Attch 03 - FINAL YRRP Event Planning Services PWS 29 Apr 21.pdf

PERFORMANCE WORK STATEMENT

FOR

AIR FORCE RESERVE COMMAND

Yellow Ribbon Reintegration Program (YRRP) Event Planner Services (EPS)

29April 2021

1.0 DESCRIPTION OF SERVICES.

1.1 Scope. This Performance-based Work Statement (PWS) describes the services required for the Headquarters Air Force Reserve Command (HQ AFRC), Directorate of Manpower, Personnel, and Services (A1). These services include Event Planning Support (EPS) for the AFRC Yellow Ribbon Reintegration Program (YRRP, “Yellow Ribbon”), to include In-Person Events, Hybrid Events, and Virtual Events. These services consists of event planning to include event venue locations (hotel or conference center), food and beverage services, childcare services, audio and visual services, virtual live streaming platform and/or virtual platforms for Yellow Ribbon events. The types of events are defined as: an In-Person Event occurs at an event venue location (hotel or conference center) with meeting space, childcare services, food and beverage services, and audio and visual services secured and paid for by the Contractor; a Hybrid Event is an In-Person Event with virtual live streaming that occurs at an event venue location (hotel or conference center) with meeting space, childcare services, food and beverage services, audio and visual services, and virtual live streaming platform capabilities secured and paid for by the Contractor; a Virtual Platform Event is a 100% online event with virtual platform and support secured and paid for by the Contractor. Any mention of live streaming through out this document is only applicable to Hybrid Events.

1.2 Organization. The AFRC organization with primary responsibility for this requirement is the HQ AFRC/A1 Yellow Ribbon Reintegration Program Office.

1.3 Place of Performance. These services will be performed at various hotel and conference centers within the contiguous United States or within overseas locations which include Guam, Saipan, Alaska, Hawaii, and Puerto Rico. Virtual Platform Events will be performed from the Contractor’s designated location.

1.4 Basic Services for In-Person Events and Hybrid Events. The Contractor shall provide all labor, materials, and equipment needed for In-Person Events and Hybrid Events venue management, planning and administrative services, child care services, food and beverage services, audio and visual and live streaming support services, and Contractor and sub-contractor travel. See Air Force Reserve Command Instruction (AFRCI) 36-2641, Air Force Reserve Yellow Ribbon Program, 24 September 2020, (at https://static.e-publishing.af.mil/production/1/afrc/publication/afrci36-2641/afrci36-2641.pdf) and Air Force Manual (AFMAN) 65-605 Vol 1, Budget Guidance and Technical Procedures, 16 August 2012 (at https://static.e-publishing.af.mil/production/1/saf_fm/publication/afman65-605v1/afman65- 605v1_afgm2020-01.pdf).

1.4.1 Planning and Administrative Services for In-Person Events and Hybrid Events. The Contractor shall provide event planning services for up to 20 In-Person Events and/or Hybrid Events IAW the AFR YRP Event Requirement Planning Document (See paragraph 1.4.1.1 below) per one year period of performance, to include up to 75 initial venue recommendations and up to 15 venue recommendation adjustments (for planned events), facilitating and coordinating proposed venue site visits as requested by the Yellow Ribbon Program Manager up to 15, monthly status reports, and Contractor (1- 3 contractor staff) travel to the post award meeting at a site mutually agreed upon by the Contractor and the Government which will be determined after contract award. A Projected Event is defined as: An event listed on the Event Requirement Planning

Document for which a venue recommendation has not been approved by the Government. A Planned Event is defined as: An event for which the Government has approved the Contractor venue recommendation and the Contractor has secured and contracted venue and submitted the contracted information to the Government.

See PWS Attachment 4, AFR YRP Event Requirement Planning Document as a guideline.

1.4.1.1 AFR YRP Event Requirement Planning Document. The Government will submit the AFR YRP Event Requirement Planning Document to the Contractor for projected In-Person Events and projected Hybrid Events IAW the industry standard lead time of up to 12 months prior to the execution date of the event. The Event Requirement Planning Document will provide the projected date(s), region, type of event, and requirements for each projected event to include the number of attendees, General Hotel Rooms and Space (para 1.4.8 and subparagraphs) below, childcare services, number of attendees per meal, and number of attendees per refreshment. Changes to the Event Requirements Planning Document will be made if deemed necessary by the Government Yellow Ribbon Program Manager NLT 180 days prior to the projected start date of the event.

See PWS Attachment 2, AFR YRP Event Region List as a guideline.

1.4.1.2 Venue Recommendation Selection Process for Projected Events. The Government Contracting Officer Representative (COR) will inspect 100% of the Venue Recommendation Selection Process. The Contractor shall follow the Venue Recommendation Selection Process:

Step 1. Contractor shall submit, 90% of the time, to the Government one to three (1-3) initial venue recommendations for each projected event requirement IAW the Venue Recommendation Form (CDRL A001) and the Event Requirement Planning Document NLT 180 calendar days prior to the start date of the event. The remaining 10% of the time, the Contractor shall submit venue recommendations within 150 calendar days prior to the start date of the event.

Step 2. The Government will review the Contractor submitted initial venue recommendations for each projected event requirement and approve one or none of the initial venue recommendation(s) for each projected event requirement NLT 15 calendar days after receipt of initial venue recommendations.

