PWS Teen Summer Camp July 2025 as of 15 April 2025 .pdf

Ver. October 2022

Performance Work Statement (PWS) For Meeting Venue, Lodging, Food Services and required activities for the Puerto Rico National Guard Child and Youth

Program: Teen Adventure Summer Camp

1.0 General:

1.1 Scope: The contractor shall provide conference and lodging services, including meetings spaces, food and beverages, accommodations, and services for activities for the “Teen Adventure Summer Camp hosted by the Child and Youth Program (CYP) of the Puerto Rico National Guard (PRNG). The services shall include conference rooms, banquet rooms, registration areas, lodging rooms, meal services, parking spaces, and specified activities for an estimated attendance of 34 participants. The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform the services in accordance with the requirements of this contract, ensuring a successful and satisfactory execution of the events except as specified in Paragraph 3.0 as Government Furnished, to execute event for the CYP Services.

1.1.1 Objectives: The end state result of this summer camp will provide Children and Youth Program (C&YP) participants with a fun and engaging experience that instills valuable life skills, including self-discipline, perseverance, and decision-making, through the pursuit of sports and recreational activities. By the end of the camp, participants will be equipped with essential skills and values that will benefit them in all aspects of life, in accordance with National Guard Bureau (NGB) requirements and regulations.

1.2 Background: The National Guard Child and Youth Program is required to promote and sustain the quality of life of ARNG dependents ages 6 to 18 years while building resilience and developing life skills though secure, timely, flexible, high-quality support services and enrichment programs like the Summer Camp. Conference and lodging services, including meetings spaces, food and beverages, accommodations, and specified are required for the CYP perform this activity.

1.3 Period of Performance (PoP): The Period of Performance shall be from Tuesday 22 July 2025 to Friday 25 July 2025.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services between Tuesday, 22 July 2025 from 9:00 a.m. for set up and start of the activities to Friday, 25 July 2025 until 2:00 p.m. as per paragraph 5.0. Services will be uninterrupted (24 hours). The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.1.1 Telework: The Government does not permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays.

The contractor shall, as needed, 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

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 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, Performance Requirements Summary (PRS).

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.

1.4.4 Quality Assurance (QA): The Government shall rely on contractors' existing quality assurance systems as a substitute for Government inspection and testing before tender for acceptance unless customary market practices for the commercial product being acquired include in-process inspection. Any in-process inspection by the Government shall be conducted in a manner consistent with commercial practice. The Government shall rely on the contractor to accomplish all inspection and testing needed to ensure that commercial services acquired conform to contract requirements before they are tendered to the Government.

1.4.5 Installation Access and Security Requirements. Reserve

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.

1.4.6.1 Key Control: None

1.4.7 Special Qualifications: None

1.4.8 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 COR, (or the KO if a COR is not assigned), 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.

1.4.9 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e- mail) and dealings with Government or non-Government entities/ Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason.

1.4.10 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.

1.4.11 Contractor Travel: Reserve

1.4.12 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:

AEI Army Enterprise Infostructure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager COR Contracting Officer Representative CYP Child and Youth Program DA Department of the Army DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense DSCA Defense Counterintelligence and Security Agency FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out 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 SCR Service Contract Reporting SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence

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:

3.1 Property: None

3.2 Materials: None

3.3 Equipment: None

3.4 Services: None

3.5 Utilities: None

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The Contractor shall provide the meeting package, lodging, services and food services as described in this PWS.

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.

4.1.1 The contractor shall provide government employees access to a copy machine in the conference area.

5.0 Requirements: The contractor shall provide non-personal services, supervision and inspection, materials, venue, and equipment to accommodate PRARNG CYP event in accordance with this performance work statement (PWS). The requirement consists in providing and preparing venue for the event, and catering services, lodging, parking area, and specific activities for this event as per information below with an attendance of 25 participants and 6 staff members. The contractor shall provide per event listed: The contractor shall:

5.1 Meeting Event Venue/Package: The contractor shall provide a conference room to accommodate an estimated attendance of 24 participants and 6 staff members from 10:00 a.m. from the first day of event to 2:00 p.m. of the last day of event for the full period of event as per technical exhibit # 2. The contractor shall provide for the conference room:

5.1.1 Meeting Package. The contractor shall provide one (1) conference room or training area:

5.1.2 One (1) conference for the main training event for 24 participants and 6 staff members and one (1) conference as banquet room. The Banquet Room can be the same as the Main Conference Room. If using the same room as the conference room, the contractor shall account for all necessary assembly, disassembly, and rearrangement of tables and areas to accommodate meal serving and consumption in an orderly fashion.

