PWS Family Multi Event.pdf

Ver. October 2022

Performance Work Statement (PWS) for Meeting Venue, Lodging and Food Services for Multiple PRARNG Soldier and Family Readiness Program Events

1.0 General:

1.1 Scope: The contractor shall provide conference and lodging services, including meetings spaces, food and beverages, and accommodations, for a series of events to be hosted by the Soldier and Family Readiness Program (SFRP) of the Puerto Rico National Guard (PRNG). The services shall include conference rooms, banquet rooms, registration areas, lodging rooms, meal services, and parking spaces, for an estimated attendance of 25 participants. The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform the services in accordance with the requirements of this contract, ensuring a successful and satisfactory execution of the events except as specified in Paragraph

3.0 as Government Furnished, to execute multiple events for the SFRP Services.

1.1.1 Objectives: Provide Volunteers of the Soldier and Family Readiness Program (SFRP) with the necessary tools, skills, and knowledge to effectively support the mission of the program, in accordance with National Guard Bureau (NGB) requirements and applicable regulations. The training aims to equip volunteers with a comprehensive understanding of their roles and responsibilities, enabling them to make a positive impact on the lives of Soldiers and their Families.

1.2 Background: Conference and lodging services, including meetings spaces, food and beverages, and accommodations are required for the SFRP perform a series of trainings.

1.3 Period of Performance (PoP): The Period of Performance shall be from 4 April 2025 to 18 May 2025.

1.4 General Information:

1.4.1 Place and Performance of Services: Location will be within an approximate radius of 30 to 80 miles from Ft. Buchanan PR. The contractor shall provide services between the hours of 12:00 p.m. of the first day of event for set up and start of the activities until 5:00 p.m. of the last day of event as per paragraph 5.0. Services will be uninterrupted (24 hours). The contractor shall always 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.

1.4.1.1 Telework: The Government does not permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall, as needed, perform services on these days:

1.4.2.1 New Year’s Day: January 1st

1.4.2.2 Martin Luther King, Jr.’s Birthday

1.4.2.3 President’s Day

1.4.2.4 Memorial Day

1.4.2.5 Juneteenth

1.4.2.6 Independence Day: July 4th

1.4.2.7 Labor Day

1.4.2.8 Columbus Day

1.4.2.9 Veteran’s Day: November 11th

1.4.2.10 Thanksgiving Day

1.4.2.11 Christmas Day: December 25th

1.4.3 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-defective services. The contractor’s QCP is how it assures itself that its work complies with the requirements of the contract. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO) acceptance in writing of any proposed changes to its QCP.

1.4.4 Quality Assurance (QA). The Government shall rely on contractors' existing quality assurance systems as a substitute for Government inspection and testing before tender for acceptance unless customary market practices for the commercial product being acquired include in-process inspection. Any in-process inspection by the Government shall be conducted in a manner consistent with commercial practice. The Government shall rely on the contractor to accomplish all inspection and testing needed to ensure that commercial services acquired conform to contract requirements before they are tendered to the Government.

1.4.5 Installation Access and Security Requirements. Reserve

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, government equipment and materials shall be secured.

1.4.6.1 Key Control: None

1.4.7 Special Qualifications: None

1.4.8 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO within 3 calendar days after contract award. The CM or alternate shall 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 COR, (or the KO if a COR is not assigned), 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 the scope of the contract without an official modification issued by the KO. 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.

1.4.9 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e- mail) and dealings with Government or non-Government entities/ Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason.

1.4.10. 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.

1.4.11 Contractor Travel: Reserve

1.4.12 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 a product or service shall meet contract requirements.

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

2.2 Acronyms:

AAR After Action Report AFARS Army Federal Acquisition Regulation Supplement ANG Army National Guard AR Army Regulation AUP Acceptable Use Policy BBP Better Business Practice CDM Concept Development Meeting CFR Code of Federal Regulations CM Contract Manager CNGB Chief National Guard Bureau COMSEC Communications Security CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative COTS Commercial-Off-the-Shelf CUI Controlled Unclassified Information DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation FTE Full Time Equivalent 5 HQDA Headquarter Department of Army IA Information Assurance IT Information Technology JFHQ Joint Forces Headquarters KO Contracting Officer LNO Liaison Officer MOA Memorandum of Agreement MPM Mid-Planning Meeting MSR Monthly Status Report NACI National Agency Check Inquires NGB National Guard Bureau NLT Not Later Than OCI Organizational Conflict of Interest OCONUS Outside Continental United States ODC Other Direct Costs OPSEC Operations Security PII Protection of Personally Identifiable Information POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SME Subject Matter Experts TAR Travel Authorization Request TBD To be determined TE Technical Exhibit WAWF-RA Wide Area Workflow-Receipt and Acceptance

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will NOT provide property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: None

3.2 Materials: None

3.3 Equipment: None

3.4 Services: None

3.5 Utilities: None

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The Contractor shall provide the meeting package, lodging, and food service as described in this PWS.

