Performance Work Statement YRRP 2024.pdf

Performance Work Statement (PWS)

CONTRACTOR LODGING, MEALS, AND CONFERENCE SUPPORT SERVICES,

FOR THE

UNITED STATES COAST GUARD (USCG)

YELLOW RIBBON REINTEGRATION PROGRAM

1.0 GENERAL

1.1 SCOPE.

The United States Coast Guard (USCG) requires contractor services for USCG Yellow Ribbon events to be held within the United States and its territories. As such, the Contractor shall provide all supplies and services for lodging and food service to accommodate all attendees. In addition, the contractor shall provide fully furnished conference facilities, including audio/visual equipment, office equipment, Wi-Fi/internet service, and onsite support. All lodging and space requirements listed in this PWS must be available at a single venue location for each event. The Period of Performance will be One Base Year and four (4) twelve (12) months Option Years.

1.2 BACKGROUND

The 110th Congress (2007-2008) enacted legislation (H.R. 2090.IH) to establish the Yellow Ribbon Reintegration Program (YRRP). As part of the National Defense Authorization Act (NDAA) of 2008, the United States Coast Guard is designated by Congress to execute a Yellow Ribbon Program. The mission of the Coast Guard Yellow Ribbon Program is to provide Coast Guard members, families, and designated others, with sufficient information, services, referral, and proactive outreach opportunities throughout the entire deployment cycle. The four (4) phases of deployment are pre-deployment, during deployment, demobilization, and post-deployment-reconstitution. The Coast Guard is legally required to provide Reserve members who either will be, are currently, or have been deployed outside the continental United States for 90 days or more, and their families/designated individuals access to Yellow Ribbon events.

1.3 CONTRACTOR PERSONNEL.

1.3.1 Event Manager. The Contractor shall assign an individual to serve as Event Manager. This person shall be the single point of contact for the Contracting Officer (KO) and the Contracting Officer’s Representative (COR).

Program Manager shall have more than 8 years-experience with planning and coordinating military family events.

1.3.1.1 The Contractor shall provide the name of the Event Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Event Manager, to the KO and COR. During any absence of the Event Manager, only one (1) alternate shall have full authority to act for the Contractor on all matters relating to the services required.

1.3.1.2 The Event Manager or alternate shall be onsite and available to assist the COR for the duration of the event and to resolve any issues that may arise. The Event Manager or alternate shall also attend USCG event meetings on event Day One before the event at the selected venue and any scheduled follow-on meetings over the course of the event designated by the COR. The Event Manager shall be a Certified Meeting Planner (CMP) or Government Certified Meeting Planner (GCMP).

1.3.1.3 Cadre Speaker. The contractor shall assign an individual to serve as a Cadre Speaker. The Cadre speaker will be present and fully engaged, onsite, for the duration of the second and third days of events. The Cadre Speaker shall deliver course material to attending event individuals, covering topics related to YRRP resources.

1.3.2 QUALIFIED Personnel. The Contractor shall provide qualified personnel to perform all requirements specified in this PWS. All Contractor employees supporting this contract effort shall be citizens or legal residents of the United States.

1.3.3 Audio-Visual Manager/Technician(s). The Contractor shall provide an Audio-Visual Manager who must have 8 years of managerial experience for planning and coordinating audio visual requirements for Government events. Contractor shall provide Audio-Visual Technicians - must have at least 5 years' experience handling event related audio-visual requirements.

1.3.4 Employee Conduct. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct or comments shall not reflect discredit on the United States, the Department of Homeland Security (DHS), or USCG.

2.0 GOVERNMENT FURNISHED RESOURCES AND INFORMATION

The Government will provide the following resources and information to the Contractor for services required under this PWS:

2.1 An itemized list of attendees to assist the contractor in securing appropriate lodging and meal services to be paid through this contract will be provided no later than 30 days prior to the period of performance. The Government will provide an approximate count at the time of event.

