Attachment_1_-_Performance_Work_Statement.pdf

Statement of Work

New Jersey Army National Guard Yellow Ribbon Events, Newark, NJ December 8 & December 9, 2018

1. Background: The Yellow Ribbon Reintegration Program (YRRP) networks military services, veteran service organizations, state government departments, and other agencies to provide information, resources, referrals, and proactive outreach to Service members, spouses, employers, and youth throughout mobilization phases. The program helps service members and their families navigate through the numerous Department of Defense (DoD), Veteran Affairs and State systems to ensure they receive information and assistance regarding all the benefits and entitlements they have earned as a result of deployment.

2. SCOPE: The Contractor shall provide for all requirements for conference space and other related support services that will satisfy the Yellow Ribbon objectives. The primary objective is to host the event at a single site that can provide meeting space, dining, and support services for approximately 569 adults and 50 children each day. IT technician to be available throughout the entire event. Event dates are as follows: 2/113th INF Yellow Ribbon Pre-Deployment on Saturday and Sunday, December 8 & 9, 2018.

3. Facility Requirement Summary for DECEMBER 8 & 9, 2018:

a. CONFERENCE SPACE: The meeting spaces shall not contain pillar(s) and/or structural objects that may obstruct the attendee’s view. Main presentation room must be able to accommodate 569 adults and 50 children each day. The venue contractor must provide, set-up, and take down of all tables and chairs for the event. The venue contractor shall provide signs within the facilities, directing participants to the location of the event. The venue contractor shall provide water stations to include cups in the main presentation room and the childcare room.

i. Schedule (tentative):

1500-1800 on day prior to the event set-up Friday, December 7, 2018.

0700-1730 on day of event Saturday, December 8, 2018.

0700-1730 on day of event Sunday, December 9, 2018.

ii. One Main Presentation Room

• Four 9 X 12 screen(s) for video presentations

• Laptop w/wireless internet access, USB, CD-ROM drive, wireless presenter remote

• 3 wireless mics

• Video projector and sound capability that ties into provided laptop

• Public announcement system

• 1 Podium with mic

• Room configuration: round tables covered with black table cloths

(seating for ten per table).

• This will also be the room where attendees eat lunch.

iii. Six Rooms for break-out sessions to accommodate 75 people per room

• 77 Chairs class room style

• 2 tables with black tablecloths

iv. One Room for Child Care to Accommodate 50 children/youth. NOTE: Government will provide a contracted childcare provider.

• Must be clean and free of all safety hazards.

• Bathroom to be in close proximity to room.

• 2 6ft long tables and 25 chairs will be required and open floor space for crafts and projects.

• Mini refrigerator and microwave in room

• Up to (5) portable cribs available in room for childcare ages 0-5yrs.

• TV and DVD player/video screen available to include all plugs and cords associated with hookup

• Light refreshment and snacks for children to be served in this room.

v. Operation Center: One conference room setup with six 6ft long table and 20 chair setup in a horseshoe to be utilized as an administrative office to house government equipment (such as computers, laptops, printers, hand held scanners, and projectors) and supplies and focal point of where staff support members can meet and work. The room should be able to accommodate up to 20 people with power outlets and extension cords available. This area must be available on the day prior to the event at 1500.

vi. Professional Vendor Area (hallway or room)

• Twelve – 6ft tables with black skirts or tablecloths, with 2 chairs per table

Note: Tables to be situated in a manner that is conducive for the providers and the military members and their families to access during breaks and the entire event. Vendors must be given access to setup at 1500 day prior to the event.

vii. Registration Area (hallway)

• Three – 6ft tables with black skirts or tablecloths, with 2 chairs per table, located for easy accessibility for registration. Registration area needs to be in close proximity to power outlets to support 4 laptops and a printer.

b. MEALS: Contractor shall provide proposed menu that take into consideration the following factors: nutrition, suitability for children/adults, and ability to accommodate special dietary needs such as vegetarian, kosher and halal guidelines.

0800-1100 Day of Event: LIGHT REFRESHMENTS (See ii. Menus) 1130-1300 Day of Event: LUNCH (569 adults and 50 children)

ii. Menus:

Light Refreshments – assorted muffins and pastries; assorted fresh fruit; array of juices; 2% milk; preserves and condiments; coffee and hot tea must be available from 0800-1400.

