A 02 - PWS - 2-135 Post II Venue Food.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Banquet Event: MN Army National Guard Yellow Ribbon Reintegration Program (YRRP) 34th MP Post I and 2-135 IN Post II Event

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 Banquet Services, as defined in this PWS.

1.1.1 Objectives N/A

1.2 Background: The YRRP Event is designed to provide resources and training for families to ease the deployment transition. The event shall be held in Minneapolis/St. Paul or the Twin Cities metro area or Mankato/Rochester Southern Minnesota area.

1.3 Period of Performance (PoP): The Period of Performance shall be a three day event on 13 August, 14 August 2021 and 15 August 2021 in Minneapolis/St. Paul or within a 20 mile commute of the Twin Cities metro area or Mankato/Rochester Southern Minnesota area. 12 August 2021 will consist of event setup and 13-15 August 2021 will consist of all event activities including Three (3) lunches.

1.4 General Information:

1.4.1 Place and Performance of Services: The Contractor shall provide a five (5) hour block of set up time anywhere between the hours of 12:00 p.m. to 10:00 p.m. on Thursday August 12th of the year 2021 and services between 6:30 a.m. to 6:00 p.m. on Friday August 13th of the year 2021, Saturday August 14th of the year 2021 and Sunday August 15th of the year 2021. The contractor shall at all times maintain an adequate work force 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.

1.4.1.1 Telework: The Government does not permit the contractor to telework in support of this requirement.

1.4.2 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).

1.4.3 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.

1.4.4 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.

1.4.5 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.

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:

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

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 The Contractor shall provide meeting space and banquet facilities all at the same location to support the event. Meeting space shall not be shared with open areas such as pools or recreation areas.

5.1.1 The Contractor shall provide on Friday August 13 of the year 2021 a Banquet Hall with a five hundred (500) person capacity for general session and one (1) lunch, Eleven (11) Conference Rooms for adult breakout sessions with a minimum of a one hundred and twenty (125) person capacity; four (4) rooms for childcare with a twenty five (25) person capacity not including the childcare providers; one (1) mother-baby room that is private and has access to electricity; (1) room that is private and available for 1:1 counseling; and (1) operations rooms (20’ X 20’ each) for storage of supplies for event. The Contractor shall provide on Saturday August 14 of the year 2021 and Sunday August 15 of the year 2021 a Banquet Hall with a one thousand one hundred (1100) person capacity for general session and one (1) lunch, ten (10) Conference Rooms for adult breakout sessions with a minimum of a one hundred and twenty (125) person capacity; four (4) rooms for childcare with a twenty five (25) person capacity not including the childcare providers; one (1) mother-baby room that is private and has access to electricity; (1) room that is private and available for 1:1 counseling; and (1) operations rooms (20’ X 20’ each) for storage of supplies for event.

5.1.2 The Eleven (11) Conference Rooms for adult breakout sessions shall have the seating capacity for a minimum of one hundred and twenty five (125) people with traditional classroom style seating to include audio and video provided by the Contractor; the government will provide the laptops for each conference room.

5.1.3 On Friday August 13 of the year 2021 the Contractor shall provide one (1) Banquet Hall capable of seating five hundred (500) person for general session and one (1) lunch session. Seating will be round tables with seating for 6-10 people per table. On Saturday August 14 of the year 2021 and Sunday August 15th of the year 2021 the Contractor shall provide one (1) Banquet Hall capable of seating one thousand one hundred (1100) person for general session and one (1) lunch session. Seating will be round tables with seating for 6-10 people per table. These banquet halls may be used for a portion of Requirement 5.1.2 if it is possible to set up for the adult breakout sessions in a timely manner to accommodate the proposed schedule of events.

5.1.4 The Contractor shall allow an initial walk through of facility once contract is awarded and a final walk through of facility on last business day prior to date of event. The Contractor will confirm the five (5) hour block of time for event setup and staging of equipment and supplies on Thursday 12th of August 2021 anywhere between 12:00 p.m. to 10:00 p.m. For example, 12:00 p.m. to 5:00 p.m., 5:00 p.m. to 10:00 p.m., etc. This must be written in the proposal.

5.1.5 The Contractor shall provide eight (8) skirted rectangular tables with two (2) chairs each for Registration in the vicinity of the lobby/conference area with access to electricity for participant registration prior to 6:30 a.m. on Friday August 13th of the year 2021, Saturday August 14th of the year 2021 and Sunday August 15th of the year 2021.

5.1.6 The Contractor shall provide an appropriate number of stands with signage to guide attendees from venue entrances to Banquet Hall and Conference Rooms, to be confirmed upon site visit with awarded venue.

5.1.7 If the Contractor has a board of events, the Contractor shall list the event and location.

5.1.8 The Contractor shall provide forty five (45) tables with two (2) chairs each in an open area for Providers/Vendors within close proximity of the Banquet Hall.

