Tennessee National Guard Youth Development Week 2017
Tennessee National Guard Youth Development Week 2017
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 of the Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Proposals are being solicited and a written solicitation will not be issued. Solicitation number W912L7-17-T-0005 is hereby issued as a Request for Proposal within the TN area. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-92 effective date 19 December 2016. This requirement is being advertised as Unrestricted; the North American Industry Classification System (NAICS) Code(s) are 721214, with a Size Standard of $7.5M. The following clauses are applicable to this acquisition: The TN National Guard is Requesting a Proposal for The Youth Camp Development Week – Lodging/Meals/Actives for approximately 220 Youth and 60 Adults. We are requesting Camp dates ranging from 27 MAY 2017 to 29 JULY 2017. For complete information, see the Performance Work Statement (PWS) and Request for Proposal (RFP).
The solicitation closes 23 JAN 2017 at 11:00am EST (10:00am CST). Please send your Proposals and ALL questions to Eric.a.bolin.mil@mail.mil and Rhonda.m.lien.civ@mail.mil . QUESTIONS MUST BE SUBMITTED VIA EMAIL NLT 19 JAN 2017 at 2:00pm CST. Please look for modifications posted on Fedbiz Ops – www.fbo.gov
The following Clauses are applicable to the proposal:
(A) 52.212-1 Instructions to Offerors – COMMERICAL ITEMS
52.212-2 EVALUATION - COMMERCIAL ITEMS: As prescribed in 12.301(c), the Contracting Officer may insert a provision substantially as follows:
Evaluation -- Commercial Items (Jan 1999)
The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
Vendor must be current with Certification on SAM - https://www.sam.gov/index.html/#1
Vendor must have NASIC CODE of 721214 in order to qualify for award.
Vendor will provide a FULL menu upon award and cost per person/meal - RFP Pricing Template provided.
Supply description of the following with your proposal; Type of facilities, Activities, Sample Menu, and Example of Schedule. See Performance Work Statement (PWS) and Request for Proposal (RFP) for additional information.
Vendor will provide GRAND TOTAL with the proposal and specify date that you have available for camp on the RFP.
Vendor must submit proposal on time in order to be consider in award process. Check for modifications on www.fbo.gov (Fed Biz Ops).
Vendor must comply with the PWS and RFP pricing template in order to be considered for award.
Award will be based on Lowest Priced Technically Acceptable (LPTA) for the Government and ability to comply with the PWS/RFP.
Invoicing/Billing will be done electronically through WAWF-Wide Area Workflow - https://wawf.eb.mil/ after event has been completed.
Award/Contract is a firm fixed price contact.
The vendor that receives the award will be required to provide proof of National Agency Check (NAC) SF85P for all personnel in attendance at the camp.
Notification of award or acceptance of an offer will be emailed to the contractor.
52.203-13, CONTRACTOR CODE OF BUSINESS ETHICS AND CONDUCT (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)
52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards
52.204-16 Commercial and Government Entity Code Reporting.
52.204-18 Commercial and Government Entity Code Maintenance.
52.204-21 Basic Safeguarding of Covered Contractor Information Systems.
52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment
52.209-10 – Prohibition on Contracting With Inverted Domestic Corporations.
52.212-4: CONTRACT TERMS AND CONDITIONS - COMMERICAL ITEMS
52-212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (DEVIATION 2013-O0019) (JUN 2016)
52.219-4 Notice of Price Evaluation Preference for HUBZone Small Business Concerns.
52.222-3 Convict Labor.
52.222-21 Prohibition of Segregated Facilities.
52.222-26, EQUAL OPPORTUNITY (Mar 2007) (E.O. 11246)
52.222-35, EQUAL OPPORTUNITY FOR VETERANS (Sep 2010) (38 U.S.C. 4212)
52.222-36 Equal Opportunity for Workers With Disabilities
52.222-41 Service Contract Labor Standards.
52.222-50, COMBATING TRAFFICKING IN PERSONS (Feb 2009) (22 U.S.C. 7104)
52.222-54, EMPLOYMENT ELIGIBILITY VERIFICATION (Jan 2009).
52.222-55 Minimum Wages Under Executive Order 13658.
