Attachment 1-Yellow Ribbon PWS_20210223 Final_20210224.pdf

PERFORMANCE WORK STATEMENT (PWS)

Yellow Ribbon Reintegration Program Events Orlando, Florida

24 February 2021

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide support for an estimated five (5) Yellow

Ribbon Reintegration Program (YRRP) events annually exercise any supervision or control over the contract service providers performing the services herein. The Government shall hold service providers accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: Contractor shall provide all necessary facilities, “personnel, labor, equipment, supplies, materials, supervision, and other items and non-personal services necessary to perform Yellow Ribbon Reintegration Program Event Services as defined in the Performance Work

Statement (PWS) except for those items specified as government furnished property and services. The contractor shall furnish facilities along with ancillary equipment, supplies, and services as specified in accordance with the standards, terms and conditions in the PWS. The Contractor shall perform in accordance with (IAW) the terms and conditions of the contract and consistently with the established standards in this PWS.

1.2 Background: The United States Army Reserve Command (USARC) commands all United States Army Reserve units and is responsible for overseeing unit staffing, training, management and deployment. The YRRP is a congressionally mandated initiative designed to provide information, services, referrals, and proactive outreach programs to Reserve Component Service members and their Families through all phases of the deployment cycle. The overall objective of the program is to prepare and sustain Service members and their Families before and after their mobilization.

Objectives: The contractor must make provisions for the requested number of attendees’ lodging and meeting space to accommodate a US Army Reserve conducted YRRP event, to ensure adequate space for learning and to meet the needs of the units within the United States Army Reserve Headquarters. Contractor shall provide hotel rooming, meeting space rooms, space and connections for audio-visual (screens, speakers, computers, mixers, and microphones), and space for community partners, parking, and meals. The contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon Reintegration Program presentations and training and shall provide those government personnel and their families attending the event with quality accommodations and identified support services. This is not a solicitation for event planning services or 3rd party vendor planning services. If offer which requires the Government to execute a separate agreement with a third party vendor shall be deemed technically unacceptable.

1.3 Scope: Contractor shall provide a venue that can accommodate up to 600 attendees per event.

Attendees will arrive on the Friday and register at the event location that day. Attendees will depart on Sunday. 81st Readiness Division (RD) Core staff will arrive the Wednesday before the event, and the advance party members will arrive on Thursday. RD Core staff will depart on Monday, all other support staff and attendees will depart on Sunday.

1.4 The contractor shall provide a facility that will offer the following: lighted parking lot, small gift shop (for sundries), an exercise room, full-service restaurant, elevators for access to other than the ground floor, and ice machines. Restricted Access afterhours, such as key cards are used as a security measure to enter the hotel. The venue shall have no less than a three (3) diamond rating (in accordance with

American Automobile Association (AAA), Distinguished). The event venue shall have meeting space for multiple simultaneous briefings, a staff operations center, and counseling rooms. The event venue shall have sufficient seating to meet the requirements for the anticipated attendance plus normal occupation.

The Contractor shall provide an on-site representative from the time the advance party arrives on the

Thursday before the event until the advance party leaves on the Sunday and departure of the

Government’s event staff. A preliminary number of actual sleep room numbers will be provided for each task order awarded. A reconciled number of sleep rooms will be provided the Tuesday prior the event.

1.4.1 Event Agenda: Prior to any YRRP the Contractor shall receive a Task Order (TO) a minimum of 60 days out with a preliminary number of sleep and meeting rooms that the Contractor shall provide for the upcoming YRRP event.

1.4.1.1 Tuesday prior to the TO YRRP event start date, the Contractor shall contact the Contracting Officer’s Representative (COR) to reconfirm the actual number of attendees and review the agenda. The quantities ordered in the task order issued under the resultant contract are estimates only.

1.4.1.2 Wednesday prior to the TO YRRP event start date the Readiness Division (RD) Core Staff will arrive at the facility. The Contractor shall provide sleeping rooms for up to 11 staff members for five (5) nights for each TO YRRP event. Additional nights may be required due to inclement weather, flight delays or other government approved reasons. The Contractor shall establish a Government Staff Operations Room Wednesday prior to each YRRP event through the Sunday for the use of up to 20 staff members.

1.4.1.3 Thursday prior to the TO YRRP event start date the Advance Party will arrive at the hotel. The Contractor shall provide sleeping rooms for up to 25 staff members for 3 nights for each TO YRRP event.

Additional nights may be required due to inclement weather, flight delays or other government approved reasons. The Contractor shall meet with COR to review Banquet Event Order (BEO).

