DRAFT_Performance Work Statement_Yellow Ribbon Program.docx

PERFORMANCE WORK STATEMENT (PWS)

United States Army Reserve Command (USARC)

Yellow Ribbon Reintegration Program Events (YRRP)

Fort Bragg, NC 28310

PART 1

GENERAL INFORMATION

1.0 General: This is a non-personal, firm fixed price (FFP) services contract to provide services to all 4 RD’s in the United States Army Reserve Command (USARC), to provide support for an estimated five (5) standard (“Tier I”) and three (3) extended (“Tier II”) events, for a total of eight (8) Yellow Ribbon Reintegration Program (YRRP) events annually, per RD across 14 different locations, totally 32 events. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: Contractor shall provide all necessary facilities, personnel, labor, equipment, supplies, materials, supervision, and other items and non-personal services necessary to perform Yellow Ribbon Reintegration Program Event Services as defined in the Performance Work Statement (PWS) except for those items specified as government furnished property and services. The Contractor shall furnish facilities along with ancillary equipment, supplies, and services as specified in accordance with (IAW) the standards, and terms and conditions in the Performance Work Statement (PWS), resultant contract; and local, state, and federal laws and regulations.

1.2 Background: The United States Army Reserve Command (USARC) directs all United States Army Reserve units and is responsible for overseeing unit staffing, training, management and deployment. The Yellow Ribbon Reintegration Program (YRRP) is a congressionally mandated initiative designed to provide information, services, referrals, and proactive outreach programs to Reserve Component Service members and their Families through all phases of the deployment cycle. The overall objective of the program is to prepare and sustain Service members and their Families before and after their mobilizations.

1.3 Scope: The Contractor shall provide a venue that can accommodate YRRP events. The Government shall host either Tier I or Tier II events. YRRP events will take place on Saturday and Sunday. The days leading up to and after the event will account for the arrival/departure of staff, attendees, community partners, and trainers. Other events shall not interfere with these contract requirements. The Contractor shall provide a 24/7 on-site representative from the time the Unit Advance Team arrives on Wednesday of the event until the Unit Advance Team leaves on the Monday following the event.

1.3.1 Tier I Event: For Tier I events, the Contractor shall provide a venue that can accommodate approximately two hundred fifty (250) to four hundred fifty (450) attendees per event. There will also be child and youth programs provided on Saturday and Sunday.

1.3.1.1 Unit Advance Team will arrive the Wednesday before the event and depart Monday.

1.3.1.2 Unit Support Staff will arrive the Thursday before the event and depart Sunday.

1.3.1.3 Attendees will arrive the Friday before the event and depart on Sunday.

1.3.1.4 Community Partners will arrive Friday before the event and depart Sunday

1.3.1.5 Trainers will arrive Friday before the event and depart Sunday.

1.3.2 Tier II Events: For Tier II events, the Contractor shall provide a venue that can accommodate approximately four hundred fifty-one (451) to nine hundred fifty (950) attendees per event. There will also be child and youth programs provided on Saturday and Sunday.

1.3.2.1 Unit Advance Team will arrive the Wednesday before the event and depart Monday.

1.3.2.2 Unit Support Staff will arrive the Thursday before the event and depart Sunday.

1.3.2.3 Attendees will arrive the Friday before the event and depart on Sunday.

1.3.2.4 Community Partners will arrive Friday before the event and depart Sunday.

1.3.2.5 Trainers will arrive Friday before the event and depart Sunday.

1.4 Objectives: The Contractor shall provision for the requested number of attendees’ lodging, parking, meals, and meeting space to accommodate a United States Army Reserve hosted YRRP event, to ensure adequate space for learning, and to meet the needs of the units within the United States Army Reserve Headquarters. The Contractor shall provide hotel rooming; meeting space rooms, audio-visual (screens, audio connections, computer hookups, speakers, mixers, and microphones); secure storage space; space for attendees, government staff, and community partners’ parking; transportation (shuttles); and meals. The Contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support YRRP presentations and training and shall provide those Government personnel, Reserve Component Service members and their Families attending the event with quality accommodations and identified support services.

