Attachment 1 PWS-Youth Symposium FY25.pdf

Ver. DEC 2024

PERFORMANCE WORK STATEMENT (PWS)

FOR

Event Space and Catering Services (Within 20 miles of Bend)

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 Event space, lodging and meal Service, as defined in this PWS.

1.1.1 Objectives: Oregon Military connected youth, Participants range from 13-18 yrs.

of age and will have the opportunity to engage in activities that build leadership skills, promote communication and educate them on additional support and resources for which military connected youth qualify. Providing such opportunities speaks to the need for activities that address the prevention of 'risk-taking' behaviors while building the resiliency of these youth.

1.2 Background: The Symposium is a multi-day event to bring together Oregon Military connected youth from around the State to participate in a variety of evidence-based, resiliency building activities. Such activities have and will be facilitated by the Oregon National Guard (ORNG) Child and Youth Staff as well as professional trainers hired for such tasks. The Child and Youth Coordinators are required to conduct a State Youth Symposium to bring together ARNG youth delegates (volunteers) from around the State for youth leadership training. Training focuses on resilience and life skill building activities that prepare youth to cope with the challenges of being a military child and reduce risk-taking behaviors. State Youth Symposium will also provide an opportunity to execute the Teen Chain of Communication, linked with the State Teen Councils. The State Teen Council should be involved in the planning and execution of Child & Youth Program events. State and Regional Youth Symposiums should model the Army Youth Leadership Forum format and submit an after-action report to the ARNG Program Manager (PM) within 14 business days post-event.

Parents and or Guardians of participating youth will be at the venue and shall act as chaperones for their child(ren) during the off hours of programming. Their presence will be required during any emergency that involves their child(ren).

1.3 Period of Performance (PoP): April 23, 2025, through April 27, 2025, and meals per schedules outlined in Technical Exhibit (TE) 2.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide all services at the same location. Services will be conducted 23-27 April 2025, See (TE) 2 for service hour schedule. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

1.4.1.1 Telework: The Government does 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: Reserved

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC bv 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. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS).

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

1.4.5.1.1 Reserved

1.4.5.1.2 Reserved

1.4.5.1.3 Reserved

1.4.5.1.4 Reserved

1.4.5.1.5 Reserved

1.4.5.2 Reserved

1.4.5.3 Reserved

1.4.5.4 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.

1.4.5.6 Reserved

1.4.5.6.1 Reserved

1.4.5.6.2 Reserved

1.4.5.6.3 Reserved

1.4.5.6.4 Reserved

1.4.5.6.5 Reserved

1.4.5.7 Reserved

1.4.5.8 Reserved

1.4.5.9 Reserved

1.4.5.10 Reserved

1.4.5.11 Reserved

1.4.5.12 Reserved

1.4.5.13 Reserved

1.4.5.14 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 Key Control. Reserved

1.4.6.2 Lock Combinations: Reserved

1.4.7 Special Qualifications: Reserved

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

1.4.11. 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.

1.4.12 Contractor Travel: Reserved

1.4.13 Data Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor shall notify the KO / POC 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 / POC 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 Phase In / Phase Out Periods: 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 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 HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out 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 SCR Service Contract Reporting SMFS Service Member Family Support SSN Social Security Number 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 provided.

3.2 Materials: none provided.

3.3 Equipment: none provided.

3.4 Services: none provided.

3.5 Utilities: none provided.

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.

4.2 Secret Facility Clearance: Reserved

4.3 Contractor Security Clearance: Reserved.

5.0 Requirements:

5.1 Meal Requirements: No two meals or meat will be the same two days in a row.

See Technical Exhibit 2 for daily schedule at a glance and number of servings. All Federal and State CDC Guidelines will be followed. Meals must be served hot and fresh.

Water will be provided throughout the day and at each meal and snack.

5.1.1 Breakfast buffet meals will be served daily on April 24 - April 27 at 8 am each morning and will need to include a meat (same meat cannot be served two days in a row), eggs, bread and fruit.

5.1.2 Lunch will be served daily April 24-27 at 12pm (noon). Saturday the 26th will be a boxed lunch.

5.1.3 Dinner will be served daily on April 23rd – April 26th at 6pm. Buffet meals will need to include a meat (same meat cannot be served two days in a row), starch (potato or pasta), salad, vegetable and a dessert.

5.1.4 Snacks will be served daily from April 24th-April 27th at specified times. See Technical Exhibit 2 for specifications.

5.1.5 ** Special Requirements**

Due to allergies and special needs, the following items will NOT be approved:

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

*Vegetarian and gluten free options required with each meal or snack.