1.4.1.4 Friday of the TO YRRP event Attendees will arrive at the hotel to registrar for the event. The Contractor shall provide sleeping rooms for up to 600 attendees for 2 nights for each TO YRRP event.

Additional nights may be required due to inclement weather, flight delays or other government approved reasons. Prior to Attendees arrival the Contractor shall establish an YRRP event registration in proximity to the lodging facility’s registration desk and help desk in an area visible from the registration desk.

Contractor shall ensure YRRP event conference/meeting rooms will be set up and ready for Saturday YRRP event activities.

1.4.1.5 Saturday of the TO YRRP event, the first formal program of the day will begin at 7:30 AM. The programs will run throughout the day and end NLT 5:00 PM. The programs will consist of up to 1 general session program for up to 600 attendees, as well as 10 breakout sessions accommodating up to sixty

(60) attendees each. There will be three (3) full service meals for all attendees. The Contractor shall provide, parking and meeting space for up to forty (40) Community Partners to be located in an area adjacent to the General Session room.

1.4.1.6 Sunday of the TO YRRP event Community Partners will attend the event. The Contractor shall provide, parking and meeting space for up to forty (40) Community Partners to be located in an area adjacent to the General Session room. The first formal program of the day will begin at 7:30 AM and end at 12:00 P.M. Sunday’s programs will consist of one (1) general session for up to 600 attendees, 10 breakout sessions accommodating up to sixty (60) attendees each. There will be two (2) full service meals for all attendees. YRRP Event attendees and Advance Party Staff members will depart the afternoon and evening of the Sunday of each event.

1.4.1.7 Monday after the TO YRRP event the RD Core Staff members will depart

1.5 Base Period: and Option Year

1.5.1 Period 1: 1 May 2021 – 30 Apr 2022

1.5.2 Period 2: 1 May 2022 – 30 Apr 2023

1.5.3 Period 3: 1 May 2023 – 30 Apr 2024

1.5.4 Period 4: 1 May 2024 – 30 Apr 2025

1.5.5 Period 5: 1 May 2025 – 30 Apr 2026

1.6 General Information:

1.6.1 Quality Control: Quality Control is the responsibility of the Contractor. The Contractor shall ensure all work described in this contract is performed at or above the standard defined in the Performance Requirements Summary (PRS). The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.212-4, Contractor Terms and Conditions – Commercial Items). A formal Quality Control Plan (QCP) is not required for this commercial service. However, the contractor shall maintain an inspection system commensurate with commercial practices to ensure the Contractor as well as their subcontractors only tender for acceptance those items or services that conform to the requirements of this contract all applicable laws and regulations.

1.6.2 Quality Assurance: The COR will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP) to include Government collected and graded customer satisfaction comment cards as part of the Government’s performance evaluation process. This plan is a Government only document focused on what the COR must do to assure that the contractor has performed in accordance with the performance requirements within this PWS.

The contractor shall maintain communications (direct and indirect) with the Government regarding performance of the contract. Communication shall include regular and formal meetings with the Government for review and analyses of key process indicators, analysis of process deficiencies, and problem resolution.

1.7 Non-conformance Report (NCR): When the Contractor's performance is unsatisfactory, it will be asked by the COR for an immediate correction. If it isn’t corrected a NCR will be issued. The Contractor shall reply in writing within four (4) hours from the time of receipt of the NCR, giving the reasons for the unsatisfactory performance, corrective action taken, and procedures to preclude recurrence.

1.7.1 Non-conforming Services: When a contractor’s performance is identified as unsatisfactory (e.g.

does not meet contract PWS requirements and/or work schedules and/or timeframes) it is considered a non-conformance. The contractor shall reply within the specified timeframe upon receipt of a non-conformance report (NCR) from the COR or Contracting Officer (KO). Non-conformance shall be classified in one (1) of three (3) categories:

1.7.1.1 Level I (Minor) non-conformance: is defined as a non-conformance that is a departure from established standards having little bearing on the effective use or operation of the services. Minor non-conformance usually can be corrected by the contractor within a short timeframe, where no further corrective action (CA) response is necessary, and can be issued by the COR to the contractor either through a verbal or written NCR. Minor non-conforming services shall be re-performed within a specified time frame at no increase in contract price. If minor non-conformances are recurring or re-performance is not completed in full and within the specified time a Level II non-conformance may be issued to the contractor by the KO.