1.5 General Information:

1.5.1 Base Ordering period: 12 Months

Option years: 4 (12-month) Option years

1.5.2 Place of Performance: The work to be performed under this contract shall be accomplished within the following proximities:

days prior to POP.

days prior to POP.

days prior to POP.

days prior to POP.

Government will provide dates NLT 180 days prior to POP.

days prior to POP.

days prior to POP.

days prior to POP.

(ORD)

days prior to POP.

days prior to POP.

(SEA)

days prior to POP.

days prior to POP.

Thurgood Marshall Airport

(BWI)

days prior to POP.

(BOS)

days prior to POP.

1.6.Quality Control: Quality Control is the responsibility of the Contractor. The Contractor shall ensure all work described in this contract is performed at or above the standard defined in the Performance Requirements Summary (PRS). The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.212-4, Contractor Terms and Conditions – Commercial Items). A formal Quality Control Plan (QCP) is not required for this commercial service. However, the contractor shall maintain an inspection system commensurate with commercial practices to ensure the Contractor as well as their subcontractors only tender for acceptance those items or services that conform to the requirements of this contract all applicable laws and regulations.

1.6.1 Methods of Communications. The contractor shall maintain communications (direct and indirect) with the Government regarding performance of the contract. Communication shall include regular and formal meetings with the Government for review and analyses of key process indicators, analysis of process deficiencies, and problem resolution.

1.6.2 Inspection Results: The contractor will be notified of Government inspection results within five (5) business days. The Contractor shall acknowledge receipt of the inspection results by email within two (2) business days. The contractor may be notified of inspection results verbally or via email. Verbal notifications of defective work will be confirmed by email. When Government inspectors are unable to contact the contractor to notify the contractor of inspection results, acceptance or rejection of work will be made on the basis of the initial inspection.

1.7. Quality Assurance: The COR shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the COR must 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 the minimum acceptable defect rate(s). When an observation indicates defective performance, the COR will require the Contractor or designated on-site representative to initial the observation to acknowledge the defective performance. The acknowledgement of the observation does not necessarily constitute Contractor concurrence with the observation, only that the Contractor has been made aware of the defective performance.

1.7.1 Non-conforming Services: When a contractor’s performance is identified as unsatisfactory (e.g., does not meet contract PWS requirements and/or work schedules and/or timeframes) it is considered a non-conformance. The contractor shall reply within the specified timeframe upon receipt of a non-conformance report (NCR) from the COR or Contracting Officer (KO). Non-conformance shall be classified in one (1) of three (3) categories: 1.8.1.1 Level I (Minor) non-conformance: is defined as a non-conformance that is a departure from established standards having little bearing on the effective use or operation of the services. Minor non-conformance usually can be corrected by the contractor within a short timeframe, where no further corrective action (CA) response is necessary and can be issued by the COR to the contractor either through a verbal or written NCR. Minor non conforming services shall be re-performed within a specified time frame at no increase in contract price. If minor non-conformances are recurring or re-performance is not completed in full and within the specified time a Level II non-conformance may be issued to the contractor by the KO.

1.7.1.2 Level II (Major) non-conformance: is defined as a non-conformance, other than critical, that is likely to result in failure of services, or to materially reduce the usability of the services for their intended purpose, or it is a recurring Minor non-conformance, or a non-responsive contractor indicating a trend or failure of the contractor’s quality control. Major non-conformances shall result in the issuance of a written NCR from the KO to the contractor requiring a response by the contractor by a specified timeframe identifying the reasons for the unsatisfactory performance, corrective action(s) taken, and date resolution has/will occur, and procedures to preclude recurrence of unsatisfactory performance. The KO may also reduce the payment to the contractor in accordance with (IAW) the performance requirements summary (PRS) or reduce payment to reflect the value of the services performed if re performance is not possible or may have the identified non-conforming service performed and charge the contractor for any related cost incurred.

