Attachment 1_Performance Work Statement (PWS)_Yellow Ribbon.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR THE

171st Air Refueling Wing (PA State)

PA Air National Guard (PAANG)

PRE & POST Deployment

Yellow Ribbon Reintegration Program (YRRP)

Event

31 March 2023

1.0 General

1.1 Scope: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, childcare, and non‐personal services necessary to perform YRRP events as defined in this Performance Work

Statement except for those items specified as government furnished property and services. The contractor shall perform to the terms, conditions, and standards in this contract.

1.2 Background: The YRRP is a Department of Defense (DoD) mandated program to provide information, services, referrals, and proactive outreach programs to Air National Guard members and their families through all phases of the deployment cycle in accordance with DoD Directive 5124.02, DoD Instruction 1342.28. The overall objective of the program is to prepare and sustain Airmen and their families during all phases of deployment. During these events, families gain practical, useful information based on curriculum designed specifically for military families. Through small group and one‐on‐one activities, family members learn how to maintain closeness, and leverage resources during frequent relocation, long separations, and repeated reunions. This approach provides the continuum of care needed.

1.3 Period of Performance (PoP): 25‐30 April 2023

1.4 General Information: To support this YRRP Event for the 171 ARW, 193 SOW, and 111 ATKW, approximately 275‐

300 attendees, we require a safe, family‐friendly venue to provide conference, operations/storage, childcare, community partner, registration area, and lodging and meals. All rooms/conference areas shall have complimentary Wi‐

Fi. Conference rooms shall have audio‐visual (A/V) equipment as specified in this PWS, Paragraph 5.1. All breakout rooms must be able to hold no less than fifty (50) persons without exceeding the maximum room capacity in classroom setting. Lodging is required for out‐of‐town service members, families, and staff as specified in this PWS, Paragraph

5.2. Lodging is preferred to be at the same location. If not at the same location, lodging must be within two (2) miles of the conference location. The venue shall have a restaurant/snack area open from 7 a.m. to 7 p.m. Venue must be within 0.5 miles walking distance to restaurants and/or cafes. At a minimum, the venue shall meet the International

Hospitality Association (IHA) Three Star Rating criteria. Dedicated audio‐visual support is required on‐site from 6 a.m. to

5 p.m. on Saturday, 29 April 2023. All conference spaces shall be in the same general area, and not be shared with guests outside of our group for security purposes. A dedicated representative from the prime vendor is required to be on‐site from 6 a.m. to 5 p.m. on Saturday, 29 April 2023. The dedicated representative duties shall not be designated or delegated to a member of the venue/hotel staff.

DATE EVENT TO BE HELD: SATURDAY, 29 April 2023

1.4.1. Place and Performance of Services: Within 25 miles of zip code: 15108

1.4.2. 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.

1.4.3. 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.

1.4.4. 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. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 CONTRACTOR. A supplier or Contractor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the

Performance Work Statement.

2.1.3 DELIVERABLE. Anything that can be physically delivered but may include 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 Key Personnel listed in 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 acceptable in accordance with established standards and requirements of this contract.

2.1.7 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.8 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:

DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation GFP Government Furnished Property IAW In accordance with KO Contracting Officer NLT No later than PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control

QCP Quality Control Plan

3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES: The Government will not provide any services, facilities, or utilities, equipment, or material to the contractor to assist the contractor with the requirements of this PWS.

4.0 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

SPECIFIC TASKS:

