PWS_YRRP_Sept2026_YRRP Phase 1-Rev1_20260730.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

HOTEL LODGING, CONFERENCE, AND EVENT SUPPORT SERVICES

Yellow Ribbon Reintegration Program (YRRP) Event — Phase 1 Period of Performance: 24–27 September 2026

Place of Performance: San Juan / Fort Buchanan Area, Puerto Rico

1.0 General

1.1 Scope

This Performance Work Statement (PWS) establishes the requirements for procurement of non-personal services in support of the 1st Mission Support Command (MSC) Yellow Ribbon Reintegration Program (YRRP) Phase 1 event, to be conducted in Puerto Rico on 24–27 September 2026. The resultant contract shall be a single-event, firm-fixed-price (FFP) contract and shall not be construed to establish a Blanket Purchase Agreement (BPA), Basic Ordering Agreement (BOA), or any recurring ordering vehicle.

1.2 Background

The U.S. Army Reserve Yellow Ribbon Reintegration Program (YRRP), established under DoDI 1342.28, supports Service Members and Families across the deployment cycle by providing information, resources, and support services, with emphasis on reintegration following redeployment. Execution of this mission requires adequate lodging, meal service, conference facilities, and administrative support IAW the standards set forth herein.

1.3 Objectives

The Government requires a venue environment that facilitates effective instruction, briefings, breakout sessions, and Family engagement activities. The Contractor shall ensure appropriate room configuration, lighting, acoustics, and technical capability to support the full range of programmed YRRP activities described in this PWS.

1.4 Non-Personal Services

Services furnished under this contract are non-personal in nature. The Contractor, and not the Government, shall be responsible for supervising its employees, scheduling their work, and directing the manner and method by which the work is performed. The Government will neither supervise Contractor employees nor establish work schedules for them; the Contracting Officer's Representative (COR) will limit interaction with inspection and acceptance of deliverables IAW the terms of this PWS.

1.5 Place of Performance

Performance shall occur at a hotel/conference facility to be identified in the San Juan / Fort Buchanan area of Puerto Rico, capable of supporting up to 214 daily event attendees and up to 110 overnight lodging guests (3 advance-party staff and 107 Service Members and Families).

1.6 Government Furnished Property and Information (GFP/GFI)

The Government will furnish the following in support of contract performance:

• Event agenda, room-configuration requirements, and daily programming schedule

• Lodging room roster (IAW paragraph 3.2.2) not later than 15 calendar days prior to the event

• Meal-count roster and dietary-accommodation requirements

• A designated Contracting Officer's Representative (COR) as the primary

Government point of contact for day-to-day performance oversight

1.7 Contractor Furnished Items

Except as otherwise specified as Government-furnished, the Contractor shall furnish all personnel, equipment, tools, materials, supervision, lodging, meals, conference rooms, audiovisual support, administrative support, and any other resources necessary to accomplish the full scope of this PWS, including all facilities, utilities, and services required for uninterrupted event execution.

1.8 Key Personnel

The Contractor shall designate a primary Point of Contact (POC) and an alternate POC, each vested with full authority to act on the Contractor's behalf for matters concerning daily contract execution. Names and contact information for both individuals shall be furnished to the Contracting Officer (KO) not later than three (3) calendar days after contract award. Any change in Key Personnel shall be reported to the KO in writing.

1.9 Organizational Conflict of Interest (OCI)

The Contractor shall identify and disclose to the Contracting Officer, prior to performance, any actual or potential organizational conflict of interest IAW FAR Subpart

9.5. Absent such disclosure and KO determination, the Contractor warrants that no such conflict exists.

1.10 Quality Standards

The Government will monitor Contractor performance through the Quality Assurance Surveillance methods and Performance Requirements Summary described in Section

4.0 of this PWS to ensure compliance with all performance standards herein.

2.0 Period of Performance and Event Schedule

2.1 Advance Party Staff

The advance party (3 staff) shall require lodging for four (4) days and three (3) nights, beginning 24 September 2026 and concluding 27 September 2026.