Step 3. If no acceptable initial venue recommendation(s) are presented for a particular projected event date and region, the Contractor shall provide a new initial venue recommendation for that particular projected event date and region within 21 calendar days of Government disapproval and Step 2 will be repeated.

Step 4. Contractor shall, 90% of the time, secure and contract for the approved venue within 10 calendar days of issue date of a Government Task Order. The remaining 10% of the time, the Contractor shall secure and contract for the approved venue within 15 days of issue date of a Government Task Order.

Step 5. Contractor shall submit, 90% of the time, the contracted venue information to the Government IAW the Contracted Information Form (CDRL A002) NLT 10 calendar days after the approved venue is secured and contracted for by the Contractor. The remaining 10% of the time, the Contractor shall submit the contracted venue information within 15 calendar days after the Government approved venue is secured and contracted for by the Contractor.

Venue recommendations shall meet the following criteria 90% of the time: (1) the General Hotel Rooms and Space (para 1.4.8) and all lodging rooms shall be located on one property (the same property location); (2) the In-Person Event General Session Room(s) or Hybrid Event General Session Room(s), the In- Person Event breakout rooms or Hybrid Event breakout rooms, and the Information Fair shall be located in close proximity to each other to accommodate ten minute break(s) between training sessions in accordance with the event Government Staging Document provided three weeks prior to event start date and the Government Agenda, provided upon arrival at the event venue location; (3) the In-Person Event and Hybrid Event General Session Room(s) shall accommodate all event participants without obstruction to visual aids; (4) food and beverage services shall be provided IAW paragraph 1.4 and 1.4.4 (and subparagraphs) below; (5) the event venue location shall be located within 60 miles of an airport with FAA classification as “National, Primary and Large Hub” (FAA Airport Classifications); and (6) the event venue location shall be within one mile of restaurants. Exceptions to this criteria may be approved by the Government the remaining 10% of the time. Government reserves the right to disapprove a venue recommendation based on failure to meet requirements and/or negative results for safety of event venue location for participants based on Anti- Terrorism Officer (ATO) assessment. The Contractor shall recommend venues with a minimum three diamond rating by American Automobile Association (AAA) Inspected & Approved (see AAA Diamond Ratings). (CDRL A001 Venue Recommendation, A002 Contracted Information) See PWS Attachment 3, AFRC YRP Event History as a historical reference.

1.4.1.3 Task Order Issuance. The Government will issue a task order based on each approved venue recommendation with the date, event venue location, and specific requirements for each In-Person Event or Hybrid Event.

1.4.1.4 On-site Service. The Contractor shall provide the following on-site personnel at all In- Person and Hybrid Events: a Certified Meeting Professional (CMP) or a Certified Government Meeting Professional (CGMP), audio and visual support, live streaming support, and logistics support. The CMP or CGMP shall communicate directly to the identified HQ AFRC/A1 Yellow Ribbon event manager or COR on all aspects of the event participants, materials, and equipment. All Contractor personnel and sub-contractor personnel on-site at an event must clearly display at all times a name tag identifying themselves as a representative of the Contractor. The Contractor shall provide all name tags. All Contractor personnel and sub-contractor personnel on-site personnel shall provide services IAW the PWS and the event Government Staging Document provided three weeks prior to event start date and the Government Agenda, provided upon arrival at the event venue location.

1.4.1.5 Monthly Status Report. The Contractor shall provide a Monthly Status Report to the Government Contracting Officer Representative (COR) each month NLT the 10th day of the month. The COR will inspect 100% of the Monthly Status Reports. The Contractor shall submit 85% of the time monthly status reports to the Government NLT the 10th day of the month. The remaining 15% shall be received NLT the 15th day of the month. (CDRL A003 Monthly Status Report)

1.4.1.6 Certified Meeting Professional (CMP) or Certified Government Meeting Professional (CGMP). The Contractor shall have a dedicated Yellow Ribbon Event Program Manager (PM) that is a CMP with a minimum of five years of experience with government service contracts, or is a CGMP with a minimum of three years of experience with government service contracts at each event. A CMP or CGMP shall be on-site for each event to manage all requirements, including execution of each Task Order.

1.4.1.7 Hours of Availability. The Contractor shall be available by e-mail or telephone during normal business hours, 07:30AM to 5:00PM Eastern Standard Time (EST), Monday through Friday, excluding Federal holidays. During each event, the on-site CMP or CGMP shall be available on-site to resolve all issues in a timely manner as they arise.

1.4.1.8 Program Management Review. The Contractor shall conduct a Program Management Review (PMR) with the Government team (Procuring Contract Officer (PCO), Government Yellow Ribbon Program Manager, Assigned Government Yellow Ribbon Contracting Officer Representative(s), Yellow Ribbon Operations Officer) one (1) time per one (1) year period of performance in conjunction with a scheduled event (event to be determined).

