Performance Work Statement (PWS)_FINAL - Copy.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Yellow Ribbon Event Space and Catering Services Multiple Award BPA

1.0 General:

1.1 Scope: The contractor is responsible for providing all personnel, equipment, tools, materials, supervision, and quality control necessary to carry out the following services: Event Space, Validated Event Parking, Catering, A/V Technology, and access to the event space one day before the event, as outlined in this Performance Work Statement (PWS). This is except for what is specified in Paragraph 3.0 as Government Furnished.

1.2 Background: The Yellow Ribbon Reintegration Program is a congressionally mandated initiative established under the National Defense Authorization Act (Section 582 of Public Law 110-183). It requires information events and activities for all deploying units. Various units in the deployment cycle will participate in these events, which may be combined based on necessity. It is essential that each event is tailored to accommodate the size and needs of both the deploying group and their families.

1.3 Full day events as needed.

1.4 General Information:

1.4.1 Place and Performance of Services:. The venue must be large enough, centrally located, and within a 15-mile radius of Worcester, MA to align with the program’s new direction of combining unit Yellow Ribbon Events.

a. The contractor will provide the following services for events: event space, validated event parking, catering, and A/V technology. Services will be available from 7:00 AM to 5:00 PM (estimated) on event days. Additionally, access to the event space will be granted 1 day prior to the event. The contractor must maintain an adequate workforce at all times to ensure the uninterrupted performance of all tasks outlined in this Performance Work Statement (PWS).

b. Period Performance: 01 February 2025 thru 31 January 2030

c. Estimated total number of events: 20 (4 per year)

1.4.2 Recognized Holidays: RESERVED

1.4.3 Quality Assurance (QA): RESERVED

1.4.4. RESERVED

1.4.5. RESERVED

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. RESERVED

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. RESERVED

1.4.13. RESERVED

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services 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 OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it 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. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose 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.

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 into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): Not Applicable.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

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 and detailed in Paragraph 5.

5.0 Requirements: The contractor shall:

5.1 Provide Meeting Space:

5.1.1 Each Yellow Ribbon event will take place within 15 miles of the specified location, as indicated in the individual event’s BPA call request. To accommodate various informational sessions, multiple official meeting rooms will be required at the venue.

Key requirements for these meeting rooms include:

a) Exclusivity: Meeting rooms must be closed to the public.

b) View Obstruction: Rooms should not have structural features, such as pillars, that could obstruct an attendee's view.

By following these guidelines, we can ensure that each event is accessible and conducive to participation.

5.2 General Session

5.2.1. The vendor shall provide a large ballroom set up in a banquet style, to accommodate between 50 and 500 people. This main space will be used for group presentations during each event, including welcome sessions, lunch, and closing ceremonies.

5.2.1.a Outside the main room in the hallway will have a registration area with space for three unit tables. (note: need for electricity in this area)

5.3 The following equipment/services shall be provided and set-up for government use in the Space.

5.3.1. Podium

5.3.2. Hand-held microphone

5.3.3. Audio Sound System

5.3.4. Screen large enough to be viewed by all.

5.3.5. Projector

5.3.7. Cart to hold government-provided equipment.

5.3.8. Wi-Fi internet service for presenters

5.3.9. Audio/Visual technology on-site personnel to assist in set-up or as needed throughout the event.

5.4 Breakout Sessions

5.4.1 Vendor shall provide Four (4) additional Rooms set up classroom (preferably) or theatre style to accommodate a variety of size groups ranging from 20-150 people each for meeting sessions and lunch.

5.4.2. The following equipment/services shall be provided and set-up for government use in the space – projector screens.

5.5 Resource Provider Areas

5.5.1. Vendor shall provide an area to accommodate 25 partners and at least seventy-five (75) additional people.

5.5.2. Within the Resource Provider Areas, the vendor shall setup with twenty-five (25) six (6) or eight (8) foot tables. (note: need for electricity in this area)

5.5.2.1. Tables shall be placed near walls or in rows to allow for easy movement and table side conversation with 2 chairs behind each table.

5.5.2.2. Shall be available for government use same hours as other space.

5.6. Counseling Room

5.6.1. Vendor shall provide one room, with one table and six chairs.

5.7 Youth Room

5.7.1. Shall accommodate up to 30 youth, ages 6-15.

5.7.2. Shall provide a minimum of 20 sq. feet per child.

5.7.3. Shall be set with tables (round or rectangle) with chairs to accommodate up to 30 children ages 6-15.

5.8 Required Availability of Rooms: All rooms shall be available from 0600 to 1800 to allow for set-up and tear down. (note: need for electricity in this area)

5.8.1. Room #1 est. to fit 50/75 PAX - employment program classes

5.8.2. Room #2-3 est. to fit 50/75 PAX - all rooms need mic/screen set up: FPO/ Financial/ MOS/ Employment/ Education/ Veteran Benefits etc.,

5.8.3. Room #4 - admin room for 2-day events to store items – (note: need for electricity)

5.9 Catering: Buffet Style

5.9.1. The contractor shall set up a coffee, water, and beverage station for the entire day. The food provided should offer a reasonable variety. Options for guests with dietary restrictions, including religious, vegetarian, and allergy-friendly choices, must be available. COR will coordinate catering specifics regarding food choices to vendor within one week of event.

5.9.2. The contractor shall provide lunch for the number of guests indicated 50-500.

5.9.3. The contractor is responsible for all set up and clean up related to the required meals.

5.9.4. The government will provide a final meal count 72 hours prior to the event.

5.9.5. The contractor shall not impose a penalty upon the government for food not consumed by attendees, provided the government gives proper personnel count to the contractor.

5.10 Event Parking. The contractor must ensure sufficient validated on-site parking for the event, including provisions for overflow parking as necessary.

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).