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. Requirements: The contractor shall provide a safe, family‐friendly venue to provide conference, operations/storage, Childcare, community partner area, registration area, lodging, and meals for up to 300 attendees. All rooms/conference areas shall have complimentary Wi‐Fi. Conference rooms shall have audio‐visual equipment as required in this PWS, Paragraph 5.1. All breakout rooms must be able to hold no less than fifty (50) persons without exceeding the maximum room capacity in classroom setting. Lodging is required for out‐of‐town service members, families, and staff as required in this PWS, Paragraph 5.2. Lodging is preferred to be at the same location. The venue must have a restaurant/snack area open from 7 a.m. to 7 p.m. Venue must be within .5 miles walking distance of restaurants and/or cafes. At a minimum, the venue shall meet the International Hospitality Association (IHA) Three Star Rating criteria. Dedicated audio‐visual support is required on‐site from 6 a.m. to 5 p.m. on Saturday, 29 April 2023. All rooms shall be in the same general area, and not be shared with guests outside of our group for security purposes. Venue shall limit entrances to the conference areas on the day of event. A dedicated representative from the prime vendor shall be on‐site the day of the event to resolve any issues on‐the‐spot with hotel/venue from 6 a.m. to 5 p.m. on Saturday, 29 April 2023. The dedicated representative shall not be designated or delegated to a member of the venue/hotel staff.

5.1 Conference Areas/Breakout Room Approximation – 15 Rooms

ROOM(AREA) 1/Registration. Registration area shall be available from 2 p.m. on Friday, 28 Apr 23 to 6 p.m. on Saturday, 29 April 2023. Nine (9) tables, 6‐8’ in length, skirted with three chairs each. Must have electric outlets not more than 3 feet from the tables and complimentary Wi‐Fi. If outlets are not nearby, please provide three (3) 10 ft extension cords. Location shall be near the Lobby/or near Room 2 (General Session). Rope stanchions and directional signage on 4 four easel stands to direct traffic to the registration area and General Session Room shall be provided and installed by noon on Friday, 28 April 2023.

ROOM 2/General Session. General Session room shall be available from 5 a.m. to 6 p.m. on Saturday, 29 April 2023 with seating for approximately 300 comfortably. This number includes support staff and allows for extra tables/seating, so all are seated comfortably if all tables are not full. Room set up: round tables to fit 8‐10 persons each comfortably, table clothed. Note pads size 5” x 8”, lined, and black ballpoint pens shall be provided at each seat. General session room shall not be re‐arranged to service as any breakout room. General Session may be used as a large classroom if necessary. General Session room shall be used for dining. This room shall be available for A/V check by noon on Friday, 28 April 2023.

Final count for General Session Attendees will be provided 7 days prior to Event.

Room 2 Requirements:

Appropriate Staging to be determined by Venue and approved by YRSS after room determination.

1 Podium

1 American Flag with pole and stand 1 Audio/Visual Table with two (2) chairs 1 LCD Projector with HDMI, USB; VGA and/or Composite A/V Cable Ports 1 each HDMI, USB, VGA Connecting Cables for Projector and to connect to provided laptop Projector Screen(s) – appropriate size to be determined by Venue and approved by YRSS after room determination 1 Mixer to produce sound and volume for microphone.

Provide sound connection and cables to house sound for laptops to play videos.

1 Wireless microphone 1 lavalier microphone 1 wireless presenter Complimentary Internet, Wi‐Fi

ROOM 3, 4, 5, 6, 7, 8, 9, 10 /Breakout Rooms 1‐8. 8 breakout rooms shall be available from 6 a.m. to 4 p.m. on Saturday, 29 April 2023. Room set up: classroom or theatre style seating for 50 to 60. Not to exceed maximum room capacity with attendees, instructor, and support staff members included in count. Contractor shall provide continuous self‐ service ice water/cups in room and ensure water and cups do not run empty.

Total count of breakout rooms needed will be provided 7 days prior to Event.

Room 3‐10: Requirements for each room:

1 Projector Screen (appropriate size) 1 LCD Projector with HDMI, USB; VGA and/or Composite A/V Cable Ports and Cables to connect to provided laptops.

1 Audio Visual Table with 1 chair Provide sound connection and cables to house sound for laptops to play videos.

1 wireless microphone 1 lavalier microphone 1 Wireless Presenter 1 Power Strip with no less than 5 outlets.