1.7.1.2 Level II (Major) non-conformance: is defined as a non-conformance, other than critical, that is likely to result in failure of services, or to materially reduce the usability of the services for their intended purpose, or it is a recurring Minor non-conformances, or a non-responsive contractor indicating a trend or failure of the contractor’s quality control. Major non-conformance’s shall result in the issuance of a written NCR from the KO to the contractor requiring a response by the contractor by a specified timeframe identifying the reasons for the unsatisfactory performance, corrective action(s) taken and date resolution has/will occur, and procedures to preclude recurrence of unsatisfactory performance. The KO may also reduce the payment to the contractor in accordance with (IAW) the performance requirements summary (PRS), or reduce payment to reflect the value of the services performed if re-performance is not possible, or may have the identified non-conforming service performed and charge the contractor for any related cost incurred.

1.7.1.3 Level III (Critical) non-conformance: is defined as a non-conformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II NCR’s; or is for a non-responsive contractor to a level II NCR. Critical non-conformance’s shall result in the issuance of a written NCR from the KO to the contractor requiring a response by the contractor by a specified timeframe identifying the reasons for the unsatisfactory performance, corrective action(s) taken and date resolution has/will occur, and procedures to preclude recurrence of unsatisfactory performance. The KO may also reduce the payment to the contractor IAW the PRS, or reduce payment to reflect the value of the services performed if re-performance is not possible, or may have the identified non-conforming service performed and charge the contractor for any related cost incurred.

1.7.2 Inspection Results: The contractor will be notified of Government inspection results within 5 business days. The Contractor shall acknowledge receipt of the inspection results by email within two (2) business days. The contractor may be notified of inspection results verbally or via email. Verbal notifications of defective work will be confirmed by email. When Government inspectors are unable to contact the contractor to notify the contractor of inspection results, acceptance or rejection of work will be made on the basis of the initial inspection.

1.7.3 Contracting Officer Representative (COR): The COR will be identified by separate letter and within the Supplemental Information of the contract. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.8 YRRP Event Hours of Operation: The contractor is responsible for ensuring a point of contact is available twenty four (24) hours a day through arrival of the advance party until conclusion of the event on the last day, or unless unforeseen holdover attendees with air travel arrangements for the morning following the event conclusion. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS at the contractor’s place of business, with exception of severe weather and/or government shutdown/closures.

1.9 Type of Contract: Indefinite Delivery/Indefinite Quantity (ID/IQ)

1.10 Place of Performance: The work to be performed under this contract shall be accomplished within 20 miles from Orlando International Airport (MCO).

1.11 Security Requirements: The Contractor personnel performing work under this contract shall allow the USARC Provost Marshall to conduct a Vulnerability Threat Assessment no later than two (2) weeks prior to each YRRP event for each facility provided by the Contractor. The Contractor shall be responsible for safeguarding all government equipment, information and property. The Contractor shall provide room lockout keys for the staff operations room, the conference/meeting rooms and the storage room to secure pilferable items. The keys shall be given to the RD staff upon their arrival to the facility on the Wednesday prior to the YRRP event. In the event of loss or damage of any nature, caused by Contractor operations or employees, due to improper protection, precaution or safety measures, such damages shall be repaired or such property shall be replaced by the Contractor at his expense. In the event the Contractor does not satisfactorily repair or replace such damages, the Government reserves the right to make necessary corrections and the Contractor shall reimburse the Government for all labor and materials costs associated with repairs or replacement.

1.12 Safety: The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal notification to the COR and the KO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports by email to the COR within five (5) calendar days of each occurrence.

1.13 Environment and OSHA: The Contractor shall comply with all local, state, and Federal environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, state and Federal laws, rules and regulations, and compliance with the requirements of the contract shall be brought to the attention of the COR final resolution NLT the end of the business day.

1.13.1 Verbal Notifications Follow Up. The Contractor shall notify COR by email in addition to any verbal notification of such conflicts NLT two (2) business days. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local state, or Federal laws, rules, and regulations.

1.13.2 Hazards. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the KO or COR, to halt all Contractor performance with a commensurate deduction of monies due the Contractor until such unsafe conditions are corrected. The Contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of any hazard such as, but not limited to, fire, or large fuel spill, the Contractor shall immediately within the hour of occurrence notify COR verbally and by email.

1.14 Contract Administration

1.14.1 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5, Post Award Orientation. The Contracting Officer or COR may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer 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 not take any action as a result of these meetings without written authorization from the Contracting Officer. The contractor shall provide the Contracting Officer a written notification if there is an additional price or cost associated with any proposed change or action related to the contract. Upon Contracting Officer notification, appropriate action shall be taken to resolve outstanding issues as soon as possible. These meetings shall be at no additional cost to the Government and the use of conference calls is acceptable methods to conduct these meetings.

1.14.2 Contracting Officer’s Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the resulting order, direct action that changes the negotiated price of the contract (either increase or decrease) or changes delivery dates. A letter of designation will be issued to the COR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting order.

