Statement of Work-Yellow Ribbon Events.pdf

Maryland Army National Guard

STATEMENT OF WORK

629th MI PED4, 3-126th AVN BN, 629th MI BN, 110th IO BN TM17) Post-Yellow Ribbon Event

12 April – 13 April 2024.

629th MI BN, 1100th TASM-G, 110th IO BN TM19, 629th MI BN PED6- Pre-Yellow Ribbon Event

14 Jun – 15 Jun 2024.

1.0 GENERAL

1.1 SCOPE: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, childcare, and non‐personal services necessary to perform Yellow Ribbon Reintegration Program (YRRP) events as defined in this Statement of Work (SOW) 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 (DoD) mandated program to provide information, services, referrals, and proactive outreach programs to Army National Guard 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 Army and their families during all phases of deployment. During these events, families gain practical, useful information based on curriculum designed specifically for military families. Through small group and one‐on‐one activities, family members learn how to maintain closeness, and leverage resources during frequent relocation, long separations, and repeated reunions. This approach provides the continuum of care needed.

1.3 PERIOD OF PERFORMANCE (POP):

First Event: 12 – 13 April 2024 (2 DAY) PAX 180 (629th MI PED4, 3-126th AVN BN, 629th MI BN, 110th IO BN TM17) Post Yellow Ribbon Event.

Second Event: 14 – 15 Jun 2024 (2 DAY) PAX 100 (629th MI BN, 1100th TASM-G, 110th IO BN TM19, 629th MI BN PED6) Pre-Yellow Ribbon Event

1.4 GENERAL INFORMATION: To support the YRRP Event for the attendees:

629th MI PED4, 3-126th AVN BN, 629th MI BN, 110th IO BN TM17- Post-Yellow Ribbon Event 12 April – 13 April 2024 (2 DAY) PAX 180.

629th MI BN, 1100th TASM-G, 110th IO BN TM19, 629th MI BN PED6- Pre-Yellow Ribbon Event 14 Jun – 15 Jun 2024 (2 DAY) PAX 100.

During the Yellow Ribbon events, we require a safe, family‐friendly venue to provide conference, operations/storage, childcare services, community partner, registration area, and lodging and meals. All rooms/conference areas shall have complimentary Wi-Fi. Conference rooms shall have audio‐visual (A/V) equipment as specified in this SOW, Paragraph 5.1. The venue must provide lodging for out‐of‐ town service members, families, and staff as specified in this SOW, Paragraph 5.2. If not at the same location, lodging must be within two (2) miles of the conference location. The venue shall have a restaurant/snack area open from 7:00 am to 7:00 pm. Venue must be within 0.5 miles walking distance to restaurants and/or cafes. At a minimum, the venue shall meet the International Hospitality Association (IHA) Three Star Rating criteria. Dedicated audio‐visual support is required on‐site from 07:00 am to 5:00 pm for each event. All conference spaces shall be in the same general area, and not be shared with guests outside of our group for security purposes. A dedicated representative from the prime vendor is required to be on‐site from 07:00 am to 5:00 pm for each event. The dedicated representative duties shall not be designated or delegated to a member of the venue/hotel staff.

1.4.1. PLACE AND PERFORMANCE OF SERVICES: Within 50-mile radius from zip code 21201 Baltimore, MD, Hunt Valley, MD, Towson, MD, Linthicum, MD.

1.4.2. 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. 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 forementioned 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. 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.

DEFINITIONS AND ACRONYMS:

2.1.1 CONTRACTOR. A supplier or Contractor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Statement of Work.

2.1.2 DELIVERABLE. Anything that can be physically delivered but may include non‐ manufactured things such as meeting minutes or reports.

2.1.3 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 SOW. 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.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

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.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

SUBCONTRACTOR. One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 ACRONYMS:

DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation GFP Government Furnished Property IAW In accordance with KO Contracting Officer NLT No later than SOW Statement of Work QAP Quality Assurance Program QASP Assurance Surveillance Control Plan QC Quality Control QCP Quality Control Plan

3.0 GOVERNMENT FURNISHED ITEMS AND SERVICES: The Government will not provide any services, facilities, or utilities, equipment, or material to the contractor to assist the contractor with the requirements of this SOW.

