Attachment 1-Yellow Ribbon PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

Yellow Ribbon Reintegration Program Events

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide support for an estimated 5 Yellow Ribbon Reintegration Program (YRRP) events annually. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be 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 for the government to conduct Yellow Ribbon Reintegration Program Events. 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 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.

1.3 Objectives: The contractor must provision for the requested number of attendees’ lodging and meeting space to accommodate a US Army Reserve conducted Yellow Ribbon Reintegration Program 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.

1.4 Scope: Contractor shall provide a venue that can accommodate approximately 250 to 600 attendees per event. Attendees will arrive on the Friday and register at the event location that day. Attendees will depart on Sunday by noon. 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.

1.4.1 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 diamond rating (IAW 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 within reasonable proximity to the meeting spaces. 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.

1.4.2 RD Core Staff will arrive at the hotel for each event on Wednesday and will require lodging for up to 11 sleeping rooms for 5 nights. Advance Party will arrive at the hotel for each event on Thursday and will require lodging for up to 25 sleeping rooms for 3 nights for each event (task order).

1.4.3 The contractor shall ensure parking is provided at the hotel. The hotel shall have a 24 hour business center with at least two computers, scanner, a printer and a fax machine. The hotel shall have a 24 hour fitness center accessible to all. The hotel shall have at least one full service restaurant on property, and at least one within walking distance (less than 1.5 miles) via sidewalks to commercial restaurants. High speed Internet shall be available in each of the rooms. The Contractor shall provide ADA-compliant rooms. All sleeping rooms shall not exceed the Government’s per diem rate.

1.4.4 The Contractor shall contact the Contracting Officer’s Representative (COR/ACOR) the Tuesday prior to the event start date to reconfirm the actual number of attendees and review the agenda. The quantities ordered in any task order issued under the resultant contract are estimates. The contractor shall invoice for actual services/supplies provided. Actual services/supplies provided/rendered in accordance with the terms and conditions of this contract will be accepted and paid for by the Government.

1.4.5 The Contractor shall provide conference space located in the same facility as the guest rooms. No onsite renovations, noise, unsightly distractions or other activities shall interfere with meeting space. Padded chairs shall be provided to accommodate extended meetings. Meeting spaces shall not be allowed in basements. The contractor shall secure meeting rooms for attendees, staff, government information, supplies, equipment and other properties. Coordinate with the COR/ACOR to ensure that only attendees are accessing the rooms identified as part of the Yellow Ribbon event. All conference spaces and meeting rooms shall be in the same hotel. The contractor shall establish a government staff operations room Wednesday prior to each event through the Sunday with internet connectivity for up to 20 staff members.

1.4.6 Friday. The contractor shall setup a Yellow Ribbon registration desk on the Friday of each event, beginning at 9:00 A.M. and concluding at 7:00 P.M. preferably in the lobby of the lodging facility or in proximity to the lodging facility’s registration desk. The area shall provide sign-in, welcome, and orientation packages for attendees. The area shall have approximately thirteen (13) registration tables and the tables shall be properly dressed with table cloths and skirted. Wireless high-speed Internet access shall be provided for the Registration Area. The Contractor shall provide two tables properly dressed and skirted as needed on Friday- Sunday between the hours of 6:00 A.M. to 5:00 P.M. for government to staff and to address and answer all attendee questions and concerns. On Friday, the tables shall be in a visible location from the hotel reception area. On Saturday and Sunday, the tables shall be in a visible location from the event meeting rooms.

1.4.7

Saturday. The first formal program event will begin at 7:30 AM on the Saturday of each event. The program will start at 7:30 AM and end NLT 5:00 PM. The program will consist of up to 1 general session for all attendees, up to 600, as well as 6-10 breakout rooms accommodating up to 60 attendees plus space for the Government’s audio visual equipment.

1.4.8 Sunday. On the last event day, each event will consist of general session again that will begin at 7:30 A.M. and end at 12:00 P.M. that will include up to 10 breakout sessions. Event participants will commence travel home the afternoon and evening of the Sunday of each event. The Contractor shall provide space for up to 40 Community Partners to be located in an area adjacent to the General Session room.

