PWS - Memphis TN - 18-20 Nov 2022.pdf

ANG Regional Yellow Ribbon Event Performance Work Statement

Memphis, TN

1.0 General: This is a non-personal services contract to provide support for a Yellow Ribbon Reintegration Program (YRRP) event, 18-20 November 2022 within the county of Shelby, TN. 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 250 Attendees. Attendees will arrive on Friday and register at the event location that day. Most attendees will depart on Sunday by noon with a small group possibly departing on Monday. Core Staff will arrive the Wednesday before the event, and the advance party members will arrive on Thursday. Core Staff will depart on Sunday or Monday.

1.1.1 Objectives: The Contractor must provision for the requested number of attendees’ lodging, meeting space and childcare to accommodate one (1) event, to ensure adequate space for learning and to meet the needs of the units within the Air National Guard.

Contractor shall provide hotel rooming, meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for community partners, parking, and serve 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 those government personnel and their families attending the event with quality accommodations and identified support services.

1.1.1.1 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.

1.2 Background: The YRRP is a Department of Defense mandated initiative designed to provide information, services, referrals, and proactive outreach programs to Air National Guard (ANG) members and their families through all phases of the deployment cycle in accordance with DoD Directive 5124.02, DoD Instruction 1342.28. The overall objective of the program is to prepare and sustain Airmen and their families before and after mobilization.

1.2.1 This event is for Airmen and their families who are assigned to the Air National Guard. All attendees are placed on official travel orders and/or Invitational Travel Authorizations (ITAs) in accordance with the Joint Federal Travel Regulation (JFTR), the Joint Travel Regulation (JTR) and ANG Fiscal Year Financial Guidance. Family members are authorized to travel on Invitational Travel Authorizations (ITAs).

1.2.1.1 During these events, families gain practical, useful information based on curriculum designed specifically for military families. Through small group and one-on-one activities, family members learn how to maintain closeness, and leverage resources during frequent relocation, long separations, and repeated reunions. This approach provides the continuum of care needed.

1.3 Period of Performance (PoP): shall be 18-20 November 2022.

1.4 General Information:

1.4.1 Place and Performance of Services: The Contractor shall provide services to support one Yellow Ribbon Event, including lodging, meeting space, meals, audio/visual, additional support items, parking, airport shuttle service 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 forty-eight (48) hours prior to the event start date.

1.4.1.1 Venue: The Contractor shall provide lodging for staff and attendees for 1 Yellow Ribbon event. The Venue will need to be located in Shelby County, Tennessee in an area that is at least 5 miles away from the TN Air National Guard Base located at 4593 Swinnea RD, Memphis TN, 38118. 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. The safety and security of the ANG Members and Guests must be given high priority.

1.4.1.2 The Contractor shall provide sleeping accommodations for attendees. Estimated attendees will need lodging for a total of 2 nights. 175 double-bed and/or single sleeping rooms Friday night and 175 double-bed and/or single sleeping rooms Saturday night for a total of 350 Sleeping-room-nights.

1.4.1.3 In addition, the Contractor shall provide 10 staff sleeping room reservations only for support staff (staff is self-pay). This requirement is separate from the contracted rooms in 1.4.1.2.

1.4.2 Security: Contractor shall limit conference area entries to outsiders during the event.

Contractor shall ensure security patrols are provided throughout the conference and registration times, all day Saturday. Armed security officers or off-duty police are required for the entire event.

1.4.3 COVID-19 Safety Protocol: When the CDC Community level is above “low”, social distancing will be followed at all times including registration, General Session, Breakout Sessions, and during meals. The contractor must consider additional space needed to socially-distance tables and seats.

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

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

1.4.3.3 Meal service will be provided cafeteria-style so that venue staff are serving all food items. Venue serving staff should be appropriately masked and gloved if community COVID levels are above “low”.

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

1.4.3.5 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 service to the Government. The term is 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(COR): 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 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.

2.1.5 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 taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

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

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

2.2 Acronyms:

DOD Department of Defense

IAW In accordance with NLT No later than POC Point of Contact 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 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 a t t e n d e e s for one (1) Yellow Ribbon event. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria.

