I.A.02. SS_Attachment 1.pdf

PWSPERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

for 143rd Yellow Ribbon Event

October 2023

1.0 General: This is a non-personal services contract to provide support for a Yellow Ribbon Reintegration Program (YRRP) event, 02 March 2024 within 30 miles North Kingstown, RI.

1.1. Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Services, as defined in this

PWS.

1.1.1. Objectives: The contractor must provide for the requested meeting and childcare space and associated requirements and meals for a one-day training event for the 143rd Pre-Mobilization Yellow Ribbon Reintegration Event. It is the responsibility of the contractor to ensure all requested requirements are met or exceeded. The contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon presentations and training and shall provide Government personnel and their families that attend the event with quality accommodations and identified support services. This shall be performed by the contractor with monitoring by the Yellow Ribbon Coordinator POC.

1.1.2. Performance on 02 March 2024 will include access to all required General Session and Breakout Rooms NLT 5:00pm, and the ability to set-up and conduct audio-visual check with venue/contractor staff NLT 6:00pm.

1.1.3. Performance on 02 March 2024 will include access by 6:00am, Childcare services, registration, meeting space, vendor, and childcare spaces. Audio/visual (A/V) equipment and food/beverages will be secured by the contractor with monitoring by the Wing POC.

1.2. Background: The Rhode Island National Guard will host a Yellow Ribbon Reintegration Event. The event is for Airmen and their families deploying and returning from deployments. This will be a one-day event with childcare services. The goal is to prepare Service members and family members for mobilization, to sustain family during mobilization and to reintegrate service members with their families, communities, and employers when they return. The selected venue will provide the registration, meeting, vendor, and childcare spaces, audio/visual (A/V) equipment and food/beverages for the event listed in this solicitation.

1.3. Period of Performance (PoP): The Period of Performance shall be 29 February to 02 March 2024. Yellow Ribbon Event staff will require access to one (1) office/ “Command Post” space at 7:00 am on 29 February 2024.

Setup for all other spaces will begin at 1:00 pm on 01 March 2024. Event will be from 6:00am to 5:00pm on 02 March 2024.

1.4. General Information:

Place and Performance of Services: This Yellow Ribbon Event will be held within 30 miles of North Kingstown, RI.

The contractor shall provide services between the hours of 6:00 am-5:00 pm on Saturday, 02 March 2024. The contractor shall, at all times, maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

1.4.1.1 Telework: Teleworking is not authorized. The training needs of the RING Yellow Ribbon Program can only be met by in-person training sessions.

1.4.1.2 Reserved.

1.4.1.3 The contractor’s employees shall become familiar with and obey the regulations of the privately owned venue that is being contracted for use by the RIANG; this includes fire, traffic, safety and security regulations while on the installation.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days: Services will not be performed during any holiday.

1.4.3 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is how it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). A final QCP shall be submitted to the Government Point of Contact (GOV POC) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.4 Quality Assurance (QA): The GOV POC will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what them Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Antiterrorism/Operations Security (AT/OPSEC) –The contractor will protect controlled unclassified information (i.e., Meeting times, number of personnel, etc.) pertaining to daily operations. The GOV POC will brief the vendor on what information needs to be protected, why it needs to be protected, and how to protect it.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.7 Reserved

1.4.8 Reserved.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the Contracting Office. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the GOV POC to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the Contracting Officer (KO). The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Reserved.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Contractor Travel: All travel, lodging, meals and other transportation will not be separately priced and not to be billed to the government. Any contractor travel, lodging or meals are the responsibility of the contractor.

2.0 Definitions and Acronyms:

2.1. Definitions:

2.1.1. Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. Defective Service: A service output that does not meet the standard of performance associated with the

PWS.

2.1.3. Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4. Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5. Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6. Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7. Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8. Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9. Subcontractor: One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2. Acronyms:

AR Army Regulation AT/OPSEC Antiterrorism/Operational Security CM Contract Manager CNGBI Chief of National Guard Bureau Instruction DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services IA Information Assurance KO Contracting Officer NGB National Guard Bureau PII Personally Identifiable Information POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance

QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SCR Service Contract Reporting RIANG Rhode Island Air National Guard SMFS Service Member and Family Support Office

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): No Government Furnished Property will be provided.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The contractor will be required to provide all written materials needed to adequately provide their training/childcare services. The contractor will be required to contact the venue location and coordinate all equipment they need to facilitate their training requirements.

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall provide services to support the Yellow Ribbon event, including childcare services, blocked lodging, meeting spaces, childcare spaces, meals, audio/visual and additional support items. The government shall provide a final count for childcare and food services seven (7) days prior to the event start date. This section will outline the specific requirements to for the 02 March 2024 event that is outlined in paragraph 1.1.1 - 1.1.3.