1.5 Ordering Period:

Base Period: 1 Nov 2020 – 31 Oct 2021 Option Year 1: 1 Nov 2021 – 31 Oct 2022 Option Year 2: 1 Nov 2022 – 31 Oct 2023

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.

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, an 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 Supplies or Services: When a contractor’s performance does not meet contract requirements and/or approved work schedules and/or timeframes it is considered non-conformance. Non-conformance shall be classified in one of three categories: level I (Minor), level II (Major) or level III (Critical). The Government may re- inspect work designated for re-performance or late performance.

1.7.1.1 Level I (Minor) non-conformance: is defined as a non-conformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. Minor non-conformance usually can be corrected on the spot, where no further Corrective Action Plan CAP response is necessary, and can be issued by the Contracting Officer Representative to the contractor either through a verbal or written non-conformance report. 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 Contracting Officer (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 the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose. Recurring Minor non-conformances, or a non-responsive contractor, indicating a trend or failure of the contractor’s quality control, can also be classified as a Major non-conformance. Major non-conformance’s shall result in the issuance of a written NCR from the KO to the contractor requiring the development of a CAP by the contractor which identifies the root cause, CAP for the root cause, CAP for the specific non-conformance and the date CAPs will be completed.

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 supplies or services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II NCRs; or is for a non- responsive contractor to a level II NCR. Critical non-conformances shall result in the issuance of a written NCR to the contractor requiring the development of a CAP by the contractor which identifies the root cause, CAP for the root cause, CAP for the specific non-conformance and the date CAPs will be completed.

Contracting Officer Representative (COR/ACOR): The Contracting Officer will designate, in writing, a COR/ACOR. The COR/ACOR will have authority to take certain actions specifically provided and within the limitations prescribed in the designation. A copy of the designation will be furnished to the Contractor. In no event will the COR/ACOR, by virtue only of his/her designation as such, empowered to execute or agree to any contract modification thereof. The Contracting Officer will retain the ultimate responsibility for the administration of the contract. Any discrepancy resulting from coordination with or advisement from the COR/ACOR shall be addressed, in writing, to the Contracting Officer. The COR/ACOR monitors all technical aspects of the contract and assists in contract administration. The COR/ACOR is authorized to perform the following functions: Assures that the Contractor performs the technical requirements of the contract; performs inspections necessary in connection with contract performance; maintains written and oral communications with the Contractor concerning technical aspects of the contract; monitors Contractor's performance and notifies both the KO and Contractor of any deficiencies.

The Contracting Officer may designate, in writing, an Alternate Contracting Officer’s Representative. The Alternate COR will have authority to take certain actions specifically provided and within the limitations prescribed in the designation. A copy of the designation will be furnished to the Contractor. In no event will the Alternate COR, by virtue only of his/her designation as such, empowered to execute or agree to any contract modification thereof. The Contracting Officer will retain the ultimate responsibility for the administration of the contract.

Quality Assurance: The COR/ACOR 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 primarily focused on what the COR/ACOR must 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 the minimum acceptable defect rate(s). When an observation indicates defective performance, the COR/ACOR will require the Contractor or designated on-site representative to initial the observation to acknowledge the defective performance. The acknowledgement of the observation does not necessarily constitute Contractor concurrence with the observation, only that the Contractor has been made aware of the defective performance.

1.7.2 Inspection Results: The contractor will be notified of Government inspection results. The contractor shall acknowledge receipt of the inspection results. The contractor may be notified of inspection results verbally. Verbal notifications of defective work will be confirmed in writing. 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.

1.8 Hours of Operation: The contractor is responsible for ensuring a point of contact is available 24hours 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 shall provide room lockout keys for staff operations room and logistics/storage room to secure pilferable items. Contractor personnel performing work under this contract must allow the USARC Provost Marshall to conduct a Vulnerability Threat Assessment no later than two weeks prior to each event for each hotel chosen.

