PERFORMANCE_WORK_STATEMENT_~_DRAFT.docx

PERFORMANCE WORK STATEMENT

Yellow Ribbon Event

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personnel services contract to provide support services for the Yellow Ribbon Program planned for July 2017. The 99th Regional Support Command (RSC) plans to conduct one event in the Maryland/DC/Virginia area. 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, tools, materials, supervision, and other items and non-personnel services necessary to perform Yellow Ribbon Events 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 Yellow Ribbon Program is a congressionally mandated Department of Defense (DoD) initiative designed to provide information, services, referrals, and proactive outreach programs to Army Reserve Soldiers and their families through all phases of the deployment cycle in accordance with DoD Directives 5142.02, DoD Instruction 1342.28, and Operation Order (OPORD) 12-100. The overall objective of the program is to prepare and sustain Soldiers and their families before, during, and after mobilization. The program consists of four Event Phases: Event 1- Pre-Deployment, Event 2- During Deployment, Event 3- 90 Day Post Deployment, and Event 4- 180 Day Post Deployment.

All attendees are placed on official travel orders and/or Invitational Travel Orders (ITOs) in accordance with the Joint Federal Travel Regulation (JFTR), the Joint Travel Regulation (JTR) and OPORD 12-100. Family members are authorized to travel on ITOs.

1.3 OBJECTIVES: The result of this contract is to provide lodging and meeting space to accommodate Yellow Ribbon events based on unit needs within the 99th RSC Area of Responsibility (AOR). The result of this contract is to also ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon presentations and trainings, and to provide those government personnel and their families attending the event with quality accommodations and identified support services.

1.4 SCOPE: The Government is expecting approximately 1,000 attendees (500 rooms x 2 nights = 1000 room nights) for this event. Specific estimates for the event are provided in Annex A- Estimated Yellow Ribbon Requirements. Attendees will arrive on the Friday of each event after allowed check-in time and register at the event location. Attendees will depart on the Sunday of the event. Yellow Ribbon Staff will arrive prior to the event start date and depart after the close of the event.

1.4.1 The contractor shall provide an on-site representative from the time of arrival through departure of Yellow Ribbon staff in order to successfully prepare and conduct the event. The contractor shall provide one hotel containing the estimated number of guestrooms. The required meeting rooms shall also be located within the confines of the proposed hotel. A final count of actual sleeping rooms will be provided four days prior to the event.

1.4.2 The hotel shall be located within a 30 mile radius from Ronald Reagan Washington National Airport and within 10 miles of an Emergency Medical Clinic. Hotel shall offer the following: lighted parking lot, fitness center, business center, at least one full-service restaurant or food court on the property, elevators for access to other than the ground floor, vending and ice machines. The fitness center shall be accessible to all attendees with no additional cost to the Government. The hotel shall provide a minimal number of handicap accessible rooms available as needed.

The Contractor shall invoice for actual services/supplies provided. Actual services/supplies provided/ rendered in accordance with the terms and conditions of this contract will be accepted and paid for by the Government.

0. PERIOD OF PERFORMANCE: The period of performance shall be:

Maryland/DC/VA Area 26-30 July 2017

0. GENERAL INFORMATION:

1.6.1 Quality Control: Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.212-4, Contractor Terms and Conditions – Commercial Items). A formal Quality Control Plan is not required for this commercial service. However, the contractor shall maintain an inspection system commensurate with commercial practices to ensure the Contractor only tenders for acceptance those items or services that conform to the requirements of this contract.

1.6.2 Quality Assurance: The Government will evaluate the contractor’s performance under this contract in accordance with the Performance Requirements Summary (PRS). The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. Non-conforming services shall be re-performed at no increase in contract price. If non-conforming services are recurring, cannot be re-performed, or the services fail to achieve the PRS, the Government may reject the nonconforming service(s) and document the contractor’s performance record accordingly. The Government may also reduce the payment to the contractor IAW the PRS, or reduce payment to reflect the value of the services performed, or may perform the services and charge the Contractor for any related cost incurred and/or may terminate this contract for cause.

1.6.3 HOURS OF OPERATION: The contractor is responsible for conducting business 24 hours daily from arrival of the Yellow Ribbon Staff until conclusion of the event on the last day. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

1.6.4 TYPE OF CONTRACT: The Government intends to award one Firm Fixed Price contract.

1.6.5 SECURITY REQUIREMENTS: As a minimum, the hotel shall have Closed-Circuit television (CCTV) monitoring that covers the main entrance and front desk areas. All exterior hotel entrances must have a self-locking mechanism. The main entrance can be excluded from self-locking due to the CCTV requirement above. Hotel shall have dedicated, on site 24/7 security personnel. The contractor shall provide room lockout keys for logistics storage area, Yellow Ribbon staff operations room, and breakout rooms to secure pilfer-able items.

