ATCH_1_PWS 1-113 CAV Pre-Deployment 16 August 2020_KO Approved.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

1-113th CAV Yellow Ribbon Pre-Deployment Event

1.0 General:

1.1 Scope: The contractor shall provide all personnel, facilities, equipment, tools, materials, and supervision necessary, except as specified in Paragraph 3.0 as Government Furnished, to provide sleeping rooms, meeting spaces and meals for a 1- 113 CAV Yellow Ribbon Pre-Deployment Event, as defined in this PWS.

1.2 Background: The Warrior and Family Services Branch (WFSB) is a Joint Force initiative that serves as the foundation for support to families of the Army and Air National Guard members. As the Guard faces an unprecedented increase in military activity and deployments, it is more vital than ever to ensure that families are prepared for the stresses of deployment and supported throughout the entire deployment cycle.

The WFSB acts as a network that allows families to mutually support one another. By providing families with information, resources, and support, the program strengthens both the unit and its Service Members.

1.3 Period of Performance (PoP): The Period of Performance shall be 15-16 August 2020.

1.4 General Information:

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

The contractor shall not perform services on these days:

1.4.1.1 New Year’s Day: January 1st

1.4.1.2 Martin Luther King, Jr.’s Birthday

1.4.1.3 President’s Day

1.4.1.4 Memorial Day

1.4.1.5 Independence Day: July 4th

1.4.1.6 Labor Day

1.4.1.7 Columbus Day

1.4.1.8 Veteran’s Day: November 11th

1.4.1.9 Thanksgiving Day

1.4.1.10 Christmas Day: December 25th

1.4.2 Place and Performance of Services: The contractor shall provide services between the hours of 3:00 pm (or hotel check in) on Saturday, 15 August 2020 and 6:00 am – 5:00 pm on Sunday, 16 August 2020. The event will be located within 5 (five) miles of Des Moines, Iowa. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

1.4.3 Security Requirements. The contractor shall comply with all applicable state and local law and codes to ensure the safety and security of event participants and their property, as well as internal business practices for physical and procedural measures to ensure physical and information security. Examples include maintaining processes and procedures for background checks of employees and subcontractors, if applicable.

1.4.3.1 Protection of Personally Identifiable Information (PII). The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall notify the Iowa National Guard Point of Contact (POC).

1.4.4 Physical Security. The contractor shall provide for physical security of Iowa National Guard service members, family members and others, as well as Iowa National Guard property, associated with the event in accordance with its standard business practices, physical and procedural security measures, and existing coordination measure with law enforcement and other emergency response agencies.

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

2.1.3 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:

CFP/M/E Contractor Furnished Property/Material/Equipment CMRA Contractor Manpower Reporting Application GFP/M/E/S Government Furnished Property/Material/Equipment/Services

POC Point of Contact PWS Performance Work Statement WFSB Warrior Family Services Branch

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):

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 Participate in a coordination meeting on a mutually agreed upon date and time after the award date to discuss any additional details between the Yellow Ribbon staff and the event center staff, including event setup and audio visual checks. The awarded vendor shall provide a representative to attend this coordination meeting and to be available during the contract period of performance.

5.2 Provide lodging (sleeping rooms) and meeting rooms to support the 1-113 CAV Yellow Ribbon Pre-Deployment Event to be held on 16 August 2020.

5.2.1 Lodging Requirements:

5.2.1.1 26 sleeping rooms are required on Saturday night, 15 August 2020.

5.2.1.1.1 10 rooms may only have one (1) bed

5.2.1.1.2 16 (sixteen) rooms shall have two (2) beds

5.2.1.2 Hotel shall provide a flat, firm-fixed price room rate for both single and double occupancy rooms; firm-fixed and all-inclusive of required service fees, etc. The Government is exempt from state sales tax and hotel/motel taxes. Any miscellaneous room charges incurred including, but not limited to: roll-away beds, room service charges, and telephone calls are the attendee’s/room occupant’s responsibility. The attendee/room occupant will provide a credit card at registration for incidental charges.

5.2.1.3 The Iowa National Guard Yellow Ribbon Program Point of Contact (POC) will provide a rooming list no later than seven (7) days prior to the event. As this will be a registration process event, the Iowa National Guard Yellow Ribbon Program requests the flexibility to cancel room reservations at any time prior to midnight on the date of check-in without penalty to the Government.

5.2.1.4 The Iowa National Guard Yellow Ribbon Program will not be responsible for reserved, but unused rooms.

5.2.2 Meeting Room Requirements:

5.2.2.1 Registration Area. One (1) registration area with five (5) skirted, 6-foot tables and 10 chairs, set up outside the General Session Room. Registration area shall be near the entrance(s) to the General Session Room. Registration area is required on Sunday, 16 August 2020, from 6:00 am – 5:00 pm.