5.1.3 The conference space must provide tables (round), tablecloths and chairs for 30 participants, divided in six (6) tables with five (5) chairs per table. In addition, contractor must provide two (2) tables (rectangle) with two (2) chairs per table for staff.

5.1.4 The contractor must provide one (1) room/office for staff operations. The room/office must provide tables (rectangle), tablecloths and chairs for 6 participants, divided in four (4) tables with two (2) chairs per table.

5.1.4.1 Contractor must provide adequate staff to assist with the setup of the event. This includes the tables, tablecloths and any equipment provided by the venue. In addition, the contractor should allow the staff to set up government furnished equipment such as projector, screen projector, speakers, banners, and articles. The conference room must be equipped with electrical source to connect such equipment.

5.2 Location: The event location should be in Puerto Rico.

5.2.1 Registration area. The contractor shall set up two (2) tables and four (4) chairs located at the front desk or near the conference room for the registration processing.

5.2 Lodging: Provided upon request by the Government based on room availability at the current Per Diem rate for the location. The contractor shall provide 18 clean and smoke free double occupancy hotel rooms in accordance with industry standards and the standards outlined in this PWS or each event listed in paragraph 5.0.

5.2.1 The Contractor shall reserve four (4) rooms for staff. The staff will pay these additional rooms individually.

5.2.2 Check in Procedures: The (Hotel/Motel Property) must provide a check in/out service on a 24-hour basis, 7 days a week. The front desk will verify all personnel via valid identification (Military ID, Driver’s License, Passport, etc.) against the final roster or other authorized method. Contractor shall not rely on wear of military uniform as an indicator of military status or authorization to receive lodging under the contract. The contractor will be responsible for collecting payment from any member who is required to make full or partial payment due to special requests for rooms other than those authorized. Any SFRP attendee who fail to meet the required checkout time will be held financially liable for all incurred costs. The government incurs no liability for a late checkout. Additionally, cancelations will be submitted the Contracting Officer’s Designated Government Representative in writing no later than 24 hours prior to check in at no cost to the government.

5.2.3 Living space: Each room shall contain living and sleeping areas in accordance with industry standards. Beds, linens and addition equipment provided by the Hotel/Motel Property shall also be in accordance with industry standards. Double rooms shall occupy no less than two people. Double rooms shall contain two standard sized beds (King, Queen, Double or Twin). Roll away beds and pullout sofas cannot be considered as double occupancy rooms. Two standard beds must be included within a “double” room.

5.2.4 Standards: Rooms shall include all standard accommodations found within the commercial marketplace for “Midscale” hotel/motel services. Midscale Hotels typically include but not limited to internet access, a refrigerator, a microwave, television with cable access, Iron and iron board, and an alarm clock. Rooms shall also comply with all Municipal, State and Federal environmental, health and safety standards.

5.2.5 Heating, Air Conditioning, and Ventilation: Lodging shall be provided with heating, air conditioning, and ventilation necessary to maintain comfort for guests.

5.2.6 Safeguarding Valuables: The contractor shall provide a means of storing and safeguarding, in a safe or vault, small high-valuable personal property of the occupants.

Receipts for the stored items must be furnished to the guest. Any cost shall be paid by the individual, not the Government.

5.2.7 Telephone: A telephone in good working order, with free local access be provided in each room. The occupant is personally responsible for telephone charges exceeding the free local access. The government shall incur no liability for telephone calls.

5.2.8 “Do Not Disturb” Signs: All rooms shall have such signs available. Contractor personnel shall respect them when displayed.