1 Trashcan Internet, Wi‐Fi Notepads 5” x 8”, lined, and black ballpoint pens

ROOM 11 /Childcare Room 1. Childcare room for ages 0 to 5 shall be available Saturday, 6 a.m. to 5 p.m. on Saturday, 29 April 2023. Must be large enough to seat up to 15 children using 6‐8’ rectangle tables, chairs and have a minimum 10 ft x 10 ft open area for play. Room must be in close proximity to restrooms. Room must be lockable. Lunch meal, morning, and afternoon snacks shall be delivered directly to this room at the designated times. Childcare(s) room shall be located away from exits, stairways, and escalators. Childcare Room 11 and Room 12 are preferred to be next to each other or as close as possible. Continuous self‐service ice water with non‐breakable cups in room and contractor shall ensure water does not run empty.

Room 11 Requirements.

1 – 6‐8’ rectangle table 1 ‐ TV and DVD Player or Blu‐ray/ 2‐3 Assorted Rated “G” VDs + remote 1 – Small Refrigerator for baby bottles 2 – Portable Cribs

1 Trashcan with lid for diapers. Trash shall be emptied when full.

ROOM 12/Childcare Room 2. Room must be available 6 a.m. to 5 p.m. on Saturday, 29 April 2023. Childcare/Youth activity room from age 6‐17. Must be room large enough to seat up to 15 children in 6‐8’ rectangle tables and chairs and have a not less than 10ft x 10 ft open area for play. Room must be in close proximity to restrooms. Rooms must be lockable. Lunch meal, morning, and afternoon snacks shall be delivered directly to this room at designated times.

Childcare room(s) shall be located away from exits, stairways/escalators. Continuous self‐service ice water in room with non‐breakable cups. Contractor shall refill water and cups when empty.

Room 12 Requirements.

1 – 6‐8’ rectangle table, with two (2) chairs

1 Trashcan. Trash shall be emptied when full.

ROOM 13/Counseling Room/Conference Room. Room shall be available from available from 6 a.m. to 4 p.m. on Saturday, 29 April 2023. Shall be conference style room with tables and chairs to seat a minimum of 5 people.

Continuous self‐service ice water with cups. Contractor shall refill water and cups when empty.

ROOM 14/Staff Operations Room‐Storage. Room must be available to support staff on 8 a.m. on Tuesday, 25 April 2023 continuously through 7 p.m. on 29 April 2023. Tables & chairs in this room to seat minimum of 10. Conference rooms are acceptable. Must have reliable complimentary internet/Wi‐Fi, and ability for staff to connect to wireless printer.

Venue must provide room lockout key or code to Support Staff to secure stored items. One (1) Wireless/Network Large capacity, double sided capable Printer, capable of printing at least 28 ppm is required to be set up in the Staff Operations Room and shall be operational by 8 a.m. on Tuesday, 25 April 2023. Contractor shall supply printer cable.

Contractor shall be responsible to refill toner in printer if depleted. Printer, paper, and toner shall not require additional costs or fees. Instructions on how to connect to printer must be provided. Continuous self‐service ice water with cups.

Contractor shall refill water and cups when empty.

Room 14 Requirements:

1 – Wireless/Network Large capacity, double sided capable, at least 28 ppm‐with toner refills 4 – Surge protected Power Strips with not less than 5 outlets 4 – Not less than 25 ft Extension Cords 1 – In House Phone 4 – Rectangle Tables (1 Scanner Operations, 1 for Printer, 2 for Folder Preparation) 2 – Key or Code Access 1 – Printer Cable to connect to USB

1 Large Trashcan. Trash shall be emptied when full.

ROOM (AREA) 15/Community Partners. Space must be available to accommodate approximately 20‐25 tables, from 6 a.m. to 4 p.m. on Saturday, 29 April 2023. Tables shall be 6‐8’, rectangle, table clothed, skirted, with two chairs each.

Community partners shall sit behind tables. If community partner area is in a hallway, or entry way, there must be 5 ft of space in front of the tables, to allow unimpeded foot traffic while attendees stop at the front of the tables for discussion. Continuous self‐service ice water with cups.

5.2 Lodging for Service Members: Approximately 175 sleeping room nights (100 sleeping rooms Friday, 28 Apr 23; 75 sleeping rooms on Saturday, 29 Apr 23) are required. All rooms shall not exceed the Government rate. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, laundry, room service, and any other incidental room charges.

