MARRIAGE RESILIENCY RETREAT LODGING
Synopsis:
1) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart12.6, 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.
2) Solicitation F2Q3144132A901 is being issued as a Request for Quotation.
3) This solicitation incorporates provisions and clauses for commercial items in effect through Federal Acquisition Circular 2005-36.
4) This acquisition is reserved for a Small Business concerns; however, in the event that no Small Business concerns can meet the requirement the set-aside will be withdrawn and an award will be made to a Large Business. The associated NAICS code for this acquisition is 721110, standard industrial classification 7011, small business size $30 Million.
5) This is a firm fixed price requirements type contract for an all-inclusive resort facility needed 12-14 September 2014, for a military marriage retreat. The alternate date is 19-21 September 2014. The facility must be located within 70 miles of JBLE, VA. The facility shall be required to provide non-personal services personnel, supervision and all other items and services necessary for conference rooms, meals, and lodging for 40 couples and approximately 60 children. The lodging rooms shall be available for check-in at 3:00 p.m. on the first day the retreat and check-out no earlier than 1:00 p.m. on the last day of the retreat. The facilities provided under this contract must or exceed the "Three diamond" industry standards of AAA or the 3 star rating as defined below:
a) Three Star: Hotels that typically offer more spacious accommodations that include well appointed, decorative rooms and decorated lobbies. These hotels are often located near major expressways or business areas, convenient to shopping and moderate to high priced attractions. The hotels usually feature medium-sized restaurants that typically offer service breakfast through dinner. Room service availability may vary. Valet parking, fitness centers and pools are often provided.
b) Four Star: Primarily large, formal hotels with smart reception areas, front desk service and bellhop service. The hotels are most often located near other hotels of the same caliber and are usually found near shopping, dining and other major attractions. The level of service is well above average and the rooms are well lit and well furnished. Restaurant dining is usually available and may include more than one choice. Some properties will offer continental breakfast and/or happy hour delicacies. Room service is usually available during most hours. Valet parking and/or garage service is also usually available. Concierge services, fitness centers and one or more pools are often provided.
c) Five Star: These are hotels that offer only the highest level of accommodations and services. The properties offer a high degree of personal service. Although most five star hotels are large properties, sometimes the small independent (non-chain) property offers an elegant intimacy that cannot be achieved in the larger setting. The hotel locations can vary from the very exclusive locations of a suburban area, to the heart of downtown. The hotel lobbies are sumptuous, the rooms complete with stylish furnishing and quality linens. The amenities often include: DVD players, CD stereos, garden tubs or Jacuzzis, in-room video library, heated pools and more. The hotels feature up to three restaurants all with exquisite menus. Room service is usually available 24 hours a day. Fitness Centers and valet and/or garage parking are typically available. A concierge is also available to assist you.
d) The facilities must provide recreational areas preferably including outdoor areas suitable to walks and/or private spaces for couples to sit and talk.
6) Offerors must submit a copy of the facility's current Triple A rating certification along with the quote. Quotes should be submitted with pricing in accordance with each indivdual CLIN and the Performance Work Statement (Attachment 1).
CLIN 0001: Lodging FFP
Offerors must submit a copy of the facility's current AAA rating certification along with all quotes. Quotes should be submitted with pricing according to each individual CLIN and the Performance Work Statement (Attachment 1).
The contractor shall provide forty (40) rooms to accommodate couples with children and three additional rooms suitable for onsite child care. The lodging rooms shall be available for check-in at 3:00 p.m. on the first day the retreat and check-out no earlier than 1:00 p.m. on the last day of the retreat. A variety of lodging rooms must be available to meet the needs of larger families, smaller families, and couples without children.
At a minimum, the contractor shall provide rooms for families have two full size beds to accommodate at least a family of four. Roll away beds are available as an option to larger families. Rooms with integrated child specific bedding and ability to accommodate families larger than four members receive preference. Suites are acceptable.
CLIN 0002: Meeting Space FFP
The contractor shall provide meeting space to comfortably accommodate up to 80 adults. Set up meeting space as specified per event in. Coordinating chaplains will select from theater style seating, rectangular, or round tables. The meeting space requirement shall include projector and sound system capable of connecting to audio/visual equipment, such as a DVD player and laptop computer. The Contractor shall provide cables and connectors necessary to operate the equipment. The Government (JBLE Chaplains) will provide laptop computer, if required. Additional requirements for the meeting space include, whiteboards and/or easels with writing pads attached, and note pads place on the tables for event attendees. Proposals shall include any and all applicable service or set-up fees.
CLIN 0003: Child Care Space FFP
The contractor shall provide space for childcare on the premises for approximately 60 children. The contractor must provide three separate rooms to accommodate the various age groups as specified in the task order per event. The rooms designated for childcare must be similar in nature to the meeting space. The child care rooms may not be hotel rooms. The venue must be flexible regarding child care schedule as the hours for child care will vary with each event. The venues may, at their option, offer child care in accordance with the standards specified in section.
CLIN 0004: Meals: FFP
The contractor shall provide six (6) meals for each participant of each retreat: two (2) breakfasts, two (2) lunch, and two (2) dinners. Work with POC on meal selection. Example: Full hot breakfast buffets, buffet lunch, and dinner buffets. Breakfast and lunches should include at minimum two (2) soup/salad choices, two (2) entrée choices, two (2) vegetable choices and two dessert choices. All proposals shall include vegetarian and non-vegetarian items and vegan or other dietary needs as specified. The JBLE chaplains will provide food allergy requirements upon completion of the registration process. Venues must be flexible in meeting these allergy requirements. Proposals shall include proposed food selections and any applicable service fees.
