PWS Marked Up Baltimore SOW final.pdf

ANG Yellow Ribbon Event Performance Work Statement

Baltimore, Maryland

1.0 General: This is a non-personal services contract to provide support for a Yellow Ribbon Reintegration Program (YRRP) event, 10-12 March 2023. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Prime Contractor who, in turn, is responsible to the Government.

1.1 Scope: The Government is anticipating approximately 300 Attendees. Attendees requiring lodging will arrive on Friday. Attendees will register Saturday morning. Attendees will depart on Sunday after the event. YRRP Staff will arrive the Wednesday before the event. Staff will depart on Sunday or Monday.

1.2 Objectives: The Contractor must provide for the requested number of attendees’ lodging, meeting space, and childcare to accommodate one (1) event, ensure adequate space for learning, and meet the needs of the units within the Air National Guard. The Contractor shall provide hotel rooms, meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for community partners, parking, and service of meals and snacks. The Contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon presentations and training and shall provide government personnel and their families attending the event with quality accommodations and identified support services.

1.3 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items 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.

1.4 Reserved

1.5 Period of Performance (PoP): The Period of Performance shall be 10 through 12 March 2023.

1.6 General Information:

1.6.1 Place and Performance of Services: The Contractor shall provide services to support one (1) Yellow Ribbon Event, including lodging, meeting space, meals, audio/visual, additional support items, parking, and COVID-19 safety precautions when the CDC Community level is above “low”. The Government will not be responsible for room service charges, long-distance phone calls, movie rental charges, laundry, or other incidental room charges. Any such charges shall require the occupants to provide their personal credit cards to secure payment for those charges. The Government shall provide a preliminary room count upon award of the contract and a final room count seven (7) days prior to the event start date.

1.6.2 Venue: The Contractor shall provide lodging for staff and attendees for one (1) Yellow Ribbon event. The venue needs to be within the Washington D.C. or Baltimore area, no more than 25 land miles from either location. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria. The venue should be within walking distance of other restaurants and family-friendly activities.

1.6.2.1 Security: The Contractor shall limit conference area entries to outsiders during the event. Armed security officers or off-duty police are not required for this event.

1.6.2.2 COVID-19 Safety Protocol: When the CDC Community level is above “low”, social distancing will be always followed including registration, General Sessions, Breakout Sessions, and during meals. The Contractor must consider additional space needed for socially-distance tables and seats.

1.6.2.3 Hand sanitizer will be provided throughout the venue including the registration area, General Session, and Breakout session areas.

1.6.2.4 Additional cleaning steps should be taken by the venue to ensure sanitization of meeting rooms and common-area surfaces.

1.7. Meal service will be self-serve. If CDC community risk is high then the venue staff will serve all cafeteria style food items. Venue serving staff should be appropriately masked and gloved if community COVID levels are above “low”.

1.7.1 Partitions such as a plexiglass divider shall separate the attendees from the food service area if the COVID community risk is High per the CDC website.

1.7.2 Disposable masks shall be provided by the contractor to ensure all participants are provided a mask if requested.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or services to the Government. The term used in this contract refers to the prime.

2.1.2 Contract Administrator: The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.3 Contracting Officer: 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.

2.1.4 Contracting Officer’s Representative: An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has the authority to provide technical direction to the Contractor if 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.

2.1.5 Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6 Deliverable: Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.7 Government-Furnished Property or Government Property: Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 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.

2.1.9 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.10 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.

2.1.11 Quality Assurance Specialist: An official government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12 Quality Control: All necessary measures are taken by the Contractor to ensure that the quality of a product or service shall meet contract requirements.

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

2.1.14 Workday: The number of hours per day the Contractor provides services in accordance with the contract.

2.2 Acronyms:

DOD Department of Defense CFP Contractor Furnished Property GFP Government Furnished Property NLT No later than PWS Performance Work Statement

3.0 Government Furnished Property, Material, Equipment, and Services (GFP/M/E/S):

The Government will not provide the property, material, equipment, and/or services to the Contractor to assist the Contractor with the requirements of this PWS.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The Contractor shall furnish all supplies, equipment, facilities, services, labor, and management necessary to perform PWS and other contract requirements.

