PWS.pdf

Ver. May 2018

PERFORMANCE WORK STATEMENT (PWS)

FOR

Yellow Ribbon Reintegration Program Event Services

1.0 General:

1.1 Scope: The contractor shall provide all materials and arrangements for the use and set-up of a 3-diamond or higher AAA rated venue (based on availability), or convention center style facility for a two (2) day event located in the state of Oklahoma, as defined in this PWS. The use of casinos or casino type establishments shall not be permitted.

A site visit shall be conducted after award, for pre-planning prior to the event. A total number of participants will be provided and all logistical planning will be finalized, to include the collection of menus for adults and children.

1.2 Background: The State Family Programs Office (SFPO), Yellow Ribbon Reintegration Program (YRRP) is a proactive outreach program that operates from pre-deployment to post-deployment. Each event is designed to assist Service members, as well as family members and Designated Individuals with resources and benefits in their communities. These events and activities are conducted in geographically centric locations to ensure maximum participation.

1.3 Period of Performance (PoP): April 23-24, 2022 in the Oklahoma City Metro area.

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS). Add the following statement if a QCP is to be delivered and add the plan to the list of deliverables required in Technical Exhibit (TE) 2, Deliverables Schedule. A final QCP shall be submitted to the Contracting Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.2 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.3 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 Christmas Day: December 25th

1.4.4 Place and Performance of Services: The contractor shall provide services between the hours of 0630 and 1800 Friday thru Sunday except on recognized US holidays. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.5 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.

2.0 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 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.

2.2 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 SFPO State Family Programs Office SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence YR Yellow Ribbon YRRP Yellow Ribbon Reintegration Program

3.0 Requirements: The contractor shall:

3.0.1 Registration. Provide a room or area for the main registration. The area shall have, at a minimum, six (6) tables, with linens and a minimum of two (2) chairs per table. The area shall be located in front of the main conference area/foyer. The area shall have access to wall outlets near the tables.

3.0.2 One (1) refreshment table set up with water and five (5) gallons of coffee, to include the following condiments: sugar, creamer, stirrers, and cups. The refreshment table shall be set up from 0730 to 1300. Coffee shall not be replenished after 1300.

The refreshment table shall be located near the registration area.

3.0.3 Exhibit Area/Tables. One large area, or hallway, with 30 tables with linens and two (2) chairs per table. Area shall be situated in close proximity to the General Session room to allow attendees to easily assess the vendors during breaks.

3.0.4 General Session. Provide the main conference room/dining area combination.

Requires one (1) large room/area to seat up to 150 people for the duration of the event.

The Main conference room/dining area shall include banquet tables, with linens, and chairs to accommodate the number of participates. The area can be used as the dining area for lunch. There shall be trash receptacles stationed inside and outside the main conference room. Shall abide by applicable fire code regulations and health department social / physical distance guidance.

3.0.5 Breakout Rooms. Provide up to five (5) break out rooms. Break out rooms shall seat up to 40 people per room for the duration of the event. Break out rooms may not be required at every event, therefore, pricing will need to be eliminated when break out rooms are not required. The five (5) break out rooms shall only be provided on Sunday, April 24, 2022, therefore pricing shall not be included on Saturday. Break out rooms do not require tables.

* If the venue is unable to provide five (5) break out rooms, the main conference room area can serve as two (2) of the five (5) break out rooms if there is a wall divider AND if it can seat 60 people (per side) AND there is A/V (per side).

3.0.6 Counseling Room. Requires one (1) room, or secluded area, for private “one on one” counseling, with at least one (1) table, seating, and a box of facial tissues and trash receptacle for the duration of the event. The room shall be large enough to support four (4) adults.

3.0.7 Childcare Rooms. Shall have two (2) large sterilized rooms (in close proximity of each other) for childcare. Childcare rooms shall have one (1) table and two (2) chairs to be centrally located in front of these rooms for registration purposes. Both rooms must be suitable to seat up to 10 children, age range of 6 weeks to 5 years old.

