Attachment 1 Medford YRRP PWS V1.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

Event Space, Lodging and Catering Services (Within 30 miles of Medford)

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 in accordance with the PWS.

1.1.1 Objectives: The Pre-Deployment event will focus on connecting Service members with their families, employers and communities, as well as providing information and access to resources that will facilitate a successful reintegration. The activities will also provide a forum for service members and their families to meet with service providers and resources prior to deploying.

1.2 Background: Yellow Ribbon Pre-Deployment events are a federally mandated service for families and their military members leaving for a deployment. This event provides information and resources to ensure families are taken care of until Soldiers return and start reintegrating into their communities.

1.3 Period of Performance (PoP): The Period of Performance shall be 19 October

2024 for the Yellow Ribbon event for a total of one (1) day and two (2) nights of lodging; one night prior to the event and one night after.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services

Saturday, October 19, 2024, from 7:00 AM - 7:00 PM within 30 miles of Medford.

The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

1.4.2 Quality Control (QC): Not applicable.

1.4.3 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).

1.4.4 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 above 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 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 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 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 5 days of contract award or 5 calendar days after completion of training. Level 1 OPSEC training is available at https://securityawareness.usalearning.gov/opsec/index.htm.

1.4.7 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 and or COR may meet with the contractor to review the contactor’s performance if issues apprise. At these meetings, the KO or COR 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.

1.4.8 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 COR, 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.

1.4.9 Identification of Contractor Employees: All contractor personnel attending 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. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non- Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.10 Trafficking of 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.

1.4.11 Organizational Conflicts of Interest (OCI): The contractor shall notify the KO / COR immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO / COR to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

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

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

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

2.1.7 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:

AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager COR Contracting Officer Representative DA Department of the Army 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 OCI Organizational Conflict of Interest PII Personally Identifiable Information POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

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:

3.1 Property: none

3.2 Materials: none

3.3 Equipment: none

3.4 Services: none

3.5 Utilities: none

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

Contractor Shall provide all material and property necessary to meet requirements specified in paragraph 5.

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 Provide enough Event space for 1 main conference room, Four breakout rooms or 2 main conference rooms that can be broken down as well as exhibit space in the Foyer areas.

5.1.1 Yellow Ribbon Day Classes-Technical Exhibit 3

5.1.1.1 Saturday, October 19, 2024, from 7:00 AM - 7:00 PM

5.1.2 Main Conference room must be set up with tables and chairs and be able to hold

450 people. The main room or a second large conference room will need to be a large room that can be broken into four (4) smaller breakout rooms that will each have 175 chairs, 25 tables and three (3) trash receptacles per room. See Technical Exhibit 3A for specifications. See Technical Exhibit 3A for specifications and 3B for diagram.

5.1.2.1 NOTE: IF TABLES ARE 6-8 FT LONG, NO MORE THAN FOUR (4)

PEOPLE PER TABLE. IF TABLES ARE 6 FT ROUNDS, NO MORE THAN

EIGHT (8) PER TABLE

5.1.3 Registration space area must be at the entrance of conference areas for Service

Member and family registrations with two (2) tables and at least two (2) chairs each.

5.1.4 Wi-Fi must be available throughout all conference areas for the entire day.

5.1.5 Conference rooms must have mounted speakers, microphones, projectors and projection screens available for use in each conference room and childcare rooms. For a total of 5 projector microphone packages.

5.1.5.1 All Conference rooms must be indoor, and all venues must be located on the same property.

5.1.6 All rooms will be sanitized nightly. All set up must meet State and CDC cleaning requirements.

5.2 Child Care Rooms-(Technical Exhibit 4) Four (4) separate rooms for childcare providers to provide age-appropriate activities for child guests. Separated into age groups: infant, pre-k, elementary, and middle through high school aged. Childcare rooms will need to be near restrooms. See Technical Exhibit 4 for Childcare requirements breakdown.

