PWS YRRP 19 SEP Columbus Venue Lodging Catering.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Lodging, Catering, and Venue 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 lodging, catering, and venue services, as defined in this PWS.

1.2 Background: This acquisition is for a FY26 Soldier Yellow Ribbon & Reintegration Program event on 18-19 SEP 2026. Members of the Ohio Army National Guard will be present in the Columbus, Ohio area to receive benefit information. Venue must be in Ohio within 25 miles of zip code 43235.

1.3 Period of Performance (PoP): 18 – 19 SEP 2026

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall allow setup for event on 18 SEP 2026 no later than 1800 hours and venue access between the hours of 0630-1800 on 19 SEP 2026 except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be a venue location within 25 miles of zip code 43235. The contractor shall at all times maintain an adequate workforce 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 workforce are essential.

1.4.1.1 Reserved.

1.4.1.2 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.3 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. The Government reserves the right to direct the removal of an employee from Government property or revoke access to Government systems for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not 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 National Independence Day: June 19th

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 that address the areas identified in Technical Exhibit 1, Performance Requirements Summary (PRS).

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 For contractors that do not require a CAC, but require access to a DoD facility or installation: Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05), and applicable installation, facility and area commander installation/facility access, and local security policies and procedures (provided by a Government representative).

1.4.5.3 Awareness Training (AT) Level 1: All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level 1 training within 30 calendar days after contract start date and within 30 calendar days of new employees commencing performance. The contractor shall submit certificates of completion for each affected contractor and subcontractor employee to the KOR within 15 calendar days after completion of training by each employee or subcontractor personnel. AT Level 1 awareness training is available at the following website: https://jko.jten.mil/courses/atl1/launch.html.

1.4.5.4 iWATCH Training: The contractor and all associated subcontractors with an area of performance within an Army-controlled installation, facilities or area shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Antiterrorism Officer (ATO)). This local developed training shall be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR or the KO. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance. The contractor shall report completion for each contractor employee and subcontractor employee to the within 15 calendar days after completion of training.

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.

1.4.6.1 Reserved.

1.4.7 Reserved.

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 Reserved.

1.4.10.1 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 security gate upon departure.

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.

0. 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.

1.4.15 Reserved

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 (no meal preparation on site; meals must be delivered fully prepared IF separate from venue location).

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:

5.1 Lodging

5.1.1 Parking: Lodging venue must have ample parking accommodations, estimated at 30 vehicles, no cost / complimentary / validated parking to the guest.

5.1.2 Incidentals: Guests will check-in with personal credit cards to cover incidentals. The lodging guest shall be responsible for all incidental charges incurred during the stay. ONLY individuals listed on the roster are authorized to check-in for lodging. Spouses, significant other, or family members are not authorized to check-in.

5.1.3 Rooms: Venue shall provide forty (40) room block with check-in 18SEP2026, check-out 19SEP2026. Thirty (30) rooms must be double queen sleeping rooms, ten (10) will be single sleeping rooms.

5.1.4 Room Lock Date: Final room count will be locked in on 11SEP2026 but is subject to change after that date. A free 20% cancellation / no show window will be honored for guests that cancel or are no show after 11SEP2026. The vendor will be responsible for making any necessary adjustments to the invoice submitted in WAWF based on the 11SEP2026 final room count.

5.1.5: Vendor shall provide continental breakfast to lodging guests at no additional cost to the guest. Voucher systems are acceptable.

5.1.6: If lodging location is different than event venue location, it must be within 10 miles of venue location.

5.1.7: Lodging vendor shall provide a final document of contracted rooms at the completion of the event.

5.2 Catering

5.2.1 Lunch: Capability of catering for approximately 725 adults for a hot buffet lunch from serving approximately 1200-1300, 19SEP2026, in the general session area to allow for working lunch/access to vendor tables. Final count will be locked in on 05SEP2026 but is subject to change after that date.

5.2.2 The vendor will be responsible for making any necessary adjustments to the invoice submitted in WAWF based on the 05SEP2026 final headcount.

5.2.3 Adult buffet will include a hot buffet meal with a minimum of one salad (minimum of two dressings), main entrée (minimum of one beef and one chicken options), two additional side items (one vegetable, one starch, starch item can be used in main entrée if pasta type dish), bread/rolls, a dessert, a beverage service of lemonade, iced tea, coffee, and water. Adult buffet will not serve ‘fast food’ items (i.e. Hot dogs, chicken nuggets, hamburgers, etc.) nor will it serve ‘cold items’ (i.e. Cold cuts, subs, sandwiches.)

5.2.4 Food menu should avoid common allergies (fish, shellfish, peanuts, etc.) and clearly label allergens when necessary.

5.2.5 Dietary Restrictions: The unit shall provide itemized list of dietary restrictions, if any are present. The contractor shall implement meal plan alternatives to accommodate the dietary restrictions. Alternate meals are for the individual Soldier with dietary restrictions and do not affect the overall meal plan. Meal / Item substitutions for dietary restrictions shall be well-balanced and comparable to the standard menu in caloric and overall nutritional value. Item substitutions or alternative menus for dietary restrictions shall be comparable to the standard menu in variety.