1.14.3 Contractor POC: The following personnel are considered Contractor POC by the Government:

designated Point of Contact (POC) and an alternate POC. The Contractor shall provide a designated POC and an alternate, who shall be responsible for the competent performance of the work required under the specifications of this contract NLT five (5) business days after contract award and as changes occur. The name and contact information of the POC and an alternate, who shall act for the contractor when the POC is absent, shall be designated by email to the COR. The POC or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The POC or alternate shall be available between 7:30 a.m. to 4:00 p.m. Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. The POC(s) and alternates shall be able to read, write, speak, and understand English.

1.14.3.1 The POC or their alternate shall meet with COR to discuss immediate problems areas. The POC shall respond by phone or email to the COR within two (2) hours after notification of deficiencies and correct the deficiency(s) the next business day. The Contractor shall provide the telephone number and email of the POC to the COR.

1.14.4 Organizational Conflict of Interest: The contractor shall not employ any person or perform a contract in a situation where the existence of conflicting roles may bias the contractor's judgement or prevent unfair competitive advantage in accordance with Organizational Conflict of Interest Rules in FAR 9.5.

1.14.5 Ordering Instructions:

1.14.5.1 Annual notice of potential YRRP Event dates will be provided by the contracting officer.

1.14.5.2 Task Orders (TO) will be issued as Subject to Available Funds (SAF) no less than one hundred twenty (120) days prior to Period of Performance (POP) start. Upon receipt of the SAF TO the contractor shall block off the resources (rooms/meeting space, etc) necessary.

1.14.5.3 Task Orders will be funded no less than ninety (60) days prior to POP start. Upon receipt of the funding modification, contractor shall lock in all resources.

1.14.5.4 Aggregate quantities can be realigned throughout the five (5) year ordering period, the pricing will be based upon the established annual price list.

1.14.5.5 No later than seventy two (72) hours prior to the Friday of a given event, the Government will provide final numbers required for lodging and meals.

1.14.6 Invoicing Instructions:

1.14.6.1 Contractor shall only invoice according to the price schedule included with the task order.

1.14.6.2 Invoices shall contain sufficient detail to include, the sleeping rooming roster, the final banquet event order, the parking roster, and the shuttle roster.

1.14.6.3 The government shall not be responsible for any cost deficits between the task order’s preliminary number of required services and the confirmed number of services required. Invoice amounts can be less than what is on the Task Order, but shall not exceed the quantities ordered. Actual services provided IAW the terms and conditions of this contract will be accepted and paid for by the Government.

1.14.6.4 Contractor shall invoice per contract line item number (CLIN) structure.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS:

2.1 CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.2 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.

2.3 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government. Note: The KO is the only individual who can legally bind the Government.

2.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be by email and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.5 CONTRACTOR PERSONNEL. Contractor and subcontractor employees performing work under this contract.

2.6 CONTRACTOR POC. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated by email to the COR NLT five (5) business days after contract award and as changes occur. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

2.7 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.8 DELIVERABLE. Anything that can be physically delivered, but may include non- manufactured things such as meeting minutes or reports.

2.9 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.10 NONCONFORMANCE: Failures to meet all contract requirement: products, services, construction work, deliverables, or clause requirements.

2.11 ONSITE PARKING: Onsite parking is defined as parking located on the venue property. It may be located in an adjacent parking ramp or lot of the venue. Parking ramp or lot must be lit.

2.12 PERFORMANCE REQUIREMENT SUMMARY (PRS): A listing of the service outputs under the contract that are to be evaluated by the COR on a regular basis, the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

2.13 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.14 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.

2.15 QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

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

2.17 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.18 THIRD PARTY VENDOR. Is an entity, an individual or a company tasked with providing products and services to consumers on behalf of an organization

2.19 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.20 ACRONYMS:

AAA American Automobile Association ACOR Alternate Contracting Officer's Representative ADA American with Disabilities Act AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation BASOPS Base Operations BEO Banquet Event Order CA Corrective Action CAP Corrective Action Plan CFR Code of Federal Regulations CLIN Contract Line Item Number CMR Contract Manpower Reporting CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DEERS Defense Enrollment Eligibility Reporting System DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation FFP Firm Fixed Price FSC Federal Service Code FY Fiscal Year GFP Government Furnished Property HIPAA Health Insurance Portability and Accountability Act of 1996 IDIQ Indefinite Deliver Indefinite Quantity IAW In accordance with KO Contracting Officer MFLC Military Family Life Consultant NCR Non Conformance Report NLT No later than

OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) OFT Operations, Functional, Training ODC Other Direct Costs OSHA Occupational Safety and Health Administration PDHRA Post Deployment Health Reassessment PDX Orlando International Airport PIPO Phase In/Phase Out POC Point of Contact POP Period of Performance PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan RAPIDS Real-Time Automated Personnel Identification System RD Readiness Division SAF Subject to Availability of Funds TE Technical Exhibit TO Task Order UIC Unit Identification Code USARC United States Army Reserve Command YRRP Yellow Ribbon Reintegration Program

PART 3

GOVERNMENT FURNISHED PROPERTY (GFP), EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Not applicable. No GFP provided.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part three (3) of this PWS. The Government shall not be invoiced for any cost associated with this effort to include any loss or damage to the contractor’s property.

4.2 Materials: The Contractor shall provide the following supplies and/or materials necessary to meet the requirements under this PWS.

4.3 Easel Stands. Forty (40) easel stands capable of supporting 38 inches x 26 inches x one (1) inch framed signage to place throughout the event area for the duration of the event.

4.4 Tables and Chairs: The Contractor shall provide round and rectangular tables. All tables will be covered with a clean, serviceable, and properly fitting cloth fabric table covering and matching table skirt.

There shall be no more than two (2) different colored table coverings and table skirts, in one meeting area. The exact numbers of tables required will be determined by the number of YRRP event attendees.

The numbers of attendees will be defined at the task order level. The location and set up configuration of tables are specified in section 5 of this PWS. All chairs shall have a padded seat to accommodate extended meetings. The exact numbers of chairs required will be defined at the task order level. The location and set up configuration of chairs are specified in section 5 of this PWS.

4.5 Water Stations with Disposable Cups: A water stations with disposable drinking cups shall be provided in the general session room, each of the breakout rooms and in each of the parlor (counseling rooms).

Water stations shall be available from 7:15 AM until 5:00 PM on Saturday, and 7:15 to 12:00 A.M. Sunday of the YRRP event. The water stations shall be located in each meeting area, where it will be easily accessible to all attendees without being disruptive to the meeting. Each water station shall contain a sufficient number of disposable cups and a sufficient number of clean serviceable covered water dispensing containers, filled with clean ice water. Water station shall be refreshed throughout the day only during room vacancies or break times. The Government will provide the Contractor with an Event Agenda containing break times to allow scheduling.

4.6 Facial Tissues: The Contractor shall provide one box of tissue at each table where attendees will be sitting. These will be in the General session, breakout rooms and counseling areas.

4.7 Adjustable Easel with attached Dry Erase Board and Flip Chart Display and Pad: The Contractor shall provide up to ten (10) adjustable easels with attached six (6) foot by four (4) foot dry erase boards and flip chart displays. Each easel shall have a twenty-seven (27) by thirty-four (34) inch Flip Pad with a minimum of 20 pages.

4.8 Bulk Copier. Contractor shall provide all items necessary (toner, paper, etc.) for bulk copying of up to 5,000 copies. Copier shall have the capability to copy and print black and white, two-sided copies in both standard eight and a half (8.5) inch by eleven (11) inch size paper, and legal, eight and a half (8.5) inch by fourteen (14) inch, paper. Copier shall have the capability to collate and staple copies.

4.9 Indoor Ceremonial US Flag: The indoor ceremonial US Flag shall be a minimum four (4) by six (6) foot indoor US Flag with embroidered stars and golden yellow fringe on an eight (8) foot pole with weighted stand and gold eagle topper; and accented with the golden cord & tassel set.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS GENERAL INFORMATION

5.1 Registration. Attendee Registration Area: The Contractor shall setup a YRRP registration area in the lobby of the lodging facility or in proximity to the lodging facility’s registration desk NLT 8:30 A.M. the Friday of each YRRP event. The area shall provide sign-in, welcome, and orientation packages for attendees, provided by the government staff members. The area shall have approximately thirteen (13) registration tables with two (2) of chairs at each table. Wireless high-speed Internet access shall be provided for the registration area. Attendee registration will take place on Friday of the YRRP event at 8:30 A.M. and concluding at 7:00 P.M. Attendee Help Tables: The Contractor shall provide two (2) separate tables with four (4) chairs at each table between 6:00 A.M. Friday and 5:00 P.M Sunday of the YRRP event, for government staff to address all attendee questions and concerns. The tables shall be capable of seating four (4) people. On the Friday of the YRRP event the tables shall be in a location visible from the hotel reception area. On Saturday and Sunday of the YRRP event the tables shall be in a location visible from the event meeting rooms.