1.6.6 KEY PERSONNEL: The following Government personnel are considered key personnel: 99th RSC Commanding General, 99th RSC Command Sergeant Major, 99th RSC Chief of Staff, 99th RSC Directorate Human Resources Director, 99th RSC Programs and Services Division Manager, Yellow Ribbon Program Manager (PM), and Yellow Ribbon Staff. 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.

1.6.7 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.

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 may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

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

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

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

2.2 ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY (GFP), EQUIPMENT, AND SERVICES

3. 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 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 the Yellow Ribbon Event within the same hotel. The Yellow Ribbon COR shall provide a final count by four days prior. The Government shall only pay for rooms used.

5.1.1 Lodging: The Contractor shall provide hotel rooming for attendees and Yellow Ribbon staff with ample space and comfortable contemporary furnishings within the same hotel as the meeting rooms. Sleeping rooms shall be provided at or below the prevailing per diem rate in accordance with the per diem thresholds found at: http://www.gsa.gov/portal/content/104877. The selected hotel must be in compliance with Federal Emergency Management Agency requirements. All sleeping rooms shall include high-speed internet, a spacious work area, a sitting area, coffee-maker, in-room safe and television. Adjoining/connecting rooms shall be available for larger families. If adjoining/connecting rooms are not available, side by side rooms shall be utilized to accommodate larger families. Non-smoking rooms shall be provided.

5.1.1.1 The contractor shall provide rooms for the estimated number of attendees, in accordance with the totals provided in Annex A. Attendees will need lodging for two nights. (500 rooms X 2 nights = 1000 room nights).

5.1.1.2 The contractor shall provide rooms for up to 25 Yellow Ribbon Staff (25 rooms X 4 nights = 100 room nights). Yellow Ribbon Staff members will require lodging for no more than four nights. Specifics are located in Annex A.

5.1.1.3 Security: The hotel shall be in a low crime area. Contractor shall limit conference area entries to outsiders during the event. All conference spaces, meeting rooms, and lodging rooms shall be in the same hotel.

5.1.1.4 General: The contractor shall allow NO onsite hotel renovations or other activities that will interfere with this event. No conference meeting spaces are allowed in basements

5.1.1.5 Line of Site: Seating shall be arranged so that no pillars or posts will obscure views in the meeting rooms. Comfortable padded chairs shall be provided to accommodate attendees.

5.1.2 Meeting Rooms: The Contractor shall provide the following rooms/area(s) to accommodate a successful Yellow Ribbon Event. All meeting rooms shall be in the same hotel as lodging. All meeting rooms shall be on consecutive floors but no more than three floors apart.

5.1.2.1 Yellow Ribbon Staff Operations Room: The Contractor shall provide one secure room to be used as the Yellow Ribbon staff operations office. The room shall be available upon arrival through departure of the Yellow Ribbon Staff, 26 – 30 July 2017. This room shall only be accessible to designated Yellow Ribbon staff via keyed entry. The room shall have wireless Internet access for approximately 20 connections. The room shall encompass a conference table with chairs for seating up to 25. The room shall consist of one hotel phone with capabilities to call any in-house and outside numbers, pens and note pads, and self-serve coffee and water station with cups.

5.1.2.2 Registration Area: The Contractor shall provide a registration area to welcome, sign-in and provide event packets for attendees. This area needs to be spacious enough to accommodate the required tables identified below. The tables shall be properly dressed with tablecloths and skirted. Wireless high-speed internet access shall be provided for the Registration Area. Rope stanchions shall be available.

Friday, 28 July 2017:

14 each six-foot long rectangular tables with two chairs per table

9:00 am- 12:00 pm for Registration Area Setup.

1:00 pm- 7:00 pm Registration table open to attendees

Saturday, 29 July 2017:

Six each six-foot long rectangular tables with two chairs per table

6:00 am- 8:00 am Late Registration open to attendees

5.1.2.3 General Session: The Contractor shall provide one General Session Room (Friday, 28 July 2017, Saturday, 29 July 2017, and Sunday, 30 July 2017) capable of seating up to the maximum attendee amounts specified in Annex A, set up in round tables of eight or 10. Tables shall be properly dressed with tablecloths and skirted throughout the duration of the event.

Friday, 28 July 2017:

Audio/Visual (A/V) check and stage setup times to be determined

The room shall be available for the entire event days, and capable of holding the maximum number of attendees listed on Annex A, set up in round tables properly dressed with tablecloths and skirted. This room shall have a stage with stairs, including one six-foot table with three chairs, one podium with A/V connection, one wireless microphone, and one lavaliere microphone. This room shall have two projectors, two projector screens, 10’x 10’ or larger, wireless high-speed Internet, and power strips. If the room has multiple points of entry, the hotel shall provide rope stanchions to cover doors in order to control access points.

