B08_Attachment 1 - PWS 2022003.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

MORRIS K. UDALL AND STEWART L. UDALL FOUNDATION (UDALL)

Education Program – Scholar Orientation Services 2022003

04/26/2022

1.0 SCOPE. This performance work statement (PWS) defines the requirements for the Contractor to provide venue services for the Scholar Orientation process for FY2022. Scholar orientation brings Scholars, facilitators, subject matter experts, Foundation staff, program alumni, and local professional together for 4 days of professional development and community building around the values of the Udall Foundation:

civility, integrity, and consensus.

1.1 Background. The Udall Foundation is an independent federal agency that was established by Congress in 1992 to provide federally funded scholarships for college students intending to pursue careers related to the environment, as well as to American Indian students pursuing tribal public policy or health care careers.

In 1998, the Foundation grew to include the U.S. Institute for Environmental Conflict Resolution, created by Congress as the federal government’s only program focused entirely on resolving federal environmental disputes. The Foundation also operates the Parks in Focus program, connecting underserved youth to nature through photography.

2.0 APPLICABLE DOCUMENTS. The following documents are incorporated by reference to and form a part of this PWS. Documents and/or weblinks to the applicable documents are provided. The Contractor is responsible for obtaining and abiding by the most current and approved versions of all applicable references listed with webpage links below.

a. Federal Travel Regulations: https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr#:~:text=The%20Federal%20Travel%20Regulation%20(FTR)%20summarizes%20the%20travel,con ducted%20in%20a%20responsible%20and%20cost%20effective%20manner

b. Venue must be on the FEMA Hotel Motel National Master Fire-Safe List (provide cert number in response) http://apps.usfa.fema.gov/hotel/

c. Must comply with Federal COVID-19 related requirements and the local regulations at the time of the event.

3.0 TASKS.

3.1 Guest Rooms:

3.1.1 Room Rates – Guest Rooms are required for this event. Single or double rooms are required for 55 Scholars. The following numbers are approximate and can include single and double rooms. The list below represents our best estimate of numbers of each room type per night.

DATE: August 2nd August 3rd August 4th August 5th August 6th August 7th

3.1.1.1 Single 22 22 22 22 22 2

https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr#:%7E:text=The%20Federal%20Travel%20Regulation%20(FTR)%20summarizes%20the%20travel,conducted%20in%20a%20responsible%20and%20cost%20effective%20manner https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr#:%7E:text=The%20Federal%20Travel%20Regulation%20(FTR)%20summarizes%20the%20travel,conducted%20in%20a%20responsible%20and%20cost%20effective%20manner https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr#:%7E:text=The%20Federal%20Travel%20Regulation%20(FTR)%20summarizes%20the%20travel,conducted%20in%20a%20responsible%20and%20cost%20effective%20manner https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr#:%7E:text=The%20Federal%20Travel%20Regulation%20(FTR)%20summarizes%20the%20travel,conducted%20in%20a%20responsible%20and%20cost%20effective%20manner http://apps.usfa.fema.gov/hotel/

3.1.1.2 Single/Double 0 55 55 55 55 0

TOTALS 22 77 77 77 77 2

ROOM RATES:

* No more than set government lodging rates for Tucson, Arizona (according to the location of the bidding venue). In August 2022, $96/ night for a single in Tucson.

* Provide double occupancy lodging rates in venue bid. Lodging per diem rates available on https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup/

* Room rates are expected to be a point of competition, so please bid accordingly. Competitive room rates will be a factor in evaluation and selection of proposals.

* No rebates, assessments, or commissions will be paid on room rates.

* No resort fee will be paid per room.

* Request no-fee cancellation on guest rooms with 24-hour notice.

3.1.2 Room Tax – Include total room rate and total local tax rate on separate lines in bid.

3.1.3 Concessions – Local calls, Wireless Internet, Free Parking, Resort Fees, Airport

Shuttle, etc. should be covered within this task. **Request group rate be made available three days prior/post conference dates. Guests will pay separately for accommodations before and after meeting dates.

3.1.4 Reservation Method - Udall Foundation will provide the venue with guest names for our room block. A list of room numbers housing the 55 Scholars will be required upon check-in for the Education Program Manager’s information.

3.2 Functional Space Requirement

3.2.1 Registration Area – the contractor must:

3.2.1.1 – Set-up tables for registration sign-in.

3.2.1.2 – Provide locked storage for registration materials.

3.2.2 Large Meeting Room – the contractor must provide stage and risers, podium, microphones, and AV set-up/support.

3.2.2.1 – Layout of meeting room for meals must be able to accommodate up to

100 people with round or banquet tables and provided with an adjacent reception.

3.2.2.2 – Layout of meeting room for plenary sessions must be able to accommodate up to 100 people with round or banquet tables arranged to facilitate workshops and presentations.

3.2.3 Medium Meeting Rooms – the contractor must provide stage and risers, podium, microphones, and AV set-up/support. Layout of medium meeting room must be able to accommodate 35-40 people with a classroom style setup arranged to facilitate workshops and presentations.

3.2.4 Breakout Rooms – the contractor must provide board room style seating to accommodate up to 10 people.

3.2.5 Outdoor Quiet Area – the contractor must provide outdoor space for participants to access during breaks.

3.2.6 Concessions-the contractor must provide secure storage space, power strips and/or extension cords, event signage, room refresh at breaks.

