PWS_-_Youth_Symposium_&_Volunteer_Workshop_-_10-14_APR_19.pdf

Performance Work Statement April 10th‐14th, 2019

Oregon Youth Symposium & Volunteer Workshop Bend, Oregon (50 mile radius)

1.0 Overall Concept and Location

1.1 The Service Member and Family Support (SMFS) of the Oregon National Guard requests a vendor to provide conference space, meals and lodging as outlined below in order to conduct a youth symposium and volunteer workshop.

1.2 SMFS requires the space, meals, and lodging for April 10th, 2019 through April 14th, 2019.

1.3 SMFS requests the venue to be held in Bend, Oregon, or within a 50 mile radius of Bend, Oregon.

2.0 Conference Room and Lodging Requirements

2.1 The conference room requirements by day are as follows:

2.1.1 Conference: April 10th, 2019 – Youth Symposium

1. One (1) conference room, to comfortably accommodate 30 people in a banquet rounds setting to include tables and chairs requested, 11:00 AM – 11:00 PM.

2. One (1) room for additional activities with tables and chairs. These rooms must be separate from the conference rooms.

3. Buffet style dinner for 22 people, please provide a selection meals. To be delivered no later than 6:00 PM.

4. Wi‐Fi readily available throughout conference times.

2.1.2 Conference: April 11th, 2019 – Youth Symposium

1. One (1) conference room, to comfortably accommodate 30 people in a banquet rounds setting to include tables and chairs requested, 7:00 AM – 11:00 PM.

2. One (1) room for additional activities with tables and chairs. These rooms must be separate from the conference rooms.

3. Buffet style breakfast for 22 people, please provide a meals. To be delivered no later than

8:00 AM.

4. Buffet style or boxed lunch for 22 people, please provide a selection of meals. To be delivered no later than 12:00 PM.

5. Buffet style dinner for 22 people, please provide a selection of meals. To be delivered no later than 6:00 PM.

6. Portable afternoon snack for 22 people, please provide a selection of snacks. To be delivered no later than 3:00 PM.

7. Wi‐Fi readily available throughout conference times.

2.1.3 Conference: April 12th, 2019 – Youth Symposium

1. One (1) conference room, to comfortably accommodate 30 people in a banquet rounds or classroom setting, also extra space needed for youth activities and A/V requirements, 7:00

AM – 2:00 PM.

2. One (1) conference room, to comfortably accommodate 80 people in a banquet rounds setting, and A/V requirements, 7:00AM – 10:00PM.

3. Two (2) conference rooms, to comfortably accommodate 50 people in a rounds setting, also additional tables/chairs requested. These rooms must be separate from each other, 7:00 AM – 10:00 PM.

4. Buffet style breakfast for 22 people, please provide a selection of meals. To be delivered no later than 8:00 AM.

5. Buffet style or boxed lunch for 22 people, please provide a selection of meals. To be delivered no later than 12:00 PM.

6. Buffet style dinner for 22 people, please provide a selection of meals. To be delivered no later than 6:00 PM.

7. Evening snack for 60 people, please provide a selection of snacks. To be delivered no later than 8:30 PM.

8. 4 ‐ 8’ tables to be utilized in the conference room for youth activities.

9. Wi‐Fi readily available throughout conference times.

2.1.4 Conference: April 12th, 2019 – Volunteer Workshop

1. One (1) conference room that can accommodate 75 adults in a banquet rounds setting, full A/V, water, and coffee included, 3:00 PM – 11:30 PM.

a. Audio/Visual requirements for this conference room to include: one (1) podium, one (1) projector, and (1) projector screen, two (2) wireless microphones, and sound patch. A/V package to be included during all conference hours.

2. Three (3) childcare rooms to accommodate 10 children in each (350 square feet minimum), water included, hours 3:00 PM – 11:30 PM.

