PWS_YRRP_Event_Planner_v18.docx

PERFORMANCE WORK STATEMENT

FOR

AIR FORCE RESERVE COMMAND

Yellow Ribbon Reintegration Program Event Planner Services

15 May 2014

1.0 INTRODUCTION

1.1 Background. The Yellow Ribbon Reintegration Program (YRRP) was established by United States Congress to provide National Guard and Reserve members and their families with sufficient information, services, referral, and proactive outreach opportunities throughout the military deployment cycle.

1.2 Organization. The AFRC organization with primary responsibility for this requirement is the Headquarters Air Force Reserve Command (HQ AFRC) YRRP office.

1.3 Scope. The HQ AFRC Directorate of Manpower, Personnel, & Services requires event planning services in support of the Air Force Reserve’s YRRP.

The general scope of the requirement is for the contractor to provide event planning support for AFRC YRRP events / workshops, including but not limited to, venue management, planning and administrative services, labor, tools, supplies, equipment, travel. Specifically, the contractor shall (A) secure event lodging, i.e. blocking sleeping rooms required; (B) secure and pay childcare; (C) secure and pay for meals and refreshments; (D) secure and pay for audio visual equipment and personnel support.

The maximum number of events will not exceed 40 per year. The maximum number of simultaneous events will not exceed three per weekend per month.

1.4 Period of Performance. Performance shall commence at date of award for a one-year basic period with four annual option periods.

1.5 Place of Performance. The Contractor personnel shall perform from their corporate facilities and at venue locations within the contiguous United States (CONUS) or within OCONUS locations which include Guam, Saipan, Alaska and Hawaii.

1.6 Personnel Qualification. The Contractor shall provide personnel with certification in meeting planning, i.e. Certified Meeting Planner (CMP) certification, meeting management, i.e. Certification in Meeting Management (CMM) or higher. The contractor personnel shall be knowledgeable in the Federal Travel Regulations.

2.0 REFERENCE DOCUMENTS

2.1 Compliance Documents. The Contractor shall comply with the latest edition of the following directives, instructions, regulations, manuals and statutes.

· DoDM 5200.01V1, DoD Information Security Program: Overview, Classification, and Declassification

· DoDM 5200.01V4, DoD Information Security Program: Controlled Unclassified Information

· DoD 5200.2-R, Personnel Security Program

· DoD 5200.08-R, Physical Security Program

· DoD 5220.22-M, National Industrial Security Program Operating Manual & Supplement 1

· DoD 5220.22-R, Department of Defense Industrial Security Program

· AFI 31-101, Integrated Defense

· AFI 31-401, Air Force Information Security Program

· AFI 31-501, Personnel Security Program Management

· AFI 31-601, Industrial Security Program Management

· AFMAN 33-363, Management of Records

· AFI 34-239, Food Service Management Program

· AFMAN 34-240, Food Service Program Management

· AFI 34-248, Childcare Requirements

· AFI 40-104, Nutritional Education

· AFI 48-116, Food Safety Program

· AFI 48-117, Public Facility Sanitation

· AFI 91-202, The US Air Force Mishap Prevention Program

· AFI 91-203, Air Force Consolidated Safety Instruction, paragraphs 6.2.1, 6.2.16 and 6.2.17

· AFI 91-204, Safety Investigation & Reports

· Occupational Safety and Health Administration Standards (OSHA)

· Joint Travel Regulations (JTR), Volume 2

· Contractor’s Quality Control Plan

2.2 Guidance Documents. The following documents are provided as reference in the performance of the requirements set forth in the PWS. NONE

3.0 SPECIFIC TASKS

3.1. Contractor Program Manager (PM). The Contractor PM shall be a Certified Meeting Planner (CMP) and have full authority to act for the contractor on all contract matters relating to the daily operation of the contract and its task orders. The CMP shall manage all requirements of the task orders with subcontractors. The CMP shall be accessible and responsive to the YR program office staff. The names and phone numbers shall be provided, in writing, to the HQ AFRC/A7KA Contracting Officer (CO), HQ AFRC YRRP Program Chief, and the HQ AFRC YR Event Planner Contracting Officer Representatives (CORs) upon award.

3.1.1 The CMP shall travel to and participate in venue site visits to determine adequacy of facilities and location, as directed by the HQ AFRC YR Event Planner COR.

3.1.2 The CMP shall travel to contract meeting event sites to make whatever assessments are needed to ensure the successful implementation and completion of the task order.

3.1.3 The CMP shall review and resolve any logistical support problems that may arise between the government and the contractor personnel.

3.1.4 The CMP or designated representative shall be available by email or phone to address issues during normal business hours Mon-Fri, including federal holidays and provide a response to inquiries within 48 hours. The normal business hours of operation and federal holidays are set forth in PWS paragraphs 7.1 and 7.2, respectively.

3.1.5 The CMP or designated representative shall be available by email or phone after hours for emergent issues if they arise during the planning or execution of an event and provide a response to emergent inquiries within 24 hours.

3.1.6 The CMP shall travel to meet with AFRC YR staff up to 3 times per year (2 nights stay) for program review in accordance with PWS paragraph 10.2.

3.2 Event Contractor Personnel.

3.2.1 The Contractor shall ensure a minimum of three skilled individuals are available and on-site at all event times. One of these individuals may be the CMP.

3.2.2 The on-site contractor personnel shall be responsible for administration and oversight including, but not limited to, preparation, finances, staffing, logistics, and problem resolution.

