116th Richmond Yellow Ribbon PWS (Final).docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Virginia Army National Guard Yellow Ribbon Event Services

1.0 General: The Virginia Army National Guard will conduct a base period Yellow Ribbon initial event in Richmond VA on September 19, 2026. The Virginia Army National Guard will also tentatively conduct an option period Yellow Ribbon concluding event in Richmond VA on or around January 2028. Specific requirement dates for the option period are currently unknown but will be provided to the contractor no less than 90 days prior to the event date. For each of these events there will be an estimated 1150 attendees and staff. This event will equire lodging, event space, catering, parking, audio/visual, and childcare services. Other than specific dates, all services will require the details listed in this PWS to include quantities, performance period (in days and hours), etc.

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 lodging, event space, catering, parking, and audio/visual services, as defined in this PWS.

1.1.1 Reserved.

1.2 Background: The Yellow Ribbon Reintegration Program was established by congress in 2008 and subsequently mandated for the various services by their components. The event is intended to provide a suitable environment for service members and their families or invited guests to learn about deployment and resilience resources.

1.3 Period of Performance (PoP)

1.3.1 The base PoP for the following services shall be:

(a) Lodging: September 18, 2026, to September 20, 2026.

(b) Event Space: September 18, 2026 (only for prepping purposes), to September 19, 2026.

(c) Catering: September 19, 2026.

(d) Parking: September 19, 2026.

(e) Audio / Visual: September 19, 2026.

(f) Childcare: September 19, 2026

1.3.2 The option PoP for the following services shall be:

(a) Lodging: TBD

(b) Event Space: TBD

(c) Catering: TBD

(d) Parking: TBD

(e) Audio / Visual: TBD

(f) Childcare: TBD

1.4 General Information:

1.4.1 Place and Performance of Services:

1.4.1.1 The contractor shall provide lodging services from 3:00 pm on September 18, 2026 to 1:00 pm on September 19. 2026 Eastern Standard Time (EST).

1.4.1.2 The contractor shall provide event space, catering, audio/visual services, and childcare services on September 19, 2026 between the hours of 6:00 am – 6:00pm EST. The contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.4.1.1 Reserved.

1.4.1.2 Reserved

1.4.1.3 Reserved

1.4.2 Reserved.

1.4.3 Reserved.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 Reserved.

1.4.5.2 Reserved.

1.4.5.3 Reserved.

1.4.5.4 Reserved.

1.4.5.5 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.6 Reserved.

1.4.5.7 Reserved.

1.4.5.8 Reserved.

1.4.5.9 Reserved.

1.4.5.10 Reserved.

1.4.5.11 Reserved.

1.4.5.12 Reserved.

1.4.5.13 Reserved.

1.4.5.14 Reserved.

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

1.4.6.1 Reserved.

1.4.6.2 Reserved.

1.4.7 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 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 to the KO. 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 COR , 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: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.10.1 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 Reserved.

0. 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 participating in subsequent contracted requirements which may be affected by the OCI.

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

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

2.1.4 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.

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

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

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

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

2.1.9 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:

NONE.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): rental of services for one (1) event space, one (1) conference room, one (1) resource provider area, two (2) counseling rooms, two (2) childcare rooms, one (1) youth room, audiovisual equipment, and supplies for catering.

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.

4.2 Reserved.

4.3 Reserved.

5.0 Requirements:

5.1 General.

5.1.1. The contractor shall provide a safe and crime-free environment.

5.1.2. The contractor shall protect controlled unclassified information, including, but not limited to, training times, dates of stay, specific number of personnel, individual credit card information, etc., pertaining to daily operations. The COR will provide the contractor with what information needs to be protected, why it needs to be protected, and how to protect it. The contractor shall notify the Government within eight hours of knowledge that secure information has been comprised. The contractor shall be liable for all associated recovery costs. The contractor shall be responsible for all costs associated with recovery.

5.1.3. Exterior doors for entrance to the hotel/motel facility shall have controlled secure access.

5.1.4. The Government is not responsible for incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices, etc. Incidental expenses are the responsibility of the guest.

5.1.5 The federal Government is tax exempt.

5.1.6 The contractor shall provide a representative on-site throughout the duration of the event. This representative shall have the authority to make decisions and bind the contractor should changes be necessary.

