PERFORMANCE WORK STATEMENT

FOR

AIR FORCE RESERVE COMMAND

YELLOW RIBBON REINTEGRATION PROGRAM (YRRP)

EVENT PLANNING SERVICES (EPS)

XX/XXX/2026

DRAFT

1.0 DESCRIPTION OF SERVICES.

1.1 Scope. This Performance-based Work Statement (PWS) describes the Event Planning Services (EPS) required for the Headquarters Air Force Reserve Command (HQ AFRC), Directorate of Manpower, Personnel, and Services (A1) Yellow Ribbon Reintegration Program (YRRP, “Yellow Ribbon”). EPS services consist of event planning for three-day events to include the event venue location (hotel or conference center), meeting room and space, lodging, food and beverage services, childcare and youth services, audio and visual services, and logistics support required for Yellow Ribbon events. A Yellow Ribbon event occurs at an event venue location (hotel or conference center) with meeting space, food and beverage services, childcare and youth services, audio and visual services secured and paid for by the Contractor for a three-day meeting agenda and includes a preparatory day one day prior.

1.2 Organization. The AFRC organization with primary responsibility for this requirement is the HQ AFRC/A1ZO Yellow Ribbon Reintegration Program Office.

1.3 Place of Performance. These services will be performed at various hotels and conference centers within the contiguous United States and/or within U.S overseas locations which include Guam, Alaska, Hawaii, and Puerto Rico.

1.4 Required Services for YRRP Events. The Contractor shall provide EPS services for up to 12 events IAW this PWS for each one-year period of performance, to include planning for events, facilitating events, coordinating events, Contractor travel to the proposed venue location, site visits as requested by the Yellow Ribbon Program Manager and monthly status reports (CDRL A0004).

Only one event will be held per weekend, and the maximum number of events will not exceed two per month. The Contractor shall provide all labor, supervision, materials, and equipment needed for venue location management, administrative services, food and beverage services, childcare services, audio and visual services, and Contractor and sub-contractor travel to/at each event. See Air Force Reserve Command Instruction (AFRCI) 36-2641, Air Force Reserve Yellow Ribbon Reintegration Program.

1.4.1 Post Award Meeting. The Contractor shall participate in a post award meeting with the Government at Headquarters Air Force Reserve Command on Robins Air Force Base, Georgia.

The Contractor shall travel to the post award meeting.

1.4.2 YRRP Event Requirements Plan. By 15 January, the Government will provide the Contractor with an annual YRRP Event Requirements Plan to inform the Contractor of the tentative event size, preferred dates, locations or regions, and other requirements (meeting rooms, lodging rooms, childcare rooms, etc) for the calendar year and/or upcoming period of performance.

(See PWS Attachment 1, AFRC YRRP Event Requirements Plan).

1.4.3 Venue Recommendation Selection Process for Events. The Government will issue a Task Order to the Contractor for each event prior to or at the beginning of each base/option year period of performance. The Task Order will provide updated detailed requirements from the Annual YRRP Events Requirements Plan to include the preferred and alternate date(s), the desired location(s) and/or region(s) (See PWS Attachment 2, AFRC YRRP Event Region List), and the requirements for each event to include the number of attendees, General Hotel Meeting Rooms and Space requirements (paragraph 1.4.12 and subparagraphs 1.4.12.1-.9 below), childcare and youth services requirements, number of attendees per meal, and number of attendees per refreshments. The Government Contracting Officer Representative (COR) will inspect 100% of the Venue Recommendation Selection Process for each projected event. The Contractor shall follow the Venue Recommendation Selection Process as follows:

Step 1. Contractor shall submit 90% of the time to the Government three (3) initial venue recommendation(s) for each event Task Order utilizing the Yellow Ribbon Reintegration Program Venue Recommendation Form (CDRL A0001) NLT 180 calendar days prior to the start date of the event. The remaining 10% of the time the Contractor shall submit initial venue recommendation(s) within 150 calendar days prior to the start date of the event.

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

Step 3. If the Government determines none of the initial venue recommendation(s) presented by the Contractor for an event date and region are acceptable, IAW the issued Task Order, the Contractor shall provide new venue recommendations for that event date and region within 14 calendar days of Government disapproval of the initial venue recommendation(s), and Step 2 will be repeated.

Step 4. Contractor shall 90% of the time secure and contract for the approved venue NLT 10 calendar days from the date the Government approved the venue recommendation. The remaining 10% of the time the Contractor shall secure and contract for the approved venue NLT 15 calendar days from the date the Government approved the venue recommendation.

