Attachment 1 - Performance Work Statement.pdf

Ver. October 2022

PERFORMANCE WORK STATEMENT (PWS)

FOR

1133rd Trans Co / 1/C&3/D/2-211 AV Yellow Ribbon Pre-Deployment & 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 1133rd Trans Co and 1/C&3/D/2-211 AV Pre-Deployment and Post-Deployment event, as defined in this PWS.

1.1.1 Objectives: The purpose of this event is to conduct the 1133rd Trans Co and 1/C&3/D/2-211 AV 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 December 1 - 2 , 2023.

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, December 1, 2023 and 6:00 am – 5:00 pm on Saturday, December 2, 2023. The event venue shall be located within a twenty (20) mile radius of 3106 Airport BLVD, Waterloo, IA 50703.

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:

Attachment 1

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 Juneteenth National Independence Day: June 19th

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 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 RESERVED

1.4.5 RESERVED

1.4.5.5 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.

1.4.6 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 ensure all employees possess all required licenses for operating equipment used in the performance of this contract. 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/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 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.

1.4.9 RESERVED

1.4.10 Identification of Contractor Employees: Contractor personnel shall wear identification badges or uniforms that clearly identify them as contractor 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.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO 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 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 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.

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

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

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

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

2.1.9 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 CM Contract Manager COR Contracting Officer Representative DA Department of the Army DoD Department of Defense GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army IA Information Assurance KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest POC Point of Contact PWS Performance Work Statement QC Quality Control

QCP Quality Control 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:

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.

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 contractor shall provide a representative to attend this coordination meeting and to be available during the period of performance.

5.3.1 Designate an on-site point of contact throughout the duration of the event. The on-site point of contact shall be available to troubleshoot any audio-visual issues.

5.4 Provide lodging (sleeping rooms) and meeting rooms to support the Yellow Ribbon Pre-Deployment & Post-deployment Event to be held on December 1 – 2, 2023.

5.4.1 Lodging Requirements:

5.4.1.1 45 sleeping rooms are required on Friday night, December 1, 2023. Sleeping rooms shall be non-smoking and have two (2) beds. All sleeping rooms shall be at the same location.

5.4.1.2 Contractor shall provide a flat, firm-fixed price room rate for both single and double occupancy rooms, inclusive of required lodging taxes and service fees, parking fees, etc. Any incidental room charges incurred by occupants, 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 and subsequent, updated rooming lists as required up to the date of the event.

5.4.1.4 As this will be a registration process event, the Government requires the flexibility to cancel room reservations up to ten (10) days prior to the event 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 (not to exceed 0.5 miles) of the lodging venue. The following specific meeting rooms are required:

5.4.2.1 Registration Area. One (1) registration area with three (3) skirted, 6-foot tables and 6 chairs, set up outside the General Session Room. Registration area shall be near the entrance(s) to the General Session Room. Registration area is requested on Friday, December 1, 2023, but required from 3:00 pm – 6:00 pm; Saturday, December 2, 2023, from 6:00 am – 5:00 pm. If Registration Area is unavailable on December 1, 2023, it shall be set up by 6:00 am on December 2, 2023.

5.4.2.2 Resource Area. One (1) resource area with 12 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 requested on Friday, December 1, 2023, but required on Saturday, December 2, 2023, from 6:00 am – 5:00 pm. If Resource Area is unavailable on December 1, 2023, it shall be set up by 6:00 am on December 2, 2023.

5.4.2.3 Large General Session Room. One (1) room of adequate size to accommodate 300 people. The Large General Session Room shall be equipped with a sound system, projector(s) and large screen(s) for presentations, one (1) handheld 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 45 - 60” round tables with tablecloths and eight (8) chairs around each table. Provide an adequate number of waste cans and a water and coffee station in the back of the room. Water and coffee shall be replenished throughout the event. Large General Session Rooms is requested on Friday, December 1, 2023, from 3:00 pm – 6:00 pm but required Saturday, December 2, 2023, from 6:00 am – 5:00 pm. If Large General Session Room is unavailable on December 1, 2023, it shall be set up by 6:00 am on December 2, 2023.

5.4.2.4 Small General Session Room. One (1) room of adequate size to accommodate 75 people. The Small General session room shall be equipped with a sound system, projector(s) and large screen(s) for presentations, one (1) handheld 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 32 - 60” round tables with tablecloths and eight (8) chairs around each table. Provide an adequate number of 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 requested on Friday, December 1, 2023, from 3:00 pm – 6:00 pm but is required Saturday, December 2, 2023, from 6:00 am – 5:00 pm. If Small General Session Room is unavailable on December 1, 2023, it shall be set up by 6:00 am on December 2, 2023.

5.4.2.5 Breakout Room. One (1) room for breakout sessions, of adequate size to accommodate 150 people. Breakout rooms shall each be equipped with one (1) audio/video cart, projector(s) and screen(s), in-house sound system, one (1) handheld 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 20 - 60” round tables with tablecloths and eight (8) chairs around each table or stadium seating in each room. Provide an adequate number of wastes can(s) and water station in the back of the rooms. Water shall be replenished throughout the event. Breakout Room is requested on Friday, December 1, 2023, from 3:00 pm – 6:00 pm but required Saturday, December 2, 2023, from 6:00 am – 5:00 pm. If Breakout Room is unavailable on December 1, 2023, it shall be set up by 6:00 am on December 2, 2023.

5.4.2.6 Child & Youth Room. One (1) room of adequate size to accommodate 15 people comfortably and to facilitate games and activities. Provide enough tables with tablecloths 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 requested on Friday, December 1, 2023, from 3:00 pm – 6:00 pm, but required Saturday, December 2, 2023, from 6:00 am – 5:00 pm. If Child & Youth Room is unavailable on December 1, 2023, it shall be set up by 6:00 am on December 2, 2023.

5.4.2.7 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 tablecloths 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 requested on Friday, December 1, 2023, from 3:00 pm – 6:00 pm, but required on Saturday, December 2, from 7:00 am – 5:00 pm. If Childcare Room is unavailable on December 1, 2023, it shall be set up by 6:00 am on December 2, 2023.

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, December 2, 2023. Coffee and water shall be replenished throughout the day: 8:00 am – 5:00 pm. Coffee shall only be replenished in the General Session Rooms.

5.5.2 Lunch on Saturday, December 2, 2023. Quantity: 375 meals. Hot, individually plated lunch meals shall be served in or near the General Session Rooms. 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 p.m. unless otherwise specified in the event agenda.

5.5.3 Children’s Lunch on Saturday, December 2, 2023. Quantity: 20 meals. 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. unless otherwise specified in the event agenda.

5.6 Parking Passes (if applicable) on Friday, December 1, 2023, and Saturday, December 2, 2023. 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 that are not used. Quantity: 420 passes (45 parking passes for December 1, 2023, 375 parking passes for December 2, 2023).

6.0 RESERVED

6.1 RESERVED