Hot Lunch – Hot food buffet shall be available from 1130 to 1300. Buffet(s) must include items such as: garden salad with assorted topping and dressings, meat selections, vegetables, and starch selection. Provide child friendly food items such as: chicken nuggets, macaroni and cheese. Drinks shall consist of coffee, milk, tea, and juice.

c. LODGING:

i. Lodging may be necessary for this event for some of the attendees, determined based on the distance between home of record (HOR) and venue location. All room reservations must be made to the contracted hotel no later than 72 hours prior to the event date. Any room not reserved by this deadline, shall be released and made available for sale to the general public.

ii. Request to block 30 double bed rooms for Saturday, December 8, 2018. Rooms shall meet quality commercial standards and include linen service, in-room bathroom/shower facilities, heated/air conditioned, complimentary internet access, single and double room lodging accommodations and always present a clean and sanitary appearance. Single rooms will be specifically defined as one bed; double rooms will contain two beds. Rooms that have a couch that converts into a bed shall not be counted as a bed. All lodging should fall within Government Per Diem rates and are Tax Exempt for Service members and for staff paying with a government credit card.

iv. Contract Lodging will not exceed the maximum lodging rates [FY 2019 GSA Per Diem Rates Finder]

d. ASSUMPTIONS:

i. Free parking to attendees, presenters and event staff throughout the event.

4. PERFORMANCE OBJECTIVES SUMMARY

Performance Objective PWS Para Performance Threshold Provide snacks/coffee on time.

3.b. 100% visual inspection

Provide lunch on time. 3.b. 100% visual inspection Provide meeting rooms with all Audio Visual

3.a. 100% visual inspection requirements to meet timelines of event POC.

5. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

The Government will not be providing any facilities or services.

GOVERNMENT POINTS OF CONTRCT:

i. NJ Joint Contracting Office POC: TBD

ii. Contracting Officer Representative (COR) day of the event: TBA

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Performance Work Statement New Jersey National Guard Yellow Ribbon Events Posts 1 & 2, Newark, NJ

February 29, 2020; March 1, 2020; March 7 and 8, 2020

A-1

[UNCLASSIFIED]

Annex A

Statement of Work for Yellow Ribbon Reintegration Event

ANNEX A TO Statement of Work for the 2/113th INF Yellow Ribbon Reintegration Post 1 & Post 2 Event

(U) References: 2/113th INF Performance Work Statement for Yellow Ribbon Reintegration Program.

1. Background: The Yellow Ribbon Reintegration Program (YRRP) networks military services, veteran service organizations, state government departments, and other agencies to provide information, resources, referrals, and proactive outreach to Service members, spouses, employers, and youth throughout mobilization phases. The program helps service members and their families navigate through the numerous Department of Defense (DoD), Veteran Affairs and State systems to ensure they receive information and assistance regarding all the benefits and entitlements they have earned as a result of deployment.

2. SCOPE: The Contractor shall provide for all requirements for conference space and other related support services that will satisfy the Yellow Ribbon objectives. The primary objective is to host the event at a single site that can provide meeting space, dining, and support services for approximately 569 adults and 50 children on February 29 & March 1, 2020. IT technician to be available throughout the entire event. Event dates are as follows: 2/113th INF Yellow Ribbon Post 1 & 2 on Saturday, February 28, 2020 and Sunday, March 1, 2020; as well as, Saturday, March 7, 2020 and Sunday, March 8, 2020.

3. Facility Requirement Summary for February 29, 2020, March 1, 2020, March 7, 2020 ad March 8, 2020:

a. CONFERENCE SPACE: The meeting spaces shall not contain pillar(s) and/or structural objects that may obstruct the attendee’s view. Main presentation room must be able to accommodate 569 adults and 50 children each day. The venue contractor must provide, set-up, and take down of all tables and chairs for the event. The venue contractor shall provide signs within the facilities, directing participants to the location of the event. The venue contractor shall provide water stations to include cups in the main presentation room and the childcare room.

1500-1800 on day prior to the event set-up Friday, February 28, 2020 & March 6, 2020.

0700-1730 on day of event Saturday, February 29, 2018 and March 7, 2020 0700-1730 on day of event Saturday, March 1, 2018 and March 8, 2020.

ii. One Main Presentation Room

• Four 9 X 12 screen(s) for video presentations

• Laptop w/wireless internet access, USB, CD-ROM drive, wireless presenter remote

• 3 wireless mics

• Video projector and sound capability that ties into provided laptop

A-2

• Public announcement system

• 1 Podium with mic

• Room configuration: round tables covered with black table cloths

(seating for ten per table).