1.4.2 Audio and Visual (A/V) and Live Streaming Support Services. The Contractor shall provide all operational A/V and live streaming equipment and support services required for each In-Person Event and Hybrid Event IAW the event Government Staging Document provided by the Government three weeks prior to event start date. The Contractor shall provide personnel with the minimum of Society of Broadcast certification in A/V or the equivalent of three years of experience in the field to operate the A/V and live streaming equipment during each event. The Contractor shall ensure that all required presentation material/files provided by the Government upon arrival at event venue location are loaded and operate properly throughout each event. The Contractor shall coordinate audio and visual and live streaming equipment and room configuration with the Government prior to each event. The Contractor shall provide 100% of the time, a minimum of 25 high speed internet service connections in the General Hotel Rooms and Space (para 1.4.8), starting on Thursday 6:00AM event local time through Sunday 2:00PM event local time. A/V and live streaming equipment requirements will be specified in the event Government Staging Document and will vary depending on the size of event and breakout space. A/V equipment shall include any and all equipment and systems: at a minimum, wireless lapel microphones, handheld microphones, microphone holders, a mixer board A/V cart, and video projectors with Video Graphics Array/Personal Computer (VGA/PC) connectivity, a confidence monitor, a laptop, 4:3 format projection screens configured for room size as specified in the event Government Staging Document. Live streaming equipment shall include any and all equipment and streaming platform to live stream and record video and audio to meet requirements in para 1.4.2.1 below. The Government will approve the final Saturday and Sunday A/V and live streaming configurations at the event venue location Friday of the event. . The onsite Government Contracting Officer Representative (COR) will inspect 100% of the A/V and live streaming equipment provided at each event. The Contractor shall meet the A/V and live streaming requirements and complete equipment “setup” IAW the Government Staging Document 80% of the time one hour prior to event start time. The remaining time 20% of the time, the Contractor shall meet the A/V and live streaming requirements within 30 minutes of event start time. The onsite COR may approve deviations from these requirements 10% of the time over a one year period of performance. The Contractor shall not “break down” rooms prior to 1:00PM event local time on Sunday without Government approval.

1.4.2.1 Hybrid Event Live Streaming Virtual Platform. The Contractor shall provide, 100 % of the time, a virtual platform for each Hybrid Event to live stream training session(s) from the main Hybrid General Session Room and one or more Hybrid breakout room(s) concurrently as specified in the event Government Staging Document, which is provided three weeks prior to event start date and the event Government Agenda, which is provided upon arrival at the event venue location. The Contractor shall provide accessibility to view each live streaming training session or multiple concurrent live streaming training sessions for a maximum of 1,000 online participants at one time to access video, audio, chat, live captioning, and slide viewing capabilities. The Contractor shall provide live stream video and audio capability to follow the training session speaker(s) moving around the room freely and interacting with participants in each room that is specified for live streaming. If multiple Hybrid General Session Rooms are used, the live stream from the main Hybrid General Session Room shall be viewable in each additional Hybrid General Session Room and presented on projection screens. The Government Contracting Officer Representative (COR) will inspect 100% of the virtual platform live streaming capabilities and accessibility requirements provided at each Hybrid Event. The Contractor shall meet, 90% of the time, these live streaming requirements and capabilities with no audio/video streaming delays. The remaining 10% of the time, the Contractor shall meet these live streaming requirements and capabilities with no more than a 30 second audio/video streaming delay. The Contractor shall, 90% of the time, provide a registration link and password/meeting ID to the Government for participant access for each live streaming training session NLT 10 business days prior to the start of event. The remaining 10% of the time, the Contractor shall submit the registration link and password/meeting ID to the Government for participant access for each live streaming training session within five business days prior to the start of event. The Contractor shall, 90% of the time, provide a list of online participants for each live streamed training session to the Government within one business day after the end date of the event. The remaining 10% of the time, the Contractor shall provide the list of online participants for each live streamed training session within three business days after the end date of the event. The Contractor shall, 100 % of the time, record live streamed training session(s) according to the event Government Staging Document and the Government Agenda provided by the Government. The Contractor shall, 90% of the time, provide accessibility to the training session recordings upon request by the Government within seven business days after event end date. The remaining 10% of the time, the Contractor shall provide accessibility to the training session recordings upon request by the Government within 10 business days after event end date. (CDRL A006 Training Session Recording, CDRL A007 Hybrid and Virtual Event Online Participant List)

1.4.3 Event Signage. The Contractor shall provide at each In-Person Event and Hybrid Event a minimum of forty (40) sign display tripods that are available to display signs and other directional materials. The Contractor shall ensure each event room and breakout room is clearly identified and visible from hallway or public space within the event area.

1.4.4 Food Services Meal and Refreshments Serving Times and Locations. The Contractor shall ensure adult and children meals and refreshments are served according to the hours and locations specified on the event Government Staging Document and the Government Agenda provided for each In-Person Event and Hybrid Event. The Contractor shall provide all dishes, flatware, cups, saucers, bowls, glasses, napkins, and other such implements and/or supplies necessary to serve all meals and refreshments. The Contractor shall, 90% of the time, serve the meals and refreshments IAW the start time on the Government Agenda. The remaining 10% of the time, the Contractor shall serve the meals and refreshments NLT five minutes past the start time on the Government Agenda.

