08-09JAN22 - Akron-Canton PWS_v2.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Conference, Catering & Lodging Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform conference, catering, and lodging Services, as defined in this PWS.

1.2 Background: This acquisition is for a TY22 Soldier Reintegration Program on 08-09 JAN 22. Members of the Ohio Army National Guard will be present in the Akron-Canton, Ohio area to receive benefit information. To prevent COVID-19 infections, all adult attendees and providers of the TY22 Soldier Reintegration Program will be required to wear masks over both their nose and mouth at all times during the event (when not actively eating or drinking). Temperatures will be taken by a digital thermometer at the registration table for both providers and attendees. Any one whom has a temperature over 100.4°F will be turned away at the registration table and will not be permitted to enter. Hand sanitizer (with at least 60% alcohol) will be available at the registration table. Temperature checks will also be done again prior to lunch being served. Additionally, frequent (prior to, during and after the event), disinfecting of common surfaces (i.e. door handles of bathrooms, sinks, doors to the general session room by the Yellow Ribbon Reintegration Program support staff.

1.3 Period of Performance (PoP): 07-09 January 2022

1.4 General Information:

1.4.1 Quality Control (QC): Reserved

1.4.2 Quality Assurance (QA): Reserved

1.4.3 Recognized Holidays: Reserved

1.4.4 Place and Performance of Services: Akron-Canton, Ohio area.

1.4.5 Security Requirements. Reserved

1.4.6 Physical Security. The contractor shall safeguard all Government property provided. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.7 Special Qualifications: Reserved

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the KO to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: Reserved

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Contractor Travel Reserved

1.4.13 Data Rights Reserved

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.4.15 Phase In / Phase Out Periods Reserved

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer (KO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.5 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.8 Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.11 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: Reserved

3.2 Materials: Reserved

3.3 Equipment: Reserved

3.4 Services: Reserved

3.5 Utilities: Reserved

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall:

5.1 Location: Akron-Canton, OH area

5.2: Parking: All venues must have ample parking accommodations for attendees. This is estimated at approximately 200 vehicles. Venue must provide parking at no cost to conference attendees. Voucher systems are acceptable.

5.3: Lodging: Must provide four room block at the government per diem rate in with check-in 07 JAN 22, check-out 09 JAN 22. An additional one room block at the government per diem rate in with check-in 08 JAN 22, check-out 09 JAN 22. Rooms must be king or queen sleeping rooms.

5.3.1: Per Diem rates may be accessed at https://www.gsa.gov/travel/plan-book/per-diem-rates.

5.3.2: Guests will check-in with personal credit cards to cover incidentals. The lodging guest shall be responsible for any and all incidental charges incurred during the stay.

5.3.4: Room Lock Date: Final room count will be locked in on 3 JAN 2022 but is subject to change after that date. A free 20% cancelation / no show window will be honored for guests that cancel or are no show after 3 JAN 2022.

5.3.5: Lodging vendor must offer free continental breakfast to lodging guests.

5.3.6: Lodging vendor shall provide a final document of contracted rooms at the completion of the event.

5.4 Conference Space: All space identified will be available from 0630-1800 on both days 08-09 JAN 22 unless otherwise specified.

5.4.1: Registration Tables: Four (4) six/eight-foot tables with linens, two (2) chairs each, in the foyer outside the main event space no later than 0700 until 1800.

5.4.2: Counseling Room: Access to a small counseling room from 0800-1700 to support four (4) adults. A box of facial tissues will be placed in the room.

5.4.4: General Session: Capability of holding 200 adults at banquet rounds, covered with white linen table cloths. Must abide by applicable fire code regulations and health department social / physical distance guidance.

5.4.4.1: Exhibit Tables: Fifteen (15) to twenty (20) eight-foot tables, two (2) chairs each, 0700-1800, no linens, set up in the back of the general session room along the wall. If general session room is unable to support the exhibit tables inside the main conference room, tables must be situated in close proximity to the main conference room to allow for attendees to easily assess the vendors during breaks.

5.4.4.2: Audio/Visual: Event room will have Audio/Visual equipment to include sound system, microphone, laptop audio input, 2 projector screens (minimum 10 ft. diameter), 2 projectors, one podium, and stage (if necessary for the space) to allow all guests to adequately view presentations.

5.4.3: Breakout Rooms: Reserved

5.4.5: Catering: Capability of catering for approximately 175 adults and 5 children for a plated lunch from approximately 1200-1300 in the general session area to allow for working lunch/access to vendor tables. No separate payment will be made for catering.

5.4.5.1: Adult plated lunch will include a plated meal with a minimum of one salad (minimum of two dressings), main entrée (sixty beef, one hundred chicken, fifteen vegetarian), two additional side items (one vegetable, one starch, starch item can be used in main entrée if pasta type dish), bread/rolls, a dessert, a beverage service of lemonade, ice tea, and water. Plated meals will not consist of ‘fast food’ items (i.e. Hot dogs, chicken nuggets, hamburgers, etc.) nor will it serve ‘cold items’ (ie. Cold cuts, subs, sandwiches.)

5.4.5.2: Child buffet for approximately 5 children with child-friendly options (i.e. Chicken nuggets, corn dogs, and individual pizzas). Plated lunch will include at least one fruit item, one vegetable item, a main entrée (minimum two options), an additional side item, dessert and beverages from the same as the adult plated meals.

5.4.5.3: Food menu should avoid common allergies (fish, shellfish, peanuts, etc.) and clearly label allergens when necessary.

5.4.5.4: Catering prices are inclusive of set-up, silverware, plates, condiments, and clean up.

5.4.5.5: Final menu will be approved by the Yellow Ribbon coordinator, CW3 Mark E. Sundbury II, prior to the event.

5.4.6: Catering rates must be within the Federal Government per diem rates in accordance with the Joint Travel Regulation.

6.0 Contractor Manpower Reporting Application (CMRA):

6.0.1 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.

6.0.2 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 2019. Contractors may direct questions to the help desk at http://www.ecmra.mil.

7.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar or http://farsite.hill.af.mil/

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or http://farsite.hill.af.mil/

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b) 01/23/2014 http://www.esd.whs.mil/Directives/issuances/dodm/

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9) August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

http://www.dtic.mil/whs/directives/corres/pub1.html

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors

03/07/2014 http://www.apd.army.mil/ProductMaps/PubForm/ArmyDir.aspx

AR 190-13

The Army Physical Security Program 02/25/2011 http://www.apd.army.mil/ProductMaps/PubForm/AR.aspx

Homeland Security Presidential Directive (HSPD)-12 Policy for a Common Identification Standard for Federal Employees and Contractors 08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDD 5400.11 Department of Defense Privacy Program 10/29/2014 http://www.dtic.mil/whs/directives/corres/dir.html#

DoD 5400.11-R Department of Defense Privacy Program 05/14/2007 http://www.dtic.mil/whs/directives/corres/pub1.html

DoDD 8140.01 Cyberspace Workforce Management

DoD 8570.01-M Information Assurance Workforce Improvement Program

AR 25-2

Information Assurance

AR 530-1

Operations Security

DoD 5220.22-M National Industrial Security Program Operating Manual 02/28/2006 (Change 2: 05/18/2016)

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, ¶ 2-4.b)

Ver. May 2018