4.1 General: The contractor shall furnish everything required to perform these services as indicated in this PWS.

4.2 Contractor Security Clearance: Reserve

5.0 Requirements: The contractor shall provide non-personal services, supervision and inspection, materials, venue, and equipment to accommodate PRARNG SFRP Events in accordance with this performance work statement (PWS). The requirement consists in providing and preparing venue for the event, and catering services, lodging, and parking area for two separate events as per table below with an attendance of 25 per event. The contractor shall provide per event listed:

Event Period of Performance Participants Volunteer CRISIS Training 4-6 April 2025 25 Volunteer Resiliency Training 16-18 May 2025 25

5.1 Meeting Event Venue/Package: The contractor shall provide a conference room to accommodate an estimated attendance of 25 participants from 12:00 p.m. from the first day of event to 5:00 p.m. of the last day of event for the full period of each event. The contractor shall provide for the conference room:

5.1.1 Meeting Package. The contractor shall provide one (1) conference room or training area:

5.1.2 One (1) conference for the main training event for 25 attendees and one (1) conference as banquet room. The Banquet Room can be the same as the Main Conference Room. If using the same room as the conference room, the contractor shall account for all necessary assembly, disassembly, and rearrangement of tables and areas to accommodate meal serving and consumption in an orderly fashion.

5.1.3 The conference space must provide tables (round), tablecloths and chairs for 25 attendees, divided in five (5) tables with five (5) chairs per table. In addition, contractor must provide two (2) tables (rectangle) with two (2) chairs per table for staff.

5.1.3.1 Contractor must provide adequate staff to assist with the setup of the event. This includes the tables, tablecloths and any equipment provided by the venue. In addition, the contractor should allow the staff to set up government furnished equipment such as projector, screen projector, speakers, banners, and articles. The conference room must be equipped with electrical source to connect such equipment.

5.1.4 Event location. The location should be within an approximate radius of 30 to 80 miles from Ft. Buchanan PR.

5.1.5 Registration area. The contractor shall set up two (2) tables and four (4) chairs located at the front desk or near the conference room for the registration processing.

5.2 Lodging: Provided upon request by the Government based on room availability at the current Per Diem rate for the location. The contractor shall provide 25 clean and smoke free double occupancy hotel/motel rooms in accordance with industry standards and the standards outlined in this PWS or each event listed in paragraph 5.0.

5.2.1 Check in Procedures: The (Hotel/Motel Property) must provide a check in/out service on a 24-hour basis, 7 days a week. The front desk will verify all personnel via valid identification (Military ID, Driver’s License, Passport, etc.) against the final roster or other authorized method.

Contractor shall not rely on wear of military uniform as an indicator of military status or authorization to receive lodging under the contract. The contractor will be responsible for collecting payment from any member who is required to make full or partial payment due to special requests for rooms other than those authorized. Any SFRP attendee who fail to meet the required checkout time will be held financially liable for all incurred costs. The government incurs no liability for a late checkout. Additionally, cancelations will be submitted the Contracting Officer’s Designated Government Representative in writing no later than 24 hours prior to check in at no cost to the government.

5.2.2 Living space: Each room shall contain living and sleeping areas in accordance with industry standards. Beds, linens and addition equipment provided by the Hotel/Motel Property shall also be in accordance with industry standards. Double rooms shall occupy no less than two people. Double rooms shall contain two standard sized beds (King, Queen, Double or Twin).

Roll away beds and pullout sofas cannot be considered as double occupancy rooms. Two standard beds must be included within a “double” room.

5.2.3 Standards: Rooms shall include all standard accommodations found within the commercial marketplace for “Midscale” hotel/motel services. Midscale Hotels typically include but not limited to internet access, a refrigerator, a microwave, television with cable access, Iron and iron board, and an alarm clock. Rooms shall also comply with all Municipal, State and Federal environmental, health and safety standards.

5.2.4 Heating, Air Conditioning, and Ventilation: Lodging shall be provided with heating, air conditioning, and ventilation necessary to maintain comfort for guests.

5.2.5 Safeguarding Valuables: The contractor shall provide a means of storing and safeguarding, in a safe or vault, small high-valuable personal property of the occupants.

Receipts for the stored items must be furnished to the guest. Any cost shall be paid by the individual, not the Government.