Step 5. Contractor shall submit 90% of the time the venue contracted information (CI) to the Government utilizing the Yellow Ribbon Program Contracted Information Form (CDRL A0002) NLT 5 calendar days from the date the Government approved venue is secured and contracted for by the Contractor. The remaining 10% of the time the Contractor shall submit the Contracted Information Form NLT 10 calendar days after the Government approved venue is secured and contracted for by the Contractor.

In addition to the requirements listed in applicable paragraphs in this PWS, the Contractor venue recommendation(s) shall meet the criteria listed as (1) to (6) below 90% of the time:

(1) The General Hotel Meeting Rooms and Space (paragraph 1.4.15) and all lodging rooms shall be located on one property (the same property location);

(2) The Event General Session Room(s), the Event breakout rooms, and the Information Fair shall be located in close proximity to each other to accommodate 10-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 Event General Session Room(s) shall accommodate all event attendees without obstruction to visual aids;

(4) The Event Childcare Rooms shall be in close proximity to each other to facilitate Child and Youth security, protection and accountability.

(5) Food and beverage services shall be provided IAW paragraph 1.4.10 and subparagraphs

1.4.10.1 to 1.4.10.4;

(6) The event venue location shall be within one-mile walking distance of restaurants;

(7) The event venue location shall be located within 60 miles of an airport with FAA classification as ”Class I” (https://www.faa.gov/airports/airport_safety/part139_cert/classes-of-airports);

(8) The event venue shall have a minimum three diamond rating under the American Automobile Association (AAA) Diamond Ratings System.

(9) Event venue lodging shall be compliant with U.S. Fire Administration Guidelines (http://apps.usfa.fema.gov/hotel)

Exceptions to criteria (1) through (6) may be approved by the Government the remaining 10% of the time. The Contractor must meet criteria (7) through (9) 100% of the time. The Government reserves the right to disapprove a venue recommendation based on failure to meet requirements (1-8) and/or negative results for safety of event venue location for participants based on Anti- Terrorism Officer (ATO) assessment and/or disapproval by the Air Force Office of Investigations (AFOSI). See PWS Attachment 3, AFRC YRRP Event History. (CDRL A0001 Venue Recommendation; CDRL A0002 Contracted Information).

1.4.4 Site Survey Process. The Government may request to conduct a site visit to recommended venues to obtain first-hand views of the venue layout and suitability, and to conduct safety and anti-terrorism threat risk assessments, especially if the venue is one that has not been previously used for a Yellow Ribbon event. This site visit may occur either before or after venue selection.

http://apps.usfa.fema.gov/hotel

The Government will coordinate with the Contractor to arrange a date/time for the site visit with the venue. The Contractor is required to attend the site visit.

1.4.5 On-site Service. The Contractor shall provide the following on-site personnel at all Events:

A Certified Meeting Professional (CMP) or a Certified Government Meeting Professional (CGMP), audio and visual support, and logistics support. The CMP or CGMP shall communicate directly to the identified HQ AFRC/A1ZO 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 and sub-contractor on-site personnel shall provide services IAW the PWS and the event Government Staging Document provided three weeks prior to the event start date and the Government Agenda provided upon arrival at the event venue location.

1.4.6 Monthly Status Reports. The Contractor shall provide a Monthly Status Report to the 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 COR NLT the 10th day of the month. The remaining 15% shall be received by the COR NLT the 15th day of the month. (CDRL A0004 Monthly Status Report)

1.4.7 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 the duration of each event to manage all requirements, including execution of each Task Order.

1.4.7.1 Hours of Availability. The Contractor shall be available by e-mail or telephone during normal business hours, 09:00AM to 5:00PM Eastern Standard Time (EST), Monday through Friday, excluding Federal holidays. During each event, the CMP or CGMP shall be available Thursday 8:00AM to Sunday 1:00PM local time to resolve all issues in a timely manner as they arise throughout the event.

1.4.7.2 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 COR(s), Yellow Ribbon Operations Officer, as a minimum) one (1) time per one (1) year period of performance. The PMR may be held in person in conjunction with a scheduled event (event to be determined), or virtually upon coordination between the Contractor and the Government. Additional PMRs may be held either in person or virtually as needed or at the request of the Government or Contractor.

