DRAFT Yellow Ribbon Event Dec 5-6 2020 Reno NV PWS.docx

PERFORMANCE WORK STATEMENT (PWS) FOR

Yellow Ribbon Event, Reno NV 5-6 December 2020

PART I: GENERAL INFORMATION

1. Introduction The Nevada National Guard has a requirement for a conference room facility at which to hold a Yellow Ribbon Event, on Saturday and Sunday December 5th & 6th, 2020. The facility will accommodate a dining and training space for approximately 136 Nevada National Guard Service Members, Spouse/Significant Other, and their dependent children and youth, ages 0-18 (136 total persons).

1.1 Scope

The contractor shall provide adequate conference space, plated breakfast, plated lunch, tables and chairs, A/V support equipment, restrooms, and parking necessary to meet criteria defined in this Performance Work Statement (PWS) to hold a Yellow Ribbon Event.

1.2 Background

Authorized by the National Defense Authorization Act of 2008, the Department of Defense (DoD) Yellow Ribbon Reintegration Program (YRRP) will provide National Guard and Reserve Members and their Families with information, services, referral and proactive outreach opportunities throughout the entire deployment cycle: Pre-Deployment, Deployment, Demobilization and Post-Deployment-Reconstitution. It is the intent of the National Guard Bureau to establish a DoD YRRP that provides a continuum of support and high standard of care for the Army and Air National Guard members and their Families.

1.3 Period of Performance (PoP)

The Yellow Ribbon Event shall take place on the days of Saturday December 5th, 2020 and Sunday December 6th 2020.

1.4 Place of Performance

Performance shall be at a venue within the greater Reno area.

1.5 Hours of Operation

The contractor shall provide a ballroom/training space from approximately 7:00 am to 6:00 pm Pacific Standard Time on both Saturday December 5th, 2020 and Sunday December 6th 2020.

PART II: GENERAL REQUIREMENTS

2. This section describes general requirements for the Yellow Ribbon Event, Reno.

2.1 The Contractor shall ensure compliance of the following during the event:

2.1.1 Contractor employees shall either carry proper identification or wear clothing with venue logo which identifies them as staff for the venue at all times during the event.

2.1.2 All contractor food service employees must have the required training and food handler’s permits in accordance with location regulations, on file and available for review during the event.

2.1.3 Contractor shall have clear standard emergency evacuation notices posted in all conference rooms.

2.1.4 Contractor shall provide a facility site map/layout that includes floor plans of conference room(s).

2.1.5 Contractor shall provide access to facility for support staff during the week prior to the event for a walk through. This will be to plan/coordinate outside resources (pop-up tables, extension cords, etc.) that the support staff plans to bring.

PART III: PERFORMANCE REQUIREMENTS

3. Specific Tasks and Work Requirements The contractor shall perform the following tasks to deliver the required services. The contractor shall meet these specifications to demonstrate its technical, operational, and administrative expertise in support of the Nevada National Guard Yellow Ribbon Reintegration Program objectives.

3.1 Event Setting

3.1.1 Contractor shall provide conference space that is conducive to safety, learning and adheres to the current COVID-19 health guidelines.

3.1.2 Location shall be within the greater Reno area.

3.1.3 Onsite parking for all Event attendees and support staff, shall be provided.

3.1.4 Location shall be in close proximity of a hospital or emergency room.

3.1.5 The contractor shall provide all conference/training area locations. All costs or fees required to access conference/training locations shall be included in the purchase price.

3.1.6 A deposit for the conference room and meals cannot be required.

3.2 Conference/Meeting Services: These requirements are for the duration of the Event.

3.2.1 Two (2) conference rooms to accommodate up to 136 guests per room. One room to be utilized for meals and the other to be utilized as a conference/training space.

3.2.2 Conference room space must be size appropriate for personnel to maintain social distance between tables, and to move around freely from the tables and chairs.

3.2.3 Set-up round tables with chairs of 6 per table.

3.2.4 A/V Equipment

3.2.4.1 One (1) conference room equipped with podium, mic, speakers, projector and screen

3.2.4.2 One (1) 25 ft extension cord in conference room

3.2.4.3 One (1) grounded power strip in conference room

3.2.4.4 One (1) HDMI cable in conference room

3.2.5 The contractor shall provide beverage service to the conference space, to include ice water, and coffee throughout the event.

