Performance Work Statement (PWS) Yellow Ribbon as of 8-8-2023.pdf

Maryland Army National Guard

R EQUEST FOR Q UOTE

YELLOW RIBBON EVENTS

FY 23

RFQ NUMBER W912K6-23-Q-0045

1.0 General

1.1 Scope: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, childcare, and non‐personal services necessary to perform YRRP events as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the terms, conditions, and standards in this contract.

1.2 Background: The Yellow Ribbon Program is a Department of Defense (DoD) mandated program to provide information, services, referrals, and proactive outreach programs to Army National Guard members and their families through all phases of the deployment cycle in accordance with DoD Directive 5124.02, DoD Instruction 1342.28. The overall objective of the program is to prepare and sustain Army and their families during all phases of deployment.

During these events, families gain practical, useful information based on curriculum designed specifically for military families. Through small group and one‐on‐one activities, family members learn how to maintain closeness, and leverage resources during frequent relocation, long separations, and repeated reunions. This approach provides the continuum of care needed.

1.3 Period of Performance (PoP):

1‐224th AVN‐ Pre‐Yellow Ribbon Event 16 September ‐ 17 September 2023 (2 DAY) PAX 220

110th IO‐ Post Yellow Ribbon Event 23 September 2023 (1 Day event) PAX 20

1.4 General Information: To support the two YRRP Event for the attendees:

1. 1‐224th AVN‐ Pre‐Yellow Ribbon Event 16 September ‐ 17 September 2023 (2 DAY) PAX 220

2. 110th IO‐ Post Yellow Ribbon Event 23 September 2023 (1 Day event) PAX 20

During these Yellow Ribbon events, we require a safe, family‐friendly venue to provide conference, operations/storage, childcare, community partner, registration area, and lodging and meals. All rooms/conference areas shall have complimentary WiFi. Conference rooms shall have audio‐visual (A/V) equipment as specified in this PWS, Paragraph 5.1.

Lodging is required for out‐of‐town service members, families, and staff as specified in this PWS, Paragraph 5.2. Lodging is preferred to be at the same location. If not at the same location, lodging must be within two (2) miles of the conference location. The venue shall have a restaurant/snack area open from 7 a.m. to 7 p.m. Venue must be within

0.5 miles walking distance to restaurants and/or cafes. At a minimum, the venue shall meet the International Hospitality Association (IHA) Three Star Rating criteria. Dedicated audio‐visual support is required on‐site from 0700 am to 5pm for each event. All conference spaces shall be in the same general area, and not be shared with guests outside of our group for security purposes. A dedicated representative from the prime vendor is required to be on‐site from 0700am to 5 p.m. for each event. The dedicated representative duties shall not be designated or delegated to a member of the venue/hotel staff.

DATE EVENT TO BE HELD: 1‐224th AVN‐ Pre‐Yellow Ribbon Event September 16‐17 2023 110th IO‐ Post Yellow Ribbon Event Sept 23, 2023.

1.4.1. Place and Performance of Services: Within 50 miles of zip code 21201

1.4.2. Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures.

The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.3. Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11‐R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call‐center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.4. 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.

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 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.

2.1. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.3 DELIVERABLE. Anything that can be physically delivered but may include 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 Key Personnel listed in 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 acceptable in accordance with established standards and requirements of this contract.

2.1.7 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.8 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:

DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation GFP Government Furnished Property IAW In accordance with KO Contracting Officer NLT No later than PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control QCP Quality Control Plan

3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES: 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.

4.0 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

SPECIFIC TASKS:

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

5. Requirements: The contractor shall provide a safe, family‐friendly venue to provide conference, operations/storage, Childcare, community partner area, registration area, lodging, and meals for up to 300 attendees.

