Family Program Workshop / Hotel Rooms
Statement of Work for Friday, April 21, 2017 to Sunday, April 23, 2017 in order to conduct a Military & Family Program Volunteer Workshop.
This requirement is for a Military & Family Program Volunteer Workshop which requires lodging, meals, and meeting rooms for briefings to accommodate up to 125 guests starting on the evening of Friday, April 21, 2017, with registration beginning at 3:00pm. Workshop to commence Saturday, April 22 6:00 am to 10:00 pm and continue Sunday April 23 from 7:00 am until 1:00 pm.
1. All conference space must be available for exclusive use Friday, April 21, 2017 from 2:00 pm -10:00 pm and Saturday, April 22 6:00 am to 10:00 pm and continue Sunday April 23 from 7:00 am until 1:00 pm through qualified establishments shall be located within a 20 mile radius of Wellesley, Massachusetts. Identified venue must be in Massachusetts and lodging requirements must be at the same location as meeting conference requirements. 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 100 sleeping rooms on Friday April 21, 2017 and Saturday, April 22, 2017, meeting space and catered meals starting Friday April 21, 2017 to Sunday, April 23 2017 to the Massachusetts Army National Guard, as defined in this SOW.
II. SCOPE OF WORK
CONFERENCE SPACE REQUIREMENTS: Contractor shall provide the following Conference Space Requirements: Rooms shall include tables (rounds - for General Sessions; round style for breakfast, lunch, and dinner 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:
CLIN 0001 One (1) Ballroom style room (General session and dinner), set up round style tables, and cushioned chairs to accommodate 150 people on Friday.
CLIN 0002 One (1) Ballroom style room (General session, lunch and dinner), set up round style tables, and cushioned chairs to accommodate 200 people on Saturday.
CLIN 0003 One (1) Ballroom style room (General session and brunch), set up round style tables, and cushioned chairs to accommodate 150 people on Sunday.
CLIN 0004 Four (4) Briefing rooms (Break Out sessions), set up with conference style tables, and cushioned chairs to accommodate 25-30 people each on Saturday.
CLIN 0005 Two (2) rooms able to accommodate 20 youths with the following age groups (12-17). Rooms must be located within easy access distance to restrooms for supervision/escort. Set up with round tables and cushioned chairs to accommodate 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.
III AUDIO/VISUAL REQUIREMENTS: Contractor shall provide the following additional Room requirements/services:
1. Ballroom (1 -General Session): One (1) Podium, One (1) 10' X 10' screen {or 1 size appropriate to ballroom} to include required electrical items and microphone. Government will provide projector.
2. Breakout room (to include Youth rooms): five (5) 10' X 10' screens {or size appropriate} & required electrical items. Government will provide projectors.
IV SUBSISTANCE REQUIREMENTS: Contractor shall provide the following meals and service:
CLIN 0006 Dinner meal (Friday) will be provided in Ballroom in the following manner
• 100 adult
CLIN 0007 Breakfast meal (Saturday) will be provided in Ballroom in the following manner
• 150 adult
CLIN 0008 Lunch meal (Saturday) will be provided in Ballroom in the following manner.
• 150 adult
CLIN 0009 Dinner meal (Saturday) will be provided in Ballroom in the following manner.
• 150 adult
CLIN 0010 Light brunch meal (Sunday) will be provided in Ballroom in the following manner.
• 125 adult
1. Breakfast Requirements: Menu should resemble the following content: 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 Local Government Per Diem Rate. Serving timeframe shall be from 7:30 am to 10:00 am on Saturday.
2. Lunch NOTE: Price of dinner meal must not exceed the Local Government Per Diem Rate for event location. Price shall be inclusive of all applicable service charges.
a. Lunch menu should resemble the following: chicken entrée, vegetables, starches, salad, and assorted desserts {or Chef suggested menu}. Serving timeframe shall be from 12:00 PM to 1:00 PM on Saturday.
3. Dinner Requirements: Menu should resemble the following content: chicken or beef entrée, vegetables, starches, salad, and assorted desserts {or Chef suggested menu}. Price shall be inclusive of all applicable service charges. NOTE: Price of brunch meal must not exceed the Local Government Per Diem Rate. Serving timeframe shall be from 6:00 pm to 7:00 pm on Friday and on Saturday.
4. Light Brunch(Sunday) 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 Local Government Per Diem Rate. Serving timeframe shall be from 8:30 am to 9:30 am on Sunday.
5. Kosher and Vegetarian Meals: For both the lunch and dinner meals, a requirement of 5 Kosher and 12 Vegetarian meals will be included in meal count.
6. 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.
7. 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.
8. 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.
9. Contractor shall provide water stations in each room and will be available all day and replenished (up to 8 hours) as necessary.
V GUEST ROOMS: Contractor shall provide a total of 125 sleeping rooms:
GUEST ROOMS: 125 sleeping rooms on Friday April 21, 2017 and Saturday, April 22, 2017:
CLIN 0011 110 Queen Beds
CLIN 0012 15 Double beds (10 rooms will be adjacent or in very close proximity to each other)
CLIN 0005. MISCELLANEOUS EVENT ADMINISTRATIVE COSTS otherwise not identified in the above CLINS for event space, technical and other requirements.
VI 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 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.
4. 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.
5. 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)
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VII 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. Middlesex County has a max lodging of $127.00 and Local meals of $71.00 As a reminder we are tax exempt and will provide an ST-2 and ST-5 before the event.
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
252.203-7997(DEV) Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements
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
252.212-7001 Contract terms and conditions required to Implement Statutes or Executive Orders applicable to Defense Acquisition of Commercial items
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, March 30, 2017 including tax ID# and POC on a cover sheet. All questions must be submitted NLT March 27 2017, (noon) 12pm, answers will be posted on FEDBIZOPS by (end of day) March 27, 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
Tyna M.Stevens, Procurement Technician, Phone 339-202-3875, Email tyna.m.stevens.mil@mail.mil - Pedro R Lara, Contract Specialist, Phone 339-202-3836, Email pedro.r.lara.mil@mail.mil