1.7.1.3 Level III (Critical) non-conformance: is defined as a non-conformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II NCR’s; or is for a non-responsive contractor to a level II NCR. Critical non-conformances shall result in the issuance of a written NCR from the KO to the contractor requiring a response by the contractor by a specified timeframe identifying the reasons for the unsatisfactory performance, corrective action(s) taken, and date resolution has/will occur, and procedures to preclude recurrence of unsatisfactory performance. The KO may also reduce the payment to the contractor IAW the PRS or reduce payment to reflect the value of the services performed if re-performance is not possible or may have the identified non-conforming service performed and charge the contractor for any related cost incurred.

1.7.2 Inspection Results: The contractor will be notified of Government inspection results within five (5) business days. The Contractor shall acknowledge receipt of the inspection results by email within two (2) business days. The contractor may be notified of inspection results verbally or via email. Verbal notifications of defective work will be confirmed by email. When Government inspectors are unable to contact the contractor to notify the contractor of inspection results, acceptance or rejection of work will be made on the basis of the initial inspection.

1.7.3 Safety Plan: The Contractor shall submit a written comprehensive safety and health plan to the KO/COR within 30 calendar days of contract award. The plan shall meet all applicable federal, state, and local environmental, health, and safety regulations as well as providing Contractor’s employees with the necessary training.

1.11 Monthly Reports.

1.11.2. Program Managers Monthly Activity Report: The Contractor shall submit to the COR a monthly report that provides an overview of active tasks, progress, schedule, and status. The report shall include the current status of Contractor personnel (hired, terminated, and/or transferred).

1.12. Recognized Federal Holidays: The Contractor shall not be required to perform services on recognized federal holidays. The recognized federal holidays include:

1.12.1. When a holiday occurs on a Saturday, Federal employees are normally granted the previous Friday as the holiday observance. When a holiday occurs on a Sunday, Federal employees are normally granted the following Monday as the holiday. The Contractor shall work on the days the Government is scheduled to work.

1.12.2. Hours of Operation: YRRP Event Hours of Operation: The contractor is responsible for ensuring a point of contact is available twenty-four (24) hours a day from the Tuesday prior to the YRRP event through the Monday after the event, or unless unforeseen holdover attendees with air travel arrangements for the morning following the event conclusion. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS at the contractor’s place of business, with exception of severe weather and/or government shutdown/closures.

1.12.2.3 When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential to successful performance under this contract. No overtime (OT) or compensatory time (CT) is authorized. Contractor personnel shall not exceed a 40-hour work week; flexible work schedule may be considered

1.13. Place of Performance: Contractor shall perform work IAW PWS in locations annotated within Technical Exhibit 3.

1.14. Type of Contract: The Government shall award a Firm Fixed Price (FFP) IDIQ for this requirement.

1.15 Security Requirements: The Contractor personnel performing work under this contract shall allow the USARC Provost Marshall to conduct a Vulnerability Threat Assessment no later than two (2) weeks prior to each YRRP event for each facility provided by the Contractor. The Contractor shall be responsible for safeguarding all government equipment, information, and property. The Contractor shall provide room lockout keys for the staff operations room, the conference/meeting rooms, and the storage room to secure pilferable items. The keys shall be given to the RD staff upon their arrival to the facility on the Wednesday prior to the YRRP event. In the event of loss or damage of any nature, caused by Contractor operations or employees, due to improper protection, precaution or safety measures, such damages shall be repaired, or such property shall be replaced by the Contractor at his expense. In the event the Contractor does not satisfactorily repair or replace such damages, the Government reserves the right to make necessary corrections and the Contractor shall reimburse the Government for all labor and materials costs associated with repairs or replacement.

1.15.1 Operations Security (OPSEC) Awareness Training. All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, or controlled access areas shall complete "OPSEC Awareness" training. The online course is called "OPSEC Awareness for Military Members, DoD Employees and Contractors" and is found at https://securityawareness.usalearning.gov/opsec/. An OPSEC training certification for all employees shall be submitted to the COR within thirty (30) calendar days after the contract start date and annually, or within thirty (30) days after new employees commence performance under this contract and annually. The COR will provide a copy to the requiring activity ATO.

