DRAFT_PERFORMANCE_WORK_STATEMENT_YR_August_Arlington_VA.pdf

PERFORMANCE WORK STATEMENT

Yellow Ribbon Event in Arlington, VA

18-21 Arlington 2016

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personnel services contract to provide support services for the

Yellow Ribbon Event on 19-21 August 2016, planned for the Arlington, VA area in support of the 99th Regional Support Command (RSC). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Prime Contractor who, in turn is responsible to the Government.

1.1 DESCRIPTION OF SERVICES/INTRODUCTION: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Yellow Ribbon as defined in this

Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the terms, conditions and standards in this contract as well as all federal, state and local regulations.

1.2 BACKGROUND: The 99th RSC is located at Joint Base McGuire-Dix-Lakehurst, NJ. The

Yellow Ribbon event is a requirement of Department of Defense Instruction 1342.28, which establishes the Yellow Ribbon Reintegration Program. The Yellow Ribbon Program consists of four events: 1st event occurs prior to deployment, 2nd occurs during deployment, 3rd and 4th events occur post-deployment.

1.3 OBJECTIVES: The result of this contract is to provide lodging and meeting space within a

30 mile radius of Ronald Reagan Airport to accommodate 550 attendees and staff members, to ensure adequate space for learning and to meet the needs of the units within the 99TH RCS Area of Responsibility (AOR). Hotel rooming, meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for community partners, shuttle service and serve three meals. To ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon presentations and training and to provide those government personnel and their families attending the event with quality accommodations and identified support services.

1.3.1 Provide hotel lodging for up to 550 attendee and staff.

1.3.2 Provide a separate dining area for participants and unit staff.

1.3.3 Serve two (2) meals-a-day during full event days and Sunday breakfast on the day of departure.

1.3.4 Provide one (1) separate General Session meeting room for each event. Room shall hold up to 500 personnel round tables seating rounds 8-10 people each.

1.3.5 Provide seven (7)) Breakout Session rooms with seating for 80 each theater style.

1.3.6 Audio Visual Services provide audio visual equipment, laser pointer and remote slide changer for 3 General Sessions.

1.3.7 Provide space near the session rooms and audio visual support for (3) general sessions to include: (high resolution projectors with associated screens, audio connections, high definition monitors to display presentations that portable computers can connect to, and wireless microphones with amplified audio systems).

1.3.8 Provide space for up to fifty (50) tables for community partners.

1.4 SCOPE: The Government is anticipating 500 attendees for this event. Attendees will arrive on 19 August 2016 after allowed check-in time and register at the event location that day.

Advance party members will arrive on 18 August 2016. Attendees will depart on 21 August

2016. Advance party members will depart on 21 August 2016.

1.4.1 The Hotel shall offer the following: lighted parking lot, small gift shop, an exercise room, full-service restaurant or food court, elevators for access to other than the ground floor, valet laundry, vending, and ice machines. Restricted Access after-hours, such as key cards are used as a security measure to enter the hotel. As a minimum, individual lodging rooms shall be equipped with the following: television with remote, telephone, internet access, small refrigerator, and microwave. The event venue shall have meeting space for multiple simultaneous briefings, a staff operations center, and counseling rooms. The event venue shall have sufficient seating to meet the requirements for the anticipated attendance plus normal occupation within reasonable proximity to the meeting spaces. The event venue shall have easy and inexpensive public transportation, or their own shuttle service to and from the airport. The Contractor shall provide an on-site representative from the time the advance party arrives on the Thursday conclusion of the event until the advance party leaves on the Sunday and departure of the Government’s event staff.

