PWS URET and Joint FR Workshop Draft 2023.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Catering, Lodging, and Event Space 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 Catering, Lodging, and Event Space Services, as defined in this PWS.

1.2 Background: This acquisition is for a 2023 Unit Readiness Enhancement Team and Joint Family Readiness Volunteer Workshop on 24-26 March 2023 (24 Setup, 25-26 Training Workshop). Approximately 500 members of the Ohio National Guard and their family will be present in the Columbus, Ohio area to participate in training and workshop activities.

1.3 Period of Performance (PoP): 24-26 March 2023 (inclusive of set up time day before actual workshop)

1.4 General Information:

1.4.1 Place and Performance of Services: Within 30 Miles of Columbus, Ohio

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall 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 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 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 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

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.

1.4.6 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 Reserved

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

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 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.

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 Data Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

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: The contractor shall:

5.1 Location: Columbus, OH area

5.2: Parking: All venues must have ample parking accommodations for attendees. This is estimated at approximately 400 vehicles. Venue must provide parking at no cost to event attendees.

5.3: Lodging: Must provide 200 room blocks at the government per diem rate in with check-in 24 March 2023, check-out 26 March 2023. Rooms must be king or queen sleeping rooms. Lodging facility, if not co-located with the event facility, shall not be contracted until review and approval by the Family Readiness government representative. Unsafe or unsanitary lodging locations may render the quote unresponsive. Lodging that is not co-located with the event space must be within a five-mile / ten- minute drive from the main venue space.

5.3.1: Per Diem rates may be accessed at https://www.gsa.gov/travel/plan-book/per-diem-rates.

5.3.2: Guests will check-in with personal credit cards to cover incidentals. The lodging guest shall be responsible for any and all incidental charges incurred during the stay.

5.3.4: Room Lock Date: Final room count shall be locked in on 20 March 2023 but is subject to change. A no-cost 20% cancelation / no show window will be honored for guests that cancel or are no show after 23 March 2023.

5.3.5: Lodging facility shall provide a final document of contracted rooms at the completion of the event.

5.4 Event Space: All space identified will be available from 1200 on 24 March 2023 unless otherwise specified. Government will pay venue space and rental fees unless the food and beverage minimum is met. Quote should include pricing for venue space with a sliding scale of venue cost offset by catering and cash bar (inclusive of the catering and cash bar contracted separately by the third party for lunch and/or the No-host Social on Saturday, March 25, 2023). The event may not include catering.

5.4.1: Registration Tables: Ten (10) six/eight-foot tables with linens, two (2) chairs each (8 will be located in close proximity to the main meeting space for the registration and 2 tables will be positioned outside of the for the youth program rooms).

5.4.2: Storage: Access to a room for locked storage from 1700 on 24 March to 1700 on 26 March is required.

5.4.4: One Large event room (Ballroom). Each room capable of holding 500 attendees at rounds with linens for the event curriculum on 24-25 March 2023. Must abide by applicable fire code regulations and health department social / physical distance guidance.

5.4.4.1

5.4.4.2: Breakout Rooms (7 total) for 26 March 2024:

a. (Workshop Breakouts): 4 rooms capable of seating approximately 100 individuals with tables and chairs in either rounds or classroom setting (long tables) with linens and chairs.

b. (Workshop Breakout): 1 room capable of seating approximately 200 individuals with tables and chairs in either rounds or classroom seating (long tables) with linens and chairs.

c. (Youth Program): 2 rooms to accommodate 75 youth in each room with up to 5 tables and 25 chairs in each room close to restrooms.

5.4.4.3: Audio/Visual: Each event room shall have Audio/Visual equipment to include sound system, microphone, laptop audio input, 1 to 3 projector screens (minimum 10 ft diameter) per event room depending upon the size of the room, 1 to 3 projectors per event room, one podium per event room, and stage (if necessary for the space) to allow all guests to adequately view presentations. Audio equipment in all spaces to include microphones and lapel microphones.

5.4.4.5: Third Party Audio / Visual costs shall be included in the offer. No separate contract / payment will be made to a third party A/V team.

5.4.5: Catering and Bar: Catering for adult program (Workshop) will NOT be part of this contract; but, if food is ultimately included as part of the program, it will be contracted by a third party.

5.4.5.1: Cash Bar for Saturday, 25 March 2023. Cash bar with at least two stations will be required.

5.4.5.2: Catering for Youth Program: Child buffet for lunch on 25 and 26 March 2023 for approximately 150 children with child-friendly options (ie. Chicken nuggets, corn dogs, individual pizzas). Buffet will include at least one fruit item, one vegetable item, a main entrée (minimum two options), an additional side item, dessert and beverages from the adult buffet.