5.2.1 Infant Room: Minimum 500 sf

5.2.1 Pre-K Room: Minimum of 1,050 sf

5.2.2 Elementary Room: Minimum of 1,225 sf

5.2.3 Middle through High School room = Minimum of 1,050sq.ft.

5.2.4 All Rooms will have trash receptacles, tables, and chairs per Technical Exhibit 4

5.2.5 All four (4) childcare rooms must meet the following criteria:

5.2.5.1 Located in close proximity to each other, main event space, and provide limited access to only our registered guests for safety purposes.

5.2.5.2 Power should be accessible for small appliances provided by our childcare personnel, such as bottle warmers and baby swings.

5.2.5.3 Located near a bathroom that can be cordoned off from other users of the facility to be used only for our childcare.

Three (3) gallons of mixed variety of Juice per childcare room with Individual Milk / Chocolate Milk Options in elementary and teen rooms, no canned drinks. Mixed variety of Juices allowed (apple and orange). Light snacks to include cheese sticks, bananas, or apple sauce.

5.2.5.4 Hot Water for Tea or cocoa available throughout the day in all childcare rooms.

5.2.5.5 No hotel rooms will be used to meet this childcare requirement.

5.2.5.6 Child registration table will be located in entrance area of childcare rooms with Two (2) table and four (4) chairs.

5.3 Lunch Meal Requirements for 450 people

5.3.1 Catering requirements for the day of October 19, 2024. Buffet Lunch with seating in one large conference room. For Meal requirements breakout, See Technical Exhibit 5

5.3.2 Set up will be completed by venue staff. Set up will include tables, all utensils, napkins, plates and cups.

5.3.2.1 The vendor will be responsible for all preparation and/or delivery of food on time. “On‐time” is defined as prepped and ready for serving no later than ten (10) minutes prior to scheduled mealtime.

5.3.2.2 The vendor will ensure food is prepared in accordance will local and state regulations.

5.3.3 Lunch to be served at 11:30 AM until 1:30 PM. All beverages specified in

Technical Exhibit 5 will be available throughout the day.

5.3.3.1 Beverages available throughout the day from, 8:00 AM until 5:30 PM.

5.3.4 Daily Beverages examples

5.3.4.1 Regular Fresh Hot Coffee, Fresh Decaf Hot Coffee, 15 gallons total mixed variety of Juices (apple and orange), Assortment of different types of Tea for 450 cups of tea, and/or Fresh Iced Tea, sweet and unsweet options available throughout the day

5.3.5 Lunch meals: See Exhibit 5 for adult and child meal specifications.

5.3.6 Due to allergies and special needs, the following items will NOT be approved for child menus:

1. Nuts or seeds of any kind (peanut butter, 7 grain bread, etc.)

2. Strawberries

3. Grapes

4. Hot dogs

*Vegetarian and gluten free options required with each order and must have signs designating each.

5.3.7 Breakdown will be completed by venue staff starting at 1:30 PM. Trash will be monitored and emptied into the facility’s dumpster as they are filled.

5.3.8 Throughout the event, all meals (food and drink related) items will be cleaned and sanitized throughout the food service area during the event and all tables will be sanitized and wiped clean. All rooms will be sanitized nightly. All set up must meet State and CDC cleaning requirements.

5.4 Lodging Requirements at Per Diem Rates-Technical Exhibit 6

5.4.1 Per diem costs will not exceed $107.00 per night per room according to the Joint

Travel Regulations. Actual room totals will fluctuate. Minimum number will be 10 rooms up to a total of 60 rooms. Break out below.

5.4.1.1 Thirty (30) double occupancy rooms for one (1) night. Check in on October 18, 2024, and check out on October 19, 2024. Actual Lodging Roster by name will be provided ten (10) days prior to event and again three (3) days prior to event in case of unforeseen circumstances.

5.4.1.2 Thirty (30) double occupancy rooms for two (2) nights. Check in on October

18, 2024, and check out on October 20, 2024. Actual Lodging Roster by name will be provided ten (10) days prior to event and again three (3) days prior to event in case of unforeseen circumstances.

