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230TH SIG CO YELLOW RIBBON - Revised Solicitation 11-3-17 - Revised RFP

General Information

Document Type:MOD
Posted Date:Nov 03, 2017
Category: Household and Commercial Furnishings and Appliances
Set Aside:N/A

Contracting Office Address

Department of the Army, National Guard Bureau, 118 MSG/MSC, TN ANG, 240 KNAPP BOULEVARD, NASHVILLE, Tennessee, 37217-2538, United States


UPDATED BREAKOUT ROOM FOR CHILDREN SECTION 4.3 - 11-3-2017 This is a combined synopsis/solicitation for the 230th Signal Company TN National Guard Service Members - Yellow Ribbon Post Deployment 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 this is the written solicitation. Solicitation number W912L7-18-Q-0503 is hereby issued as a Request for Proposal. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95 effective 19 Jan 2017. This requirement is being advertised UNRESTRICTED and the North American size standard is $32.5M Industry Classification System (NAICS) Code is 721110. All responsible sources may submit an offer, which will be considered by this Agency. This award is subject to the Service Contract Act, http://www.wdol.gov/sca.aspx The location for the event is Nashville, Murfreesboro, Franklin/Brentwood, TN, 09-10 DEC 2017. Proposals are due in this office no later than 09 NOV 2017 THURSDAY, @ 9:00am (CST) local central daylight time. The proposal should be emailed to rhonda.m.lien.civ@mail.mil Point of Contact (POC) referencing this solicitation is Rhonda Lien at 615-313-0530. All information and requirements are listed in the Performance Work Statement. Evaluation factors for this award are based on lowest price technically acceptable by the government and the ability to meet the requirements of the Performance Workstatement. Offeror MUST provide Tax ID and CAGE Code and DUNNs# with proposal. Offeror must be certified in www.SAM.gov (ORCA certified). This will be a determining factor in the award process if the offeror is not current in their certification. (ORCA is located at SAM) https://www.sam.gov/portal/public/SAM/. THIS SOLICIATION WILL CLOSE 09 NOV 2017 @ 9:00AM CST/10:00AM EST. 52.212-2 EVALUATION - COMMERCIAL ITEMS 1. Guest Lodging - Vendor will provide a block of 70 rooms requesting pre-diem rate These rooms will be paid separately, not on contract. 2. Staff Lodging - Vendor will provide a block of 30 rooms requesting pre-diem rate. These rooms will be paid separately, not on contract. 3. Conference Rooms - Vendor will provide 9 conference rooms total for the event (1 General Sessions 300 pl, (See PWS for more details) a. General Session maybe used for dining area for lunch 4. Lobby Area for Vendors - Vendor will provide lobby area for event registration and vendor display for 20 vendors. a. Two (2) 6ft or 8 ft registration tables; one (1) 6ft or 8ft table per vendor; two (2) chairs per table; and complimentary water station. b. Designated vendor area will be located in close proximity to the General Sessions room. c. Wireless internet capability is required to efficiently accommodate no less than 15 computers 5. Meals - Breakfast and Lunch will be included, please refer to the PWS. 6. Security Requirements - Vendor will be required to complete National Agency Check (NAC) SF85P. Obtain any clearances that are required to conduct duties for TN-ANG. a. Vendor will lock all conference rooms nightly when not in use. 7. Audio Visual - See PWS for details 8. No third party vendors. 9. Lowest Price Technically Acceptable for the Government and meet the needs of the Solicitation/Performance Workstatement. Notification of award or acceptance of an offer will be emailed to the contractor. A. 52.203-19, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements B. 52.204-09 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL C. 52.204-10 REPORTING EXECUTIVE COMPENSATION AND FIRST-TIER SUBCONTRACT AWARDS D. 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING. E. 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE. F. 