PWS_MAY 2024_SB Couples.pdf

PERFORMANCE WORK STATEMENT (PWS)

For Oregon Air National Guard Strong Bonds Couples Retreat

Event Space, Catered Meals, and Lodging – May 17-19, 2024

1.0 General Concept

1.1 Portland Air National Guard (PANG) will conduct a Strong Bonds (SB) Couples Training Event on May 17-19, 2024. The SB Coordinator is seeking a FEMA registered facility to accommodate lodging, conference, and dining accommodations to include catering for 27 couples, and 1 staff. Total estimate of people is 55 Adults/28 rooms in a resort-like atmosphere outside of major metropolitan areas and within 180 miles of the Portland Air National Guard Base. The designated government representative holding this event is not authorized to change the terms and conditions of the resulting contract. The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform (Description of Requirement) Services, as defined in this PWS.

1.1.1 Objectives: Provide lodging, meals, and conference space for 55 adults in 28 rooms in a resort-like atmosphere outside of major metropolitan areas and within 180 miles of the Portland Air National Guard Base.

1.2 Lodging requirements:

Check In Date Duration Description Quantity

May 17, 2024 Two Nights Double Occupancy 28

1.3 Meal requirements:

Date Description Breakfast

Headcount Coffee/Tea Headcount

Snack Lunch

Headcount Dinner

Headcount

May 18, 2024 Adult Meals 55 55 55 55

May 19, 2024 Adult Meals 55 55 55

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services outlined below:

Date Description Breakfast Time

Coffee/Tea Time

Snack Time

Lunch Time

Dinner Time

May 18, 2024 Adult Meals

8:00 am 10:00 am 12:00 pm 6:00 pm

May 19, 2024

Adult Meals

8:30 am 10:00 am 10:00 am

1.4.2 Event Space Requirements:

1.4.1.1 Telework: NOT AUTHORIZED. The Government will does not permit the contractor to telework in support of this requirement.

1.4.4 N/A

1.4.5 N/A

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

1.4.9 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 Point of Contact (POC). 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 POC, 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.

1.4.10 N/A

Date Times Description Quantity Headcount

May 17, 2024 6:00 pm – 9:00 pm Registration Space in General Session Area

1 draped rectangular table

N/A

May 18, 2024

6:00 am – 9:00 pm General Session Conference Space

Rounds – 6 per table

May 19, 2024 6:00 am – 12:00 pm General Session Conference Space

Rounds – 6 per table

2.0 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.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.2 Acronyms:

CM Contract Manager DoD Department of Defense EC Event Coordinator FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services KO Contracting Officer PII Personally Identifiable Information POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QC Quality Control TE Technical Exhibit

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.3 Equipment: Government will provide audio/visual equipment and will not need these from the resort.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): NONE

5.0 Requirements: The contractor shall:

5.1 Lodging Requirements:

5.1.1 28 sleeping rooms are required for 2 nights from May 17-19 2024. 28 rooms will be occupied by couples or by chaplain staff.

5.1.2 Rooms must be individual/private sleeping rooms with toilet and shower/tub facilities, and any combination of beds (Queen, King, 2 doubles, etc).

5.1.3 The attendee/traveler/Airman in each room for the event will be responsible for all incidental expenses such as: in room internet (if not provided at no cost), room service, telephone calls, movie/game rentals, restaurant invoices, gift shop purchases, damages etc. Incidentals will be paid by the member who booked the room and shall be billed to the individual’s personal credit card account which will be provided during check-in.

5.1.4 All Airmen will make a reservation through the National Guard Event Coordinator and will NOT reserve a room directly with the resort on their own. Event Coordinator will submit names of the attendees to the hotel.

5.1.5 The deadline for providing the final rooming list will be no earlier than one week prior to event kickoff (May 10, 2024).

5.1.6 Late checkout of noon on Sunday, May 19, 2024.

5.2 Meal Requirements

5.2.1 Contractor shall provide four catered meals to accommodate approximately 55 people at each meal. Depending upon the option, menus should be given to Strong Bonds Coordinator in sufficient time to communicate and solicit meal selections from attendees in advance (approximately two weeks prior to event). Menus are negotiable but must remain at or under the per diem cost allotted for meals in the City/County where contract is awarded in accordance with attached per diem rates. Meals may be procured using any variation of cost agreed upon so long as the totaling is no more than maximum allowable adult rate for these three meals combined.

Rate is inclusive of any service fees the Contractor chooses to charge. Service fees are not authorized above and beyond the total per diem rate authorized per adult.

a. Breakfast meal served at 8:00 am Saturday, May 18, 2024

b. Lunch meal served at 12:00 pm Saturday, May 18, 2024

c. Dinner meal served at 6:00 pm on Saturday, May 18, 2024

d. Breakfast meal served at 8:30 am Sunday, May 19, 2024

5.2.2 The government shall provide contractor with a final count of personnel to be served meals as well as menu choices one week prior to the event date Friday, May 10, 2024. The government will not be responsible for any cost above those calculated based on the final counts provided.

5.2.3 The meal rate for this event will not exceed the daily Government Daily Per Diem Rate for meals in the City/County where contract is awarded.

5.2.4 Breakfast meals must contain at minimum, but are not limited to: one breakfast meat, eggs, whole grains, fruit, coffee, tea & water and applicable condiments.