3.2.3 The Contractor shall ensure on-site contractor personnel are easily identifiable, by badge/nametag or corporate logo clothing, and available to work issues for the full length of the event.

3.2.4 The Contractor shall provide on-site personnel to set-up and operate the audio / visual equipment, assure the required presentation materials / files are loaded onto the conference room’s laptop prior to the start of the event, and assist with audio / visual issues during the event.

3.3 Conference On-Site Assistance

3.3.1 The Contractor shall be responsible for on-site conference preparations with a designated primary point of contact for the HQ AFRC YR Event Planner COR during the conference.

3.3.2 The Contractor shall be responsible for overseeing conference room preparation to include set-up and arranging of seating, testing of audio / visual equipment, issuing and distributing materials to participants.

3.3.3 The Contractor shall be responsible for overseeing childcare services in accordance with PWS paragraph 3.12 and its subparagraphs.

3.3.4 The Contractor shall assist the on-site government YR event staff to ensure only conference participants gain entry.

3.3.5 The Contractor shall communicate throughout the event directly to the identified HQ AFRC YR Event Planner COR on all aspects of the conference, participants, materials, and equipment. The Contractor shall report post-event information in accordance with PWS paragraph 5.2.1, Monthly Status Report.

3.4 Basic Event Services

3.4.1 Hotels / Conference Centers

3.4.1.1 The Contractor shall work with the designated HQ AFRC YR technical representative, as requested by the HQ AFRC/COR to find family-friendly hotels / conference centers with American Automobile Association (AAA) rating of at least three stars with capacity and capability to host YR events. The Contractor shall verify that recommended hotels / conference centers are Federal Emergency Management Association (FEMA) registered facilities. The venue shall have activities to accommodate adults and children, on and off-site, within walking distance of the hotel. The Contractor shall ensure that ease and time of travel between airport and hotel / conference center is a factor in recommending the location. The venue shall be less than one hour commute from the major regional airport within the location identified; exceptions require approval from HQ AFRC YR Event Planner COR through the YRP technical representative.

3.4.1.2 Attrition Costs. The Contractor shall be responsible for lodging attrition costs. The YRRP does not guarantee occupancy of blocked number of sleeping rooms and attrition penalties shall not be paid by the Government. The Contractor shall hold block rooms, at a minimum, through 21 calendar days prior to the event.

3.4.2 Venue Recommendations / Approval Process

3.4.2.1 Task Order Issuance. The Government anticipates the award of each task order at least 180 days prior to the execution date of the event. The task order will identify a primary and secondary location and a primary and secondary date (if needed), as well as identifying the priority (i.e. location or date). Event locations and specific requirements for each event, such as number of participants, childcare services, meeting rooms, childcare rooms, audio/visual support, meals/refreshments, reports, and travel will be specified in HQ AFRC YR Event Planner COR request for recommendation.

3.4.2.2 Task Order Acknowledgement. The Contractor shall acknowledge receipt by signing the task order and returning the signature page via email to the Contracting Officer and HQ AFRC YR Event Planner COR within three calendar days of receipt from the Contracting Officer.

3.4.2.3 Venue Selection. The Contractor shall provide written venue recommendations within 30 calendar days from date of the task order effective date, to the HQ AFRC YR Event Planner COR with a minimum of three (3) venue recommendations. The Contractor shall use the template attached to Section J of the basic contract entitled, “Venue Recommendation Template” to submit each recommendation to the HQ AFRCYR Event Planner COR. The Contractor’s venue recommendations shall include the following information for each venue on the template:

a) Proposed location and date of event

b) Venue amenities (pool, gym, refrigerators, microwave, Internet access, etc.)

c) Tentative space allocation, square footage of each room, and floor plan

d) Parking arrangements (self-parking versus valet and estimated costs)

e) Nearest major airport

f) Available transportation from airport to venue (distance, options, costs)

g) Area attractions

3.4.2.4 Less than 3 Venues Identified. The Contractor shall notify the HQ AFRC YR Event Planner COR within 15 calendar days from effective date of task order if at least three (3) venue recommendations for specified locations and dates cannot be found for the primary or secondary locations and/or dates.

3.4.2.5 No Venues Identified. The Contractor shall notify the HQ AFRC YR Event Planner COR within 15 calendar days from effective date of task order if no venue recommendations are identified for the specified primary and secondary location and dates. The Contractor shall provide alternate venues outside of the stated locations and/or dates for consideration.

3.4.2.6 Recommendation Submittal. The primary / secondary or alternative venue recommendation shall be submitted within 30 calendar days from task order effective date.

3.4.2.7 Review & Approval of Recommendation. The HQ AFRC YR Event Planner COR will approve or disapprove the set of venue recommendations and notify the Contractor within 15 calendar days unless Contractor notifies HQ AFRC YR Event Planner COR that a shorter response time is required by the venue.

3.4.2.8 Disapprovals. In cases of disapproval for not meeting specific criteria, the HQ AFRC YR Event Planner COR will provide the Contractor specific reason(s) for disapproving a particular hotels / conference centers. The Contractor shall provide a new set of venue recommendations within 21 calendar days of disapproval.

3.4.2.9 Final Venue Selection. The Contractor shall secure the approved venue within seven calendar days after approval by HQ AFRC YR Event Planner COR. The Contractor shall provide the HQ AFRC YR Event Planner COR the following information for the event in accordance with PWS 5.1.4 within 10 calendar days after contracting the approved venue:

a) Contracted space map

b) Light refreshment and meal menus (sample)

c) Room reservation link and rate(s) with reservation cutoff date

d) Provide tax exempt forms, if applicable per state regulations

e) Room Block (staff and Participants) ; number of rooms per day

3.5 Meeting Rooms / Space

3.5.1 The Contractor shall secure hotel meeting rooms / space based on information provided by the government relating to type of function, size of audience, audiovisual, room configuration, support required, and location of rooms within the hotels / conference center. The Contractor shall ensure the space is allocated and setup to accommodate all functions planned. The Contractor shall pay for meeting space, childcare rooms and services, audiovisual, and meals / refreshments.

