SOLICITATION NOTICE
V -- Strong Bonds Retreat Lake Placid NY 23-25 October
- Notice Date
- 10/8/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- ACA, Fort Drum, Directorate of Contracting, 45 West Street, Fort Drum, NY 13602-5220
- ZIP Code
- 13602-5220
- Solicitation Number
- W911S2-10-T-3000
- Response Due
- 10/14/2009
- Archive Date
- 12/13/2009
- Point of Contact
- Joshua Kaufmann, 315-772-6514
- E-Mail Address
-
ACA, Fort Drum
(Joshua.Kaufmann@us.army.mil)
- Small Business Set-Aside
- N/A
- Description
- 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. Contractor Manpower reporting applies: This CLIN will not be separately priced (NSP). Contractor must provide all of the information requested and in the required format, using the following web address https://cmra.army.mil for the purpose of capturing contractor and subcontractor manpower utilized during the performance of this contract. Reporting must be done before final invoicing. A faxed copy of the inputted data must be submitted to the assigned Post Award Contract Specialist. Information the contractor will need to complete reporting: Requiring Activity UIC: W0XQA5 Command: FORSCOM - US Army Forces Command FSC: V231 Contractor shall provide lodging, meals, snacks, and meeting/child watch space according to the following: PART 1 - GENERAL 1.1. Scope of Work: This is a fixed priced service to furnish all plant, labor, equipment, materials, and supplies necessary to provide lodging, meals, and conference rooms for Fort Drum, soldiers and their families for a Strong Bonds retreat in Lake Placid NY. Period of Performance is 23 October 2009 through 25 October 2009 1.2. Lodging. 1.2.1. Lodging Cost. No taxes shall be charged on any rooms, meals, or services provided by the hotel under this contract, as the U.S. Government is exempted from such taxes. All room rates are inclusive of all service charges. 1.2.2. Reservations. No guest will reserve room individually. The Contracting Officer Representative (COR) will provide the Contractor with a personnel rooming list after award of the contract and no later than 48 hours prior to check-in. 1.2.3. Room Standards. All rooms will include high standard of hygiene, private bath with full toilet and shower facilities, hot and cold running water, air conditioning/heaters, and clean towels/linens on a daily basis, electricity, color cable television, and appropriate furniture. All regular hotel guest facilities and amenities will be made available for room occupants free of charge for as long as they are registered in the hotel. 1.2.4. Changes and Cancellations. The only person authorized to change requirements is the Contracting Officer. Subject to availability, the Government may request additional rooms at any time, at the same quoted rate. The Government shall pay only for actual rooms used and any applicable penalties due to cancellations made less than 48 hours from check-in. 1.2.5. Non-Government Charges. The Government will not pay for telephone charges, laundry, room service, and any other hotel charges, other than those specifically provided for in this contract. Consuming hotel guests will pay for all such charges found on their room statements and the Government will not be held liable. Lodging, service charges, etc., must be itemized separately on room bills. The Government COR will identify individuals on the personnel list for whom the Government will pay for lodging under this contract. All other rooms and services are the responsibility of the individual. 1.3 Meals. 1.3.1. Meals. All meals must either be buffet style with multiple entrees or ala Carte with a choice of entrees with sides, desert, and a drink. 1.3.2. Gratuities, Surcharges, and Tips. All meals shall include all gratuities, surcharges, tips, etc 1.4. Conference Rooms. 1.4.1. Size and Availability. Each Room must have dimmer switches and blackout curtains (or similar) to allow for slide/audio visual presentations and an ideal conference environment for 65. Room shall be available no later than 5:00 PM the day of the conference for final setup by presenters. Hotel personnel will be available for changes in room configuration when needed during normal working hours or as coordinated in advance. 