1.16 Safety: The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal notification to the COR and the KO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports by email to the COR within five (5) calendar days of each occurrence.

1.17 Environment and OSHA: The Contractor shall comply with all local, state, and Federal environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, state and Federal laws, rules and regulations, and compliance with the requirements of the contract shall be immediately brought to the attention of the KO and/or the COR final resolution. The Contractor shall notify the KO and COR in writing in addition to any verbal notification of such conflicts. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local state, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the KO or COR, to halt all Contractor performance with a commensurate deduction of monies due the Contractor until such unsafe conditions are corrected. The Contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of any hazard such as, but not limited to, fire, or large fuel spill, the Contractor shall immediately notify the KO and COR.

1.17.1 Verbal Notifications Follow Up. The Contractor shall notify COR by email in addition to any verbal notification of such conflicts NLT two (2) business days. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local state, or Federal laws, rules, and regulations.

1.17.2 Hazards. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the KO or COR, to halt all Contractor performance with a commensurate deduction of monies due the Contractor until such unsafe conditions are corrected. The Contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of any hazard such as, but not limited to, fire, or large fuel spill, the Contractor shall immediately within the hour of occurrence notify COR verbally and by email.

1.20. Special Qualifications.

1.20.1 Organizational Conflict of Interest: The contractor shall not employ any person or perform a contract in a situation where the existence of conflicting roles may bias the contractor's judgement or prevent unfair competitive advantage in accordance with Organizational Conflict of Interest Rules in FAR 9.5. Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the KO immediately whenever Contractor becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.20.2. General. The Contractor shall be responsible for ensuring all personnel performing work under this contract possess and maintain current certifications as indicated in this PWS during the execution of this contract

1.20.2.1. Contractor personnel performing work under this contract shall be able to read, write, speak, and understand the English language to effectively carry out all contract requirements. They shall have a command of both the written and spoken English language to properly clearly, and effectively communicate in person or via electronic devices (telephone or Email) with co- workers, customers, and the general public

1.20.2.2. Contractor personnel performing work under this contract shall be U.S. citizens unless the provisions of Army Regulation 25-2, Information Assurance have been fully completed and approval has been granted by the Government for the non-U.S. citizen to perform the required support.

1.20.3 Key Personnel: The Contractor shall provide a management structure capable of executing all requirements within this Performance Work Statement (PWS). The Contractor shall designate a Program Manager (PM) as who shall serve as the primary interface between the Contractor, the Contracting Officer (KO), and the Contracting Officer’s Representative (COR). The Contractor shall not replace key personnel without prior written notification to, and written approval from, the Contracting Officer. Requests for replacement of key personnel shall be submitted to the KO and COR at least fifteen (15) calendar days prior to any proposed substitution. The Contractor also shall provide on-site Event Coordinators at each contracted hotel venue for the duration of each scheduled YRRP event. The names and contact information of the PM and on-site Event Coordinators shall be provided by email to the COR. The PM and Event Coordinators shall be available throughout the duration of the contract and shall be able to read, write, speak, and understand English.

1.20.3 Program Manager: The Contractor shall provide a full-time Program Manager (PM). The PM shall be available during normal duty hours, 0800 to 1700 respective to the relevant CONUS or OCONUS time zone, Monday through Friday and shall be on-site at all scheduled YRRP events from the start of the pre-event setup (Thursday) through the conclusion of the event (Sunday). The PM shall possess a minimum of five (5) years of experience managing large-scale, multi-state event logistics, hotel negotiations, and catering contracts, preferably in support of Department of Defense (DoD) programs. The PM is responsible for the overall execution of the contract.

