PWS OKARNG YR Event Facility-Planner Svc.pdf

Ver. May 2018

PERFORMANCE WORK STATEMENT (PWS)

for the

Oklahoma Army National Guard

Yellow Ribbon Reintegration Program (YRRP)

Yellow Ribbon Event Support Service

Oklahoma City, OK Metro Area

XX-XX April 2024

(date will be revised at award)

1.0 General:

1.1 Scope: Contractor shall provide all personnel/staff, set-up, material, arrangements, scheduling, and incidentals for an event facility (hotel, conference/convention center, education facility, etc.) with a rating of 3-diamonds

(AAA) or higher, based on availability. The location must have adequate parking for a two (2) day event located in the Oklahoma City, OK Metro Area, as defined in the Performance Work Statement, for an estimated 1,800 members and family. The use of casinos or casino type establishments is not be permitted nor will be considered. A visit to the location shall be conducted after award, for pre-staging prior to the event. Government is not responsible for deposits nor will advance payment be permitted. Contractor shall invoice at the end of the event.

1.2 Background: The State Family Programs Office (SFPO), YRRP is a proactive outreach program that operates from pre-deployment to post-deployment. Each event is designed to assist Service Members (SM) and their family members and designated Individuals with resources and benefits in their communities. These events and activities are conducted in geographically centric locations to ensure maximum participation.

1.3 Period of Performance (PoP): 5-7Apr2024 or 12-14Apr2024 or 26-28Apr2024.

1.4 General Information:

1.4.1 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-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements

Summary (PRS). Add the following statement if a QCP is to be delivered and add the plan to the list of deliverables required in Technical Exhibit (TE) 2, Deliverables Schedule. A final QCP shall be submitted to the Contracting

Officer Representative (COR) NLT 10 days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.2 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).

1.4.3 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Juneteenth Independence Day

1.4.3.6 Independence Day: July 4th

1.4.3.7 Labor Day

1.4.3.8 Columbus Day

1.4.3.9 Veteran’s Day: November 11th

1.4.3.10 Thanksgiving Day

1.4.3.11 Christmas Day: December 25th

1.4.4 Place and Performance of Services: The contractor shall provide services between the hours of 6:30 a.m. and

6:30 p.m. Friday through Sunday except on recognized US holidays. 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.

1.4.5 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.

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 Contracting Officer (KO): 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.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will 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.

2.1.4 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.5 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 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.

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

2.1.8 Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

2.1.11 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:

AEI Army Enterprise Infostructure

AR Army Regulation

AT/OPSEC Antiterrorism/Operational Security

BI Background Investigation

CM Contract Manager

CMRA Contractor Manpower Reporting Application

COR Contracting Officer Representative

DA Department of the Army

DFARS Defense Federal Acquisition Regulation Supplement

DoD Department of Defense

FAR Federal Acquisition Regulation

GFP/M/E/S Government Furnished Property/Material/Equipment/Services

KO Contracting Officer

NGB National Guard Bureau

OCI Organizational Conflict of Interest

PII Personally Identifiable Information

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Program

SFPO State Family Programs Office

SSN Social Security Number

TE Technical Exhibit

YR Yellow Ribbon

YRRP Yellow Ribbon Reintegration Program

3.0 Requirements: The contractor shall:

3.0.1 Registration. Provide a room or area for the main registration. The area shall have, at a minimum, seven (7) tables with linens and a minimum of one (1) chair per table. The area shall be located in front of the main conference area/foyer. The area shall have access to wall outlets near the tables.

3.0.2 Four (4) refreshment tables set up with water, hot coffee, and tea packets, to include the following condiments:

honey, sugar, creamer, stirrers, and cups. The refreshment table shall be set up from 7:00 a.m. to 2:00 p.m. Coffee shall not be replenished after 2:00 p.m. The refreshment table shall be located near the registration area.

3.0.3 Exhibit Area/Tables. One large area, or hallway, with 60 tables with linens and two (2) chairs per table. Area shall be situated in close proximity to the General Session room to allow attendees to easily assess the vendors during breaks.

3.0.4 General Session. Provide the main conference room/dining area combination. Requires one (1) large room/area to seat up to 1,800 members and family for the duration of the event. The Main conference room/dining area shall include banquet tables, with linens, and chairs to accommodate the number of participates. There shall be trash receptacles stationed inside and outside the main conference room. Shall abide by applicable fire code regulations and health department social/physical distance guidance.

3.0.5 Breakout Rooms. Not applicable for this event.

3.0.6 Counseling Room. Requires one (1) room, or secluded area, for private “one on one” counseling, with at least one (1) table, seating, and a box of facial tissues and trash receptacle for the duration of the event. The room shall be large enough to support four (4) adults.

3.0.7 Childcare Room. Shall have one (1) large, sterilized room (in close proximity of the Youth room). Childcare room shall have one (1) table and two (2) chairs to be centrally located in front of the room for registration purposes.

Room must be suitable to seat up to 60 children, age range of 6 weeks to 5 years old.

Childcare room shall have up to four (4) rectangle tables for supplies and diaper bags, five (5) comfortable chairs.

Round tables and adequate seating shall be provided to accommodate up to 60 children for activities and refreshments. Childcare room shall have two (2) refreshment tables set up which includes water, plastic or paper cups, paper towels, facial tissue, and trash receptacles. Linens shall not be supplied in childcare rooms.

3.0.8 Youth Room. Requires one (1) large room (in close proximity of the Childcare room). If a large room is not available, two rooms that can be joined by removing an accordion wall may be an option for youth room one. Youth room shall have one (1) table and two (2) chairs to be centrally located in front of the room for registration purposes.

Room must be suitable to seat up to 60 children, age range of 6 to 18 years old.

