Performance Work Statement 1200th INF - Yellow Ribbon - South.pdf

PERFORMANCE WORK STATEMENT (PWS)

NMARNG 1200th INF SOUTH Post Deployment Yellow Ribbon

Part 1 General Information

1. General: This is a non-personal, firm fixed price (FFP) service contract to provide display area, meeting rooms, audio and visual equipment, childcare, lodging and refreshments on 12 June 2026. All services shall be provided for the New Mexico Army National Guard (NMARNG)

Yellow Ribbon Reintegration Program (YRRP).

1.1 Description of Services: Services are to be provided at the location or surrounding area of Las Cruses, NM that will enhance opportunities for Service Members to have access to and focus on the Yellow Ribbon Curriculum. Contractor shall provide all necessary facilities, personnel, labor, equipment, supplies, materials, supervision, and other items and non-personal services necessary to perform YRRP Event Services as defined in the

PWS.

1.2 Objectives: The Contractor must provision for the requested number of attendees’ lodging, parking, refreshments, childcare and meeting space to accommodate for a one-day training event for the Post Deployment Yellow Ribbon. It is the responsibility of the contractor to ensure all requested requirements are met or exceeded. This performance shall be monitored by a representative of the J9. The contractor’s employees will abide by the regulations of the privately owned venue that is being contracted for use by the NMARNG; this includes fire, traffic, safety and security regulations.

1.3 Scope: The contractor shall provide a venue that can accommodate up to (350) attendees of the event. Projected driving distance, to the location, should not exceed 30 miles from the New Mexico National Guard Readiness Center Las Cruces, NM. Google maps will be utilized to calculate distances, end-point used will be 249 N Armory Rd, NM 88007.

1.3.1 Period of Performance: June 11-12, 2026

1.4 Facility & Equipment Requirements:

1.4.1 General Session Room:

• General Assembly Room: Tables for 350 people must be reserved for June 12, 2026 from 06:00 a.m. until 5:00p.m.

• Two registration tables and chairs outside general session room ready by 06:00 a.m.

and available until 5 p.m. June 12, 2026. Three (3) personnel to assist with event registration, check in and check out

• Facility and staff available at a mutually agreed-upon time for a walkthrough no later than 1:00 PM the day before the event.

1.4.2 Setup:

• Podium in front of room

• A/V Power cart, power supply, sound connection, internet access and screen. Chair at

AV table. Venue will provide extension cord, surge protector, projector, audio of two speakers, and two microphones. NMARNG will provide own computer.

• Water and teas available throughout the day in general session area

1.5 Breakout Rooms: Adult three (3) break out rooms set up classroom style with 120 chairs each, a podium or small work table at the front. A/V Power cart, power supply, sound connection, internet access and screen. Chair at AV table. Venue will provide extension cords, surge protector, projector, audio of two speakers, and two microphones.

NMARNG will provide own computer. Breakout rooms must be private from the public eye and without any outside traffic or distraction.

Youth: One (1) child break out room (youth ages 6-18 years old) for up to thirty (30) youth. June 12, 2026 from 07:00 a.m. until 5:00p.m. Five tables and 30 chairs in the room. Internet connectivity and screen. Water station and light refreshments appropriate for children available throughout the day June 12, 2026 from 07:00 a.m.

until 5:00p.m. Breakout rooms must be private from the public eye and without any outside traffic or distraction.

Youth: One (1) child break out room (youth ages 0-6 years old) for up to twenty (20) youth. June 12, 2026 from 07:00 a.m. until 5:00p.m. Access to an in-room bathroom or bathrooms nearby. 2 tables, a fridge, blankets and pillows, multiple pack & plays, water and snacks. Breakout rooms must be private from the public eye and without any outside traffic or distraction.

1.6 Provider Display Area:

• Twenty (20) display tables, each with two chairs on June 12, 2026 set up in the foyer area near general session room.

• Set up and ready by 07:00 a.m. until 5:00 p.m. June 12, 2026

1.7 Additional Items Requested by Individuals:

The government will not reimburse the contractor and is not liable for any additional items requested by individuals at the event such as room service for sleeping rooms, coffee or snack items. Any such requests must be paid by the requestor.

1.8 Audio Visual: Audio/visual for the general assembly room will include power supply, sound connection, internet access and screen. Chair at AV table. Venue will provide extension cord, surge protector, projector, audio of two speakers, and two microphones.

NMARNG will provide own computer.

Audio visual for the three (3) break out rooms will include power supply, sound connection, internet access and screen. Chair at AV table. Venue will provide extension cord, surge protector, projector, audio of two speakers, and two microphones. NMARNG will provide own computer.

Audio visual for the youth room will include power supply, sound connection, internet access and screen.

Venue will provide audio/visual assistance if needed.

1.9 Food

1.9.1 The government will not pay and is not liable for any additional food over the number given to the venue prior to the event. Price of all means including all service fees shall not exceed the difference of the local government per diem rate and the proportional meal rate per event location. Price will include all applicable service charges. Gratuities are not authorized. Menus will be finalized seven days prior to the event. Menus agreed upon will not exceed the proposed pricing.