5.2.5 Lunch meals must contain at minimum but are not limited to: two meat/protein options, two whole grain options, two vegetable options, one dessert option, coffee, tea & water and applicable condiments.

5.2.6 Dinner meal must contain at minimum but are not limited to: two meat/protein options, two whole grain options, two vegetable options, one dessert option, coffee, tea & water and applicable condiments.

5.3 Refreshments

5.3.1 The following two refreshments/breaks (menu negotiable) to accommodate approximately 55 people (as previously outlined) are requested in accordance with state/county regulations at time of event, and in accordance with maximum per diem rate for county (for both coffee service and the P.M. menu break). Refreshments/Breaks are requested to be served/provided as follows:

a. Coffee/Tea Service Saturday, May 18, 2024, 10:00 am until supply is exhausted and provided in/near the main conference room.

b. Coffee/Tea Service Sunday, May 19, 2024, 10:00 am until supply is exhausted and provided in/near the main conference room.

c. Morning Snack menu selection shall be on Sunday, May 19, 2024, set for service during morning break at 10:00 am in/near the main conference room. These refreshments shall be set out with coffee/tea at 10:00 am

5.3.2 The government shall provide contractor with a final count of personnel to be served coffee and refreshment services one week prior to the event date (Friday, May 10, 2024). The government will not be responsible for any cost above specified per diem rates (see attached per diem rates) per person for coffee and refreshment services combined in total. All refreshments will be left out and available to attendees until the refreshments have been consumed or the government point of contact agrees to discontinue refreshment service. Prepackaged, canned, bottled, and or nonperishable leftovers shall be provided to the government point of contact on site.

5.4 General Cleanup

5.4.1 All meals and food related items will be cleaned and sanitized throughout the food service area during the event.

5.4.2 Throughout the event, all tables will be sanitized and wiped clean.

5.4.3 Trash will be monitored and emptied into the facility’s dumpster as they are filled, and will remain empty at the end of the event.

5.5 Performance Standards

5.5.1 The vendor will provide no less than the required amount of conference rooms stated in this PWS and the solicitation. If conference rooms, lodging or any other item identified in the CLINs of the contract are “double allocated,” the vendor will ensure the government has precedence.

5.5.2 The vendor will ensure that lodging rooms are clean and sanitary based on local and state regulations.

5.5.3 The vendor will be responsible for all preparation and/or delivery of food on time. “On‐time” is defined as prepped and ready for serving no later than ten (10) minutes prior to scheduled meal times.

5.5.4 The vendor will ensure food is prepared in accordance will local and state regulations.

5.5.5 The vendor will provide meals in accordance with the PWS to include stated Special Requirements.

6.6 The vendor will ensure that eating areas are clean and sanitary based on local and state regulations.

Final food serving table cleanup will also be conducted by food service provider.

5.5.7 The vendor will ensure all equipment requested in the solicitation and the PWS as quoted on by the vendor, is in good working order.

5.5.8 The vendor will provide any proposed changes or needed changes to the COR in a timely manner.

No changes will occur prior to approval from the Contract Officer.

5.6 Event Space Requirements

5.6.1 General Session Conference Space required to accommodate approximately 55 attendees, set with round tables for 6 persons for couples, comfortably accommodate meal service, and standard wall outlets must be accessible for use. Wireless internet capabilities shall be provided at no additional cost.

Government will supply audiovisual equipment to be used for this event.

a. Friday, May 17, 2024 – 6:00 pm to 8:00 pm to set up room and equipment.

b. Saturday, May 18, 2024, 6:00 am to 9:00 pm.

c. Sunday, May 19, 2024, 6:00 am to 12:00 pm.

5.6.2 Event Registration Space. One draped rectangular table inside event room for registering attendees and displaying event items. Standard wall outlets must be accessible for use. Wireless internet capabilities shall be provided at no additional cost. Space required:

a. Friday, May 17, 2024, 6:00 pm to 9:00 pm for registration of attendees.

5.7 Audiovisual Equipment:

5.7.1 NONE REQUIRED. Government will supply audiovisual equipment to be used for this event. We will provide our own equipment and the Government requests AV freedom and permission to connect its equipment to the contractor’s electrical outlets, house sound and AV connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service.

5.8 Other Requirements

5.8.1 Contractor shall provide the following miscellaneous items for duration of conference:

a. Directional signage as follows: navigation to registration, general meeting space, breakouts locations, signage listing breakout sessions by name on or near the doors of each breakout room. All signs, placards, door cards and so forth that identify our group should be labeled “ANG STRONG BONDS.”

b. Contractor shall provide U.S. and State Flags, ceremonial flag poles and flag bases, placing them in the main event room. The American flag must fly at equal or greater height of the state flag and placed on the right side of a speaker who would be standing at the lectern facing the audience. The state flag should be posted on the speaker left.

6.0 Applicable Publications: None

7.0 SAM Reporting:

7.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract at the secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.sam.gov/

7.2 Reporting inputs will 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 2021. Contractors may direct questions to the help desk at http://www.sam.gov/.

Contractors are also encouraged to reference the Quick Start Guide for Service Contract Reporting on the SAM.gov website for detailed information on Contractor Manpower Reporting.

8.0 *Useful Resources

8.1 Per-diem Query by State, County and Military Installations:

http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

8.2 Per-diem prorated costs for contracting meals: http://www.gsa.gov/portal/content/101418