52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving.
52.225-13 Restrictions on Certain Foreign Purchases
52.226-6, PROMOTING EXCESS FOOD DONATION TO NONPROFIT ORGANIZATIONS. (Mar 2009)
52.232-40 Providing Accelerated Payments to Small Business Subcontractors.
52.233-3 Protest After Award.
52.233-4 APPLICABLE LAW OF BREACH OF CONTRACT CLAIM
52.237-1 Site Visit.
52.252-2 Clauses Incorporated by Reference.
http://farsite.hill.af.mil/
52.239-1 PRIVACY OR SECURITY SAFEGUARDS.
52.252-6 Authorized Deviations in Clauses.
252.201-7000 Contracting Officer's Representative.
252.203-7000 REQUIREMENTS RELATING OF COMPENSATION OF FORMER DoD OFFICIALS
252.203-7002 Requirement to Inform Employees of Whistleblower Rights.
252.203-7005 Representation Relating to Compensation of Former DoD Officials.
252.204-7008 COMPLAINCE WITH SAFEGUARDING COVERED DEFENSE INFROMATION CONTROLS
252.204-7009 LIMITATIONS ON THE USE OF DISCLOSURE OF THIRD-PARTY CONTRACTOR INFORMATION
252.204-7011 Alternative Line Item Structure.
252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting.
252.204-7015 NOTICE OF AUTHORIZED DISCLOSURE OF INFORMATION FOR LITIGATION SUPPORT
252.225-7031 Secondary Arab Boycott of Israel.
252.232: 7003 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS AND RECEIVING REPORTS (MAR 2008) –
252.232-7006 Wide Area WorkFlow Payment Instructions.
252.232-7010 Levies on Contract Payments
252.204-7008 Compliance with Safeguarding Covered Defense Information Controls.
252.237-7010 Prohibition on Interrogation of Detainees by Contractor Personnel
Objective: The objective of this contract is to provide youth dependents of Tennessee National Guard Service Members a resident camp for any eight consecutive days between 27 May – 29 July 2017 for training and development of Army values and family programs. Contractor will perform a wide range of administrative tasks for the Family Programs Office, (J9) that include the formation and administration of various projects as detailed in this PWS.
Deliverable
Performance Standard
Acceptable Quality Level (AQL)
Method Used / Frequency
Facilities
Lodging
4.1.1
4.3
· Sleeping quarters were acceptable to 95%
· Sleeping quarters were available upon camper arrival?
· Sleeping quarters were clean and free of debris, insects, and vermin?
· Sanitation provisions met per PWS?
COR Survey after event
Facilities
Admin Areas
4.2
4.3
· Administrative areas set up as requested per PWS?
· Areas were clean and free of debris, insects, and vermin?
· Sanitation provisions met per PWS?
Recreational Areas & Equipment
Recreational Areas
5.1 – 5.4.3
9.0
· Was access to all activities ordinarily available to other campers authorized?
· Were course instructors available and provided?
· Was necessary equipment available and serviceable?
· Were provisions made for transportation to remote activity areas?
Meals
6.1-6.4.3
Advance Party Meals
Daily Meals
Sack Lunch
· Meals were delivered on time?
· Meals were hot and of acceptable flavor and appearance?
· All meals request were met per PWS?
Security
3.0 Security
· Were the children safe at all times and out of harm’s way?
· Verify Proper documentation
Organizational AnalysisArmy National Guard (ANG):
Source: (http://www.arng.army.mil/Pages/Default.aspx)
Vision is to be a "Ready, reliable, and accessible force that maintains its relevancy now and through the millennium".
Mission is "To provide combat capability to the war fighter and security to the homeland.” Specifically, to provide ready units to the state and nation in three critical roles:
Federal Role: To support national security objectives
State Role: To protect life and property, and to preserve peace, order, and public safety.
Community Role: To participate in local, state, and national programs that add value to America
2.0 Technical Specifications:
The following technical specifications are provided to help potential contractors better understand the task environment in which the services will be delivered. The following specifications are required to successfully deliver the required service and support task order objectives. The contractor is encouraged to exceed these minimum technical specifications to demonstrate its technical, operational, and administrative expertise in support of customer’s organizational and departmental objectives.