5.0 Requirements: The Contractor shall provide services to support the Yellow Ribbon Event, including lodging, meeting space, meals, audio/visual, additional support items, parking, and shuttle service. The Government will not be responsible for room service charges, long-distance phone calls, movie rental charges, laundry, or other incidental room charges. Any such charges shall require the occupants to provide their personal credit cards to secure payment for those charges. The Government shall provide a preliminary room count upon award of the contract and a final room count seven (7) days prior to the event start date. The Government shall only pay for lodging rooms used.

5.1 Lodging: The Contractor shall provide lodging for staff and attendees for (1) Yellow Ribbon event. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria.

5.2 Estimated attendees will need lodging for a total of two (2) nights. Two hundred (200) double-bed and/or single bed sleeping rooms Friday night and Two hundred (200) double-bed and/or sleeping rooms Saturday night for a total of Four Hundred (400) Sleeping-room-nights. The contractor shall block off the rooms for a given time period. The members will reserve the rooms individually.

5.2.1 In addition, the Contractor shall provide staff sleeping rooms. Staff sleeping rooms will be no more than the Government per diem rate. Six (6) Rooms requested from 08 March through 12 March. An Additional Six (6) rooms for two (2) nights each,10 and 11 March, for staff only. The Contractor will provide Four (4) rooms at two (2) Nights each 10 and 11 March, for VIP’s attending at Total of forty-four (44) sleeping room nights. This requirement is separate from the attendees rooms. The contractor shall block off the rooms for a given time period. The members will reserve the rooms individually.

5.3 Registration: The Contractor shall set up a Yellow Ribbon registration table on Friday at 4:00 PM - 6:00 PM and Saturday from 5:30 AM – 4:00 PM preferably in proximity to the event’s General Session. The area shall be used by the YRRP staff to provide sign-in, welcome, and orientation packages for attendees. The area shall have four (4) registration tables and the tables shall be properly dressed in tablecloths and skirts.

Complimentary wireless high-speed Internet access for ten (10) YRRP Event Staff shall be provided for the Registration Area. A power source shall be provided for at least two computers and two printers and one power strip. Rope stanchions, signage, and sufficient easel stands to direct traffic to the registration area shall be provided.

5.4 Meeting Room Accommodations:

5.4.1 Meeting Rooms consist of a General Session room, Breakout Session rooms, Childcare rooms, Registration space, Vendor/Exhibitor space, Operations Center room, and Counseling rooms. All Meeting Rooms are available from Friday at 4:00 PM until

S u n d a y at 1:00 PM except for the Operations Center and Logistics Storage which is available on Wednesday at 8:00 AM through Sunday at 5:00 PM. The rooms shall meet the requirements below, be available for the entire event days, and be accessible during the hours of the conference.

5.4.2 The Contractor shall provide water stations and/or pitchers filled with water and glasses/cups for General Session and each Breakout Session Room from 7:00 AM - 4:00 PM Saturday. Event Staff will provide the Contractor with an Event Agenda including break times to refresh rooms.

5.4.3 The Contractor shall provide one (1) General Session room capable of holding three hundred (300) attendees set with rounds of 6-10 (preferably rounds of 10 if 72-inch diameter tables are available). Social distancing must be considered in room staging.

The General Session Room shall not be re-arranged to serve as Breakout Rooms. The General Session Room and the Breakout Rooms shall be separate spaces. The General Session room shall be used for dining purposes and a large meeting room. The following requirements shall be met for the General Session Room: A stage that is completely dressed. The stage shall include one (1) podium with two (2) wireless microphones and two (2) lavaliere microphones. This room shall have one (1) projector and one (1) projector screens with high-speed Internet for three (3) connections. An area shall be set up for a presenter to connect a computer to the projectors and connect to house sound.