3.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment, personnel, and services necessary to fulfill the requirements of this PWS, except for the Government furnished information specified in 2.0.

4.0 REQUIREMENTS

The Contractor shall provide lodging, meals, conference space and childcare services for a United States Coast Guard Yellow Ribbon Reintegration Program event.

5.0 HOTEL AND LODGING REQUIREMENTS

5.1 The Contractor shall present/propose to Yellow Ribbon Staff at least three (3) venue/hotel facilities that meet the requirements of this PWS for each planned Coast Guard Yellow Ribbon Reintegration Program event.

5.1.1 Venue/Hotel policies/dates for cancellation/re-scheduling of group bookings shall be provided with each proposal.

5.1.2 Hotel facilities shall be within the city limits of the event location (Event location will be given at time of task order award).

5.2 The event block shall include hotel rooms to accommodate all attendees (Exact number of hotel rooms requested will be given at time of task order award) Adjoining or adjacent rooms for use by large families shall be available.

5.2.1 Internet/Wi-Fi access shall be available in all lodging rooms. The cost for Internet/Wi-Fi shall be accounted for in CLIN 0001 and shall not be priced separately.

5.2.2 Cribs and rollaway bedding will be available upon request.

5.3 The hotel shall provide a late checkout of 1:00pm (all times noted in this PWS are local times) for all guests attending the Coast Guard Yellow Ribbon Reintegration event.

5.4 Parking shall be available for 200 vehicles on both Day One and day two.

5.5 All facilities shall be compliant with the American Disabilities Act (ADA) as defined by law.

Special Note: This contract will not pay for amenities charged to the room such as phone service, spa, room service, or any other chargeable service or product. Nor will USCG be responsible for lodging and meals other than as required on event dates.

6.0 CONFERENCE SERVICE REQUIREMENTS

6.1 The Contractor shall provide six (6) rooms: one (1) large general session room to accommodate all attendees set in banquet configuration (rounds of 8-10), one (1) large meal room to accommodate all attendees set in banquet style configuration (The general session room can be used as the meal room for events when approved by the COR) and four (4) small breakout rooms to accommodate 100 attendees in theater style configuration. Additionally, the Contractor shall provide a check-in space equipped with at least two (2) tables, table covers, and four (4) chairs.

6.2 The Contractor shall provide the large general session room with audio/visual equipment and support from 7:00 am-5:00 pm on day two of the events and 7:00 am-1:00 pm on all day three. The general session room shall be equipped with a raised stage, one (1) podium, two (2) LCD projectors, two (2) no smaller than 10x10 projector screens, two (2) wireless microphones (1 wireless handheld, 1 lavaliere), one (1) mixer, extension cords, an internet connection, connector cords, and power strips. The Contractor shall also provide wireless internet/Wi-Fi connectivity to all attendees/staff within the general session room in conjunction with on-site audio/visual support.

In the back of the room, the Contractor shall provide workspace for the Yellow Ribbon staff, consisting of three (3) long tables, with two (2) chairs and one (1) trashcan per table for the duration of the event.

6.3 The Contractor shall provide the large general session room with coffee, tea, & water, for the duration of the event – “All-Day Service”. The Contractor shall provide morning and afternoon snack service on day two only.

Snack service shall include a healthy item and an alternative item – examples would be whole fruit, smoothies, cookies, pastries, granola, popcorn, etc.

6.4 The large general session room shall be available beginning at 6:00 am on day two, until 1:00 pm on day three.

The room shall be completely set and all contractor-provided audio-visual equipment operating by 6:00 am on Saturday or day 2. The room must allow all attendees to see and hear the presentations clearly, take notes, and participate in all YRRP activities. YRRP staff shall be afforded time by hotel staff to decorate the general session room with YRRP material on Friday or Day One. The (4) smaller breakout room shall be available beginning at 6:00am on Saturday or day 2 to 1:00 pm on day three. The rooms shall be completely set and all contractor-provided equipment operating by 6:00am on day two.