5.1.9 The Contractor shall provide an audio speaker system and viewing screen in Banquet Hall and Eleven (11) Conference Rooms capable of broadcasting from different sources (i.e. microphone, laptop, CD player, etc.). The contractor shall provide connectivity to the facilities audio systems or house sound.

5.1.10 The Contractor shall provide a lectern and podium for the Banquet Hall.

5.1.1.1 The Contractor shall provide one (1) wireless microphone in each room.

5.1.1.2 The Contractor shall provide Wi-Fi access for use by government support staff.

5.1.1.3 The Contract shall provide onsite parking for 20 support staff setup on 12th of August 2021 at no cost to the staff.

5.1.1.4 The Contractor shall provide event parking for an estimated Four hundred (450) vehicles on site on Friday the 13th of August 2021 at no cost to the attendees. Parking costs must be included in the quote. The Contractor shall provide event parking for an estimated nine hundred (900) vehicles on site on Saturday the 14th of August 2021 and Sunday the 15th of August 2021 at no cost to the attendees. Parking costs must be included in the quote. 5.1.1.4

5.1.1.5 The Contractor shall provide space for parking one (1) truck and one (1) trailer at no cost to the government on 12th of August 2021, 13th of August 2021, 14th of August 2021 and the 15th of August 2021 to include overnight parking.

5.1.1.6 The Contractor shall ensure the venue layout is coordinated and arranged and that industry standards of cleanliness and safety are a priority.

5.1.1.7 The Contractor shall provide a Site Layout Diagram for the venue to the Government no later than sixty (60) days prior to the event.

5.1.1.8 The Contractor shall provide a venue layout and parking Map to the Government no later than sixty (60) days prior to the event.

5.1.1.9 The Contractor shall provide (1) on-site event coordinator point of contact to provide continuity and (1) on-site technical support personnel for venue equipment.

5.2 The Contractor shall provide two (3) lunches for the event as follows:

5.2.1 The Contractor shall be responsible for all set-up and clean-up relating to meals and refreshments.

5.2.2 Times for the lunch meal will be determined during the event location site visit and the Government will still provide the vendor and attendance count of adult and children meals no later than two (2) week’s prior to event start date.

5.2.3 On Friday August 13th of the year 2021 five hundred (500) adult meals and twenty eight (28) meals for lunch shall be provided where kids’ meals shall be served in close proximity to their designated care room but separate from adult meal seating each day of the event. On Saturday August 14th of the year 2021 and Sunday August 15th of the year 2021 One thousand one hundred (1100) adult meals and Fifty nine (59) kids’ meals for lunch shall be provided where kids meals shall be served in close proximity to their designated care room but separate from adult meal seating each day of the event.

5.2.3.1 All meals shall include a protein, carbohydrate, fruit, and dessert and beverage options. (I.e. milk, water station and soda).

5.2.3.2 The Contractor shall provide a Meal Plan in their proposal for both the adult and children’s meals and a final meal plan no later than two (2) week’s prior to event start date.

5.2.3.3 The Contractor must have the ability to provide special dietary need meals for adults and children (i.e. gluten free, lactose intolerance).

5.2.3.4 Children meals will be consistent with USDA guidelines as noted at http://www.fns.usda.gov/cacfp/meals-and-snacks. Children beverages will be in the form of an individual container such as a juice-box or milk-box.

5.2.3.5 Foods that are recognized as choking hazards for children will not be accepted.

5.2.3.6 The contractor WILL provide a cost per plate for meals in initial proposal. The rate of per diem for the area should not be exceeded as it pertains to meals. The most up to date rates can be found at: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

5.2.3.7 The Contractor shall not impose a penalty upon the Government for food not consumed by participants per the initial contract attendance projection, providing the Government gives proper attendance count of adult and children meals, plus dietary restrictions, to the Contractor no later than two (2) week’s prior to the event.

5.2.3.8 The contract shall acknowledge all requirements above by including in proposal.

5.3 Payment of services:

5.3.1 All services provided for this event will be provided with no tax. Service charges need to be included into the original bid, not as a separate charge; no charges outside of these proposed will be paid.

5.3.1.2 No charges or penalty shall be imposed on the Government for an event cancellation if the COVID-19 CDC guidance remains to refrain from hosting events that meet the expected attendance of the event.

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).

Verification from 1SG Gamble

1SG Gamble

1SG Gamble

1SG Gamble

1SG Gamble

1SG Gamble

1SG Gamble

1SG Gamble

1SG Gamble

Single point of contact provided.

Verification from 1SG Gamble

1SG Gamble

1SG Gamble

1SG Gamble

5.2.3.6

Contractor provided a price per plate in proposal.

1SG Gamble

5.2.3.7

1SG Gamble

1SG Gamble

1SG Gamble

1SG Gamble

Ver. January 2021