5.1.7 Within one week of award of the purchase order, the contractor shall schedule a meeting and site visit with the applicable Government representative to coordinate the structure and layout of the event in terms of lodging, event space, meals and parking. The meeting and site visit shall be conducted as early after award as contractor and Government schedules allow, but no later than five days prior to the scheduled event. Any changes to the purchase order discussed which require an increase in quantity, cost, or changes in the event or performance requirement, are not authorized unless the contractor receives written changes from a warranted Contracting Officer of the Virginia Army National Guard.

5.2 Lodging.

5.2.1. The contractor shall provide one hundred and fifty (150) sleeping rooms on Friday, September 18, 2026. The contractor shall provide seventy-five (75) sleeping rooms Saturday September 19, 2026. The contractor shall reserve this block of sleeping rooms designated “VA ARNG Yellow Ribbon Attendees” for the Virginia Army National Guard. The room numbers shall be provided to the designated Government representative. The Government representative will determine eligibility prior to check-in by hotel representative. The Government will not be responsible for incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices etc. and will be the responsibility of the guest and their family members. Double occupancy rooms are required. Double occupancy rooms shall contain two beds (king, queen, or double). Roll-away beds and pullout sofas are not considered double occupancy rooms.

5.2.2 Lodging shall be located at the event site, or no more than a quarter mile (.25 mi) from the event site.

5.2.3 The contractor shall provide an additional (10) rooms that shall be reserved for the Virginia Army National Guard staff members on (September 18, 2026). The contractor shall reserve this block of sleeping rooms under "VA ARNG Yellow Ribbon Staff". All staff attending will make individual room reservations using the appropriate reservation code and their personal or Government issued credit card. No staff rooms shall be charged against this contract. The room numbers blocked shall be provided to the designated Government representative.

5.2.4. If the following lodging room standards are not met, the contractor shall, within 30 minutes of notification of room condition, provide an alternate room meeting required standards. The alternate room shall be provided at no additional cost to the Government.

5.2.4.1 Rooms shall be clean and smoke free hotel/motel rooms meeting industry and Federal Emergency Management Agency (FEMA) standards.

5.2.4.2 Rooms shall comply with all Municipal, State, and Federal environmental, health, and safety standards.

5.2.4.3 Clean linens, meeting industry standards shall be provided.

5.2.4.4 All rooms shall include standard accommodation including telephone, internet access, television with cable or streaming access, hair dryer, iron and ironing board, and an alarm clock.

5.2.4.5 Rooms shall have functioning heating or cooling (according to the season) and ventilation necessary to maintain comfort for the guests.

5.2.4.6 Rooms shall include a bathroom which is clean, sanitary, and contains a working shower or shower/tub combination with shower doors or curtains, toilet, and mirror. Additionally, the bathroom shall have adequate lighting and grounded electrical outlets.

5.2.4.7 All rooms shall be secured and access limited to occupants, the COR (for assistance with command/leadership welfare checks) cleaning staff, and management, in case of emergencies.

5.2.4.8 All entrance doors to guest rooms shall have interior security locks, either deadbolt or double locking locks, and an entrance peep hole. If the guest room has sliding glass or French Doors, they shall be equipped with an effective and working locking device.

5.2.4.9 A minimum of two room keys shall be provided for each double occupancy room.

5.2.4.10 Rooms with ground floor exterior doors are not permitted.

5.2.5 Individual reservations for this event are not authorized. To ensure rooms are not double booked, guests who contact the hotel directly for room reservations shall be referred to the Contracting Officer’s Representative (COR). If a guest reserves a room individually after being referred to the COR, he/she is responsible for their own lodging cost, taxes, incidental costs, etc.

5.2.6 The Government may cancel or modify reserved rooms under a designated block up to 72 hours prior to the event with no penalty or cost for cancellation. The contractor may invoice for reserved rooms not used and unable to be “sold” after the 72-hour window closes. For example, if the Government modifies the room reservation on Tuesday prior to Friday check-in from 15 rooms to 10 rooms, but on Thursday prior to check-in two additional rooms are cancelled, the contractor may bill the Government for 10 rooms when only 8 rooms were used by the Government, unless the contractor is able to sell the two rooms to someone else.

5.2.7. Late checkout shall be accommodated at no additional cost.

5.2.8 The contractor shall provide adequate staff at the hotel front desk during check-in/registration to ensure attendees are promptly served.