1.4.2 From 2:00 pm on 18 August 2016 through 7:00 am on 21 August 2016, a government staff operations room will be established with internet connectivity for up to 25 connections. A

Yellow Ribbon registration desk shall be setup to accept registration from event participants on

19 August 2016 beginning at 11:00 am and concluding at 6:45 pm, preferably in the lobby of the lodging facility or in proximity to the lodging facility’s registration desk. There will be a Yellow

Ribbon Welcome held on the evening of 19 August 2016 from 7:00 pm to 9:00 pm on the event participants’ day of arrival. The first formal program event will begin at 8:00 am on 20 August

2016. The program(s) will start at 8:00 am and end no later than (NLT) 4:30 pm. The programs will consist of up to 3 general sessions for all attendees as well as 7 breakout rooms for 500 attendees each for small group training sessions. Event participants will commence travel home the afternoon and evening of 21 August 2016. Lodging shall be provided under government contract for attendees and staff. Space for up to 50 Community Partners to be located in an area adjacent to the General Sessions room; they shall make their own rooming arrangements. The following meals shall be required; Saturday; 20 August 2016 – breakfast and lunch. 21 August

2016 – breakfast. The dining area needs to be separate from the break out session rooms.

1.5 PERIOD OF PERFORMANCE: The period of performance shall be from 19 August 2016-

21 August 2016. Location: contractor’s site identified in their proposal.

1.6 GENERAL INFORMATION:

1.6.1 HOURS OF OPERATION: The contractor is responsible for conducting business 24 hours daily through arrival of the advance party until conclusion of the event on the last day, or unless unforeseen holdover attendees with air travel arrangements for the morning following the event conclusion. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS at the contractor’s place of business, with exception of severe weather and/or government shutdown/closures.

1.6.2 TYPE OF CONTRACT: The Government will award a Firm Fixed Price contract vehicle.

1.6.3 SECURITY REQUIREMENTS: The contractor shall provide room lockout keys for logistics storage area, staff operations room to secure pilferable items.

1.6.4 KEY PERSONNEL: The following Government personnel are considered key personnel by the government: MG Margaret Boor, 99th Commanding General, CSM Wills, 99th CSM, Mrs.

Karen J. Walzer, 99th CoS, Delini Sookllal-Makarowski, DHR Director, Mr. Kenneth Moore, Programs and Services Chief, Mr. Tray Nichols, YR Program Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.6.5 SUPERVISION OF CONTRACTOR EMPLOYEES: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the

Government. The Contractor, in turn, shall be accountable to the Government for Contractor and subcontractor employees’ performance.

1.6.6 ORGANIZATIONAL CONFLICT OF INTEREST: Contractor and subcontractor personnel performing work 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 Organizational Conflict of Interest (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer 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 Contracting Officer to avoid or mitigate any such

OCI. The Contractor’s mitigation plan shall be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting

Officer may affect 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.

PART 2

DEFINITIONS & ACRONYMS

2.1. DEFINITIONS:

2.1.1 CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2 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.

2.1.3 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the 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.

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

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

2.1.7 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY

(GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 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 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.

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

2.1.10 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.

2.1.11 QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

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

2.1.13 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The

Government does not have privity of contract with the subcontractor.

2.1.14 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.2 ACRONYMS:

ACOR Alternate Contracting Officer's Representative

AFARS Army Federal Acquisition Regulation Supplement

AOR Area of Responsibility

AR Army Regulation

BASOPS Base Operations

CAP Corrective Action Plan

CDR Contract Discrepancy Report

CFR Code of Federal Regulations

CMR Contract Manpower Reporting

CONUS Continental United States (excludes Alaska and Hawaii)

COR Contracting Officer Representative

COTS Commercial-Off-the-Shelf

DA Department of the Army

DD250 Department of Defense Form 250 (Receiving Report)

DD254 Department of Defense Contract Security Requirement List

DFARS Defense Federal Acquisition Regulation Supplement

DMDC Defense Manpower Data Center

DOD Department of Defense

FAR Federal Acquisition Regulation

FSC Federal Service Code

FY Fiscal Year

GFP Government Furnished Property

HIPAA Health Insurance Portability and Accountability Act of 1996

IAW In accordance with

KO Contracting Officer

MFLC Military Family Life Consultant

NLT No later than

OCI Organizational Conflict of Interest

OCONUS Outside Continental United States (includes Alaska and Hawaii)

OFT Operations, Functional, Training

ODC Other Direct Costs

PDHRA Post Deployment Health Reassessment

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QC Quality Control

QCP Quality Control Plan

RSC Regional Support Command

TE Technical Exhibit

UIC Unit Identification Code

PART 3

GOVERNMENT FURNISHED PROPERTY (GFP), EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: (assuming no GFP is included in any of the attached Annexes) 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 PWS.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