3.3 Meals

The Contractor with NV ARNG cannot charge an explicit or implicit Food and Beverage Minimum charge for the event.

3.3.1 A plated breakfast and lunch shall be provided by the contractor on both Saturday December 5th and Sunday December 6th in accordance to the current COVID-19 guidelines.

3.3.2 A plated breakfast meal to include: Eggs; multiple meat selections; pancakes, waffles or biscuits; fruit selections; cereal; selection of beverages to include coffee, tea, hot and iced water, juice, milk, etc.

3.3.2 A plated lunch meal to include: choice of 3 main entrée selections; 2 side dishes (potato or rice and vegetable), choice of salads with selection of dressings and condiments; breads; selection of beverages to include coffee, tea, hot and iced water, juice, etc. The main entrée selection will be selected by the Government prior to the event.

3.3.3 Meal options must be available for vegan, gluten and dairy-free.

3.3.5 All standard serving dishes, plates/glasses, utensils and linens provided.

3.3.6 Beverage service will be available during the use of the Event.

3.4 Room Block

3.4.1 Five (5) rooms will be made available for guests to reserve lodging at a special government rate for the event.

3.4.2 Nights of stay will be Friday December 4th and Saturday December 5th, 2020.

PART IV: SPECIAL REQUIREMENTS

4. This section describes general requirements for the Yellow Ribbon Event, Reno.

4.1. Food Handlers Permit. At a minimum, all food servers and kitchen staff must possess and maintain a current food handler’s permit, in accordance with their local regulations. Copies of these permits must be onsite and available for review during the duration of the Event.

4.2 Food Service License. At a minimum, the contractor will hold and maintain a valid food service license, in accordance with their local regulations. Copies of these licenses must be onsite and available for review during the duration of the Event.

4.3 Business license. At a minimum, the contractor will hold and maintain a valid business and operator’s license, in accordance with their local regulations. A copy of this license/s must be onsite and available for review during the duration of the Event.

4.4 Compliance. The contractor shall comply with all federal, state and local laws, codes and regulations applicable to his/her performance under this contract and shall be solely responsible for all costs associated with said compliance. Any and all licenses associated with the Contractor and the location must be available for the duration of the event and provided upon request of the SFPD/COR.

4.5 Location shall be in close proximity of a hospital or emergency room.

4.6 Meal Rates. The rate shall be tax exempt.

PART V: SAFETY AND SECURITY

5. This section describes the security and safety for the Yellow Ribbon Event. The following sub-section provide details of various considerations for this event.

5.1 Safety

Contractor Compliance: The contractor and its subcontractors shall comply with Public Law 91-596 (Occupational Safety and Health Act (OSHA)) and the Environmental, Safety, and Occupational Health (ESOH) (DODD 4715.1E). These requirements shall be incorporated into the contractor’s safety and health program. The Department of Defense (DOD) participates in the OSHA Voluntary Protection Program (VPP).

PART VI: QUALITY

6. Quality Assurance Surveillance Plan (QASP) The Government shall monitor the Contractor’s performance under this Purchase Order in accordance with the Government’s QASP

PART VII: DELIVERABLES

procedures All rooms to have Emergency Evacuation Procedures posted.

4.1 4.2 4.3 4.4

location Provide a google map of the hotel proximity to a hospital and/or emergency room.

PWS

SUBJECT: Yellow Ribbon Event, Reno, NV Saturday December 5th and Sunday December 6th 2020

Appendix 1 Performance Requirements Summary This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Acceptable Quality Levels (AQLs)

December 5th and 6th 2020

AQL: 100%

How: Provided in proposal

Who: COR

within greater Reno How: Provided in proposal

Area

AQL: 100%

How: Provided in proposal

AQL: 100%

How: Provided in proposal

How: Provided in proposal

How: Inspected by YRRP

Who: CYPC

How: Inspected by YRRP

How: Inspected by YRRP

and food limitations How: Provided in proposal

Substitutions

4.1 4.2

4.3 4.4

AQL: 100%

AQL: 100%

How: Provided in proposal