1.4.8 Audio and Visual (A/V) Support Services. The Contractor shall provide all operational A/V equipment and support services required for each YRRP Event IAW the event Government Staging Document provided by the Government three weeks prior to the 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 during each event.

The Contractor shall ensure all required presentation material/files provided by the Government upon arrival at the event venue location are loaded and operate properly throughout the duration of each event. The Contractor shall coordinate A/V equipment and room configuration with the COR prior to each event. The Government will approve the final Friday, Saturday and/or Sunday A/V configurations at the event venue location on Friday NLT 8:00AM local time of the event.

The on-site COR will inspect 100% of the A/V equipment provided at each event. The Contractor shall meet the A/V requirements and complete equipment “setup” IAW the Government Staging Document 80% of the time one hour prior to the event start time. The remaining 20% of the time, the Contractor shall meet the A/V requirements within 30 minutes of the event start time. The on-site 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.

1.4.8.1 Internet Service. The Contractor shall provide 100% of the time a minimum of 25 high speed internet service connections in the General Hotel Meeting Rooms and Space (paragraph 1.4.12), starting on Thursday 6:00AM event local time through Sunday 1:00PM event local time for each event. The Contractor shall provide 100% of the time a minimum of 5 high speed internet service connections in the Child and Youth Meeting Rooms and Space starting on Saturday, 6:00AM event local time through Sunday 1:00PM event local time for each event. The Contractor shall ensure the Childcare Rooms for 13–17-year-olds include operational internet access and operational projection services.

1.4.8.2 A/V Equipment and Systems. A/V requirements will be specified in the event Government Staging Document and will vary depending on the size of the event and breakout space. The Contractor shall provide any and all A/V equipment and systems necessary, to include, 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 or 16:9 format projection screens configured for room size as specified in the event Government Staging Document.

1.4.9 Event Signage. The Contractor shall provide at each event a minimum of 40 sign display tripods to display Government provided signs and other directional materials. The Contractor shall ensure each event meeting room and space is clearly identified and visible from hallway or public space within the event area.

1.4.10 Food Services Meal and Refreshments Serving Times and Locations. The Contractor shall ensure adult; children and youth 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 event. The Contractor shall provide all dishes, flatware, cups, saucers, bowls, glasses, napkins, buffet/service tables, linens, and other such implements and/or supplies necessary to serve all meals and refreshments. For children and youth meals, dishes, flatware, saucers, bowls, cups and/or glasses shall be disposable. 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.

1.4.10.1 Food Services Adult Meals. The Contractor shall provide and serve adult (18 years and older) breakfast and lunch meals buffet style on Saturday and breakfast meals buffet style on Sunday morning for each event. Refer to standard hotel practices for a selection of each menu item and a selection of beverages, such as salad items, proteins, vegetables, starches, fruits, breads, desserts, a variety of beverages (hot and cold) and appropriate selection of condiments for food and beverage selections, such as salad dressing, catsup, hot sauce, mustard, jellies, brown sugar, salt and pepper, sweeteners, cream, milk, honey, and lemons. The Contractor shall ensure the adult meals served do not contain nuts, nut butters or poppy seeds. The Contractor shall submit 100% of the time the proposed adult meal menu to the Government for review and approval three weeks prior to the event start date. The Government Yellow Ribbon Program Manager will review 100% of the proposed adult meal menus and the on-site COR will conduct on-site assessments at each 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 IAW paragraph 1.4.8 and CDRL A0006. The remaining 10% of the time exceptions may be approved by the on-site COR at no additional cost to Government over a one-year period of performance. The Contractor shall 100% of the time ensure the availability of all Government approved menu items to adult attendees for the duration of serving times. The Contractor shall 100% of the time ensure individualized meals are available upon request for specific dietary restriction or requirements identified by the Government NLT three weeks prior to the event. (CDRL A0006 Adult, Youth and Children Meal and Refreshment Requirements and Menus)

1.4.10.2 Food Services Children and Youth Meals. The Contractor shall provide and serve children’s (newborn to 12 years old) and youth’s (13-17 years old) breakfast and lunch meals buffet style on Saturday and breakfast buffet style on Sunday morning of each event IAW standard hotel practices for a selection of each menu item and a selection of beverages, such as salad items, proteins, vegetable, starches, fruits, breads, desserts, variety of fruit juices, water and milk and appropriate selection of condiments for food and beverage selections such as salad dressing, catsup, mustard, and jellies. The Contractor shall ensure the children and youth meals served do not contain nuts, nut butters or poppy seeds, and are not cooked or fried in nut oils. The Contractor shall submit 100% of the time the proposed children and youth meal menus to the Government for review and approval three weeks prior to the event start date. The Government Yellow Ribbon Program Manager will review 100% of the proposed children and youth meal menus and the COR will conduct on-site assessments 10 minutes prior to meal serving start time specified on the Government Agenda. The Contractor shall 90% of the time ensure children and youth meals are provided according to the Government approved menu, meeting all requirements IAW paragraph