5.2.6 Proper meal preparation, transportation, food service, and food safety can be found in Army Regulation 30-22, The Army Food Program, and the Department of the Army Pamphlet 30-22, Operating Procedures for the Army Food Program, which proscribe the requirements for preparation, service and food safety that shall be followed. Notable procedures including the required use of gloves and hairnets during food preparation and service and the requirement of proteins to be cooked to well done are contained therein.

5.2.7 Catering prices are inclusive of set-up, silverware, plates, cups, condiments, and clean up.

5.2.8 Final menu will be approved by the unit Point of Contact (POC) for the event by 12JUN2026.

5.2.9 Delivery Vehicles: Delivery vehicles used to deliver items under this contract shall be subject to inspection for sanitation. Delivery vehicles shall be clean and closed per Army Regulation 30-22. When transporting catered meals, vehicles shall be maintained in good sanitary condition to prevent contamination and be set at appropriate temperatures. Catered meals transported in vehicles that are not sanitary, or that are not equipped to maintain prescribed temperatures, may be rejected without further inspection. Meals shall not be transported from a location which prevents adherence to minimum temperature requirements.

5.2.10 Inspection: A Government representative will inspect all items upon delivery. A unit representative will immediately alert the vendor for deficiencies. Catered meals not meeting the minimum standards set forth above shall be replaced within a reasonable amount of time (two hours from start time of service). Replacement will be at no cost to the Government.

5.3 Venue

5.3.1 Parking: All venues must have ample parking accommodations for attendees. This is estimated at approximately 550 vehicles. Venue must provide parking at no cost to conference attendees. Voucher systems are acceptable.

5.3.2 Conference Space: All space identified will be available for setup on 18SEP2026 no later than 1800 hours and from 0630-1800 on 19SEP2026 unless otherwise specified.

5.3.3 Registration Tables: Eight (8) eight-foot tables with linens, two (2) chairs each, in the foyer outside the main event space.

5.3.4 Counseling Room: Access to two (2) small counseling rooms from 0800-1700 on 19SEP2026 to support four (4) adults. A box of facial tissues and water service will be in each room.

5.3.5: General Session: Capability of holding 775 adults at crescent rounds, covered with white linen tablecloths. Must abide by applicable fire code regulations and health department social / physical distance guidance.

5.3.5.1: Audio/Visual: General session room will have Audio/Visual equipment to include sound system, microphone, laptop audio input for sound system, HDMI input, four (4) projector screens (minimum 10 ft diameter), four (4) synchronized projectors, one podium, and stage to allow all guests to adequately view presentations.

5.3.5.2: Coffee, tea, and water service will be available from 0900 – 1700 during the event.

5.3.6 Exhibit Tables: Fifteen (15) to twenty (20) six or eight-foot tables, two (2) chairs each, 0700-1800, with white linens, set up within 100 ft. from, but NOT in the general session room. Tables must be situated near the main conference room to allow for attendees to easily assess the vendors during breaks.

5.3.7: Breakout Rooms: 2 rooms are required for the event, availability for afternoon session. One room will have seating for 150 adults in classroom style seating with linen tablecloths. The second breakout room will have seating for 75 adults in classroom style seating with linen tablecloths.

5.3.7.1: Each room will have Audio/Visual equipment to include sound system, microphone, laptop audio input for sound system, HDMI input, 2 large screen (min 10 ft diagonal) with synchronized projectors for the 150-seating breakout room. 1 large screen (min 10 ft diagonal) with projector for the 75-seating breakout room. Podium is required for each breakout room.

5.3.8: The awardee must provide an onsite employee representative for this event. This representative must be identified in writing and will coordinate with the unit Point of Contact (POC) at the onset of the event. This representative must be accessible to the POC throughout the duration of the event and will ensure that the terms of the contract are met.

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/

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors 03/07/2014 https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx

AR 25-2

Information Assurance 04/04/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 530-1

Operations Security 09/26/2014 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 525-13

Antiterrorism 12/09/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, ¶ 2-4.b) 06/01/2016 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1004219

https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1005556

Army Recipe Card TM 10-412 U.S. Army Quartermaster School chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://quartermaster.army.mil/jccoe/publications/recipes/index/full_index.pdf

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

DD 1172-2

Application for Identification Card/DEERS Enrollment

I-9 Employment Eligibility Verification 10/21/2019 https://www.uscis.gov/sites/default/files/files/form/i-9.pdf

DD 441

Department of Defense Security Agreement Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-0499.htm

DD 250

Material Inspection and Receiving Report

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).

5.1 Lodging

5.2 Catering

5.3 Venue

5.3.8 Onsite employee

TECHNICAL EXHIBIT 2

Deliverables Schedule

1.4.5.4 iWATCH Training Certificates

Ver. October 2022