The contractor shall regardless of program, provide food service for each retreat. The venues shall serve meals in the meeting space on a schedule to be provided for each retreat. The venues provide the following meals:
Friday: Dinner
Saturday: Breakfast, Lunch, Dinner
Sunday: Breakfast
The contractor shall provide light refreshments as noted above during meeting times. Coffee, water, fresh fruit and snacks shall be provided throughout meeting times including afternoon sessions and meal times and shall be refreshed as needed.
CLIN 0005: Entertainment: FFP
The contractor shall provide daily use of activities at no additional costs. Activities for consideration may include the following:
•a) Onsite fitness centers, pool, whirlpools, cable television, free parking and close proximity of beach/vacation activity areas.
•b) Team building activities on premises. These activities include but are not limited to high quality ropes/challenge courses, hiking, water sports, and other outdoor activities.
•c) High quality indoor water parks with age appropriate areas on premises.
•d) Multimedia role playing activities on premises.
7) The following provisions in their latest editions apply to this solicitation:
FAR 52.212-1, Instructions to Offerors, Commercial.
FAR 52.212-2, Evaluation - Commercial Items. The following factors will be used to evaluate offers:
(1) AAA Rating
(2) Availability of amenities,
(2) Menu,
(3) Price, and
(4) Cancellation policy.
8) The Government intends to award a contract without discussions with respective offerors. The Government, however, reserves the right to conduct discussions if deemed in the best interest of the Government.
9) Offerors are to include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items with their offer. A copy has been posted at www.fbo.gov and www.nationalguardcontracting.org.
10)The following clauses in their latest editions apply to this solicitation: FAR 52.212-4, Contract Terms and Conditions - Commercial Items.
11) The following clauses in their latest editions apply to this solicitation: FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (DEVIATION).
52.204-7, Central Contractor Registration
52.212-4, Contract Terms and Conditions - Commercial Items
52.219-6, Notice of Total Small Business Set-Aside
52.219-28, Post Award Small Business Program Representation
52.222-3, Convict Labor
52.222-19, Child Labor - Cooperation with Authorities and Remedies
52.222-21, Prohibition of Segregated Facilities
52.222-26, Equal Opportunity
52.222-36, Affirmative Action for Workers with Disabilities
52.222.41, Service Contract Act
52.222-42, Statement of Equivalent Rates for Federal Hires
52.222-50, Combating Trafficking in Persons
52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving
52.225-1, Buy American Act - Supplies
52.225-13, Restrictions on Certain Foreign Purchases
52.232-33, Payment by Electronic Funds Transfer--Central Contractor Registration
52.233-3, Protest After Award
52.233-4, Applicable Law for Breach of Contract Claim
52.247-34, F.O.B. - Destination
52.252-2, Clauses Incorporated by Reference
52.252-6, Authorized Deviations in Clauses
DFARS 252.203-7000, Requirements Relating to Compensation of Former DoD Officials.
252.203-7002, Requirement to Inform Employees of Whistleblower Rights
252.212-7001 (Deviation), Contract Terms and Conditions Required to Implement Statutes or Executive Orders
252.232-7003, Electronic Submission of Payment Requests
252.232-7010, Levies on Contract Payments
Additional FAR clauses cited within the above clauses, which are applicable, will be incorporated into the solicitation and the resulting contract.
The Department of Labor Service Contract Act Wage Determination (Food & Lodging) WD97-0026 (Rev.30) dated 06/255/2013 (for the Hampton Roads Area) is currently incorporated into this solicitation; however, the current prevailing Wage Determination for the resort/hotel will be incorporated at the time of award.
12) The following additional provisions are incorporated by reference:
52.214-31, Facsimile Bids
52.219-1 Alt 1, Small Business Program Representations
52.225-2, Buy American Act Certificate
13) All information relating to this solicitation, including changes/amendments, questions and answers will be posted on the following website: (www.fbo.gov). Formal communications (such as request for clarifications, questions, and/or information) concerning this solicitation must be submitted in writing or via e-mail to: [email protected].
14) Offerors are requested to submit questions to the E-mail address noted below not later than 12:00 P.M. EST, 04 August 2014. Terms of the solicitation and specification remain unchanged unless the solicitation is amended in writing. If an amendment is issued, normal procedures relating to the acknowledgement and receipt of the solicitation shall apply. Award can only be made to contractors registered in System for Award Management (SAM) at: https://www.sam.gov . Awarded vendor must invoice through Wide Area Work Flow (WAWF), an online invoicing system https: //wawf.eb.mil/ after completion of event.
The Request for Quotations are will be due to: 633rd Contracting Squardron, Joint base Langley-Eustis, located at 402 Helms Avenue, Bldg 801, Langley Air Force Base, 8 August 2014. E-mail quotes will be accepted at: [email protected].
Lucinda P. Williams , Contract Specialist , Phone 7572251542, Email [email protected] - Saundra V. Diggs, Contracting Officer, Phone 757-764-9059, Fax 757-225-7443, Email [email protected]