CHILDCARE ROOM ONE shall be have up to three (3) rectangle tables for supplies and diaper bags, three (3) comfortable chairs. Round tables and adequate seating shall be provided to accommodate up to 10 children for activities and refreshments.

CHILDCARE ROOM TWO shall be free of furniture and chairs, except for one (1) table against a wall for supplies. Each childcare room shall have a refreshment table set up which includes water, plastic or paper cups, paper towels, facial tissue, and trash receptacles. Linens shall not be supplied in childcare rooms.

3.0.8 Youth Rooms. Requires two (2) large rooms in close proximity of each other for youth activities. Youth rooms shall have one (1) table and two (2) chairs to be centrally located in front of these rooms for registration purposes. Both rooms must be suitable to seat up to 15 children, age range of 6 to 18 years old.

YOUTH ROOM ONE shall be have up to three (3) rectangle tables for supplies. Round tables and adequate seating shall be provided to accommodate up to 15 children for activities and refreshments. YOUTH ROOM TWO shall be free of furniture and chairs.

If a large room is not available, two rooms that can be joined by removing an accordion wall may be an option for youth room one. Each childcare room shall have a refreshment table set up which includes water, plastic or paper cups, paper towels, facial tissue, and trash receptacles. Linens shall not be supplied in youth rooms.

3.0.9 Lactation Room. One (1) private locking room for nursing mothers with comfortable couches or chairs, electrical outlets, and a refrigerator (any size). Nursing mothers shall have access to a sink with running water, hand soap, paper towels, and trash receptacle.

3.0.10 Audio and Visual. Usage is required in all rooms with the exception of the resource booth area. Main conference rooms shall be appropriately equipped with enough Projectors, and Projector Screens (2 minimum), with sound to accommodate proper viewing for up to 150 participants, one (1) Lavaliere, one (1) Wireless handheld Microphone, one (1) podium and small table for presentation items. There should be access to wall outlets/power source near the staging area. Audio/Visual equipment must be equipped with HDMI connections. Audio/Visual shall belong to and maintained by property/venue site and not the Contractor.

Childcare room one shall have 1 projector, 1 projection screen, and 1 DVD player.

Connections for sound from Laptop or DVD player to system shall be available.

Youth room one shall have 1 projector, 1 projection screen, and 1 DVD player.

Connections for sound from Laptop or DVD player to system shall be available.

Each break out room shall have 1 projector, 1 projection screen, 1 wireless microphone, 1 DVD player and HDMI connections. Connections for sound from Laptop or DVD player to system shall be available. *Break out rooms are for Sunday only.

Wi-Fi Internet is required for resource/ registration areas, general session areas, break out rooms, and childcare and youth rooms. Wi-Fi password shall be provided by 0730 Saturday.

3.0.11 Refreshments. Light refreshments are required for morning and afternoon sessions. Refreshment menu should avoid common allergies (fish, shellfish, peanuts, etc.) and clearly label allergens when necessary.

a. Refreshments shall consist of a buffet with options for up to 100 guests per refreshment session.

Morning refreshments shall consist of donuts and pastries, bagels with cream cheese, and fruit trays. The refreshment table shall include coffee and hot water for provided tea bags, with all condiments (including honey), and orange or apple juice.

Afternoon refreshments shall a variety of selections/options (at least two (2) available selections, including a vegetable trays and assorted fruit trays). The refreshment table shall include lemonade, tea or a caffeinated beverage, water with cups and trash receptacles. The contractor shall provide a detailed menu upon day of the walk thru.

b. All refreshments for Childcare and Youth shall consist of ‘child’ options for up to 20 guests per session.

The children morning refreshments menu will consist of an assortment of yogurt and applesauce, mixed sliced/chopped fruit tray (or fruit cups), and cereal bars. The morning beverage table to include a total of up 20 assorted juices (orange juice, grape juice or apple juice), milk (whole and 2%), water with cups and trash receptacles.

Afternoon refreshments shall consist of any assortment from the afternoon refreshment list (at least two (2) options/selections, including a vegetable or trays). The afternoon beverage table to include a total of up 30 lemonade/fruit punch and flavored water.