• 24 Sep 2026: Advance party arrives; Contractor shall provide lodging, conference room access (as required), and all preparatory support.

• 25 Sep 2026: Venue setup commences, to include AV testing, room configuration, signage placement, and registration-desk preparation; advance party conducts final venue inspection; Contractor finalizes meal coordination, breakout-room arrangements, and technical checks.

• 26–27 Sep 2026: Advance party on-site at 0600 daily for connectivity and final coordination; the event shall commence at 0700 with breakfast and conclude at 1630 daily.

2.2 Service Members and Families

Lodging for Service Members and Families (107 pax) shall occur for three (3) days and two (2) nights, beginning 25 September 2026 and concluding 27 September 2026.

• 25 Sep 2026: Attendees begin arriving at the registration area; Contractor provides lodging check-in support and welcome-desk operations; opening sessions/orientation occur in the afternoon/evening IAW the Government-provided agenda.

• 26 Sep 2026: Daily check-ins with YRRP staff, 0700–0800; full event programming (general sessions, workshops, breakout activities, resource briefings), 0800–1630, with continuous AV, meal, and room-management support.

• 27 Sep 2026: Daily check-ins with YRRP staff, 0700–0800; final sessions and closing briefings, 0800–1630; Contractor shall support attendee check-out, signage removal, and breakdown of conference spaces.

2.3 Hours of Operation

The Contractor shall maintain uninterrupted hours of operation from advance-party arrival through conclusion of the event on the final day, except in cases of severe weather or Government-directed shutdown/closure and shall ensure continuity and stability of assigned personnel throughout the period of performance.

3.0 Contractor Requirements and Deliverables

3.1 General Support Requirements

At a minimum, the Contractor shall:

• Provide a fully prepared venue capable of supporting all conference, breakout, and Family-oriented activities identified in the event agenda.

• Coordinate logistical support, including signage placement, room transitions, equipment staging, and event-flow management.

• Maintain continuous communication capability between Contractor personnel and Government representatives for the duration of the event.

• Provide on-site technical, administrative, and operational support sufficient to sustain all scheduled activities from setup through teardown.

• Maintain all required safety precautions and compliance with applicable local, state, and federal regulations (see Section 5.0).

3.2 Lodging Requirements

The Contractor shall provide lodging for 3 advance-party staff (3 nights) and 107 Service Members and Families (2 nights) IAW the schedule in Section 2.0. Rooms meet at minimum Three-Star standards to include television, microwave, refrigerator, telephone, and internet access; private bath with full toilet and shower facilities;

individually controlled heating and air conditioning; clean towels and linens; and appropriate furniture. All regular hotel guest facilities and amenities shall be made available to occupants at no additional charge for the duration of their stay.

If utilities fail (other than an area-wide outage) for more than four hours, the Contractor shall relocate all affected occupants to lodging of equal or better quality at no expense to the Government or occupants. The Contractor shall furnish laundry facilities for occupants' personal use and maintain all common-use areas in a clean, neat, and safe condition.

3.2.1 Distinguished Visitor (DV) Lodging

DV suites shall be located above the sixth (6th) floor and shall include, at minimum, elegant furnishings, a separate living/receiving area, and an executive work desk with secure high-speed internet connectivity, consistent with the DV room-quality standards of the original solicitation.

3.2.2 Room List / Roster

The COR will furnish the Contractor with a room roster containing participant names not later than 15 calendar days prior to the event and may amend names up to the day of occupancy. Reservations shall be guaranteed and held until 11:00 a.m. the morning following the arrival date. All sleeping rooms shall be billed on a flat room rate basis (not to exceed the JTR single rate per diem cap) regardless of single or double occupancy;

where two individuals share a room with two beds. The Contractor shall charge the Government the single-occupancy room rate. The Contractor shall submit a finalized Room Roster to the COR upon completion of the event.

3.3 Conference and Meeting Space

The Contractor shall provide:

• one (1) main ballroom capable of comfortably seating 214 attendees in a classroom or banquet format.

• one (1) presenter booth/ resource area to accommodate up to 15 tables.