4.1 GENERAL: 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 PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 BASIC SERVICES: The contractor shall provide services to support Yellow Ribbon that include (lodging, meeting space, meals, audio/visual, child and youth care services, additional support items identified in annex e, parking or transportation, and shuttle service). 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 shall require the occupants to provide their personal credit cards to secure payment for those charges. The Government shall provide a total room count by 12 August 2016 and will cancel NLT 15 August 2016. The Government shall only pay for rooms used. See the following annexes for further specific task details.

5.1.1 LODGING AND MEETING ROOMS: The Contractor shall provide lodging for Staff and

Attendees for this Yellow Ribbon. At a minimum, the lodging establishment shall meet

International Hospitality Association (IHA) Three Star rating criteria. The total rooms for attendees, staff and presenters is estimated at 550 rooms; broken down as follows:

5.1.1.1 The contractor shall provide double rooms for attendees: 520 estimated attendees and military presenters will need lodging for a total of 2 nights: 19 August 2016 and 20 August 2016

(assumption: 1 room per family unless extenuating circumstances exists). Estimated room total for attendees staying 2 nights is 1040. (520 attendees x 2 nights = 1040 night stays).

5.1.1.2 The contractor shall provide single rooms for staff members: 20 estimated staff members will need lodging for a total of 3 nights: 18 August 2016, 19 August 2016, & 20 August 2016.

(Assumption: 1 room per staff member). Estimated room total for staff staying 3 nights is 60. (20 staff x 3 nights = 60 nights stays).

5.1.1.3 Security: The Hotel shall be in low crime area. Contractor shall limit conference area entries to outsiders during the event.

5.1.1.4 General: The contractor shall allow no onsite hotel renovations or other activities that will interfere with this event.

5.1.2 MEETING ROOMS: Contractor shall provide meeting rooms for one (1) General Session room, seven (7) Breakout session rooms, Staff Operations room, child and youth programs and certificate presentation rooms, Yellow Ribbon welcome and games rooms, instructor Preparation and Chapel Services.

5.1.2.1 The contractor shall provide one (1) General Session Room available 19 August 2016 evening from 6:00 p.m. to 8:00 p.m. for a Yellow Ribbon Welcome & Icebreaker event capable of holding up to 500 attendees in rounds of 8 (preferably a mix of high and low small rounds and

3-4 rounds with seating 10 if 72 inch diameter tables are available.

5.1.2.2 The contractor shall provide one (1) General Session room capable of holding up to 500 attendees in rounds of 8 (preferably rounds of 10 if 72 inch diameter tables are available) from

Friday 6:00 p.m. to 8:45 p.m. and again on Sunday 7:30 a.m. to 9:00 a.m. This General Session room shall be available for setup NLT 6:00 a.m. both days. This room shall contain a stage or platform (risers).

5.1.2.3 The contractor shall provide up to four (4) breakout rooms capable of holding up to 80 persons set up theatre style from Saturday 8:00 a.m. to 4:30 p.m. for event 3 breakout sessions.

Both of the Breakout Session may be conducted on Saturday from approximately 8:00 a.m. to

4:30 p.m. then on Sunday from approximately 8:30 a.m. to 12:00 p.m.

5.1.2.4 The contractor shall provide up to four (4) breakout rooms capable of holding up to 80 persons set up theatre style from Saturday 8:00 a.m. to 4:30 p.m. for event 4 breakout sessions.

Both of the Breakout Session may be conducted on Saturday from approximately 8:00 a.m. to

4:30 p.m. then on Sunday from approximately 8:30 a.m. to 12:00 p.m.

5.1.2.7 The contractor shall provide three (3) rooms for individual (MFLC) counseling. We prefer these rooms to be within a three (3) minute walking distance from (Event 3 and 4). Rooms only need a table with 4-5 chairs. Provide water pitcher with cups/glasses and a box facial tissue in each room.