1.4.2. Room Layout. Room shall be set-up in a round table format with seating for 6-8 personnel. Tables shall be covered with a white tablecloth and arranged with padded/cushioned chairs. Tables will have pitchers of ice water and glasses on the tables. The ice water pitchers are to be refilled by the hotel staff during the scheduled break. A Podium, Projection Screen, Table and Extension Cord for Video Projector will be in the center of the room. A TV/DVD system will be on the side of the room. 1.5. Childcare Rooms. The hotel shall provide room(s) for childcare that can accommodate up to 39 infants, toddlers, young children, and 4 adults. It should be located either adjacent to or within accessible distance to the conference room. 1.5.1. Room Layout: One fourth of the room should be set up with 3 round tables covered with a white tablecloth and arranged with 8 padded/cushioned chairs. Another fourth of the room should be set up with 15 padded/cushioned chairs in a semi-circle facing the TV/DVD system. The other half of the room will be left open. PART 2 - DEFINITIONS 2.1. Contracting Officer. A person with the authority to enter into, administer and/or terminate contracts and make related determinations and findings. 2.2. Contracting Officers Representative (COR). Individual designated by the Contracting Officer to inspect work performed, to receive, approve and/or sign documents required to be submitted to the CONTRACTING OFFICER under this contract. The COR IS NOT authorized to change any terms and conditions of this contract 2.3. Quality Assurance Surveillance Plan (QASP): An organized written document used by the Government for quality assurance surveillance PART 3 - GOVERNMENT FURNISHED PROPERTY AND/OR SERVICES 3.1 The Government will provide all childcare staff if required. 3.2. Parents and childcare staff will provide all toys, videos, and craft/writing material. 3.3. The Government will provide a briefing computer for use in the Conference Room. PART 4 - CONTRACTOR FURNISHED PROPERTY AND/OR SERVICES 4.1. General: With the exception of items specifically identified as Government furnished in Part 3, the Contractor shall furnish all supplies, equipment, supervision, materials and services necessary to perform the requirements of this contract. 4.2. Permits, Taxes, Licenses, Ordinances, and Regulations: The Contractor shall, at his own expense, obtain all necessary permits, give all notices, pay all license fees and applicable taxes, comply with municipal, State, and Federal laws, ordinances, rules and regulations applicable to the business carried on under this contract. PART 5 SPECIFIC TASKS 5.1. Strong Bonds Training Plan: 23-25 October 2009 Total Attendees - 47 Soldiers - 47 Spouses of Soldiers - 39 Children of Soldiers - 3 Trainers- one with spouse - 4 Childcare Workers 141 Total SCHEDULE Day 1- Friday, October 23, 2009 3:00 5:00 PMRegistration - The Front Desk 5:00 7:00 PM Dinner 7:00 7:10 PMAdministrative Announcements Chaplains Assistant 7:10 7:30 PM Foundations 7:30 8:00 PM Training Day 2 Saturday, October 24, 2009 7:30 8:00 AM Registration (Late Arrivals) Chaplains Assistant 7:30 8:00 AM Breakfast (Hotel provided) 8:00 9:00 AMTraining 9:00 10:00 AMTraining 10:00 10:30 AMBreak (Danishes, bagels, coffee and juice) 10:30 11:00 AMTraining 11:00 12:00 PMTraining 12:00 1:00 PMLunch (Hotel provided) 1:00 1:30 PM Training 1:30 - 2:00 PM Training 2:00 2:30 PMBreak 2:30 3:30 PMTraining 3:30 4:00 PMTraining 4:00 4:30 PMTraining 4:30 9:00 PM Dinner/Individual Couple Time Day 3 Sunday, October 25, 2009 7:30 9:00 AM Breakfast (Hotel provided) 9:00 9:30 AM Commitment 9:30 10:00 AM Training 10:00 10:30 AM Break 10:30 11:15 AM Celebration Service / Marriage Vows 11:15 AM 12:00 PM Check out /Travel home Chaplains Assistant 5.2. LODGING. Provide rooms per training plan as follows. Check in at 3pm, check out before noon. Arrival Depart# Nights# Rooms Total Nights 23 OCT 200925 OCT 20092 55 110 5.2.1 Check-in. If availability allows, check-ins will be allowed anytime after 1300 (1:00 PM) for early arrivals and up to 1900 (7:00 PM) for late arrivals. Contractor shall provide one check-in table at the entrance to the conference room area. 5.2.2 Checkout. Check-out times will be 1200 (Noon) There will be no penalty assessed for early check-out. 5.3. MEALS. Provide dinner, lunch, and breakfast per training plan as follows (below): children 2 years old or younger are not included in the meals table, children over age 12 are added to the number of adults for the purpose of meals. Meals (Adults) (THU)(FRI)(SAT) Breakfast0102102 Snack 0102102 Lunch 01020 Snack 01020 Dinner 1021020 Meals (Children) (THU)(FRI)(SAT) Breakfast03232 