3. Buffet style dinner for 65 adults, please provide a selection of meals. To be served no later than 7:00 PM.

4. Boxed dinner for 30 children, please provide a selection of meals. To be delivered no later than 7:00 PM.

5. Wi‐Fi readily available throughout conference times.

2.1.5 Conference: April 13th, 2019 – Youth Symposium

1. One (1) conference room, to comfortably accommodate 80 people in a banquet rounds setting and additional tables/chairs requested, 7:00AM – 10:00PM.

2. One (1) room for additional activities with tables and chairs. These rooms must be separate from the conference rooms.

3. Two (2) conference rooms, to comfortably accommodate 50 people in a banquet rounds setting and additional tables/chairs requested. These rooms must be separate from each other, 7:00 AM – 10:00 PM.

4. One (1) room for additional activities with tables and chairs. These rooms must be separate from the conference rooms.

5. Buffet style breakfast for 60 people, please provide a selection of meals. To be delivered no later than 8:00 AM.

6. Buffet style or boxed lunch for 60 people, please provide a selection of meals. To be delivered no later than 12:00 PM.

7. Buffet style dinner for 60 people, please provide a selection of meals. To be delivered no later than 6:00 PM.

8. Portable afternoon snack for 60 people, please provide a selection of meals. To be delivered no later than 3:00 PM.

9. 10 – 8’ tables and 50 chairs to be utilized in the main conference room for youth presentation.

10. Wi‐Fi readily available throughout conference times.

2.1.6 Conference: April 13th, 2019 – Volunteer Workshop

1. One (1) main conference room that can accommodate 100 adults in a rounds setting, full A/V, water, and coffee included, hours 6:00 AM – 11:30 PM.

a. Audio/Visual requirements for this conference room to include: one (1) podium, one (1) projector, and (1) projector screen, two (2) wireless microphones, and sound patch. A/V package to be included during all conference hours.

2. One (1) breakout room that can accommodate 50 adults in a rounds setting, hours 6:00 AM

– 12:00PM.

3. Three (3) childcare rooms to accommodate 10 children in each (350 sq ft minimum), water included, hours 6:00 AM – 11:30 PM.

4. Buffet style breakfast for 75 adults and 30 children, please provide a selection of meals. To be served no later than 7:00 AM.

5. Morning snack for 30 children, please provide a selection of meals. To be delivered no later than 10:30 AM.

6. Buffet style lunch for 75 adults, please provide a selection of meals. To be served no later than 12:00 PM.

7. Boxed style lunch for 30 children, please provide a selection of meals. To be served no later than 12:00 PM.

8. Afternoon snack for 75 adults, please provide a selection of meals. To be served no later than 3:00 PM.

9. Afternoon snack for 30 children, please provide a selection of meals. To be delivered no later than 10:30 AM.

10. Plated style dinner for 75 adults, please provide a selection of meals. To be served no later than 7:00 PM.

11. Boxed style dinner for 30 children, please provide a selection of meals. To be served no later than 7:00 PM.

12. Wi‐Fi readily available throughout conference times.

2.1.7 Conference: April 14th, 2019 – Youth Symposium

1. One (1) conference room, to comfortably accommodate 80 people in a banquet rounds setting and additional tables/chairs requested, 7:00 AM – 5:00 PM.

2. One (1) room for additional activities with tables and chairs. These rooms must be separate from the conference rooms.

3. Two (2) conference rooms, to comfortably accommodate 50 people in a banquet rounds setting and additional tables/chairs requested, 7:00 AM – 2:00 PM.

4. One (1) room for additional activities with tables and chairs. These rooms must be separate from the conference rooms.

5. One (1) conference room, to comfortably accommodate 100 people in a banquet rounds or classroom setting for youth presentation, 11:00 AM – 2:00PM. Podium requested to be available.