Youth room shall have up to four (4) rectangle tables for supplies. Round tables and adequate seating shall be provided to accommodate up to 7 children for activities and refreshments. Youth room shall have a refreshment table set up which includes water, plastic or paper cups, paper towels, facial tissue, and trash receptacles. Linens shall not be supplied in youth room.

3.0.9 Lactation Room. One (1) private locking room for nursing mothers with comfortable couches or chairs, electrical outlets, and a refrigerator (any size). Nursing mothers shall have access to a sink with running water, hand soap, paper towels, and trash receptacle.

3.0.10 Audio and Visual. Usage is required in all rooms with the exception of the resource booth area. Main conference rooms shall be appropriately equipped with enough Projectors, and Projector Screens (2 minimum), with sound to accommodate proper viewing for up to an estimated 1,800 members and family, one (1) Lavaliere, one (1)

Wireless handheld Microphone, one (1) podium and small table for presentation items. There should be access to wall outlets/power source near the staging area. Audio/Visual equipment must be equipped with HDMI connections. Audio/Visual shall belong to and maintained by property/venue site and not the Contractor.

Wi-Fi Internet is required for resource/ registration areas, general session areas, break out rooms, and childcare and youth rooms. Wi-Fi password shall be provided by 7:00 a.m. the morning of the event.

3.0.11 Refreshments. Light refreshments are required for the morning session.

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

a. Refreshments shall consist of the options below for up to an estimated 1,800 members and family. Morning refreshments shall consist of an assortment of donuts and pastries, muffins, bagels with cream cheese, granola bars, and assorted fruit or fruit trays. The refreshment table shall include coffee and hot water for provided tea bags, with all condiments (including honey), and orange or apple juice (Refer to section 3.0.2.).

b. Childcare and Youth refreshments shall consist of ‘child’ options for up to 120 members and family per meal. The child refreshments shall consist of donuts or donut holes, applesauce, and mixed sliced/chopped fruit or fruit cups. Beverage table to include water and juice), water with cups and trash receptacles. Tea or caffeinated beverages shall not be served to children. Childcare and Youth refreshments shall be stationed in their designated rooms.

c. Childcare meals shall take into consideration health dietary requirements, allergies, choking hazards, and ease of consumption, i.e., fruits should be sliced or chopped into small child bite size pieces and no nut products.

d. Times. Refreshments and beverages shall be available by 7:00 a.m. on each day of the event.

*Applies to all participants (Adults, Childcare and Youth groups).

e. Any remaining refreshments shall be available for seconds. SFPO/YRRP personnel shall have the option to take remaining food in to-go food containers. To-go containers shall be provided for the YRRP personnel once the event has ended.

f. Refreshments and beverages shall be inclusive of set-up, silverware, plates, cups, condiments, and clean up.

3.0.12 Children’s restroom shall be segregated from the rest of the event and public, but in close proximity of the child and youth rooms. Restrooms shall have stalls that are wheelchair accessible.

3.0.13 All requests listed from line number 3.0.1 through 3.0.12 shall be provided from 6:30 a.m. to 5:30 p.m., unless annotated for a specific day. All rooms and areas requiring tables with linen and chairs shall be set up and ready for use by 6:30 a.m., Sunday.

3.0.14 Pre-Staging. YRRP personnel shall be authorized to pre-stage for the event on the evening prior to the event.

Preferred time is after 6:00 p.m. Pre-staging will include, but not limited to, the following: YRRP sign placements, set up of the registration table, setting of pens and notepads on general session tables, and unloading nonvaluable equipment. Supplies and equipment shall have a room or area that can be locked until the morning of the event.

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).

Performance

Objective

Performance Standard Acceptable Quality

Levels (AQL)

Surveillance Method / By

Whom

3.0

The contractor shall provide a venue of excellent quality for a total of two (2) days.

The contractor shall provide a 3-diamond or higher rated location for the event for each day of an event. All requested rooms shall be available. All rooms shall be within reasonable distance from each other. Access to multiple restrooms shall be available and be wheelchair accessible.

Restrooms for children shall be segregated if layout allows. Wi-Fi signal strength shall be able to support the capacity of the participants. The contractor shall allow a walk-thru prior to the event.

A three-diamond rating matrix system used by

American Automobile

Association (AAA).

Venue may be an indoor convention center style venue. Venue shall allow the size, space, and layout to offer a pleasant ambiance for the capacity requested. Restrooms shall remain clean and fully stocked throughout the event.

Visual inspection prior to the event / COR

3.0.10

The contractor shall provide high quality and performance of audio and visual for a total of two

(2) days.

The contractor shall provide A/V equipment that is up-to-date with all available VGA, DVI, HDMI, and Component Video options to connect to monitors, laptops, and projectors. Provide wireless microphone and lavalier. The contractor shall allow a walk-thru prior to the event to test equipment.

Audio and video connectors shall be available. Successfully, display on projector screens are designed to maximize the visual quality of digital display.

Sound quality is properly projected throughout the room and shall be able to connect presentations with a thumb drive or

DVD.

Visual inspection of the A/V set up operations will be tested the day before the event and 1 hour prior to the start of the event.

3.0.11

The contractor shall provide

Grade A standard-quality and preparation of catered refreshments for a total of two (2) days.

The contractor shall ensure that the caterer follows all FDA Food

Codes, food handling and sanitation procedures and food safety procedures. The catered meal preparers shall have a current state inspection and a

Grade A standard. The contractor shall provide a meal list prior to the event for approval.

Prepared food shall be fresh, cooked thoroughly and served at safe serving temperatures. Beverages must be cold.

Refreshments for children shall be chopped into small bite sizes.

Random visual monitoring /

COR