1.4.4.1 Food Services Adult Meals. The Contractor shall provide and serve adult breakfast and lunch meals buffet style on Saturday and breakfast buffet style on Sunday morning of each In-Person Event and Hybrid Event IAW United States Department of Agriculture (USDA) Child and Adult Care Food Program (CACFP) website (https://www.fns.usda.gov/cnpp) and Dietary guidelines, Adult Meal Pattern, and standard hotel practices for a selection of each menu item and a selection of beverages, i.e. salad items, proteins, vegetables, starches, breads, and desserts and appropriate selection of condiment selections for food and beverage selections, such as salad dressing, catsup, hot sauce, mustard, salt and pepper, sweeteners, cream, milk, honey, lemons. The Contractor shall submit, 100% of the time, the proposed adult meal menu to the Government for review and approval three weeks prior to start date of event. The Government Yellow Ribbon Program Manager will review 100% of the proposed adult meal menus and the COR will conduct on-site assessments at each In-Person Event and Hybrid Event 10 minutes prior to meal serving start time specified on the Government Agenda. The contractor shall, 90% of the time, ensure adult meals are provided according to the Government approved menu, meeting all requirements. The remaining 10%, exceptions may be approved by the Government at no additional cost to Government over a one-year period of performance. The Contractor shall ensure individualized meals are available upon request for specific dietary restriction or requirements identified by the Government NLT three weeks prior to the event, 100% of the time. Dinner meals for Friday and Saturday evening of an In-Person Event and Hybrid Event may be required per the Task Order.

(CDRL A008 Adult and Children Meal and Refreshment Menus)

See PWS Attachment 1, AFRC YRP Historical Sample Menus, as a guideline.

1.4.4.2 Food Services Children Meals. The Contractor shall provide and serve children’s breakfast and lunch meals buffet style on Saturday and breakfast buffet style on Sunday morning of each In-Person Event and Hybrid Event IAW AFI 34- 144, Child and Youth Programs, Chapter 8, and United States Department of Agriculture (USDA) Child and Adult Care Food Program (CACFP) Dietary Guidelines https://www.fns.usda.gov/cnpp and standard hotel practices for a selection of each menu item and beverages with appropriate selection of condiments for food and beverage selections such as salad dressing, catsup, mustard, milk. The Contractor shall submit, 100% of the time, proposed children meal menus to the Government for review and approval three weeks prior to start date of event. The Government Yellow Ribbon Program Manager will review 100% of the proposed children meal menus and the COR will conduct on-site assessments 10 minutes prior to meal serving start time specified on the Government Agenda during the events. The contractor shall, 90% of the time, ensure children meals are provided according to the Government approved menu, meeting all requirements. The remaining 10%, exceptions may be approved by the Government at no additional cost to Government over a one-year period of performance. The Contractor shall ensure individualized children’s meals are available upon request for specific dietary restriction or requirements identified by the Government NLT three weeks prior to the event. Dinner meals for Friday and Saturday evening of an In-Person and Hybrid Event may be required per the Task Order. (CDRL A008 Adult and Children Meal and Refreshment Menus)

See PWS Attachment 1, AFRC YRP Historical Sample Menus as a guideline.

1.4.4.3 Food Services Takeout Meals. The Contractor shall provide adult and children box lunches on Sunday of each In-Person Event and Hybrid Event, consisting of one sandwich with two proteins, lettuce, tomato and condiments on the side, one bag of chips, one piece of fresh whole fruit, one dessert and one bottle of water. The children’s box lunch shall consist of all of these items with the exception that one fruit cup will be provided in lieu of one piece of fresh whole fruit. The Contractor shall submit, 100% of the time, proposed adult and children takeout meal menus to the Government for review and approval three weeks prior to start date of the event. The Government Yellow Ribbon Program Manager will review 100% of the proposed adult and children menus and the COR will conduct on-site assessments 30 minutes prior to meal serving start time on the Government Agenda during the events. The contractor shall, 90% of the time, ensure takeout meals are provided according to the Government approved menu, meeting all requirements. The remaining 10%, exceptions may be approved by the Government at no additional cost to Government over a one-year period of performance. (CDRL A008 Adult and Children Meal and Refreshment Menus)

1.4.4.4 Food Services Adult and Children Refreshments. The Contractor shall provide adult snacks and beverages during Friday Registration time, Saturday morning (coffee and hot tea service during entire morning general session period), Saturday mid-morning and afternoon, and Sunday mid-morning of each In-Person Event and Hybrid Event. Adult snacks served will be consistent with hotel standard snack selections and appropriate selection of condiments for beverages, such as lemons, honey, sweeteners, and creamers. Children’s snacks shall be provided Saturday mid-morning and afternoon, and Sunday mid-morning of each In-Person Event and Hybrid Event. Children’s snacks shall be IAW AFI 34-144, Child and Youth Programs, Chapter 8, and the guidelines for healthy snacks as defined in Dietary Guidelines for Americans 2020-2025, Appendix 01 and 02.