5.1 CLIN 0001. CONFERENCE SPACE REQUIREMENTS: Contractor shall provide the following Conference Space Requirements exclusively for this ANG Yellow Ribbon event to accommodate up to two hundred and seventy (270) service members and their families:

i. One (1) Ballroom style room (General Session, Hot Breakfast and Hot Lunch Buffet) able to accommodate 270 Service members and their families. Set up round/banquet style for eight (8) to (10) people per round table with skirting, tablecloths and cushioned chairs on date of event. This area will be used for meals and a large classroom.

ii. Six (6) Conference/Briefing rooms (Breakout Sessions) to accommodate minimum forty (40) Service members and their families per room. Set up in classroom or theater style (classroom preferred) with suitable cushioned chairs on the date of event. This area shall include water stations on the day of the event starting at 7am and be replenished as necessary.

iii. One (1) large area (or room) set up as a “Registration Desk/Area” for Yellow Ribbon Event Staff and “Information Fair” for Resource Providers and Exhibitors to accommodate for 270 Service members and their families as well as Yellow Ribbon event staff and Resource Providers/Exhibitors at any one time. This area shall include water stations on the day of the event starting at 7am and be replenished as necessary.

iv. The “Registration Desk/Area” shall be able to accommodate ten (10) people and shall be set up with six

(6) six-foot (6 ft) tables with skirting and tablecloths and four (4) chairs on the day of the event. Trashcans and cushioned chairs shall also be provided. The Yellow Ribbon event staff will provide all other equipment and supplies for the registration area. Electricity must be available with power strips and extension cords if needed.

v. The “Information Fair” shall be set up with thirty (30) six-foot (6ft) long rectangular tables with skirting and tablecloths to include a minimum of two (2) cushioned chairs at each table on day of the event.

a. This area shall include water and coffee stations with condiments throughout the day on 02 March 2024 starting at 7am and be replenished as necessary.

vi. Two (2) “Child Care” co-located rooms able to accommodate fifteen (15) children per room for the following age groups: (0-5 and 6-12). Rooms must have easy access distance to restrooms for childcare supervision/escort. Rooms shall be enclosed and within the same building as the meeting rooms. Set up with round tables and cushioned chairs to accommodate number of children and supervisors/escorts.

Rooms must have sufficient space for play and activities in addition to the space for tables and chairs.

Each room shall have a Television (minimum 40”) with a DVD player. Rooms to be utilized for activities related to each group; specific numbers within each age group shall be coordinated prior to event by Yellow Ribbon Support Specialist and hotel event coordinator. This area shall include water stations.

Additionally, there shall be two (2) tables with skirting and tablecloths set up in the hallway of the co-located rooms to accommodate registration, pick up and drop off throughout the day.

vii. One (1) “Office / Command Center (for Support Staff)” room set up conference style to be used as a secure command center for the duration of the event and shall be located at or near the “Registration Desk/Area”. This room shall be available for the arrival of Yellow Ribbon event staff on 29 February 2024 at 0800am and be used exclusively by the Yellow Ribbon event staff. This room shall have the following:

keys or access cards provided to Yellow Ribbon event staff, house phone, external line connectivity, Wi-Fi high speed internet connections enabled for the entire duration of the event, multiple outlets, and three

(3) power strips/extension cords as needed so that power is accessible at the conference table for laptops, printers, etc. This room must accommodate ten (10) event staff with space for folder assembly, printer, computers, and other supply storage. The room shall also be a secure storage space with two (2) keys provided to the Yellow Ribbon event staff during the pre-event meeting.

a. This area shall include water and coffee stations with condiments on the day of the event starting at 6:30am and be replenished as necessary.

viii. A walk-through of all event spaces shall take place at 3pm on 01 March 2024.

ix. Two small rooms for counseling are required. Each room shall accommodate ten (10) people with tables properly dressed and skirted and sufficient chairs.

x. Additional Conference Space Requirements:

o Rooms shall be in the same building and adjoining or in close proximity to each other to allow for an uninterrupted transition between activities. Price for rooms shall be inclusive of all applicable service charges.

o Adequate trash receptacles to accommodate number of persons estimated for each type of room required.

o Water stations and cups throughout the event meeting space.

o Coffee and condiments will be refreshed all day 2 March.