The presenter will also require a power strip. One (1) American flag with pole and stand and one (1) State (MD) flag with pole and stand. The Contractor shall ensure that Core or Advance Party staff can direct which doors are locked or unlocked to control access to the General Session room. A minimum of four (4) water stations with cups, and four

(4) trashcans. This room shall be available for A/V check on Friday before the event NLT 4:00 PM Through Sunday 1:00 PM.

5.4.3 Breakout Session Rooms. The Contractor shall provide meeting space for seven

(7) Breakout Session rooms. The rooms shall be available for the entirety of Saturday and Sunday through 1:00 PM and accessible during the conference.

5.4.3.1 All seven (7) of the Breakout Session Rooms shall be configured as follows:

1. Set up in classroom style with seating for fifty (50) people

2. One (1) 10 x 10 projector screen or larger

3. One (1) LCD projector with connections

4. One (1) A/V table

5. One (1) hand-held wireless microphone and one (1) lavaliere microphone with connection to house sound

6. Provide sound connection to house sound for laptops to play videos

7. Provide one (1) wireless USB presentation clicker in each meeting room

8. Internet service for two (2) connections (wireless or hardwire)

9. All necessary adaptors and cables for provided projectors

10. One (1) power strip

11. One (1) trashcan

12. Water/Coffee station with cups

5.4.4 Childcare Rooms. The contractor shall provide two (2) Childcare Rooms. Childcare Rooms will be near each other and will be away from exits, elevators/escalators. The Contractor will ensure that Childcare Rooms are in an area where access is blocked to outsiders and hotel staff (for example, at the end of a hallway). Access to this area will be controlled by Core or Advance Party staff and Childcare staff. One (1) six-foot banquet table with tablecloths and skirting and two (2) chairs will be set up in the area to control access to the Childcare Room

5.4.4.1 Childcare Rooms shall be configured as follows:

One (1) Meeting Room that can accommodate ten (10) children in each room, ages 0-5 years. Each room shall consist of the following items per day:

1. A water station with cups

2. One (1) large trash can

3. One (1) refrigerator

4. Two (2) portable cribs (or pack and play)

5. One (1) television with DVD player

6. One (1) table with tablecloth that can seat ten (10) each

One (1) Meeting Room that can accommodate Ten (10) children, ages 6 years and older.

Each room shall consist of the following items per day:

1. A water station with cups

2. One (1) large trash can

3. One (1) television with DVD player

4. One (1) table with a tablecloth that can seat ten (10) each.

5. Lunch will be eaten by the children in the designated rooms. Lunch will be served buffet style with the buffet set up near the two (2) rooms. The Contractor will provide additional staff as needed to assist with serving.

5.4.5 Counseling Rooms

5.4.5.1 The contractor shall provide one (1) Counseling Room. The room will be conference table style with seating for up to ten (10) people. The room shall include one

(1) conference table with ten (10) chairs. The room shall consist of the following items per day:

1. pens and note pads

2. a water station with cups

3. one (1) trash can

5.4.6 The Contractor shall provide one (1) vendor/exhibitor space in an area adjacent to the General Session room capable of holding a minimum of 25 tables with two (2) chairs for each vendor display, and three (3) garbage cans. The tables shall be properly dressed in tablecloths and skirts.

5.4.7 Operations Center. The Contractor shall provide one (1) meeting/conference room to be used by the staff as an Administrative Operations Center. The room shall be available on Wednesday at 8:00 AM through Sunday at 6:00 PM. The room shall have complimentary wireless Internet access for 10 users, and five (5) power strips. The room shall encompass a conference table with chairs. The room shall consist of the following items per day:

1. One (1) hotel phone with capabilities to call any in-house number.

2. Pens and note pads

3. keys or digital access

4. A water station with cups

5. One (1) large trashcan.

6. This space must be able to be locked and secured with keys or digital access given to the Core Staff. In the event a hotel phone is not available, the Contractor shall secure a means of communication between the Operations Center and hotel staff offices/guest lodging rooms.