6.4.1 The (1) large meal room shall be available from 5:00 pm to 8:00 pm on Day One and 6:00 am to 8 pm on day two and 6:00 am to 2 pm on day three.

6.5 The Contractor shall provide Staff, Attendees, VIPs, and Service Providers, access to the facility business center for the duration of event.

6.6 The Contractor shall provide one (1) room from 6:00 am two (2) days prior to event Day One to 5:00 pm event day three to be used by the Yellow Ribbon Reintegration Program staff as an office/staging area, to prepare and store supplies, and to support the Yellow Ribbon Reintegration event. The room shall be within close proximity to the general session room. The room shall have a lockable entrance of which keys will be issued to members of the Yellow Ribbon Staff to access the room when required. The room shall be equipped with (3) large tables, (6) chairs,

(2) large trashcans, internet/Wi-Fi service, (1) phone and a printer/copier combo with unlimited printing/coping capabilities. If unable to provide the printer/copier combo in the staff room, the contractor shall provide Yellow Ribbon staff unlimited printing and copying capabilities within the business center at no additional cost.

6.7 Provide three (3) rooms beginning at 6:00 am on day two, until 1:00 pm on day three, to accommodate the children attending the Yellow Ribbon Event. Rooms and associated space must be in compliance with all Federal, State and Local regulations; including adherence to occupancy limits and fire code, childproofed to include covered electrical outlets and capable of accommodating age-appropriate activities. Rooms shall be adjacent to each other, close to restrooms and separated from the general session room, common areas, areas where service providers are present, service corridors and unstaffed entrances and exits. The location of the childcare rooms and the children’s passage to restrooms must be safe and provide the least amount of exposure to hotel guests, service providers, busy corridors and general hotel functions. All rooms shall have two (2) tables, twelve (12) chairs, one (1) trashcan and ten (10) blankets. One of the rooms shall be equipped with a television and DVD player and one room shall contain ten (10) playpens. Contractor shall provide all three childcare rooms with juice, water, and child appropriate snacks for the duration of the event. Snacks shall include both a healthy and secondary option. Contractor shall provide fresh blankets/linens at the end of the day.

7.0 SERVICE PROVIDERS

7.1 Provide a separate space to accommodate up to 20 service providers and their resource material. Provide each provider with a display table covered with a full tablecloth or table skirt, along with two chairs and a trash can. The space designated for the service providers shall be adjoining to the general session room and available by 6:00 am on day two to 1:00 pm on day three.

7.2 Service Providers will call to make reservations. Lodging and Meals for the Service Providers are not covered under this contract.

7.3 FOOD AND BEVERAGE SERVICE REQUIREMENTS

7.3.1 The contractor shall provide a full event menu to the COR of all meals and snacks no later than 15 days from the scheduled event start date. The contractor shall provide non-alcoholic beverages, snacks and meals to all participants for the duration of the event. This includes an event day 1 dinner service; dinner shall be a hot meal including at least one meat item, one vegetable, one starch and desert along with an assortment of non-alcoholic beverages; day two and day three breakfast must include eggs, bacon, a starch (potatoes, etc), pancakes or waffles, coffee, milk, orange juice, water and pastries along with some type of children’s menu (cereal, etc); the morning snack service on day two, shall include a variety of whole fruit and at least one alternative option such as cookies, pastries, bagels, granola, yogurt, etc; the day two afternoon snack service shall include both a healthy and at least one secondary option. Both the AM and PM snack services must contain a variety of non-alcoholic beverages and be in close proximity to the general session room. The lunch on day two and day three, shall be a hot meal including at least one meat item, one vegetable, one starch and desert along with an assortment of non-alcoholic beverages and the day two dinner shall be a hot meal including at least one meat item, one vegetable, one starch and desert along with an assortment of non-alcoholic beverages. A reasonable service charge within industry standards is authorized.

This charge shall be a fixed percentage and included in your quote’s price submission.

