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Notice type: Combo Synopsis Response date: March 30, 2020 Class Code: V231 NAICS: 721110: Hotels (except Casino Hotels) and Motels Solicitation #: 11454454 Place of Performance: Medford, OR (20 mile r... Notice type: Combo Synopsis Response date: March 30, 2020 Class Code: V231 NAICS: 721110: Hotels (except Casino Hotels) and Motels Solicitation #: 11454454 Place of Performance: Medford, OR (20 mile radius) Contracting Office Address: United States Property and Fiscal Office, ATTN: USPFO-P, 1776 Militia Way/PO Box 14350, Salem, Oregon 97309-5047 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. The solicitation is No. 11454454 and is issued as a Request for Quote (RFQ). Request for Quotes are due by March 30, 2020 11:00 a.m. (PST). The RFQ will result in a firm fixed price contract. The National American Industry Classification System (NAICS) code for this acquisition is 721110. The United States Property and Fiscal Office of the Oregon Army National Guard is soliciting quotes to procure the following services: Specifications, Requirements and Address SPECIFICATIONS: The Service Member and Family Support (SMFS) of the Oregon National Guard requests a vendor to provide conference space, catered meals, and lodging as outlined below in order to conduct a Yellow Ribbon During Deployment Event and Resource Fair as outlined below. Location: Medford, Oregon (20 mile radius) Period of Performance: May 1-2, 2020 CLIN 001 Provide Double Occupancy Hotel Rooms - one (1) job Provide Fifty (50) Double Occupancy hotel rooms for one (1) night starting on May 1, 2020 in accordance with the PWS CLIN 0001 Total $ CLIN 0002 PROVIDE Meals - one (1) job Provide all Meal services in accordance with the PWS. (Attach menu to show how you intend to meet the meal requirements of: Hot Breakfast Buffet Style meal that must include any assortment that includes one choice of Meat, Potato, Egg and Pastry and Buffet Italian themed lunch.) Breakfast for 110 adults $_______________________ Breakfast for 40 children $______________________ Lunch for 110 adults $__________________________ Lunch for 40 children $_________________________ CLIN 0002 Total $ CLIN 0003 PROVIDE Snacks and Refreshments - one (1) job Provide all Snack and Refreshment services in accordance with the PWS. Refreshments for 110 adults $___________________ Refreshments for 40 Children $__________________ Snacks for 110 adults $_________________________ Snacks for 40 Children $________________________ CLIN 0003 Total $ CLIN 0004 Provide Event Space - one (1) job Provide Event Space in accordance with the PWS Event Space $______________________________ AV totals $________________________________ Child Care rooms $__________________________ CLIN 0004 Total $ CLIN 0005- Army Contractor Manpower Reporting Requirement (yearly requirement). Include price for this reporting requirement (see requirement below) or indicate “No Charge”. CLIN 0005 TOTAL $ QUOTE TOTAL $ Requirements for your quote: Please submit a quote on your company letterhead showing a price per contract line item (CLIN) with the total price at the bottom. Include the following information on your quote: Cage code, Tax ID number, company name, phone number, contact, and email. The award will only be made to an offeror that is all-inclusive of the requirements on this solicitation. Evaluation Criteria: Award will be made to the lowest priced offeror that meets the minimum performance standards and is determined responsible in accordance with FAR Part 9. This announcement is the solicitation which will result in a firm fixed-price contract. Point of Contact: Offerors can submit their quote any time before the due date to: Deannie L. Darrow Contract Specialist, USPFO for Oregon P&C deannie.l.darrow.civ@mail.mil 503-584-3435 Statement of Work Oregon Army National Guard Event Space, Catered Meals, and Lodging – March 28-29, 2020 Bend, Oregon (20 mile radius) Overall Concept The Service Member and Family Support (SMFS) of the Oregon National Guard requests a vendor to provide conference space, catered meals, and lodging as outlined below in order to conduct a Yellow Ribbon Pre-Deployment Event and Resource Fair as outlined below. See statement of work for Specific breakout of lodging, meal, dates, times and event space required. 