Updated PWS Yellow Ribbon Columbia SC October 2024 FINAL.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

October 19-20, 2024, Columbia, SC 29210

YELLOW RIBBON REINTEGRATION PROGRAMS

(This PWS is subject to change depending on the requirement and event)

The vendor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to perform a weekend retreat for Service Members with or without children or family members to improve their relationship skills, communication, and conflict resolution requested in the requirements. These events are for the Service Members, and Families of the South Carolina National Guard.

All Family Member attendees are placed on travel orders and/or invitational travel orders in accordance with the Joint Federal Regulation (JFTR), the Joint travel regulation (JTR) and with Operation Order (OPORD) 08-102 mandated by Congress.

The South Carolina National Guard Yellow Ribbon Reintegration Program was initiated by the Secretary of Defense. The program provides information, services, referral, and proactive outreach programs to Service Members of the SC National Guard and their Families through all phases of the deployment cycle. The goal of the Yellow Ribbon Reintegration Program is to prepare Service Members and their Families for mobilization, sustain Families during mobilization, and reintegrate Service Members with their Families, communities, and employers upon redeployment or REFRAD. The program includes information on current benefits and resources available to help overcome the challenges of reintegration. Family Members are authorized to travel on Invitational Travel Orders (ITOs). Yellow Ribbon Reintegration Programs are offered by Army Chaplains with the full support of their Commanding Officers. Families gain practical, useful information based on curriculum designed especially for Military Families. Through small group and one-on-one activities, Family members learn how to maintain closeness during frequent relocation, long separations, and repeated reunions.

OBJECTIVES:

Vendor shall:

– Provide high quality sleeping rooms with adequate space and amenities for Service Members or Family Members with or without children. Contractors are required to identify the number and types of rooms in their proposals if they are not broken down into double size bedrooms, king size bedrooms, queen size bed rooms or two queen size bed rooms on the line items.

Non-smoking rooms are preferable, but if the hotel does not have enough, they must indicate in their proposal.

– Provide a variety of healthy food choices for breakfast, lunch and dinner. Estimated number of meals and attendees will be identified on each line item. (see section 3.9).

3.1. Lodging:

Vendor shall contact the Contracting Officer Representative (COR) prior to conference start date to reconfirm actual number of attendees and review the agenda. The quantities ordered in this contract are estimates.

The Federal Government is tax exempt. Vendor accommodations must be within the area of Columbia, SC zip code 29210.

1.0 INTRODUCTION

2.0 BACKGROUND

3.0 SCOPE

All sleeping rooms must be at or below the Government’s per diem rate. The support staff usually arrives on one day prior to the event starts date. These staff members should be provided with assistance from Hotel Managers or Event Coordinators to be ready for in-processing. Attendees who meet our requirements for lodging will start to arrive on Saturday. On Saturday prior to event start date, the COR and Program Manager will arrive to do the final walk through with the hotel staff to ensure that everything asked for within the Purchase Order is received. The time frame for this to occur can be from 9:00am-4:00pm.

3.2. Billing:

The vendor shall invoice for actual services/supplies provided only. The Vendor will receive a final count no later than October 17th at 5:00pm.

3.3. Personal Expenses:

Personal expenses in guest rooms such as long-distance phone charges, movie rentals, laundry, room service, etc. will be paid for by the guest and shall not be billed under the resultant contract.

3.4. Conference Space:

Conference space must be co-located with sleeping accommodations. They are required to be located in the same facility as the guest rooms. No onsite renovations or other activities shall interfere with meeting space with noise or unsightly distractions. Line of site requirements: no pillars or posts obscuring views.

Comfortable padded chairs are required to accommodate extended meetings. Conference space should be secluded to minimize distractions and improve counseling process. Conference space will be held from 6:30am-2:30pm on the day of the event.

Meeting Rooms:

Meeting Requirements are needed for one day (Sunday). This room should have a water station at the back of the room/s. A small table for projector in second or third row with enough space for one individual to monitor with laptop connection. Please see requirements below Section 6.0.

3.5. Security:

No conference meeting spaces are allowed in basements. The meeting rooms shall be secured enough for Attendees, Staff, Government’s information, supplies, equipment and other properties.

3.6. Space: (The dimensions mentioned below are different for all events. Size of the meeting rooms are determined by the number of attendees). Therefore, Hotel Managers or Event Coordinators are required to work closely with the Contracting Officer’s Representatives. Please see requirements below in paragraph 6.

