Attachment_1-_Performance_Work_Statement_(PWS).pdf

[UNCLASSIFIED]

102ND Cavalry Yellow Ribbon Reintegration Program Post 1 & 2

Performance Work Statement New Jersey Army National Guard Yellow Ribbon Events, Parsippany, NJ.

January 25 - 26, 2020.

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 675 adults and 45 children. Event dates are as follows: 102ND Cavalry Yellow Ribbon Post 1 & 2 on Saturday - Sunday, January 25 - 26, 2020.

3. Facility Requirement Summary for January 25 - 26, 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 675 adults and 45 children. 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):

• 1930-2130 on Friday, January 24, 2020 event set-up.

• 0700-1900 Saturday - Sunday, January 25 - 26, 2020 event dates.

ii. 1 Main Presentation Room

• 2, 9 X 12 screen(s) for video presentations

• 1 Podium

• 1 Projector

• 2 Power cords/ strips

• Room configuration: round tables covered with tablecloths (seating for

10 per table).

• This will also be the room where attendees eat all meals.

iii. 6 Rooms for break-out sessions to accommodate 100 people per room.

• 100 chairs class room style.

• 2 tables with black tablecloths.

• 1 Projector in each room.

• 1 Screen in each room.

• 1 Power cords/ strip in each room.

iv. 1 Break-out room to accommodate a job fair.

• 4 rows of 6ft long tables (4x).

• 2 chairs for every 6ft long table.

v. 3 Rooms for break-out sessions to accommodate 15 people per room.

• 25 chairs class room style.

• 2 tables with black tablecloths.

vi. 2 Room(s) for Child Care to accommodate 45 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(s).

• Two 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 children 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.

vii. Professional Vendor Area (hallway or room)

• 12x 6ft tables with 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 1900 on Friday, January 24, 2020.

viii. Registration Area (hallway)

• 3 x 6ft tables with skirts or tablecloths, with 2 chairs per table, located for easy accessibility for registration.

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.

i. Schedule (tentative):

• 0800-1100 Day of Event: LIGHT REFRESHMENTS (See ii. Menus)

• 1130-1300 Day of Event: LUNCH (675 adults and 45 children)

• 1730-1900 Day of Event: Dinner (675 adults and 45 children)

• 0800-1100 Day of Event: LIGHT REFRESHMENTS (See ii. Menus)

• 1130-1300 Day of Event: LUNCH (675 adults and 45 children)

ii. Menus:

Saturday, January 25, 2020

• Light Refreshments - assorted muffins and pastries; assorted fresh fruit; array of juices; 2% milk; preserves and condiments; coffee and hot tea, and water must be available throughout the entire event.

• Lunch - “Make your own sandwich” buffet shall be available from 1130 to 1300. Buffet(s) must include items such as: garden salad with assorted topping and dressings, meat selections, and sandwich rolls/breads. Provide child friendly food items such as: chicken nuggets, macaroni and cheese. Drinks shall consist of coffee, milk, tea, water, and juice.

• Hot Dinner – Hot food buffet shall be available from 1730-1900.

Buffet(s) must include items such as: garden salad with assorted topping and dressings, meat selection, vegetables, and starch selection. Provide child friendly food items such as: chicken nuggets, macaroni and cheese. Drinks shall consist of coffee, milk, tea, water, and juice.

Sunday, January 26, 2020

• Light Refreshments - assorted muffins and pastries; assorted fresh fruit; array of juices; 2% milk; preserves and condiments; coffee and hot tea, and water must be available throughout the entire event.

• Lunch - “Make your own sandwich” buffet shall be available from 1130 to 1300. Buffet(s) must include items such as: garden salad with assorted topping and dressings, meat selections, and sandwich rolls/breads. Provide child friendly food items such as: chicken nuggets, macaroni and cheese. Drinks shall consist of coffee, milk, tea, water, 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 15 rooms on Friday, January 24, 2020 for event staff.

Rooms shall meet quality commercial standards and include linen service, in‐room bathroom/shower facilities, heated/air conditioned, 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.

iii. Request to block 400 rooms on Saturday, January 25, 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.

d. ASSUMPTIONS:

i. Parking included for attendees, presenters and event staff throughout the event.

ii. Final headcount for rooms and meals will be provided NLT 7 days prior to event with no charge for unused rooms by this cutoff.

4. PERFORMANCE OBJECTIVES SUMMARY

Performance Objective PWS

Para Performance Threshold

Provide snacks/coffee on time.

3.b. 100% visual inspection

Provide breakfast/ lunch/ dinner on time.

3.b. 100% visual inspection

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.

a. The Government will not be providing any facilities or services.

b. Government is providing: presenters, childcare attendees, and POC for coordination of the military resources.

6. GOVERNMENT POINTS OF CONTRACT:

a. NJ Joint Contracting Office POC: TBD

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

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