2.0 Lodging Requirements 2.1 Conference: May 02, 2020 – Yellow Ribbon During Deployment Event Fifty (50) rooms with double occupancy Check in May 1st, 2020 with check out on May 2, 2020 3.0 Meal Requirements 3.1 Conference: May 02, 2020 – Yellow Ribbon during Deployment Event 55 Gallons of Ice Water served throughout the entire day to be located near conference rooms and childcare rooms, refilled as needed 7:30 AM – 5:00 PM. Breakfast to be served, 8:30 AM – 10:00 AM. Hot buffet style breakfast for 110 adults and 40 children. Buffet Style meal must include any assortment of hot meals that includes one choice of Meat, Potato, Egg and Pastry. Utensils for 110 adults and 40 children Meal must be provided with quote for review acceptance Morning Drinks, 7:30 AM – 10:30 AM: 25 Gallons – Regular Hot Coffee 5 Gallons – Decaf Hot Coffee 25 Gallons – Orange Juice 8 Gallons – Hot Water for Tea and Hot Cocoa Assortment of different types of Tea for 80 cups of tea Hot Cocoa packs for 40 cups of cocoa Morning snack of Graham Crackers and Apple Slices for 40 children, to be delivered in the childcare areas no later than 10:30 AM. Buffet Italian themed lunch for 110 adults. Italian themed lunch will need to include Vegetarian and non-vegetarian options to include pasta, sauce, salad and roll. Meal must be provided with quote for review acceptance Lunch for adults to be served, 1:00 PM – 2:00 PM. Buffet style lunch for 40 children to be served in the childcare area, 12:30 PM – 1:30 PM. Example meal: chicken tenders or chicken nuggets, bag of baked chips or French fries, macaroni and cheese, fresh fruit (no grapes or strawberries), cookie or pudding cup, choice of juice, white or chocolate milk. Afternoon Drinks & Snacks, 3:30 PM: Assorted whole cookies and brownies (without nuts) for 110 adults. 25 Gallons of Ice Tea, sweet and unsweet options. 25 Gallons of Lemonade. Afternoon snack for 40 children to be delivered in the childcare area no later than 3:30 PM. Pretzels and fruit cup for 25 toddlers/ pre-k Popcorn, assorted vegetable tray and cookies for 15 elementary through high school. Children meals and snacks must not contain any item from the list in paragraph 4.2. 4.0 Special Meal Requirements 4.1 Quantity and meals are provided in Section 3.1 and are listed by date and time. 4.2 Special Requirements. Due to allergies and special needs, the following items will NOT be approved: Nuts or seeds of any kind (peanut butter, 7?grain bread, etc.) Strawberries Grapes or olives Hot Dogs A list of special dietary needs will be provided 72 hours before the event. General Cleanup 5.1 All meals and food related items will be cleaned and sanitized throughout the food service area during the event. 5.2Throughout the event, all tables will be sanitized and wiped clean. Trash will be monitored and emptied into the facility’s dumpster as they are filled, and will remain empty at the end of the event. 6.0 Performance Standards 6.1 The vendor will provide no less than the required amount of conference rooms stated in this SOW and the solicitation. If conference rooms, lodging or any other item identified in the CLINs of the contract are “double allocated,” the vendor will ensure the government has precedence. 6.2 The vendor will ensure that lodging rooms are clean and sanitary based on local and state regulations. 6.3 The vendor will be responsible for all preparation and/or delivery of food on time. “On?time” is defined as prepped and ready for serving no later than ten (10) minutes prior to scheduled meal times. 6.4 The vendor will ensure food is prepared in accordance with local and state regulations. 6.5 The vendor will provide meals in accordance with the SOW to include stated Special Requirements. 6.6 The vendor will ensure that eating areas are clean and sanitary based on local and state regulations. Final food serving table cleanup will also be conducted by food service provider. 6.7 The vendor will ensure all equipment requested in the solicitation and the SOW, as quoted on by the vendor, is in good working order. 6.8 The vendor will provide any proposed changes or needed changes to the POC in a timely manner. No changes will occur prior to approval from the Contract Officer. 7.0 Event Space Requirements 7.1 Conference: May 02, 2020 – Yellow Ribbon During Deployment Event 7.2 One (1) conference room, to comfortably accommodate 150 people in banquet rounds style seating. Audio/Visual requirements for this conference room to include: one (1) podium, minimum two (2) projectors, and minimum two (2) projector screens, two (2) wireless microphones, and sound patch. A/V package to be included during all conference hours. 7.3 Two (2) breakout rooms in the afternoon, to comfortably accommodate 75 people per room in afternoon, banquet rounds style seating. Audio/Visual requirements for this conference room to include: one (1) projector, and (1) projector screen, one (1) wireless microphone, and sound patch per room. A/V package to be included during all conference hours. 