5.2 Sleeping Rooms: Contractor shall be capable of providing up to four hundred fifty (450) sleeping rooms onsite of the venue per event. If additional rooms are required (in excess of four hundred fifty (450)) and cannot be provided onsite, required remaining rooms shall be in a lodging facility that shall meet all of the terms and conditions of this PWS and is within a two (2) mile distance of the main venue.

5.2.1 The exact number of rooms required for a specified event will be determined at the task order level.

The government shall not be responsible for any cost deficits between the task order’s preliminary number of sleeping rooms and the confirmed number of sleeping rooms required. The Government will only pay for the confirmed number of rooms required for each event.

5.2.2 Lodging facility shall be on the list of approved hotels and motels for federal travelers located at https://apps.usfa.fema.gov/hotel/.

5.2.3 Lodging facility shall meet the American with Disabilities Act (ADA) requirements and provide ADA compliant rooms. A preliminary number of actual ADA compliant sleep room numbers will be provided for each task order awarded. A reconciled number of ADA compliant sleep rooms will be provided the Tuesday prior the event.

5.2.4 Sleeping Room Roster: The Contractor shall provide a sleeping room roster which includes the sleeping rooms number, number of days the rooms was used, cost per room and the total cost of all sleeping rooms for the YRRP event. The sleeping room roster shall be submitted with the task order invoice into the appropriate invoicing system.

5.2.5 Sleeping room requirements:

5.2.5.1 All rooms provided under this contract shall be non-smoking rooms.

5.2.5.2 A minimum of seventy percent (70%) of the rooms shall contain two (2) queen beds.

5.2.5.3 Lodging room doors shall not open to the exterior of the building.

5.2.5.4 Rooms shall contain the following:

Working television with remote

Working telephone

Working refrigerator

High Speed Wireless - Internet access

5.2.6 Responsibilities: The Government shall not be responsible for room service charges, long distance phone calls, movie rental charges, laundry charges, room service, or any other incidental room charges.

Any such charges shall require the occupants to provide their personal credit cards to secure payment for those charges.

5.3 Conference Spaces/Rooms. The Government will provide a preliminary meeting room count upon award of the task order and a final room count the Tuesday prior to the arrival of the Advance party. The government shall not be responsible for any cost deficits between the task order’s preliminary number of conference spaces/ rooms and the confirmed number of conference spaces/ rooms required. The Government will only pay for the confirmed number of rooms required for each event.

5.3.1 General Session Room:

5.3.1.1 Availability: 7:00 A.M. Friday through 2:00 P.M. Sunday (local time).

5.3.1.2 Capacity: Room shall be capable of hosting up to six hundred (600) attendees plus space for the Government’s audio visual equipment.

5.3.1.3 The Contractor shall have the capability to provide round tables and chairs to support up to six hundred (600) personnel and allow for ADA compliance (Exact numbers to be defined at the task order level).

5.3.1.4 Ceiling Height: General Session room shall have a minimum ceiling height of sixteen (16) feet.

5.3.1.5 The Contractor shall have the capability to provide round tables and chairs to support up to six hundred (600) personnel (Exact numbers to be defined at the task order level). All tables, with the exception of the water station, shall be arranged to allow all sides of the table to be accessible for seating

5.3.1.6 When possible, the general session room may be used for dining purposes. If the general session room will be used for the dinner meal, the room will be available for dinner meal service set up after 4:00 PM Saturday of the YRRP Event

5.3.1.7 The General Session Room shall remain configured as the general session room for the duration of the event.

5.3.1.8 The Contractor shall provide a twenty-four (24) foot by twenty-four (24) foot stage that is between twenty-four (24) and thirty (30) inches high with a covered front side. The stage shall have a minimum of one (1) handicap access ramp on the front or side of the stage and two (2) sets of stairs on either side of the stage. The stage shall be equipped with one (1) speaker’s podium and one (1) indoor ceremonial US Flag.

5.3.2 Breakout Rooms:

5.3.2.1 Quantity: Up to ten (10) rooms (Exact number to be defined at the task order level)

5.3.2.2 Availability: 7:00 A.M. Friday through 12:00 P.M. Sunday (local time).

5.3.2.3 Capacity: Each room shall be capable of hosting up to sixty (60) attendees plus space for the Government’s audio visual equipment.

5.3.2.4 The Contractor shall have the capability to provide round tables and chairs to support up to seventy five (75) attendees and allow for ADA compliance (Exact numbers to be defined at the task order level).

All tables, with the exception of the water station, shall be arranged to allow all sides of the table to be accessible for seating.