7.3.2 Meal service can be buffet or plated. Total amount of meals provided to include: Day One Dinner; Day two Breakfast, Lunch and Dinner; Day 3 Breakfast and Lunch. Contractor shall have ample amount of food and beverage to accommodate the total agreed upon attendees.

7.3.3 All meals shall include child-friendly items such as macaroni & cheese, chicken fingers, hot dogs, cereal, etc.

8.0 Childcare

8.1 The Coast Guard requires non-personal services to provide childcare for up to 90 children for Coast Guard Yellow Ribbon events. Childcare service shall be available from 7:00 am – 5:00 pm on event day two and from 7:00am – 1:00pm or until event completion on event day three. The contractor shall be registered, licensed and insured as a childcare provider in accordance with the laws of the state in which the event is being held. The contractor shall provide a Childcare Compliance Officer who shall have 8 years of experience with overseeing and managing childcare staff and must understand the requirements set forth by the Government for childcare compliance. The contractor shall provide proof of state license and/or certification if required by state law, as well as copies of any other state childcare license(s) and/or certification(s) held. The contractor shall also provide documentation of safety and child accountability procedures, age-appropriate agendas, references and staff training records. Additionally, the contractor shall provide age-appropriate equipment, materials and supplies to support the approved agendas, as well as be able to accommodate children with special needs. The Contractor shall ensure contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States, the Department of Homeland Security (DHS) or the U.S. Coast Guard.

8.2 The Contractor shall provide qualified, licensed and/or certified personnel (in accordance with the laws of the state in which the event is being held) to provide childcare services for a United States Coast Guard Yellow Ribbon Reintegration Program event.

8.3 Ensure personnel to child ratios are maintained in accordance with the state law in which the event is being held.

8.3.1 All infants, toddlers and children must have staff supervision at all times and two adult staff members must be present at all times during child/youth program activities. At no time will any child under this contract be left under the supervision of volunteers, or summer hires/trainees under the age of 18 years of age.

8.4 Health and Safety

8.4.1 All children being cared for by the Contractor must have a registration form on file with the contractor that includes parents’ emergency contact information and child’s allergies or other serious medical conditions.

8.4.2 Childcare contractor must include safety and child accountability procedures (copy of documentation to be provided with proposal). Provider must establish check-in/ check-out procedures and supply written documentation of each child in attendance. Children must be accounted for at all times. Infants are placed on their back to sleep.

Sleeping areas for infants will not have surfaces that conform to the face, including a soft pillow, soft mattress, comforter, or stuffed toy. Ensure younger children do not have access to materials for older children that may present a safety or choking hazard.

8.4.3 Have a first-aid kit readily accessible which includes: disposable latex or non-porous gloves, soap and water, tweezers, bandage tape, sterile gauze, scissors, thermometer, and cold pack (kept in refrigerator which hotel provides).

8.4.4 Contractor must practice universal health precautions: disposable latex or non-porous vinyl gloves are worn when in contact with blood, including blood in feces, and articles contaminated with blood are carefully disposed of, or cleaned and disposed of, or cleaned and disinfected, or wrapped in plastic and sent home with parents.

8.4.5 Children must sleep within contractor’s sight and minimum state staff to child ratios followed.

8.4.6 The Contractor will perform general clean-up and pack-up procedures. All childcare rooms and equipment will be cleaned at the end of the day, to the standards required by the State of where the event is being held, federal regulations for childcare facilities, and the hotel/conference facility. The contractor will ensure that the rooms are left in the same condition as they were accepted upon completion of the event.

8.4.7 No childcare provider will administer medication to any child at any time unless liability/permission forms signed by the parent/guardian provide permission for the use of specifically noted medications in emergency circumstances.

