PWS MAY YRRP Venue Lodging Catering (Combined).docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Lodging, Catering, and Venue Services

1.0 General:

1.1 Scope: 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 lodging, catering, and venue Services, as defined in this PWS.

1.2 Background: This acquisition is for a 2025 Soldier Reintegration Program on 08-09 MAY 2025. Members of the Ohio Army National Guard will be present in the Columbus, Ohio area to receive benefit information.

1.3 Period of Performance (PoP): 08-09 MAY 2025

1.4 General Information:

1.4.1 Place and Performance of Services: Venue must be within 25 miles of zip code 43235. 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.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall 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 National Independence Day: June 19th

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 Reserved

1.4.4 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).

1.4.5 Reserved

1.4.5.1 Reserved

1.4.5.2 Reserved

1.4.5.3 Reserved

1.4.5.4 Reserved

1.4.5.5 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5.6 Reserved

1.4.5.7 Reserved

1.4.5.8 Reserved

1.4.5.9 Reserved

1.4.5.10 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

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.

1.4.7 Special Qualifications: Reserved

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 KO. 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 KO 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 Reserved

1.4.10.1 Reserved

1.4.11. 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.

1.4.12 Reserved

1.4.13 Reserved

1.4.14 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 an end product or service shall meet contract requirements.

2.1.9 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:

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: None

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements:

5.1 Lodging

5.1.1 Parking: Lodging venue must have ample parking accommodations, estimated at 25 vehicles, at a no cost / complimentary / validated parking to the guest.

5.1.2 Incidentals: Guests will check-in with personal credit cards to cover incidentals. The lodging guest shall be responsible for all incidental charges incurred during the stay. ONLY individuals listed on the roster are authorized to check-in for lodging. Spouses, significant other, or family members are not authorized to check-in.

5.1.3 Rooms: Venue shall provide fifteen (15) room block with check-in 08 MAY 2025, check-out 09 MAY 2025. Twelve (12) rooms must be double queen sleeping rooms, three (3) will be single sleeping rooms.

5.1.4 Room Lock Date: Final room count will be locked in on 02 MAY 2025 but is subject to change after that date. A free 20% cancellation / no show window will be honored for guests that cancel or are no show after 02 MAY 2025. Equitable reduction / increase will be invoiced for change in lodging.

5.1.5: Vendor shall provide continental breakfast to lodging guests at no additional cost to the guest. Voucher systems are acceptable.

5.1.6: Lodging vendor shall provide a final document of contracted rooms at the completion of the event.

5.2 Catering

5.2.1 Lunch: Capability of catering for approximately 325 adults for a hot buffet lunch from approximately 1200-1300, 09 MAY 2025, in the general session area to allow for working lunch/access to vendor tables. Final count will be locked in on 25 APR 2025 but is subject to change after that date.

5.2.2 Equitable reduction or increase will be made to the invoice based on the 25 APR final headcount.

5.2.3 Adult buffet will include a hot buffet meal with a minimum of one salad (minimum of two dressings), main entrée (minimum of two options), two additional side items (one vegetable, one starch, starch item can be used in main entrée if pasta type dish), bread/rolls, a dessert, a beverage service of lemonade, iced tea, and water. Adult buffet will not serve ‘fast food’ items (i.e. Hot dogs, chicken nuggets, hamburgers, etc.) nor will it serve ‘cold items’ (i.e. Cold cuts, subs, sandwiches.)

5.2.4 Food menu should avoid common allergies (fish, shellfish, peanuts, etc.) and clearly label allergens when necessary.

5.2.5 Catering prices are inclusive of set-up, silverware, plates, condiments, and clean up.

5.2.6 Final menu will be approved by the Yellow Ribbon Coordinator, 1LT Isaac T. Anderson, prior to the event.

5.3 Venue

5.3.1 Parking: All venues must have ample parking accommodations for attendees. This is estimated at approximately 350 vehicles. Venue must provide parking at no cost to conference attendees. Voucher systems are acceptable.

5.3.2 Conference Space: All space identified will be available from 0630-1800 on 09 MAY 2025 unless otherwise specified.

5.3.3 Registration Tables: Four (4) six/eight-foot tables with linens, two (2) chairs each, in the foyer outside the main event space no later than 0700 until 1800.

5.3.4 Counseling Room: Access to two (2) small counseling rooms from 0800-1700 to support four (4) adults. A box of facial tissues will be placed in the room.

5.3.5: General Session: Capability of holding 325 adults at crescent rounds, covered with white linen tablecloths. Must abide by applicable fire code regulations and health department social / physical distance guidance.

5.3.5.1: Audio/Visual: General session room will have Audio/Visual equipment to include sound system, microphone, laptop audio input for sound system, HDMI input, three (3) projector screen (minimum 10 ft diameter), three (3) projectors, one podium, and stage (if necessary for the space) to allow all guests to adequately view presentations.

5.3.5.2: Coffee, tea, and water service will be available from 0900 – 1700 during the event.

5.3.6 Exhibit Tables: Fifteen (15) to twenty (20) six/eight-foot tables, two (2) chairs each, 0700-1800, no linens, set up within 100 ft. from the general session room. Tables must be situated near the main conference room to allow for attendees to easily assess the vendors during breaks.

5.3.7: Breakout Rooms: 2, depending on venue availability for afternoon session. Each room will have seating for 100 adults in classroom style seating with linen tablecloths.

5.3.7.1: Each room will have Audio/Visual equipment to include sound system, microphone, laptop audio input for sound system, HDMI input, 1 large screen (min 10 ft diagonal, 1 projector, podium, and stage (if necessary for the space) per breakout room to allow all guests to adequately view presentations.

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

Publication (Chapter/Page) Website

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx

AR 25-2

Information Assurance http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 530-1

Operations Security http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 525-13

Antiterrorism http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, ¶ 2-4.b) http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

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).

5.1 Lodging

5.2 Catering

5.3 Venue

Ver. October 2022