5.3 Event Rooms and Spaces

5.3.1 Event Space.

5.3.1.1 If the following event space standards are not met, the contractor shall, within one hour of notification of non-compliance, provide an alternative event space meeting required standards. The alternate space shall be provided at no additional cost to the Government.

5.3.1.2 All required meeting space must be provided at one location and include Wi-Fi services.

5.3.1.3 Space shall be considered official meeting rooms and not open to the public.

5.3.1.4 Room spaces shall NOT contain pillar(s) and/or structural objects which may obstruct an attendee's view or be a safety hazard.

5.3.1.5 All rooms shall be walled spaces with doors that are able to be secured. No pipe and drape adaptations are to be utilized to accommodate required space.

5.3.1.6 Screen(s) shall be large enough and properly positioned to ensure all attendees can easily view presentations.

5.3.2 General Session:

5.3.2.1 Shall include tables and chairs to accommodate all attendees.

5.3.2.2 Shall include a podium(s), microphone(s), wireless lavalier(s), hand-held microphone, audio sound system, projector screen, projector, equipment cart, wi-fi internet service, audio-visual technology, stage and stairs OR riser, and a notepad and pen per attendee. Other than notepads and pens, these items shall be available for Government use from September 18, 2026, 4:00 pm EST, through September 19, 2026, 6:00 pm EST. Note: Use of the conference room on September 18, 2026 is for planning purposes only; therefore, full set-up is not required.

5.3.2.3 Registration tables with two (2) chairs per table shall be provided outside of General Session rooms. The set-up location of the registration tables will be determined at time of the site visit.

5.3.2.4 Shall be large enough to comfortably accommodate 1150 guests at the same time.

5.3.3 Resource Advisor/Vendor Area

5.3.3.1 Shall include space to comfortably include up to 30 six-foot rectangular, skirted tables with two chairs each. The area shall allow for space to accommodate vendors or staff set-ups and attendees to comfortably move around and gather information.

5.3.3.2 Shall be available for Government use from 7:00 am EST, on September 19, 2026.

5.3.4 Youth Room

5.3.4.1 The space shall provide a minimum area of 20 sq. feet per person and accommodate at least forty 40 youths, ages 11-17.

5.3.4.2 Shall be set with round or rectangular tables with six chairs per table.

5.3.4.3 Shall include a projector and projector screen or television / monitor.

5.3.4.4 Shall be available for Government use from 6:00 am – 6:00 pm EST, on September 19, 2026

5.3.5 Counseling Rooms

5.3.5.1 The contractor shall provide two (2) rooms, each with at least one (1) table and four (4) chairs.

5.3.5.2 Each room shall be located separate from all other event rooms. The space shall provide a quiet, inviting, and comfortable environment.

5.3.5.3 Shall be available for Government use from 6:00 am – 6:00 pm EST on September 19, 2026.

5.4 Catered meals.

5.4.1 The contractor shall provide a working lunch for approximately 1016 adult and teenage participants on September 19, 2026 at 12:00 pm EST. The lunch shall be served plated in the form of a buffet or individually served in the general session room.

5.4.2 The contractor shall provide lunch for approximately 135 children ages 0 to 11 on September 19, 2026, at 12:00 pm EST. The lunch shall be served plated in the form of a buffet or individually served in the general session room, childcare rooms, or a combination of both.

5.4.3 The contractor shall be compliant with all Federal, State and local laws, regulations, policies, permits and insurance pertaining to the appropriate food industry.

5.4.4 Meals shall include a choice of entrée (two meat and one vegetarian option), a vegetable, a starch, bread, non-carbonated beverages, and assorted desserts. The contractor shall be able to accommodate allergies to include but not limited to (gluten, nut, artificial sweetener, halal/kosher). The specific menu provided by the contractor shall be included in the contract award.

5.4.5 In addition to the requirements identified in 5.4.4, meal requirements for children ages 11 and under shall be child-friendly (i.e. chicken tenders/fingers, pizza, fries, macaroni and cheese, bread sticks, etc.). The specific menu provided by the contractor shall be included in the contract award.

5.4.6 The contractor is responsible for all set up and cleaning up related to the required meals.

5.4.7 The Government will provide a final meal count not less than 5 working days prior to the event. The Government will provide vegetarian and allergy entrée numbers with the final meal count.

