PWS Yellow Ribbon INARNG.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

939th MP Co & Cyber Yellow Ribbon Reintegration Program (YRRP) Training Events

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 Services, as defined in this PWS.

1.1.1 Objectives: Provisions and meeting space for 280 Attendees and Staff. Meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for supporting staff and service of two meals. To ensure there is a conducive learning environment/atmosphere at the event venue to support YRRP Training Event presentations and training, and to provide those government personnel and their Families attending the event with quality accommodations and identified support services.

1.2 Background: The YRRP event is a requirement of Department of Defense Instruction 1342.28, which establishes the Yellow Ribbon Program. The Yellow Ribbon Program consists of four events: 1st event occurs prior to deployment, 2nd event occurs during deployment, 3rd event occurs approximately 90 days post-deployment and the 4th event occurs approximately 180 days post-deployment

1.3 Period of Performance (POP): The POP shall be from Friday 16 July 2021 to Sunday 18 July 2021.

1.4. General Information:

1.4.1. Place and Performance of Services: The YRRP Training Event venue must be within a 10-mile radius of zip code 46032 to the Event Location, but not located within tolls. The preferred location will be Carmel, IN.

1.4.2. A Yellow Ribbon registration desk shall be setup to accept registration from event participants on Saturday, beginning at 8:00 a.m. preferably near the general session room. The first formal program event shall begin at 9:00 a.m. on Saturday. The programs shall start at 9:00 a.m. and end NLT 6:00 p.m. on Saturday. On Sunday, the programs shall kick back off at 9:00 a.m. and end NLT 6:00 p.m. on Sunday. There will also be a child and youth programs provided all day Saturday and Sunday for children ages 0-17. 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.

1.4.2.1. 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 not perform services on these days:

New Year’s Day: January 1st Martin Luther King, Jr.’s Birthday President’s Day Memorial Day Independence Day: July 4th Labor Day Columbus Day Veteran’s Day: November 11th Thanksgiving Day Christmas Day: December 25th

1.4.3. 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.

1.4.3.1. Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.4. 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.

1.4.5. 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, 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.

1.4.6. 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.

1.4.7. 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.

1.4.7.1 The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the KO within 14 days of an employee’s departure

1.4.8. 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.

1.4.9. 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:

YRRP Yellow Ribbon Reintegration Program

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: N/A.

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 Basic Services: The contractor shall provide services to support YRRP training event that include meeting space, lodging, meals, audio/visual, and parking for the events. The Government will provide a total meal count by noon on Friday 09 July 2021, before the start date on Saturday 17 July 2021. The government will have the option to cancel meals and by noon on Monday 12 July 2021. The attendance for the YRRP event is 280 total personnel and will consist of the following:

-260 Attendees: 140 Service Members and 120 Family Members

- 20 Staff: 17 Supporting Staff and 3 Advance Staff

5.1.2 Meeting Rooms: The contractor shall provide 2 General Session rooms, 2 Breakout Session Rooms, 2 Counseling Rooms, 1 Registration Area, 2 Childcare Rooms, 2 Dining Rooms and 1 Storage Room.

5.1.2.1 The contractor shall provide two (2) General Session Rooms one capable of holding 70 personnel (for Saturday 17 July 2021 and Sunday 18 July 2021) and one being capable to holding 200 personnel (for Saturday 17 July 2021) (Staff and Attendees). The General Session Rooms must contain an elevated stage with a podium and equipped with two (2) wireless and/or local area network (LAN) internet access for computer laptop connectivity to the room projector screens and sound system. Additionally, both General Session Rooms must have access ability to a common area that can hold twenty (20) six foot table skirted/dressed with two (2) chairs each. Lastly, the General Session Rooms must have one (1) American Flag with pole and stand from Saturday 17 July 2021 at 7:00 a.m. to Sunday 18 July 2021 at 6:00 p.m.

5.1.2.2 The contractor shall provide 2 Breakout Session Rooms one capable of holding 40 personnel in theater style seating and one capable of holding 15 banquet styles. AV equipment includes 1 or 2 large screens (Must allow for all audience members to see clearly), projectors, wireless mic and sound, and HDMI connectors for laptops.

