EVENT PLANNING AND MANAGEMENT SERVICES
The intent of this RFI is to identify sources. Responders will not be held to any information provided as part of the RFI should NDARNG later decide to issue a competitive solicitation.
1. The North Dakota Army National Guard (NDARNG) is soliciting information from potential bidders for event planning, coordination, and management services; specifically for Individual Duty Training (IDT) lodging, subsistence meals, and special events.
2. The information, data, comments, or reactions obtained may be used as research for a future solicitation. This RFI does not constitute an Invitation for Bid, Request for Proposal, or Information Request for Bid or Proposal and is not to be construed as a commitment by NDARNG.
3. NDARNG will review all responses received. If NDARNG decides to issue a solicitation for services, the combined synopsis/solicitation document will be prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in the notice. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-99; and the provisions at 52.212-1, Instructions to Offerors; 52.212-2, Evaluation-Commercial Items; 52.212-3, Offerors Reps and Certs; apply, along with clauses 52.212-4 Contract Terms and Conditions; and 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders; 52.217-8, Option to Extend Services; 52.217-9, Option to Extend the Term of the Contract; and 52.222-41, Service Contract Labor Standards.
4. This RFI and any related amendment and notices will be posted in the same manner as this RFI on FBO. The applicable NAICS Codes are 561499 All Other Business Support Services, 561510 Travel Agencies, 561599 All Other Travel Arrangement and Reservation Services, 561920 Convention and Trade Show Organizers, 561990 All Other Support Services, and 721199 All Other Traveler Accommodation. Respondents are responsible for all costs associated with the preparation, submittal, and presentation of their response to this RFI.
5. Respondents must have current/active registration in the System for Award Management (SAM), website to compete for this acquisition, to include Representations & Certifications. See https://www.sam.gov/portal/SAM/#1#1#1 for more information. The Department of Defense requires vendors to submit invoices in the Wide Area Workflow System (WAWF); please go to https://wawf.eb.mil/ for more information.
6. PURPOSE: NDARNG requires Soldiers to participate in continuing state-wide IDT drills (monthly and annually), and special events throughout each fiscal year (October 1 - September 30).
7. GOAL: The NDARNG's goal is to acquire services to plan, coordinate, schedule, reserve, modify, manage, and execute all lodging and subsistence meal accommodations related to IDT drills and special events occurring regularly throughout North Dakota.
8. BACKGROUND: The following background information is intended to help respondents understand the needs of NDARNG. There are a total of 44 units, with a range of between 5 and 200 members drilling in up to 13 cities throughout North Dakota (cities include: 1. Bismarck, 2. Devils Lake, 3. Dickinson, 4. Edgley, 5. Fargo, 6. Grand Forks, 7. Jamestown, 8. Lisbon, 9. Minot, 10. Valley City, 11. Wahpeton, 12. Williston, 13. Wishek). Units normally drill one weekend per month and some units drilling in the same city and on the same or different weekends. Intermittently there is a month one or more units will not drill. Annual training is usually during the summer months for each unit and is for a two week period. Special events include yellow ribbon and other events for soldiers and their families' range from 50 to 350 members, usually over a weekend during a designed place and time. Specific drill information is confidential and may be provided to the awarded contractor of this acquisition.
9. Please see Examples attached titled SUBSISTENCE MEALS PERFORMANCE WORK STATEMENT (EXAMPLE) and LODGING AND MEETING ROOM PERFORMANCE WORK STATEMENT (EXAMPLE), for more background information.
10. NDARNG is requesting information to identify potential vendors to provide travel/event arrangement, accommodation, reservation, execution, and management services. Obtaining these services through a single vendor that wishes to subcontract lodging and catering will simplify our administrative time and possible lower costs by combining, organizing, and planning accommodations in advance.
11. DESCRIPTION OF AGREEMENT: Contractor shall provide Travel/Event arrangements and accommodation services for IDT lodging and subsistence meals and special events when requested by the Contracting Officer Representative (COR). The potential period of performance may be for one year, with up to four (4) option years. The "contractor" under this acquisition is the travel management company that provides the travel services to NDARNG. The hotels and caterers would be considered the "subcontractors" to the contractor under this acquisition. The contractor providing the travel services would be responsible for booking the rooms and catering, as well as paying their subcontractors. The Government would pay contractor for the services and costs.
12. If NDARNG later decides to issue a competitive solicitation, the following information may be requested and may be used to evaluate bidders. TECHNICAL RESPONSE: Description of service, functionality, schedule, vendor recommendations. Detail a subcontracting plan for lodging and catering (potential and/or existing subcontractors). Propose a management plan that will simplify our administrative time and possibly lower costs by combining, organizing, and planning accommodations in advance, and propose payment, invoicing and reimbursement solution(s). PAST PERFORMANCE: Provide 1-3 references of similar experience providing the requested services. Specifically include past performance for travel/event arrangement, accommodation, reservation, execution, and management services. COST ESTIMATE: Propose costs, profit margin, labor rates, estimated hours, etc.
13. INVOICES: Consolidated invoices should be accompanied by itemized invoice(s), member's initialed room roster, and catered subsistence meals served within 10 days following the event. All items MUST be provided for one consolidated payment. Personal charges, e.g. telephone, in-room resale items, late check out fees, cash meals, etc. is the responsibility of the soldiers.
14. PAYMENT: Payment shall be made to contractor via Wide Area Work Flow (WAWF), net 30 days.
15. Contact Information: The contractor will provide a point of contact upon contract award, to include name, phone number, and email address (if available).
16. The contractor subcontractor(s) will be provided the name and phone number of an on-site point of contact upon contract award. The on-site POC will not have the authority to change contract requirements, but will relay all necessary changes, questions, problems, and other contract issues to the ND National Guard Contracting Officer. The on-site POC will be responsible for any installation access authorizations required by the contractor (For contractors that do not require CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative).
17. Contract Manpower Reporting Application (CMRA) Requirements: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contractor for the North Dakota 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. Contractors may direct questions to the Help Desk at http://www.ecmra.mil/. If the vendor determines there will be a charge for this requirement, the amount will be included as a separate line item on the offer schedule. Please Note: The data is reported in the Enterprise Contractor Manpower Reporting Application (ECMRA). Its primary mission is to submit to Congress an annual Inventory of Contracts for Services (ICS) performed during the prior fiscal year. ECMRA is designed to collect information on funding source, contracting vehicle, organization supported, mission and function performed, and labor hours and costs for contracted efforts providing services to the Department of Defense (DoD) from contractors and DoD activities requiring contracted services from supporting contracting offices. The data reported utilizes ECMRA to capture the requirement information. The CMRA Requirement is not applicable to hotels and lodging (as this does not fall under the Service Contract Act). Specifically, the contractor would collect subcontractor labor hours from the caterers (which could be required data from subcontractor when they submit their invoice to contractor), and include Contractor labor hours and costs for reporting.
The contract specialist is the point of contact (POC) for this RFI. Deadline for final submission in response to this RFI is COB November 20, 2018.
Jeannine Veitz, Contract Specialist
USPFO for North Dakota,
Email: jeannine.m.veitz.civ@mail.mil
*****PLEASE SEE ATTACHMENT FOR MORE INFORMATION AND RESPONSE FORMAT AND CONTENT REGARDING THIS RFI.*****
Jeannine M. Veitz, Contract Specialist, Phone 7013332223, Email jeannine.m.veitz.civ@mail.mil - Jeannine M. Veitz, Contract Specialist, Phone 7013332223, Email jeannine.m.veitz.civ@mail.mil
