Yellow Ribbon Program for Massachusetts

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. Statement of Work for Friday May 19, to Sunday May 21, 2017 to conduct a Military and Family Services Pre-Deployment Event. This requirement is for a Military and Family Services Post-Deployment Event which requires lodging, meals, and meeting rooms for briefings to accommodate up to 100 guests starting on Saturday May 20, 2017. Guests may arrive on Friday May 19, 2017 with events to commence Saturday from 6:00 am and continue until 4:00 pm to officially end Sunday May 21, 2017. 1. All conference space must be available for exclusive use Saturday May 20, 2017 from 6:00 am-4:00 pm and Sunday May 21, 2017 from 6:00 am-4:00 pm and through qualified establishments shall be located within a 25 mile radius of Taunton, Massachusetts. Identified venue must be in Massachusetts and lodging requirements must be at the same location, diverse family entertainment experiences for youths, pet friendly, and parking to accommodate number of attendees. Establishments who do not provide a proposal based on receipt and review of this statement of work will be deemed non-responsive. The Statement of Work is as follows: STATEMENT OF WORK (SOW) I. BACKGROUND A. The contractor shall, except as specified in this Statement of Work (SOW) as government furnished property or services, provide all personnel, supervision, and any items and services necessary to provide 10 sleeping rooms on Friday May 19, 2017, {10 sleeping rooms} on Saturday May 20, 2016, meeting space and catered meals starting Saturday May 20, 2017 to the Massachusetts Army National Guard, as defined in this SOW. II. SCOPE OF WORK CLIN 0001. CONFERENCE SPACE REQUIREMENTS: Contractor shall provide the following Conference Space Requirements: Rooms shall include tables (rounds - for General Sessions; round style for Lunch Sessions) and chairs (cushioned) with adequate trash receptacles to accommodate number of persons estimated for each type of room required, rooms will be adjoin to allow for an uninterrupted transition between activities. Price for rooms shall be inclusive of all applicable service charges. Required room sizes are as follows: 1. One (1) Ballroom style room (General session and lunch), set up round style tables, and cushioned chairs to accommodate 125 people on Sunday. 2. Two (2) Briefing rooms (Break Out sessions), set up with conference style tables, and cushioned chairs to accommodate 40-50 people each on Saturday May 20, 2017. 3. Four (4) Briefing rooms (Break Out sessions), set up with conference style tables, and cushioned chairs to accommodate 40-50 people each on Sunday May 21, 2017. 4. One (1) Large room (or area) set up as "Information Fair" for Resource Providers, set up with (25) six-foot (6ft) long rectangular tables(skinnies), skirting , minimum of two (2) and cushioned chairs on Saturday and Sunday. 5. Two (2) Child Care rooms able to accommodate 10 children with the following age groups: (0-6), (7-12). Rooms must be located within easy access distance to restrooms for child care supervision/escort. Set up with round tables and cushioned chairs to accommodate number of children and supervisors/escorts. Rooms to be utilized for activities related to each group; specific numbers within each age group will be coordinated prior to event by the government point of contact and hotel management event planner. 6. One (1) Private Consultation type rooms able to accommodate 6-8 people. Set up should be in a private setting, comfortable set-up with table and 5 chairs and/or couch or similar set up. (Internet access connection is needed in 1 room; (wireless preferred). CLIN 0002. AUDIO/VISUAL REQUIREMENTS: Contractor shall provide the following additional Room requirements/services: 1. Ballroom (CLIN 0001 (1 -General Session): One (1) Podium, One (1) 10' X 10' screen {or 1 size appropriate to ballroom} to include projectors & required electrical items including a microphone. 2. Breakout room (one {1} 10' X 10' screens {or size appropriate}: to include projectors & required electrical items. CLIN 0003. SUBSISTANCE REQUIREMENTS: Contractor shall provide the following meals and service: Breakfast meal (Saturday) will be provided in Ballroom in the following manner - 75 adult Lunch meal (Saturday) will be provided in Ballroom in the following manner. - 75 adult Breakfast meal (Sunday) will be provided in Ballroom in the following manner - 100 adult - 10 children Lunch meal (Sunday) will be provided in Ballroom in the following manner. - 100 adult - 10 children 1. Breakfast Requirements: Menu should resemble the following content: eggs, waffles, bacon, pastries / Danish, bagels, fresh fruit, coffee, and milk, include amenities such as: cream cheese, jams and jellies, etc., food items will remain available until consumed. Clearly specify serving quantities). Price shall be inclusive of all applicable service charges. NOTE: Price of brunch meal must not exceed the Difference of the Local Government Per Diem Rate and the Proportional Meal rate for event location. Serving timeframe shall be from 7:30 am to 10:00 am on Saturday and Sunday. 