5.1.1 The Contractor shall provide sleeping rooms for attendees. Estimated attendees will need lodging for a total of 2 nights, (assumption: 1 room per family). 175 Sleeping Rooms Friday night and 175 Rooms Saturday night for a total of 350 Sleeping room-nights.

5.1.1.1.0 The Contractor shall provide 10 staff sleeping room reservations only (staff is self-pay) for the following:

YR Staff: Four (4) nights for 7 estimated Core Staff. (17-21 Nov 2022)

Additional YR staff: Five (5) nights for three (3) estimated Advance Party staff (16-21 Nov 22 ) (assumption: 1 room per staff)

This requirement is reservations only and is in addition to the number of sleeping rooms for attendees.

5.2 Security: Contractor shall limit conference area entries to outsiders during the event.

Contractor shall ensure security patrols are provided throughout the conference and registration times, Friday-Sunday.

5.3 Registration: The Contractor shall set up a Yellow Ribbon registration desk on Friday from 3:00 PM - 6:00 PM and Saturday from 7:00 AM – 8:30 AM preferably in proximity to the event’s General Session. The area shall be used by the Core and Advance Party staff to provide sign-in, welcome, and orientation packages for attendees. The area shall have approximately six (6) registration tables and the tables shall be properly dressed in tablecloths and skirts. Complimentary wireless high-speed Internet access for fifteen (15) Core and Advance Party Event Staff shall be provided for the Registration Area. A power source shall be provided for at least two computers and two printers. 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 General Session, Breakout Session rooms, Childcare rooms, Vendor/Exhibitor space, an Operations Center room, and a Logistics Storage room. All Meeting Rooms are available from Friday at 12:00 PM until Sunday at 12:00

PM except for the Operations Center and Logistics Storage which is available on Wednesday at 8:00 AM through Sunday at 5 PM. The rooms shall meet the requirements below, be staged in accordance with the attached Meeting Room Staging Requirements, be available for the entire event days, and accessible 24 hours of the conference.

5.4.1.1 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 until 4:30 PM Saturday, and 8:00 AM to 11:00 AM Sunday. Event Staff will provide the Contractor with an Event Agenda including break times in order to refresh rooms.

5.4.2 The Contractor shall provide one (1) General Session room capable of holding 250 attendees set with rounds of 6-8 (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. General Session room shall be used for dining purposes and potentially 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 seating for three (3), two (2) podiums with two (2) wireless microphones and two (2) lavaliere microphones. This room shall have two (2) projectors, two (2) projector screens with complimentary high-speed Internet for three (3) connections. Prefer to have screens placed in each corner on an angle for best viewing.

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. 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.

Pens and note pads shall be provided at each seat, minimum of four (4) water stations with cups, four (4) trashcans. This room shall be available for A/V check on Friday before the event NLT 5:00 PM.

5.4.3 Breakout Session Rooms. Contractor shall provide meeting space for five (5) Breakout Session rooms. The rooms shall be available for the entirety of Saturday, Sunday until 12:00 PM, and accessible 24 hours of the conference.

5.4.3.1 All five (5) of the Breakout Session Rooms shall be configured as follows:

1. Set up in classroom style with seating for 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 lavaliere microphone with connection to house sound

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

7. Provide wireless USB presentation clicker in each meeting room

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

9. One (1) power strip

10. One (1) trashcan

11. Water station with cups

5.4.4 Childcare Rooms. The contractor shall provide three (3) Childcare Rooms.

Childcare rooms will be in close proximity of 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, the end of a hallway).

Access to this area will controlled by Core or Advance Party staff and childcare staff. Two

(2) six-foot banquet tables with tablecloths and skirting and six (6) chairs will be set up in the area to control access to the childcare rooms.

5.4.4.1 Childcare Rooms shall be configured as follows:

One (1) Childcare Room that can accommodate 10 children in each room, ages 0-5 years. Each room shall consist of the following items per-day: water station with cups and (1) large trash can, one (1) refrigerator, three (3) portable cribs (or pack and play), television with DVD player, two (2) tables with tablecloths that can seat 10 each. Lunch will be served to the children in the designated rooms. Lunch will be buffet style with the Contractor’s staff provided to assist with serving.