5.1.6 Set up and Breakdown will be completed by venue staff. Set up will include all utensils, napkins, plates and cups and must be at least 15 minutes prior to service time listed in Technical Exhibit 2. Breakdown and trash removal will begin 1 hour after food is served.

5.2 Conference room requirements (Technical Exhibit 3):

5.2.1 Daily requirement is one large conference room tables, chairs, an AV system that includes one microphone, speakers, one projector, at least one screen and podium available from 0700 until 2300.

5.2.1.1 All Conference rooms must be indoors.

5.2.1.2 All venues must be located on the same property as lodging and within walking distance of each other and the conference area.

5.2.1.3 Wi-Fi readily available throughout conference times.

5.2.1.4 All rooms will be sanitized nightly.

5.2.1.5 Round table settings with no more than Eight (8) at a table.

5.2.1.6 All meals will be served in one conference room at specified times. (See Technical Exhibit 2)

5.2.1.7 Additional chairs and tables, at a minimum, 4 extra table rounds or four (4) 8’ tables and 24 additional chairs may be needed at any given time and must be set aside for use.

5.2.2 See Technical Exhibit 3 for scheduled conference room requirements by date.

5.2.2.1 Conference room minimum is 1800 square feet. This gives each person 21 square feet to work and maneuver.

5.3 Lodging Requirements (Technical Exhibit 4):

5.3.1 Lodging must meet State, local and federal guidelines as well as FEMA, State and Emergency requirements and have a FEMA number by requirement of The Hotel and Motel Fire Safety Act of 1990.

5.3.2 Lodging must be on same property as the rest of the venue.

5.3.3 Parking must be included for Guests and VIP’s. Five (5) Parking spaces will be needed April 23rd -25th. Thirty (30) Parking Spaces will be needed April 25th- 27th.

5.3.5 Cost must be inclusive of all service charges. Federal taxes shall be excluded.

5.3.6 All Youth Rooms will be Double occupancy. Adult rooms can be single or double if single is not available, but only one adult per room.

Lodging roster to be provided 7 business days prior to start date:

5.3.6.1 Check in on April 23 – Check out on April 27th,

5.3.6.1.1 Twelve (12) Double occupancy rooms for the teen panel

5.3.6.1.2 Three (3) single adult rooms for the volunteers.

5.3.6.2 Check in on April 25th – check out on April 27th

5.3.6.2.1 Twenty-eight (28) additional Double occupancy rooms for a total of Forty (40) double occupancy rooms for the youth.

5.3.6.2.2 Four (4) additional single adult rooms for a total of Seven (7) adult volunteers.

5.3.7 All rooms for volunteers to be on the same floor(s) or building(s) or group of buildings as the youth for security and safety reasons for the entire time of the Symposium.

5.3.8 Shift Changes: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the (Check in and check out) phase in/ phase out periods. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

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 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 Meal Fulfill quantities and amounts

at the scheduled time prescribed in para 5.1.1 through 5.1.6.

Meet nutritional guidelines and standards for adults.

Set up and breakdown will not be longer than a 15 min delay.

Quantities/Amounts delivered will be the requested amount.

POC

5.1.1-5.1.4.2 Meals

Maintain appropriate level of communication with the POC for meal services. All adjustments made must be communicated NLT 72 hours from the next scheduled Service. The Government shall pay for only the items requested / delivered / accepted.

Contractor and Government will communicate no less than 72 hours prior to service for any adjustments.

Headcount adjustments will be based off the max number of Youth attending the Symposium and staff needed to support.

POC

5.2.1.3 WIFI Accessibility

WIFI will be available the entire time of the symposium.

Contractor and Government will communicate if there are outages.

POC

5.2.1.4 Sanitization

All conference rooms will be sanitized nightly following all Federal and State CDC recommendations

This must be done each day/night to avoid health issues.

POC

5.2.4.1 – 5.2.6.1 Podium/AV requirement

Projector and Screen

AV requirements will be needed each day.

Contractor and Government will communicate no less than 72 hours prior to next day for any adjustments needed.

POC

5.3.2 Lodging

Lodging will be on the same floor or in the same building or group of buildings as the rest of the venue.

Contractor will make adjustments to ensure that all youth and adult participants are within a small radius for security and safety of the youth.

TECHNICAL EXHIBIT 2

MEALS and SCHEDULE

Date Meal Time #of Servings

See notes at bottom of page for Mixed green salad requirements.

