Description
1. GENERAL. 1.1. SCOPE OF WORK. The 82nd Airborne Division Commander desires to conduct a Senior Leader Forum in a location that is greater than 25 miles but within 100 miles of Fort Bragg, NC from 28 October to 30 October 2025. This forum will be a series of workshops, breakout sessions, and lectures that focus on improving the Division. The Division has a requirement for 110 hotel rooms, six (6) meals for up to 140 participants (two breakfast, two lunch, and two dinner for each person), one (1) large conference/ball room that accommodates 200 participants for meals and guest speakers, six (6) breakout conference spaces that can accommodate 40 participants each, robust A/V package support in each breakout and main conference spaces, and an open area suitable to conduct a physical training event for 140 participants. 1.2. PERFORMANCE LOCATION. The 82nd Airborne Division requires an offsite venue located greater than 25 miles but within 100 miles from Fort Bragg, NC. The intent is to gain a captive audience, train service members, and share information. The appropriate method is a training venue that is geographically separate from Fort Bragg, NC and is free from other competing requirements. 1.3. PERIOD OF PERFORMANCE. The period of performance is 28 - 30 October 2025. Check-in date for venue/lodging is 28 October 2025. Check-out date for venue/lodging is 30 October 2025. 2. REQUIREMENTS. The contractor shall furnish lodging accommodation on a rental basis in support of the 82nd Airborne Division’s Senior Leader Forum. The government will only pay for rooms and meals used and consumed. All rooms and meals must be at or around the government per diem rate as posted https://www.gsa.gov/travel/plan-book/per-diem-rates. Additionally, the contractor shall provide the following special requests: 2.1. All sleeping rooms, meeting rooms, dining areas, and reception areas must be co-located on a single hotel campus. 2.2. Sleeping room requirements (Single Occupancy): 28 October – 110 Non-Smoking Rooms for Attendees 29 October – 110 Non-Smoking Rooms for Attendees 30 October– None-Checkout date 2.3. Meal requirements. 28 October – 140 Dinner meals requirement for Attendees 29 October – 140 Breakfast, Lunch, and Dinner meals requirement for Attendees 30 October – 140 Breakfast and Lunch meals requirement for Attendees 2.4. One (1) desk, two (2) chairs, and one (1) trash receptacle will be provided near the check-in desk to create a station for attendees to be greeted and receive event products from their organization. The Desk will be required from 1500-1700 on 28OCT25. 2.5. One (1) meeting room for an Operation Center – large enough for five (5) people with a long table(s), chairs, electrical outlets, internet access, full communications suite and storage space. The room will be needed from 1500 Tuesday, 28 October 2025 until 1300 Thursday, 30 October 2025. 2.6. One (1) large meeting room (over 3,000 sqft) for training and briefing up to 200 attendees. Classroom style with tables and chairs for 200 attendees, complete with A/V package detailed below. Additionally, one (1) podium will be provided. The room will be needed from 1700 Tuesday, 28 October 2025 until 1300 Thursday, 30 October 2025. 2.7. Six (6) breakout rooms for training and briefing up to 40 attendees during breakout sessions. Classroom style with tables and chairs for 40 attendees, complete with an A/V package detailed below. Additionally, each breakout room must have four (4) easel marker boards and four (4) packs of non-permanent markers. The room will be needed from 0800 Wednesday, 29 October 2025 until Thursday, 1200 30 October 2025. 2.8. Main Conference Room Audio Visual– one (1) screen, one (1) projector and one (1) microphone/speaker (sound system) will be needed from 1700 Tuesday, 28 October 2025 until 1300 Thursday, 30 October 2025 in the main conference room. 2.9. Breakout Rooms Audio Visual – one (1) screen, one (1) projector and one (1) microphone/speaker (sound system) will be needed from 0800, 29 October 2025 until 1300 Thursday, 30 October 2025 in each of the six (6) breakout rooms. 2.10. Refreshment stations including water and other refreshments (soft drinks, juices, etc.) will be available in or near all meeting rooms. 2.11. Onsite restaurant/venue for breakfast, lunch and dinner meals. The venue will have an A/V capability (including microphone), and a large enough area to seat up to 200 personnel for all six funded meals. 2.12. Reception area with lounge and bar area large enough to accommodate 150 personnel for the no host ice breaker between the hours of 1800-2200, Tuesday, 28 October 2025. 