5.1.1. CLIN 0002. AUDIO/VISUAL REQUIREMENTS: Contractor shall provide the following audio/visual equipment and accessories:

i. Podiums: Six (6) podiums, one (1) for Ballroom with Riser (General Session) and six (6) for Conference/Briefing rooms (Breakout Sessions) with one at each breakout room.

ii. Microphones: One (1) wireless microphone in each room and One (1) lavalier microphone in Ballroom

(General Session).

iii. Projection Screens: One (1) Large Projection Screen for Ballroom (General Session) and six (6) Small Projection Screens one for each Conference/Briefing room (Breakout Sessions).

iv. Projection Systems: One (1) for Ballroom (General Session) and six (6) Conference/Briefing room (Breakout Sessions), including tables for the system and one (1) laptop per room with all required cords necessary for proper sustained functioning. Connections must include options for VGA and HDMI connections.

v. Individual House Sound: One (1) for Ballroom (General Session) and six (6) Conference/Briefing room (Breakout Sessions) for presentations.

vi. Wi-Fi enabled in all locations.

vii. Capability of playing / streaming video presentations in all locations.

viii. Mouses, slide pointer / clickers, power strips, and extension cords in the Ballroom (General Session) and six (6) Conference/Briefing room (Breakout Sessions).

5.1.2. CLIN 0003. SUBSISTENCE REQUIREMENTS: Contractor shall provide a hot breakfast and hot lunch as follows:

i. Price of all meals inclusive of all service fees shall not exceed the Difference of the Local Government Per Diem rate and the Proportional Meal rate per the event location. Price shall be inclusive of all applicable service charges. Gratuities are not authorized. FY 2024 Per Diem Rates for Rhode Island Meals and Incidental Expenses (M&IE) Breakdown is located at https://www.gsa.gov/travel/plan-book/per-diem-rates/meals-and-incidental-expenses-mie-breakdown

ii. Menus shall be determined seven (7) days prior to event. Final (guaranteed) meal count shall be determined within seventy-two (72) hours of event by Yellow Ribbon Support Specialist and hotel event coordinator. Menus agreed upon shall not exceed the proposed pricing.

iii. Contractor shall furnish all food items, cooked, and delivered to the areas and designated times as identified by catering manager and government event point of contact in accordance with this PWS.

iv. Contractor shall provide full-service catering to include setting up, plates, napkins, silverware, glasses / cups, equipment to keep food hot/cold, cleanup of meal, and removal of all trash.

v. Hot Breakfast buffet style to accommodate two hundred seventy (270) people shall be provided on day of the event at 07:00am-8:30am and consist of the following:

a. Choice of assorted juices, water, coffee and hot tea with condiments.

b. Choice of assorted fresh fruit, pastries, bagels, muffins, and yogurts.

c. Choice of two meats and scrambled eggs

d. One starch such as potatoes, grits or oatmeal

e. Spreadable butter and cream cheese.

vi. Hot Lunch Buffet Style to accommodate two hundred seventy (270) people shall be served on day of the event from 12:00pm to 1:00pm and consist of the following:

a. Choice of two (2) entree options such as broiled chicken, fish, or pasta; minimum serving of 4 oz.

b. Choice of two (2) starches; minimum serving 4 oz.

c. Choice of two (2) vegetables; minimum serving of 4 oz.

d. Garden salad with at least three (3) choices of salad dressing

e. Choice of two (2) desserts

f. Choice of rolls or bread (with spreadable butter)

g. Choices of beverages shall be provided. Beverage portions shall be at least ten (10) oz.

beverages shall be offered in the following varieties:

i. Lemonade

ii. Hot tea and iced tea

iii. Coffee with condiments (available and refreshed all day)

iv. Water

v. 2% milk and half & half

vi. Sugar, sugar substitute, honey, and other assorted condiments shall be served as well.

vii. Children will eat breakfast with their families.

viii. Children buffet will be served in proximity to their childcare rooms. Children will eat in their childcare rooms.

vii. Children’s lunch buffet shall be served in close proximity to their rooms. Estimate servings at 30 children with final count provided to the Contractor 7 days prior to event date.

a. chicken fingers and

b. spaghetti or mac & cheese and

c. fries and

d. cut fresh fruit and

e. cut raw veggies or hot veggies and a

f. dessert

g. drinks shall consist of milk, juice and water.

• Additional Snacks For Children Only:

i. Morning and afternoon snack provided in childcare room.

ii. Beverage of both water and juices.

iii. Crackers, and assorted fruit & vegetables. (NON-PEANUT)

5.1.3. CLIN 0004. MISCELLANEOUS EVENT ADMINISTRATIVE COSTS:

i. Parking Fees – parking fees shall be waived for attendees, exhibitors/vendors, and staff. If there are fees, it will be covered in the price of the proposal.

ii. The contractor shall provide up to ten display stands/ easels able to support standard poster sized signage to place throughout the Event area. These shall be available at 12:00am on Friday.

iii. The contractor shall provide a dedicated Audio/ Visual person ON SITE to be available to assist during the event from 6:00am- 4:00pm Saturday.

iv. Contractor shall provide a laser printer with toner supplies and a minimum of 28 pages per minute in black and white at a minimum.

v. Contractor shall supply a U.S Flag for display in the ballroom. The Yellow Ribbon POC will provide the contractor the final number of adults, youth, and children seven (7) days prior to the event. Provisions should exist to decrease the amount of food and beverages needed and invoice for the final number.

vi. Contractor shall have a representative on site during the entire event.

vii. Contractor shall have A/V support available beginning at 5pm on Friday, 1 Mar and available for sound checks. A/V support shall be available all day of the event beginning at 6am 2 Mar.

