PWS-YRE.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

2-134th AB 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 Attendees and Staff. Meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for supporting staff and service of two (2) 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 26th April 2024 to Sunday 28th April 2024.

1.4. General Information:

1.4.1. Place and Performance of Services: The YRRP Training Event venue will be at the Johnson County Armory, located at 325 Minuteman Way, Franklin, IN 46131.

1.4.2. Two Yellow Ribbon registration desks shall be setup to accept registration from event participants on Saturday and Sunday, beginning at 0830 preferably near the general session rooms. The first formal program event shall begin at 0900 on Saturday. The programs shall start at 0800 and end NLT 1600 on Sunday. There will also be a child programs provided all day Saturday and Sunday for children ages 0-5. The contractor shall always 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 Juneteenth 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 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 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 lodging, meals, and parking for the events (parking is free and available for this event). The Government will provide a total meal count by noon on Thursday 17 April 2024, before the start date on Saturday 27 and Sunday 28 April 2024. The government shall have the option to cancel meals by noon on Wednesday 24 April 2024. The attendance for the YRRP event is 235 total personnel and shall consist of the following:

- 198 Attendees: 135 Service Members and 63 Family Members

- 37 Staff: 30 Supporting Staff and 7 Advance Staff

5.2. Catering: Food and Beverage: The contractor shall provide one (1) lunch meal on Saturday 27 April 2024 (235 Personnel) and Sunday 28 April 2024 (235 Personnel) for a total of two (2) meals. Food and beverage charges are based upon a total 235 (3 of which are kids) servings per meal on Saturday and 235 (3 of which are kids) servings on Sunday at or below the per diem rate for meals. Refreshments such as water, coffee, iced tea and lemonade shall be provided to attendees throughout the duration of the event. 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.

5.2.1. Lunch. Hot food buffet will be available from 1200 to 1300 on Saturday 27 April 2024 (235) and Sunday 28 April 2024 (235). Buffet(s) will include such items as: garden salad with assorted toppings and dressings, at least 2 options of meat selections (excluding fish of any kind), vegetables, and at least 2 starch selections. Drinks will consist of coffee, milk, tea, juice and lemonade, for 235 adult lunches on Saturday 27 April 2024 and 235 on Sunday 28 April 2024. Grilled cheese, chicken nuggets, and sloppy joe sandwiches available for at least 3 kids on Saturday 27 April 2024 and 3 kids on Sunday 28 April 2024. The total lunch meal charges will be the sum of adult and children’s meals. Self-serve beverage stands are preferred.

5.2.2. Contractor shall provide a draft menu to the YRRP contact for approval, for all meals, NLT 12:00 p.m. Friday, 19 April 2024. Contractor shall accommodate special dietary requests for all meals, i.e., vegetarian and gluten free meals upon request.

5.3. 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 Wednesday 17 April 2024 and will have the option to cancel rooms up until this date. The Government will only pay for rooms used.

5.3.1. 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:

5.3.2. The contractor shall provide lodging for Friday through Saturday (2 nights) 26 Rooms (17 Singles and 8 Doubles) and for Saturday night only (1 night) an additional 49 rooms (46 Singles and 3 Doubles).

5.3.3. The contractor shall provide rooming list with confirmation numbers by noon on Thursday, 18 April 2024.

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