5.3.2.5 Ceiling Height: Breakout rooms shall have a minimum ceiling height of ten (10) feet.

5.3.3 Parlor Rooms:

5.3.3.1 Quantity: Up to eight (8) rooms to include the requirements specified in paragraph 5.2.3.4. (Exact number to be defined at the task order level)

5.3.3.2 Availability: 7:00 A.M. Friday through 12:00 P.M. Sunday (local time).

5.3.3.3 Capacity: Five of the eight possible rooms required shall be capable of hosting up to sixteen (16) attendees and allow for ADA compliance. Two (2) of the eight (8) parlor style rooms (Counseling Room) shall be capable of hosting up to three (3) attendees and allow for ADA compliance. One (1) of the eight

(8) parlor style rooms (DEERS/RAPIDS Room) shall be capable of hosting up to six (6) attendees and allow for ADA compliance.

5.3.3.4 Additional Requirements: One (1) of the eight (8) parlor style rooms (DEERS/RAPIDS Room) shall include an Ethernet port and cord with direct access to the internet. High Speed Internet connectivity must NOT prompt username/password or any other type of verification to connect onto to the internet. The room shall include two (2) six (6) foot by thirty (30) inch rectangular tables and six (6) chairs. The tables shall be arranged in two (2) separate L-shaped configurations with three (3) chairs at table configuration.

Tables shall be arranged to allow all sides of the table to be accessible for seating.

5.3.3.5 Two (2) of the eight (8) parlor style rooms (Counseling Room) must be private and have limited access; however, it can be in the general vicinity of the rest of the meeting spaces. Each of these rooms shall include a include a minimum of three (3) comfortable upholstered armchairs, one (1) coffee table, one (1) small trash can, one (1) box of facial tissues and a water station.

5.3.3.6 The remaining Five (5) of the eight (8) possible parlor rooms shall include four (4) six (6) foot by thirty (30) inch rectangular tables with three (3) chairs per table. Tables shall be arranged to allow all sides of the table to be accessible for seating.

5.3.4 Community Partners Room

5.3.4.1 Quantity: One (1) room

5.3.4.2 Availability: 12:00 P.M. Friday through 1:00 P.M. Sunday (local time).

5.3.4.3 Capacity: Room shall be capable of holding a minimum of forty (40) four (4), six (6) foot by thirty

(30) inch rectangular tables with eighty (80) chairs, two chairs at each table, for Community Partner displays and allow for ADA compliance. Tables shall be arranged to allow all sides of the table to be accessible for seating.

5.3.4.4 Additional Requirements: Room shall be in close proximity to the General Session Room. Room shall have High Speed Wireless Internet access for approximately twenty (20) users, (In addition to the normal internet provided by the hotel) and a minimum of twenty (20) power strips for area.

5.3.5 Staff Operations Room

5.3.5.1 Quantity: One (1) room

5.3.5.2 Availability: 11:00 A.M. Wednesday through 2:00 P.M. Sunday (local time).

5.3.5.3 Capacity: Room shall be capable of hosting up to sixteen (16) attendees and allow for ADA compliance.

5.3.5.4 Additional Requirements: Must be able to secure this room. Room shall include a minimum of six

(6) foot rectangular tables and sixteen (16) chairs. Tables and chairs must be set up in a U-shape-style.

Room shall have wireless Internet access for approximately sixteen (16) users, and four (4) power strips for area. (In addition to the normal internet provided by the hotel). The room shall consist of the following items per-day: One (1) hotel phone with capabilities to call any in-house numbers, lockout keys, one (1) bulk copier with addition paper and one (1) water station with disposable cups.

5.3.6 Logistics/Storage Room

5.3.6.1 Quantity: One (1) room

5.3.6.2 Availability: 11:00 A.M. Wednesday through 2:00 P.M. Sunday (local time).

5.3.6.3 Capacity: Equivalent to a fifty (50) person occupancy room capable of storing resources and IT equipment (up to six (6) pallets, plus four (4) large crates)

5.3.6.4 Additional Requirements: Must be able to secure this room. Room will require double doors (no middle bar on doors) to move pallets in and out, preferably near the freight elevator (if equipped)

5.4 Meals: The contractor shall provide two (2) breakfasts, one (1) lunch and one (1) dinner. Food and beverage charges are based upon a total of up to six hundred (600) servings per meal. Meals shall be buffet style, boxed, or self-service. Self-serve beverage stations are preferred at each meal. The contractor shall provide specialty meals for individual with food allergies. Requests for specialty meal will be provided to the Contractor NLT Wednesday prior to the TO YRRP event. The dining room can be the same as the general session room. Venue must be compliant with all applicable commercial, local, and state regulations and practices. Cost shall not exceed Government per diem food rates for the local ZIP code when calculated on a per person basis. www.gsa.gov/travel /plan-book/per-diem-rates. The contractor shall identify the NLT notification time frame for YRRP event meal order cancellations. The NLT date for meal cancellations shall be consistent with commercial practices.