5.4.8 The contractor shall not impose a penalty upon the Government for food not consumed by attendees, provided the Government gives proper personnel count to the contractor.

5.4.9 The contractor shall be compliant with all food and safety issues. Meals not meeting food industry guidelines (i.e. temperature, storage, etc.) shall be replaced within 15 minutes of notification by the COR at no additional cost to the Government.

5.5 Parking.

5.5.1 If the following standards are not met, the contractor shall, within 30 minutes of notification of non-compliance, provide alternate parking meeting required standards. Alternate parking shall be provided at no additional cost to the Government.

5.5.2 Parking lots shall be equipped with lighting to ensure the safety of occupants and their belongings.

5.5.3 The Government can cancel/modify parking up to 48 hours prior to the event at no cost.

5.5.4 If parking is not within walking distance of the event and/or lodging facility, defined as no more than a quarter mile (.25 mi) of the facility without having to cross a highway or high traffic (major) intersection of the event venue, the contractor shall provide transportation to and from the venue and hotel at no additional cost to the Government or guest.

5.5.5 A reserved parking area list/map shall be provided to the COR no later than 15 calendar days prior to the event.

5.5.6 The contractor shall provide parking a parking area to accommodate at least 1150 guests.

5.6 Audio/Visual Support.

5.6.1 The contractor shall provide at least one (1) podium), two (2) dynamic microphones, two (2) wireless lavalier microphones, (1) audio sound system, one (1) projector screen, one (1) projector, (1) equipment cart, and Wi-Fi internet service. All items / services shall be fully-functionable.

5.6.2 The podium shall have a dynamic microphone holder.

5.6.3 The dynamic and wireless lavalier microphones, as well as the projector’s output shall work in coordination with the audio sound system.

5.6.4 The projector shall possess the brightness and resolution required to project clear images in bright lighting. The projector shall have at least one (1) HDMI input.

5.6.5 The Wi-Fi internet service shall be able to support the devices of all attendees and staff.

5.6.6 The Contractor shall provide a technical subject matter expert who will remain on- site between the hours of 6:00 am – 6:00 pm EST, on September 19, 2026 to address any technical issues with the podium, dynamic microphones, wireless lavalier microphones, audio sound system, projector screen, projector, equipment cart, wi-fi internet service, and audio-visual technology.

5.6.7 Non-functioning equipment shall be replaced at no additional cost to the Government not later than 15 minutes prior to the event start time or within 30 minutes after COR notification if during the scheduled event time.

5.6.8 Audio visual equipment shall be set up and an equipment sound test performed with the COR on the day prior to the event. In the event equipment and sound tests are unable to be performed the day prior, the test shall be performed at least one hour prior to the event start time.

5.6.9 The Government shall be permitted to bring and set up its own laptop computers with Microsoft PowerPoint applications, and printers to be used in conjunction with contractor-provided equipment.

5.6.10 The Government shall be permitted to connect its equipment to the contractor’s electrical outlets and facilities, at no additional cost to the Government for use of contractor’s electrical service.

5.7 Childcare Rooms

5.7.1 One childcare room shall accommodate up to 50 children, ages 0-5.

5.7.2 One childcare room shall accommodate up to 85 children, ages 6-10.

5.7.3 Each room shall have a minimum size of 20 sq. feet per child.

5.7.4 Shall be set with ten (10) tables (round or rectangle) with eight (8) chairs per table

5.7.5 Shall be available for Government use from 6:00 am – 6:00 pm EST, on September 19, 2026.

5.7.6 Each room shall include at least one (1) television or monitor.

5.8 Childcare

5.8.1 The contractor shall monitor and supervise approximately 50 children 0-5 years old and 85 children 6-10 years old.

5.8.2 The contractor shall provide organized children activities such as arts and crafts, education, social interaction, and media.

5.8.3 The contractor shall ensure a provider to child ratio of at least 1:5 regardless of age.

5.8.4 The contractor shall provide all equipment and supplies required to care for and entertain the children (e.g., changing tables, playpens, nap pads, toys, books, puzzles, crayons, etc.).

5.8.5 The contractor shall execute an hourly schedule of activities for children ages 2 to 10. The schedule shall include age-appropriate activities to keep the children engaged throughout the day. The schedule shall also be posted in the childcare room.