5.2.9 Bathrooms: Bathrooms shall be maintained and be in sanitary condition.

Bathrooms shall contain a shower and/or tub combination with a wash basin, a properly functioning toilet, and a mirror. Additionally, bathrooms must have adequate lighting and grounded electrical outlets for use of electric devices. The shower or shower/tub combination shall have shower doors or curtains.

5.2.10 Linen Services: Shall be in accordance with industry standards. General daily housekeeping, to include making beds, replacing towels, emptying trash receptacles, cleaning floors and sanitizing bathrooms shall also be in accordance with these standards.

5.2.11 Custodial/Sanitation Services: The contractor shall maintain a clean and healthy environment. All custodial/sanitation services shall be in accordance with commercial standards.

5.2.12 Information Services: Desk clerks shall be able to explain to occupant’s miscellaneous charges not covered by this statement of work, for example, telephone charges, room service, etc.

5.2.13 Additional Amenities/Service: All facilities and courtesies customarily extended to occupants without charge (i.e. pools, lounges, parking areas, etc.) shall also be made available without additional charge to the Government under this contract. All extra services not specified in this statement of work, or not normally included in the room rate, shall be paid by the individual(s). The contractor shall provide concierge, shuttle, or extra services at no cost if provided to other guests.

5.2.13.1 The Contractor shall have aquatic facilities to be able to carry out water physical activities on 22 July 2025 from 3:00pm to 5:30pm and 23 July 2025 from 3:00pm to 5:30pm to carry out a team building activity with a scavenger hunt on

5.2.13.2 The Contractor shall provide a horseback riding tour experience for 34 personnel on 23 July 2025 from 8:00am to 1:00pm. The Contractor shall include transportation from the hotel to the horseback riding location and back.

5.2.13.3 The Contractor shall have access to a beach for a separate team building activity on 24 July 2025 from 9:30am to 2:00pm. Shall have/provide transportation from the hotel to the beach and back.

5.2.13.4 The Contractor shall have the accessibility for a bonfire during the evening of 24 July 2025 from 7:30pm to 8:30pm. The contractor shall provide the necessary equipment and materials to make “Smores” as per exhibit #1. Contractor shall provide long wooden sticks, jumbo marshmallows, graham crackers and milk chocolate bars.

5.3 Security: The contractor will ensure a safe and crime free environment.

5.3.1 Lodging security: The rooms shall be secured and access limited to occupants, cleaning staff, and management in case of emergencies. All entrance doors to these rooms shall have interior security locks, either deadbolt or any other government approved lock, and an entrance peep hole. If the room has sliding glass or French doors, they shall be equipped with an effective locking device. Each room occupant shall be provided with a room key.

5.3.2 Building security: All doors for main building entrances shall have controlled secured access. Each parking lot shall be equipped with enough lighting for safety of the members and their belongings.

5.4 Food Service:

5.4.1 The contractor shall provide one (1) banquet room to accommodate 30 individuals near the session rooms. This Banquet Room can be the same as the Main Conference Room.

5.4.2 The Contractor shall provide three meals per day (breakfast, lunch, and dinner) that consist of hot and cold options, including vegetarian and gluten-free choices and snack breaks, one in the morning and one in the afternoon as described in technical exhibit #1. Meals shall be self-serve buffet style. The Contractor shall ensure that all food is prepared and served in accordance with local health codes and that special dietary accommodations are made for individuals with vegetarian, vegan, kosher and halal requirements. Beverages, including water, juice, and/or soft drinks, shall be provided with each meal as per technical exhibit #1.

5.4.2 The Contractor shall also provide catering equipment and supplies, including utensils, plates, and napkins, and shall manage food waste and trash in accordance with local regulations.

5.5 Parking Service. The contractor shall reserve no less than 25 parking spaces at no additional cost for each throughout the full duration of each event. Due to security requirements, the contractor shall provide parking space within the premises of the event venue. Parking that requires personnel to exit the areas of the event (for example, a public parking across the street outside the contractor’s control), or that may compromise the safety of the attendants shall not be accepted.

5.6 General Information.

5.6.1 The attendance is an estimated participation. In the event of a cancellation or reduction, the Government shall notify within 72 hours prior each event. Should there exist a circumstance to partially or totally cancel an event and adjust (increase or decrease) the number of participants, these shall be coordinated for approval with at least 5 days in advance through the contracting officer.