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 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 to the KO within five 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 immediately brought to the attention of the KO and/or the COR/ACOR final resolution. The Contractor shall notify the KO and COR/ACOR in writing in addition to any verbal notification of such conflicts. 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. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the KO or COR/ACOR, 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 notify the KO or COR/ACOR.

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/ACOR may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer or COR/ACOR 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 Representative (COR/ACOR): The COR/ACOR will be identified by separate letter. The COR/ACOR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR/ACOR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR/ACOR. The COR/ACOR 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/ACOR 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/ACOR/ACOR, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR/ACOR 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 Key Personnel: 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 in writing to the contracting officer within 10 days of a resulting contract. Any subsequent changes shall be submitted to the contracting officer within 5 days of the change. 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.

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 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 90 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 year ordering period, the pricing will be based upon the established annual price list.

1.14.5.5 No less than 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, rooming roster, final meal orders, parking roster, and shuttle roster.

1.14.6.3 Invoice amounts can be less than what is on the Task Order, but shall exceed the quantities ordered.

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

PART 2

DEFINITIONS & ACRONYMS

2.1. DEFINITIONS:

2.1.1 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.

2.1.2 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.

2.1.3 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 only individual who can legally bind the government.

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR/ACOR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing 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.

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

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

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

2.1.8 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.

2.1.9 KEY PERSONNEL. 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 in writing to the contracting officer within 10 days of a resulting contract. Any subsequent changes shall be submitted to the contracting officer within 5 days of the change. 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.

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

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

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

2.1.13 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.

2.1.14 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.

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

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

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

2.2 ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY (GFP), EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: Not applicable. No GFP provided.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

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 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.

4.2.1 Easel Stands. Forty (40) easel stands capable of supporting poster sized signage to place throughout the event area for the duration of the event.

4.2.2 Tables and Chairs. All tables and chairs provided shall be skirted and dressed.

4.2.3 Water Stations and Disposable Cups: Water stations shall be provided in the general session and breakout rooms. The general session and breakout rooms shall contain water stations filled with water and disposable cups for the number of class participants from 8:00 until 4:00 PM each day Saturday, and 8:00 to 11:00 A.M. Sunday. The Government shall provide Event Agendas for break times to refresh rooms.

4.2.4 Pads: Pads for guest/attendees will be on each table, along with one box of tissue. There should be enough pads for each chair. These will be in the General session, breakout rooms and counseling areas.

4.2.4.1 RESERVED.

4.2.5 Dry-Erase Easel with Easel Pads: Dry-erase easel must be 6ft tall by 4ft wide. There should be one per breakout room. There should also be two in the Staff operations room.

PART 5

SPECIFIC TASKS

5. General Information

5.1. Registration. The contractor shall setup a Yellow Ribbon registration desk on the Friday of each event, beginning at 9:00 A.M. and concluding at 7:00 P.M. preferably in the lobby of the lodging facility or in proximity to the lodging facility’s registration desk. The area shall provide sign-in, welcome, and orientation packages for attendees. The area shall have approximately thirteen (13) registration tables and the tables shall be properly dressed with table cloths and skirted. Wireless high-speed Internet access shall be provided for the Registration Area. The Contractor shall provide two tables properly dressed and skirted as needed on Friday- Sunday between the hours of 6:00 A.M. to 5:00 P.M. for government to staff and to address and answer all attendee questions and concerns. On Friday, the tables shall be in a visible location from the hotel reception area. On Saturday and Sunday, the tables shall be in a visible location from the event meeting rooms.

5.1. Lodging

5.1.1. Number of Rooms:

5.1.1.1. Contractor shall be capable of providing up to 450 rooms onsite of the venue per event. If additional rooms are required (in excess of 450) and cannot be provided onsite, required remaining rooms shall be in a lodging facility that meets the terms and conditions of this PWS within a 2 mile distance of the venue.

5.1.1.2. The exact number of rooms required for a specified event will be determined at the task order level. The Government will only pay for rooms used.