1.20.3.1 On Site Event Coordinators: While the Government shall communicate and coordinate solely with the Contractor PM regarding contract performance, the Contractor shall ensure that every YRRP event has a designated and dedicated on-site Event Coordinator for the duration of each scheduled YRRP event. Under the supervision of the PM, the Event Coordinator shall be physically present at the hotel to troubleshoot immediate venue-specific issues, including climate control, room keys, banquet timing, and AV setup

1.20.4. Qualifications for Personnel:

1.20.4.1 Program Manager: The PM shall meet the following minimum qualifications:

a. A minimum of five (5) years of documented, consecutive experience managing large-scale, multi-state event logistics, convention planning, or corporate travel management.

b. Demonstrated prior experience executing logistics, lodging, and per-diem-compliant catering for DoD or federal government conferences, specifically demonstrating a working knowledge of the Joint Travel Regulations (JTR) and GSA per diem limits.

c. Certification as a Certified Meeting Professional (CMP) or Project Management Professional (PMP) is highly desired.

1.20.4.2 Event Coordinators:

a. A minimum of three (3) years of documented, hands-on experience in corporate event planning, hotel banquet/conference management, or military logistics coordination.

b. Demonstrated practical experience managing large-scale physical event spaces, including directing hotel banquet staff, overseeing AV equipment setup, and managing high-volume registration flows.

c. Proven ability to rapidly troubleshoot and resolve on-site logistical issues (e.g., catering delays, HVAC failures, room configuration changes) in real-time within a fast-paced hotel environment.

1.20.5. Identification of Contractor Personnel: All Contractor personnel attending meetings, answering government telephones, and working in other situations where their Contractor status is not obvious to third parties, are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials.

1.20.6. Contractor Personnel Appearance and Performance: It is essential that all Contractor personnel meet the highest standards of professionalism and personal integrity. The Contractor shall ensure their personnel do not perform work under the influence of alcohol, illegal prescribed drugs or any other incapacitating agents. Contractor personnel shall be neatly groomed and dressed in business casual attire to present a professional appearance at all times. Contractor employees shall also wear company issued identification, clearly indicating that they are Contractor employees.

1.20.6.1. Conduct of Personnel: The KO may require the Contractor to remove from the job site any employee working under this contract for reasons of misconduct, security, or found to be under the influence of alcohol, drugs, or other incapacitating agents. Contractor employees shall be subject to dismissal from the premises upon determination by the KO that such action is necessary in the interest of the Government. In accordance with (IAW) Joint Ethics Regulations, DOD 5500.7-R, and 18 U.S.C. 1382 (1972), The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement of providing sufficient personnel to perform the services as required by this contract.

TRAVEL

1.21. Contractor Travel: The contractor is responsible for the delivery of quality services to the Government as stated above in PWS Section 1.6. As such, the Contractor PM/RM may determine he/she needs to travel during the performance of this contract to ensure all sites are compliant with contract requirements. The PM and/or RM may conduct Site Visits (in-person or virtual) to designated locations listed in Technical Exhibit 3.

1.21.1. Contractor Travel Requirements: Government approved travel will be cost-reimbursable and limited by the JTR and the funding constraints in the contract. The Contractor shall submit all reimbursable travel requests and supporting documents to include estimates to the COR for approval no later than 14 days before travel start date. Supporting documentation includes flight reservations, hotel bookings, car rental reservation, tolls, parking, and baggage fees. The COR will approve/disapprove the Contractors travel request prior to starting travel and only approved travel will be reimbursed. All travel requests will be processed through email to the COR for approval. In the event the COR is unavailable the Contractor shall contact the ACOR for instructions. Emergency (last minute) travel requirements will be coordinated as above by telephone, email, or fax, if necessary. The Contractor shall have a system in place allowing Contractor employees to travel efficiently, effectively and free from any delay due to funding of travel, lodging or per diem. The Contractor shall follow the applicable guidance contained in FAR 31.205-46. Travel costs will not exceed the substantive provisions of the Joint Travel Regulation, (https://www.defensetravel.dod.mil/site/travelreg.cfm), FAR 31.205-46 allowances and per diem rates and the limitation of funds specified in the contract. Lodging costs will be reimbursed at actual cost not to exceed the per diem rate. The Contractor shall make every attempt to fully utilize rental vehicles (maximum capacity), hotel accommodations and shall not permit Contractor employees to utilize personally owned vehicles as a mode of transportation unless advantageous to the Government and approved by the COR prior to the start of travel.

