SOLICITATION NOTICE
V -- TN National Guard Youth Symposium FY15
- Notice Date
- 9/1/2015
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- USPFO for Tennessee, P.O. Box 40748, Nashville, TN 37204-0748
- ZIP Code
- 37204-0748
- Solicitation Number
- W912L7-15-Q-0608
- Response Due
- 9/4/2015
- Archive Date
- 10/31/2015
- Point of Contact
- Rhonda Lien, 615-313-0530
- E-Mail Address
-
USPFO for Tennessee
(rhonda.m.lien.civ@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. TN National Guard Youth Symposium 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 W912L7-15-Q-0608 is hereby issued as a Request for Proposal. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-83. This requirement is being advertised as unrestricted; the North American Industry Classification System (NAICS) Code(s) are 721110, with a Size Standard of $7.5M. The following clauses are applicable to this acquisition: The TN National Guard is Requesting a Proposal for TN National Guard Youth Symposium - Lodging/Meals/Actives for approximately 35 Youth. We are requesting a hotel for 18-20 SEPT 2015 or 25-27 SEPT 2015 date range with 17 rooms per night and 1 conference room to hold 35 people comfortably. For complete information, see the Performance Work Statement (PWS) and Request for Proposal (RFP). - TIME SENSITIVE The solicitation closes 04 SEPT 2015 at 1:00pm CST. Please send any questions to Rhonda.m.lien.civ@mail.mil HOTEL LOCATIONS:TN Nashville, Murfreesboro, Franklin/Brentwood, Cool Springs, Hendersonville, Cookeville, (A) 52.204-99 - SYSTEM FOR AWARD MANAGEMENT REGISTRATION (DEVIATION) (8)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) (a)The Government will award a contract resulting from this solicitation to the responsible offerer 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: 1.Vendor must be current with Certification on SAM - https://www.sam.gov/index.html/#1 2.Vendor must have NASIC CODE of 721110 in order to qualify for award. 3.Vendor will provide a FULL menu upon award and cost per person/meal - RFP Pricing Template provided. 4.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. 5.Vendor will provide GRAND TOTAL with the proposal and specify date that you have available for camp on the RFP. 6.Vendor must submit proposal on time in order to be consider in award process. Check for modifications on FedBiz Opps. 7.Vendor must comply with the PWS and RFP pricing template in order to be considered for award. 8.Award will be based on Lowest Priced technically acceptable for the Government and ability to comply with the PWS. 9.Invoicing/Billing will be done electronically through WAWF-Wide Area Workflow - https://wawf.eb.mil/ after event has been completed. 10.Award/Contract is a firm fixed price contact. 11.The contractor will be required to complete National Agency Check (NAC) SF85P. Obtain any clearances that are required to conduct duties for TNARNG Notification of award or acceptance of an offer will be emailed to the contractor. (A)52.212-3: OFFEROR REPRESENT ATIONS AND CERTICATIONS - COMMERCIAL ITEMS: (B)52.212-4: CONTRACT TERMS AND CONDITIONS - COMMERICAL ITEMS (C)52-212-5: CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (MAY 2015), - (FILL-IN) (D)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). (E)52.219-8, UTILIZATION OF SMALL BUSINESS CONCERNS (Dec 2010). (F)52.226-6, PROMOTING EXCESS FOOD DONATION TO NONPROFIT ORGANIZATIONS. (Mar 2009) (G)52.222-26, EQUAL OPPORTUNITY (Mar 2007) (E.O. 11246) (H)52.222-35, EQUAL OPPORTUNITY FOR VETERANS (Sep 2010) (38 U.S.C. 4212) (I)52.222-36, AFFIRMATIVE ACTION FOR WORKERS WITH DISABILITIES (Oct 2010) (29 U.S.C. 793). (J)52.222-40, NOTIFICATION OF EMPLOYEE RIGHTS UNDER THE NATIONAL LABOR RELATIONS ACT (Dec 2010) (M) 52.222-41, SERVICE CONTRACT ACT OF 1965, (Nov 2007), (41 U.S.C. 351, et seq.) (K) 52.222-50, COMBATING TRAFFICKING IN PERSONS (Feb 2009) (22 U.S.C. 7104) (L) 52.222-51, EXEMPTION FROM APPLICATION OF THE SERVICE CONTRACT ACT TO CONTRACTS FOR MAINTENANCE, CALIBRATION, OF REPAIR OF CERTAIN EQUIPMENT-REQUIREMENTS (Nov 2007) (41U.S.C. 351, et seq.). (M)52.222-54, EMPLOYMENT ELIGIBILITY VERIFICATION (Jan 2009). (N)52.232-99 (DEV): PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS (DEVIATION) (O)52.239-1 PRIVACY OR SECURITY SAFEGUARDS. (P)252.212-7001 (DEV): CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS APPLICABLE TO DEFENSE ACQUISITIONS OF COMMERCIAL ITEMS (DEC 2010) (DEVIATION), (Q)252.232: 7003 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS AND RECEIVING REPORTS (MAR 2008) - (R)252.232-7006 Wide Area WorkFlow Payment Instructions Performance Work Statement Objective: The objective of this contract is to provide services in support of the Tennessee National Guard Youth Programs Semi-Annual Symposium, 25-27 September 2015, in the Middle TN area. The Contractor will perform a wide range of administrative tasks for the TN-ARNG Youth Programs, (J9) that include the formation and administration of various projects as detailed in this PWS. DeliverablePerformance StandardAcceptable Quality Level (AQL)Method Used / Frequency Lodging 3.0 - 3.1.3 Lodging Rooms were acceptable to 93%-98%? Rooms were available for check-in on time? Rooms were clean at