5.1.2.8 The contractor shall provide one (1) room to be used as the Staff Administrative Center, 30 person occupancy (available the Thursday a.m. prior to the conference through noon on

Monday following conference). Room shall be adjacent to main General Session area when possible.

5.1.2.9 The contractor shall provide one (1) room for a non-denominational religious service with seating for up to 100 theater style from 8:00 am to 8:30 am Sunday morning (can be same room as breakout room).

5.1.2.10 The contractor shall provide five (5) rooms to be used for child and youth activities rooms shall have tables and chairs to accommodate childcare and youth. All 4 rooms should be within close proximity of each other, restrooms and the main conference space. The five (5) rooms shall have 25 feet per child/youth except for the infant rooms must have 35 feet per infant to accommodate cribs. There should be enough room space to accommodate maximum of 2

(ratio) group per breakout room, ratio grouping cannot exceed maximum group ratio child/youth numbers.

5.1.2.11 The contractor shall provide space in hotel lobby, or in foyer areas in proximity to meeting room areas for up to 50 Community Partners (info tables). Prefer to have available for setup on Friday evening by 7:00 p.m. so our Community Partners can setup.

5.1.2.12 The contractor shall provide separate dining area to seat up 520 Attendees and Staff members for Saturday breakfast and lunch. Sunday breakfast.

5.1.3 AUDIO VISUAL: Contractor shall provide audio visual equipment for General Session rooms and Breakout rooms to include screens, handheld wireless and lavaliere microphones

(mics), and laptop audio connections.

5.1.3.1 The contractor shall provide up to two (2) screens for each Yellow Ribbon meeting rooms.

5.1.3.2 The contractor shall provide up to one (1) 10 x 10 Screens (preferably larger) x three

(3) days (Friday to Sunday) for each of the main General Session room Events 3 & 4 (depends on room layout and attendance numbers). Prefer to have screens placed in each corner on an angle for best viewing.

5.1.3.3 The contractor shall provide handheld wireless and lavaliere mics for each of the session rooms as follows:

5.1.3.3.1 The contractor shall for General Session, provide one (1) each wireless handheld and lavaliere mic) and 1 handheld mic.

5.1.3.9 The contractor shall provide one (1) high speed internet access point for up to 20 connections in the Staff Administration Center from the Wednesday (3:00 p.m.) of the event through Sunday 3 p.m.

5.1.3.10 The contractor shall provide three (3) television sets (preferably 42” or larger) with

DVD player, one in each of the three (3) designated children activity rooms (from Saturday 7:00 a.m. to Sunday 11:00 am for ages 4-7, 5-12 & 13-17

5.1.4 ANNEX A: Child and Youth Rooming Requirements

5.1.5 ANNEX B: Catering

5.1.6 ANNEX C: Additional Support Items

5.1.7 ANNEX D: Parking, Transportation and Shuttle Service

5.2 CONTRACTOR MANAGEMENT REPORTING (CMR): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Yellow Ribbon via secure data collection site. The contractor is required to completely fill in all required data fields using the following web address:

http://www.ecmra.mil/, and then click on "Department of the Army CMRA" or the icon of the

DOD organization that is receiving or benefitting from the contracted services.

5.2.1 Reporting inputs shall be for the labor executed during the period of performance during each Government Fiscal Year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk by http://www.ecmra.mil/ clicking on "Send an email" which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component's CMR website.

5.2.2 The required data fields include: (1) Contracting Office, Contracting Officer, or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4)

Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments

(including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9)

Estimated data collection cost; (10) Organizational title associated with the Unit Identification

Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11)

Locations where Contractor and sub-Contractors perform the work (specified by zip code in the

United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement.

5.1.4.26 Child and Youth Rooming Requirements

5.1.4.26.1 The Contractor shall provide five (5) rooms.

Note: Each room shall have 25 feet per child/youth except for the infant rooms must have 35 feet per infant to accommodate cribs.

Note: Maximum Group Size per Room 2 Ratio Groups Only

Note: The contractor shall provide (2) Caregivers shall be present at all times while children/youth are in each room

5.1.4.26.2 The contractor shall provide five (5) rooms, with enough rooms to support child care by ratio age groupings and square feet per child/youth. Space shall allow for separation of infants (0-18 months), toddlers (19-36 months), pre-school (3-5 yrs), school age (6-12 yrs), and teens (13-18 yrs) for safety and appropriate programming.