Childcare refreshments shall take into consideration health dietary requirements, allergies, choking hazards, and ease of consumption, i.e. fruits should be sliced or chopped into small child bite size pieces and no nut products. Tea or caffeinated beverages shall not be served to children. The contractor shall provide a detailed menu list upon day of the walk thru.

c. Refreshment Times. Morning refreshments shall be staged and ready by

0800 on each day of the event. Afternoon refreshments shall be provided at 1400 hours on each day of the event. *Applies to all participants (Adults and Childcare and Youth groups).

d. Afternoon refreshments and healthy snacks for the Childcare and Youth groups, ages 1-18 years of age only, for up to 20 children shall be provided at 1400 hours on day of event. Caffeinated beverages or snacks shall not be high in sugar content such as cookies and candy.

e. All remaining food shall be boxed for the SFPO/YRRP personnel to take after each event is has ended or to-go-boxes or any type of food containers shall be provided for the YRRP personnel to box at the end of each lunch.

f. Refreshments prices shall be inclusive of set-up, silverware, plates, cups, condiments, and clean up.

3.0.12 Children’s restroom shall be segregated from the rest of the event and public, but in close proximity of the child and youth rooms. Restrooms shall have stalls that are wheelchair accessible.

3.0.13 All requests listed from line number 3.0.1 through 3.0.12 shall be provided both days (Saturday and Sunday) from 0630 to 1700, unless annotated for a specific day. All rooms and areas requiring tables with linen and chairs shall be set up and ready for use by 0700, Saturday.

4.0 Contractor Manpower Reporting Application (CMRA):

4.0.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the YRRP via a secure data collection site.

4.0.2 The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with fiscal year 2020, which begins October 1, of 2020. Contractors may direct questions to the help desk at http://www.ecmra.mil.

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).

Performance

Objective Performance Standard Acceptable Quality

Levels (AQL) Surveillance Method / By

Whom

3.0 The contractor shall provide a

venue of excellent quality for a total of two

(2) days.

The contractor shall provide a 3-diamond or higher rated location for the event for each day of an event. All requested rooms shall be available. All rooms shall be within reasonable distance from each other. Access to multiple restrooms shall be available and be wheelchair accessible.

Restrooms for children shall be segregated if layout allows.

Wi-Fi signal strength shall be able to support the capacity of the participants. The contractor shall allow a walk-thru prior to the event. All break out rooms shall support the capacity of 40 quests and shall have A/V equipment.

A five-diamond rating matrix system used by American Automobile

Association (AAA).

Venue may be an indoor convention center style venue.

Venue shall allow the size, space, and layout to offer a pleasant ambiance for the capacity requested.

Restrooms shall remain clean and fully stocked throughout the event.

Visual inspection prior to the event / COR

3.0.10 The contractor shall provide

high quality and performance of audio and visual for a total of two

(2) days.

The contractor shall provide A/V equipment that is up-to-date with all available VGA, DVI, HDMI, and Component Video options to connect to monitors, laptops, and projectors. Provide wireless microphone and lavalier. The contractor shall allow a walk-thru prior to the event in order to test equipment. A/V equipment, and connections shall be available in all break out rooms. *(Sunday Only for break out rooms).

Audio and video connectors shall be available. Successfully, display on projector screens are designed to maximize the visual quality of digital display.

Sound quality is properly projected throughout the room and shall be able to connect presentations with a thumb drive or

DVD.

Visual inspection of the A/V set up operations will be tested the day before the event and 1 hour prior to the start of the event.

3.0.11 The contractor shall provide

Grade A standard-quality and preparation of catered refreshments for

The contractor shall ensure that the caterer follows all FDA

Food Codes, food handling and sanitation procedures and food safety procedures. The catered refreshments preparers shall have a current state inspection and a Grade A

Prepared food shall be keep clean, cooked thoroughly and served at safe serving temperatures.

Beverages must be cold. Food preparers shall wear hair covers, Random visual monitoring /

COR

a total of two (2) days.

standard. The contractor shall provide a refreshment list prior to the event for approval.

facemasks and gloves while preparing refreshments.

Refreshments for children shall be chopped into small bite sizes.