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION SYSTEMS. G. 52.204-22 ALTERNATIVE LINE ITEM PROPOSAL (JAN 2017) H. 52.209-6 PROTECTING THE GOVERNMENTS INTEREST WHEN SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED, OR PROPOSED FOR DEBARMENT I. 52.209-10 - PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS. J. 52.211-6 BRAND NAME OR EQUAL K. 52.212-1 INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS L. 52.212-3 ALT 1 OFFEROR REPRESENTATIONS AND CERTIFICATION - COMMERCIAL ITEMS M. 52.212-4: CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS N. 52-212-5 (DEV) CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (DEVIATION 2013-O0019) (JUN 2016) O. 52.219-4 NOTICE OF PRICE EVALUATION PREFERENCE FOR HUBZONE SMALL BUSINESS CONCERNS. P. 52.219-28 POST-AWARD SMALL BUSINESS PROGRAM REPRESENTATION Q. 52.222-3 CONVICT LABOR. R. 52.222-21 PROHIBITION OF SEGREGATED FACILITIES. S. 52.222-26, EQUAL OPPORTUNITY (Mar 2007) (E.O. 11246) T. 52.222-35, EQUAL OPPORTUNITY FOR VETERANS (Sep 2010) (38 U.S.C. 4212) U. 52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES V. 52.222-41 SERVICE CONTRACT LABOR STANDARDS. W. 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES X. 52.222-50, COMBATING TRAFFICKING IN PERSONS (Feb 2009) (22 U.S.C. 7104) Y. 52.222-54, EMPLOYMENT ELIGIBILITY VERIFICATION (Jan 2009). Z. 52.222-55 MINIMUM WAGES UNDER EXECUTIVE ORDER 13658. AA. 52.222-62 PAID SICK LEAVE UNDER EXECUTIVE ORDER 13706 BB. 52.223-18 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING WHILE DRIVING. CC. 52.225-13 RESTRICTIONS ON CERTAIN FOREIGN PURCHASES DD. 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER-SYSTEM FOR AWARD MANAGEMENT EE. 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS. FF. 52.233-3 PROTEST AFTER AWARD. GG. 52.233-4 APPLICABLE LAW OF BREACH OF CONTRACT CLAIM HH. 52.237-1 SITE VISIT. II. 52.252-2 CLAUSES INCORPORATED BY REFERENCE. a. http://farsite.hill.af.mil/ JJ. 52.239-1 PRIVACY OR SECURITY SAFEGUARDS. KK. 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES. LL. 252.201-7000 CONTRACTING OFFICERS REPRESENTATIVE. MM. 252.203-7000 REQUIREMENTS RELATING OF COMPENSATION OF FORMER DoD OFFICIALS252.203-7000 REQUIREMENTS RELATING OF COMPENSATION OF FORMER DoD OFFICIALS NN. 252.203-7002 REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS. OO. 252.203-7005 REPRESENTATION RELATING TO COMPENSATION OF FORMER DOD OFFICIALS. PP. 252.204-7008 COMPLIANCE WITH SAFEGUARDING COVERED DEFENSE INFORMATION CONTROLS QQ. 252.204-7009 LIMITATIONS ON THE USE OF DISCLOSURE OF THIRD-PARTY CONTRACTOR INFORMATION RR. 252.204-7011 ALTERNATIVE LINE ITEM STRUCTURE. SS. 252.204-7015 NOTICE OF AUTHORIZED DISCLOSURE OF INFORMATION FOR LITIGATION SUPPORT TT. 252.225-7031 SECONDARY ARAB BOYCOTT OF ISRAEL. UU. 252.225-7035 BUY AMERICAN-FREE TRADE AGREEMENTS-BALANCE OF PAYMENTS PROGRAM CERTIFICATE (ALTERNATE I) VV. 252.232: 7003 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS AND RECEIVING REPORTS (MAR 2008) - WW. 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS. XX. 252.232-7010 LEVIES ON CONTRACT PAYMENTS. YY. 252.237-7010 PROHIBITION ON INTERROGATION OF DETAINEES BY CONTRACTOR PERSONNEL Performance Work Statement Objective: The objective of this is to provide family support for the Yellow Ribbon post deployment briefing for 230th Signal Company Service Members & families for the TNARNG. The Contractor will perform a wide range of administrative tasks for the Family Programs, (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 Lodging 3.0 - 3.1.3 Lodging * Rooms were acceptable to 95% * Rooms were available for check-in on time? - 100% * Rooms were clean at check-in? - 100% COR Survey after event Conference Rooms 4.0 - 4.1.3 Conference Rooms * Conference Rooms were set-up as requested per PWS? 90% * Conference Rooms were clean before start of event - 95% * All A/V request were met per PWS? - 95% Lobby 5.0 - 5.1.3 Lobby * Lobby area was clean and clear for vendor set-up? - 90% * Vendor tables were set-up and presentable? - 95% Meals 6.0-6.2.4 Meals * Meals were delivered on time? - 95% * Meals were hot and acceptable flavor? - 95% * All meals request were met per PWS? - 95% Security 7.0-7.2 Security * Were the children safe at all times and out of harms way? -100% * Verify Proper documentation 1.0 Organizational Analysis Army National Guard (ARNG): 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: 2.1 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 customers organizational and departmental objectives. 2.2 Third party bids WILL NOT be accepted. TN NATIONAL GUARD ONLY DEALS DIRECTLY WITH THE HOTEL. 3.0 Lodging: The Contractor will: 3.1 Vendor will make available a block of forty (40) guest rooms for two nights each. Thirty (30) guest rooms will be designated for TN-ARNG Yellow Ribbon event participants. Ten (10) guest rooms will be specifically designated for TN-ARNG Yellow Ribbon Staff. Guests will check in on Friday, 8 December 2017 and check out Sunday, 10 December 2017. 