1.4.8 and CDRL A0006. The remaining 10% of the time exceptions may be approved by the on-site COR at no additional cost to Government over a one-year period of performance. The Contractor shall 100% of the time ensure the availability of all Government approved menu items to children and youth attendees for the duration of serving times. The Contractor shall ensure individualized children and youth meals are available upon request for specific dietary restriction or requirements identified by the Government NLT three weeks prior to the event. (CDRL A0006 Adult, Youth and Children Meal Requirements and Refreshment Menus)

1.4.10.3 Food Services Adult Refreshments. The Contractor shall provide adult (18 years and older) snacks and beverages on Saturday and Sunday morning during the entire morning general or breakout session period consisting of coffee and ice and hot tea service during the entire morning General Session period, and snacks and a variety of beverages (hot and cold) Saturday afternoon for each event. The Contractor shall ensure the adult snacks served are consistent with hotel standard snack selections such as fresh pastries, brownies, cookies, single serving chips, pre-packaged nutritious snacks, whole fruits and appropriate selection of condiments for beverages, such as lemons, honey, sweeteners, milk and creamers. The Contractor shall ensure the adult snacks served do not contain nuts, nut butters or poppy seeds. The Contractor shall submit proposed adult refreshment menus to Government for review and approval three weeks prior to start date of event 100% of the time. The Government Yellow Ribbon Program Manager will review 100% of the proposed adult refreshment menus and the on-site COR will conduct on-site assessments 10 minutes prior to refreshment serving start time specified on the Government Agenda. The Contractor shall 90% of the time ensure adult refreshments are provided according to the Government approved menu, meeting all requirements. The remaining 10% of the time exceptions may be approved by the on-site COR at no additional cost to Government over a one-year period of performance. (CDRL A0006 Adult, Youth and Children Meal and Refreshment Requirements and Menus)

1.4.10.4 Food Services Children and Youth Refreshments. The Contractor shall provide children’s (newborn to 12 years old) and youth’s (13-17 years old) snacks and beverages Saturday mid-morning and afternoon and Sunday mid-morning of each event. Children’s snacks shall be IAW DAFI 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 ensure the children and youth snacks served do not contain nuts, nut butters or poppy seeds.

The Contractor shall 100% of the time submit proposed children and youth refreshment 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 and youth refreshment menus and the on-site COR will conduct on-site assessments 10 minutes prior to refreshment serving start time specified on the Government Agenda. The Contractor shall 90% of the time ensure children and youth refreshments are provided according to the Government approved menu, meeting all requirements. The remaining 10% of the time exceptions may be approved by the on-site COR at no additional cost to Government over a one-year period of performance. (CDRL A0006 Adult, Youth and Children Meal Requirements and Refreshment Requirements and Menus)

1.4.11 Childcare Services. The Contractor shall provide comprehensive childcare services for the full duration of the event, to include providing credentialed childcare providers, age-appropriate materials, equipment, supplies, and all associated travel. The Contractor shall provide care for all children and youth from newborn through 17 years of age 100% of the time, as well as care for children and young adults with special needs from newborn through 17+ years of age.

The Government will identify those with special needs to the Contractor at least two weeks prior to the event. However, the Contractor shall be prepared to care for children and young adults with special needs without prior notification if those attendees arrive at the event without previously disclosing their special needs. Additionally, the Contractor shall conduct continuous, planned, age-appropriate activities for children and youth ages 3 to 17+ years 100% of the time