3.5.2 The Contractor shall ensure all meeting rooms are accessible to the on-site YR staff at least one hour prior to each session, or as soon as possible for concurrent sessions. The Contractor shall, to the maximum extent possible, keep each session in the same room to minimize any room set-up changes, using the same seating configuration and audiovisual equipment, with the exception of concurrent breakout sessions, which will require a separate room.

3.5.3 The Contractor shall ensure audiovisual equipment i.e. wireless hand held microphones, wireless microphones, lecterns, laptop, projectors, and other equipment, are in place and functioning properly at least one hour prior to the beginning of each session, or as soon as possible for concurrent sessions. The Contractor shall ensure all laptops are pre-loaded with the proper presentation in each room.

3.6 Registration Room / Area. The Contractor shall ensure that the hotel/conference center has a room / area for pre-registration on Friday noon and Saturday, with three six-foot, draped and skirted tables and two chairs at each table. Each table shall have electrical power and provide one (1) high speed internet connection with multiple access codes wireless or wired for the area.

3.7 Room / Area for Information Fair / Exhibits

3.7.1 The Contractor shall ensure that the hotel/conference center has a room or open area available for resource providers, i.e. Veterans Administration, Airman & Family Readiness, Tricare, and other non-profit organizations, to set up their booths/displays. The arrangement may be an open area (foyer) outside of the General Session, but shall be easily accessible from the main activities and light refreshments (break). The area arrangement shall be capable of holding 25 (minimum) / 35 (maximum) six foot draped and skirted tables with two chairs at each table.

3.7.2 The Contractor shall provide 10 high speed internet connections with multiple codes (wireless or wired) for use by the resource providers.

3.7.3 The Contractor shall ensure the area is available Saturday at 0600 until Sunday noon.

3.8 Parking. The Contractor shall provide a maximum of five parking vouchers per day (Saturday and Sunday) for volunteer resource providers if parking fee is required by the venue. Volunteer resource providers are personnel that support the event but are not reimbursed for their expenses by their sponsor organization. The HQ AFRC YR Event Planner COR will provide the names of resource providers needing vouchers.

3.9 General Session Room

3.9.1 The Contractor shall ensure the hotel/conference center has a general session room available for all participants to attend the welcome and introductions. The room shall accommodate the number of participants’ specified numbers in each task order.

3.9.2 The General Session room arrangement shall consist of:

A) 66” to 72” standard round draped tables with eight chairs (maximum) at each table (Quantity based on number of attendees) B) A center aisle for accessibility C) 1 stage (8’x10’ minimum) D) 1 American flag (free standing with stand) E) Wastebaskets (appropriate amount for room) F) Electrical power G) Internet H) Water service at each table during the General Session workshop

3.9.3 Access shall be available from Friday noon until Sunday 1700.

3.10 Break-out Rooms

3.10.1 The Government will specify the number of required break-out rooms in each task order. The Contractor shall ensure that the hotel / conference center provides the specified number of break-out rooms to comfortably seat approximately 50 participants per room in 50% of the rooms and approximately 30 participants per room in 50% of the rooms.

3.10.2 The teen room shall seat approximately 50 participants and be located in close proximity to the childcare rooms, but not part of the childcare room quantity.

3.10.3 Each break out room shall have water service available in the room.

3.10.4 The Contractor shall ensure the breaks out rooms, except teen room are configured with round tables of ten (10).

3.10.5 The Contractor shall ensure that break-out rooms are available Saturday 0600 until Sunday noon.

3.11 Counseling Room. The Contractor shall ensure that the hotel / conference center sets up one room for private counseling for the Chaplain, Psychological Health Advocate (PHA), or Sexual Assault Coordinator (SARC), etc. The counseling room shall be relatively sound proof for privacy, but offers a view outside the room. The room arrangement shall include one draped table and four chairs. This room shall be available Saturday 0600 until Sunday noon. The counseling room shall not be a guest room, even with furniture removed.

3.12 Childcare Rooms

3.12.1 The Contractor shall ensure that the hotel / conference center provides childcare rooms for attendees’ children for the following three age groups: Up to 5 years old, 6 to 8 years old, and 9 to 12 years old. The rooms for the 0-5 and 6-12 age groups shall be in close proximity to each other to maintain line-of-sight with children at all times. Rooms/areas shall be physically contained and provide adequate and efficient fire evacuation access as well as ready access to restroom facilities. Rooms shall not have interior doors in which children can lock themselves within a room, i.e. bathroom, sliding glass doors, or rooms with balcony access.

3.12.2 The Contractor shall ensure that the childcare rooms shall be available on Friday from 1700-2100, Saturday from 0600-1600, evening hours from 1730-2100 if requested, and Sunday from 0600-1300. 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 for bottles, tables, and chairs. See PWS paragraph 3.18 regarding Childcare Provider Requirements.