5.1.2. Type of rooms:

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

5.1.2.2. A minimum of 70% of the rooms shall contain two queen beds.

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

5.1.2.4. Lodging facility shall meet the 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.

5.1.2.5 Rooms shall contain the following:

5.1.2.5.1. Working television with remote

5.1.2.5.2. Working telephone

5.1.2.5.3. Working refrigerator

5.1.2.5.4. Internet access

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

5.1.3. Responsibilities:

5.1.3.1 The Government shall not be responsible for room service charges, long distance phone calls, movie rental charges, laundry, 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.

5.1.3.2. RESERVED.

5.1.3.3. RESERVED.

5.1.3.4. RESERVED.

5.2. Conference Space/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 will only pay for meeting rooms used.

5.2.1. General Session Room:

5.2.1.1. Availability: 12 P.M. Friday through 2 P.M. Sunday (local time).

5.2.1.2. Capacity: Room shall be capable of hosting up to 600 attendees plus space for the Government’s audio visual equipment.

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

5.2.1.4. Ceiling Height: General Session room shall have a minimum ceiling height of 16 feet.

5.2.1.5. The Contractor shall have the capability to provide round tables and chairs to support up to 600 personnel (Exact numbers to be defined at the task order level).

5.2.1.6. When possible, the general session room may be used for dining purposes.

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

5.2.1.8. The Contractor shall provide a stage in the general session’s room with all items necessary for complete dressing to include one (1) American flag with pole and stand.

5.2.2. Breakout Rooms:

5.2.2.1. Quantity: Up to eight (10) rooms (Exact number to be defined at the task order level)

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

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

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

5.2.2.5. Ceiling Height: Breakout rooms shall have a minimum ceiling height of 10 feet.

5.2.3. Parlor Rooms:

5.2.3.1. 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)

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

5.2.3.3. Capacity: Each room shall be capable of hosting up to 16 attendees and allow for ADA compliance.

5.2.3.4. Additional Requirements:

5.2.3.4.1. One parlor style room (DEEERS/RAPIDS Room) shall include an Ethernet port with direct access to the internet. Internet connectivity must NOT prompt username/password or any other type of verification to connect onto to the internet. The room shall include two 6ft rectangular tables and six chairs.

5.2.3.4.2. Two of the 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. The room shall include a minimum of three comfortable wing back-style chairs, one coffee table, and facial tissues.

5.2.3.4.3 The remaining parlor rooms shall include four 6ft rectangular tables with three chairs per table.

5.2.4. Community Partners Room

5.2.4.1. Quantity: 1 room

5.2.4.2. Availability: 7:00 A.M. Saturday through 1:00 P.M. Sunday (local time).

5.2.4.3. Capacity: Shall be capable of holding a minimum of forty (40) rectangular (six (6) foot) tables and eighty (80) chairs for Venue displays and allow for ADA compliance.

5.2.4.4. Additional Requirements:

5.2.4.4.1. Room shall be in close proximity to the General Session Room.

5.2.4.4.2. Room shall have wireless Internet access for approximately twenty (20) users, and power strips for area. (In addition to the normal internet provided by the hotel).

5.2.5. Staff Operations Room

5.2.5.1. Quantity: 1 room

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

5.2.5.3. Capacity: Room shall be capable of hosting up to 16 attendees and allow for ADA compliance.

5.2.5.4. Additional Requirements: Must be able to secure this room. Room shall include a minimum of six 6ft rectangular tables and 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 number, keys, (1) water station with disposable cups.

5.2.5.5. Bulk Copier. Contractor shall all items necessary (toner, paper, etc.) for bulk copying of up to 5,000 copies.

5.2.6. Logistics/Storage Room

5.2.6.1. Quantity: 1 room

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

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

5.2.6.4. 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)

5.3. Meals

General Information: Food and beverage charges are based upon a total of up to 700 servings per meal. Self-serve beverage stations are preferred at each meal. The dining room will 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. The contractor shall identify the notification time frame for meal cancellation and shall be consistent with commercial practice.