4.0 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this SOW.

5.0 SPECIFIC TASKS:

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

5.1 CONTRACTOR TASKS: The contractor shall provide a safe, family‐friendly venue to provide conference, operations/storage, Childcare, community partner area, registration area, lodging, and meals for up to 180 attendees for the POST event on 12-13 April 2024 and 100 attendees for the PRE event on 14-15 June 2024. All rooms/conference areas shall have complimentary Wi‐Fi. Conference rooms shall have audio‐visual equipment as required in this SOW. The venue must provide lodging for out‐of‐town service members, families, and staff as required in this SOW, Paragraph 5.2. The venue must have a restaurant/snack area open from 7:00 am to 7:00 pm. Venue must be within 0.5 miles walking distance of restaurants and/or cafes. At a minimum, the venue shall meet the International Hospitality Association (IHA) Three Star Rating criteria. Dedicated audio‐visual support is required on‐site from 7:00 am to 5:00 pm on the dates of the event. All rooms shall be in the same general area, and not be shared with guests outside of our group for security purposes. Venue shall limit entrances to the conference areas on the day of event. A dedicated representative from the prime vendor shall be on‐site the day of the event to resolve any issues on‐the‐spot with hotel/venue from 7:00 am to 5:00 pm on the day of the events. The dedicated representative shall not be designated or delegated to a member of the venue/hotel staff.

5.2 CONFERENCE AREAS/BREAKOUT ROOM APPROXIMATION – 2 rooms for each event ROOM(AREA) 1/Registration. Registration area shall be available from 2:00 pm on Friday before each event. Room set up: round tables with at least 8-10 person comfortably with tablecloth. Must have electric outlets not more than 3 feet from the tables and complimentary Wi‐Fi. If outlets are not nearby, please provide three (3) 10 ft extension cords. Location shall be near the Lobby/or near Room 2 (General Session). Note pads size 5” x 8”, lined, and black ballpoint pens shall be provided at each seat.

5.1.2 ROOM 1 REQUIREMENTS:

Appropriate Staging to be determined by Venue and approved by YRRP after room determination. 1 Podium 1 Audio/Visual Table with two (2) chairs 1 LCD Projector with HDMI, USB; VGA and/or Composite A/V Cable Ports 1 each HDMI, USB, VGA Connecting Cables for Projector and to connect to provided laptop.

Projector Screen(s) – appropriate size to be determined by Venue and approved by YRRP after room determination 1 Mixer to produce sound and volume for microphone.

Provide sound connection and cables to house sound for laptops to play videos. 1 Wireless microphone Complimentary Internet, Wi‐Fi.

5.1.3 ROOM 2 CHILDCARE ROOM. We require (2) Childcare providers who should be licensed and have a completed background check. The providers will have activities for the children based on ages. The Childcare rooms for ages 0 to 17 shall be available Saturday, 7:00 am to 5:00 pm for each event. Must be large enough to seat up to 40 children using 6‐8’ rectangle tables, and chairs and have a minimum 10 ft x 10 ft open area for play. The room must be near the restrooms. The room must be lockable. Lunch meals, morning, and afternoon snacks shall be delivered directly to this room at the designated times. Childcare(s) room shall be located away from exits, stairways, and escalators. The Childcare Rooms are preferred to be next to each other or as close as possible. Continuous self‐service ice water with non‐breakable cups in the room and the contractor shall ensure water does not run empty.

5.1.4 ROOM 2 REQUIREMENTS:

1 – 6‐8’ rectangle table 1‐ TV and DVD Player or Blu‐ray/ 2‐3 Assorted Rated “G” VDs + remote 1 – Small Refrigerator for baby bottles 1– Portable Cribs Complimentary Internet, Wi‐Fi 1 Trashcan with lid for diapers. Trash shall be emptied when full.

