PWS YELLOW RIBBON EVENT JAN 2024.pdf

DARNG Yellow Ribbon Event Performance Work Statement

Delaware

1.0 General: This is a non-personal services contract to provide support for a Yellow Ribbon Reintegration Program (YRRP) event, 20-21 January 2024 within 40 miles of Dover, DE, preferably within the State of Delaware. 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 390 Attendees. Attendees will arrive on Saturday to register.

1.1.1 Objectives: The Contractor must provision for the requested number of attendees’, meeting space and childcare to accommodate one (1) event for two (2) days, to ensure adequate space for learning and to meet the needs of the units within the Delaware Army National Guard. Contractor shall provide 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 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 National Guard (NG) 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 Soldiers and their families before and after mobilization.

1.3 Period of Performance (PoP): The PoP shall be 20-21 January 2024.

1.4 General Information:

1.4.1 Place and Performance of Services: The Contractor shall provide services to support one Yellow Ribbon Event, including meeting space, meals, audio/visual, additional support items, and parking.

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.

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

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

2.1.15 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 PoP Period of Performance 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: We require a large area to host approximately 25 vendor tables. We require 1 general session area, or ball room, to hold approximately 390 attendees (Sat., 20th) and 275 attendees (Sun., 21st) for breakfast and lunch, as well as being a general session. We require 5 breakout rooms which can seat 25-40 attendees each. We require 2 rooms to host child-care services for approximately 35 children. Will require a business meeting-style room for Yellow Ribbon staff. We require a buffet breakfast in the morning; a buffet lunch; and drinks throughout the day; nine (9) breakout rooms and ballroom to include AV support (screens, projectors, cabling and microphones); and parking.

5.1. CLIN0001: Metting Space / Breakout Rooms – 10 total

5.1.1 General Area: General area that will be used for welcoming and registration of guests. Can be near entrance doors, in hallway, lobby area, or foyer.

5.1.2 ROOM 1. General session room from 0700 to 1500. Room for approximately 390 attendees (Sat., 20th) and 275 (Sun., 21st). Room set up with round tables for 8 to 10 people each. Continuous self-service ice water in room.

LCD Projector, Screen and Support Package:

- Audio Visual service contact during event

- Complete ability to show PowerPoint slides/video

- Include LCD projector, display screen, extension cable, power cord/strip

- Mixer to produce sound and volume for video presentations

- Microphone – wireless preferred

5.1.3 ROOMS 2-6. Breakout rooms from 0700 to 1500. Room for approximately 25-40 attendees. Room set up with chairs LCD Projector, Screen and Support Package: (in at least 2 rooms)

- Audio Visual service contact during event

- Complete ability to show PowerPoint slides/video

- Include LCD projector, display screen, extension cable, power cord/strip

5.1.4 Room 7. Child-care room for ages 0-5 from 0700 to 1500. Room for approximately

20 attendees with roundtables for 5-8 people. Room must be in close proximity to restrooms. Continuous self-serve ice water in room. If available, please provide time for set up in the afternoon.

Set Up:

- 3 round tables (2 for seating, 1 open for activities)

- Open Floor Space

- TV and DVD Player

- Old tablecloths if available for crafts

5.1.5 Room 8 Child-care room for ages 6-17 from 0700 to 1500. Room for approximately

15 attendees with roundtables for 5-8 people. Continuous self-serve ice water in room. If available, please provide time for set up in the afternoon.

Set Up:

- 3 round tables (2 for seating, 1 open for activities)

- Open Floor Space

- TV and DVD Player

- Old tablecloths if available for crafts

5.1.6 Room 9 Counseling / Staff room from 0700 to 1500 with table and 2 chairs

5.1.7 Room 10 Vendor Area. Space must be available to accommodate approximately 25 rectangular vendor tables. Tables must be 6 to 8 feet, draped (if possible) with 2 chairs each. There must be enough space for the vendors to sit behind the table or to sit to the side of the table for foot traffic through the hallway not to be impeded.

4 Support Tables: Table to be 6 to 8 feet in length and skirted with 2 chairs each. 3 tables to be used for Event registration. The childcare registration table will be outside the childcare rooms.

5.2 CLIN 0002: Meals and Snacks (All meals will not exceed the Government Per Diem rate.) Hotel should provide sample of proposed menu with estimated cost that takes into consideration the following factors: cost, nutrition, suitability for mixed population of adults, teenagers and children, and ability to respond to special dietary requirements.

5.2.1 Breakfast (0715 to 0830): Juices, coffee, tea, eggs, waffles/pancakes, bread selection, cereal and two meats.

5.2.2 Lunch (1130 to 1245): Pasta with meat and sauce selection, vegetable selection, breads, rolls etc., tossed salad, pasta salad, cakes, and cookies.

5.2.3 Beverage availability during event hours: coffee, tea, water, soda

Minimum of two buffet lines- double sided; Note: If two large rooms are not available, one room would be acceptable for both general session and dining.

Total: 390 (Sat., 20th) and 275 (Sun., 21st) Breakfast meals

390 (Sat., 20th) and 275 (Sun., 21st) Lunch meals 390 (Sat., 20th) and 275 (Sun., 21st) all day beverage snacks

5.3 CLIN0003: Parking / passes for 390 cars and 40 for vendors/staff. 430 total.

6.0 TOUR OF JOB SITE

A site visit of the proposed venue may be required.