1.9.2 The venue shall provide light refreshments for the duration of the training on June 12, 2026:

1.9.3 Light refreshments for 350 people shall be appropriate for adults, children & youth and include a vegan, dairy free and other dietary restriction options. Food menu should avoid common allergies (fish, shellfish, peanuts, etc.) and clearly label allergens when necessary. No separate payment will be made for catering

1.10 Parking

All venues must have ample parking accommodation for attendees. This is estimated at approximately 250 vehicles. Venue must provide parking at no cost to YRRP event attendees. Voucher systems are acceptable.

1.11 Lodging Room Block Reservation by Participation

1.11.1 Eighty (80) double occupancy rooms are required for this event. The requested hotel rooms are estimated based on the expected number of attendees. The NMARNG will provide the successful offeror exact number of rooms two weeks prior to the event. Lodging is required for participants that are traveling 150 miles or more. Those Families will require one night stay and will be checking in on June 11, 2026 and checking out on June 12, 2026.

1.11.2 Rooms that are not reserved within 24 hours shall be cancelled with no additional cost to the government. Hotel room reservation will only be made by NMARNG Yellow Ribbon Coordinators. Rooms will be cleaned up to industry standards before arrival.

1.12 Childcare Requirements

1.12.1 Provider will be caring for up to thirty (30) youth ages 6-18.

1.12.2 Provider will be caring for up to twenty (20) youth ages 0-6.

1.12.3 Providers must be licensed to operate a childcare center or family childcare home.

All staff must have completed and passed an advanced FBI Federal Fingerprint Background Check and a Child Abuse Registry Check, adjudicated by the state. The provider must maintain a childcare liability insurance policy of at least $500,000. All relevant staff must maintain current certifications in First Aid and infant/child Cardiopulmonary Resuscitation (CPR). The contractor must maintain appropriate staff-to-child ratios as determined by state licensing regulations or Department of Defense (DoD) standards. At least two providers must be present regardless of the number of children. The provider must supply age-appropriate toys, games, crafts, and activities to keep the children engaged. A secure sign-in/sign-out roster and a system for tracking children throughout the event are required.

1.12.4 Children will eat all food with their parents.

1.13 Contract manager (CM): The contractor shall designate a CM who shall ensure performance under this contract. The name of the person as well as an alternative who will act for the contractor in the event of the CM’s absence shall be designated in writing to the contracting office. The CM or alternative will 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 of the scope of the contract without an official modification issued by the Contracting Officer. 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.

1.14 Contractor Travel: All travel, lodging, food and other transportation will not be separately priced and will not be billed to the government. Any contractor’s travel, lodging or food are the sole responsibility of the contractor.

Part 2

Definitions and Acronyms

2.0 Acronyms:

AEI Army Enterprise Infostructure

AR Army Regulation

AT/OPSEC Antiterrorism/Operational Security

BI Background Investigation

CM Contract Manager

CMRA Contractor Manpower Reporting Application

COR Contracting Officer Representative

DA Department of the Army

DD254 Department of Defense Contract Security Classification Specification

DFARS Defense Federal Acquisition Regulation Supplement

DoD Department of Defense

FAR Federal Acquisition Regulation

GFP/M/E/S Government Furnished Property/Material/Equipment/Services

HQDA Headquarters, Department of the Army

HSPD Homeland Security Presidential Directive

IA Information Assurance

IS Information System(s)

KO Contracting Officer

NGB National Guard Bureau

OCI Organizational Conflict of Interest

PII Personally Identifiable Information

PIPO Phase In/Phase Out

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

SSN Social Security Number

TE Technical Exhibit

USD(I) Under Secretary of Defense for Intelligence USD(I) Under Secretary of Defense for Intelligence

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 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 only individual who can legally bind the government.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will 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.

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

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

2.1.6 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.

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

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

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

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

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

Part 3

Technical Exhibit

Performance Requirements Summary (PRS)

Task Performance Standard

Acceptable Quality Level

(AQL)

Surveillance Method/By Whom

1: Pre-event Walkthrough

1.4.1

Facility and staff available at a mutually agreed-upon time for a walkthrough.

Walkthrough must take place no later than 1:00 PM the day before the event. 100%

On-site visit at the contracted facility by the Government Point of Contact

(POC).

2: Equipment

1.4.2

Equipment is in place and in proper working order in accordance with schedules provided in the contract.

Equipment is in place on time and in working order 95% of the time.

On-site visit on the day of the event at the contracted facility by the Government

POC.

3: Meals and Beverages

1.9.2

Refreshments and beverages are prepared and provided on time as specified in the PWS.

Refreshments and beverages are served/available on time with the required quantity and quality 95% of the time.

On-site observation and taste testing each day of the event by the Government

POC.

4: Parking

1.10

Parking shall be available for 250 vehicles during the

Parking is available for 250 vehicles 100% of the time during the

On-site observation each day of the event by the performance of this

PWS.

performance of this

PWS.

Government

POC.

5: Lodging Room Block

1.11

Required rooms are available for participants. Rooms can be canceled without cost if not reserved within 24 hours. Rooms will be clean.

Rooms are available for reservation up to 6 p.m.

on June 11th, and available for occupancy 100% of the time between check-in and check-out dates.

On-site observation each day of the reservation block by the Government

POC.