2.13. Parking available for conference attendees and at no additional cost. 3. DEFINITIONS. 3.1. CONTRACTING OFFICER. A person with the authority to enter into, administer, or terminate contracts for the United States Government; and can make related determinations and findings. 3.2. DESIGNATED GOVERNMENT POC. The individual(s) designated in writing to the contractor as being authorized to assign lodging, place calls, and make advance reservations for lodging. 3.3. LODGING FACILITY. A hotel, motel, or inn which provides sleeping accommodations to the traveling public. 4. CONTRACTOR FURNISHED ITEMS. The contractor shall furnish the following: 4.1. A total of 110 rooms for the duration of the contract 4.2. Wireless Internet services in all rooms 4.3. Rooms shall be non-smoking and have adequate heating and cooling capabilities 4.4. Meals 4.5. Refreshment stations in/around all meeting rooms 4.6. One (1) large meeting room and six (6) breakout conference rooms 4.7. Twenty-four (24) Easel marker boards and twenty-four (24) packs of markers 4.8. Free parking 4.9. Reception area with lounge and bar 4.10. A/V packages and support 5. SPECIFIC TASKS (SERVICES). The contractor shall provide the following services: 5.1. VENUE/HOTEL (LODGING). 5.1.1. Venue/Hotel (Lodging). Venue must be located greater than 25 miles and within 100 miles of Fort Bragg, NC. The venue must, at a minimum, meet DoD Lodging Adequacy standards, approved December 18, 2020 and found at https://www.travel.dod.mil/Programs/Lodging/DoD-Lodging/. Must accommodate late checkout times. Must be FEMA certified. Cost of lodging provided shall be consistent with per diem rates for designated area, per diem thresholds found at: https://www.gsa.gov/travel/plan-book/per-diem-rates. 5.1.2. Quality Room Standards. The rooms must be occupied by one (1) Service Member or one (1) Service Member and his/her spouse. Single rooms shall be provided to all attendees unless the attendees specifically request a double occupancy room for a guest. Additional costs for guest(s) will not be charged to the government and will be the responsibility of the attendee. Rooms should be king or queen beds, individual/private sleeping rooms with private toilet and shower/tub facilities, hot and cold running water, and clean linen on daily basis, working electricity, mini-refrigerator, color television with cable, wireless internet, clock and telephone. The room should be appropriately furnished. All attendees will be placed on the same floor, if possible. The U.S. Government is responsible for the contractual payments indicated in the schedule. The lodging rate for this event will not exceed the Government Lodging rate specified for the location of the hotel. 5.1.3. Assignment of Quarters/Rooms. Government personnel should not be billeted under this contract arrangement without presenting proper authorization to the contractor. The contractor must be adequately manned to provide a 24-hour check-in and checkout service, 7 days a week. 5.1.4. Check-In/Check-Out Times. The Venue must allow for attendee check-in no later than 1500 on 28 October 2025. Venue must be able to accommodate late check-out times not to exceed 1400 on 30 October 2025. 5.2. MEALS 5.2.1. Menu selections or substitutes should be coordinated with the designated Government representative. Setup should be completed by the scheduled time and promptly removed at the direction of the designated Government Representative. Detailed schedule will be discussed with the Government Representative upon award of contract. 5.2.2. Each Breakfast meal should be composed of no less than three protein sources (eggs, ham, bacon, steak, etc), three carbohydrate sources (cereal, oatmeal, toast, bagels, etc) and two fat sources (almonds, walnuts, etc) with no less than three drink items (coffee, juice, milk, water, etc). 5.2.3. Each Lunch and dinner meal should be composed of no less than three protein sources (ham, turkey, fish, beef, etc), no less than three carbohydrate sources (bread, rice, noodles, steamed vegetables, etc) and no less than two fat sources (almonds, walnuts, etc) and no less than three drink items (coffee, water, soft drinks, juices, etc). 5.2.4. Contractor must have the ability to adapt to vegetarian, ethnic, and medical considerations (gluten free, etc), as required. 5.2.5. Total: 6 meals for 140 people. 5.2.6. The contractor must be prepared to provide additional meals for the spouses of attendees. Spouse meals will not be charged to the government, and cost will be the responsibility of the attendee. An estimated number of spouses that will dine each meal will be provided after the contract is awarded and NLT 30 days prior to the event. Meals that are not consumed will not be charged to the government or attendees. 