The Contractor shall, 100% of the time, submit proposed adult and children snack menus to Government for review and approval three weeks prior to start date of event. The Government Yellow Ribbon Program Manager will review 100% of the proposed snack menus and the COR will conduct on-site assessments ten (10) minutes prior to refreshment serving start time specified on the Government Agenda during the events. The contractor shall, 90% of the time, ensure refreshments are provided according to the Government approved menu, meeting all requirements. The remaining 10%, exceptions may be approved by the Government at no additional cost to Government over a one-year period of performance. (CDRL A008 Adult and Children Meal and Refreshment Menus)

1.4.5 Childcare Services. The Contractor shall provide, 100% of the time, childcare services and associated travel for delivering credentialed childcare providers, age appropriate materials, equipment, and supplies at each In-Person Event and Hybrid Event. The Contractor shall provide, 100% of the time, planned age appropriate activities for the 3 to 5-year-olds only. The Contractor shall, 100 % of the time, maintain minimum childcare provider-to-child ratios IAW AFI 34-144, Child and Youth Program, Chapters 13.6, 13.7, and 13.8. The Government will provide the Contractor with the registered numbers and ages of childcare requirements from the Government event registration system NLT 14 calendar days prior to each event. The Contractor childcare providers shall maintain and provide proper accountability documentation for each child checked in at the event, to include the first and last name of child, age of child, child’s room assignment, and the first and last name and contact phone number of the child’s parent(s) or guardian(s) in attendance at the event. The Contractor shall, 80% of the time, provide this documentation to the Government NLT one hour after the event start time each day of the event. The remaining 20% of the time, the Contractor shall provide this documentation 1.5 hours after the event start time each day of the event. The Government will have access to all childcare rooms at any time for accountability and safety checks. The Government reserves the right, at its discretion, to have a childcare provider removed based on safety concerns. The Contractor shall provide A/V requirements specified on the event Government Staging Document. The Contractor shall provide childcare services on Saturday 07:00AM to 4:00PM event local time and on Sunday 07:00AM to 1:00PM event local time. The Contractor childcare service liaison or representative shall be available during Friday Registration hours as specified on the event Government Staging Document and the Government Agenda to accommodate any late registrations of children. Additional childcare services hours for Friday (5:00PM to 9:00PM event local time) and Saturday (5:30PM to 9:00PM event local time) evening of an In-Person Event and Hybrid Event may be required per the Task Order. (CDRL A004 Childcare Services and Credentials)

1.4.5.1 Childcare Credentials. The Contractor shall, 90% of the time, provide the Government with all childcare provider’s credentialing documents seven calendar days prior to each event start date. The remaining 10% of the time, the Contractor shall provide this documentation NLT three calendar days prior to event start date. The Contractor shall, 100% of the time, ensure that childcare provider training shall be IAW AFI 34-144, Child and Youth Programs, paragraphs 10.3 Teaching Staff and Providers, 10.14 Physicals, 10.15 Immunizations, and 11.2 Orientation, and include one childcare provider, each day of the event, certified in pediatric CPR IAW American Heart Association (AHA) Certification. The Contractor shall, 100% of the time, conduct criminal background checks on all childcare providers for each In-Person Event and Hybrid Event IAW AFI 34-144, paragraph 10.6 Background Checks, and all childcare providers shall pass a criminal background check prior to working at the event. The COR will inspect childcare credentialing 100% of the time. (CDRL A004 Childcare Services and Credentials)

1.4.6 Event Travel. The Contractor shall be required to provide for the travel needs of its personnel and sub-contractors to fulfill the requirements of this PWS IAW paragraph

4.3 below, to include travel to/from all In-Person Event and Hybrid Event venue locations.

1.4.7 Event Receiving and Distribution. The Contractor shall assume, for each In- Person Event and Hybrid Event, the cost of all hotel/conference center charged fees associated with receipt, storage, and distribution of all incoming and outgoing Government purchased supplies, to include a maximum of 40 pelican cases (average dimensions 30”x20”x15”) and 50 boxes (average dimensions 18”x18”x18”) of conference/training materials per each event (In-Person or Hybrid).

1.4.8 In-Person Event and Hybrid Event General Hotel Rooms and Space. The Contractor shall, 90% of the time, provide general hotel meeting rooms and space based on the information provided in the Task Order. The Government Yellow Ribbon Program Manager may approve deviations from the Task Order 10% of the time at no additional cost to the Government. The on-site COR will inspect 100% of the general hotel rooms and space for each event.

1.4.8.1 Registration Area. The Contractor shall provide a dedicated Registration Area for event participant registration for all In-Person Events and Hybrid Events.

The Contractor shall provide in the Registration Area 11 six-foot, draped and skirted tables with two chairs per table, operational internet access, operational standard electrical power outlets, and one power strip at each table plugged into an operational standard electrical power outlet. The Contractor shall complete set-up of the Friday Registration Area of each event no later than (NLT) Friday at 2:00PM event local time of each event and available until Friday at 6:00PM event local time On Saturday of each event, the Contractor shall provide a Registration Area located in close proximity to the In-Person General Session or main Hybrid General Session Room to include three six-foot draped and skirted registration tables with two chairs per table, operational internet access, operational standard electrical power outlets and one power strip at each table plugged into an operational standard electrical power outlet. The Contractor shall complete set-up of Saturday Registration area NLT Saturday at 6:30AM event local time and available until Saturday at 4:30PM event local time,

1.4.8.2 In-Person Event and Hybrid Event General Session Room(s). The Contractor shall provide In-Person General Session Room or Hybrid General Session Rooms available for use for all general training sessions as specified in the Task Order. The In- Person General Session Room and Hybrid General Session Rooms shall accommodate all event participants, specified in the Task Order, without visual obstructions, IAW the event Government Staging Document. Each In-Person General Session Room and Hybrid General Session Rooms shall contain the following items: 66” to 72” standard round tables draped with cloth with eight chairs (maximum) at each table to seat the number of event participants IAW Task Order and event Government Staging Document, water service on each table sufficient to service the number of event participants seated at each table, pens and paper for notetaking on each table for each event participant seated at each table, a center aisle for accessibility, a stage no smaller than 10’ x 12’ with two points of access, one U.S. (American) flag on stage, wastebaskets (appropriate amount for room) operational standard electrical power outlets, operational internet access and operational A/V and Live Streaming (only applicable to Hybrid Events) equipment and services IAW paragraph 1.4.2 above.

