2_PWS FINAL.pdf

PERFORMANCE WORK STATEMENT (PWS)

VTARNG Yellow Ribbon Post Deployment Event

1.0 General:

1.1 Scope: The contractor shall provide conference facilities and meals in support of the Vermont National Guard Yellow Ribbon Post Deployment Event. The contractor shall provide all facilities, personnel, food and beverages and all activity-specific equipment to perform the Yellow Ribbon Post-Deployment event as defined in this PWS.

1.2 Background: Yellow Ribbon post-deployment events are designed to facilitate successful and healthy reintegration in civilian life upon soldiers’ return from deployment. Pursuant to DoD Instruction 1342.28- Deployment events or activities and services will focus on providing a forum for addressing challenging behaviors related to operational stress and reintegration while the Reserve Component (RC) member is deployed. Deployment events should address decreasing isolation of the family or designated individuals during activation, mobilization, or deployment. Topics may include but are not limited to: special or spiritual programs, medical, dental, and mental health benefits, resiliency, Veterans’ Affairs (VA), Employer Support to the Guard and Reserves (ESGR), Veteran Support Officers (VSOs), community and financial information.

1.3 Period of Performance: The period of performance is 08 March 2025.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 0700 to 1730 on 08 March 2025. 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 work force are essential. The contractor shall effectively and efficiently provide a venue within Chittenden County, Vermont.

1.4.1.1 Telework: RESERVED

1.4.1.2 Unscheduled gate closures. RESERVED

1.4.1.3 Installation Regulations. RESERVED

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award.

After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

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. RESERVED

1.4.5.1 For contractors requiring Common Access Card (CAC): RESERVED

1.4.5.2 For contractors that do not require a CAC, but require access to a DoD facility or installation: RESERVED

1.4.5.3 Awareness Training (AT) Level 1: RESERVED

1.4.5.4 iWATCH Training: 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 Use of Government Information Systems (IS) and access to Government networks: RESERVED.

1.4.5.7 Army Training Certification Tracking System (ATCTS): RESERVED.

1.4.5.8 Information Assurance (IA) Training. RESERVED.

1.4.5.9 Information Assurance (IA)/Information Technology (IT) certification.

RESERVED.

1.4.5.10 Protection of Personally Identifiable Information (PII). RESERVED

1.4.5.11 OPSEC Training: RESERVED

1.4.5.12 OPSEC SOP/Plan. RESERVED

1.4.5.13 Access to Classified Information. RESERVED

1.4.5.14 Threat Awareness and Reporting Program (TARP). 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 Key Control. RESERVED.

1.4.6.2 Lock Combinations: RESERVED.

1.4.7 Special Qualifications: The contractor shall ensure food service personnel possess all required licenses for operating food service used in the performance of this contract. (NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified, and otherwise qualified to provide services.) Food preparations are conducted by employees who possess a current food handling certification. Contractor shall be compliant with the American Disabilities Act as defined by law. The venue must be a FEMA registered facility in accordance with http://apps.usfa.fema.gov/hotel/.

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 http://apps.usfa.fema.gov/hotel/ 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 Contracting Officer’s Representative (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: 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: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

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 they become 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 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 privets of contract with the subcontractor.

2.2 Acronyms:

AEI Army Enterprise Infrastructure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security AV Audiovisual BI Background Investigation CM Contract Manager COR Contracting Officer’s Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DSCA Defense Counterintelligence and Security Agency ESGR Employer Support of the Guard and Reserve FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services GSA General Services Administration HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RC Reserve Component SCR Service Contract Reporting SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence VA Veterans Affairs VSO Veteran Support Officers YR Yellow Ribbon

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, Equipment (CFP/M/E) and Services:

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.

4.1.1. Property / Facility: The contractor shall provide all conference space, including the following:

4.1.1.1. Main Conference Space

4.1.1.2. Breakout Session Rooms

4.1.1.3. Confidential Meeting Rooms

4.1.1.4. Youth Space

4.1.1.5. Event Registration Space

4.1.1.6. Event Coordinator Space

4.1.1.7. Parking Space

4.1.1.1. Main Conference Space: Main conference space tables and seating to accommodate 50 people configured in classroom or theater style. Set up with medium sized risers or fixed state/lectern or podium centered at head of the room, wireless microphones, projection screens, Audiovisual (AV)/carts/tables, AV connections to in-house sound and projector. Conference space to be configured 60 minutes prior to the start of sessions and audiovisual sound check to be confirmed 45 minutes prior to the start of the sessions.

4.1.1.2. Breakout Session Rooms (3 each): Set up tables and seating to accommodate up to 40 people in each classroom style room with water and snack service at the rear of the room. Contractor shall provide a large easel with self-stick easel pad, A/V capability, lectern/podium, projector, screen, in-house sound, and wireless microphone.

4.1.1.3. Confidential Meeting Rooms (2 each): Set up in office or lounge style with seating for four (4) people in each room.

4.1.1.4. Youth Space: Two (2) youth space rooms to accommodate up to 15 children and youth in each room (federal law requires 35 square feet per child). This space will host youth activities and curriculum for children aged 6-17. Rooms must be enclosed, indoor spaces with the capacity to comfortably accommodate movement, play, classroom activities, and water service. Room 1 set up with tables set in “U” shape with chairs around the outside, with an additional table set up in the front/top of “U” for activity facilitator. Room 1 includes A/V capability, lectern / podium, projector, screen, in-house sound and wireless microphones. Room 2 set up with a single table at the front, open space in the middle of the room, and chairs against the outside walls of the room. Youth Space shall be far enough away from the other meeting spaces that noise from activities held in the Youth Space will not be disruptive to activities being conducted in those other spaces.