5.3. BUSINESS CENTER. The venue shall provide access to the business center for all participants. Access includes copies, fax, and internet capabilities charged to the individual (in the case that is not included in the lodging package). 5.4. COMMON USE AREAS. The contractor shall keep all hallways, corridors, grounds and other adjacent areas under the contractor’s control in a clean, neat, and safe condition. 5.5. INFORMATION SERVICES. The contractor shall provide information on bus schedules, taxis and other local transportation, dining facilities and locations, and commercial telephone directory services. 5.6. PARKING. Parking for up to 120 vehicles will be available at no additional cost. 5.7. SECURITY. Hotel must provide onsite security and in and around parking lot areas. Hotel must allow government force protection team’s access and placement, as required. 5.8. MAIN CONFERENCE/TRAINING ROOM. The main training room shall be neat and clean and meet the required state and local laws for safety standards according to the number of occupants required per event. The hotel staff will be required to sanitize the conference space before and after each day of training. The main conference room shall have A/V equipment, including a podium, and refreshment station. 5.9. BREAKOUT ROOMS. The breakout rooms shall be neat and clean and meet the required state and local laws for safety standards according to the number of occupants required per event. The hotel staff will be required to sanitize the conference space before and after each day of training. The breakout rooms will have A/V equipment, easel marker boards, markers, and refreshment station. 5.10. REFRESHMENT STATIONS. Refreshment stations will be in or near all meeting rooms. They will include napkins, cups, and a trash receptacle. Stations will be monitored to ensure refreshments, cups, and napkins stay stocked. Additionally, trash should be monitored to ensure it does not overflow. 5.11. NO HOST ICE BREAKER SOCIAL. The reception area with lounge and bar must be able to accommodate 150 personnel for a no host ice breaker between the hours of 1800-2200, Tuesday, 28 October 2025. Attendees will be responsible for purchasing their own beverages. Hotel guests outside the event may purchase drinks from the bar, however, the contractor must ask that outside guests respect the ice breaker social and promptly leave the bar and lounge area after purchasing their drinks. 6. FORCE PROTECTION. 6.1. Soldiers will be lodged in rooms in the inner part of the hotel and not toward the lobby area when available. Additionally, hotel doors will open to the interior of the building. 7. MISCELLENOUS NOTES. 7.1. Alcohol. Government personnel will be responsible for paying for any alcohol and other associated fees on an individual basis. The contractor shall not receive reimbursement for any alcohol or bartender services. 7.2. Flowers/Fruit Baskets/Welcome Baskets. The contractor shall not arrange for or receive reimbursement for any flowers/fruit baskets/welcome baskets if requested by government personnel. 7.3. Entertainment/Decorations. The contractor shall not arrange for or receive reimbursement for any entertainment expenses, to include disc jockey services, motivational speakers, music or bands, balloons, and decorations. 7.4. The government will not be responsible for any miscellaneous charges incurred by attendees. Miscellaneous charges (such as telephone charges, pay-per-view movies, room service, meals, etc.) are not covered by the contract and will be charged to and paid by the individual. The contractor shall provide information to the COR on services available under the contract. 7.5. Services may be required on other days than scheduled due to emergency situations such as canceled airline flights or inclement weather. The government will normally provide advance notice to the contractor for required services. Failure by the government to provide such advance notice will not be grounds for a claim for additional compensation from the contractor. Unscheduled services shall be at the same price as scheduled services. 7.6. The contractor shall not subcontract to any other establishment, or any other location not specified in the contract without prior written approval of the Contracting Officer. Establishments proposed for subcontracting shall meet all the terms, conditions and specifications of services in the contract.