A 02 - PWS - FPA Venue Food - ECAB_Final.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Banquet Event: MN Army National Guard Yellow Ribbon Reintegration Program (YRRP) Event 34th ECAB Family Preparation Academy

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.

1.2 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.

1.3 Period of Performance (PoP): The Period of Performance shall be a two day event on 21 August 2020 and 22 August 2020 in Minneapolis/St. Paul or within a 20 mile commute of the Twin Cities metro area. 21 August 2020 will consist of event setup and 22 August 2020 will consist of all event activities including one (1) lunch.

1.4 General Information:

1.4.1 Quality Assurance (QA): The Government shall 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 must 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) (defect rate(s)).

1.4.2 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 Friday August 21st of the year 2020 and services between 6:30 a.m. to 6:00 p.m. on Saturday August 22nd of the year 2020. The Contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.3 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 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.

1.4.4 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.

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 Contracting Officer (KO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor Contractor performance. Such appointment will be in writing and will state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

2.1.6 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.

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

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

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

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

2.1.11 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):

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 a Banquet Hall with a three hundred fifty (350) person capacity for general session and one (1) lunch, ten (10) Conference Rooms for adult breakout sessions with a minimum of thirty five (35) person capacity; four (4) rooms for childcare with a twenty (20) 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 ten (10) Conference Rooms for adult breakout sessions shall have the seating capacity for a minimum of thirty five (35) 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 The Contractor shall provide one (1) Banquet Hall capable of seating three hundred fifty (350) for general session and one (1) lunch session. Seating will be round tables with seating for 6-10 people per table. This banquet hall 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 Friday 21 August 2020 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 Saturday August 22nd of the year 2020.

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 ten (10) 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 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 21 August 2020 at no cost to the staff.

5.1.1.4 The Contractor shall provide event parking for an estimated three hundred fifty (350) vehicles on site on 22 August 2020 at no cost to the attendees. Parking costs must be included in the quote.

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 21 August 2020 and 22 August 2020 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 one (1) lunch 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 Four hundred (400) adult meals and forty (40) 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.

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. A list of choking hazards can be found at http://cfoc.nrckids.org/StandardView/4.5.0.10

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 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.

5.3.2 Contractor Manpower Reporting Application (CMRA):

5.3.2.1 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 via a secure data collection site.

5.3.2.2 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.

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

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar or http://farsite.hill.af.mil/

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or http://farsite.hill.af.mil/

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b) 01/23/2014 http://www.esd.whs.mil/Directives/issuances/dodm/

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9) August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

http://www.dtic.mil/whs/directives/corres/pub1.html

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors

03/07/2014 http://www.apd.army.mil/ProductMaps/PubForm/ArmyDir.aspx

AR 190-13

The Army Physical Security Program 02/25/2011 http://www.apd.army.mil/ProductMaps/PubForm/AR.aspx

Homeland Security Presidential Directive (HSPD)-12 Policy for a Common Identification Standard for Federal Employees and Contractors 08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDD 5400.11 Department of Defense Privacy Program 10/29/2014 http://www.dtic.mil/whs/directives/corres/dir.html#

DoD 5400.11-R Department of Defense Privacy Program 05/14/2007 http://www.dtic.mil/whs/directives/corres/pub1.html

DoDD 8140.01 Cyberspace Workforce Management

DoD 8570.01-M Information Assurance Workforce Improvement Program

AR 25-2

Information Assurance

AR 530-1

Operations Security

DoD 5220.22-M National Industrial Security Program Operating Manual 02/28/2006 (Change 2: 05/18/2016)

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, ¶ 2-4.b)

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

DD 1172-2

Application for Identification Card/DEERS Enrollment

I-9 Employment Eligibility Verification

DD 441

Department of Defense Security Agreement

DD 250

Material Inspection and Receiving Report

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).

SGT Hardin

SGT Hardin

SGT Hardin

SGT Hardin

SGT Hardin

SGT Hardin

SGT Hardin

SGT Hardin

SGT Hardin

Single point of contact provided.

Single point of contact provided.

Verification from SGT Hardin

SGT Hardin

SGT Hardin

SGT Hardin

5.2.3.6

Contractor provided a price per plate in proposal.

SGT Hardin

5.2.3.7

SGT Hardin

Ver. May 2018