5.2.6 Telephone: A telephone in good working order, with free local access be provided in each room. The occupant is personally responsible for telephone charges exceeding the free local access. The government shall incur no liability for telephone calls.

5.2.7 “Do Not Disturb” Signs: All rooms shall have such signs available. Contractor personnel shall respect them when displayed.

5.2.8 Bathrooms: Bathrooms shall be maintained and be in sanitary condition. Bathrooms shall contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror. Additionally, bathrooms must have adequate lighting and grounded electrical outlets for use of electric devices. The shower or shower/tub combination shall have shower doors or curtains.

5.2.9 Linen Services: Shall be in accordance with industry standards. General daily housekeeping, to include making beds, replacing towels, emptying trash receptacles, cleaning floors and sanitizing bathrooms shall also be in accordance with these standards.

5.2.10 Custodial/Sanitation Services: The contractor shall maintain a clean and healthy environment. All custodial/sanitation services shall be in accordance with commercial standards.

5.2.11 Information Services: Desk clerks shall be able to explain to occupant’s miscellaneous charges not covered by this statement of work, for example, telephone charges, room service, etc.

5.2.12 Additional Amenities/Service: All facilities and courtesies customarily extended to occupants without charge (i.e. pools, lounges, parking areas, etc.) shall also be made available without additional charge to the Government under this contract. All extra services not specified in this statement of work, or not normally included in the room rate, shall be paid by the individual(s). The contractor shall provide concierge, shuttle, or extra services at no cost if provided to other guests.

5.3 Security: The contractor will ensure a safe and crime free environment.

5.3.1 Lodging security: The rooms shall be secured and access limited to occupants, cleaning staff, and management in case of emergencies. All entrance doors to these rooms shall have interior security locks, either deadbolt or any other government approved lock, and an entrance peep hole. If the room has sliding glass or French doors, they shall be equipped with an effective locking device. Each room occupant shall be provided with a room key.

5.3.2 Building security: All doors for main building entrances shall have controlled secured access. Each parking lot shall be equipped with enough lighting for safety of the members and their belongings.

5.4 Food Services. The contractor shall provide one (1) banquet room to accommodate 25 individuals near the session rooms. This Banquet Room can be the same as the Main Conference Room.

5.4.1 The Contractor shall provide three meals per day (breakfast, lunch, and dinner) that consist of hot and cold options, including vegetarian and gluten-free choices and snack breaks, one in the morning and one in the afternoon as described in technical exhibit 1. Meals shall be self-serve buffet style. The Contractor shall ensure that all food is prepared and served in accordance with local health codes and that special dietary accommodations are made for individuals with vegetarian, vegan, kosher and halal requirements. Beverages, including water, juice, an/or soft drinks, shall be provided with each meal.

5.4.2 The Contractor shall also provide catering equipment and supplies, including utensils, plates, and napkins, and shall manage food waste and trash in accordance with local regulations.

5.5 Parking Service. The contractor shall reserve no less than 25 parking spaces at no additional cost for each throughout the full duration of each event. Due to security requirements, the contractor shall provide parking space within the premises of the event venue. Parking that requires personnel to exit the areas of the event (for example, a public parking across the street outside the contractor’s control), or that may compromise the safety of the attendants shall not be accepted.

5.6 General Information.

5.6.1 The attendance is an estimated participation. In the event of a cancellation or reduction, the Government shall notify within 72 hours prior each event. Should there exist a circumstance to partially or totally cancel an event and adjust (increase or decrease) the number of participants, these shall be coordinated for approval with at least 5 days in advance through the contracting officer.

5.5.2 The point of contact for this requirement shall contact the contractor no later than 14 days/weeks prior the day of the event for menu confirmation and event specific event details.

6.0 Applicable Publications: None

6.1 Applicable Forms: None

TECHNICAL EXHIBIT 1

Food and Beverage Schedule

ITEM First Day of Event (Friday) QUANTITY 1 Dinner 6:00 p.m. – 7:30 p.m. 25 2 Break 9:00 p.m. – 9:30 p.m. 25

ITEM Second Day of Event (Saturday) QUANTITY

1 Breakfast 7:00 a.m. – 8:00 a.m. 25 2 Break 10:15 a.m. – 10:30 a.m. 25 3 Lunch 12:00 p.m. – 1:00 p.m. 25 4 Break 2:30 p.m. – 2:45 p.m. 25

ITEM Third Day of Event (Sunday) QUANTITY

1 Breakfast 7:00 a.m. – 8:00 a.m. 25 2 Break 10:15 a.m. – 10:30 a.m. 25 3 Lunch 12:00 p.m. – 1:00 p.m. 25