The Contractor shall ensure the Government has access to the General Session Room(s) beginning at 2:00PM event local time on Friday and ending on Sunday 1:00PM event local time.

1.4.8.3 Information Fair. The Contractor shall provide a dedicated room or open space for the Information Fair that is accessible or near the In-Person General Session room or main Hybrid General Session room for each In-Person Event and Hybrid Event. The Contractor shall provide 35 six -foot draped and skirted tables, two chairs per table, water service, operational internet access and a minimum of four separate operational electrical power outlets that will sufficiently and concurrently support two heat presses at 13 AMPs each and additional operating electrical devices within the Information Fair room or space.

The heat presses and additional operating electrical devices will be provided by the Government. At three of the 35 Information Fair tables identified by the Government COR, NLT 2:00 PM event local time on Friday of the event, the Contractor shall provide one power strip per identified table inserted into operational electrical power outlet. The Information Fair room or area shall be large enough to accommodate 35 six-foot tables and two chairs per table, walking traffic of event participants attending the Information Fair, resource providers, and refreshment serving stations during refreshment break periods. The Information Fair room or space shall be set up and available to the Government NLT 6:00AM event local time on Saturday until Sunday 1:00 PM event local time.

1.4.8.4 In-Person Event and Hybrid Event Breakout Rooms. The Contractor shall provide the number of In-Person Breakout Rooms and Hybrid Breakout

Rooms IAW Task Order. The Contractor shall ensure 75% of the total of the In- Person and Hybrid breakout rooms, specified on the Task Order, seat a minimum of 51 people and the remaining 25% of the total of In-Person and Hybrid breakout rooms, specified on the Task Order, seat a minimum of 31 people. Exceptions to the number of seats per room can be made with prior Government approval. The Contractor shall ensure the specified number and type of breakout rooms specified in the Task Order are available and set-up by 6:00AM event local time on Saturday until Sunday at 1:00PM event local time IAW the event Government Staging Document.

1.4.8.4.1 In-Person Event and Hybrid Event Breakout Room

Configuration. The Contractor shall ensure all In-Person breakout rooms and Hybrid breakout rooms contain round tables draped with cloth and chairs to seat the number of participants specified in the event Government Staging Document. All breakout rooms (In-Person Events and Hybrid Events) shall include water service, pens and paper for notetaking, one box of facial tissues operational internet access and operational audio and visual services IAW paragraph 1.4.2 above. The Contractor shall ensure the breakout rooms (In-Person Events and Hybrid Events) are refreshed to maintain water service, pens and paper for notetaking, and facial tissues during all training sessions of the event.

1.4.8.4.2 Friday Meeting Room. The Contractor shall provide one Friday meeting room available and “set up” by Friday at 8:00AM event local time and available until Friday at 4:00PM event local time. The meeting room shall seat 50 people at round tables draped with cloth unless otherwise specified in the event Government Staging Document. The meeting room shall contain water service, pens and paper for notetaking, one box of facial tissues and operational audio and visual services IAW paragraph 1.4.2 above.

1.4.8.4.3 Hybrid General Session and Breakout Rooms. The Contractor shall configure Hybrid main General Session room and Hybrid breakout rooms with operational live streaming equipment and support personnel to live stream each training session as specified on the event Government Staging Document and Government Agenda IAW paragraph 1.4.2.1 above.

1.4.8.5 Teen Rooms. The Contractor shall provide on-site the number of Teen Rooms specified in the Task Order to accommodate 13-17-year-old children of event participants. The Teen Room(s) shall be located in close proximity to the Childcare Rooms, physically contained, provide adequate and efficient fire evacuation access and ready access to restrooms. The Teen Room(s) shall contain the following items: round tables draped with cloth and chairs to seat 45 people, water service, one box of facial tissue, operational internet access and operational audio and visual services IAW paragraph 1.4.2 above. Teen Room(s) shall be set-up and available to the Government NLT Saturday 6:00AM event local time until Sunday 12:00PM event local time. The Teen Room(s) shall not be a guest room, even with furniture removed. The Contractor shall ensure the Teen Room(s) are refreshed when necessary to maintain water service during the event.