5.1.2.3 The contractor shall provide 2 Counseling Rooms, ideally must be in close proximity to General Session; these rooms are used for counseling. The room will consist of the following items per-room per-day; three (3) comfortable/lounge chairs, one (1) table, skirted/dressed, two (2) boxes of tissues, sufficient lighting and appropriate décor, one (1) pitcher of water with cups (to be refreshed as needed). Saturday 17 July 2021 at 7:00 a.m. to Sunday 18 July 2021 until 6:00 p.m.

5.1.2.4 The contractor shall provide one (1) Admin/Storage Room to support the Yellow Ribbon Training Event staff and/or store sensitive items. Room must accommodate equipment and must be able to be locked; ideally room should be on same floor or adjacent to General Session. Room needs to be available for set-up NLT 3 p. m. on Friday 16 July 2021 until Sunday 18 July 2021 at 6:00 p.m.

5.1.2.5 The contractor shall provide one (1) Registration Area. The contractor will provide water stations and cups in area, to be refreshed as needed. The Registration area will consist of the following items, sufficient lighting, four (2), six foot tables skirted/dressed with two (2) chairs per table and pens. Required Saturday 17 July 2020 from 7:00 a.m. until Sunday 18 July 2021 at 6:00 p.m.

5.1.2.6 The contractor shall provide 2 rooms to be used for child and youth activities. Rooms will have tables and chairs to accommodate childcare and youth. These rooms should be within close proximity of each other, restrooms and the main conference space. There should be enough room space to accommodate children and staff. Required Saturday 17 July 2021 at 7:00 a.m. until Sunday 18 July 2021 at 6:00 p.m. Please refer to Annex A for more specific requirements.

5.1.2.7 Dining Rooms. The contractor shall provide two rooms one capable of holding 70 and one being capable to holding 200 personnel (Staff and Attendees) for lunch on Saturday 17 July 2021, round style seating to accommodate. The contractor shall provide one room capable of holding 70 (Staff and Attendees) for lunch on Sunday 18 July 2021, round style seating to accommodate All meals will be served in 2 buffet lines, with double-sided access, for a total of 4 access lines. Buffet lines must be able to accommodate a large group in a timely manner. This room can be the same as the general session room as long as space allows for 2 buffet lines.

5.1.3 Catering: See Annex B for Specific Requirements.

5.1.4 Lodging: The contractor will provide services to support Yellow Ribbon Program (YRRP) Training Event that include lodging for each required guest. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, internet service charges, laundry, or other incidental room charges. Any such charges will require the occupants to provide their personal credit cards to secure payment for those charges. The Government will provide a total room count by noon on Friday 02 July 2021 and will have the option to cancel rooms up until this date. The Government will only pay for rooms used.

5.1.4.1 Lodging per event: The Contractor will provide lodging for Staff and Attendees for this Yellow Ribbon Reintegration Program (YRRP) Training Event. At a minimum, the lodging establishment will meet International Hospitality Association (IHA) Three Star rating criteria. The total estimated rooms for attendees, staff and presenters is broken down as follows:

5.1.4.2 The contractor shall provide 42 Rooms on Friday 16 July 2021 (22 singles, 20 doubles) and 22 Rooms on Saturday 17 July 2021 (13 singles, 12 doubles). Eight (8) of the rooms used on Friday will be for two (2) nights. Those 8 are included in the 25 rooms for Saturday.

5.1.4.3 The contractor shall provide rooming list with confirmation numbers by noon on 09 July 2021.

5.1.4.4 The contractor shall provide parking Friday through Sunday for all guests. This parking is for the participants’ entire stay and not simply for one trip to/from the hotel.

5.1.5 Audio Visual: Contractor shall provide audio visual equipment for General Session Rooms and Breakout Rooms to include screens, handheld wireless and lavaliere microphones (mics), and laptop audio connections. The contractor shall provide a dedicated Audio/Visual person on-site to be available to assist Yellow Ribbon Reintegration Program (YRRP) Training Event from Saturday 17 July 2021 at 7:00 a.m. until 6:00 p.m. on Sunday 18 July 2021.

5.1.5 1 General Session Room A/V Needs:

2 large screens (all audience must be able to see clearly) 2 projectors HDMI connector for laptop Audio port for laptop connection 2 wireless microphones (1 can be lavaliere) Hard Line (Ethernet Cable)

5.1.5 2 Breakout Room A/V Needs:

2 large screens (all audience must be able to see clearly) 2 projectors 1 wireless microphone HDMI connector for laptop Audio port for laptop connection

5.1.6 Parking: The contractor shall provide parking for no less than 150 vehicles for the duration of the event from Saturday 17 July 2021 at 7:00 a.m. until Sunday 18 July 2021 at 6:00 p.m.