5.1.5 VENDOR SPACE/ COMMUNITY PARTNERS. Space must be available to accommodate at least 15 square tables with 2 chairs at each table. Tables shall be 6‐8’, rectangle, table clothed, skirted for each. Community partners shall sit behind tables. If community partner area is in a hallway, or entry way, there must be 5 ft of space in front of the tables, to allow unimpeded foot traffic while attendees stop at the front of the tables for discussion. Continuous self‐service ice water with cups.

5.2 LODGING FOR SERVICE MEMBERS: The lodging should be Single occupancy king bed for single Soldiers and Double occupancy double queen beds for married with children Soldier as required for Yellow Ribbon events. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, laundry, room service, and any other incidental room charges. Check in and checkout times will follow normal operating business guidelines as per venue.

5.2.1 Final numbers and rooming list will be provided No later than (NLT) 7 days prior to event.

5.3 MEALS. All meals shall not exceed the Government Per Diem rate for the local area.

Venue shall provide meal menus 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. Final menu must be approved by KO in coordination with Yellow Ribbon Event Planner Staff. Venue should provide two at minimum.

5.3.1 (2) Double‐sided buffet lines for breakfast and lunch meals.

Final Count for Meals will be provided to venue 14 days before the Event.

5.3.2 The 629th MI PED4, 3-126th AVN BN, 629th MI BN, 110th IO BN TM17- Post-Yellow Ribbon Event 12 April – 13 April 2024 (2 DAY) PAX 180

5.3.3 The 629th MI BN, 1100th TASM-G, 110th IO BN TM19, 629th MI BN PED6- Pre-Yellow Ribbon Event 14 Jun – 15 Jun 2024 (2 DAY) PAX 100

5.3.4 Adult and Children Breakfast Buffet, for each event space for

629th MI PED4, 3-126th AVN BN, 629th MI BN, 110th IO BN TM17- Post-Yellow Ribbon Event 12 April – 13 April 2024 (2 DAY) PAX 180

5.3.5 The 629th MI BN, 1100th TASM-G, 110th IO BN TM19, 629th MI BN PED6- Pre-Yellow Ribbon Event 14 Jun – 15 Jun 2024 (2 DAY) PAX 100

5.3.5.1 (Breakfast is at 07:00 am): Breakfast buffet shall include such items as:

Scrambled Eggs Choice of (2) meat (Pork and Non-Pork) Choice of (1) potatoes Choice of (1) waffles or pancakes Choice of (1) bread, English muffin or bagel Choice of (1) Oatmeal, yogurt, or fresh fruit Assortment of cereal Choice of Beverages. Portions shall be at least 10 ounces. Beverages shall be offered in the following varieties – 2 types of fruit juice, hot and iced tea, coffee, 2% milk, and half and half. Sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

5.3.5.2 LUNCH: Adult Lunch buffet, for each event and will be served at 12:00 pm:

Choice of two (2) entree options; minimum serving of 4 ounces, such as Baked Chicken, Pasta Choice of two (2) vegetables; minimum serving of 4 ounces Garden salad with at least three (3) choices of salad dressing Choice of two (2) starches; minimum serving of 4 ounces Choice of at least two (2) different desserts Choice of two (2) rolls or bread, with spreadable butter.

Choice of beverages shall be provided. Beverage portions shall be at least 10 ounces. Beverages shall be offered in the following varieties – three (2) types of juices, hot and iced tea, coffee, 2% milk, and half and half. Sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

5.3.5.3 LUNCH: CHILDREN/YOUTH lunch buffet or plated to be delivered and served in the Childcare Rooms at 12:00 pm:

Choice of (2) two Entrees, Chicken fingers, pizza, or mac & cheese Choice of (2) two Vegetables, Cooked or Raw Vegetables with Ranch Choice of (1) French fries or Tater Tots Choice of (1) Bread or rolls, with spreadable butter Condiments – ketchup and barbeque sauce shall be provided.