1.4.11.1 Contractor Childcare Ratios and Accountability. Contractor shall maintain minimum childcare provider-to-child ratios for all ages, newborn to 17 years old, IAW DAFI 34-144, Child and Youth Program, 2 October 2024, paragraphs 13.10, 13.11, and 13.12., 100 % of the time. 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 the event start date. The Contractor childcare providers shall maintain and provide proper accountability documentation for each child, aged newborn to 17 years old, 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 as determined by the Government. The Contractor shall provide A/V requirements specified on the event Government Staging Document. The Contractor shall provide childcare services Saturday 07:00AM to 4:00PM event local time and on Sunday 07:00AM to 1:00PM event local time for each event. A representative of the childcare service provider shall be available during Friday Registration hours as specified on the event Government Staging Document and the Government Agenda to verify childcare registrations and accommodate any late registrations of children. (CDRL A0005 Childcare Services and Childcare Credentials)

1.4.11.2 Childcare Credentials. The Contractor shall 90% of the time provide the Government with all childcare provider’s credentialing documents seven calendar days prior to the event start date. The remaining 10% of the time the Contractor shall provide the Government this documentation NLT three calendar days prior to the event start date. The Contractor shall 100% of the time ensure childcare providers have satisfied the requirements IAW DAFI 34-144, Child and Youth Programs, 2 October 2024, paragraph 10.4 CYPAs and FCC Providers. The Contractor shall 100% of the time ensure childcare providers have received training in the following topics:

Developmentally appropriate activities, Working with children of different ages including developmentally appropriate activity and environmental observations, Age appropriate guidance and discipline techniques, Safety and fire prevention, Child abuse and neglect and problematic sexual behavior involving children and youth and prevention, identification and reporting, Parent and family relations, Health and sanitation procedures including blood borne pathogens in accordance with 29 CFR 1910.10.10. Health hazards for personnel and recognizing symptoms of illness, Emergency health and safety procedures including infant and pediatric cardiopulmonary resuscitation and first aid training, Safe infant sleep practices, Nutrition, obesity prevention, and meal service, Supporting children and youth with special needs, Accountability and supervision of children and youth, and Concussions including cause, prevention, recognition, and response to concussions. The Contractor shall 100% of the time ensure at least one childcare provider is present for each day of the event who is certified in pediatric CPR and First Aid IAW American Heart Association (AHA) or American Red Cross (ARC) Certification. The Contractor shall 100% of the time conduct criminal background checks on all childcare providers for each event IAW DAFI 34-144, paragraph 10.6 Background Checks, and all childcare providers shall pass a criminal background check prior to providing childcare services at the event. The COR will inspect childcare credentialing documents 100% of the time. (CDRL A0005 Childcare Services and Childcare Credentials)

1.4.12 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/around all event venue locations.

1.4.13 Event Receiving and Distribution. The Contractor shall assume the cost of all venue location (hotel or 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.

1.4.14 Event General Hotel Meeting 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 meeting rooms and space for each event.

1.4.14.1 Registration Area. The Contractor shall provide a dedicated Registration Area for event attendee registration for all Events. On Friday of each event, the Contractor shall provide a Registration Area located in close proximity to the Main General Session Room to include up to 15 six-foot draped and skirted registration tables with two chairs per table, operational internet access, a minimum of 4 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 for each event NLT Friday at 11:00AM event local time of each event and have it in place until Friday at 6:00PM event local time. On Saturday and/or Sunday of each event, the Contractor shall provide a Registration Area located in close proximity to the Main 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 the Saturday Registration Area NLT Saturday at 6:30AM event local time and have it in place until Sunday at 12:00PM event local time.

1.4.14.2 Event General Session Room(s). The Contractor shall provide General Session Room(s) available for use for all general and break out training sessions as specified in the Task Order. The General Session Room(s) shall accommodate all event attendees, as specified in the Task Order, without visual obstructions, IAW the event Government Staging Document. Each General Session Room shall contain the following items: 60” to 84” standard round tables with linens with eight (minimum) to ten 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 attendees seated at each table, pens and paper for notetaking on each table for each event attendee seated at each table, a center aisle for accessibility, a stage no smaller than 10’ x 12’ with two points of access, two podiums on stage, one U.S. (American) flag on stage, wastebaskets (appropriate amount for room), operational standard electrical power outlets, operational internet access and operational A/V equipment and services IAW paragraph 1.4.8 above. The Contractor shall ensure the Government has access to the General Session Room(s) beginning at 08:00AM event local time on Friday and ending on Sunday 1:00PM event local time.