Upon travel completion the Contractor shall provide receipts for airfare, lodging, rental car, baggage, mileage, fuel, parking, tolls and any non-per-dem related expense with a copy of the approved travel request to the COR for review and approval prior to invoicing. In addition to the travel voucher, the Contractor will submit an estimated vs. actual statement. The statement will clarify any disparity between authorized and actual expenses claimed.

1.22. Other Direct Costs (ODC): ODCs are not authorized for this contract.

1.23. Data Rights: The government has unlimited rights to all documents/material produced under this contract. The parties mutually acknowledge their understanding that this is the government’s intent. All documents and materials, to include the source codes of any software, produced under this task order shall be government owned and are the property of the government with all rights and privileges of ownership/copyright belonging exclusively to the government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the government shall be the sole property of the government and may not be used for any other purpose. This right does not abrogate any other government rights.

1.24 Kick off Meeting/Post Award Conference: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5, Post Award Orientation. The Contracting Officer (KO) or Contracting Officer’s Representative (COR) may meet periodically with the Contractor to review the Contractor's performance. At these meetings the KO or COR shall notify the Contractor of how the Government views the Contractor's performance and the Contractor shall notify the Government of problems, if any, being experienced. The Contractor shall not take any action as a result of these meetings without written authorization from the Contracting Officer. The Contractor shall provide the Contracting Officer a written notification if there is an additional price or cost associated with any proposed change or action related to the contract. Upon Contracting Officer notification, appropriate action shall be taken to resolve outstanding issues as soon as possible. These meetings shall be at no additional cost to the Government, and the use of conference calls is an acceptable method to conduct these meetings.

1.25 Contracting Officer (KO): The KO is the only person who can legally commit the Government and only the KO, as the Government’s agent, can modify the contract. The KO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The KO shall also ensure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO shall determine and document the final assessment of the contractor's performance. No changes or deviation from the contract terms and conditions shall be affected without written authorization by the Contracting Officer executed by a contract modification. The KO is the final authority for determining the adequacy of the Contractor’s performance. KO decisions arising under or relating to the contact are final.

1.25.1 Contracting Officer’s Representative (COR): The COR will be identified by a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the resulting order, direct action that changes the negotiated price of the contract (either increase or decrease) or change delivery dates. A letter of designation will be issued to the COR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting contract.

1.25.2 Alternate Contracting Officer’s Representative (ACOR): An Alternate Contracting Officer’s Representative (ACOR) will be identified and appointed by a separate letter of designation issued by the Contracting Officer (KO). A copy of this designation letter will be provided to the Contractor. The ACOR is authorized to assume and execute all duties, responsibilities, and technical monitoring functions assigned to the primary COR only during periods when the primary COR is absent or unavailable (e.g., leave, temporary duty (TDY), or deployment). The Contractor shall direct all technical coordination and required deliverables to the ACOR during these specified periods. The ACOR is strictly prohibited from making any commitments or changes that affect price, quality, quantity, delivery, or any other term or condition of the contract. The ACOR does not possess the authority to direct the Contractor to perform work outside the scope of this Performance Work Statement, nor can the ACOR authorize any changes that would result in an increase or decrease to the negotiated price of the contract.

1.15.5 Ordering Instructions:

1.15.5.1 Annual notice of potential YRRP Event dates will be provided by the contracting officer. The Government will notify the Contractor of scheduled event dates and locations (primary and alternate locations) no less than one hundred eighty (180) days prior to Period of Performance (POP) start.

1.15.5.2 The Contractor shall submit proposed venue(s) to the Contracting Officer’s Representative (COR) for technical review and approval NLT one hundred fifty (150) days prior to Period of Performance (POP) start.

