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Amendment 0001 - Extension of offer dates.

Little Rock AFB is seeking Branson, MO Family Retreat IAW Attachment 1 - PWS.

52.212-1 Instructions to Offerors - Commercial Items Addendum

In order to be determined responsive, all quotes must be completed on the Combo, respond directly to the requirements of this solicitation, and sent to the identified POC's. If your quote is determined to be nonresponsive, it will not be further considered for award.

A complete quote consists of the following:

a) Complete the Combo attached with Pricing and Quote.

b) Review ENTIRE solicitation and fill in all required provisions and clauses. If the annual certification has been completed in the System for Award Management (SAM), FAR 52.212-3 does not need to be completed.

c) All vendors must have an active registration in SAM at time of quote submission.

Award will be made based on lowest price.

Questions are due on 14 July 2023 at 2:00 p.m. Please send questions directly to primary PoC. Questions will be posted Close of Business, 18 July 2023.

2023 19 MXG Family Retreat (11-13 AUG 2023)

1. Description of Services. The contractor shall furnish all labor, tools, materials, equipment, facilities, and personnel necessary to provide for the 19 Maintenance Group Unit Chaplain’s (19 MXG/HC) 2023 19 MXG Family Retreat (11-13 August 2023), serving maintenance personnel stationed at Little Rock AFB, AR.

2. Scope of Work. The contractor shall provide a AAA 4-diamond (preferred) or a deluxe resort quality lodging, either buffet or plated food selections sufficient to provide four full meals, parking, childcare, and a training space at a site coordinated with 19 MXG/HC within the city limits of Branson, MO.

3. Lodging. The contractor shall provide all coordination and procurement of lodging with central A/C and heating, daily housekeeping, gym, and access to free Wi-Fi. The lodging venue must house a maximum of fifty (50) individuals. A variety of lodging rooms shall be available to meet the needs of larger families, smaller families, couples, and single spouse attendees without children. Any charges to the room for bar tab, meals, movies, and/or services is solely chargeable to the guest.

3.1 For families with three (3) or more children: The contractor shall provide at least three (3) beds in

either a single (1) room, or two (2) connecting rooms, with a door between them, e.g., one (1) room

with two (2) queen beds and either one (1) roll-away bed or pull-out couch bed, or two rooms with

two (2) queen beds each, etc.

3.2 For families with one or two (1-2) children: The contractor shall provide a (1) single room equipped

with at least two (2) separate beds, one for parents and one for children, e.g., a (1) king bed, and a (1)

pull-out couch, or two (2) queen beds, or a (1) queen bed and a (1) roll away, etc.

3.3 For couples without children or unaccompanied spouses without children: The contractor shall provide

one (1) room with at least one (1) bed.

4. Meeting Space. The contractor shall provide one (1) adult meeting room and one (1) childcare meeting room for the event. Each meeting space requirement includes audio/visual support, podium (if requested), tables, and chairs to support the participants. Proposals shall include any and all applicable service or set-up fees.

4.1 The audiovisual requirements for all meeting spaces shall include, but are not limited to, either a digital

projector, with projection screen(s), or flatscreen television(s) viewable from the entire room. There

shall be speakers capable of projecting sound throughout the room, with two cordless microphones,

and HDMI, USB, and Lightning (Apple) hookups, cables, and adapters. An A/V technician familiar

with the systems in the room shall be available on-site for assistance in set up and troubleshooting.

The adult meeting space must be of sufficient size to comfortably seat a maximum of 30 individuals.

The child meeting space must be of sufficient size to comfortably seat a maximum of 20 individuals.

5. Dining Area and Meals. The contractor shall provide a private dining area capable of accommodating fifty (50) individuals for the meals as specified below. The room shall include, but are not limited to, either a digital projector, with projection screen(s), or flatscreen television(s) viewable from the entire room. There shall be speakers capable of projecting sound throughout the room, with two cordless microphones, and HDMI, USB, and Lightning (Apple) hookups, cables, and adapters.

5.1 The dining area does not have to be a physically separate area from the meeting spaces so long as the

requirements from paragraphs 4 and 4.1 are met, in addition to paragraph 5 and its subpoints.

Otherwise, separate dining and meeting spaces are required.

5.2 The contractor shall provide either buffet or plated meals on-site for the specified meals with

appropriate beverage selections. The 19 MXG/HC will not purchase alcohol/bar service and will

prohibit consumption of alcoholic beverages during the event agenda. All meals will contain of 2500-

3000 calories per meal. They will be served and consumed in or nearby the designated private dining

area. The contractor shall provide plates, bowls, cups, cutlery, and napkins for all meals. The

contractor shall be responsible for the collection and disposal of dining waste and cleaning the dining

space at the conclusion of each meal.

5.3 The contractor shall provide four (4) meals for fifty (50) individuals. The specified meals required are:

1) Dinner, Friday, 11 Aug 2023, 1800 – 1845, 2) Breakfast, Saturday, 12 Aug 2023, 0800 – 0845, 3)

Dinner, Saturday, 12 Aug 2023, 1700-1745, and 4) Breakfast, Sunday, 13 Aug 2023, 0730 – 0815.

5.4 Coffee (with creamer and sugar), water, tea and light snacks shall be provided in the adult meeting

room during meeting sessions. Light snack and refreshments shall also be provided to children during

childcare hours.

6. Childcare. The contractor shall provide childcare by a licensed provider for 19 MXG children during all session times: Friday, 11 Aug 2023, 1845 – 2045, Saturday, 12 Aug 2023, 0845 – 1045 & 1745 – 1945, and Sunday, 13 Aug 2023, 0815 – 1115. Childcare providers must be licensed within the state where services are provided.

6.1 The childcare provider will deliver a physically and mentally active program. Saturday night

movie is acceptable but must be approved by the government before showing.

6.2 Childcare providers shall submit a childcare activity plan for the event to the government for

approval no later than five (5) business days prior to the event start date.

7. Alternate Dates. The government or contractor may have to re-schedule an event due to unforeseen circumstances. The government reserves the right to re-schedule at no additional cost, to an alternate date providing at least a 5-day notice is given to the government in writing. The contractor shall offer new dates for the rescheduled event(s).

8. Reimbursement/Credit. The Government may have unused/vacant rooms due to unforeseen circumstances. The Government shall not be charged for unused/vacant rooms.

Attachments/Links