6. Buffet style breakfast for 60 people, please provide a selection of meals. To be delivered no later than 8:00 AM.

7. Buffet style lunch for 60 people, please provide a selection of meals. To be delivered no later than 12:00 PM.

8. Portable afternoon snack for 60 people, please provide a selection of meals. To be delivered no later than 1:00 PM.

9. Wi‐Fi readily available throughout conference times.

2.1.8 Conference: April 14th, 2019 – Volunteer Workshop

1. One (1) main conference room that can accommodate 75 adults in a rounds setting, full

A/V, water, and coffee included, hours 6:00 AM – 1:00 PM.

a. Audio/Visual requirements for this conference room to include: one (1) podium, one (1) projector, and (1) projector screen, two (2) wireless microphones, and sound patch. A/V package to be included during all conference hours.

2. Three (3) childcare rooms to accommodate 10 children in each (350 sq ft minimum), water included, hours 6:00 AM – 1:00 PM.

3. Buffet style breakfast for 75 adults and 30 children, please provide a selection of per diem meals. To be served no later than 7:00 AM.

4. Morning snack for 30 children, please provide a selection of per diem meals. To be delivered no later than 10:30 AM.

5. Wi‐Fi readily available throughout conference times.

2.2. Additional Conference Room Requirements are as follows:

1. All conference rooms must be located on the same property.

2. All conference rooms must be indoors.

3. Additional requested need to be separate from the conference rooms.

4. Cost will be inclusive of all taxes and service charges.

5. All setup and breakdown of tables and other vendor provided equipment will be conducted by the vendor.

2.3. The following is a breakdown of the by day lodging requirements:

2.3.1 ‐ April 10th, 2019

1. 7 double rooms

2. 6 single rooms

3. Rooms must be in close proximity for youth safety.

4. Lodging list will be provided within the release date requirements of this venue.

2.3.2 ‐ April 11th, 2019

1. 7 double rooms

2. 6 single rooms

3. Rooms must be in close proximity for youth safety.

4. Lodging list will be provided within the release date requirements of this venue.

2.3.3 ‐ April 12th, 2019

1. 57 double rooms

2. 60 single rooms

3. Lodging list will be provided within the release date requirements of this venue.

4. These rooms are inclusive of the rooms from the previous two nights.

2.3.4 ‐ April 13th, 2019

1. 57 double rooms

2. 60 single rooms

3. Lodging list will be provided within the release date requirements of this venue.

4. These rooms are the same from the previous night.

2.4. Lodging requirements are as follows:

1. 57 double rooms and 10 of the single rooms must be in close proximity for youth safety.

2. All conference rooms must be indoors.

3. All venue space must be located on the same property.

4. Cost will be inclusive of all taxes and service charges.

3.0 Requirements for Meals

3.1 Quantity and meals are provided in Section 2.1.1 ‐ 2.1.8 and are listed by date and time.

3.2 Following are examples of approved snacks

1. Goldfish crackers with apple slices

2. String cheese with fruit

3.3 The following is an example of main meals:

1. Chicken Wrap, bag of chips (baked preferred), fresh fruit (no grapes or strawberries), cookie or pudding cup, choice of white or chocolate milk

2. Taco Bar, Tortilla chips, salsa, fresh fruit (no grapes or strawberries), cookie or pudding cup, choice of white or chocolate milk

3. Pasta Bar, steamed veggies, fresh fruit (no grapes or strawberries), cookie or pudding cup, choice of white or chocolate milk

3.4 Special Requirements

1. Due to allergies and special needs, the following items will NOT be approved:

3.4.1.1 Nuts or seeds of any kind (peanut butter, 7‐grain bread, etc…)

3.4.1.2 Strawberries

3.4.1.3 Grapes

3.4.1.4 Hot Dogs

2. Vegetarian and gluten free options required with each order

3. Upon contract award, all meal times and menus will be approved and agreed upon.

4.0 Performance Standards

4.1 The vendor will provide no less than the required amount of conference rooms stated in this

PWS and the solicitation. If conference rooms, lodging or any other item identified in the

CLINs of the contract are “doubled allocated”, the vendor will ensure the government has precedence.