check-in?COR Survey after event Conference Rooms4.0 - 4.1.3 Conference Rooms Conference Rooms were set-up as requested per PWS? Conference Rooms were clean before start of event All A/V request were met per PWS? Meals6.0-6.2.4 Meals Meals were delivered on time? Meals were hot and acceptable flavor? All meals request were met per PWS? 1.0Organizational Analysis Army National Guard (ANG): Source: (http://www.arng.army.mil/Pages/Default.aspx) Vision is to be a quote mark Ready, reliable, and accessible force that maintains its relevancy now and through the millennium quote mark. Mission is quote mark To provide combat capability to the war fighter and security to the homeland. quote mark 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 2.0Technical 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. 2.1The government desires proposed prices not to exceed the government per Diem (lodging and meals), http://www.defensetravel.dod.mil/pdcgi/pd-rates/cpdratesx.cgi 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. 2.2Third party bids WILL NOT be considered. 2.3Vendor will not charge gratuity for meals included by this contract. All prices quoted will be inclusive of all event requirements (vendor will supply audio visual, Wi-Fi, 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. 3.0Lodging: Contractor will: ALT DATE 18-20 SEPT 2015 3.1Vendor will provide 15 guest rooms for two nights each. Guests will check in on Friday, 25 September 2015 and check out Sunday, 27 September 2015. 15 guest rooms will be designated for TN-ARNG Youth Programs Symposium. Cost for rooms will include parking and internet service. Double occupancy rooms are required. Rooms WILL NOT be adjoining. All rooms must be located on the same floor. TN-ARNG State Youth Coordinator will secure all room keys and assign room occupancy. 3.2Vendor will make available a block of 2 guest rooms for two nights each. Guests will check in on Friday, 25 September 2015 and check out Sunday, 27 September 2015. 2 guest rooms will be designated for TN-ARNG Youth Program Coordinators. Guest rooms will not be included in the final quote and will be paid outside of the contract by individual guest. However, the guest rooms will be needed at the same location and on the same dates, and will be considered part of the award consideration. 4.0 Meals - ALT DATE 18-20 SEPT 2015 4.1 Vendor will provide a full breakfast buffet the morning of Saturday, 26 September 2015 and Sunday, 27 September 2015 for 35 people (70 total). Breakfast items will consist of caffeinated and decaffeinated coffee, water, milk (white and chocolate) orange juice, apple juice, and a variety of, but not limited to, the following: eggs, breakfast meats, muffins, toast and jellies, waffles, biscuits, etc. Breakfast will be served from 8 a.m.-8:45 a.m. CST. 4.2Vendor will provide a lunch buffet on Saturday, 26 September 2015 for 35 people. Lunch items will consist of a garden or Caesar salad, a choice between two entr es, two vegetables, dinner rolls, and a choice between two dessert items. Beverages will consist of ice water, tea (both sweet & un-sweet) and lemonade with unlimited refills. Lunch will be served from 11:30 p.m.-12:15 p.m. 4.3Vendor will provide a dinner buffet on Saturday, 26 September 2015 for 32 people. Dinner items will consist of a garden or Caesar salad, a choice between two entr es, two vegetables, dinner rolls, and assorted dessert items. Beverages will consist of ice water, tea (both sweet & un-sweet) and lemonade with unlimited refills. Dinner will be served from 6:30 p.m.-7:30 p.m. 4.4Portion 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 or Caesar Salad- 4oz.; Bread- 1 dinner roll; Dessert- 6 oz. 4.4.1A salad WILL NOT be considered as one of the vegetable dishes. 4.4.2Vendor will provide servers for dish removal during mealtimes. 4.5Vendor will have the option to provide guests with a meal voucher in lieu of any meal if restaurant space is available. 5.0Meeting Space - ALT DATE 18-20 SEPT 2015 5.1Coordinate one (1) conference room for training classes provided by TN-ARNG State Youth Coordinators to comfortably seat 35 people. Contract will include table arrangement in banquet layout with no more than eight (8) people per table; Table arrangement will have a center isle; One (1) 6 ft. or 8 ft. table at the front of the room for handouts; One (1) podium; One (1) American Flag; state flag is optional; Complimentary water station. This room may be used as dining area for the lunch and dinner buffet. 6.0Audio Visual: 6.1Vendor will provide meeting room with wireless internet connectivity; one (1) projector, speakers, and AV screen (6'x8' minimum). 7.0Hours of Operation: ALT DATE 18-20 SEPT 2015 7.1The contractor will perform the services during the quote mark TN National Guard Youth Symposium quote mark event between 2:00pm, 25 September 2015 and through 4:00pm, 27 September 2015 for conference room (REF, 5.1). Check-in for the hotel will be NLT 3:00pm on day of arrival. A late check-out will be extended to all event participants and staff on 27 September 2015. Vendor will not contract with any other party for use of the same occupied space during anytime of specified hours of operation. 