• one (1) administrative support room/ operation room for Government staff.

• One (1) registration/ welcome area adjacent to the main ballroom, free from facility renovation or visual or acoustic disruption during the event.

Configurations shall include classroom, rounds/banquet, lecture, and stadium/theater styles, with tables, chairs, tablecloths, an ice-water station, and notepads with pens.

Charges for meeting room set-up, teardown and customary incidental equipment shall be included in the Contractor's firm-fixed price proposed and shall not be separately billed.

3.4 Audiovisual and Internet Services

The Contractor shall provide at minimum 3 projectors, 3 projection screens, 3 wireless microphones (lapel/handheld), integrated sound systems/speakers and podiums, with laptop connectivity and adequate power outlets. The Government reserves the option to link its own AV equipment into the venue system. The Contractor shall provide wired and wireless high-speed internet service in both lodging rooms and conference/meeting/breakout/operations rooms for presenters and attendees.

3.5 Meal Service

The Contractor shall provide meals IAW the Government-provided schedule (breakfast 0630–0800; lunch 1130–1300) meeting nutritional and meal planning standards (e.g., hot breakfast buffet and a balanced hot lunch buffet consisting of proteins, complex carbohydrates, vegetables, and non-alcoholic beverages).

All food storage, preparation, sanitation and food safety must strictly comply with TB MED 530 (Tri-Service Food Code) and local Department of Health Regulations. The Contract shall maintain a continuous coffee and water station throughout conference hours (0700-16:30). The Contractor shall develop a meal-voucher system to support Government funding meals, accommodate dietary restrictions (e.g., vegetarian, vegan, gluten-free, halal, and Kosher) when specified on the meal count roster. The Contractor shall ensure spills are cleaned within 5 minutes, dining areas and common spaces are maintained per applicable sanitation standards.

3.6 Parking and Access

The Contractor shall provide secure adequately lit parking with restricted after-hours access (e.g., key-card entry) and clearly designated reserved spaces for attendees, staff, presenters, and Government personnel.

3.7 Deliverables Schedule

Deliverable Frequency Copies Medium/Format Submit To

Room Roster (para 3.2.2) End of event (within3 days)

1 E-mail (Excel) COR /Contracting Office

Conference Room Layout

10 Days Prior to Event

1 E-mail

(PDF/CAD)

COR

AV Configuration Plan 10 Days Prior to Event

1 E-mail COR

Event Meal Menu Provide with Solicitation/Proposal

1 E-mail COR

Quality Control Plan

(QCP)

Within 10 days of award

1 E-mail COR

Emergency/Contingency Plan

Within 10 days of award

1 E-mail COR

Final Invoice (para 5.2) Within 10 days after event end

1 Wide Area Workflow

(WAWF)

WAWF System & Copy to COR

4.0 Quality Assurance and Performance Requirements Summary

4.1 Quality Control

The Contractor shall establish and maintain a Quality Control Plan (QCP) IAW paragraph 3.7, addressing at minimum: lodging; conference setup; audiovisual (AV) support; meal service; sanitation and food handling; and safety and emergency/evacuation response.

4.2 Quality Assurance

The Government will conduct quality assurance surveillance through scheduled inspections, unscheduled inspections, performance evaluations, and customer-complaint follow-ups, with corrective action tracked to closure by the COR IAW the Performance Requirements Summary below. Unscheduled evaluations may be conducted at the Government's discretion to monitor recurring deficiencies.

4.3 Performance Requirements Summary (PRS)

Performance under this contract shall be measured against the following Performance Objectives, using the surveillance methods indicated:

Performance Objective

PWS

Para

Performance Standard

AQL Surveillance Method

Conference Room Readiness

3.3 Rooms are configured, clean and operational according to the Government agenda 30 mins prior to daily start.

100% compliance

Scheduled/unscheduled inspection

AV & IT

Operability

3.4 Equipment functions

throughout event

No unresolved outage >1 hr

Scheduled/unscheduled inspection hours; stable high-speed Wi-Fi.