The contractor shall ensure the childcare rooms meet the following:

All Rooms shall meet fire code.

All Rooms shall have a minimum of two exits from each room

All Rooms shall have Fire and Emergency Evacuation plan posted

Designated evacuations location(s) shall be identified for childcare.

All Rooms shall meets Americans with Disabilities Act (ADA)

Requirements

All Rooms shall be free from health and safety hazards o All Cords shall not (e.g., electrical, window blinds) be hanging within a child’s reach.

o All furniture in room shall be secure or removed. Furniture and fixtures shall be in good repair.

o All windows or doors to balconies shall be securely shut and locked.

o All Rooms electrical plugs shall be covered o All Rooms furniture/fixtures/carpets shall be clean and sanitized.

o All Rooms shall be free from lead paint and asbestos.

5.1.4.26.3 All childcare/youth rooms shall be within close proximity of each other (same floor when possible but all shall be on adjoining floors (e.g. 6th and 7th floors)) with access points that can be controlled. Recommend a minimum of two exits from each room be available. Restrooms need to be in close proximity to the childcare/youth rooms.

5.1.4.26.4 The contractor shall provide each room with a refrigerator, hands free trash can, trash can with lid for infant room for sanitary disposal of soiled diapers, and potable drinking water to be continuously available.

5.1.4.26.4.1 To provide medication or respond to calls from caregivers all rooms need to be within reasonable distance from workshop space.

5.1.4.26.4.2 Rooms shall allow the separation of infant/pre-toddler, toddler, preschool, school-age and youth for safety and appropriate programming.

5.1.4.26.4.3 All rooms shall accommodate 25 feet per child/youth except for the infant rooms must have 35 feet per infant to accommodate cribs. All rooms shall accommodate a maximum of two (2) ratio group breakouts with no less than 25 square feet per child and no more than 50 estimated number of children based on age grouping and space per child.

5.1.4.26.4.4 All bathrooms and hand washing sinks are easily accessible from childcare rooms.

Each bathroom to contain a two (2) two step stool so that children can properly wash hands.

5.1.4.26.4.5 The contractor shall ensure space is available for childcare registration and childcare daily sign in/out of children.

Age -Groups Child/ Care Provider

Ratio

Square feet per Child required?

Projected # of

Children Attending

0-12 months 4 children per 1 provider

35 square feet per child

Minimum Room Size

300 square feet

13-24 months 5 children per 1

35 square feet per child

350 square feet

25-35 months 7 children per 1

25 square feet per child

350 square feet

3-5 years old 10 children per 1

500 square feet

5-6 years old

(Kindergarten)

12 children per 1

750 square feet

6-12 years old

(1st- 6th Grade )

15 children per 1

750 square feet

13-17 years old

(7th-12th Grade )

15 children per 1

35 square feet per youth

1,050 square feet

Note: Maximum Group Size per Room 2 Ratio Groups Only

Note: Minimum Room Size is based on 2 Ratio Groups

5.1.4.26.6 The venue shall provide the following:

All Rooms shall have telephone available for use.

All Rooms shall have a snack prep area.

All rooms shall have drinking water and small cups accessible at all times.

All Rooms shall have a hands-free, covered trash can available for use.

All Infant, Pre-Toddler, Toddler and Pre-school shall all have carpeted floors.

All Infant, Pre-Toddler and Toddler Rooms shall have Refrigerator and Microwave located in snack prep area.

All Infant and Pre-Toddler Rooms shall have Portable Cribs in a designated area that can supervise at all-time within sight/sound.

All Infant and Pre-Toddler Rooms shall have cribs based on number of registered children identified that meet the standards described on the

US Consumer Product Safety Commission on Crib Information. See http://www.cpsc.gov/info/cribs/indes/html for the standards.

All Infant, Pre-Toddler, Toddler Rooms have a diaper changing area with trash can with lid for soiled diapers in sanitary manner.

o Diaper changing can be set up 6 feet away from where children will eat snacks or food prep area.