5.3.1. Breakfast

5.3.1.1. Availability:

5.3.1.1.1. Saturday, 6:00 A.M. to 8:00 A.M. local time.

5.3.1.1.2. Sunday, 6:30 A.M. to 9:00 A.M. local time.

5.3.1.2. Quantity: Up to 700 (Exact quantities to be determined at the task order level)

5.3.1.3. 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, tea, milk, and juice.

5.3.2. Lunch

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

5.3.2.2. Quantity Up to 700 (Exact quantities to be determined at the task order level)

5.3.2.3. Food: The lunch shall include such items as: baked or broiled chicken entrée, beef entrée, garden salad with assorted toppings and dressings, vegetables, and starch selection. Drinks shall consist of soda, coffee, milk, tea and juice.

5.3.3. Dinner

5.3.3.1. Availability: Saturday, 5:00 P.M. to 7:00 P.M..

5.3.3.2. Quantity: Up to 700 (Exact quantities to be determined at the task order level)

5.3.3.3. Food: The dinner shall include such items as: baked or broiled chicken entrée, beef entrée, garden salad with assorted toppings and dressings, pasta, vegetables, and starch selection. Drinks shall consist of soda, coffee, milk, tea and juice.

5.3.3.4. A final Banquet Event Order (BEO) shall be submitted to the COR/ACOR Thursday prior to the event.

5.4. Parking

5.4.1. Onsite Parking

5.4.1.1. Availability: 1:00 P.M. Wednesday through 11:00 A.M. Sunday

5.4.1.2. Quantity: Shall accommodate up to 20% of rooms provided on Wednesday and Thursday. Shall accommodate up to 100% of the rooms provided on Friday through Sunday (To be Determined at the task order level).

5.4.1.3. Additional Requirements:

5.4.1.3.1. 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.

5.4.1.3.2. If parking is invoiced separately, the Government will only pay for utilized parking and the Venue must provide separate parking counts.

5.4.2 Specialty Parking

5.4.2.1. Availability: 11:00 A.M. Wednesday through 4:00 P.M. Sunday

5.4.2.2. Quantity: 2 parking spaces

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

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

5.5. Transportation (Shuttles)

5.5.1. To hotel from Orlando International Airport, (MCO)

5.5.1.1. Availability: Friday, 10:00 A.M. to 8:00 P.M.

5.5.1.2. Frequency: Guests shall not have to wait more than 30 minutes between shuttles.

5.5.1.3. Additional Details: The shuttles shall be ADA compliant.

5.5.2. To Orlando International Airport, (MCO) from hotel

5.5.2.1. Availability: Sunday, 6:00 A.M. to 3:00 P.M.

5.5.2.2. Frequency: Guests shall not have to wait more than 30 minutes between shuttles.

5.5.2.3. Additional Details: The shuttles shall be ADA compliant. The government will only reimburse hotel for actual number of attendees round trip.

5.5.3. Overflow Transportation (Event Venue to Overflow Hotel)

5.5.3.1. Availability: Friday, 9:00 A.M. to 9:00 P.M.; Saturday, 6:30 A.M. to 5:00 P.M.; and Sunday, 6:00 A.M. to 3:00 P.M.

5.5.3.2. Frequency: Guests shall not have to wait more than thirty minutes from calling for the transportation.

5.5.3.3. Additional Details: The shuttles shall be ADA compliant.

EXHIBIT A

Aggregate 60 Ordering Period Quantities

Lodging

Meals

Meeting Space

Notes to Incorporate into Contract

· Each Task Order is a contract. Only the Contracting Officer has the authority to change the contract.

· Before any changes can be made to the contract, funding from Customer must be available.

· Contractor cannot escalate pricing on lodging rooms or meals, these items are based on per diem rates.

· Contractor can escalate pricing on meeting space, parking and shuttle services.

Recommendations

· POP Start on 01 Oct of each year.

· Aggregate quantities listed above can be realigned throughout the five year ordering period the pricing will be based upon the established annual price list.