1.4.12.3 Information Fair. The Contractor shall provide a dedicated room or open space for the Information Fair to be accessible or near the main General Session room for each Event. The Contractor shall provide 35 six -foot draped and skirted tables, two chairs per table, water service (to be refreshed during event hours), operational internet access and a minimum of four separate operational electrical power outlets able to 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 four of the 35 Information Fair tables identified by the Government COR or Event Manager, NLT 11:00AM event local time on Friday of the event, the Contractor shall provide one power strip per table inserted into an 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 attendees 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 12:00PM event local time on Friday until Sunday 1:00 PM event local time for each event. Exceptions to the set-up times can be made with prior Government approval.

1.4.14.4 Event Breakout Rooms. The Contractor shall provide the required number of Breakout Rooms IAW the Task Order. The Contractor shall ensure the Breakout Rooms can seat a minimum of 51 people. Depending on the venue and breakout room sizes, the government reserves the right to request breakout rooms with larger capacities seat up to 80 people. This will be requested on the Government Staging Request submitted NLT three weeks prior to the event. The Contractor shall ensure the required number of Breakout Rooms specified in the Task Order are available and set-up by 12:00PM event local time on Friday until Sunday at 1:00PM event local time for each

Event IAW the event Government Staging Document. Exceptions to the number of seats per room and set-up times can be made with prior Government approval.

1.4.14.4.1 Event Breakout Room Configuration. The Contractor shall ensure all Breakout Rooms contain 60” to 84” standard round tables with linens and eight (minimum) to ten (maximum) chairs at each table to seat the number of attendees specified in the event Government Staging Document. Four additional chairs will be provided in each Breakout Room for Yellow Ribbon staff room monitors and overflow seating. All Breakout Rooms shall include water service, pens and paper for notetaking, one box of facial tissues, operational internet access and operational A/V services IAW paragraph 1.4.8 above. The Contractor shall ensure the Breakout Rooms are refreshed to maintain water service, pens and paper for notetaking, and facial tissues during all training sessions of the event.

1.4.14.5 Friday Meeting Rooms. The Contractor shall provide one Friday meeting room available and “set up” by Friday at 7:00AM event local time and available until Friday at 6:00PM event local time in close proximity to the Main General Session room. The meeting room shall seat 50 people at 66” to 72” standard round tables with linens and ten chairs (maximum) at each table 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 A/V services IAW paragraph 1.4.8 above. The contractor shall provide a second Friday meeting room available and set up by Friday at 9:00AM event local time and available until Friday at 12:00PM. The second meeting room shall seat 10 people in any configuration unless otherwise specified in the event Government Staging Document. Both Friday meeting rooms can be rooms identified for Saturday and Sunday Breakout Rooms.

1.4.14.6 Counseling Room. The Contractor shall provide one room for private counseling. The Counseling Room shall be private and relatively soundproof. 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 with linens, a minimum of four chairs, one box of facial tissues, and water service. The Counseling Room shall be available to the Government NLT Friday 12:00PM until Sunday 1:00PM event local time for each event. 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.

1.4.14.7 Childcare Rooms. The Contractor shall provide suitable Childcare Rooms on-site for the children of event participants, newborn to 17 years old, as specified in the Task Order.

Childcare Rooms shall meet minimum square foot per child and furniture requirements IAW DAFI 34-144, Child and Youth Programs, 2 October 2024, Paragraphs 3.4 CDC, 3.5 SAC, 3.6 Youth Centers, 6.1 Fire Protection, and 6.5 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 DAFI 34-144, 2 October 2024, paragraph 10.9 Line of Sight Supervision (LOSS). All Childcare Rooms shall provide adequate safety features in compliance with DAFI 34-144, Chapter 6, Fire and Safety Protection. For Childcare Rooms that have exterior doors or balconies, all exterior doors or balcony access doors shall be locked from the outside for additional security and safety. All Childcare Rooms shall be physically contained and provide adequate and efficient fire evacuation egress and ready access to restrooms. All Childcare Rooms shall be secured and locked from the outside to prevent external intrusion with at least three keys or other means of access (per room or for all rooms) provided to the Government (EM or COR). Each Childcare Room arrangement, including furniture, shall be based on the needs of the event childcare providers, and include but not limited to infant equipment, portable refrigerator (not smaller than 2.6 cubic feet) for bottles, tables, chairs, water service and facial tissues. Additionally, Childcare Rooms shall have operational internet access, and operational projection or video equipment to support playing online activities, or viewing Government provided DVDs. Each Childcare Room requirement will be specified in the Government Staging Document provided NLT three weeks prior to the event start date. All Childcare Rooms shall be available and set-up by 12:00PM event local time on Friday until 1:00PM event local time on Sunday for each Event. The Contractor shall ensure the Childcare Room(s) are refreshed when necessary to maintain water service and remove trash and meal debris during the event. Exceptions to the set-up times can be made with prior Government approval.