Snack 03232 Lunch 0320 Snack 0320 Dinner 32320 5.4. Conference Room. To include: TV/DVD system, 8x8 projection screen, podium, microphone, table and extension cord for video projector. See training plan for required schedule and number of attendees. Room shall include training room tables with padded/cushioned chairs capable of seating a minimum of twenty two; tables shall each be capable of seating six adults. Pitchers of ice water and glasses shall be on the tables. Ice water pitchers shall be refilled by the Contractor personnel during scheduled breaks. Podium with microphone, Projection Screen, Table and Extension Cord for Video Projector shall be in the center of the room. The contractor shall have on-site technical personnel to provide technical assistance and repair for training room equipment as needed. Contractor shall provide TV/DVD systems for the conference Room 5.5. Childcare Rooms (IF REQUIRED). The hotel shall provide rooms for childcare that can accommodate infants, toddlers, and young children. Contractor shall provide TV/DVD systems for the Childcare Room. (End Performance Work Statement) SECTION 2 INSPECTION AND ACCEPTANCE 1. Inspections: Government inspections are for the sole benefit of the Government and do not relieve the Contractor of his responsibility for providing adequate quality control measures. The Government will perform quality assurance (QA) of the Contractor's performance under this contract using the method of surveillance specified in the Quality Assurance Surveillance Plan (QASP). The Governments QASP may be provided to the contractor after contract award. The COR may compare results of inspections performed by the Contractors inspectors with the actual conditions observed during Government inspections. The Government reserves the right to conduct 100% inspections. 2. Governments Rights: The rights of the Government and remedies described in this section are in addition to all other rights and remedies set forth in these documents. Specifically, the Government reserves its rights under the Terms and Conditions clause; reference FAR Clause 52.212-4. Any deductions shall reflect the reduced value of services performed under the contract. The Contractor shall not be relieved of full performance of the services hereunder. The Government may modify the type and frequency of inspection of items. SECTION 3 CONTRACT ADMINISTRATION DATA 1. Contract Administration: After award, the Directorate of Contracting, Post-Award Division, will administer the contract. Unless stated otherwise the Contractor shall, after receipt of the contract, direct all questions concerning the contract to: MICC Directorate of Contracting Post-award Division 45 West Street Fort Drum, NY 13602-5220 Telephone: (315) 772-5441 Fax: (315) 772-9861 2. Important Notice. The Contractor will not accept any instructions issued by any person other than the Contracting Officer or his/her authorized representative acting within the limits of his/her authority. No information other than that which may be contained in any authorized amendment to this solicitation or any authorized modification to any resulting contract issued by the Contracting Officer, which may be received from any person employed by the U.S. Government or otherwise, shall be considered as grounds for deviation from any provisions, conditions or other terms of this solicitation or any resulting contract. 3. Contracting Officers Representatives and Their Authority. 3.1. The Contracting Officer may designate individual(s) to act as the Contracting Officers Technical Representative under this contract. Such designations will be made by letter, from the Contracting Officer, with an information copy furnished to the Contractor. The COR will represent the Contracting Officer in the administration of the contract but will not be authorized to change any of the terms and conditions of the contract. 3.2. No oral statements of any person, whomsoever, will in any manner or degree modify or otherwise affect the terms and conditions of this contract. The Contracting Officer shall be the only person authorized to approve changes in any of the requirements under this contract, and notwithstanding any provisions contained elsewhere in this contract, said authority shall remain solely with the Contracting Officer. The COR authority shall be limited to that authority specified. 