3.12.3 The Government will specify the number of childcare rooms in each task order based on the number of planned participants. The size of the usable space for non-crib areas is a minimum of 35 square feet per child. The size of usable space for areas with cribs is a minimum of 50 square feet of per child. (Ref AFI 34-248, Chapter 1.2.2)

3.13 Command Post Room

3.13.1 The Contractor shall ensure that the hotel/conference center provides one room for on-site YR staff members. The room shall be located near the General Session room. The room arrangement shall seat 15-25 staff members with a conference style configuration and lockable storage room for event supplies / equipment.

3.13.2 The Contractor shall ensure the room is available for use Thursday 0600 until Sunday 1400. The Command Post room shall include:

A) Electrical power B) Mini refrigerator C) Microwave D) Minimum of five high speed internet connections/accesses (wireless or wired) E) Water service to one side of the room F) 2 standard flatbed carts for load/unload 20 large boxes at start and end of event

3.14 Audio/Visual (A/V) Support. The Contractor shall provide all audio/visual equipment and support for each room listed in PWS paragraphs 1.3.1 through 1.3.4. The Contractor shall pre-coordinate equipment requirements and room configuration with the HQ AFRC YR Event Planner COR prior to each event.

3.14.1 General Session Room A/V. The Contractor shall ensure that the General Session Room has one lectern configured with the following set up:

A) One wireless lapel microphone B) One wireless handheld microphone C) One microphone holder D) Mixer board, presentation A/V cart E) Two video projectors with Video Graphics Array (VGA)/PC connectivity F) One laptop G) Two 4:3 format projection screens sized for adequate viewing based on room size, including ceiling height

The Contractor shall ensure that the mixer board and other video control equipment shall not interfere with the room activities. The Contractor shall provide staff to operate the audio/visual equipment. The Contractor shall ensure that all required presentation material / files are loaded and run properly on the laptop prior to the start of the event. The Contractor shall assist with A/V issues during the event.

3.14.2 Break Out Rooms A/V

3.15.2.1 The Contractor shall provide A/V equipment and support in each break-out room. The HQ AFRC YR Event Planner COR will provide a staging plan to the Contractor with the final A/V configurations required for the break-out rooms. The staging plan shall identify break-out room lay-outs that consist of the following arrangements with consideration for the room size and ceiling height:

A) Both Audio & Visual: Room(s) shall be configured with a lectern with a microphone holder, video projector with VGA/PC connectivity, laptop, 4:3 format projection screen, and one wireless handheld microphone with adequate sound projection for room size and configuration.

B) Visual Only: Room(s) shall be configured with a lectern, video projector with VGA/PC connectivity, laptop, projection screen

C) Audio Only: Room(s) shall be configured with a lectern with a microphone holder and one wireless handheld microphone with adequate sound projection for room size and configuration

D) None: Room(s) not to be configured with any AV equipment.

3.14.3 Childcare Rooms A/V. The Contractor shall provide A/V equipment and support in all childcare rooms. The Contractor shall configure the rooms with a video monitor and DVD player.

3.14.4 Teen Break-Out Room A/V. The Contractor shall provide A/V equipment and support in the teen break-out room. The Contractor shall configure the teen break-out room with a large video monitor with DVD Player and connections for video gaming system.

3.15 Signage. The Contractor shall ensure that at least 12 easels are available during the event for posting of signage and other directional materials. The Contractor shall ensure that each room is labeled by general name of the room, i.e. YRP General Session, YRP Break out 1, etc. and on hotel reader board system, if available. The HQ AFRC YR Event Planner COR will provide the final meeting agenda, names of facilitators, speakers and keynote speaker to the Contractor at least seven calendar days prior to the event.

3.16 Food & Beverages

3.16.1 The Contractor shall provide all dishes, flatware, cups, saucers, bowls, glasses, napkins and such other implements and/or supplies.

3.16.2 The Contractor shall ensure that all authorized personnel are expeditiously and properly fed.

3.16.3 The Contractor shall plan for meals served buffet style unless otherwise approved by the HQ AFRC/A1R Event Planner COR.

3.16.4 The Contractor shall ensure all meal preparation and services are accomplished with proper sanitation as prescribed in AFI 48-116.

3.16.5 The Contractor shall ensure the nutrition and portion requirements are as prescribed in AFI 40-104, Chapter 5.1.

3.16.6 The Contractor shall provide meals with a not to exceed cost for the meal portion in accordance with Joint Travel Regulation, Volume 2 per diem. Light refreshment costs are not a reimbursable expense when individual charge applies and therefore the costs are not included in the per diem allowance. (Ref: JTR, Appendix R, paragraph E.4.)

3.16.7 Serving Hours. The hours provided are general timeframes for planning purposes subject to unforeseen event schedule changes.

Friday: PM light refreshments Registration Only (1500-1800) or During Program (1800-2000)

Saturday: Breakfast (0730-0830) AM Light refreshment (0900-1000) Lunch (1100-1300) PM Light refreshment (1330 -1430) Dinner (1800-2000)

Sunday: Breakfast (0730-0830) AM Light refreshment (0900-1000) Box Lunch (1100-1200)

3.16.8 Minimum Food Requirements. The Contractor shall provide menus to the HQ AFRC YR Event Planner for review and approval prior to implementation in accordance with PWS paragraph 5.1.2.