3.1.1 All guest rooms will not be included in the final quote but will be paid outside of the contract by individual guests. 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. 3.1.2 TNARNG requests the federal per diem rate for all rooms. 3.1.3 Vendor will release administrative block of 40 guest rooms for event no sooner than 12pm, 7 December 2017. 4.0 Conference Rooms (6): The Contractor will: 4.1 Provide one (1) conference/general session room to comfortably seat 300 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; * Two (2) small classroom style tables, with two (2) chairs each, placed at the rear of the meeting room; * Ceiling height must accommodate a 12 projector screen; Complimentary water station in room; Internet connectivity required. * This room may be used as dining area for the lunch banquet. 4.1.1 Four (4) 6 ft. or 8 ft. registration tables with two chairs (2) per table located outside meeting room; 4.1.2 General Session conference room is required from 12:00pm, 8 December through 4:00pm, 10 December 2017. 4.2 Provide three (3) conference/break-out rooms designated for adult special interest groups. Each room will: * comfortably accommodate 75 adults; * be located in close proximity to the general sessions room; * will be arranged with theater style seating having a center aisle; * provided with one (1) classroom style table for information and materials. 4.2.1 Rooms designated for Adult Special Interest groups are required from 6:00am, 9 December through 4:00pm, 10 December 2017. UPDATED 11-3-2017 (added additional breakout room) 4.3 Provide three (3) conference/ break-out rooms designated for youth programs. Each room will: * Accommodate 15 individuals; * be conjoining or located in close proximity to each other; * have an in-room lavatory or be located in direct proximity to restrooms; * Two (2) room will be arranged in a classroom layout with seating for 15; * One (1) room will be arranged in a classroom layout with seating for ten (10) and open space for free play; * One (1) small table and one (1) chair will be placed outside rooms for registration. * Rooms will be used for Youth lunch banquet. 4.3.1 Rooms designated for Youth Programs are required from 6:00am, 9 December through 4:00pm, on 10 December 2017. 5.0 Lobby/Vendor Space: the contractor will 5.1 Compose lobby area or event space for 20 vendors having one (1) 6ft or 8ft table per vendor; two (2) chairs per table; and complimentary water station. 5.1.2 Designated vendor area will be located in close proximity to the General Sessions room. 5.1.3 Wireless internet capability is required to efficiently accommodate no less than 20 computers. Access to one (1) Ethernet port is required. 5.1.4 Space designated for Vendors is required 4:00pm, 8 December through 4:00pm, 10 December 2017. 6.0 Meals: 6.1 Vendor will provide a full breakfast buffet on Saturday, 9 December AND Sunday, 10 December for 300 people (600 total for the event). Meal will consist of: * coffee, hot tea assortment, water, orange juice & milk; * sliced Seasonal Fruit; * bread & pastries such as muffins, bagels or Danishes, Waffles/Pancakes/French Toast with syrup or Biscuits & Gravy (see 6.1.3); * Bacon, Ham, and/or Sausage; * Eggs - any style. 6.1.2 Breakfast service will be from 6:345 - 8:00am. 6.1.3 Breakfast pastries/muffins, fruit, coffee, and tea will be left for consumption after the breakfast service has closed. Items will be removed only after depletion or to prepare for the service of the next meal. 6.1.3 Vendor will provide a buffet style lunch banquet on Saturday, 9 December AND Sunday, 10 December for 300 people (600 total for the event). Meal will consist of: * Sweet tea, unsweet tea & lemonade; * Salad - garden or ceasar; * choice of two (2) entrees/meats; * two (2) vegetable choices (salad will not be considered as side item); * bread/rolls with butter; * Dessert (see 6.2.4). 6.2.1 Vendor will provide linen table cloths for each dining table and servers for beverage refreshment and dish removal during mealtime. 