8.0Security Requirements: 8.1The contractor will be required to complete National Agency Check (NAC) SF85P. Obtain any clearances that are required to conduct duties for TNARNG. 8.2Vendor will lock all conference rooms nightly when not in use. 8.0Miscellaneous: 8.1When submitting a proposal all vendors MUST provide Cage Code, Dun and Bradstreet number, Tax identification number, and vendors must already have their Representations and Certifications completed in https://www.sam.gov/portal/public/SAM/#1 prior to submission of proposal. 8.2Contract Specialist for this Request for Proposal is Rhonda Lien, rhonda.m.lien.civ@mail.mil, and Phone: 615-313-0530. Please call if there are any questions pertaining to this request. 8.3Contracting Officer's Representative (COR) for the event is MAJ Scott Villeneuve, State Family Programs Director, scott.l.villeneuve.mil@mail.mil, Phone: 615-313-0994. 9.0Contractor Manpower Reporting. 9.1The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: https://contracormanpower.army.pentagon.mil The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer's Technical Representative; (2) Contract Number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Estimated direct labor hours (including sub-contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub-contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information; (11) Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor's systems to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the website. 10.0Quality Assurance Plan: 10.1The Contracting Officer's Representative (COR) will monitor contractor performance and complete the Quality Assurance Worksheet provided below on a monthly basis. The Quality Assurance Worksheet will be submitted directly to the Administering Contracting Officer with a copy to the Contracting Officer Representative (COR) following the first month of performance following the service. Future months will be submitted to the Contracting Officer only, unless COR involvement is warranted (i.e. anything other than green). The COR will assume a quality performance rating of quote mark Green quote mark on all measured deliverables unless otherwise notified. The quality rating may change from quote mark Green quote mark to quote mark Red quote mark without notice. We anticipate the COR utilizing the quote mark Yellow quote mark quality rating to alert the contracting office and the COR of quality issues that have the potential for a quote mark Red quote mark quality rating if corrective action is not taken. By approving service and/or deliverables on the worksheet, the COR confirms the quality performance rating of quote mark Green quote mark unless otherwise annotated. The Contracting Officer listed in the contract will provide the Contractor with a copy of all rating worksheets that are other than green. At the end of the performance period, the COR will be asked to complete a Quality Performance Review to document the quality performance rating. This will be submitted to the Contracting Officer. If there are any ratings other than green a copy will be furnished to the contractor. The COR may submit a Quality Assurance Worksheet at any time and as often as necessary to document quality levels. If Contractor response to an identified quality deficiency is unsatisfactory, the Contracting Officer will contact the appropriate Contractor representative to implement a plan of action to remedy the identified deficiency. RatingDescription Green Yes performance and technical specifications are being met at AQL. YellowYes, performance and technical specifications are currently being met at the minimum AQL, but the following service / deliverable needs contractor attention. The Customer must identify what component of the deliverable and/or service requires attention. RedNo, performance and technical specifications are not being met at AQL and the following service / deliverable needs immediate contractor resolution. The Customer must identify what component of the deliverable and/or service is below the minimum AQL. QUALITY ASSURANCE WORKSHEET Performance Work Statement #____________ Tennessee National Guard Youth Symposium name:___________________________________ Performance Rating Deliverable/Service Quality RatingCausative FactorsEffect on MissionAction /Date Lodging GreenComments Unnecessary for quote mark Green quote mark QA Rating Yellow Red Conference RoomsGreenComments Unnecessary for quote mark Green quote mark QA Rating Yellow Red LobbyGreenComments Unnecessary for quote mark Green quote mark QA Rating Yellow Red Meals GreenComments Unnecessary for quote mark Green quote mark QA Rating Yellow Red SecurityGreenComments Unnecessary for quote mark Green quote mark QA Rating Yellow Red Red Red Approved by: Date: ___________________ (Contracting Officer's Representative)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/NGB/DAHA40/W912L7-15-Q-0608/listing.html)
- Place of Performance
- Address: USPFO for Tennessee P.O. Box 40748, Nashville TN
- Zip Code: 37204-0748
- Zip Code: 37204-0748
- Record
- SN03865365-W 20150903/150901235346-1b1d8deb2e6975bbfc2ddaf055abe25d (fbodaily.com)
- Source
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