Attachment 1 - Performance Work Statement.pdf

Ver. October 2022

PERFORMANCE WORK STATEMENT (PWS)

831 EVCC Post-Deployment Yellow Ribbon Event

20-21 September 2024

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 831 EVCC Yellow Ribbon Post-Deployment Event, as defined in this PWS.

1.1.1 Objectives: The purpose of this event is to conduct the 831 EVCC 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 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 two (2) days.

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, September 20th, 2024 and 6:00 am – 5:00 pm on Saturday September 21st, 2024. The event venue shall be located within a 30-mile radius from 4540 Melrose Ave, Iowa City, IA 52246. 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.

1.4.1.1 Telework: The Government will not permit the contractor to telework in support of this requirement.

1.4.1.2 RESERVED

1.4.1.3 RESERVED

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

Attachment 1 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 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 RESERVED

1.4.4 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).

1.4.5 RESERVED

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.

1.4.6.1 RESERVED

1.4.6.2 RESERVED

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 a post award conference convened by the KO in accordance with FAR 42.5. The KO, COR and other relevant Government personnel. Contractor attendance at this meeting shall be at no additional cost to the Government. The contractor shall plan and execute a coordination meeting with Warrior and Family Services staff to discuss event setup, audiovisual check, rooming lists, menus, hotel check-in specifics, and any additional details necessary to conduct the event. The contractor shall notify the COR within five (5) days after contract award to schedule the coordination meeting.

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 within five (5) business days after contract award. 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.

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

1.4.10.1 RESERVED

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.

1.4.12 RESERVED

1.4.13 RESERVED

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.

1.4.15 RESERVED

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 CDC Center for Disease Control CFP/M/E Contractor Furnished Property, Materials, and Equipment CM Contract Manager COR Contracting Officer Representative COVID-19 Coronavirus Disease 2019 GFP/M/E/S Government Furnished Property/Material/Equipment/Services KO Contracting Officer OCI Organizational Conflict of Interest POC Point of Contact PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan TE Technical Exibit

WFSB Warrior and 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:

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):

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.

4.2 RESERVED

4.3 RESERVED

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 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 event to be held September 20-21, 2024.

5.4.1 Lodging Requirements:

5.4.1.1 30 sleeping rooms are required on Friday night, September 20, 2024. Sleeping rooms shall be non-smoking. All rooms shall have a minimum of double occupancy; 10 of the rooms shall have occupancy for 4. All sleeping rooms shall be located in the same city as the meeting spaces. While it is preferred that all sleeping rooms be located at same hotel, multiple hotels can be utilized for the sleeping rooms.

5.4.1.2 Contractor shall provide a flat, firm-fixed priced room rate for both single and double occupancy rooms: inclusive of required lodging taxes and services 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.

5.4.2 Meeting Room Requirements. The Government prefers that meeting rooms and lodging are co-located in the same venue but 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 six (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 required on Friday, September 20, 2024 from 3:00 p.m. – 6:00 p.m.; Saturday, September 21, 2024, from 6:00 a.m. – 5:00 p.m.

5.4.2.2 Resource Area. One (1) resource area with 10 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, September 21, 2024, from 6:00 a.m. – 5:00 p.m.

5.4.2.3 General Session Room. One (1) general session room of adequate size to accommodate 300 people. Provide 38-60” round tables with tablecloths and eight (8) chairs around each table or 30 round tables that comfortably seat 10 people with tablecloths and 10 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 required on Saturday, September 21, 2024, from 6:00 a.m. – 5:00 p.m. and all tables and chairs shall be set prior to 6:00 a.m. on Saturday, September 21, 2024.

5.4.2.4 Breakout Room. Two (2) rooms for breakout sessions, of adequate size to accommodate a total of 225 people. The General Session Room can be used as one (1) of the Breakout rooms or split to create two (2) breakout rooms. Provide round tables with tablecloths and eight (8) to ten (10) chairs around each table or stadium seating in each room. Provide an adequate number of 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, September 21, 2024, from 6:00 a.m. – 5:00 p.m. and all tables and chairs shall be set prior to 6:00 a.m. on Saturday, September 21, 2024.

5.5 Provide meals as described below. Special dietary requests will be provided one (1) week prior to the event.

5.5.1 Beverages on Saturday, September 21, 2024. Coffee and water shall be replenished throughout the day: 8:00 a.m. – 5:00 p.m. Coffee shall only be replenished in the General Session Room.

5.5.2 Lunch on Saturday, September 21, 2024. Quantity: 225 meals per day. Hot lunch meals shall be served individually plated or buffet style 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, water 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, September 21st, 2024. Quantity: 6 meals per day.

Children’s lunches shall be served in the Child & Youth and Childcare rooms. 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, September 20th, 2024, Saturday, September 21st, 2024. 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: 165 passes (30 parking passes for September 20th, 2024, 135 parking passes for September 21st, 2024).

5.7 Service Contract Reporting: RESERVED

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

Mandatory http://www.acq.osd.mil/dpap/dars/dfarspgi/curr ent/index.html or https://www.acquisition.gov/dfars

DoDI 5400.11

DOD PRIVACY AND CIVIL

LIBERTIES PROGRAMS

29 Jan 2019,Chan ge 1 8 Dec

Advisory https://www.esd.whs.mil/Portals/54/Documents/ DD/issuances/dodi/540011p.pdf?ver=gM7QU0

FeRs8wMwzFXS8uSA%3D%3D

DoD 5400.11-R

DEPARTMENT OF DEFENSE

PRIVACY PROGRAM

14 May

Mandatory https://www.esd.whs.mil/Portals/54/Documents/ DD/issuances/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

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 5.2

CDC COVID-19

Guidelines and any additional guidelines/requirements issued by the Iowa National Guard or WFSB

The contractor shall ensure CDC COVID-19 and all applicable regulations, guidelines, and requirements are followed

The contractor does not meet performance standard not more than once throughout the contract duration.

Random monitoring / J9 OPS NCO or YR NCOIC (reporting to the COR)

5.3 Designate an onsite point of contact to troubleshoot

any audiovisual issues

The contractor shall ensure an onsite point of contact is assigned to provide this support

The contractor does not meet performance standard not more than once throughout the contract duration.

Daily Inspection/ J9 OPS NCOIC or YR NCOIC (reporting to the COR)

5.4.1 Lodging Requirements

The contractor shall ensure sleeping rooms are provided in accordance with the

PWS sections 5.4.1 – 5.4.1.4

100% 100% inspection / J9 OPS NCOIC or YR

NCOIC

5.4.2 Meeting Room Requirements

The contractor shall ensure the sleeping rooms are located no more than 0.5 miles from the meeting rooms if co-located facilities are not available

100%

100% inspection / J9 OPS NCOIC or YR NCOIC (reporting to the COR)

5.4.2 Meeting Room Requirements

The contractor shall meet all meeting room requirements in accordance with the

PWS sections 5.4.2.1 – 5.4.2.6

100%

100% inspection / J9 OPS NCOIC or YR NCOIC (reporting to the COR)

5.5 Meals Requirements

The contractor shall meet all meals requirements in accordance with the PWS sections 5.5.1 –

5.5.3

100%

100% inspection / J9 OPS NCOIC or YR NCOIC (reporting to the COR)

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

1.4.8 Post Award

Coordination Meeting Setup

Schedule

Once, NLT five (5) days after contract award

Electronic (email) or telephonic

COR

1.4.9 Contract Manager

Once, within five (5) business days after contract award 1 Electronic (via email) KO and COR