• This will also be the room where attendees eat lunch.

iii. Six Rooms for break-out sessions to accommodate 75 people per room

• 77 Chairs class room style

• 2 tables with black tablecloths

iv. One Room for Child Care to Accommodate 50 children/youth. NOTE: Government will provide a contracted childcare provider.

• Must be clean and free of all safety hazards.

• Bathroom to be in close proximity to room.

• 2 6ft long tables and 25 chairs will be required and open floor space for crafts and projects.

• Mini refrigerator and microwave in room

• Up to (5) portable cribs available in room for childcare ages 0-5yrs.

• TV and DVD player/video screen available to include all plugs and cords associated with hookup

• Light refreshment and snacks for children to be served in this room.

v. Operation Center: One conference room setup with six 6ft long table and 20 chair setup in a horseshoe to be utilized as an administrative office to house government equipment (such as computers, laptops, printers, hand held scanners, and projectors) and supplies and focal point of where staff support members can meet and work. The room should be able to accommodate up to 20 people with power outlets and extension cords available. This area must be available on the day prior to the event at 1500.

vi. Professional Vendor Area (hallway or room)

• Twelve – 6ft tables with black skirts or tablecloths, with 2 chairs per table

Note: Tables to be situated in a manner that is conducive for the providers and the military members and their families to access during breaks and the entire event.

Vendors must be given access to setup at 1500 day prior to the event.

vii. Registration Area (hallway)

• Three – 6ft tables with black skirts or tablecloths, with 2 chairs per table, located for easy accessibility for registration. Registration area needs to be in close proximity to power outlets to support 4 laptops and a printer.

b. MEALS: Contractor shall provide proposed menu that take into consideration the following factors:

nutrition, suitability for children/adults, and ability to accommodate special dietary needs such as vegetarian, kosher and halal guidelines.

A-3

i. Schedule (tentative):

0800-1100 Day of Event: LIGHT REFRESHMENTS (See ii. Menus) 1130-1300 Day of Event: LUNCH (569 adults and 50 children)

ii. Menus:

Light Refreshments – assorted muffins and pastries; assorted fresh fruit; array of juices; 2% milk; preserves and condiments; coffee and hot tea must be available from 0800-1400.

Hot Lunch – Hot food buffet shall be available from 1130 to 1300. Buffet(s) must include items such as: garden salad with assorted topping and dressings, meat selections, vegetables, and starch selection. Provide child friendly food items such as: chicken nuggets, macaroni and cheese. Drinks shall consist of coffee, milk, tea, and juice.

c. LODGING:

i. Lodging may be necessary for this event for some of the attendees, determined based on the distance between home of record (HOR) and venue location. All room reservations must be made to the contracted hotel no later than 72 hours prior to the event date. Any room not reserved by this deadline, shall be released and made available for sale to the general public.

ii. Request to block 30 bed rooms for Friday, February 28, 2020- through March 1, 2020.

Additional 284 rooms from February 29, 2020- through March 1, 2020. Rooms shall meet quality commercial standards and include linen service, in‐room bathroom/shower facilities, heated/air conditioned, complimentary internet access, single and double room lodging accommodations and always present a clean and sanitary appearance. Single rooms will be specifically defined as one bed; double rooms will contain two beds. Rooms that have a couch that converts into a bed shall not be counted as a bed. All lodging should fall within Government Per Diem rates and are Tax Exempt for Service members and for staff paying with a government credit card.

iv. Contract Lodging will not exceed the maximum lodging rates [FY 2019 GSA Per Diem Rates Finder]

c. ASSUMPTIONS:

i. Free parking to attendees, presenters and event staff throughout the event.

4. PERFORMANCE OBJECTIVES SUMMARY

Performance Objective PWS Para Performance Threshold Provide snacks/coffee on time.

3.b. 100% visual inspection

Provide lunch on time. 3.b. 100% visual inspection

A-4

Provide meeting rooms with all Audio Visual requirements to meet timelines of event POC.

3.a. 100% visual inspection

5. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

The Government will not be providing any facilities or services.

GOVERNMENT POINTS OF CONTRCT:

i. NJ Joint Contracting Office POC: TBD

ii. Contracting Officer Representative (COR) day of the event: TBA

///END///