5.4.1 Breakfast

5.4.1.1 Availability: Saturday, 6:00 A.M. to 8:00 A.M. local time and Sunday, 6:30 A.M. to 9:00 A.M. local time.

5.4.1.2 Quantity: Up to seven hundred (600) meals. (Exact quantities to be determined at the task order level.

5.4.1.3 Food: The breakfast shall include such items as: scrambled and boiled eggs, two (2) types of meat (pork bacon or sausage, and turkey sausage or bacon) potatoes or grits, oatmeal, waffles, pancakes or French toast, pastries, bread, (toast or biscuits), yogurt, fresh fruits and an assortment of cereal. Drinks shall consist of coffee, hot tea, milk, water and juice.

5.4.2 Lunch

5.4.2.1 Availability: Saturday, 11:00 A.M. to 1:00 P.M. local time.

5.4.2.2 Quantity Up to seven hundred (700) meals. (Exact quantities to be determined at the task order level)

5.4.2.3 Food: The lunch shall include such items as a garden salad with assorted toppings and dressings, one (1) baked or broiled chicken entrée, one (1) beef entrée, one (1) side vegetable selections and one

(1) starch selection. Drinks shall consist of soda, coffee, milk, hot and cold tea and juice.

5.4.3 Dinner

5.4.3.1 Availability: Saturday, 5:00 P.M. to 7:00 P.M. local time.

5.4.3.2 Quantity: Up to seven hundred (700) meals. (Exact quantities to be determined at the task order level)

5.4.3.3 Food: The dinner shall include such items as a garden salad with assorted toppings and dressings, one (1) baked or broiled chicken entrée, one (1) beef entrée, a pasta dish, two (2) side vegetable selections and one (1) starch selection. Drinks shall consist of soda, coffee, milk, hot and cold tea and juice.

5.5 Parking: the Contractor shall provide onsite and specialty parking.

5.5.1 Onsite Parking: Onsite parking is defined as parking located on the venue property. It may be located in an adjacent parking ramp or lot of the venue. Parking ramp or lot shall be lit.

5.5.1.1 Availability: 6:00 A.M. Wednesday through 3:00 P.M. Sunday local time.

5.5.1.2 Quantity: Shall accommodate up to twenty percent (20%) of rooms provided on Wednesday and Thursday. Shall accommodate up to one hundred percent (100%) of the rooms provided on Friday through Sunday (To be determined at the task order level). Parking includes attendees, staff, and community partners. Additional community partner parking spaces may be required. The contractor shall receive the confirmed number of required parking spaces NLT Wednesday prior to the TO YRRP event.

5.5.1.3 Parking Roster: If parking is invoiced separately, the Government will only pay for utilized parking.

The Contractor shall provide a parking roster which includes the number of utilized parking spaces, room number of the attendee utilizing the space, the individual cost of each space, number of days the space was used and the total cost of parking for the YRRP event. The parking roster shall be submitted with the task order invoice into the appropriate invoicing system.

5.5.2 Specialty Parking

5.5.2.1 Availability: 11:00 A.M. Wednesday through 4:00 P.M. Sunday local time.

5.5.2.2 Quantity: Two (2) parking spaces.

5.5.2.3 Capacity: Shall accommodate a bus and a box truck.

5.5.2.4 Additional requirements: If these parking spaces are not located on the venue property, they shall be within a quarter mile of the venue.

5.6 Transportation (Shuttles): The contractor shall provide ADA compliant, round trip transportation between the lodging facility and the Airport for event attendees. The contractor shall provide overflow ADA compliant round trip transportation between the event venue and the overflow the lodging facility.

5.6.1 To the lodging facility from Orlando International Airport (MCO)

5.6.1.1 Availability: Friday, 10:00 A.M. to 8:00 P.M. local time.

5.6.1.2 Frequency: Guests shall not wait more than thirty (30) minutes between shuttles.

5.6.1.3 Additional Details: The shuttles shall be ADA compliant.

5.6.2 To Orlando International Airport (MCO) from the lodging facility.

5.6.2.1 Availability: Sunday, 6:00 A.M. to 3:00 P.M. local time.

5.6.2.2 Frequency: Guests shall not wait more than thirty (30) minutes between shuttles.

5.6.2.3 Shuttle Roster: If shuttle services are invoiced separately, the Government will only pay for the actual number of round trip shuttle services utilized by YRRP event attendees.