5.4.5.3: Food menus should avoid common allergies (fish, shellfish, peanuts, etc.) and clearly label allergens when necessary.

5.4.5.4: Catering prices for Youth Program are inclusive of set-up, silverware, plates, condiments, set up and clean up.

5.4.5.5: Venue must also allow outside food for youth program (for example, light snacks for children throughout the day).

5.4.5.6: Final menu for youth will be approved by the Family Readiness Youth coordinator prior to the event.

5.4.6: Catering rates for the lunch must be within the Federal Government per diem rates in accordance with the Joint Travel Regulation.

6.0 Service Contract Reporting

6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site.

6.2 The contractor shall completely fill in all required data fields using the following web address: https://sam.gov. Log in and select Entity Registrations and then select Service Contract Reporting. The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1-September 30). The DoD Guidebook for Service Contract Reporting in the SAM, available on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr. The General Services Administration (GSA) has also posted additional guidance such as quick start guides, informational videos, and frequently asked questions, that can be accessed by going to https://sam.gov and searching the “HELP” section. The SAM Federal User Guide is also available in the “HELP” section for comprehensive instructions on navigating SAM. Contractors requiring assistance using SAM should contact the Federal Service Desk at https://www.fsd.gov.

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

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b) 01/23/2014 (Change 1: 07/28/2020) http://www.esd.whs.mil/Directives/issuances/dodm

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9) August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common Access Card (CAC) 09/09/14 (Change 1: 05/04/2018) https://www.esd.whs.mil/Directives/issuances/dodi/

Homeland Security Presidential Directive (HSPD)-12 Policy for a Common Identification Standard for Federal Employees and Contractors 08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and Civil Liberties Programs 01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy Program 05/14/2007 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce Improvement Program 12/19/2005 (Change 4: 11/10/2015) https://www.esd.whs.mil/Directives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program Operating Manual (NISPOM) 02/28/2006 (Change 2: 05/18/2016) https://www.esd.whs.mil/Directives/issuances/dodm/

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).

5.0

TECHNICAL EXHIBIT 2

Performance Requirements Summary (PRS) Activity Table

Friday, Mar 24 1200-1700 1700-2100 Registration Set up

1700-2100 YOUTH Registration and room set up (YOUTH)

Nine (9) 6 foot tables with skirting and 2 chairs each set up in foyer outside main ball room NLT 1200 for set up Access to main ball room to set up NLT 1200 (negotiable)

Two (2) 6 foot tables with skirting and 2 chairs set up in front of Youth breakout rooms (YOUTH)

Main Ballroom - Up to 3 screens, projectors, and sound system to include microphones and lapel mics provided by venue Breakout rooms: 1 or 2 screens and projector in each breakout room

1 screen in each room, 1 projector

Saturday, Mar 25 0800-1200 0800-0900 Registration Check in 0900-1200 Army Plenary Session

Registration from 0800-1000 - Eight (8) 6 foot tables with skirting and with 2 chairs each set up in foyer outside main ball room

Plenary Session from 8:00AM-1200 PM main ballroom in Round tables with table cloths able to seat up to 600 adults. Ballroom areas with wall dividers can be used as breakout rooms after lunch.

Stage (raised platform) for presenters Main Ballroom - Up to 3 screens (1 main and 2 side), projectors, and sound system provided by venue

Saturday, Mar 25 1400-1700 1400-1700 Joint Plenary Session

Plenary Session from 8:00AM-1200 PM main ballroom in Round tables with table cloths able to seat up to 600 adults. Ballroom areas with wall dividers can be used as breakout rooms after lunch.

Main Ballroom - Up to 3 screens (1 main and 2 side), projectors, and sound system provided by venue

Saturday, Mar 25 0800-1700 (all day)

1 screen and projector in each breakout room

Saturday, Mar 25 0800-1700

Saturday, Mar 25 1730-2100

NO HOST SOCIAL

Ballroom to accommodate up to 400 adults (catering for light bar nuts and pretzels may be contracted by third party)

Track 1: URRET Command Teams Track 2: Unit Retention NCOs Track 3: Unit Public Affairs NCOs Track 4: Family Readiness Volunteers Track 5: Unit Medical Readiness NCos

Minimum of 4 breakout rooms setup in round tables with table cloths to accommodate a minimum of 100 seats per breakout room in 1 rooms and 200 in one breakout room (10 round tables or could be in classroom setting with long tables).

Up to 2 screens and 2 projectors in each breakout room (1 may be used if guests can adequately view presentation)

Main Ballroom - Up to 3 screens (1 main and 2 side), projectors, and sound system provided by venue

Ver. December 2020