4.1.1.5. Event Registration Space: Set up with twenty (20) skirted/dressed rectangular tables, preferably 6’, with two chairs per table as well as electricity capability. Event registration space shall be available for use for the duration of the event, located near main conference space, and easily accessible to event participants upon their arrival.

4.1.1.6. Event Coordinator Space: Set up to accommodate workspace with power for up to ten (10) computer stations, one (1) printer, and one (1) mini fridge to store breastmilk. Space shall be located near the main conference space and event registration area. The event coordinator must have the ability to lock this room.

4.1.1.7. Parking Space: Available for 50 attendees on 08 March 2025.

4.1.2. Services: Contractor shall provide continuous uninterrupted wireless internet service throughout all conference spaces and event rooms for the duration of the event.

4.2 Secret Facility Clearance: RESERVED

4.3 Contractor Security Clearance: RESERVED

5.0 Requirements:

5.1. Facility Setup and Breakdown: The contractor shall:

5.1.1 The contractor shall set up and breakdown all conference space and rooms ensuring availability 60 minutes prior to the scheduled start of event. Contractor shall have a point of contract available throughout the day to ensure all equipment is always operable. Contractor shall ensure that all meal service is available 10 minutes prior to scheduled service time.

5.1.2. Provide announcement boards at each hotel entrance, the main conference room, and all other meeting spaces to welcome and direct conference participants.

The COR will provide the exact wording of the announcement to the contractor no later than two days prior to the event.

5.2. Meal Service: The contractor shall:

5.2.1 Provide meal services on 08 March 2025. Total cost of meals, service, and any related gratuity or fees must remain at or below the per diem rate for meals for the venue area according to the U.S. General Services Administration (GSA). Fiscal Year 2025 Per Diem Rates for Vermont are listed in the following web link:

https://www.gsa.gov/travel?gsaredirect=per-diem-rates-ookup&action=perdiems_report&state=VT

5.2.2. Provide a buffet-style continental breakfast consisting of coffee, teas, (4) pastry options, (2) fruit options, and applicable condiments from 0830-0930 hours on 08 March 2025.

5.2.3 Provide hot lunch meal consisting of a minimum two (2) protein options, (2) carbohydrate options, two (2) vegetable options, one (1) dessert option, tea & water and applicable condiments. Buffet style or plated meals are acceptable. Approximately 15 meals for children up to 17 years old. Youth/Child lunches to be served in the Youth Activity rooms. Service hours are 1200-1300 hours on 08 March 2025.

5.2.4. Provide snacks twice daily consisting of a balanced, nutritional, and appealing to children up to 17 years old. Youth/Child snacks shall be served mid-morning and mid-afternoon in the Youth Activity rooms.

5.2.5. Provide water, coffee, tea, and nonperishable snacks throughout the day in a common area accessible from all conference rooms.

5.2.6. Contractor shall account for meals served to participants by providing a head count of attendees served for each meal service period at the end of the day to the

COR.

5.3. The government will provide contractor with a final count of persons (adults and children) to be served meals ten (10) days prior to the event. The contractor shall allow for up to 15% downwards shift in meal numbers.

**NOTE: The U.S. Government is not responsible for paying for Alcoholic beverages**

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

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsef ar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarsp gi/current/index.html or https://www.acquisition.gov/dfars Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/tr avelreg.cfm

AR 530-1

Operations Security 09/26/2014 http://armypubs.army.mil/ProductMaps/

PubForm/AR.aspx https://www.gsa.gov/travel?gsaredirect=per-diem-rates-ookup&action=perdiems_report&state=VT https://www.gsa.gov/travel?gsaredirect=per-diem-rates-ookup&action=perdiems_report&state=VT https://www.acquisition.gov/?q=browsefar https://www.acquisition.gov/?q=browsefar http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html https://www.acquisition.gov/dfars http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 525-13

Antiterrorism

12/09/2019 http://armypubs.army.mil/ProductMaps/ PubForm/AR.aspx

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

DD 250

Material Inspection and Receiving Report

Aug 2000 https://www.esd.whs.mil/Directives/forms/dd0001_0499/

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).

Performance Objective Performance Standard Acceptable Quality Levels (AQL)

Surveillance Method / By

Whom

Provide Conference Space and Parking IAW PWS paragraphs: 4.0 thru 4.1.7; 4.1.2; and

5.1.1 thru 5.1.2

Conference space is set up and configured to support the event 30 minutes prior to the start of sessions.

No more than two instances of event space not being ready 30 minutes before the session to begin in it.

Observation

/ COR

Provide Equipment IAW PWS paragraphs:

4.0-4.1.2

Conference equipment, audiovisual and internet service is provided and configured to support the event 30 minutes prior to event start.

No more than one instances of inoperable equipment or services within the scheduled usage time frames.

Observation

/ COR

Provide Meal Service IAW PWS paragraphs:

5.2 thru 5.2.6

Meal service areas set up and food ready for service 10 minutes prior to scheduled start

No more than one instance of meals set up less than 10 minutes prior to the scheduled start.

Observation

/ COR

TECHNICAL EXHIBIT 3

Estimated Workload Data

This information is provided but is not a guarantee of workload quantities.

ITEM NAME ESTIMATED QUANTITY

1 Continental Breakfast 08 March 2025 65 2 Adult Hot Lunch 08 March 2025 50 3 Child Hot Lunch 08 March 2025 15

Estimated headcount may decrease by up to 15%.

Government to provide final headcount numbers 10 days prior to event.

3.4 Services: RESERVED