Choice of beverages shall be provided. Beverage portions shall be at least 10 ounces. Beverages shall be offered in the following varieties – two (2) types of juices, milk or water.

5.3.5.4 Breakfast – No requirement. Children will eat this meal with their parent(s).

5.3.5.5 Lunch meal provided by the Venue Contractor to children with Childcare providers’ assistance.

Time for lunch meal is 12:00 pm in childcare room.

5.3.5.6 Morning Snack: CHILDREN/YOUTH: Suggested: protein bars, packaged crackers, graham crackers, cut fresh fruit, yogurt. Drinks: milk, juice, or water. Shall be delivered and served in Childcare rooms.

5.3.5.7 Beverage Availability During Entire Event Hours: Coffee, hot tea, and ice water from 07:00 am to 1:00 pm for each event. These beverages shall be set up in or near the Community Partner area/room.

Contractor shall refill when empty.

5.3.5.8 Provide blankets and nap time accessories. Minimum two (2) portable cribs and/or pack and play‐type beds shall be provided by the Venue Contractor.

6.0 PARKING: For service member and guests: Parking shall be at no additional cost to the government, hotel owned on‐site with maximum garage height restriction of 6ft 8in.

7.0 First Charts for Yellow Ribbon Event Post-Deployment Event: 12-13 April 2024 629th MI PED4, 3-126th AVN BN, 629th MI BN, 110th IO BN TM17-

CLINs Description Quantity Price Total CLIN 001 Service Member Lodging/Room 80 CLIN 002 Adult and Children Breakfast Buffet 180 CLIN 003 Adult and Children Lunch Buffet 180 CLIN 004 Room 1- YRRP (Venue, includes Audio

&Visual package, & Rental Space)

CLIN 005 Room 2 Childcare Room 1 CLIN 006 Childcare Provider Services 1

Price rate for this event must Firm Fixed Price and cannot be changed after award is made.

7.1 Second Charts for Yellow Ribbon Pre-deployment Event. 14 Jun – 15 Jun 2024 629th MI BN, 1100th TASM-G, 110th IO BN TM19, 629th MI BN PED6-

CLINs Description Quantity Price Total CLIN 007 Service Member Lodging/Room 50 CLIN 008 Adult and Children Breakfast Buffet 100 CLIN 009 Adult and Children Lunch Buffet 100 CLIN 010 Room 1- YRRP (Venue, includes Audio

&Visual package, & Rental Space)

CLIN 011 Room 2 Childcare Room 1 CLIN 012 Childcare Provider Services 1

Price rate for this event must Firm Fixed Price and cannot be changed after award is made.

8.0 Applicable Publications: Publications applicable to this SOW are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or

Advisory

Website

Federal Acquisition Regulation

M https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement

M http://www.acq.osd.mil/dpap/dars/dfarspgi/current/in dex.ht ml or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR)

M https://www.defensetravel.dod.mil/site/travelreg.cfm

AFI 10‐245

Antiterrorism

03/28/2013 (Certified current 03/30/2017)

M https://www.e‐publishing.af.mil/Product‐ Index/#/?view=pubs&orgID=10141&catID=1&series =1&modID=449&tabID=131

AFI 31‐101

Security Forces Standards and Procedures

08/18/2020 A https://www.e‐publishing.af.mil/Product‐ Index/#/?view=pubs&orgID=10141&catID=1&series =1&modID=449&tabID=131

AFMAN 31‐113

Security Forces Standards and Procedures

03/05/2013 Change 1:

12/02/2015

A https://www.e‐publishing.af.mil/Product‐ Index/#/?view=pubs&orgID=10141&catID=1&series =1&modID=449&tabID=131

DOD Instruction 1342.28 DOD Yellow Ribbon Reintegration Program

(YRRP)

2/25/2019 A https://www.esd.whs.mil/Portals/54/Documents/DD/i ssuance s/dodi/134228p.pdf?ver=2019‐02‐25‐ 080153‐960 https://www.defensetravel.dod.mil/site/travelreg.cfm