Contractor will provide additional staff as needed to assist with serving.

Two (2) Childcare Rooms that can accommodate 10 children ages 6 years and older. Each room shall consist of the following items per-day: water station with cups and (1) large trash can, television with DVD player, three (3) tables with tablecloths that can seat 10 each. Lunch will be eaten by the children in the designated rooms. Lunch will be served buffet style with the buffet set up in close proximity of the room. The Contractor will provide additional staff as needed to assist with serving.

5.4.5 Meeting Rooms. The contractor shall provide two (2) Meeting Rooms. The rooms will be conference table style with seating for up to ten (10) people. The rooms shall include a conference table with ten (10) chairs. The rooms shall consist of the following items per-day: pens and note pads, water station with cups and one (1) trash can.

One of the two (2) rooms shall have complimentary wireless Internet access for approximately two (2) users, and 1 power strip.

5.4.6 The Contractor shall provide one (1) vendor/exhibitor space in an area adjacent to the General Session room capable of holding up to a minimum of 25 tables with 2 chairs each for vendors displays. The tables shall be properly dressed with tablecloths and skirted.

5.4.7 Operations Center. The Contractor shall provide one (1) meeting room to be used by the staff as an administrative operations center. The room shall be available upon arrival on Wednesday by 8:00 AM through Sunday at 5:00 PM. The room shall have complimentary wireless Internet access for Fifteen (15) users,5 power strips, and a Laser printer with toner. The room shall encompass a conference table with chairs. The room shall consist of the following items per-day: One (1) hotel phone with capabilities to call any in-house number, pens and note pads, keys or digital access, water station with cups, one (1) large trashcan. 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 The contractor is to provide Childcare services will be provided for ages 0-5 following the Federal Teacher to Children ratio and any State required ratios.

5.5.1.1 A minimum of three (3) support staff (one staff per room) is required to provide line of sight supervision, bathroom break escort, and other childcare support for the 6-years and older room if the OSD program, Project YES is supporting the event. If Project YES is not supporting the event, the contractor shall provide the full Federal Teacher to Children ratio for the 6-years and older rooms. Project YES will confirm attendance two weeks prior to event start date.

5.5.1.1.0 Childcare providers must be prepared and able to provide support for special needs children.

5.5.1.1.1 Provide additional Childcare staff (in addition to minimum Federal Teacher to Children ratio) for assistance, if required, with special needs children.

5.5.1.1.2 Initial count of children in attendance will be provided 30 days prior to the event start date.

5.5.1.1.3 Actual numbers of children including ages will be provided to Childcare Provider 15 days prior to the event. If Project YES is supporting or not supporting the event, the contractor will be notified at 15 days prior to the event.

Must abide by Federal Teacher to Children ratio and any applicable State Law.

5.5.1.1.4 Childcare required to be set and ready to accept children by 7:00 AM – 5:00 PM on Saturday and 7:30 AM – 12:00 PM on Sunday.

5.5.1.1.5 Plan staffing accordingly to provide breaks to staff members yet provide continuous, adequate, supervision during meal and snack times.

5.5.2 Meals and Snacks

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

5.5.2.1.0 Saturday Lunch meal provided by the Venue Contractor to children from 12:00 PM-1:30 PM with childcare providers’ assistance.

5.5.2.1.1 Childcare providers must provide snacks for children.

5.5.3 Childcare providers must provide games, toys and activities, etc. appropriate for ages 0-5 and activities appropriate for ages 6 and older if Project YES is not attending.

5.5.3.1 Suggested Childcare providers bring movie time entertainment.

5.5.4 Must provide blankets, and nap time accessories. Two (2) portable cribs and/or pack and play type beds will be provided by the Venue Contractor.

5.5.5 Must have a security system in place for receiving/registering children, tracking children, and releasing children.

5.5.6 Seven (7) days prior to event, childcare service provider shall provide to the Contracting Officer a complete listing of staff members. Listing shall include full names, contact number, and an up-to-date photo for each staff member.