8.4.7.1 Contractor shall not give any medications (including prescription or non-prescription), unless all of the following criteria are met:

8.4.7.1.1 The parent has indicated consent on the liability/permission form.

8.4.7.1.2 The medication has been provided by the parent/guardian.

8.4.7.1.3 The necessity of a medical emergency requires the administration of the medication provided by the parent/guardian (i.e. during asthma attack, allergic reaction to bee sting, etc.) and as noted on the consent form.

8.5 LICENSING AND INSURANCE COMPLIANCE

8.5.1 Child Services Licensing

8.5.1.1 Contractor shall be licensed, bonded and certified in accordance with the laws of the state in which the event is being held. The appropriate number of personnel (as defined by law and described in paragraph 5.2.2 of this PWS) shall be available for the event.

8.5.1.2 Contractor shall provide a copy of their childcare license(s) and certification(s) with proposal. Failure to provide proof may result in elimination of consideration for the contract.

8.5.2 Local, State, and Federal Background Investigation Requirements

Childcare contractor must provide a list of each employee working the event, as well as a copy of each employee’s most recent local, state or federal background check, no later than 14 days prior to the event. All background checks shall have been conducted within one year of the scheduled event date.

8.5.3 Liability Insurance

Childcare contractor must have liability insurance of $2,000,000.00 or greater prior to award of purchase order. A copy of the contractor’s liability insurance policy must be provided with the proposal.

8.6 CURRICULUM AND TEACHING EXPERIENCE

8.6.1 The contractor and its employees must have experience working with military children/youth.

8.6.2 The contractor must provide age-appropriate activities for children. All materials will be approved prior to the event. The Government Representative retains the right to exclude certain materials or information from being shared with the children.

8.6.3 The contractor will coordinate with the Government Representative and participating support agencies to provide activities for children/youth from the ages of newborn up to 17 years of age. The contractor will agree to work with these agencies to provide an agenda that is military child friendly.

8.6.4 Contractor shall provide a draft hourly schedule of activities for children ages 4 up to 18 years for approval by the Government Representative at least 14 days prior to the scheduled event. The final agenda will be provided to the Government Representative prior to event.

8.6.4.1 This schedule must include resiliency/coping training and age-appropriate activities to keep the children engaged and busy throughout the day.

8.6.4.2 The final copy of the approved hourly schedule shall be posted in the childcare rooms and provided to the Government Representative.

8.6.5 The contractor will be entrusted with the responsibility of creating customized childcare and entertainment for children with special needs. Contractor shall be able to accommodate children with special needs including, but not limited to, those listed below:

8.6.5.1 Skin Disorders

8.6.5.2 Down’s Syndrome

8.6.5.3 Developmentally Delayed Autism

8.6.5.4 Alopecia Areata

8.6.5.5 Tuberous Sclerosis

8.6.5.6 Hemophilia

8.6.5.7 Chemical and Food Allergies

8.7 SUPPLIES

8.7.1 Contractor shall provide all personnel, equipment (excluding audio visual equipment contracted by the Government per paragraph 3.2.2), supplies, and materials necessary to furnish full-time quality childcare.

8.7.1.1 Contractor shall provide all equipment required to care for 0-4 age group, including playpens, baby beds, nap pads, toys, etc.

8.7.1.2 Contractor shall also be responsible for providing personal protective items (i.e. gloves) for its employees.

8.7.1.3 Contractor shall provide all equipment (games, toys, music, books, paper, pencils, and crayons, etc.) required for engaging learning activities required for all age groups.

8.7.1.4 Coordinate with hotel to receive and ship materials/supplies needed for the Children’s program at contractor’s expense.

8.8 FOOD/BEVERAGE

8.8.1 Parents may take their child/children out of day care to dine with them or leave them with the childcare provider to be supervised while eating their lunch. Contracted childcare providers will not be included in the children’s lunch and are expected to provide their own lunch. Childcare coverage shall be maintained during all hours including lunch breaks.

8.8.2 Contractor shall take into consideration any food allergies identified by a child’s parent/guardian and take all necessary precautions to prevent that child from being served, coming into contact with, or otherwise ingesting those foods which he/she has allergies to. Known food allergies will be identified by parent or guardian on the child’s registration form.