1.15.5.3 Task Orders (TO) will be issued as Subject to Available Funds (SAF) no less than one hundred twenty (120) days prior to Period of Performance (POP) start. Upon receipt of the SAF TO the contractor shall block off the resources (rooms/meeting space, etc.) necessary.

1.15.5.6 No later than twenty-four (24) hours prior to the Friday of a given event, the Government will provide final numbers required for lodging and meals.

1.27. Delivery Instructions – Specific delivery instructions will be as follows:

1.27.1. All deliverables must be provided to the Government in electronic format to the maximum extent practicable.

1.27.2. All deliverables and other information collected, compiled, produced and processed for this project are the property of the Government and may not be otherwise used without the prior written approval of the Government.

1.27.3. Any tools or models developed by the Contractor in support of any task areas are the property of the Government and may not be otherwise used without the prior, written approval of the Government.

1.27.4. The Contractor shall identify any other remaining information to the Government and shall promptly deliver it to the Government or destroy it as directed by the KO.

PART 2

DEFINITIONS & ACRONYMS

2.0 Definitions

2.0.1 Attendees. The primary participants of the YRRP event. This includes deploying or returning Soldiers, their spouses, DEERS-enrolled dependents, and command-authorized Designated Individuals (DIs) who are eligible to receive reintegration training, lodging, and per diem support under the contract.

2.0.2 Breakout Rooms. Smaller, separate meeting rooms used for targeted, specialized training sessions where the general audience is divided into smaller cohorts (e.g., separate classes for single Soldiers, couples, or specific deployment phases).

2.0.3 Child and Youth Rooms. Dedicated, secure meeting rooms heavily modified to serve as temporary Child Development Services (CDS) facilities. These rooms must meet strict safety, line-of-sight, and square-footage-per-child standards to provide age-appropriate childcare and youth resiliency training while parents attend adult sessions.

2.0.4 Community Partners. Representatives from government, non-profit, and commercial organizations invited by USARC to provide resources and benefits information to attendees. Common partners include the Department of Veterans Affairs (VA), TRICARE, Employer Support of the Guard and Reserve (ESGR), and Military OneSource.

2.0.5 Community Partners Rooms. A large banquet hall, exhibit room, or wide pre-function corridor where Community Partners set up informational tables/booths. Attendees circulate through this space to gather resources and network with service providers.

2.0.6 Conference Rooms. An umbrella term encompassing all the physical, contracted meeting spaces within the hotel or convention center required to host the operational, training, and childcare components of the YRRP event.

2.0.7 Contract Administrator. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.0.8 Contractor. A supplier or Contractor awarded a contract to provide specific supplies or services to the Government. The term used in this contract refers to the prime.

2.0.9 Contracting Officer (KO). A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The KO is the only individual who can legally bind the Government.

2.0.10 Contracting Officer’s Representative (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be by email and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.0.11 Contractor Personnel. Contractor and subcontractor employees performing work under this contract.

2.0.12 Contractor POC. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated by email to the COR immediately, within 24 hours, after contract award and as changes occur. The contract manager and alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

2.0.13 Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.0.14 Deliverable. Anything that can be physically delivered but may include non- manufactured things such as meeting minutes or reports.

2.0.15 General Session Rooms. The largest contracted meeting space (typically a Grand Ballroom) capable of seating the entire attendee population simultaneously. Used for opening ceremonies, keynote addresses, commander's remarks, and large-group mandatory briefings.

2.0.16 Government Furnished Property (GFP) or Government Property (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.0.17 Logistics/Storage Rooms. A secure, lockable space (often back-of-house) used from Thursday through Sunday to safely store event materials, registration packets, AV equipment, USARC signage, and vendor supplies.

2.0.18 Nonconformance: Failures to meet all contract requirements to include: products, services, construction work, deliverables, or clause requirements.

2.0.19 Onsite Parking: Onsite parking is defined as parking located on the venue property. It may be located in an adjacent parking ramp or lot of the venue. Parking ramp or lot must be lit.