1.4.14.8 Command Post Room. The Contractor shall provide one securable room for on-site YRRP staff to be used as the Command Post Room. Six keys or other means of access for the duration of the event shall be provided for the Yellow Ribbon staff. The Command Post Room shall be of sufficient size to accommodate one conference table, seat a minimum of 50 people (25 at the conference table and 25 around the room), and provide space for Government event supplies and equipment identified in paragraph 1.4.13. 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 for each event. 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.

1.4.14.9 Storage Room. The Contractor shall provide one securable room on-site for the YRRP staff to use as a storage room. The room shall be of sufficient size to accommodate up to 40 pelican cases (average dimensions 30”x20”x 15”) and 50 boxes (average dimensions 18”x18”x18”). No tables or seating is required in the storage room, and it shall be in close proximity to the Command Post Room. Exceptions to the size and location can be made with prior approval by the Government.

1.4.15 Flatbed Carts. The Contractor shall provide 100% of the time two flatbed carts (minimum size 30” x 60” each) in the Command Post Room for each Event on Thursday beginning at 6:00AM until 5:00PM event local time, and on Sunday 6:00AM until 4:00PM event local time. For the remaining time, at least one cart shall be made available when requested.

1.4.16 Luggage Storage Area/Room. The Contractor shall provide or arrange 100% of the time with the event venue location for each 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 main General Session Room or the venue lobby and be of sufficient size to accommodate up to 150 pieces of luggage (average dimensions 26”x18”x12”).

1.4.17 On-site Parking. The Contractor shall 100% of the time provide daily on-site parking for 15 individual vehicles each on Saturday and Sunday for each Event. The Contractor shall provide the parking passes to the Government Yellow Ribbon Event Manager NLT Friday at 9:00AM event local time.

1.4.18 On-site Lodging. The Contractor shall 100% of the time enter into an agreement with the event venue location (hotel or conference center) to set aside or block two groups of lodging rooms based on the needs specified by the Government during the Venue Recommendation. One group of lodging rooms will be secured for event participants and a separate group of lodging rooms will be for event staff attendees. Rooms will be on-site at the venue specified in the Government approved Venue Recommendation unless otherwise exempt from this requirement by the Government. The Contractor shall ensure these rooms are not released before 14 days of the event start date or by the date specified in the Venue Recommendation process. Each room group shall be adequate in number to support the anticipated number of event participants and event staff attendees as specified on the approved Venue Recommendation. Event participant attendees include the eligible deployers, designated individuals, leadership and resource providers. Event staff attendees include designated YRRP staff and Security Forces. The Contractor shall be responsible for blocking rooms to support the Contractor staff and sub-contractors (e.g. childcare providers) beyond the Government requirements. The Contractor shall ensure the individual lodging room cost is at or below the prevailing U.S. Government per diem rates for the location IAW The Joint Travel Regulations unless the Government agrees to an increased rate (See Defense Travel Management Office Per Diem Rates: https://www.travel.dod.mil/Travel-Transportation- Rates/Per-Diem/). The Contractor shall 100% of the time provide and identify a direct Yellow Ribbon Group link to the hotel’s official online reservation website for each of the two set aside ‘blocked’ lodging room groups for attendees to make lodging reservation directly with the hotel no later than 120 days prior to the event. The Contractor is not required to and shall not act as an online booking agent. The Contractor shall 100% of time ensure the hotel will not charge the individual attendee’s credit card for any amount at the time the attendee makes a reservation and only an authorization hold will be placed on the credit card at the time of reservation. All fees and charges will be charged to the individual attendee credit card at the time of check-out. The Government is not financially responsible beyond what is requested in the venue recommendation request. The Contractor must not release any rooms before a hotel cutoff date specified during the Venue Recommendation process. Any reservations made using one of the two group links that are subsequently canceled prior to the cutoff date shall be made available for additional reservations through the link. Following the hotel cutoff date the Government will be responsible for lodging attrition charges based on quantities or directions set during the Venue Recommendation process.

See PWS Attachment 4 AFRC YRRP Event Lodging History.

