Dev) Compliance with Safeguarding Covered Defense Information Controls DEC 2015 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting. DEC 2015 252.204-7015 Notice of Authorized Disclosure of Information for Litigation Support MAY 2016 252.209-7004 Subcontracting With Firms That Are Owned or Controlled By The Government of a Country that is a State Sponsor of Terrorism OCT 2015 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 252.246-7000 Material Inspection And Receiving Report MAR 2008 252.247-7023 Transportation of Supplies by Sea APR 2014 CLAUSES INCORPORATED BY FULL TEXT 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (APR 2016) ALTERNATE I (OCT 2014) 52.212-5 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) 252.211-7003 ITEM UNIQUE IDENTIFICATION AND VALUATION (MAR 2016)