2.0.20 Parlor Rooms (counseling rooms). Small, highly private rooms (often converted hotel suites or boardrooms) utilized for confidential, one-on-one sessions between Attendees and resource providers, such as financial counselors, chaplains, or psychological health directors.

2.0.21 Performance Requirements Summary (PRS): A listing of the service outputs under the contract that are to be evaluated by the COR on a regular basis, the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

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

2.0.23 Quality Assurance. The Government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.0.24 Quality Assurance Specialist. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

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

2.0.26 Unit Advance Team. The military and government civilian personnel assigned to the U.S. Army Reserve Command (USARC) Family Programs office. These individuals are the government officials responsible for the overarching oversight, command presence, and programmatic execution of the YRRP event.

2.0.27 Unit Support Staff. Additional personnel required to physically execute the event's logistical and administrative operations. This can include Contractor personnel (e.g., registration clerks, AV technicians, event managers) and augmented military personnel executing specific duty assignments (e.g., unit movement officers, escorts).

2.0.28 Sleeping Rooms. Standard commercial hotel rooms for overnight lodging for Attendees, Unit Advance Team, Trainers, and Support Staff, conforming to FEMA/GSA per diem lodging rate limits and safety standards.

2.0.29 Staff Operations Rooms. A dedicated, secure room that serves as the Tactical Operations Center (TOC) for the Unit Core Staff and the Contractor's Program Manager. It requires ample power, internet connectivity, and workspace to manage the real-time execution of the event.

2.0.30 Subcontractor. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.0.31 Trainers. Subject Matter Experts (SMEs) and briefers who deliver the mandatory reintegration curriculum to attendees. This includes resilience trainers, financial counselors, chaplains, and Military and Family Life Counselors (MFLCs).

2.0.32 Workday. The number of hours per day the Contractor provides services in accordance with the contract.

2.1 Acronyms

PART 3

GOVERNMENT FURNISHED ITEMS

3.0 Government Furnished Items: The Government will not provide any services, facilities, or utilities, equipment, or material to the contractor to assist the contractor with the requirements of this PWS.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0 Contractor Furnished Items

4.1 General: The Contractor shall furnish all personnel, supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Part Three (3) of this PWS. The Government shall not be invoiced for any cost associated with this effort to include any loss or damage to the contractor’s property.

4.2 Materials: The Contractor shall provide the following supplies and/or materials necessary to meet the requirements under this PWS.

4.3 Easel Stands: Forty (40) easel stands capable of supporting thirty-eight (38) inches x twenty-six (26) inches x one (1) inch framed signage to place throughout the event area for the duration of the event.

4.4 Tables and Chairs: The Contractor shall provide round and rectangular tables. All tables will be covered with a clean, serviceable, and properly fitting cloth fabric table covering and matching table skirt. There shall be no more than two (2) different colored table coverings and table skirts, in one meeting area. The exact numbers of tables required will be determined by the number of YRRP event attendees. The number of attendees will be defined at the task order level. The location and set up configuration of tables are specified in Part 5 of this PWS. All chairs shall have a padded seat to accommodate extended meetings. The exact numbers of chairs required will be defined at the task order level. The location and set up configuration of chairs are specified in Part 5 of this PWS.

4.5 Water Stations with Disposable Cups: A water station with disposable drinking cups shall be provided in the general session room, each of the breakout rooms and in each of the parlor rooms (counseling rooms). Water stations shall be available from 7:15 AM until 5:00 PM on Saturday, and 7:15 A.M. to 12:00 P.M. Sunday of the YRRP event. The water stations shall be located in each meeting area, where it will be easily accessible to all attendees without being disruptive to the meeting. Each water station shall contain a sufficient number of disposable cups and a sufficient number of clean serviceable covered water dispensing containers, filled with clean ice water. Water stations shall be refreshed throughout the day only during room vacancies or break times. The Government will provide the Contractor with an Event Agenda containing break times to allow scheduling.

4.6 Facial Tissues: The Contractor shall…