Lodging Quality 3.2 Rooms clean, functional meeting 3- Star standards with all required utilities.

No deviation allowed

Scheduled inspection / customer complaint

Meal Quality and Timeliness

3.5 Meals meet dietary

requirements and are served within scheduled windows.

100% compliance

Scheduled inspection / customer complaint

Sanitation & Safety

3.5 Food areas

maintained IAW TB MED 530; spills clean within 5 minutes.

Corrected within 5-10 minutes of occurrence.

Unscheduled inspection

4.4 Nonconformance Classification

• Level I (Minor): Not likely to materially reduce usability; correctable on the spot;

defective services restored the workday following notification.

• Level II (Major): Likely to result in failure or materially reduced usability, or a recurring/uncorrected Level I; issued in writing, requiring a Corrective Action Plan (CAP) identifying root cause, corrective action, and completion date.

• Level III (Critical): Likely to result in hazardous/unsafe conditions or prevent performance of a vital mission, or a repeated/uncorrected Level II; issued to Contractor senior management with formal notice of consequences.

The Contractor shall respond to customer complaints and incidental observations within 4 hours and complete corrective action within 24 hours, providing a written explanation of cause, correction, and prevention of recurrence. The Contracting Officer shall make the final determination of Government remedies where a nonconformance is not corrected after notice and a reasonable opportunity to cure.

5.0 Contract Administration and Compliance

5.1 Applicable Regulations

The Contractor shall comply with all applicable regulations, publications, manuals, and local policies, to include:

• DoDI 1342.28 Yellow Ribbon Reintegration Program (YRRP).

• Americans with Disabilities Act (ADA) of 2010.

• Joint Travel Regulations (JTR) governing lodging and per diem limits.

• TB MED 530 and DA PAM 30-22 (Food safety and sanitation).

• OSHA Standards, 29 CFR 1910/1926.

• FEMA and U.S. Fire Administration hotel safety requirements (Hotel and Motel Fire Safety Act of 1990).

• Applicable Army Regulations governing meals, provisions, and lodging; the Privacy Act.

• Applicable state and local Puerto Rico Department of Health inspection and sanitation regulation/standards.

5.2 Security Requirements

The Contractor shall certify, prior to award, that it maintains a security plan and a modern, professional internal/external security system, including security cameras, and shall heighten its security posture for Distinguished Visitors (DVs) from the morning before the first DV's arrival through the last DV's departure. The Contractor shall provide and control room lockout keys for logistics-storage and presenter areas and shall allow Government pre-screening of facilities not later than four (4) hours before the first DV's arrival.

5.3 Pricing, Invoicing, and Payment

All room rates and meal pricing shall not exceed the Joint Travel Regulations (JTR) per diem allowance in effect for San Juan, Puerto Rico, during the period of performance.

Rates established herein shall extend one (1) day before and one (1) day after the event based on Government request and availability. All sleeping rooms shall be billed on a double-occupancy basis, with two-bed/two-guest rooms charged the single-occupancy rate. Personal and incidental charges (alcohol, movies, room service, telephone, mini bar, etc.) are strictly the responsibility of individual guests and are not chargeable to this contract. A single summary invoice, itemized by CLIN and supported by the final validated room and meal rosters, shall be submitted upon completion of the event to COR and Contract Officer for prior approval. Once, invoice has been approved by the COR and Contract Officer, Contractor can submit and upload the approved invoice in the Wide Area Workflow (WAWF) electronic payment system. This contract does not obligate advance payment.

5.4 Cancellation and Deviations

The Government reserves the right to cancel this event for any reason at no cost with at least one (1) calendar week’s written notice. Where the Contracting Officer cancels with less than one (1) weeks’ notice:

• A 10% deduction shall apply to the value of cancelled items.

• No-show lodging or meals shall incur a charge of one (1) night's lodging and/or the first day's meal charge per no-show.

The Contractor shall notify the Contracting Officer in writing within 24 hours of any no-show or cancelled meal. No deviation from this contract resulting in a monetary action shall be made without prior written approval of the Contracting Officer.