All Toddler and Pre-school rooms shall have space designated for napping that can be supervised at times within sight/sound.

All bathrooms be used by children shall have two (2) steep stools to assist children with hand washing

All Pre-School, School-Age and Youth Rooms shall have a large screen TV and VCR/DVR player.

http://www.cpsc.gov/info/cribs/indes/html

5.1.4.26.7 The contractor shall provide five (5) rooms, with enough rooms to support child care by ratio age groupings and square feet per child/youth. Space shall allow for separation of infants (0-18 months), toddlers (19-36 months), pre-school (3-5 yrs), school age (6-12 yrs), and teens (13-18 yrs) for safety and appropriate programming.

5.1.4.26.8 The contractor shall ensure space must allow for separation of age groups for safety and in a positive way at drop-off.

a) All rooms shall meet all fire code.

b) All rooms shall have a minimum of two exits from each room

c) All rooms shall meets ADA Requirements

All rooms shall be free from, health and safety guidelines and measures.

d) All large furniture in room shall be secure or removed. Furniture and Fixtures shall be in working order.

e) All windows or doors to balconies shall be securely shut and locked.

5.1.5 Food and Beverage. The contractor shall provide 1,560 meals commencing with two (2) meals (Breakfast and Lunch) on Saturday, the first full event day on 20 August 2016 Sunday, the day of departure, only a breakfast meal shall be provided. Food and beverage charges are based upon a total of servings per meal. Self-serve beverage stations are preferred at each meal. Local government per diem rates for food shall apply. The dining room needs to be a separate room from the meeting rooms. The contractor shall identify the notification time frame for meal cancellation. 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.

5.1.5.1 Breakfast. Hot food buffet shall be available from (6:00 a.m.) to (8:45 a.m.) on the following day(s): 20 August 2016 and 21 August 2016) total of 1560. The buffet shall include such items as: pancakes, bacon, sausage, eggs, ham, assorted fresh fruit, pastries and cereal for adult breakfast total of (1560) both Saturday and Sunday. Drinks shall consist of: coffee, milk, and juice. Self-serve beverage stations are preferred.

5.1.5.2 Lunch. Hot food buffet shall be available from (12:00 p.m.) to (1:00p.m.) on the following day: 21 August 2016 Buffet(s) shall include such items as: garden salad with assorted toppings and dressings, meat selections, vegetables, and starch selection. Drinks shall consist of coffee, milk, tea and juice for 780 adult lunches. Provide small plates for children with child-friendly food choices such as macaroni and cheese, chicken nuggets, and Sloppy Joe sandwiches available for at least (50) kids. The total lunch meal charges shall be the sum of adult and children meals. Self-serve beverage stands are preferred.

5.1.5.3 Dinner. No Dinner Provided.

5.1.5.4 A final Banquet Event Order (BEO) shall be submitted to the COR (if applicable, Contracting officer if no COR appointed) 10 calendar days prior the event.

5.1.6 Additional Support Items: The following items are required to support the event:

5.1.6.2 The contractor shall provide on Friday six (6) tables with skirts and chairs in the registration area for attendee event registration and in-processing. On Saturday two (2) tables with skirts and chairs in registration area from 6:00am to 8:00am for attendee event registration and in-processing.

5.1.6.5 The contractor shall be prepared to support up to 50 community member representatives with tables, chairs, power, etc. The specific arrangements shall be between the contractor and individual community members. The Government shall not be invoiced for any cost associated with this effort to include any loss or damage to the contractor’s property.

5.1.6.7 The contractor shall provide a means to communicate with contractor staff, hand held radios or other means to communicate quickly with Hotel Staff during the event periods.

5.1.6.8 The contractor shall provide a dedicated Audio/Visual person on-site to be available to assist during all Event days from 5:30pm to 8:00pm Friday, 6.30am to 3:30pm Saturday and

7:00am to 11:00am Sunday.

5.1.7.1 Parking or Transportation: The contractor shall provide six (6) parking spaces per night for four (4) nights 18 August 2016 - 21 August 2016 in an adjacent parking ramp or lot to accommodate the vehicles for government employees attending this event.