All rooms/conference areas shall have complimentary Wi‐Fi. Conference rooms shall have audio‐visual equipment as required in this PWS. Lodging is required for out‐of‐town service members, families, and staff as required in this PWS, Paragraph 5.2. Lodging is preferred to be at the same location. The venue must have a restaurant/snack area open from 7 a.m. to 7 p.m. Venue must be within .5 miles walking distance of restaurants and/or cafes. At a minimum, the venue shall meet the International Hospitality Association (IHA) Three Star Rating criteria. Dedicated audio‐visual support is required on‐site from 7 a.m. to 5 p.m. on the dates of the event. All rooms shall be in the same general area, and not be shared with guests outside of our group for security purposes. Venue shall limit entrances to the conference areas on the day of event. A dedicated representative from the prime vendor shall be on‐site the day of the event to resolve any issues on‐the‐spot with hotel/venue from 7 a.m. to 5 p.m. on the day of the events. The dedicated representative shall not be designated or delegated to a member of the venue/hotel staff.

5.1 Conference Areas/Breakout Room Approximation – 2 rooms for each event

ROOM(AREA) 1/Registration. Registration area shall be available from 2 p.m. on Friday before each event free of charge . Room set up: Round tables with at least 8‐10 person comfortably with table cloth. Must have electric outlets not more than 3 feet from the tables and complimentary Wi‐Fi. If outlets are not nearby, please provide three (3) 10 ft extension cords. Location shall be near the Lobby/or near Room 2 (General Session) . Note pads size 5” x 8”, lined, and black ballpoint pens shall be provided at each seat.

Room 1 Requirements:

Appropriate Staging to be determined by Venue and approved by YRSS after room determination.

1 Podium 1 Audio/Visual Table with two (2) chairs 1 LCD Projector with HDMI, USB; VGA and/or Composite A/V Cable Ports 1 each HDMI, USB, VGA Connecting Cables for Projector and to connect to provided laptop Projector Screen(s) – appropriate size to be determined by Venue and approved by YRSS after room determination 1 Mixer to produce sound and volume for microphone.

Provide sound connection and cables to house sound for laptops to play videos.

1 Wireless microphone Complimentary Internet, Wi‐Fi

ROOM 2 Childcare Room. Childcare room for ages 0 to 17 to shall be available Saturday, 7 a.m. to 5 p.m. for each event.

Must be large enough to seat up to 40 children using 6‐8’ rectangle tables, chairs and have a minimum 10 ft x 10 ft open area for play. Room must be near restrooms. Room must be lockable. Lunch meal, morning, and afternoon snacks shall be delivered directly to this room at the designated times. Childcare(s) room shall be located away from exits, stairways, and escalators. Childcare Room are preferred to be next to each other or as close as possible. Continuous self‐service ice water with non‐breakable cups in room and contractor shall ensure water does not run empty.

Room 2 Requirements 1 – 6‐8’ rectangle table 1 ‐ TV and DVD Player or Blu‐ray/ 2‐3 Assorted Rated “G” VDs + remote 1 – Small

Refrigerator for baby bottles 2 – Portable Cribs Complimentary Internet, Wi‐Fi 1 Trashcan with lid for diapers. Trash shall be emptied when full.

Vendor Space/ Community Partners. Space must be available to accommodate at least 15 square tables with 2 chairs at each table. Tables shall be 6‐8’, rectangle, table clothed, skirted for each. Community partners shall sit behind tables. If community partner area is in a hallway, or entry way, there must be 5 ft of space in front of the tables, to allow unimpeded foot traffic while attendees stop at the front of the tables for discussion. Continuous self‐service ice water with cups.

5.2 Lodging for Service Members: Single occupancy as required for Yellow Ribbon events. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, laundry, room service, and any other incidental room charges. Check in and checkout times will follow normal operating business guidelines as per venue.

5.2.2 Final numbers and rooming list will be provided NLT 7 days prior to event.

5.3 Meals. All meals shall not exceed the Government Per Diem rate for the local area.

Venue shall provide meal menus with estimated cost that takes into consideration the following factors: cost, nutrition, suitability for mixed population of adults, teenagers and children, and ability to respond to special dietary requirements.

Final menu must be approved by KO in coordination with YR Event Planner Staff. Venue should provide two at minimum

(2) double‐sided buffet lines for breakfast and lunch meals.