1.4.8.6 Counseling Room. The Contractor shall provide one room for private counseling. The Counseling Room shall be private and relatively sound proof, physically contained with a glass door or interior window to provide visibility inside the room from outside the room to avoid total seclusion. The Counseling Room shall be of sufficient size to accommodate one table and a minimum of four chairs. The Contractor shall provide and set up one table draped with cloth, a minimum of four chairs, one box of facial tissues, and water service. The Counseling Room shall be available to the Government NLT Saturday 6:00AM event local time and until Sunday 12:00PM event local time. The Counseling Room shall not be a guest room, even with furniture removed. The Contractor shall ensure the Counseling Room is refreshed when necessary to maintain water service and facial tissues during the event.

1.4.8.7 Childcare Rooms. The Contractor shall provide suitable Childcare Rooms on-site for the children of event participants, newborn to 12 years old, as specified in the Task Order. Childcare Rooms shall meet minimum square foot per child and furniture requirements IAW AFI 34-144, Child and Youth Programs, Paragraphs 3.11 Family Child Care, 6.2 Fire Prevention, and 6.3 Indoor Safety. The Childcare Rooms shall not be guest rooms, even with furniture removed. The Contractor shall ensure the Childcare Rooms are in close proximity to each other to maintain line-of-sight with all children at all times, IAW AFI 34- 144, paragraph 10.13 Line of Sight Supervision (LOSS). All Childcare Rooms shall provide adequate safety features in compliance with AFI 34-144. Childcare Rooms shall not include exterior doors or balconies for additional safety. All Childcare Rooms shall be physically contained and provide adequate and efficient fire evacuation access and ready access to restrooms. The room arrangement, including furniture shall be based on the needs of the event childcare providers, including but not limited to infant equipment, portable refrigerator (not smaller than 2.6 cubic feet) for bottles, tables, and chairs. All Childcare Rooms used for the care of children aged six to twelve years of age shall have operational internet access, operational projection equipment to support playing online activities, and viewing presentations or Government provided DVDs. All Childcare Rooms shall be available and set-up by 6:00AM event local time on Saturday until 1:00PM event local time on Sunday.

1.4.8.8 Command Post Room. The Contractor shall provide one securable room for on-site YRRP staff to be used as the Command Post Room. The Command Post Room shall be of sufficient size to accommodate one (1) conference table, seat a minimum of 50 people, and provide space for Government event supplies and equipment identified in para 1.4.7. The Contractor shall provide and set up one conference table and a minimum of 50 chairs. If the Command Post Room is not sufficient in size to accommodate the Government event supplies and equipment identified in para 1.4.7, the Contactor shall provide an additional room to secure the Government event supplies and equipment identified in para 1.4.7.

The Contractor shall ensure the Command Post Room is set-up and available Thursday at 6:00AM event local time until Sunday at 4:00PM event local time.

The Command Post Room shall contain a minimum of eight operational standard power outlets, one operational refrigerator (minimum capacity 3.3 cubic feet), one operational microwave, and water service. The Contractor shall ensure the Command Post is refreshed as necessary to maintain water service during the hours room is available.

1.4.9 Flatbed Carts. The Contractor shall provide, 100% of the time, two flatbed carts (minimum size 30” x 60”) for each In-Person Event and Hybrid Event beginning on Thursday at 6:00AM event local time until 5:00PM event local time, and on Sunday 6:00AM event local time until 2:00PM event local time.

1.4.10 Luggage Storage Area/Room. The Contractor shall provide or arrange, 100% of the time, with the event venue for each In-Person Event and Hybrid Event, a secure storage area for luggage for event participants and staff from Sunday 7:00AM event local time until 1:00PM event local time. The Luggage Storage Area/Room shall be located in close proximity to the In-Person General Session Room or for Hybrid Event the main Hybrid General Session Room or the venue lobby.

1.4.11 On-Site Parking. The Contractor shall, 100 % of the time, provide daily on-site parking for five individual vehicles, each on Saturday and Sunday of the event for each In-Person Event and Hybrid Event. The Contractor shall provide the parking passes to the Government Yellow Ribbon Event Manager NLT Friday at the beginning of registration time specified by the Government Agenda.

1.4.12 On-Site Lodging. The Contractor shall, 100% of the time, reserve two blocks of lodging rooms (one block for event participants and one block for event staff) on-site at each In-Person Event and Hybrid Event venue upon receipt of the Government approved Venue Recommendation unless otherwise exempt from this requirement by the Government. Each room block shall be adequate in number to support the anticipated number of event participants and event staff as specified on the approved Venue Recommendation. Event staff includes the Contractor, sub-contractors (e.g. childcare providers), YR staff, and resource providers. The Contractor shall ensure the individual lodging room cost is at or below the US Government per diem rates (See Defense Travel Management Office) unless the Government agrees to an increased rate. The Contractor is not financially responsible for lodging room charges.

1.4.12.1 Event Participants’ Room Block. The Contractor shall block two nights (Friday and Saturday) for each In-Person Event and Hybrid Event participants.

The Contractor shall block rooms with quadruple occupancy (two full/queen beds minimum). The Contractor shall notify the venue of the potential for multiple folios (lodging bill) for one room.

1.4.12.2 Event Staff Room Block. The Contractor shall block rooms, single king or queen bed, for the event staff from Wednesday through Monday (6 days total) for all In-Person Events and Hybrid Events.