5.5.2 The point of contact for this requirement shall contact the contractor no later than 14 days/weeks prior the day of the event for menu confirmation and event specific event details.

6.0 Applicable Publications: None

6.1 Applicable Forms: None

TECHNICAL EXHIBIT 1

Food and Beverage Schedule

ITEM First Day of Event (Tuesday, 22 July 2025) QUANTITY Location 1 Lunch 11:30 a.m. – 12:30 p.m. 30 Hotel 2 Break 2:30 p.m. – 2:45 p.m. 30 Hotel 3 Dinner 6:30 p.m. – 7:30 p.m. 30 Hotel 4 Break 9:00 p.m. – 9:30 p.m. 30 Hotel

ITEM Second Day of Event (Wednesday, 23 July 2025) QUANTITY Location

1 Breakfast 7:00 a.m. – 8:00 a.m. 30 Hotel

2 Break 10:15 a.m. – 10:30 a.m. (To-Go) 30 Horseback Riding Location

3 Lunch 12:00 p.m. – 1:00 p.m. 30 Horseback Riding Location

4 Break 3:30 p.m. – 3:45 p.m. 30 Hotel 5 Dinner 6:30 p.m. – 7:30 p.m. 30 Hotel 6 Break 8:30 p.m. – 9:30 p.m. 30 Hotel

ITEM Third Day of Event (Thursday, 24 July 2025) QUANTITY Location

1 Breakfast 8:00 a.m. – 9:00 a.m. 30 Hotel 2 Break 10:15 a.m. – 10:30 a.m. (To-Go) 30 Beach Location 3 Lunch 12:00 p.m. – 1:00 p.m. (To-Go) 30 Beach Location 4 Break 4:00 p.m. – 4:30 p.m. 30 Hotel 5 Dinner 6:30 p.m. – 7:30 p.m. 30 Hotel 6 Smores 7:30 p.m. – 8:30 p.m. 30 Bone Fire Location 7 Break 9:00 p.m. – 9:30 p.m. 30 Hotel

ITEM Third Day of Event (Friday, 25 July 2025) QUANTITY Location 1 Breakfast 8:00 a.m. – 9:00 a.m. 30 Hotel 2 Break 10:00 a.m. – 10:15 a.m. 30 Hotel 3 Lunch 12:30 p.m. – 1:30 p.m. 30 Hotel

Technical Exhibit # 2 Classroom Arrangement

Screen

In focus Table

M at er ia l/E qu ip m en t T ab le

Staff Table

Screen Table

Round Tables for 24 attendees (5 per table.)

Audio System Tables

Staff Table

TECHNICAL EXHIBIT #3

Pricing Schedule

ITEMS DESCRIPTION PRICE

AQUATIC FACILITY

To carry out water physical activities on 22-23 July 2025 from 3:00 p.m. from 5:30 p.m. to carry out a team building activity with a scavenger hunt.

HORSEBACK RIDING

TOUR EXPERINCE

The horseback riding tour experience for 34 personnel on 23 July 2025 from 8:00 a.m. to 1:00 p.m.

The Contractor shall include transportation from the hotel to the horseback riding location and back.

BEACH ACCESS

Access to a beach for a separate teambuilding activity on 24 July 2025 from 9:30 a.m. to 2:00 p.m.

Shall have/provide transportation from the hotel to the beach and back.

BONFIRE

Accessibility for a bonfire during the evening of 24

July 2025 from 7:30 p.m. to 8:30 p.m.

MEETING PACKAGE

One (1) conference room for 30 attendees for the summer camp. As per technical exhibit #2. One room/office for staff operations. Two table with two chairs each located at the front desk for registration process.

LODGING

Provide 18 rooms for attendees. Each room shall have double occupancy, (2 beds) feature.

FOOD SERVICES

The contractor shall provide one large banquet room for 30 attendees, near the conference room area. Provide breakfast, lunch, snacks and dinner to attendees and validate meals schedule as per technical exhibit #1

PARKING Provide one parking per room.