5.3.1 Final Count for Meals will be provided to venue 14 days before the Event.

5.3.2 05 1‐224th AVN‐ Pre‐Yellow Ribbon Event 16 September ‐ 17 September 2023 (2 DAY) PAX 220 110th IO‐ Post Yellow Ribbon Event 23 September 2023 (1 Day event) PAX 20

5.3.2.1 Adult and Children Breakfast Buffet, for each event space for 240 people

5.3.2.2 (Breakfast is at 0700am): Breakfast buffet shall include such items as:

• Scrambled Eggs

• Choice of (1) meat

• Choice of (1) potatoes

• Choice of (1) waffles or pancakes

• Choice of (1) bread, English muffin or bagel

• Choice of (1) Oatmeal, yogurt, or fresh fruit

• Assortment of cereal

• Choice of Beverages. Portions shall be at least 10 ounces. Beverages shall be offered in the following varieties –

2 types of fruit juice, hot and iced tea, coffee, 2% milk, and half and half. Sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

5.3.2.2a Lunch (Lunch is at 12pm): Adult Lunch buffet, for each event and each event should be a lunch buffet:

• Choice of two (2) entree options; minimum serving of 4 ounces; such as Baked Chicken, Pasta

• Choice of two (2) vegetables; minimum serving of 4 ounces

• Garden salad with at least three (3) choices of salad dressing

• Choice of two (2) starches; minimum serving of 4 ounces

• Choice of at least two (2) different desserts

• Choice of two (2) rolls or bread, with spreadable butter

• Choice of beverages shall be provided. Beverage portions shall be at least 10 ounces. Beverages shall be offered in the following varieties – three (2) types of juices, , hot and iced tea, coffee, 2% milk, and half and half. Sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

5.3.2.3 Lunch (lunch will be at 12pm): CHILDREN/YOUTH lunch buffet or plated to be delivered and served in the Childcare Rooms for all children

• Choice of (2) two Entrees , Chicken fingers, pizza, or mac & cheese

• Choice of (2) two Vegetables, Cooked or Raw Vegetables with Ranch

• Choice of (1) French fries or Tater Tots

• Choice of (1) Bread or rolls, with spreadable butter

• Condiments – ketchup and barbeque sauce shall be provided.

• Choice of beverages shall be provided. Beverage portions shall be at least 10 ounces. Beverages shall be offered in the following varieties – two (2) types of juices, milk or water

5.4 Parking: For service member and guests: Parking shall be at no additional cost to the government, on‐site or not more than 0.25 miles walking distance from venue.

5.5.8.1 Breakfast – No requirement. Children will eat this meal with their parent(s).

5.5.8.2 Lunch meal provided by the Venue Contractor to children with Childcare providers’ assistance. Time 1200 in childcare room

5.5.11 Provide blankets and nap time accessories. Minimum two (2) portable cribs and/or pack and play‐type beds shall be provided by the Venue Contractor.

PAX Count Unit of Issue Price Total

CLIN 0001 FOOD 224th Aviation 16-17 SEPT

220 Each

CLIN 0002 LODGING 50 Each

CLIN 0003 VENUE 220 Each

CLIN 0004 FOOD 110th

IO 23SEPT2023

20 Each

CLIN 0005 LODGING 2 Each

CLIN 0006 VENUE 20 Each

Total

6. Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page) Date of

Publication Mandatory or Advisory

Website

Federal Acquisition Regulation M https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement

M http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.ht ml or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) M https://www.defensetravel.dod.mil/site/travelreg.cfm

AFI 10‐245

Antiterrorism

03/28/2013

(Certified current 03/30/2017)

M https://www.e‐publishing.af.mil/Product‐ Index/#/?view=pubs&orgID=10141&catID=1&series=1&modID=449&tabID=131

AFI 31‐101

Security Forces Standards and Procedures

08/18/2020 A https://www.e‐publishing.af.mil/Product‐ Index/#/?view=pubs&orgID=10141&catID=1&series=1&modID=449&tabID=131

AFMAN 31‐113

Security Forces Standards and Procedures

03/05/2013

Change 1:

12/02/2015

A https://www.e‐publishing.af.mil/Product‐ Index/#/?view=pubs&orgID=10141&catID=1&series=1&modID=449&tabID=131

DOD Instruction 1342.28

DOD Yellow Ribbon Reintegration Program

(YRRP)

2/25/2019 A https://www.esd.whs.mil/Portals/54/Documents/DD/issuance s/dodi/134228p.pdf?ver=2019‐02‐25‐080153‐960