5.4.2 Continental Breakfast to be provided by hotel if applicable.

5.4.3 Contract will be inclusive of all service charges. Federal and state lodging taxes shall be excluded.

5.4.4 NOTE*** There will also be 10-15 self-pay rooms needed at the venue for staff members.

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 https://www.acquisition.gov/?q=browsef ar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarsp gi/current/index.html or https://www.acquisition.gov/dfars Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/tr avelreg.cfm Federal Information Processing Standards (FIPS) Publication

201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9)

August http://nvlpubs.nist.gov/nistpubs/FIPS/NI ST.FIPS.201-2.pdf

DoDI 5400.11 Department of Defense Privacy and Civil Liberties Programs

01/29/2019 https://www.esd.whs.mil/Directives/issu ances/dodi/

DoD 5400.11-R

Department of Defense Privacy Program

05/14/2007 https://www.esd.whs.mil/Directives/issu ances/dodm/ DoD 5220.22-M

National Industrial Security Program Operating Manual

(NISPOM)

02/28/2006 (Change 2:

05/18/2016) https://www.esd.whs.mil/Directives/issu ances/dodm/

AR 530-1

Operations Security

09/26/2014 http://armypubs.army.mil/ProductMaps/ PubForm/AR.aspx

AR 525-13

Antiterrorism

12/09/2019 http://armypubs.army.mil/ProductMaps/ PubForm/AR.aspx https://www.acquisition.gov/?q=browsefar 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 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.esd.whs.mil/Directives/issuances/dodi/ https://www.esd.whs.mil/Directives/issuances/dodm/ https://www.esd.whs.mil/Directives/issuances/dodm/ http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

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).

Performance Objective

Performance Standard Acceptable Quality Levels

(AQL)

Surveillance Method / By

Whom

5.1 Classroom/

Event space

Provide enough Event space for Two (2) large conference rooms. One that can be broken down into four (4) individual conference rooms.

Minimum 1,000 Square feet of seating per classroom for Four (4) separate conference rooms

COR

5.1.3 and 5.1.4 Wi-Fi, speakers and projectors

Mounted speakers, microphones, projectors and projection screens

Minimum of one (1) per conference room

COR

5.1.6 Event space

Event space will follow Guidelines see Technical Exhibit 3 clean, sanitized and vacuumed

Daily Inspection /

COR

5.2 Childcare

Rooms

Enough space for registration and to care for children and follow Guidelines. See para

5.2 and Technical Exhibit 4 for specifications clean, sanitized and vacuumed

Daily Inspection/

COR

5.3 Meals

Lunch served on 19 October 2024, at 11:30 AM -1:30 PM See Technical Exhibit 5.

Hot Fresh Lunch served on time by clean staff

Random monitoring / COR

5.3.4 Beverages

Beverages available at all times throughout the day.

See Technical Exhibit 5.

Clean counters with hot drinks available during all service times

Random monitoring / COR

5.3.7 Set up and breakdown of dining area

Buffet Set up will be completed by venue staff to include all tables and chairs.

Breakdown will start at 1:30

PM

Complete set up NLT

11:20 AM

Breakdown started at 1:30 PM and all trash taken out and area sanitized during breakdown

Random monitoring / COR

5.4 Lodging Lodging will follow Federal

CDC Guidelines for

Clean, uncluttered rooms. Daily Inspection /

COR

cleanliness and sanitization.

See Technical Exhibit 6

TECHNICAL EXHIBIT 2

Deliverables Schedule (Deliverables must be identified in the PWS and then summarized here. See examples below)

PWS

Reference /

Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

1.4.5.11

OPSEC

Training

Provide within 5 calendar days after contract award or 5 days after completion of training.

1 Electronic Submission

COR

TECHNICAL EXHIBIT 3A

CONFERENCE ROOMS AND REGISTRATION TABLES

19 October 2024 Main Conference room (ROOM 1) 480 chairs

Can be broken into 4 rooms after initial introductions

60 tables if rounds; 115 tables if rectangle 12 Trash Receptacles minimum 13 Gal each

Conference Room 2 113 chairs 15 tables Three (3) Trash Receptacles minimum 13 Gal each

Conference Room 3 113 chairs 15 tables Three (3) Trash Receptacles minimum 13 Gal each

Conference Room 4 113 chairs 15 tables Three (3) Trash Receptacles minimum 13 Gal each

Conference Room 5 113 chairs 15 tables Three (3) Trash Receptacles minimum 13 Gal each

Foyer areas 30 Tables with two (2) chairs each for vendor set up

Main Registration areas Four (4) chairs Two (2) Tables

*****NOTE*****

If multiple entrances, will need signs to the main entrance and registration tables.