3.16.8.1 BREAKFAST menu shall consist of:

A) Scrambled eggs B) Bacon or sausage C) Potatoes, grits or pancakes D) Assorted toast/breads and jellies/spreads E) Fresh Whole Fruit or Fresh Cut Fruit F) Fruit juice G) Cold and hot cereal H) Coffee, hot tea, milk and water

3.16.8.2 LUNCH menu shall consist of the following:

A) Two meat entrees B) One starch C) One vegetable D) Salad E) Bread and butter F) Dessert G) Iced Tea, Lemonade, and water

3.16.8.3 BOX LUNCH menu shall consist of the following:

A) Two meat sandwiches (ham, turkey, and/or roast beef) and condiments B) Single Serving Bag of Chips C) Fruit (whole/fruit cup) D) Bottled Water and Individual Soda (can or bottle) E) Dessert F) Utensil Pack (flatware, napkin, salt and pepper)

3.16.8.4 DINNER menu shall consist of the following:

A) Two meat entrees B) One starch C) One vegetable D) Salad E) Bread and butter F) Dessert G) Coffee, Tea (Hot & Iced), Lemonade and water The Contractor shall provide dinner for Friday night only if specified in the task order. The Contractor shall not provide Friday PM light refreshments if a Friday dinner is included in the task order.

3.16.8.5 CHILDREN’S (12 and under) LUNCH menu shall consist of the following:

A) Two meat entrees (such as chicken fingers, pizza, hamburgers) B) One starch (such as French fries, macaroni & cheese) C) One vegetable (such as corn, broccoli, carrots) D) Fresh Cut Fruit/Fruit Cups E) Dessert F) Milk, fruit juices and water

3.16.8.6 CHILDREN’S BOX LUNCH menu shall consist of the following:

A) One meat sandwich (turkey or chicken) and condiments B) Single Serving Bag of Chips C) Fruit Cup D) Bottled Water and Individual Fruit Juice E) Dessert F) Utensil Pack (flatware, napkin, salt and pepper)

3.16.8.7 CHILDREN’S (12 and under) DINNER menu shall consist of the following:

A) Two meat entrees (such as chicken fingers, pizza, hamburgers) B) One starch (such as French fries, macaroni & cheese) C) One vegetable (such as corn, broccoli, carrots) D) Fresh Cut Fruit/Fruit Cups E) Dessert F) Milk, fruit juices and water The Contractor shall provide dinner for Friday night only if specified in the task order. The contractor shall not provide Friday PM light refreshments if a Friday dinner is included in the task order.

3.16.8.8 LIGHT REFRESHMENTS shall, at a minimum, consist of the following:

A) AM 0900 – 1000 (Sat and Sun mid-morning)

a. Coffee, Tea (Hot & Iced), Juices, and Water

b. The following shall be available:

i. Muffins or Similar Items

ii. Fresh Whole Fruit or Fresh Cut Fruit

iii. Bagels and Spreads

B) PM – 1500-1800 OR 1800 – 2000 Fri/ and 1330 - 1430 Sat

a) Coffee, Tea (hot & iced), Individual Sodas (can or bottle), and Water

b) Fresh fruit, cut or whole

c) One or more of the following options shall be available:

i. Cookies

ii. Brownies

iii. Chips or Pretzels

3.16.8.9 LIGHT REFRESHMENTS FOR CHILDREN/TEEN shall consist of the following:

A) AM 0900 – 1000 (Sat and Sun mid-morning)

a. Milk, Fruit Juices, and Water

b. The following shall be available:

i. Ages 6 to Teens: Muffins and Whole Fruit

ii. Ages Infant to 5: Muffins and Fresh Cut Fruit/Fruit Cups

B) PM – during Program 1800 – 2000 Fri and 1330 – 1430 Sat

a) Age 0 to 12: Milk, Fruit Juices, and Water

b) Age 13 to 17: Milk, Fruit Juices, Lemonade, and Water

c) Fresh fruit (cut or whole)/fruit cups

c) One or more of the following options shall be available:

i. Cookies

ii. Brownies

iii. Chips or Pretzels

3.17 Childcare Provider Requirements

3.17.1 The Contractor shall provide (secure and pay) childcare services, for ages 0-12 years old, in accordance with the Childcare Requirements for YR Events set forth in the attachment to Section J of the basic contract. The Contractor shall notify the HQ AFRC YR Event Planner COR 90 calendar days prior to the event start with the name of the childcare provider and credentials. The HQ AFRC YR Event Planner COR will approve the childcare provider(s) and dates needed that meet the AFI requirements within seven calendar days after receipt of the notification.

3.17.2 The Government may also provide additional activities for youth ages 6-18 years through work with various youth organizations.

3.17.3 The Contractor shall ensure the minimum childcare provider-to-child ratios meets the standards set forth in AFI 34-248 Chapter 4.1. For planning purposes, historical data from YR events indicates 30 children per 100 attendees. Further analysis segments the 30 children as follows:

3.17.4 The Contractor shall provide childcare services on the following schedule:

A) Friday evening 1700-2100 (in accordance with paragraph 3.12.2) B) Saturday evening 1730-2100 (in accordance with paragraph 3.12.2) C) Core Hours (Sat 0600-1600 and Sunday 0600-1300)

3.17.5 The HQ AFRC YR Event Planner COR will provide the Contractor with confirmed numbers and ages for childcare requirements no later than 14 calendar days prior to the event.

3.18 Lodging

3.18.1 The Contractor shall provide lodging on-site at the hotel / conference center venue unless otherwise approved by HQ AFRC YR Event Planner COR. The Contractor shall ensure the lodging arrangements are set at or below the US Government per diem rates at website http://www.defensetravel.dod.mil/perdiem/perdiemrates.html . The lodging charges at YR events are the liability of the individual attending members, their families, and YR event staff.