4.2 The vendor will ensure conference rooms are cleaned daily, to include, but not limited to, removal of trash, vacuuming, and overall cleanliness when the conference is not in session and prior to the next day’s session. Cleanliness standard is based on local and state sanitary requirements and will thus be enforced by local and state authority in addition to potential remedies of the contract if determined that space is not in compliance.

4.3 The vendor will be responsible for all preparation and/or delivery of food each day of the contract on time. “On‐time” is defined as prepped and ready for serving no later than 10 minutes prior to scheduled meal times.

4.4 Snacks will be replenished up to the agreed upon amount on a daily basis. “Agreed upon” refers to the amount that is stated in the vendors quote and approved by the government as described in the contract.

4.5 The vendor will ensure food is prepared in accordance will local and state regulations.

4.6 The vendor will provide conference rooms, meals and lodging in accordance with the PWS to include stated Special Requirements.

4.7 The vendor will provide no less than the required amount of rooms and occupancy requirements as stated in this PWS.

4.8 The vendor will ensure that lodging rooms are clean and sanitary based on local and state regulations.

4.9 The vendor will ensure all equipment requested in the solicitation and the PWS, as quoted on by the vendor, is in good working order.

4.10 The vendor will ensure that WIFI is readily available as described in the PWS.

4.11 The vendor will host a Site Visit, with the key personnel from the SMFS and Contracting

Office.

1. Site Visit will include the following:

4.11.1.1 Agenda

4.11.1.2 Viewing of Conference Rooms

4.11.1.3 Viewing of Lodging

4.11.1.4 Conceptual Layout of Buffet

4.11.1.5 Discussion of logistical requirements

2. The Site Visit will be conducted no later than 21 days prior to the start of the period of performance.

4.12 The vendor will provide any proposed changes or needed changes to the COR in a timely manner. No changes will occur prior to approval from the Contract Officer.

5.0 Deliverables – Post Award

5.1 No later than 2 business days after contract award the vendor will provide a confirmed POC to the government in order to establish a Site Visit. The Site Visit with include key personnel from the SMFS, contracting office and vendor.

5.2 The vendor will provide an agenda for the Site Visit to the government no later than 5 days prior to the Site Visit.

5.3 No later than 3 business days after receipt of the government’s lodging manifest, the vendor will supply a response in order to ensure rooms are reserved in accordance with the government’s requirements.

5.4 The vendor will provide a by meal, by day, menu to the government no later than 7 business days after contract award.

5.5 Any proposed changes are required to be reported to the Contracting Officer Representative prior to execution of a change. Any changes made by the vendor prior to approval by the

Contracting Officer or receipt of a modification from the Contracting Office will be at the vendor’s expense.

6.0 Contract Requirements and Government Points of Contact

6.1 Government Points of Contact:

Contracting Officer (KO):

Name Richard Harvey Title Contracting Officer Organization USPFO for Oregon Address 1776 Militia Way, Salem, OR 97309 Email Richard.a.harvey5.civ@mail.mil Phone 503.584.3773

Contract Specialist (CS):

Name Spencer Winn Title Contract Specialist Organization USPFO for Oregon Address 1776 Militia Way, Salem, OR 97309 Email Spencer.r.winn.civ@mail.mil Phone 503.584.3731

Contracting Officer Representative (COR):

Name TBD Title Organization Address Email Phone

6.2 Only a warranted Contracting Officer has the authority to issue modifications or otherwise change the terms and conditions of this contract. The Contracting Officer for this contract is

Richard A. Harvey

7.0 Contracting Manpower Recording Act (CMRA)

7.1 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.

7.2 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 2013. Contractors may direct questions to the help desk at http://www.ecmra.mil

7.3 Unit Identification Code (UIC) for the Requiring Activity: W8BAAA

7.4 Issuing Office DoDAAC: W912JV