Master_PWS_for_YR_events.docx

PENNSYLVANIA NATIONAL GUARD

Yellow Ribbon Reintegration Program BLDG 14-109 Ft. Indiantown Gap, Annville, PA

Performance Work Statement (PWS) Army National Guard Yellow Ribbon Event

Responsibilities: This Performance Work Statement (PWS) is established to identify the responsibilities of a Contractor to provide venue, equipment, food and beverage for the event.

Contractor must be current on http://www.SAM.gov at the time of the event or be approved prior to in order to be paid by the National Guard.

Performance: The Contractor shall perform the tasks identified herein and any provided performance standards and comply with all applicable Federal, state and local laws, DOD policy, instructions and regulations, and any other applicable guidelines.

Performance requirements:

Event: Post deployment Yellow Ribbon event for 500 military & family members per day. Either 1 venue capable of splitting the audience into 2 generally equal groups or 2 separate venues of similar quality are required both April 6th and 7th Date: April 6th and 7th Location: Shall be within a 5-mile radius of 17103 or 15-mile radius of 17033 Estimated number of participants: 600 attendees and 30 staff and vendors

Facility:

· Secure and safe location with reasonably limited public access or disruption.

· Plentiful and free parking on site either in a lot or garage or deck. If there is not adequate free onsite parking at the venue, a bus or shuttle service will be required to pick up attendees at an agreed location and bring them to the venue with everyone arriving by 0845. The shuttle service will also have to bring attendees from the venue back to their parking area starting at 1500

· Large indoor meeting space capable of being setup for the desired audience size(s) using tables and chairs classroom or banquet style. Chairs only or “theatre style” is not preferred. An auditorium with fold out desks is acceptable for the meeting space only and must have a separate table and chairs room setup for lunch.

· 1 private room to be used for one-on-one counseling setup with tables and chairs able to seat 5 people.

· 1 room within the same building as the main room for child care. This room should be big enough or able to be divided with a partition for childcare of children ages 0-5. The room should be big enough to hold 30 children for the duration of the event. The room must have lighting control. The Yellow Ribbon program will coordinate DoD approved childcare.

· 1 room within the same building as the main room for youth activities. Separate from childcare will be youth activities for children ages 6 to 17. The room must have tables and chairs for up to 30 youths and have lighting control.

· Open space or a separate room set up with 15 6 foot rectangular tables and two chairs for exhibitors each day of the event.

· AV: A computer with CD tray, slide advancer, projector(s), screen(s), a/v cart or small table, podium, access to electrical outlets, extension cords, and wireless microphone setup in the meeting area through entire event. Additional TVs or projectors throughout the room as needed. A platform or stage for the presenter if needed for large audiences.

· Tables will have linens and not plastic coverings.

· Restrooms must be available and in good working order and supplied with enough toilet paper, paper towels (if no air dryers), hand soap for the entire group for the scheduled length of the event. Restrooms must be conveniently located close to all rooms being utilized for the event.

· Trash bags, cans, and trash service that will reasonably support the event size.

Registration:

· The Yellow Ribbon representative can provide the Contractor with regular updates of anticipated number of attendees, children, and exhibitors as needed.

Staffing:

· Contractor shall provide a primary point of contact to coordinate all planning and approvals with the YRRP regarding the event and be able to maintain reasonably regular contact and response times.

· Contractor shall provide, a primary point of contact to handle any issues or changes to the event the day of the event and throughout the entire event.

· Contractor shall setup required rooms prior to the start of the event, test AV equipment and be responsive to any unanticipated AV issues, setup buffet meals and drinks. Contractor is not required to plate food and drinks unless required by Contractor or venue policy.

· Contractor shall be responsible for clean-up up after end of event

· Contractor shall be responsible for trash cans or bags and refill as necessary throughout entire event.

Meals:

· Beverage service all day beginning 30 minutes prior to sign in time and refreshed throughout the day. Beverage service should at a minimum be regular and decaf coffee, and iced water or refrigerated water bottles.

· Provide at minimum beverages such as water and juice in the childcare room and restock as necessary.

· Breakfast: Provide a continental buffet breakfast each morning. The breakfast items will be approved by the Yellow Ribbon Program Coordinator.

· Lunch: Lunch must be a buffet and be served, eaten, and cleaned up in 1 hour.

· Lunch menu options shall include a hot plated meal, and a sandwich/wrap/boxed lunch or similar option

· Lunch options must include a hot plated entre with starch and vegetable sides, a salad with at least 2 dressing options, and 2 desserts. The entre menu option for lunch will also include a sandwich or wrap entre or boxed lunch style option. Beverage options in addition to the beverage service must accompany lunch.

· All lunch meals must have a vegetarian option. Any individual food allergies or dietary restrictions will be communicated by the government point of contact to the contractor and shall be accommodated.

· Provide all necessary serving and eating utensils, napkins, cups, plates, and bowls.

Terms and Conditions: All requests made for services and/or supplies that would alter the cost of the contract can only be made by Pennsylvania National Guard Contracting Officer. No one else including the Yellow Ribbon staff is authorized to obligate the Government.

Yellow Ribbon Event Agenda

6-7 April 2019

*UTC = Until Complete