3.18.2 Room Blocking. The Contractor shall contact the hotel/conference center and block two groups of rooms for attendees and event staff upon receipt of HQ AFRC YR Event Planner COR approval of the hotel/conference center. The event staff includes contractor, subcontractor (e.g. childcare providers), YR staff, and volunteer resource providers.

3.18.2.1 Participants’ Rooming Block. The Contractor shall block two nights (Fri & Sat) for the event participants’ rooming block. The Contractor shall identify pre-/post event dates that the venue will honor Government per diem rate for the attendees who extend their stay. If rooms are available at the venue after the block is released, the Contractor shall ensure that late notice participants rooms are priced at the room block contracted rate. The Contractor is not responsible for participants’ room reservations or charges.

3.18.2.2 Staff Rooming Block. The Contractor shall block a group of rooms, single king or queen bed, for the event staff (defined in PWS paragraph 3.18.2) from Wednesday prior to the event start until Monday morning after the event. The HQ AFRC YR Event Planner COR will provide the number of rooms required for event staff upon approval of the event venue. The Contractor is not responsible for event staff room reservations or charges.

3.18.2.3 Participant’s Room Lay-out. The Contractor shall block rooms with double occupancy, individual / private sleeping rooms with toilet and shower/tub facilities. The rooms shall have either 2 double beds, 2 queen beds, or 1 double bed and 1 queen bed combination per room.

3.18.2.4 Lodging Status Reports. The Contractor shall prepare periodic Lodging Reports on the status of room reservations compared to the total number of blocked rooms for attendees and attendee names in accordance with PWS paragraph 5.1.3. The Contractor is responsible for attrition fees, if any.

3.19 Contractor Manpower Reporting. The Contractor shall track all contract labor hours, including subcontractor(s) hours as implementation of the FY11 NDAA Section 8108, Contractor Inventory. This requirement applies to all services contracts greater than the Simplified Acquisition Threshold, acquired with appropriated funds, and when the Department of Defense is the requiring activity. This requirement includes supply contracts with embedded services elements, architect & engineering (A&E), and Research & Development (R&D) contracts. Reporting requirements are set forth in PWS Section 5.2, Management Deliverables and Reporting.

4.0 QUALITY ASSURANCE

4.1 General. The Government will review the Contractor’s performance under this contract as specified in the Quality Assurance Surveillance Plan (QASP). The QASP provides a structure for Government surveillance of the Contractor’s performance to ensure it meets the performance standards set forth below. Surveillance methods may include periodic surveillance of the Contractor’s performance, periodic reports and briefings provided to all levels of leadership. The QASP establishes roles and responsibilities of the Multi-Functional Team (MFT), procedures for assessment/inspection, and process for continuous oversight. The Contractor is responsible for implementing and providing performance that meets, at a minimum, the performance standards set forth below using its Quality Control Plan.

4.2 Contractor’s Quality Control Plan. The Contractor shall prepare a Quality Control Plan (QCP) that includes, at a minimum, the performance standards identified in the table at PWS Paragraph 4.3 and a the Contractor’s approach to managing Quality Control, including proactive identification and mitigation of cost, schedule and quality issues, while ensuring the work products are technically sound. The Contractor shall provide the QCP in accordance with PWS paragraph 5.1.1.

4.3 Performance Standards Table. The table below identifies the performance standards that will be measured by the Government. The Contractor shall have these elements as part of their Quality Control Program and may have others, as necessary, to meet Contractor quality standards.

Provide all necessary event planning, communications, and administrative services.

Provide response to government inquiries

Final Venue Selection Information

3.5 – 3.18.8.7

3.1.4-3.1.5

3.4.2.9 Complete in time for actual date of workshop 100% of the time.

Required response occurs 100% on time

Required information provided. Occurs 100% on-time

CMP at Site Visits

Venue Recommendations 3.1.1

3.4.2.3

3.4.2.4

3.4.2.5 CMP attendance at all site visits. Occurs 100% of the time

Timely submittal occurs 100% of the time.

>3 recommendations with timely notification to COR and course of action recommended

No recommendations with timely notification to COR and alternate venue recommendations that are satisfactory

3.4.2.9, 5.1.4

3.18.1

3.17.1, 3.17.3

3.14-3.14.4 Hotel has AAA rating of 3 star minimum & FEMA registered

Venue contract in place within 10 calendar days of COR approval; 100% of time when within contractor control

Meeting space / lodging in one facility; Occurs 90% of the time.

Child care provider meet AFRC/AIR qualifications; Occurs 100% of the time.

A/V in required rooms and operational; Occurs 100% of the time.

Minimum of three skilled individuals at each YR Event

5.0 DELIVERABLES AND REPORTING

All deliverables shall be submitted to the HQ AFRC/A7KA CO and HQ AFRC YR Event Planner COR, unless otherwise stated below. The following deliverables shall be submitted in a professional manner and marked with the prime contractor's letterhead. All deliverables shall be submitted by e-mail or on CD-ROM, whichever is more appropriate, as determined by the HQ AFRC YR Event Planner COR. The Government uses Microsoft Office products and .pdf format.

5.1 Technical Deliverables & Reporting.

5.1.1 Quality Control Plan. The Contractor shall submit a QCP in accordance with PWS paragraph 4.2 to the HQ AFRC/A7KA CO, HQ AFRC YR Event Planner COR and HQ AFRC/A7KO Quality Assurance Program Coordinator (QAPC) for review and comment. The Contractor’s format is acceptable. The Contractor shall incorporate the Government comments and submit a final QCP for approval within ten (10) days after receipt of comments. The HQ AFRC /A7KA CO will incorporate the Government approved QCP by reference in Section 2.1 of this PWS.