6.2.2 Lunch will be served from 11:00am - 12:15pm. 6.2.3 Serving portions will be a minimum of the following: meat - 8oz.; vegetables - 4oz. each; bread - 1 dinner roll; dessert - 1 serving, 6oz. each. 6.2.4 Dessert will be included in the total cost of the lunch meal but will be offered to event participants for consumption at 2:00pm. 6.3 Vendor will provide a separate lunch service on Saturday, 9 December AND Sunday, 10 December 2017 for 35 children (70 total). Meal will consist of: * One (1) entrée * One (1) side item * One (1) dinner roll * One (1) dessert (see 6.3.4) * Milk & lemonade 6.3.1 Childrens menu will include, but not be limited to, entrees, side items and desserts generally considered "kid friendly". Meals may include a combination of entrees & side items such as grilled ham & cheese sandwiches, chicken tenders, pizza, French fries, macaroni & cheese, pasta salad, fruit salad, fruit flavored gelatin, cookies, brownies etc. 6.3.2 Serving portions will be a minimum of the following: meat - 5oz.; vegetables /side items- 3oz. each; bread - 1 dinner roll; dessert - 1 serving, 3oz each. 6.3.3 Entrees or side items containing peanuts or peanut-derived ingredients will not be served. 6.3.4 Lunch will be served in the designated youth classroom area from 11:00am - 12:00pm. 6.3.5 Dessert will be included in the total cost of the lunch meal but will be offered to event youth participants for consumption at 2:00pm. 7.0 Security Requirements: 7.1 The contractor will be required to complete National Agency Check (NAC) SF85P. Obtain any clearances that are required to conduct duties for TNARNG. 7.1.2 Vendor will lock all conference rooms nightly when not in use. 8.0 Proposal Contract Information: 8.1 When 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. 8.1.2 Contract 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. 8.1.3 Contracting Officers Representative (COR) for the event is MAJ Tim Roberts, State Family Program Director, timothy.e.roberts7.mil@mail.mil, Phone: 615-313-0994. 9.0 Hours of Operation: 9.1 The contractor will perform the services during the "Yellow Ribbon Pre-Deployment" event between 12:00pm, 8 December 2017 through 4:00pm, 10 December 2017. 9.2 Check-in for the hotel guest rooms will be NLT 3:00pm on day of arrival. A late check-out will be extended to all event participants and staff on day of departure. 9.3 Vendor will not contract with any other party for use of the same occupied space during anytime of specified hours of operation. 10.0 Audio Visual: 10.1 Vendor will allow TN-ARNG Yellow Ribbon program use of private audio visual equipment as needed. Wireless Internet and access to one Ethernet connection is required - Ref 4.1-4.3.1. 10.2 Vendor will provide one (1) TV and one (1) dvd player to be used in break-out rooms designated for youth programs. 11.0 Contractor Manpower Reporting. 11.1 The 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://www.ecmra.mil/Default.aspx The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officers Technical Representative; (2) Contract Number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractors 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 December 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 contractors 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. Quality Assurance Plan: The Contracting Officers 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 "Green" on all measured deliverables unless otherwise notified. The quality rating may change from "Green" to "Red" without notice. We anticipate the COR utilizing the "Yellow" quality rating to alert the contracting office and the COR of quality issues that have the potential for a "Red" 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 "Green" 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 anytime 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. Rating Description Green Yes performance and technical specifications are being met at AQL. Yellow Yes, 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. Red No, 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 #____________ 230th Signal Company Pre-Deployment Yellow Ribbon Event name:___________________________________ Performance Rating Deliverable/Service ü Quality Rating Causative Factors Effect on Mission Action /Date Lodging Green Comments Unnecessary for "Green" QA Rating Yellow Red Conference Rooms Green Comments Unnecessary for "Green" QA Rating Yellow Red Lobby Green Comments Unnecessary for "Green" QA Rating Yellow Red Meals Green Comments Unnecessary for "Green" QA Rating Yellow Red Security Green Comments Unnecessary for "Green" QA Rating Yellow Red Red Red Approved by: Date: ___________________ (Contracting Officers Representative) 230th Signal Co 30/60 Post Deployment PR 11110912

Original Point of Contact

POC Rhonda Lien, Phone: 6153130530

Place of Performance

3041 SIDCO DRIVE, NASHVILLE, Tennessee, 37204, United States
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