2.1 The government desires proposed prices not to exceed the government per Diem (lodging and meals), https://www.gsa.gov/portal/category/100120 rate within vendor’s geographical area (within the state of Tennessee) as authorized by the Joint Travel Regulation. Offerors will be evaluated using the lowest price technically acceptable source selection process in FAR 15.101-2.
2.2 Camps Dates: Any eight consecutive days (Saturday to Saturday) from 27 May through 29 July 2017 will be acceptable. The week of 1-8 July will be excluded due to the Independence Day holiday.
2.3 Vendor will not charge gratuity for meals included by this contract. All prices proposed will be inclusive of all event requirements (vendor will supply audio visual, parking fees per vehicle, surcharges, and local taxes). Tennessee National Guard is a tax-exempt entity. State sales tax on lodging and meals is exempt and cannot be charged to users/occupants.
3.0 Security Requirements
The contractor is required to complete the National Agency Check (NAC) SF85P for all personnel in attendance and will ensure a secure environment for all children by checking every employee and volunteer to be suitable and free from any and all felonies, child abuse or rape charges on their record.
4.0 Facilities
4.1 Lodging:
4.1.1 The Contractor will provide lodging areas for 220 youth participants and 60 adult instructors (280 total).
Each child and each adult instructor must have an individual bed.
Youth and adults are required to have separate sleeping areas, with the exception of:
One adult bed will be available in the youth sleeping area for every 15 youth in order to provide adequate adult supervision at night. (Total number of adult beds necessary will total 16. These beds will be in addition to the 220 youth beds and in the same sleeping area.)
Males and females (children and adults) must have separate sleeping areas
Venue must have separate bathroom and shower facilities for males and females
Bathroom and Shower facilities must be in close proximity to sleeping areas
There will be an adequate shower to camper ratio to efficiently accommodate personal hygiene needs. The preferable ratio is 8:1. If this ratio cannot be met, vendor will specify accommodations available for determination of acceptability.
Youth facilities must be separate from adult facilities
Permanent structure housing is the only type of acceptable housing. No tents.
Permanent buildings must have air conditioning provided by the vendor.
4.2 Administration Areas
4.2.1 Vendor will provide 6 (six) buildings for dining, administrative, medical, and indoor recreation.
4.2.2 1 (one) dining facility large enough to seat 280 camp participants. If available space cannot accommodate the entire group, shift-feeding of 140 people is acceptable.
4.2.3 1 (one) administrative building equipped with tables/desks and chairs to accommodate 6 (six) instructors.
4.2.4 1 (one) multipurpose buildings large enough to accommodate 200 camp participants. This building will have an open floor plan to allow for indoor recreation during inclement weather.
4.2.5 2 (two) multipurpose buildings or covered areas large enough to accommodate 100 camp participants. These will be equipped with enough tables and chairs to accommodate 60 camp participants intended for arts & craft use.
4.2.5 1 (one) building will be designated an infirmary or medical station. This building will be equipped with: no less than 6 (six) beds/cots; a minimum of 2 (two) tables and 2 (two) chairs for administrative purposes; and a working refrigerator.
4.3 Sanitation
4.3.1 Vendor will deliver all facilities in a clean and sanitary condition free from litter, pests and vermin, and swept clean of debris.
4.3.2 Vendor will provide ample supply of toilet paper, hand towels, hand soap, garbage bags, and trash receptacles for duration of occupancy.
4.3.3 Camp participants will ensure living, working, and activity areas are free of litter and deposited into outdoor trash receptacles daily.
4.3.4 Vendor will maintain cleanliness of outdoor trash receptacles ensuring proper and timely disposal of contents.
5.0 Recreational Areas, Facilities & Equipment
Vendor will make available all on-site fields, equipment and activities that would be available or offered to the general public, official organizations or other groups for the duration of the week. This will include any and all activities considered to be “high-adventure”.
5.1 The following recreational areas or activities will be required, but not limited to the following, if there is on-site availability of use:
Pool with lifeguards.
High and low ropes courses must be offered.
Archery and/or shooting range must be offered.