3.3 AV Requirement:

3.3.1 AV Set-up/Support-the contractor must provide or outsource the required AV equipment, setup, and support for the Scholar Orientation.

3.4 Banquet Requirement:

3.4.1 Large Banquet Room-the contractor must provide stage and risers, podium, microphones, and AV setup/support.

3.4.1.1 – Plated meal for up to 100 people.

3.4.1.2 – Registration area adjacent to the banquet room.

3.4.1.3 – Photography area close to the banquet room.

3.4.1.4 – layout of banquet room must be able to accommodate up to 100 people with round or banquet tables.

3.5 Food and Beverage Requirements

3.5.1 Breakfast, Lunch, Dinner, Coffee Breaks and Refreshments- the contractor must provide meals within the federal per diem guidelines.

3.5.1.1 -Breakfast for up to 80 people to include 35% special dietary options (vegan, vegetarian, and gluten-free) for 3 days and continent style breakfast on 1 day.

3.5.1.2 - Lunch for up to 80 people to include 35% special dietary options (vegan, vegetarian, and gluten-free) for 3 days.

3.5.1.3 – Dinner for up to 80 people to include 35% special dietary options (vegan, vegetarian, and gluten-free) for 3 days.

3.5.1.4 -Coffee breaks and refreshments for up to 80 people for 3 days.

The paragraphs below provide a narrative of a single instance of a task option. Each task provides the estimated quantity for that task that can be exercised within the base performance period and each option year. Each instance shall be priced individually. The contractor shall be required to support task options within 30 days of notification of intent to exercise the option.

3.6 Task Options

3.6.1 OPTIONAL Menu-Tasting

3.6.1.1 Menu Tasting – the contractor must provide a tasting appointment for 2-3 people upon request.

Estimated Quantity: 1 (per performance period)

4.0 PERFORMANCE REQUIREMENTS. Listed below are the main performance standards for this task order requirement. These standards represent “Satisfactory” performance.

PERFORMANCE REQUIREMENTS SUMMARY TABLE

Performance Objective PWS Paragraph Performance Standard Guest Lodging Evaluation PWS 3.0 Provide requested lodging for all conference participants;

AND

Resolve all issues related to guest lodging within 2 hours without Government intervention.

Conference Meeting Room, Banquet Hall, and Food/Beverage Evaluation

PWS 3.0 Provide requested meeting rooms, banquet hall, and food/beverage for participants;

AND

Resolve all issues related to meeting rooms, banquet hall, and food/beverage within 1 hour without Government intervention.

5.0 DELIVERABLES: The contractor shall provide the following deliverables.

CDRL CDRL Number Paragraph Reference

Schedule

Venue Requirements Items A002 PWS 3.0 Two weeks prior to the event.

6.0 GOVERNMENT FURNISHED PROPERTY (GFP) AND/OR INCIDENTAL PROPERTY.

6.1 The Government does not anticipate any GFP for this requirement.

7.0 CONTRACTOR FURNISHED EQUIPMENT (CFE). The Government does not anticipate any CFE for this requirement.

8.0 SECURITY. All Contractors in support of this contract must comply with these requirements.

8.1 Contractor Identification.

1. The Contractor must ensure each of its employees who will be involved in the performance of the contract wear an identification (ID) tag provided by the Contractor. The ID tag shall clearly display the contractor's name and the employee's name. It is the contractor's responsibility to ensure that all contractor personnel always wear the ID badge when performing work under this contract. Unless otherwise specified in the contract, each contractor employee shall wear the ID tag in a conspicuous place on the front of their clothing and above their waist, except when safety or health reasons prohibit such placement.

2. Contractor personnel shall clearly identify themselves to all attendees as a contractor employee.

Contractor personnel shall clearly and immediately identify themselves as a contractor employee when placing, answering, or participating in telephone/VTC conversations with Government or event participants.

3. When contractor personnel send e-mail messages to a Government-owned computer, they shall include a signature block that includes their employer's name, and the employee's full name and e-mail address.

4. Each of the requirements set forth in paragraphs 1-3, above must be included in all subcontracts at any tier.

9.0 PLACE AND PERIOD OF PERFORMANCE.

9.1 Place of Performance. The place of performance will be at the contractor’s facility. The dates and times for the event are listed below:

o August 02, 2022, All Day o August 03, 2022, All Day o August 04, 2022, All Day o August 05, 2022, All Day o August 06, 2022, All Day o August 07, 2022, All Day

9.2 Period of Performance. The base year period of performance is 01 August 2022 through 31 July

2023, with the specific performance occurring from 02 August 2022 through 07 August 2022. There will be two (2) one-year option periods, as follows (specific performance dates will be provided upon exercise of the option):

Option Year 1: 01 August 2023 through 31 July 2024 Option Year 2: 01 August 2024 through 31 July 2025

10.0 TRAVEL. The Government does not anticipate any travel for this requirement.

11.0 MATERIALS/OTHER DIRECT COSTS (ODCs). The Government does not anticipate additional materials/ODCs for this requirement.

13.0 QUALITY CONTROL (QC). QC shall be performed in accordance with the Quality Assurance Surveillance Plan (QASP) to ensure that the standards outlined in paragraph 4.0 of this PWS are met. The Government Quality Assurance Surveillance Plan (QASP) is provided separately as a reference/informational.

It is noted that the QASP is not a part of the contract/task order nor is it intended to duplicate the Contractor’s QCP.