1.4.13 Lodging Status Reports. The Contractor shall, 100% of the time, provide a

Lodging Status Report for each event specifying the number of rooms blocked versus actual number of rooms reserved. (CDRL A005 Lodging Reports)

1.5 Basic Services for Virtual Platform Events.

The Contractor shall, 100 % of the time, provide a virtual platform for a two -day event divided into three half-day segments IAW the Task Order. Each half-day segment will include up to three breakout periods for up to 1,000 online participants. Each breakout period will have up to nine concurrent live or pre-recorded training session(s). A half-day segment is defined as one

4.5 hour block. A breakout period is defined as 1.5 hour period within the half-day segment. A training session is defined as a one hour instructional session during the breakout period. The Contractor shall, 100% of the time, provide Virtual Platform Event planning support consisting of pre-planning, event support, and post event support.

1.5.1 Task Orders. The Government will issue a Task Order for each Virtual Platform Event identifying the dates and all specific requirements (number of breakout periods and training sessions) NLT 120 days in advance of the event start date.

1.5.2 Virtual Platform. The Contractor shall, 100 % of the time, provide a virtual platform for up to 15 Virtual Platform Events IAW the Task Order for online participants to access video, audio, chat, live captioning and slide viewing capabilities, live or pre-recorded, for up to 1,000 participants in each breakout period and up to 110 participants per training session according to the Government Agenda. The Contractor shall meet, 90% of the time, for each virtual event breakout period all streaming requirements and capabilities for online participants with no audio/video streaming delays. The remaining 10% of the time, the Contractor shall meet all streaming requirements and capabilities for online participants with no more than a 30 second audio/video streaming delay. If the virtual platform during a virtual event experiences down time for more than one breakout period per half-day segment, the Government will reduce payment based on 35% of the total cost of the virtual event. If the virtual platform during a virtual event experiences down time for two or more half-day segments, the Contractor shall reschedule the virtual event on a future date determined by the Government at no additional cost to the Government.

1.5.2.1 Virtual Platform Accessibility. The Contractor shall, 90% of the time, provide a registration link and password/meeting ID to the Government to provide event participants access to each training session NLT 10 days prior to the event start date. The remaining 10% of the time, the Contractor shall provide the registration link and password/meeting ID within five days prior to the event start date. The Contractor shall, 90% of the time, provide a list of on-line event participants for each training session to the Government within one business day of the event end date. The remaining 10% of the time, the Contractor shall provide the list within three business days of the event end date. (CDRL A007 Hybrid and Virtual Event Online Participant List)

1.5.3 Virtual Platform Event Presenter Support. The Contractor shall, 90% of the time, provide a pre-conference rehearsal and technical checks for session presenters and

Government event staff, identified on the key personnel list provided by the Government, NLT 72 hours prior to the event start date. The remaining 10% of time, the Contractor shall hold these pre-conference and technical checks NLT 24 hours prior to the event start date. The Contractor shall, 90% of the time, be available to perform video and audio checks with session presenters and Government event staff within one hour of the event start time. The remaining 10% of the time, the Contractor shall perform these checks within 30 minutes of the event start time.

2.0 SERVICES SUMMARY (SS).

*Note: If there is any discrepancy between the Services Summary stated below and the PWS language stated above, the PWS language above controls.

Item Performance Objective PWS Reference

Performance Threshold

1 Contractor shall provide Venue Recommendations Table 1.4.1.2, Step 1

NLT 180 calendar days prior to start date of the event 90% of the time, remaining 10% occur within 150 calendar days prior to start date of the event.

2 Contractor meets all venue recommendation requirements

Paragraphs 1.4, 1.4.1.2

- General Hotel Rooms and Space and lodging rooms are located on one property (the same property)

- In-Person Event General Session Room(s) or Hybrid Event General Session Room(s), the In-Person Event breakout rooms or Hybrid Event breakout rooms, and the Information Fair shall be located in close proximity to each other to accommodate ten minute break(s) between training sessions

- General Session Room(s) shall accommodate all attendees without obstruction to visual aids

- Food and beverage requirements IAW paragraph 1.4

- Located within 60 miles of an airport with FAA classification as “National, Primary and Large Hub” (FAA Airport Classifications)

- Located within one mile of restaurants

- Venue shall have a minimum three diamond rating by American Automobile Association (AAA) Inspected & Approved

Occurs 90% of the time, 10% of the time exceptions may be approved by the Government.

3 Contractor shall secure and contract approved venue Table 1.4.1.2

Step 4

Within 10 calendar days of Government Task Order. Occurs 90% of the time, remaining 10% within 15 calendar days of approval.

4 Contracted venue information submitted to the Government in a timely manner

Table 1.4.1.2 Step 5

Within 10 calendar days after Government approved venue is secured and contracted.

Occurs 90% of the time, remaining 10% within 15 calendar days of venue secured and contracted

5 The Contractor shall provide timely Monthly Status Reports.

Paragraph 1.4.1.5

Due NLT the 10th day of the month.

Occurs 85% of the time, the remaining 15% are delivered NLT the 15th of the month.

6 The Contractor shall meet the audio/visual and or live streaming requirements and complete equipment “set up” IAW the Government Staging Document.

Paragraph 1.4.2

Occurs 80% of time one hour prior to event start time, the remaining 20% occurs within 30 minutes of event start time.

7 The Contractor shall provide virtual platform to live stream at Hybrid events.

Paragraph…