April 23rd Dinner Mixed Green Salad with dressings;

Barbeque Meet (Beef); coleslaw;

baked beans; rolls; buttered corn;

dessert; lemonade and/or iced tea

6:30PM 31

April 24th Breakfast Scrambled eggs; breakfast potatoes; bacon; juice

8:00AM 31

Lunch Mixed Green Salad with dressings;

deli sandwich (turkey, chicken or ham); assorted chips; dessert;

lemonade and/or iced tea

12:00PM 31

Dinner Mixed Green Salad with dressings;

Burgers; Condiments (Mayo, mustard, ketchup, cheese, lettuce, tomato, pickles, onions); French fries; dessert; lemonade and/or iced tea

6:00PM 31

Snack Warm Pretzels with mustard and hot cheese or Smore’s

8:30PM 31

April 25th Breakfast Breakfast sandwiches with sausage, egg and cheese; yogurt and granola; fruit; juice

8:00AM 31

Lunch Mixed Green Salad with dressings;

Baked Potato Bar with toppings (butter, sour cream, bacon, chives, broccoli and chili); dessert;

lemonade and/or iced tea

12:00PM 31

Dinner Mixed Green Salad with dressings;

Taco/Nacho Bar with (ground beef and chicken) options; Rice; Beans;

Chips and salsa; various toppings (sour cream, olives, lettuce, tomatoes, jalapenos and cheese);

dessert; lemonade and/or iced tea

6:00PM 31

Snack Popcorn bar with assorted seasonings and toppings

8:30PM 60

Due to allergies and special needs, the following items will NOT be approved:

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

*Vegetarian and gluten free options required with each meal or snack.

No two meals or meat will be the same two days in a row.

Water will be provided throughout the day and at each meal and snack.

Note: Mixed Green Salad will have mixed lettuce, purple cabbage, shredded carrots, tomatoes and cucumbers.

Note: Dressings will be Ranch, vinaigrette, thousand island.

April 26th Breakfast Pancakes; eggs; bacon; maple syrup; juice

8:00AM 60

Box Lunch Sandwiches (Turkey, Chicken, or Ham) with condiments (Mayo, Mustard, cheese, lettuce, tomato’s);

chips; fruit or vegetable; dessert;

bottled water

9:00AM 60

Snack Granola Bar; whole fruit; string cheese

3:00PM 60

Dinner Mixed Green Salad with dressings;

coleslaw; barbeque (chicken) meat;

baked beans; cooked vegetables (green beans); desert; lemonade and/or iced tea

6:00PM 60

April 27th Breakfast Scrambled eggs; fruit; breakfast potatoes; sausage; juice

8:00AM 60

Lunch Mixed Green Salad with dressings;

Burger; Condiments; fries; dessert;

lemonade and/or iced tea

12:00PM 60

Snack Various pastries; brownies; cookies;

lemonade and/or iced tea

1:00pm 60

TECHNICAL EXHIBIT 3

CONFERENCE ROOMS AND CHAIRS BY DATE

Conference Rooms

Date #of Rooms and sq ft

# of Tables

Type of Tables

Additional Information

# of Chairs (8 per table)

Time

4/23/2024 1 large 5 Rounds Screen, Projector and Microphone

30 4:00PM – 12:00AM

1800 sq ft min

4/24/2024 1 large 5 Rounds Screen, Projector and Microphone

30 12:00AM - 12:00PM

1800 sq ft

4/25/2024 1 large 10 Rounds Screen, Projector, Podium and Microphone

75 12:00AM - 12:00PM

1800 sq ft

4 Rectangle 6’-8’ 12:00AM - 12:00PM

4/26/2024 1 large 10 Rounds Screen, Podium and Microphone

75 12:00AM - 12:00PM

1800 sq ft

4 Rectangle 6’-8’ 12:00AM - 12:00PM

4/27/2024 1 large 11 Rounds Screen, Podium and Microphone

75 12:00AM – 5:00PM

1800 sq ft min

4 Rectangle 6’-8’ 12:00AM – 5:00PM

Additional Chairs needed

20 11:00AM – 5:00PM

TECHNICAL EXHIBIT 4

LODGING BY DATE

Hotel Rooms Youth Rooms Adult Rooms

April 23, 2025 12 3 April 24, 2025 12 3 April 25, 2025 40 (inclusive of 12 above) 7 (Inclusive of 3 above) April 26, 2025 40 (inclusive of 12 above) 7 (Inclusive of 3 above)

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

1.4.5.3 AT Level

1 Awareness

Training Certificates

Provide within 15 calendar days after employee completes training.

1 Electronic Submission