5.1.2 Menus – Light Refreshments & Meals. The Contractor shall submit to the HQ AFRC YR Event Planner COR the menus for meals and light refreshments in accordance with PWS paragraph 3.16.8. The Contractor shall submit detail content. The menus shall be submitted in draft to the HQ AFRC YR Event Planner COR for review and comments. The Contractor shall submit the final menus to the HQ AFRC YR Event Planner COR within 14 calendar days after receipt of COR comments or no later 14 days prior to the event, whichever occurs first, for approval to publish. Contractor format is acceptable.

5.1.3 Lodging Status Reports. The Contractor shall submit Lodging Status Reports to the HQ AFRC/A1R Event Planner COR in accordance with PWS paragraph 3.18.2.4. Contractor format is acceptable. The lodging reports’ content shall contain the following information: Name, reservation dates, confirmation number, quantity of rooms and room rate. The reports are due at the following intervals prior to the event start:

A) 21 Days Prior to Event Start B) 14 Days Prior to Event Start C) 7 Days Prior to the Event Start D) 72 Hours Prior to the Event Start E) As requested by HQ AFRC/A1R Event Planner COR within 48 hours of request

5.1.4 Final Venue Selection Data. The Contractor shall submit the Final Venue Selection Data to the HQ AFRC YR Event Planner COR in accordance with the PWS paragraph 3.4.2.9. Contractor format is acceptable.

5.2 Management Deliverables & Reporting.

5.2.1 Monthly Status Report: The Contractor shall prepare and provide a Monthly Status Report (MSR) by the 10th of each month following the reporting month in accordance with PWS paragraph 3.3.4. The MSR documents the status of Contractor effort towards achieving contract objectives. Contractor format is acceptable. The MSR content shall contain, at a minimum, the following information.

A) Number of events in process with the following details for each event:

a. Location and dates

b. Actions taken to date

c. Planning issues, if any

B) Number of events completed in this reporting period including the following details, at a minimum:

a. Number of attendees

b. Problems/issues with event arrangements

c. Steps taken to resolve any problems

5.2.2 Contractor Manpower Reporting. The Contractor shall report ALL contractor labor hours, including subcontractor(s) labor hours required for performance of services provided under this contract for support of Air Force Reserve Command requirements via a secure data collection site in accordance with PWS paragraph 3.19. The Contractor shall fill-in all required data fields at http://www.ecmra.mil in the Air Force section of the website. The annual reporting period is 1 October through 30 September. Inputs may be reported anytime during the FY. The Contractor shall have all annual manpower data reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

5.2.3 Performance Reporting. The Contractor’s performance will be monitored by the Government and reported in annual Contractor Performance Assessment Report (CPARs) in accordance with DoD Guide in Collection and Use Past Performance Information. The performance objectives and thresholds are set forth in PWS Section 4.3.

5.3 Administrative Deliverables & Reporting.

5.3.1 Management of Records. All records, files, documents and work papers provided by the Government or generated in support of this requirement are Government property and shall be marked, maintained, and disposed of per AFMAN 33-363, Management of Records.

5.3.2 Presentation Material. Not applicable.

5.3.3 Meeting Minutes. The Contractor shall submit to the HQ AFRC YR Event Planner COR formal meeting minutes for meetings in accordance with PWS paragraphs 10.1 and 10.2. The Contractor shall include, at a minimum, (A) date of meeting, (B) title of program, (C) contract number, (D) signature of contractor representative preparer, (E) names of attendees and office symbol, (F) purpose, (G) discussions, decisions, action items, and recommendations. Contractor format is acceptable.

6.0 GOVERNMENT FACILITIES, PROPERTY AND INFORMATION

6.1 Installation Support. Not applicable.

6.2 Government Furnished Equipment/Facilities. Not Applicable.

6.3 Government Furnished Information.

6.3.1 Registration Reports. The Government will provide the Contractor a registration report. The Government will submit the registered number of attendees at 30-day and 14-day intervals prior to the event or any time the registration increases or decreases substantially between the two reporting intervals.

6.3.2 Audio/Visual Equipment Staging Plan. The HQ AFRC YR Event Planner COR will provide a draft staging plan to the Contractor with the final A/V configurations required for the various break-out and childcare rooms 14 calendar days prior to the start date of event.

7.0 GENERAL INFORMATION

7.1 Normal Work Hours. The Contractor’s hours of normal business operations shall be consistent with the Government’s normal work hours from 0730 until 1630 (EST), Monday through Friday, excluding federal holidays and event days. The Government reserves the right to change these hours at any time with written notice to the Contractor.

7.2 Federal Holidays. The Contractor shall not have staff present at government installation facilities on federal holidays. The federal holidays observed are as follows: New Year’s Day, Martin Luther King Jr’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day.

7.3 Overtime. The Contractor personnel may require overtime hours due to unanticipated, short deadline work. Overtime work means each hour of work in excess of eight (8) hours in a day or in excess of forty (40) hours in a work week that is officially required. The Contractor shall coordinate the request for overtime with the HQ AFRC YR Event Planner COR. Overtime shall be approved in advance by the AFRC/A7KA CO in accordance with FAR 52.222-2, Payment for Overtime Premiums, as supplemented in the Air Force Federal Acquisition Regulation.

7.4 Travel. The Contractor shall be required to fulfill the requirements of this PWS via travel, e.g. events, venue site visits, and program meetings. The Contractor travel payment is limited to reasonable and allowable costs to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the Government’s Joint Travel Regulation, Volume 2 and allowable per FAR 31.205-46, Travel Costs.