5.2.1 Approximately 15 sleeping rooms shall be reserved for YR Event staff, to be paid for by individual. Staff may arrive as early as Tuesday, 25 April 2023. Rooms shall not exceed the Government rate.

5.2.2 Final numbers and rooming list will be provided NLT 7 days prior to event.

5.3 Meals. All meals shall not exceed the Government Per Diem rate for the local area.

Venue shall provide meal menus with estimated cost that takes into consideration the following factors: cost, nutrition, suitability for mixed population of adults, teenagers and children, and ability to respond to special dietary requirements.

Final menu must be approved by KO in coordination with YR Event Planner Staff. Venue should provide two at minimum

(2) double‐sided buffet lines for breakfast and lunch meals.

5.3.1 Final Count for Meals will be provided to venue 7 days before the Event.

5.3.2 SATURDAY, 29 April 2023, 300 attendees

5.3.2.1 Adult and Children Breakfast Buffet, in the General Session Room, for 300 (Time TBD): Breakfast buffet shall include such items as:

Scrambled Eggs

Choice of (1) meat

Choice of (1) potatoes

Choice of (1) waffles or pancakes

Choice of (1) bread, English muffin or bagel

Choice of (1) Oatmeal, yogurt, or fresh fruit

Assortment of cereal

Choice of Beverages. Portions shall be at least 10 ounces. Beverages shall be offered in the following varieties – 2 types of fruit juice, hot and iced tea, coffee, 2% milk, and half and half. Sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

5.3.2.2 Lunch (Time TBD): Adult Lunch buffet, served in the General Session Room, for 300 Lunch buffet shall include:

Choice of two (2) entree options; minimum serving of 4 ounces; such as Baked Chicken, Pasta

Choice of two (2) vegetables; minimum serving of 4 ounces

Garden salad with at least three (3) choices of salad dressing

Choice of two (2) starches; minimum serving of 4 ounces

Choice of at least two (2) different desserts

Choice of two (2) rolls or bread, with spreadable butter

Choice of beverages shall be provided. Beverage portions shall be at least 10 ounces. Beverages shall be offered in the following varieties – three (2) types of juices, , hot and iced tea, coffee, 2% milk, and half and half. Sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

5.3.2.3 Lunch (Time TBD): CHILDREN/YOUTH lunch buffet or plated to be delivered and served in the Childcare Rooms for 25

Choice of (2) two Entrees , Chicken fingers, pizza, or mac & cheese

Choice of (2) two Vegetables, Cooked or Raw Vegetables with Ranch

Choice of (1) French fries or Tater Tots

Choice of (1) Bread or rolls, with spreadable butter

Condiments – ketchup and barbeque sauce shall be provided.

Choice of beverages shall be provided. Beverage portions shall be at least 10 ounces. Beverages shall be offered in the following varieties – two (2) types of juices, milk or water

5.3.2.4 Morning Snack: CHILDREN/YOUTH: Suggested: protein bars, packaged crackers, graham crackers, cut fresh fruit, yogurt. Drinks: milk, juice, or water. Shall be delivered and served in Childcare rooms.

5.3.2.5 Afternoon Snack CHILDREN/YOUTH: Suggested type: protein bars, packaged crackers, graham crackers, saltines, cheese, cut fresh fruit, yogurt. Drinks: milk, juice, or water. Shall be delivered and served in Childcare rooms.

5.3.4 Beverage availability during entire event hours: coffee, hot tea, and ice water from 6:00 a.m. to 3:30 p.m. on Saturday, 29 April 2023. These beverages shall be set up in or near the Community Partner area/room. Contractor shall refill when empty.

5.4 Parking: For service member and guests: Parking shall be at no additional cost to the government, on‐site or not more than 0.25 miles walking distance from venue. We require parking spaces for approximately 100 vehicles on Friday, 28 April 23 (lodging service members) and approximately 225 vehicles on Saturday, 29 April 2023.

5.4.1 Parking: For staff support: Parking shall be at no additional cost to the government, on‐site, or not more than 0.25 miles walking distance with available parking spaces for 10 vehicles Tuesday, 25 April 23 through Sunday, 30 April 2023.