5.8.6 The contractor shall have a sign-in roster for parents/guardians to complete when the children are brought to the childcare area. The roster shall include an area where the individual dropping off the child (ren) will annotate a phone number and name for individuals authorized to sign-out their child (ren). In addition, the contractor shall ensure all children are continually accounted for by having a sign-in/out procedure in place. An individual authorized on the sign-in roster must sign all children in and out of the childcare area. The roster (or another acceptable form) shall allow parents/guardians to annotate any known allergies and/or special needs.

5.8.7 The contractor shall not administer medications of any kind.

5.8.8 The contractor’s primary on-site contact shall provide a cellular phone number to the COR and all parents whose children are receiving childcare services. The contractor’s primary on-site contact will have the cell phone on him/her at all times in case of an emergency.

5.8.9 Childcare services shall take place at the same location as the Yellow Ribbon Event.

5.9 Site Visit (Pre-Event)

5.9.1 The contractor or contractor’s authorized representative shall meet with the COR and Yellow Ribbon Staff at the event location no later than ten (10) calendar days prior to the scheduled event.

5.9.2 During the site visit, the Yellow Ribbon Staff will meet with the contractor or authorized representative and receive a tour of the venue to include the conference room, resource provider area, counseling rooms, childcare rooms, youth room, audio / visual equipment, and the event’s parking area.

*****IMPORTANT FOR 3rd PARTY VENDORS (Event Planners, etc.) *****

The Government is bound by the terms and conditions of the award issued to the contractor identified on page 1 of the Standard Form (SF) 1449, Block 17a. The Government is NOT bound by the terms and conditions agreed upon by the lodging/event facility, childcare company, catering and/or aaudio-visualcompany and the contractor identified on the SF1449. With the exception of payment terms, any deviation from the performance requirement must be submitted as an alternative at the time quotes are submitted. The Government may or may not accept the alternative term or condition; therefore, if a company is unable to accept an award unless the alternative is accepted it must be clearly annotated on the quote. Examples of such scenarios are provided below.

1. While the Government is tax-exempt, third-party vendors are responsible for paying applicable taxes in accordance with their contractual agreements. A tax exemption form will not be provided by the Government directly to the lodging/event facility, caterer, etc. should award be made to a third-party vendor, nor will the Government complete a tax exemption form on behalf of the third-party vendor. Pricing should take this into consideration.

2. Payment is made to the vendor who is awarded a Government contract. The Government will make payment in accordance with the Prompt Payment Act after services have been received. Advance payment by the Government is not authorized. The third-party vendor is responsible for payment in accordance with their contractual agreement regardless of when payment is made by the Government. For example, if the third-party vendor's contractual agreement with the hotel is for a deposit of 20% ten days prior to the event, the third party is responsible for the deposit. The Government will not make an advance payment to the contractor in order for the deposit to be made.

3. Final counts will be provided in accordance with award issued by the Government. Should an agreement between a third-party vendor and hotel, childcare company, caterer, etc. include different cutoff dates for final counts, the Government is not responsible for any differences, nor will the Government attempt to estimate what the final count will be in advance.

4. During the event, the contractor shall have their own personnel on-site for coordination. Government personnel will not directly address or negotiate with suppliers/vendors as there is no privy of contract.

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

Publication (Chapter/Page)

Federal Acquisition Regulation:

FAR Subpart 22.17

6.1 Reserved.

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

5.2.1

Provide Lodging The contractor shall provide clean and maintained sleeping rooms, with toilet and shower/tub facilities, with two (2) beds (king, queen, or double).

per room.

Meets the PWS and contract standards and specifications. If rooms do not meet the standard, the contractor shall arrange for alternative lodging within 30 minutes at no additional cost to the Government Random Monitoring/ COR

5.3

Provide Event Space

Alternative event space must be provided within one hour of deficiency notification.

Random Monitoring/ COR

5.4

Provide Catered Meals

5.6.1 and 5.6.6

Provide and Manage A/V Equipment

5.8.1

Provide Childcare The contractor shall monitor and supervise approximately (50) children 0-5 years old and (85) children 6-10 years old.

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS

Reference / Deliverable Title

5.2.2 and 5.2.3 / Blocked Room List

No later than fifteen

(15) calendar days before the event start

5.5.5 Reserved Parking Area List No later than fifteen

(15) calendar days before the event start date

Ver. October 2022