Annex A

6. Child and Youth Rooming Requirements:

6.1 The contractor shall provide 2 rooms, with enough rooms to support child care by ratio age groupings and square feet per child/youth. Space will allow for separation of children ages 0-5 and youth 6-17 for safety and appropriate programming.

6.1.1. The contractor shall ensure the childcare rooms meet the following:

6.1.1.2. All rooms will meet fire code.

6.1.1.3. Designated evacuation location(s) will be identified for childcare.

6.1.1.4. All rooms will meet Americans with Disabilities Act (ADA) Requirements.

6.1.2. All Rooms will be free from health and safety hazards.

6.1.2.1. All cords will not (e.g., electrical, window blinds) be hanging within a child’s reach.

6.1.2.2. All furniture in room will be secure or removed. Furniture and fixtures will be in good repair.

6.1.2.3. All windows or doors to balconies will be securely shut and locked.

6.1.2.4. All rooms’ furniture/fixtures/carpets will be clean and sanitized.

6.1.2.5. All rooms will be free from lead paint and asbestos.

6.2. All childcare/youth rooms will be within close proximity of each other (same floor when possible) but all will be on adjoining floors (e.g. 6th and 7th floors) IAW AR 608-10, with access points that can be controlled. Recommend a minimum of two exits from each room be available. Restrooms need to be in close proximity to the childcare/youth rooms.

6.2.1. The contractor shall provide each room with hands free trash can or trash can with lid for infant room for sanitary disposal of soiled diapers, and potable drinking water to be continuously available.

6.2.2. To provide medication or respond to calls from caregivers all rooms need to be within reasonable distance to Yellow Ribbon training event space.

6.2.3. Rooms will allow the separation of infant/pre-toddler and youth for safety

6.2.4. All bathrooms and hand washing sinks are easily accessible from childcare rooms.

6.2.5. The contractor shall ensure Space is available for Childcare registration and childcare daily sign in/out of children.

6.2.6. The venue will provide the following:

6.2.6.1. All rooms will have drinking water and small cups accessible at all times.

6.2.6.2. All rooms will have a hands-free, covered trash can available for use.

6.2.6.3. All Toddler and Pre-school rooms will have enough space for childcare providers to designated for napping that can be supervised at all times and are within sight/sound.

Annex B

7. Food and Beverage: The contractor shall provide one (1) lunch meal on Saturday 17 July 2021 (280 Personnel) and one (1) lunch meal on Sunday 18 July 2021 (90 Personnel) for a total of two (2) meals. Food and beverage charges are based upon a total 280 servings per meal on Saturday and 90 servings per meal on Sunday at or below the per diem rate for meals. Self-serve beverage stations are preferred at each meal. Local government per diem rates for food will apply and can be found at http://www.gsa.gov/portal/content/101518. The cancellation time frame should be consistent with commercial practice. The contractor must be in compliance with all applicable Army regulations regarding food and beverage services.

7.1. Lunch. Hot food buffet will be available from 11:30 a.m. to 12:30 a.m. on both Saturday 17 July 2021 (280 Servings) and Sunday 18 July 2021 (90 Servings). Buffet(s) will include such items as: garden salad with assorted toppings and dressings, at least 2 options of meat selections, vegetables, and at least 2 starch selections. Drinks will consist of coffee, milk, tea, juice and assorted soft drinks (regular & diet), for 277 adult lunches Saturday and 88 adult lunches Sunday. Provide small plates for children with child-friendly food choices such as macaroni and cheese, chicken nuggets, and Sloppy Joe sandwiches available for at least 3 kids Saturday and 2 kids Sunday. The total lunch meal charges will be the sum of adult and children meals. Self-serve beverage stands are preferred.

7.2. Contractor shall provide a draft menu to the YRRP contact for approval, for all meals, NLT 12:00 p.m. Friday 09 July 2021. Contractor shall accommodate special dietary requests for all meals, i.e., vegetarian and gluten free meals upon request.

7.3. A final Banquet Event Order (BEO) will be submitted to the KO seven (7) calendar days prior the event for each event.