8.9 INTERACTION WITH CHILDREN

8.9.1 Contractor will interact frequently with children.

8.9.2 Contractor will treat all children with respect.

8.9.3 Contractor will speak to them in a friendly, courteous manner.

8.9.4 Contractor will not criticize shame, tease, threaten, or yell at children.

8.9.5 Contractor will not use physical punishment or humiliation.

8.9.6 Contractor will ensure that children are escorted to the bathroom by at least two staff members, including one staff member of the same sex as the child.

8.9.7 Contractor must report all cases or suspected cases of child abuse immediately to the Government Representative, any Coast Guard Yellow Ribbon Program staff member and local authorities as outlined in state law.

8.10 SECURITY

8.10.1 Contractor shall ensure all children are accounted for at all times.

8.10.2 Contractor shall ensure sufficient staff will be available for childcare registration beginning at 07:00 am on day two and day three. Registration forms must document any medical conditions, dietary restrictions, special needs, parental contact information, etc. For the safety of the children, a numbered bracelet will be issued to each child and parent to ensure full control of custody, plus details of each child’s dietary and medical needs.

8.10.3 Contractor shall implement a sign-in/sign-out procedure. Each child shall be signed in/out of childcare rooms by the child’s parent or legal guardian. The parent or guardian must sign his/her child in upon arrival and sign his/her child out upon departure including lunch breaks.

8.10.4 Contractor shall ensure that children remain in the designated childcare rooms except during restroom visits, lunch and designated breaks. No child will be left outside of the designated childcare rooms, attended or unattended, except as specified in the preceding sentence.

8.10.5 Contractor shall ensure that area(s) where the childcare services are being held are restricted to authorized personnel only.

9.0. DELIVERABLES.

The Contractor shall consider items in BOLD as having mandatory due dates.

PWS DELIVERABLE / EVENT DUE BY

1.3.2 Event Day Meetings Designated by the COR

1.3.2 Follow on Event Meetings Designated by the COR

7.3.1 Full Event Menu Not later than fifteen (15) days pr ior to event. Due to the COR

8.1 Proof of State License and/ or

certification if required by state law

Due at time of proposal.

8.1 Copies of any other state childcare

licenses and or certifications held.

Not later than five (5) business days after the time of award.

8.1 Provide age appropriate childcare

activities with agendas.

Not later than five (5) days after the time of award.

8.1 Provide childcare staff training

records

Not later than five (5) days after the time of award.

8.1 Provide safety and childcare

accountability procedures

Not later than five (5) days after the time of award.

8.4.2 Provide written documentation of

each child in attendance

Due at time of departure from the event.

8.5.1.2 Provide childcare license (s) and

certification(s)

Due at time of departure from the event.

8.5.2 Provide a list of each employee

working the event

Not later than thirty (30) days prior to event.

8.5.2 Provide a copy of each employee’s

most recent local, state or federal background check

Not later than 14 (fourteen) days prior to event.

8.5.3 Provide a copy of childcare

providers liability insurance policy

Due at time of proposal

8.6.2 Provide age-appropriate activities

for children. All materials will be approved

Not later than 14 (fourteen) days prior to event

8.6.4

Provide a draft hourly schedule of activities for children ages 4 up to 18 years of age

Not later than fourteen (14) days prior to the event.

8.6.4

Provide final childcare agenda to

COR

Not later than three (3) days prior to the event.

8.6.4.2 Provide final copy of approved

hourly schedule to COR

Due at time of event start.

10.0 TERMINATION FOR CONVENIENCE OF THE GOVERNMENT

The Contracting Officer, by written notice, may terminate this contract, in whole or in part, when it is in the Government's interest. If this contract is terminated, the rights, duties, and obligations of the parties, including compensation to the Contractor, shall be in accordance with part 49 of the Federal Acquisition Regulation in effect on the date of this contract.