5.5 Childcare: The Contractor shall provide childcare services for ages 0‐5 following the Federal Teacher to Children ratio and any State required ratios.

5.5.1 Contractor shall provide the full Federal Teacher to Children ratio for the 6 years and older rooms.

5.5.2 Childcare providers must be prepared and able to provide support for special needs children.

5.5.3 Provide additional Childcare staff (in addition to the minimum Federal Teacher to Children ratio) for assistance, if required, with special needs children. The number of children with special needs that will be in attendance will be provided fourteen (14) days prior to the event start date.

5.5.4 Initial count of children in attendance is:

Ages 0‐5: 10

Ages 6‐12: 8

Ages: 12+: 3

5.5.5 Actual numbers of children including ages will be provided to Childcare Provider (7) seven days prior to the event.

Must abide by Federal Teacher/Children ratio and any applicable State Law.

5.5.6 Childcare is required to be set and ready to accept children by 7 a.m. on Saturday, 29 April 2023.

5.5.7 Plan staffing accordingly to provide breaks to staff members yet provide continuous, adequate, supervision during meal and snack times.

5.5.8 Meals and Snacks

5.5.8.1 Breakfast – No requirement. Children will eat this meal with their parent(s).

5.5.8.2 Lunch meal provided by the Venue Contractor to children with Childcare providers’ assistance. Time TBD.

5.5.9 Childcare providers must provide games, toys, activities. appropriate for ages 0‐5 and activities appropriate for ages 6 and older.

5.5.10 Childcare providers shall provide age‐appropriate DVD movies for ages 0–6 and 6‐17.

5.5.11 Provide 10 blankets and nap time accessories. Minimum two (2) portable cribs and/or pack and play‐type beds shall be provided by the Venue Contractor.

5.5.12 Must have a security system in place for receiving/registering children, tracking children, and releasing children.

5.5.13 Five (5) days prior to the event, the Childcare service provider shall provide to the Contracting Officer a complete listing of staff members. Listing shall include full names, contact numbers, and an up‐to‐date copy of a Government‐ issued photo ID of each staff member.

5.5.14 Childcare Service Providers shall provide adequate documents for proof of favorable background checks for all staff members. In accordance with DODI 6060.02, Childcare Programs, and DODI 1402.05, Background Checks on

Individuals in Department of Defense Child Development and Youth Programs, Section 3.4, two (2), Childcare providers must meet State licensing standards or school district requirements and policies for background checks. These background checks on staff members should be "favorably adjudicated", cleared by the State to provide childcare for the government, and must have been completed within 12 months of the event.

5.5.15 Childcare Service Providers must provide a copy of a valid business license and proof of insurance.

5.5.16 Childcare Service Providers must wear name badges with their company name. Providers must wear company shirts or matching shirts or same color shirts so they can easily be identified.

6. Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page) Date of

Publication

Mandatory or

Advisory

Website

Federal Acquisition Regulation M https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation

Supplement

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

Joint Travel Regulation (JTR) M https://www.defensetravel.dod.mil/site/travelreg.cfm

AFI 10‐245

Antiterrorism

03/28/2013

(Certified current

03/30/2017)

M https://www.e‐publishing.af.mil/Product‐

Index/#/?view=pubs&orgID=10141&catID=1&series=‐

1&modID=449&tabID=131

AFI 31‐101

Security Forces Standards and Procedures

08/18/2020 A https://www.e‐publishing.af.mil/Product‐

Index/#/?view=pubs&orgID=10141&catID=1&series=‐

1&modID=449&tabID=131

AFMAN 31‐113

Security Forces Standards and Procedures

03/05/2013

Change 1:

12/02/2015

A https://www.e‐publishing.af.mil/Product‐

Index/#/?view=pubs&orgID=10141&catID=1&series=‐

1&modID=449&tabID=131

DOD Instruction 1342.28

DOD Yellow Ribbon Reintegration Program

(YRRP)

2/25/2019 A https://www.esd.whs.mil/Portals/54/Documents/DD/issuance s/dodi/134228p.pdf?ver=2019‐02‐25‐080153‐960