Large open field must be available daily. Field must be approximately a football field size.
Rappelling;
Nature trails or other access to hiking;
Waterfront location with access to any vendor provided motor boating, canoeing and fishing, as well as any other water activities;
Ziplines.
5.2 Where required or needed, certified course instructors & lifeguards will be provided by the vendor for occupied recreational areas.
5.4 Vendor will provide all necessary equipment for every activity offered.
Vendor will allow TN Army National Guard to provide or supplement any equipment not available for use.
Child and Youth Coordinators will provide vendor with tentative training schedule after the contract is awarded. In the case of inclement weather, opportunity will be granted by the vendor to deviate from the schedule.
Recreational areas should ideally be located no further than a one-half mile walking distance from other occupied areas. See item 8.0.
6.0 Meals
Vendor will provide three (3) meals for 90 program staff and volunteers arriving prior to the arrival of campers.
Vendor will provide seventeen (17) daily meals for 280 camp participants. Daily meals will begin on Sunday evening (arrival of campers), and end the following Saturday after the morning meal (day of departure).
Vendor will provide a pre-packed sack lunch w/drink on Saturday (day of departure) for 280 camp participants.
6.1 Advance Party Meals
Vendor will provide 270 total meals for advance party program staff and volunteers in preparation for camper arrival.
6.1.2 Vendor will provide one Dinner meal for 90 people on Saturday evening prior to arrival of campers on Sunday.
Meal will be served hot and consist of one entrée, two vegetables, salad, bread, dessert, and a beverage.
Reference portion sizes- CLIN 6.2.1
6.1.3 Vendor will provide one Breakfast meal for 90 people on Sunday morning prior to arrival of campers that same evening.
Meal will be served hot; consisting of, but not limited to, bacon, eggs, biscuits/toast, cold cereal assortment, fruit, coffee, and juice.
Reference portion sizes- CLIN 6.2.1
6.1.4 Vendor will provide one Lunch meal for 90 people on Sunday prior to arrival of campers that same evening.
Meal may be served hot or cold and will consist of one entrée, two side items, dessert, and a beverage.
Reference portion sizes- CLIN 6.2.1
6.2 Daily Meals
Vendor will provide 4760 total daily meals (breakfast, lunch & dinner) for 280 camp participants.
Daily meals begin with the Sunday dinner meal through the following Saturday breakfast meal.
Each meal will consist of: a choice between two (2) entrees (meat/protein); two (2) vegetables/side items; bread; salad; fruit; and dessert.
Camp participants do not have to make a choice between vegetable/side items but may choose both items if desired.
6.2.1 Portion Sizes: All food portions will be as follows: Meat- minimum serving size of 6 oz., cooked weight; Vegetables- minimum serving size each of 4 oz. cooked weight; Garden Salad- 4oz.; Bread- 1 dinner roll; Dessert- 6 oz.; Fruit – 1 whole piece or 6oz of sliced fruit.
6.2.2 Vendor will provide an ample supply of paper goods: plates, cups, napkins and picnic ware for each meal as well as an ample supply of condiments such as salad dressing packet choices, salad toppings, ketchup, mustard, relish, butter, jellies, syrup, salt and pepper, coffee creamer, sugar and sugar substitute, etc. All condiments will be offered in individual packets.
An individual garden salad will be offered at both the lunch and dinner meals and will not be considered one of the two vegetable requirements. Fresh lettuces will be served daily and will not be re-served the following day. A variety of individual dressing packet choices will be provided every time a salad is served.
Dessert items will be provided with lunch and dinner meals only. Items will include a variety of cookies, brownies, cake or ice cream.
Fresh fruit will be offered at every meal.
Beverages will consist of water, tea, Gatorade, lemonade and milk in equal quantities of both plain and chocolate. No soft drinks will be offered at meals from the dinner meal on Sunday when campers arrive through the breakfast meal on Saturday when campers depart.
6.2.7 All meal times, except where noted otherwise, will be as follows: Breakfast: 8:00 am–9:00 am; Lunch: 11:30 am–12:30 pm; Dinner: 5:00–6:00 pm; Snack: 8:00 pm.
Evening Snack
Vendor will provide a total of 1680 snacks to camp participants.