2. Lunch NOTE: Price of dinner meal must not exceed the Difference of the Local Government Per Diem Rate and the Proportional Meal rate for event location. Price shall be inclusive of all applicable service charges. a. Lunch menu should resemble the following: chicken entr'e, vegetables, starches, salad, and assorted desserts {or Chef suggested menu}; children's menus should resemble: chicken tenders and fries. NOTE: Children will eat meals (lunch) with their families on Sunday, 21 May 2017. Serving timeframe shall be from 12:00 PM to 1:00 PM on Saturday and Sunday. b. Menus will be determined 7 days prior to event. Final (guaranteed) meal count will be determined within seventy-two (72) hours of event by government and hotel event point of contacts. Menus agreed upon will not exceed the proposed pricing. 3. Contractor will furnish all food items, cooked, and delivered to the areas and designated times as identified by catering manager and government event point of contact in accordance with this SOW. 4. Contractor shall provide full service catering to include setting up, plates, napkins, silverware, glasses / cups, clean up equipment to keep food hot/cold and removal of all trash. 5. Contractor shall provide water stations in each room and will be available all day and replenished (up to 8 hours) as necessary. CLIN 0004. GUEST ROOMS: Contractor shall provide a total of 20 sleeping rooms: 2. GUEST ROOMS: 10 sleeping rooms on Friday May 19, 2017 a) 5 Double beds b) 5 Queen beds 3. GUEST ROOMS: 10 sleeping rooms on Saturday May 20, 2017 c) 5 Double beds d) 5 Queen beds CLIN 0005. MISCELLANEOUS EVENT ADMINISTRATIVE COSTS otherwise not identified in the above CLINS for event space, technical and other requirements. Additional Contractor Requirements: 1. No Contractual Changes can be made without the acknowledgement of a Contracting Officer. 2. Hotel will not be undergoing renovations during conference dates. 3. Contractor agrees to allow the government to provide child care services for the Service Members family by separate contract in the child care areas. 4. Contractor shall provide a single point of contact prior to each event for obtaining menus, finalizing meal counts, etc. In addition, contract shall provide and on-site point of contact during each event. This individual shall have the authority to bind the contractor should changes be required by the contracting officer. 5. Contractor will allow conference pre-function set up twelve (12) hours before the event. Government point of contact / Contractor staff will conduct a walk through (review) with the convention staff to allow for non-cost changes as necessary. 6. Contractors facilities must meet minimum standards for federal (FEMA-approved as found on website http://www.usfa.dhs.gov/applications/hotel/ ), state (Massachusetts) and local governments as well as industry standards for health, safety, and welfare occupants. Government officials will personally visit establishments being considered for contract. (END OF STATEMENT OF WORK) EVALUATION FACTORS: The contract type for this procurement will be a firm-fixed price and award will be made on the basis of best value to the Government, price and other factors considered. Selection will be based on the following evaluation factors, in order of importance: (1) Offerors capability to provide a quality service and facility that meets the Government's needs; (2) Past performance, caliber of offerors performance on previous contracts of a similar nature; and (3) Total cost or price. Note on Price Evaluation factor: Prices for food, inclusive of all service fees shall not exceed the Difference of the Local Government Per Diem rate and the Proportional Meal rate. Prices for lodging shall not exceed the per diem rate for the location of the hotel and applicable time of year. There are a few steps to determine maximum allowable meal charges, again to be inclusive of all service charges and fees. Step 1: Go to http://www.defensetravel.osd.mil/dts/site/index.jsp The Defense Travel System web page. Step 2: Click on the blue DTMO Website tab located in the upper left