ATCH_1_PWS C-247 AV Yellow Ribbon 22-24 January 2021 Final.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

C/2-147 AV

Yellow Ribbon Post-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 C/2- 147 AV Yellow Ribbon Post-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 22 - 24 January 2021.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between the hours of 3:00 p.m. (or hotel check-in) Friday, 22 January 2021 and 6:00 am

– 5:00 pm on Saturday, 23 January 2021 and 6:00 am – 5:00 pm on Sunday, 24 January 2021. The event venue shall be located within a 15 mile radius from Camp Dodge, 7105 NW 70th Ave Johnston, IA 50131. 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.

1.4.2 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 Independence Day: July 4th

1.4.2.6 Labor Day

1.4.2.7 Columbus Day

1.4.2.8 Veteran’s Day: November 11th

1.4.2.9 Thanksgiving Day

1.4.2.10 Christmas Day: December 25th

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.

1.4.3.1 The contractor shall protect all PII encountered in the performance of services in accordance with the Defense Federal Acquisition Regulation Supplement (DFARS)

225.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.3.2 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.

1.4.3.3. Homeland Security Presidential Directive-12 (HSPD-12 Considerations):

1.4.3.3.1 Routine access to Government-controlled facilities is not required.

1.4.3.2 Routine access to Government Information Systems (IS) is not required.

1.4.3.3 NACI or other security check is not required.

1.4.3.4 Government-issued identification and/or building passes are not required.

1.4.3.5 Contractor personnel do not require Government escort while performing work on a Government installation.

1.4.3.6 Contractor is not required to provide employee and/or vehicle information for an Entry Authorization List (EAL).

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

2.1.4 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:

AT/OPSEC Antiterrorism/Operational Security CFP/M/E Contractor Furnished Property/Material/Equipment GFP/M/E/S Government Furnished Property/Material/Equipment/Services HSPD Homeland Security Presidential Directive KO Contracting Officer PII Personally Identifiable Information 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 Follow the current CDC Coronavirus COVID-19 Guidelines, to include wearing of masks and social distancing.

5.2 The Government is responsible for ensuring that Government personnel and event participants follow CDC COVID-19 Guidelines and any additional guidelines/requirements issued by the Iowa National Guard or WFSB, except where table/chair arrangements are specifically described.

5.3 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.

5.4 Provide lodging (sleeping rooms) and meeting rooms to support the C/2-147 AV Yellow Ribbon Post-Deployment Event to be held on 23-24 January 2021.

5.4.1 Lodging Requirements:

5.4.1.1 10 sleeping rooms are required on Friday night, 22 January 2021. 35 sleeping rooms are required on Saturday night, 23 January 2021. Sleeping rooms shall have two

(2) beds.

5.4.1.2 Hotel shall provide a flat, firm-fixed price room rate for both single and double occupancy rooms; firm-fixed and all-inclusive of required lodging taxes and service fees, parking fees, etc. 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.

5.4.1.3 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.

5.4.1.4 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.

5.4.2 Meeting Room Requirements. The Government prefers that meeting rooms and lodging are co-located in the same venue, but it is not required. However, if they are in separate venues, the meeting room venue shall be within walking distance of the lodging venue. The following specific meeting rooms are required:

5.4.2.1 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

Friday, 22 January 2021, from 3:00 pm – 6:00 pm, Saturday, 23 January 2021, from 6:00 am – 5:00 pm, and Sunday, 24 January 2021, from 6:00 am – 5:00 pm.

5.4.2.2 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 Saturday, 23 January 2021, from 6:00 am – 5:00 pm, and Sunday, 24 January 2021, from 6:00 am – 5:00 pm.

5.4.2.3 General Session Room. One (1) general session room of adequate size to accommodate 125 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 16 - 60” round tables with table cloths and 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 Saturday, 23 January 2021, from 6:00 am – 5:00 pm, and Sunday, 24 January 2021, from 6:00 am – 5:00 pm.

5.4.2.4 Breakout Room. Two (2) rooms for breakout sessions, of adequate size to accommodate 65 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 9 - 60” round tables with table cloths and eight (8) chairs around each table or stadium 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 Saturday, 23 January 2021, from 6:00 am – 5:00 pm, and Sunday, 24 January 2021, from 6:00 am – 5:00 pm.

5.4.2.5 Child & Youth Room. One (1) room of adequate size to accommodate 15 people comfortably and to facilitate games and activities. Provide enough tables with table cloths and chairs in corner of room to accommodate 15 children for lunch and crafts. Provide water pitchers with disposable cups. Water shall be replenished throughout the event. Child & Youth Room is required on Saturday, 23 January 2021, from 7:00 am – 5:00 pm, and Sunday, 24 January 2021, from 7:00 am – 5:00 pm.

5.4.2.6 Childcare Room. One (1) room for childcare for children ages 5 years and under, large enough to accommodate 15 people. The Yellow Ribbon Program personnel will provide childcare. Provide enough tables with table cloths and chairs in corner of room to accommodate 15 children for lunch. Provide water pitchers with disposable cups. Water shall be replenished throughout the event. Childcare Room is required on Saturday, 23 January 2021, from 7:00 am – 5:00 pm, and Sunday, 24 January 2021, from 7:00 am – 5:00 pm.

5.5 Provide meals as described below. Meal 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.

5.5.1 Beverages on Saturday, 23 January 2021 and Sunday, 24 January 2021. Coffee and water shall be replenished throughout each day: 8:00 am – 5:00 pm. Coffee shall only be replenished in the General Session Room.

5.5.2 Lunch on Saturday, 23 January 2021 and Sunday, 24 January 2021. Quantity:

125 meals per day. Hot, individually plated lunch meals 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 at 12:00 pm.

5.5.3 Children’s Lunch on Saturday, 23 January 2021 and Sunday, 24 January 2021.

Quantity: 30 meals per day. Children’s lunches shall be served in the Child & Youth and Childcare rooms: 15 meals in Childcare room and 15 meals in Child & Youth room.

Menu shall be child appropriate. Children’s lunch shall be served at 12:00 p.m.

5.6 Parking Passes (if applicable) on Friday, 22 January 2021, Saturday, 23 January 2021, and Sunday, 24 January 2021. 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: 200 passes (40 parking passes for 22 January 2021, 80 parking passes for 23 January 2021, and 80 parking passes for 24 January 2021).