5.5.7 Childcare Service Providers shall provide adequate documents for proof of favorable background checks for all staff members. In accordance with DODI 6060.02, Child Care Programs, and DODI 1402.05, Background Checks on Individuals in Department of Defense Child Development and Youth Programs, Section 3.4, (2), Childcare provider must meet State licensing standards or school district requirements and policies for background checks. These background checks on staff members should be "favorably adjudicated", cleared by State in order to provide childcare for the government, and must have been completed within 12 months of event.

5.5.8 Childcare Service Providers must provide copy of valid business license and proof of insurance.

5.5.9 Childcare Service Providers must wear name badges with company name.

Providers must wear company shirts or matching shirts or same color shirts so they can easily be identified.

5.5.10 Childcare providers must meet State and DoD requirements for the provision of child care services within a military-sponsored or sanctioned child care program.

5.5.11 Background Checks. All personnel providing regular and recurring child care services must first undergo a preliminary investigation, a Child Care National Agency Check and Inquiries (CNACI), and receive a favorable suitability determination IAW reference j. Providers may operate under line of sight supervision (LOSS) with favorable results from the preliminary investigation, which includes an Installation Records Check (IRC) (where applicable), Federal Bureau of Investigation (FBI) Fingerprint check, and local law enforcement check. Re-verification (IRC/local law enforcement and FBI fingerprint checks) is required every five years. Personnel who will not provide regular and recurring child care services must meet State child care background-check requirements and operate

5.5.12 Under LOSS at all times.

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 off the Banquet Event Order (BEO) with two (2) meals (Breakfast and Lunch) on Saturday and Breakfast only on Sunday. Food and beverage charges are based upon a maximum of 275 servings per meal. Self-serve beverage stations are preferred at each meal. Local government per diem rates for food shall apply (see Annex D). 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. Cost will not exceed government per diem rates associated with the hotel’s physical address.

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”.

Meal service area shall be separated from the attendees’ meal line by plexiglass dividers or other acceptable divider 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 3:30 PM Saturday and from 7:00 AM to 11:00 on Sunday.

2. Breakfast. Hot food buffet shall be available from 7:00 AM to 8:30 AM Saturday and 7:30 AM to 9:00 AM on Sunday. The buffet shall include such items as:

Scrambled eggs, and meat (bacon or sausage) and starch (potatoes or grits), oatmeal or waffles or, pancakes or French toast, a n d pastries, and yogurt, and fresh fruits. Drinks shall consist of coffee, tea, milk, and juice. Self-serve beverage stations are preferred.

3. Lunch. Hot food buffet shall be available from 12:00 PM to 1:30 p.m. on Saturday.

Buffet(s) shall include such items as: baked or broiled chicken entrée, and beef or pasta entrée, garden salad with assorted toppings and dressings, vegetables, and starch selection and a dessert. Drinks shall consist of coffee, iced tea and lemonade, punch or juice. Self-serve beverage stands are preferred.

a. Children’s lunch on Saturday (12:00 PM to 1:30 PM) will be served in the children’s meeting space area. Lunch shall consist of such items as: chicken fingers, and spaghetti or mac & cheese, fries, and green beans, and cut fresh fruit. Drinks shall consist of milk, juice, and water.

4. Dinner. No dinner provided.

A final BEO shall be submitted to the COR seven days (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 10 display stands/easels able to support standard poster sized signage to place throughout the Event(s) area. This shall be available at 9:00 AM 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 to 5:00 PM Saturday and 7:00 AM to 12:00 PM on Sunday.

3. A laser printer with toner supplied that is capable of printing 28 pages per minute in black and white.

ANNEX C – Parking, Transportation and Shuttle Service

1. Parking: The Contractor shall provide 10 parking spaces for up to six (6) nights. The Contractor shall provide 185 parking spaces Friday night and Saturday during the event. This will be located in a parking ramp or lot adjacent hotel to accommodate the vehicles of staff and attendees. The cost of this parking shall be no additional charge to the government.

a. An additional 25 parking spaces will be “Reserved” for self-paying Community

Partners who are supporting the Event.

2. Airport Transportation: The Contractor shall provide airport transportation on Friday for 10 attendees and from the venue to the airport on Sunday beginning at 11:00 AM for 10 attendees.