7.5 On-Base Disaster Responsiveness Requirements. The Contractor shall adhere to all directives of the military installation regarding natural and man-made disasters in performance of on-base contract requirements. The Contractor may use the media announcements until such time as the HQ AFRC/A7KA CO contacts the contractor with formal direction. The Contractor shall provide the HQ AFRC/A7KA CO and AFRC YR Event Planner COR with the name and telephone number of the designated Contractor Representative(s) to allow for timely notification by the AFRC. The Contractor shall provide this information at the Post Award Conference and updated as required by the Contractor.

7.6 Force Protection Condition (FPCON) Relocation & Telework. Not applicable.

7.7 Training Requirements for Support on a Government Installation. Not applicable.

7.8 Non-personal Services. The Government will neither supervise Contractor personnel nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor personnel. It shall be the responsibility of the Contractor to manage its personnel and to guard against any actions that are of the nature of personal services, or give the perception of personal services. The Contractor shall notify the CO immediately if any task requires action by the Contractor personnel that constitutes, or are perceived to constitute personal services. These services shall not be used to perform work of a policy/decision making or management nature, i.e. inherently governmental functions. All decisions relative to the YRRP Event Planning services supported by the Contractor shall be the sole responsibility of the government.

7.9 Contractor Identification. The Contractor personnel shall wear the HQ AFRC Security Badge at all times while in government facilities so as to distinguish themselves from government employees. Contractor personnel may attend meetings, answer phones, and work in other situations where their status is not obvious to third parties; therefore, the Contractor personnel shall always identify themselves as contractor support to avoid potential misrepresentation as government personnel or to avoid situations arising where sensitive topics might be better discussed solely amongst government personnel.

8.0 SECURITY

8.1. Overview. The Contractor shall comply with all security regulations and directives identified herein and other security requirements as shown elsewhere in this contract.

8.2 Information Security. Not applicable

8.3 Physical Security. Not applicable

8.4 Personnel Security. Not applicable.

8.4.2 Privacy Act of 1974. Not applicable.

8.4.3 Training Requirements for Support on a Government Installation. Not applicable.

8.5 Network Security. Not applicable.

9.0 SAFETY.

9.1 Health & Safety Program. The Contractor is responsible for the safety and health of their personnel and protection of the public on Government work sites (DODI 6055.1, Paragraph E5.1). The Contractor shall maintain a health and safety program that meets OSHA standards. If the CO notifies the Contractor of a potential OSHA violation, the Contractor is obligated to comply with the applicable OSHA regulations.

9.2 Incident or Mishap Procedures. The Contractor shall immediately call 911. The Contractor shall within one (1) hour notify the HQ AFRC/A7KA CO, HQ AFRC YR Event Planner COR and Government Safety Manager of all mishaps or incidents at or exceeding $2000 (material + labor) for damage to government property. This notification requirement shall also include physiological mishaps/incidents. A written or email copy of the mishap/incident notification shall be sent within three (3) calendar days to the HQ AFRC/A7KA CO (with copy to HQ AFRC YR Event Planner COR) who will forward to the Government Safety Manager. For information not available at the time of initial notification, the Contractor shall provide the remaining information not later than twenty (20) calendar days after the mishap, unless extended by the HQ AFRC/A7KA CO. Mishap notifications shall contain, as a minimum, the following information:

(A) Contract, contract number, name and title of person(s) reporting

(B) Date, time and exact location of accident/incident

(C) Brief narrative of accident/incident (events leading up to the accident/incident)

(D) Cause of accident/incident (if known)

(E) Estimated cost of accident/incident (material + labor to repair/replace)

(F) Nomenclature of equipment and personnel involved in the accident/incident

(G) Corrective actions (taken or proposed)

(H) Other pertinent information The Contractor shall, in the event of an accidental incident/mishap, take reasonable action to establish control of the incident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the incident/mishap investigative authority.

9.3 Fire Emergencies. The Contractor personnel shall dial 911 to report fire related emergencies.

9.4 Department of Labor Inspection of Contractor Operations on Government Installation. Not applicable.

9.5 Fire Prevention Training on Government Installation. Not applicable.

10.0 MEETINGS

10.1 Post Award. The Contractor shall attend a one (1) day post award meeting convened and hosted by the HQ AFRC YR Event Planner COR. The post award conference will be held within two (2) weeks of contract award. The location will be a mutually agreed upon site to be determined after award. The Functional Commander, HQ AFRC/A7KA CO and HQ AFRC YR Event Planner COR will participate with Contractor Representatives. The meeting will provide an orientation and overview of the contract scope, terms and conditions. The meeting will detail the roles and responsibilities of AFRC team members, QASP, performance evaluations and contract closeout. The Contractor shall prepare meeting minutes in accordance with PWS paragraph 5.3.3.

10.2 Program Reviews. The CMP shall attend two-day program reviews with HQ AFRC contract representatives up to three times annually. The Contractor shall prepare meeting minutes in accordance with PWS paragraph 5.3.3.

10.3 Periodic Teleconferences. The Contractor shall participate in periodic teleconferences with the AFR Yellow Ribbon staff located at Robins AFB, GA. The teleconferences will be scheduled, as required, by either Contractor or AFR Yellow Ribbon staff, by the HQ AFRC/A1R Event Planner COR at a time and day convenient for both parties.

11.0 ORGANIZATIONAL CONFLICTS OF INTEREST (OCI). Not applicable.

12.0 CONTINUATION OF SERVICES. The Functional Commander has determined that this requirement is not…