4 Invoice Submissions: 4.1. All invoices shall be sent to DFAS Rome via https://wawf.eb.mil/ in accordance with DFARS Clause 252.232-7003, Electronic Submission of Payment Requests. The full text of this clause can be found at: http://farsite.hill.af.mil/. 4.2. When submitting an electronic invoice, it is recommended that the Invoice as 2-in-1 (Services Only) be selected. This option will enable the creation of two documents from the same data entry session. If the recommended option is chosen, please ensure the following is selected when creating a 2-in-1 invoice: Acceptor DoDAAC: W90ADPIssue DoDAAC: W911S2 Inspector DoDAAC: W90ADPAdministration DoDAAC: W911S2 4.3. WAWF Inquiries: Questions concerning WAWF can be addressed by contacting the WAWF Army Help Desk during the hours of Monday - Friday 0630-1800 EDT at: Toll Free 1-877-2-DA-WAWF (1-877-232-9293); Local: 317-510-0625; or sent via email to: cco-ec-army-wawf-helpdesk@dfas.mil 4.4. Payment Inquiries: Payment questions can be addressed by calling Customer Service, DFAS-Rome, NY at (800) 553-0527. 4.5. Activity Responsibility: Upon receipt of items from the Contractor, the Government shall process the receiving report in WAWF. 5. Contract Payment/Electronic Funds Transfer: Reference FAR clause 52.232-33 Mandatory Information for Electronic Funds Transfer Payment (OCT 2003). This clause requires that contract payments be made by electronic funds transfer by the Finance Office. The contractor shall provide information required concerning the financial institution to receive electronic funds transfers to the designated payment office. 6. Disputes: 6.1. In furtherance of the Federal policy and the Administrative Disputes Resolution Act of 1990, ADR Act, Public Law 101-552, U.S.C. sec. 571 the Contracting Officer will try to resolve all post award acquisition issues in controversy by mutual agreement of the parties. Interested parties are encouraged to use Alternate Dispute Resolution Procedures to the maximum extent practicable in accordance with the authority and the requirements of the ADR Act. 6.2. AMC-Level Protest Program: If you have complaints about this procurement, it is preferable that you first attempt to resolve those concerns with the responsible contracting officer. However, you can also protest to Headquarters, AMC. The HQ, AMC-Level Protest Program is intended to encourage interested parties to seek resolution of their concerns within AMC as an Alternative Dispute Resolution forum, rather than filing a protest with the General Accounting Office or other external forum. Contract award or performance is suspended during the protest to the same extent, and within the same time periods, as if filed at the GAO. The AMC protest decision goal is to resolve protests within 20 working days from filing. To be timely, protests must be filed within the periods specified in FAR 33.103. If you want to file a protest under the AMC-Level Protest Program, the protest must request resolution under that program and be sent to the address to below. All other agency-level protests should be sent to the contracting officer for resolutions. HQ Army Materiel Command Office of Command Counsel 9301 Chapek Rd, Room 2-1SE3401 Fort Belvoir, VA 22060-5527 Facsimile number (703)806-886 or 8875 Packages sent by FedEx or UPS should be addressed to: HQ Army Materiel Command Office of Command Counsel Room 2-1SE3401 1412 Jackson Loop Fort Belvoir, VA 22060-5527 The AMC-level protest procedures are found at: http://www.amc.army.mil/pa/COMMANDCOUNSEL.asp If Internet access is not available, contact the contracting officer or HQ, AMC to obtain the AMC-Level Protest Procedures. Quotes are due by 9:00 AM Wednesday October 14, 2009, quotes should be furnished by e-mail to joshua.kaufmann@us.army.mil Completed quote should consist of pricing attachment A001-A016 filled out with a total price. The following Clauses are applicable 52.212-4 252.201-7000 252.204-7004 Alt A 252.232-7003 252.232-7003 52.212-5 by full text (18)-(22)(34) and (39) 52.252-2 by full text http://farsite.hill.af.mil/ 252.212-7001 by full text (1) (5) and (23)(iv)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/notices/f11db4b020cf0c50a03d31d67f16731b)
- Place of Performance
- Address: ACA, Fort Drum Directorate of Contracting, 45 West Street Fort Drum NY
- Zip Code: 13602-5220
- Zip Code: 13602-5220
- Record
- SN01982620-W 20091010/091008235246-f11db4b020cf0c50a03d31d67f16731b (fbodaily.com)
- Source
-
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