ATCH_1_PWS_YR_Event_LeMars_16-18_Jul_21.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

1-113 CAV

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 1-113 CAV Yellow Ribbon Post-Deployment Event, as defined in this PWS.

1.1.1 Objectives: The purpose of this event is to conduct the 1-113 CAV Yellow Ribbon Reintegration Program (YRRP) in accordance with Department of Defense Instruction Number 1342.28. YRRP events shall inform Service members and families about the assistance and services available. Events shall utilize local, State, and Federal organizations in order to ensure the readiness and resiliency of Service members, their families, employers, and affected communities for the rigors of deployment and separation.

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 16 - 18 July 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) and 6:00 p.m. on Friday, 16 July 2021 and 6:00 am – 5:00 pm on Saturday, 17 July 2021 and 6:00 am – 5:00 pm on Sunday, 18 July 2021. The event venue shall be located within a 35 mile radius from 1050 Lincoln St., NE, Le Mars, IA 51031. 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 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.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract to ensure that the contractor has performed in accordance with the performance standards.

1.4.5 Security Requirements:

1.4.5.1 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 abo e 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.

1.4.5.2 Protection of Personally Identifiable Information (PII). 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.

1.4.6 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.

1.4.7 Special Qualifications. The contractor shall insure personnel performing services under this contract possess all required licenses. This does not include education or other qualifications for the position in which the contractor employee is performing, dress codes, or other information. (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.)

1.4.8 Post Award Conference: The contractor shall plan and execute a coordination meeting with Yellow Ribbon staff to discuss event setup, audio visual checks, and any additional details necessary to conduct the event.

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 KO, 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: Contractor personnel shall wear identification badges or uniforms that clearly identify them as staff.

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.

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

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

2.1.5 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.

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

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

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

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

2.1.10 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, Materials, and Equipment CM Contract Manager COMSEC/IT Communications Security/Information Technology DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services KO Contracting Officer

PII Personally Identifiable Information POC Point of Contact PoP Period of Performance PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program WFSB Warrior Family Services Branch YRRP Yellow Ribbon Reintegration Program

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 will ensure 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 1-113 CAV Yellow Ribbon Post-Deployment Event to be held on 17-18 July 2021.

5.4.1 Lodging Requirements:

5.4.1.1 14 sleeping rooms are required on Friday night, 16 July 2021. 42 sleeping rooms are required on Saturday night, 17 July 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 15 miles 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, 16 July 2021, from 3:00 pm – 6:00 pm, Saturday, 17 July 2021, from 6:00 am – 5:00 pm, and Sunday, 18 July 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, 17 July 2021, from 6:00 am – 5:00 pm, and Sunday, 18 July 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 141 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 18 - 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 Friday, 16 July 2021, from 3:00 pm – 6:00 pm, Saturday, 17 July 2021, from 6:00 am – 5:00 pm, and Sunday, 18 July 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 71 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 Friday, 16 July 2021, from 3:00 pm – 6:00 pm, Saturday, 17 July 2021, from 6:00 am – 5:00 pm, and Sunday, 18 July 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 10 children for lunch and crafts. Provide water pitchers with disposable cups. Water shall be replenished throughout the event. Child & Youth Room is required on Friday, 16 July 2021, from 3:00 pm – 6:00 pm, Saturday, 17 July 2021, from 7:00 am – 5:00 pm, and Sunday, 18 July 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 10 children for lunch. Provide water pitchers with disposable cups. Water shall be replenished throughout the event. Childcare Room is required on Saturday, 17 July 2021, from 7:00 am – 5:00 pm, and Sunday, 18 July 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, 17 July 2021 and Sunday, 18 July 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, 17 July 2021 and Sunday, 18 July 2021. Quantity: 141 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, 17 July 2021 and Sunday, 18 July 2021. Quantity:

20 meals per day. Children’s lunches shall be served in the Child & Youth and Childcare rooms: 10 meals in Childcare room and 10 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, 16 July 2021, Saturday, 17 July 2021, and Sunday, 18 July 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 unused parking passes. Quantity: 399 passes (35 parking passes for 16 July 2021, 88 parking passes for 17 July 2021, and 88 parking passes for 18 July 2021).

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

FAC 2021-03,

dated 16 Feb

Mandatory https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement

Change dated 15 Jan 2021

Mandatory http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.ht ml or https://www.acquisition.gov/dfars

DoDI 5400.11

DOD PRIVACY AND CIVIL LIBERTIES

PROGRAMS

29 Jan 2019,Change 1 8 Dec 2020

Advisory https://www.esd.whs.mil/Portals/54/Documents/DD/issuan ces/dodi/540011p.pdf?ver=gM7QU0FeRs8wMwzFXS8uS

A%3D%3D DoD 5400.11-R

DEPARTMENT OF DEFENSE

PRIVACY PROGRAM

14 May 2007 Mandatory https://www.esd.whs.mil/Portals/54/Documents/DD/issuan ces/dodm/540011r.pdf

CDC COVID Guidelines 4 Feb 2021 Mandatory https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html 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 https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/540011p.pdf?ver=gM7QU0FeRs8wMwzFXS8uSA%3D%3D https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/540011p.pdf?ver=gM7QU0FeRs8wMwzFXS8uSA%3D%3D https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/540011p.pdf?ver=gM7QU0FeRs8wMwzFXS8uSA%3D%3D https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/540011r.pdf https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/540011r.pdf https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html