5.2.2.2 Resource Area. One (1) resource area with 20 skirted, 6-foot tables placed a minimum of six (6) feet apart to allow room for comfortable movement. Each table shall have two (2) chairs on one side and one (1) chair on the opposite side. Resource area shall be near an electrical outlet. Resource area is required on Sunday, 16 August 2020, from 6:00 am – 5:00 pm.

5.2.2.3 General Session Room. One (1) general session room of adequate size to accommodate 310 people. General session room shall be equipped with a sound system, projector(s) and large screen(s) for presentations, one (1) hand held microphone, one (1) lavalier microphone, and an adequate number of electrical outlets and extension cords to operate the equipment provided. Projector screens shall be placed in a manner that all occupants of the room can view them. Provide 39 round tables with table cloths. Eight (8) chairs around each table. Provide waste cans and a water and coffee station in the back of the room. Water and coffee shall be replenished throughout the event. General Session Room is required on Sunday, 16 August 2020, from 6:00 am – 5:00 pm.

5.2.2.4 Breakout Room. Two (2) rooms for breakout sessions, of adequate size to accommodate 100 people each. Breakout rooms shall each be equipped with one (1) audio/video cart, projector(s) and screen(s), in-house sound system, one (1) hand held microphone, one (1) lavalier microphone, and an adequate number of electrical outlets and extension cords to operate the equipment provided. Projector screens shall be placed in a manner that all occupants of the room can view them. Provide 13 60” round tables with table cloths and eight (8) chairs around each table or theatre seating in each room. Provide waste can(s) and water station in the back of the rooms. Water shall be replenished throughout the event. Breakout Room is required on Sunday, 16 August 2020, from 6:00 am – 5:00 pm.

5.2.2.5 Child & Youth Room. One (1) room of adequate size to accommodate 20 people comfortably and to facilitate games and activities. Provide enough tables with table cloths and chairs in corner of room to accommodate 20 children for lunch and crafts. Provide water pitchers with disposable cups. Child & Youth Room is required on Sunday, 16 August 2020, from 7:00 am – 5:00 pm.

5.2.2.6 Childcare Room. One (1) room for childcare for children ages 5 years and under, large enough to accommodate 20 people. The Yellow Ribbon Program personnel will provide childcare. Provide enough tables with table cloths and chairs in corner of room to accommodate 20 children for lunch. Provide water pitchers with disposable cups. Childcare Room is required on Sunday, 16 August 2020, from 7:00 am

– 5:00 pm.

5.3 Provide catered meals as described below. Meal and beverage quantities may be subject to change up to two (2) weeks prior to the event. Special dietary requests will be provided two (2) weeks prior to the event.

5.3.1 Beverages on Sunday, 16 August 2020. Coffee and water shall be replenished throughout the day: 8:00 am – 5:00 pm. Coffee shall be priced based on providing coffee to 270 adult attendees.

5.3.2 Breakfast on Sunday, 16 August 2020. Quantity: 310 meals. Continental style breakfast, served in or near the General Session Room. Menu must include one (1) selection of each of the following: fruit (Chef’s choice) and pastries, along with fruit juice, milk and coffee (regular and decaf). Breakfast shall be served from 8:00 am – 9:30 am.

All breakfast items must be available for the entire breakfast period.

5.3.3 Lunch on Sunday, 16 August 2020. Quantity: 270 meals. Hot, buffet-style lunch, served from four (4) serving lines. Lunch shall be served in or near the General Session Room. Menu must include one (1) selection of each of the following: meat, vegetable, pasta or potato, salad with assorted dressings and condiments, bread, dessert; plus milk and iced tea. Lunch shall be served from 11:30 am – 12:30 pm.

5.3.4 Children’s Lunch on Sunday, 16 August 2020. Quantity: 40 meals. Children’s lunches will be served in the Child & Youth and Childcare rooms: 20 meals in Childcare room and 20 meals in Child & Youth room. Menu will be child appropriate. Children’s lunch shall be served at 11:15 am.

5.4 Parking Passes (if applicable) on Saturday, 15 August 2020 and Sunday, 16 August 2020. If free parking is not provided at hotel/conference center, contractor shall provide parking passes for conference attendees for each day. The Government shall not be charged for parking passes not used. Quantity: 251 passes (26 parking passes for 15 August 2020, 225 parking passes for 16 August 2020.

5.5 Contractor Manpower Reporting Application (CMRA):

5.5.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the IA ARNG via a secure data collection site.

5.5.2 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.

Contractors may direct questions to the help desk at http://www.ecmra.mil.

http://www.ecmra.mil/ http://www.ecmra.mil/