One individual snack item will be provided for 280 camp participants each evening, Sunday – Friday.
Items will be an assortment of individually packaged, non-perishable items such as peanut butter/cheese filled crackers, cookies, snack cakes, chips, fruit roll-ups, etc.
6.4 Sack Lunch
Vendor will provide a sack lunch on Saturday (day of departure) for 75 camp participants.
Sack lunches will consist of one (1) sandwich, with individually packaged condiments, one (1) bag of individually packaged chips, one (1) individually packaged dessert item, and one (1) 12oz soft drink.
Sack lunches will be prepared for distribution to bus riders NLT 10:30am.
6.5 Menu Plan
Vendor will agree to follow meal plan as proposed by Tennessee National Guard Child and Youth Coordinators.
Camp menus and any meal plan substitutions will be decided upon, approved and confirmed by the end user prior to any food orders being placed by vendor.
Final menu approving & change authority will be the Tennessee National Guard Child and Youth Coordinators.
6.5.3 Individual menu items may be repeated during the week; however any one daily meal plan will not be repeated without prior approval of Child and Youth Coordinators.
6.6 Sanitation
Hair nets and gloves will be worn at all times during handling, preparation, and serving of food. To be conforming to Occupational Safety and Health Standards.
www.OSHA.gov
Vendor will not serve leftover food from previous meals at subsequent meals but will continue to serve as long as food is available during designated meal times.
Vendor will provide trash bags and garbage receptacles.
Vendor will clean kitchen area following each meal.
7.0 Miscellaneous Requirements
Health and Safety, food standards are subject to www.OSHA.gov
Laundry will be taken off site for daily washing. If available, use of any on site washer & dryer will be made available for any incidental laundry needs.
Vendor will spray all buildings for pests prior to arrival, and provide pest spray for use in each building sleeping area.
Vendor is required to heat and cool buildings appropriately for weather conditions.
8.0 Transportation Contingencies
Vendor will make any transportation provisions necessary to allow Youth Development Week staff full access to all recreation & administration areas that may have access difficulties due to terrain, restricted access or remote location (greater than one mile).
If available, and on site, Vendor will provide the use of utility type vehicles such as Gators, golf carts, or ATVs for camp staff to use for supply needs and medical evacuation purposes.
Size of camp site (furthest distance between two TN-ARNG occupied areas) will determine number of needed utility vehicles, if available. A minimum of two (2) will be needed with a possible need for Five (5) utility vehicles.
Fuel for vendor provided vehicles will be provided by vendor and included in proposal.
Any additional transportation assets of vendor, such as 15 PAX vans, buses, etc., will be available and will be offered for use and will be included in proposal.
Vendor will allow the TN-ARNG on site use of privately owned ATVs or utility vehicles if deemed necessary to facilitate program requirements.
Cost for use of utility vehicles may be included in cost of facility use but must be stated as such for comparison of vendor proposal. Vendor should also annotate if transportation needs are not applicable or required.
9.0 Occupancy Contingencies
In the event Vendor cannot provide The Tennessee National Guard Youth Program with sole occupancy, Tennessee National Guard Youth Program will have the option to be segregated from other occupants of the camp facility for the duration of the camp week. The following contingencies will apply to a segregated camp:
All TN-ARNG minor campers will be lodged in separate sleeping quarters from campers of other organizations;
Separate sleeping quarters for adult volunteers is preferable;
Only TN-ARNG identified adult volunteers will be designated as over-night chaperones for TN-ARNG resident campers;
TN-ARNG campers will have sole occupancy of any designated field or activity site for the duration of each scheduled event;
TN-ARNG will be the sole occupant of any assigned administration buildings ;
If Vendor does not have an on-site Health & Wellness center, Vendor will allow for TN-ARNG space to provide health services for only TN-ARNG campers and volunteers;
Dining separately is preferable, segregated dining is acceptable provided vendor meals are in accordance with the specifications in the Performance Work Statement.
Vendor will ensure all volunteers and staff are in accordance with security specifications of this Performance Work Statement.
Rhonda Lien, Phone 6153130530, Email rhonda.m.lien.civ@mail.mil