NOTE: IF TABLES ARE 6-8 FT LONG, NO MORE THAN 4 PEOPLE PER TABLE

IF TABLES ARE ROUNDS, NO MORE THAN 8 PER TABLE

TECHNICAL EXHIBIT 3B

Configurations of conference rooms

MAIN CONFERENCE ROOM 1

480 CHAIRS

60 Tables if rounds / 115 tables if rectangle 12 trash cans Minimum 13 gal each AV package with 2 microphones

Conference room 2 113 Chairs 15 tables 3 Trash cans-13 gal each AV package with 1 microphone

Conference room 3 113 Chairs 15 tables 3 Trash cans-13 gal each AV package with 1 microphone

Conference room 4 113 Chairs 15 tables 3 Trash cans-13 gal each

Conference room 5 113 Chairs 15 tables 3 Trash cans-13 gal each

TECHNICAL EXHIBIT 4

CHILDCARE ROOMS

19 October 2024 Infant Rooms 10 chairs Four (4) tables Four (4) Trash Receptacles minimum 13 Gal each

Pre-K room 10 chairs 5 tables Four (4) Trash Receptacles minimum 13 Gal each

Elementary + 20 chairs 10 Tables Four (4) Trash Receptacles minimum 13 Gal each

Teen Room 20 Chairs 10 Tables Four (4) Trash Receptacles minimum 13 Gal each

Childcare Four (4) chairs Registration areas Two (2) Tables

NOTE: ROOMS MUST HAVE ELECTRICITY FOR BOTTLE WARMERS AND CRAFTS

TECHNICAL EXHIBIT 5

MEAL REQUIREMENT EXAMPLES

Meal Requirements (enough for 450 adult servings)

19 October 2024 Main course- Pasta Buffet Taco Buffet with Vegetarian and Gluten free options (list upon contact award)

Bread French Bread, Garlic Bread Chips and salsa-mild/medium

Vegetable Caesar Salad or Chipotle Caesar salad

Green Salad w/ shredded cheese, shredded carrots, tomatoes, and cucumbers with croutons on the side

Sour cream, Black olives, scallions, cheese, tomatoes, lettuce, corn/flour tortillas

Dressings: Ranch, Blue cheese, 1000 island, French, vinaigrette

Dessert Cake: chocolate, vanilla, red velvet, assorted cookies or brownies 2 x 2 inch pre-sliced square pieces

Child options (Enough for 40 Children) Chicken Strips / nuggets Macaroni and Cheese

Vegetable (Corn, Carrots or Broccoli)

Vegetable (Corn, Carrots or Broccoli)

French Fries French Fries Fresh Fruit Fresh Fruit Same Dessert as above

Drinks options throughout the day 19 October 2024, from 8:00 AM until 5:30 PM with all of the condiments (cups, lids, stir sticks, sugars and creamers)

Juice: Apple, Orange

Coffee / Decaf , hot cocoa (for kids) with hot and cold Tea options

20 gal of coffee

Water

Individual Milk / Chocolate Milk Options

TECHNICAL EXHIBIT 6

MAXIMUM LODGING REQUIREMENTS

Lodging

1 Night Check in on October 18, 2024, and Check out October 19, 2024 Thirty (30) Double occupancy rooms

2 Nights Check in on October 18, 2024, and Check out October 20, 2024 Thirty (30) Double occupancy rooms

NOTE

Self Pay rooms-10-15 rooms set aside for staff to Check in on October 18, 2024, and Check out October 20, 2024

To be reserved 10 days prior to event

Lodging roster to be provided ten (10) days prior to check in. and final roster Three (3) days prior.