5.5 Childcare:

5.5.1 Childcare is being handled separately from this PWS.

5.5.2 Meals and Snacks

5.5.2.1 Breakfast – No requirement. Children will eat this meal with their parents.

5.5.2.3 Saturday Lunch - Parents must pick up their children for lunch break. Children will eat this meal with their parents.

5.5.2.4 Contractor must provide snacks for children, in the morning and afternoon – Saturday only.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

ANNEXES / ATTACHMENTS

ANNEX A – Catering

Food and Beverage. The Contractor shall provide three (3) meals total based on the Banquet Event Order (BEO) with two (2) meals (Breakfast and Lunch) on Saturday and one (1) meal (breakfast) on Sunday. Food and beverage charges are based upon a maximum of 300 servings per meal (Saturday) and 200 servings per meal (Sunday). Self-serve beverage stations are preferred at each meal. GSA Per Diem rates for food shall apply. The dining room will be in the General Session meeting room. The Contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice. The Contractor must be in compliance with all applicable regulations regarding food and beverage services. The cost will not exceed government per diem rates associated with the hotel’s physical address as determined on the GSA website. Final count for meals will be provided NLT seven (7) days before the event.

The Contractor shall provide snacks through out the event for both Child care Rooms.

Snacks shall consist of water and juices, fruits and crackers.

For COVID-19 safety, social distancing will be observed during meal service times.

Venue staff shall serve all meals cafeteria-style when CDC Community levels are above “low”.

The meal service area shall be separated from the attendees’ meal line by plexiglass dividers or other acceptable dividers when COVID community level is HIGH as identified by the CDC website.

1. Coffee, tea, and water shall be available from 7:00 AM to 4:00 PM Saturday and 07:00 AM – 1:00 PM Sunday.

2. Breakfast. A hot food buffet shall be available from 7:00 AM to 8:00 AM Saturday.

The buffet shall include such items as scrambled eggs, and meat (bacon or sausage) and starch (potatoes or grits), and oatmeal or waffles or pancakes or French toast, or pastries, and yogurt, and fresh fruits. Drinks shall consist of coffee, tea, milk, and juice. Self-serve beverage stations are preferred.

3. Lunch. A hot food buffet shall be available from 12:00 PM to 1:00 p.m. on Saturday. Buffet(s) shall include two entrees with items such as baked or broiled chicken entrée and beef or pasta entrée, and garden salad with assorted toppings and dressings, a n d a vegetable option, and a starch selection, and a dessert.

Drinks shall consist of coffee, and iced tea, and lemonade. Self-serve beverage stations are preferred.

4. Dinner. No dinner provided.

5. Breakfast. A hot food buffet shall be available from 7:00 AM to 8:00 AM Sunday.

The buffet shall include such items as scrambled eggs, and meat (bacon or sausage) and starch (potatoes or grits), and oatmeal or waffles or pancakes or French toast, or pastries, and yogurt, and fresh fruits. Drinks shall consist of coffee, tea, milk, and juice. Self-serve beverage stations are preferred.

A final BEO shall be submitted to the COR seven (7) calendar days prior the event.

ANNEX B – Additional Support Items

The following items are required to support the event:

1. The Contractor shall provide up to five (5) display stands/easels able to support standard poster-sized signage to place throughout the Event(s) area. These shall be available at 9:00 a.m. on Friday.

2. The Contractor shall provide a dedicated Audio/Visual person on-site to be available to assist during the event from 6:30 AM – 4:00 PM Saturday.

3. Contractor shall provide a laser printer with toner and two reams (500 sheets each) of paper. Supplied printer should be capable of printing a minimum of 28 pages per minute in black and white.

ANNEX C- GSA Rates – Zip Code dependent. Per Diem Rates | GSA https://www.gsa.gov/travel/plan-book/per-diem-rates