5.1.4. CLIN 0005. LODGING:

i. Contractor shall provide lodging on location for fifty (50) sleeping room nights for individuals at the government per diem rate for the location for the evening of 01 March 2024 and possibly 02 March 2024. These 50 sleeping room nights are included in the cost of the contract.

ii. In addition, seven (7) additional rooms will be reserved for Yellow Ribbon event staff at the government per diem rate. Yellow Ribbon event staff are self-pay. These seven (7) sleeping rooms for Yellow Ribbon event staff require access starting as early as the 28 February 2024.

iii. Final count will be provided to contractor seven (7) days prior to the event start.

iv. Reservations only are required for staff. Staff are self-pay and not included in the cost of the contract.

5.1.5 ADDITIONAL SERVICES

Site visit of contracted spaces to be scheduled with Yellow Ribbon POC.

Meeting and vendor spaces to be located away from pool and restaurant areas.

Each meeting room must have solid walls (no pipe and drape).

Access to hotel staff throughout event. Must provide floor manager’s cell phone number to Yellow Ribbon POC prior to event.

Parking lot must have the capability to reserve 200 parking spaces for attendees.

Offer sufficient, parking to all attendees and vendors throughout event at no additional charge to the government.

All contracted spaces must be set up and available by 5 p.m. on Friday 01 March 2024 through 6 p.m., Saturday02 March 2024. The Office / “Command Post” space will be available by 7 a.m. on 29 February 2024.

A/V sound check will be conducted with venue or contractor staff and the Yellow Ribbon POC at 5 p.m. Friday, 01 March 2024.

All attendee numbers are estimates and final numbers will be provided within 7 days of event. Food and childcare service invoices will be adjusted to reflect final numbers.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Chief National Guard Bureau Instruction (CNGBI) 8100.01, Encl. C, para 4h

September

Mandatory https://www.ngbpmc.ng.mil/Portals/27/Publi cations/cngbi/CNGBI%208100_01%202014 0929_Extended%2020200327.pdf?ver=2019

-10-04-150718-080

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

DD 1172-2

Application for Identification Card/DEERS Enrollment

Mar 2017 http://www.dtic.mil/whs/directives/forms/index.htm

I-9 Employment Eligibility Verification

10/21/2019 https://www.uscis.gov/sites/default/files/files/form/i-9.pdf http://www.dtic.mil/whs/directives/forms/forminfo/forminfopage2479.html http://www.dtic.mil/whs/directives/forms/forminfo/forminfopage2479.html http://www.dtic.mil/whs/directives/forms/index.htm https://www.uscis.gov/sites/default/files/files/form/i-9.pdf

DD 441

Department of Defense Security

Agreement

Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms0001- 0499.htm

DD 250

Material Inspection and Receiving

Report

Aug 2000 https://www.esd.whs.mil/Directives/forms/dd0001_0499/

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance Objective

Performance Standard Acceptable Quality Levels

(AQL)

Surveillance Method / By Whom

Meeting Spaces -Contractor will ensure they provide all necessary meeting space requirements.

-Contractor will ensure spaces meet minimum seating requirements.

-Contractor will ensure they provided all supporting requests:

tables, a/v, water stations, acceptable atmosphere, adequate space, solid walls -set-up, a/v sound checks and on-time access -parking was free and sufficient -venue staff was on hand and accessible before and during the event

- 95% of time -Observed/GOV POC

MEALS - CONTRACTOR’s SERVICE DELIVERY SCHEDULE

Deliverable/Tasks Performance Standard Acceptable Quality Level

Surveillance Method

Meal - Food is hot, warm, fresh as appropriate

- Portions are sufficient size

- 95% of time Observed/GOV POC

Cleanliness - Maintains cleanliness of dining area

- Maintains cleanliness of serving equipment

- 95% of time Observed/GOV POC

Contractor Personnel - Contractor personnel have proper hygiene

- Contractor personnel wear proper serving attire

- 95% of time Observed/GOV POC http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm https://www.esd.whs.mil/Directives/forms/dd0001_0499/