7.4 One (1) Lobby, wide hallway, or centrally located space to accommodate 30 resource/vendor tables, 50 resource providers and allow the 150 adult guests to walk through and around to visit the tables. 7.5 Two (2) Registration areas near entrances that allow 150 adult guests ability to register for the event as they arrive. 7.6 Two (2) breakout rooms, to comfortably accommodate twenty (20) adults. One (1) of the breakout rooms should have tables and chairs and will be used for staff breaks, staging, and storing excess items. One (1) of the breakout rooms should have one (1) table and three (3) chairs for audio/visual recording of book reading. We will provide audio/visual recording equipment for this activity. 7.7 Four (4) Childcare registration areas outside the childcare areas to be used for childcare registration. 7.8 Four (4) separate rooms for childcare providers to provide age appropriate activities for child guests, separated into 4 age groups: infant, pre-k, elementary, and middle through high school aged. Each child is required 35 square feet, the breakdown is as follows: Infant room = 700sq.ft. (10 infants) Pre-K room = 700sq.ft. (10 pre-k) Elementary room = 700sq.ft. (10 elementary) Middle through High School room = 700sq.ft. (10 middle-high school) 7.9 All four (4) childcare rooms must meet the following criteria: Located in close proximity to each other, main event space, and provide limited access to only our registered guests for safety purposes. Power should be accessible for small appliances provided by our childcare personnel, such as bottle warmers and baby swings. Located near a bathroom that can be cordoned off from other users of the facility to be used only for our childcare. No hotel rooms will be used to meet this childcare requirement. 7.10 All conference rooms must be located on the same property. 7.11 All conference rooms must be indoors. 7.12 Cost will be inclusive of all taxes and service charges. 7.13 All setup and breakdown of tables and other vendor provided equipment will be conducted by the vendor. 7.14 Wi-Fi readily available throughout the facility from 6:00 am – 6:00 pm. Security Requirements All service providers shall be able to provide a valid driver's license, valid vehicle registration, and valid vehicle insurance to base security in order to gain access before gaining access to the site. All personnel will be subjected to a Law Enforcement Data System (LEDS) Background check. All individuals with unfavorable background checks will be banned from the installation. All contracted employees and subcontracted employees will be required to pass the required training below in order to come and go off site or maintain onsite for the duration of the requirement. Contracting Manpower Recording Act (CMRA): The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site. The Contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall 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 http://www.ecmra.mil Unit Identification Code (UIC) for the Requiring Activity: W90KNA Issuing Office DoDAAC: W912JV Quality Control (QC): The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non- recurrence of defective services. The contractor’s QCP is the means by which the contractor is assured the work complies with the requirement of the contract. Contracting Officer’s Representative Point of Contact (POC): The ORNG Contracting Officer’s Representative POC for inspection and acceptance of deliverables under this task order, and will be physically located at the Event throughout the exercise period. The POC is authorized to represent the contracting officer in interpreting the technical requirements of this task order. However, the POC is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition. Deliverable Guidelines: Inspections and Acceptance: All deliverables must be submitted to and approved by the POC. Notice Regarding Late Delivery: The contractor shall notify the POC as soon as it becomes apparent to the contractor that a scheduled delivery will be late. The contractor shall include in the Problem Notification Report (PNR) the rationale for late delivery, the expected date for the delivery and the project impact of the late deliver. The contractor must include the DSR with each invoice submitted for payment to the POC. Develop and publish a formal plan to address procedures and resources available for on- site safety, ‘real-world’ emergencies and life support capabilities. Plan must be submitted to contracting within 10 days of award.