1.4.18.1 Event Participants Room Group. The Contractor shall set aside (”block”) lodging rooms for up to four nights (Thursday, Friday, Saturday and Sunday) for each event based on quantities provided by the Government during the Venue Recommendation. Friday and Saturday nights shall be adequate in number to support the total anticipated number of event participants while Thursday and Sunday will be for certain circumstances as identified during the Venue Recommendation process. The Contractor shall set aside (“block”) lodging rooms that are quadruple occupancy (two full/queen beds minimum).

1.4.18.2 Event Staff Room Group. The Contractor shall set aside (“block”) lodging rooms with a single king or queen bed for the event staff from Wednesday through Sunday (five nights total) for all events. The Government is responsible for providing guidance on the number of Staff Rooms during the Venue Recommendation.

1.4.19 Lodging Status Reports. The Contractor shall 100% of the time provide a Lodging Status Report for each event specifying the number of lodging rooms set aside “blocked” versus actual number of lodging rooms reserved by individual attendees, for each room group, through the direct Yellow Ribbon Group hotel reservation links. (CDRL A0003 Lodging Reports)

2.0 SERVICES SUMMARY (SS).

2.1 Performance Objectives and Thresholds.

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

Item Performance Objectives PWS Para Performance Threshold

1 Contractor shall provide two to three (2-3) Venue Recommendations

Para 1.4.3 Table 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

Para 1.4, 1.4.3

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

- General Hotel Meeting Rooms and Space (paragraph 1.4.15) and all lodging rooms shall be located on one property (the same property location)

- General Session Room(s), the Event breakout rooms, and the Information Fair shall be located in close proximity to each other to accommodate 10-minute break(s) between breakout sessions

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

- Childcare Rooms shall be in close proximity to each other to facilitate Child and Youth security, protection and accountability

- Food and beverage services shall be provided IAW paragraph 1.4.10 and subparagraphs 1.4.10.1 to 1.4.10.4

- Venue located within one-mile walking distance of restaurants

Occurs 100% of the time:

- Venue located within 60 miles of an airport with FAA classification as ”Class I” (https://www.faa.gov/airports/airport _safety/part139_cert/classes-of-airports)

- Venue shall have a minimum three diamond rating by AAA Inspected & Approved

- Event venue lodging shall be compliant with U.S. Fire Administration Guidelines (http://apps.usfa.fema.gov/hotel) http://apps.usfa.fema.gov/hotel

3 Contractor shall secure and contract approved venue

Para 1.4.3 Table Step 4

NLT 10 calendar days from date of Government approved Venue Recommendation. 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

Para 1.4.3 Table Step 5

NLT 5 calendar days from the date the Government approved venue is secured and contracted. Occurs 90% of the time, remaining 10% within 10 calendar days of venue secured and contracted

5 The Contractor shall provide timely Monthly Status Reports

Para 1.4.6 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 requirements and complete equipment “set up” IAW the Government Staging Document.

Para 1.4.8, 1.4.8.2

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

7 Contractor provides operational internet service connections.

Para 1.4.8.1 A minimum of 25 high speed internet service connections shall be provided for General Hotel Meeting Rooms and Space, starting on Thursday 6:00AM event local time through Sunday 1:00PM event local time for each event.

A minimum of 5 high speed internet service connections in the Child and Youth Meeting Rooms and Space starting on Saturday, 6:00AM event local time through Sunday 1:00PM event local time for each event.

8 The Contractor shall ensure adult, youth and children meals and refreshments are provided according to the approved menu, meeting all requirements

Para 1.4.10, 1.4.10.1- 1.4.10.4

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

9 The Contractor shall ensure adult, youth and children meals and refreshments are served according to the hours prescribed in event Government Staging Document and Government Agenda provided for each specific event.

Para 1.4.10 Occurs 90% of the time IAW the start time on the Government Agenda, 10% of the time served five minutes past the start time on the Government Agenda

10 The Contractor shall provide childcare services for children newborn-17 years old

Para 1.4.11, 1.4.11.1

-Provide travel for delivering credentialed childcare providers, age-appropriate materials, equipment and supplies

-Shall provide and conduct planned age- appropriate activities for 3- to 5-year olds

-Shall be prepared to provide and conduct planned age-appropriate activities for 6- to 17-year olds, if requested

-Provide childcare services to all children, newborn to 17 years old, to include children and young adults with special needs

-Shall maintain minimum childcare provider- to-child ratios IAW AFI 34-144, Para. 13.6 and 13.7,13.8.

Occurs 100% of the time

11 Contractor maintains and provides proper…