Seating style – Theater Style. The Square footage indicated in section 6.0 is a minimum square footage required. Please see requirements below for room square footage required for each breakout/conference room. Section 6.0

3.7. Schedule or Performance Period: A tentative schedule (subject to change) should be sent to you at least 3 days after a contract is provided to you (Vendor). Receipt of an Agenda for the events is dependent on when you receive a contract. Hotel Managers or Event Coordinators are required to work closely with Contracting Officer’s Representatives for questions and answers pertaining to room setup and layout after Purchase Order is received.

FRIDAY- Please see requirements below. Section 6.0 SATURDAY - Please see requirements below. Section 6.0 SUNDAY- Please see requirements below. Section 6.0

3.8. Set-up:

Area must be well lit. Windows must have coverings to darken the room and enable the viewing of videos and slides. Additional or less items may be required for “Audio Visual” depending on each event and the turnout of attendees.

3.9. Refreshments:

Ice water, glasses. The items shall be replenished at the beginning of each session (as necessary).

3.10. Meals:

(Preferably – buffet type). The attendees will use the hotel restaurant, or the COR will make arrangements with the hotel for other options. Below is a tentative schedule. Quantities of meals are determined by the number of attendees. Once again, vendor shall contact the COR prior to conference start date to reconfirm actual number of attendees. Hotel Restaurant shall ensure conformance to SC Department of Agriculture’s (SCDA) Regulations and Policy.

Breakfast: Buffet will be served on Sunday to overnight guest. Menu shall include but not be limited to hash brown, grits, scrambled eggs, pancakes or French toast, bacon or ham or turkey sausage, Danishes, assorted juices, milk, coffee, tea, and water and appropriate condiments.

Lunch: Buffet will be served on Sunday. The menu shall include but not be limited to tossed salad with assorted dressing, 2 hot meats, starch, vegetable, coffee and unsweet & sweet tea.

3.11. Invoicing: Invoices shall be submitted via the Wide Area Workflow (WAWF) system. The quantities ordered in this contract are estimates. The vendor shall invoice for actual services/supplies provided only.

Actual services/supplies provided/rendered in accordance with the terms and conditions of this contract will be accepted and paid for by the Government. Upon sending a final invoice you must also provide a rooming roster of all personnel that was booked under the contract.

3.12. Site Visits: Site visits will be conducted on two (2) separate occasions. The first site visit will be conducted once we receive notice of those who meet the requirements to ensure that those vendors actually met our requirements. Those 2 individuals will make a recommendation to the KO to omit them from the selection pool and or process. The second site visit will be once a contract is awarded the COR and Program Manager will schedule a visit with the Hotel Staff to give a detailed description of how we want the set-up to

be. This will include but not limited to, time lunch will be served, how many lunch breaks will be served and the amount that will be served in each wave.

Technical Requirements: Lighting must be easily adjustable to accommodate multiple transitions from Power Point presentations to group discussion and practical exercises. (The dimensions mentioned below are different for all events)

Please see requirements below Section 6.0

5.1. CONTRACTOR: The term refers to the primary (prime) vendor.

5.2. CONTRACTING OFFICER: The government official who has authority to enter into contract, administer or terminate contracts. He/she can make related determinations and findings on behalf of the government. He/she is the ONLY individual who can legally bind the government.

5.3. CONTRACTING O F F I C E R ’ S R E P R E S E N T A T I V E (COR): An employee of the U.S.

Government appointed by the Contracting Officer to monitor contractor’s performance. This individual has authority to provide technical direction to the Vendors, as long as that direction is within the scope of the

4.0 TECHNICAL REQUIREMENTS

5.0 DEFINITIONS

contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Dates: 19-20th October 2024 Location: Columbia, SC 29210

Requirements Fri, Oct 18th Sat, Oct 19th Sun, Oct 20th Sleeping Rooms 0 100 0 Breakfast Coupons 0 0 200 General Session 0 0 500 Adult Lunches 0 0 430 Exhibitor Tables 0 0 15 Parking 0 0 320 AV N/A See Below N/A

Meeting Space Event Pax Set Up Square Footage

General Session (Sunday only) 500 Theatre 8,704 sq. ft.

Breakout 1 250 Theatre 4,080 sq. ft.

Breakout 2 250 Theatre 4,080 sq. ft.

Lunch (Sunday only) Flow Rounds 11,552 sq. ft.

AV Requirements: One Day Required (SUN)

Quantity Days Description 1 1 PSAV-AV Support Package:

GS-two large screen w/support package, 1 podium with wireless microphone, stage, audio sound for laptop and one internet connection

Each breakout room will need Screen/AV support/audio/wireless microphone/projector

6.0 Specifications