corner of the web page. Step 3: Click on the Per Diem Rates Tool on the right-hand side of the screen Step 4: You should be in the Per Diem Rates Query; in the Contiguous United States box chose "Massachusetts" from the dropdown menu and check the box to include all cities and towns and Uncheck include military installations. i.e. Norfolk County has a max lodging of $136.00 and Local meals of $59.00, Proportional meals of $44.25...so $59.00 - $44.25.00 = $14.75.00 that is my allowable contractable meals per day including service charges. As a reminder we are tax exempt and will provide an ST-2 and ST-5 before the event. We understand this is difficult, please always give your best and final pricing; you may not be given a chance to adjust your proposals. Contracting Manpower Reporting (CMRA): Per sections 235 and 2330a of title 10, United States Code, "The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Army National Guard via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/ Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil/" As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. APPLICABLE PROVISIONS AND CLAUSES: The following clauses and provisions are incorporated by reference. FAR clauses and provisions can be read in their full text at http://farsite.hill.af.mil/vffara.htm and DFARS clauses and provisions can be read in their full text at http://farsite.hill.af.mil/VFDFARA.HTM . The clauses are to remain in full force in any resultant contract. FAR clauses 52.204-9 Personal Identity Verification Contractor Personnel 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards 52.204-13 System for Award Management (SAM) 52.204-19 All Clauses in SAM 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations 52.212-2 Evaluation- Commercial Items 52.212-3 Offeror Representations and Certifications - Commercial Items 52.212-4 Contract terms and conditions-commercial items 52.212-5 Contract terms and conditions required to implement statutes or Executive Orders 52.217-7 Option for Increased Quantity-Separately Priced Line Item 52.219-28 Post-Award Small Business Program Representation 52.222-3 Convict Labor 52.222-21 Prohibition of Segregated Facilities 52.222-26 Equal Opportunity 52.222-36 Equal Opportunity for Workers with Disabilities (applicable over $15,000) 52.222-41 Service Contract Act of 1965 (services only) 52.222-42 Statement of Equivalent Rates for Federal Hires (services only) 52.222-50 Combating Trafficking in Persons 52.223-18 Contractor Policy to Ban Text Messaging While Driving 52.225-1 Buy America Act 52.225-13 Restrictions on Certain Foreign Purchases 52.232-33 Payment by Electronic Funds Transfer- Central Contractor Registration 52.323-39 Unenforceability of Unauthorized Obligations 52.233-3 Protest After Award 52.233-4 Applicable Law for Breach of Contract 52.252-2 Clauses Incorporated by Reference 52.252-6 Authorized Deviations in Clauses DFAR clauses 252.203-7000 Requirements relating to Compensation of Former DoD officials 252.203-7005 Representation Relating to Compensation of Former DOD Officials 252.203-7996(DEV) Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements-Representation 252.204-7004 Alt.A Central Contractors Registration 252.204-7008 Compliance with Safeguarding Covered Defense Information Controls 252.204-7009 Limitations on the Use or Disclosure of Third-Party Contractor Information 252.204-7012 Safeguarding of Unclassified Controlled Technical Information 252.204-7015 Disclosure of Litigation Support Contractors 252.209-7991 Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction under and Federal Law 252.211-7003 Item Identification and valuation 252.232-7003 Electronic Submission of Payment Request and Receiving Reports 252.232-7006 Wide Area Workflow Instructions 252.232-7010 Levies on Contract payments 252.237-7010 Prohibition on Interrogation of Detainees by Contractor Personnel 252.244-7000 Subcontracts for Commercial Items 252.247-7023 Alt.III Transportation of Supplies by Sea Instructions: Please submit written quote NLT Midnight, April 13, 2017 including tax ID# and POC on a cover sheet. All questions must be submitted NLT April 7, 2017, (noon) 12pm, answers will be posted on FEDBIZOPS by (end of day) April 8, 2017. Please read the statement of work carefully, do not assume you will have the opportunity to correct any errors. Please list (3) Past Performance References at the end of your quote. All quotes or questions should be submitted to Tyna.m.stevens.mil@mail.mil. All questions must be submitted in writing. Please try to keep the quote as the Statement of Work to be sure you don't miss anything