5.1.2.4 Breakout Rooms: The contractor shall provide eight breakout rooms (Saturday, 29 July 2017 and Sunday, 30 July 2017) independent of the General Session Room. Seven shall be capable of seating at least 80 individuals, setup with round tables seating eight or 10, to accommodate at least 80 personnel. All round tables are to be properly dressed with tablecloths and skirted. The remaining breakout room will be set up with seating for 80 theater style. A final count of actual number of rooms shall be provided four days prior the event. In addition, each breakout room shall have coffee, tea, and water stations with cups, as well as pens and pads. Breakout rooms shall be located no more than one floor from the General Session Room. All breakout rooms shall have one small table in the center for A/V and laptop connection and one small table with two chairs in the back of the room for Yellow Ribbon staff.

5.1.2.5 Child and Youth Care Rooms: The contractor shall provide four rooms (Saturday, 29 July 2017 and Sunday, 30 July 2017) to be used for childcare and youth services. Space must allow for separation of infants/ pre-toddlers, toddlers, pre-school, school age, and teens.

(0-18 months) Toddlers (19-35 months) Pre-school (3-5 years old) School Age (6-12 years old) Teens (13-17 years old)

Square feet Required Per Child

All child and youth care rooms shall be on the same floor, either next to or across from one another. All child and youth rooms shall be no more than one floor from the General Session and breakout rooms. A final count of children shall be provided four days prior to the event, inclusive of the number of required cribs.

The contractor shall provide one six-foot rectangular table and two chairs, outside of the Child and Youth Care room area. Table shall be properly dressed with a tablecloth and skirted.

The contractor shall provide five rectangular tables with four chairs at each table for the childcare room designated for Teens. Tables shall remain in the room for the duration of the event. Tables shall be dressed with tablecloths and skirted.

The contractor shall provide two round tables with ten chairs at each table for the room designated for the School Age attendees. Tables shall remain in the room for the duration of the event. Tables shall be properly dressed with tablecloths and skirted.

The contractor shall provide three television sets (42” or larger) with DVD player. One television each shall be provided in the rooms designated as Pre-school, School Age, and Teens.

The contractor shall ensure that all child and youth care rooms meet the following:

· Fire code

· Minimum of two exits

· Posted Fire and Emergency Evacuation Plan

· Identified and posted designated evacuations location(s)

· Americans with Disabilities Act (ADA) Requirements

· Free from health and safety hazards, such as:

· No cords (e.g., electrical, window blinds) shall be hanging within a child’s reach

· Furniture in room shall be secure or removed. Furniture and fixtures shall be in good repair

· Windows or doors to balconies shall be securely shut and locked

· Electrical plugs on the floor shall be covered

· Room fixtures and carpets shall be clean and sanitized

· Free from lead paint and asbestos

· Snack prep area

· Water station with cups

· Refrigerator and Microwave (Infants/Pre-Toddler and Toddlers rooms ONLY)

· Hands-free, covered trashcan available

· Carpeted floors

· Infants/Pre-Toddler and Toddlers Rooms shall have portable cribs in a designated area that can be supervised at all-times within sight/sound. See http://www.cpsc.gov/info/cribs/indes/html for the standards

· Infants/Pre-Toddler and Toddlers Rooms shall have a diaper changing area with trashcan with lid for soiled diapers in a sanitary manner

· Diaper changing station shall be set up at least six feet away from where children will eat snacks or food prep area

· Toddlers and Pre-school Rooms shall have space designated for napping that can be supervised at all times within sight/sound

· All bathrooms to be used by children shall have two each step-stools to assist children with hand washing

· Rooms shall have telephone available for use to make internal and external calls

NOTE: Childcare services shall be accomplished through a separate contract between the Government and the childcare provider. The childcare provider shall make use of the hotel facility.

5.1.2.6 Counseling Rooms: The contractor shall provide three (Saturday, 29 July 2017 and Sunday, 30 July 2017) parlor style rooms for individual counseling. The counseling rooms can be in the general vicinity of the rest of the meeting space, but must be private and have limited access. These rooms need only one round or rectangle table properly dressed with a table cloth and four to five chairs. Each counseling room shall have water with cups, a box of tissues and a waste basket.

5.1.2.7 Community Partner Space: The contractor shall provide foyer space in the same hallway or general vicinity to meeting room areas for up to 50 Community Partners. The contractor shall provide fifty six-foot rectangular tables properly dressed and skirted with two chairs per table available for setup on Friday, 28 July 2017 at 7:00 pm and shall remain in place for the duration of the event.

5.1.3 A/V Support: The contractor shall provide a dedicated A/V person on-site readily available to assist during all Event days as follows:

Friday, 28 July 2017: 5:30 pm to 9:00 pm Saturday, 29 July 2017: 6:30 am to 3:30 pm Sunday, 30 July 2017: 7:00 am to 11:00 am

5.1.3.1 A/V Equipment: The contractor shall provide dedicated equipment to support General Session. The contractor shall provide two large meeting room projectors, 2 large conference size projector screens, 1 wireless lavaliere microphone, 1 wireless handheld microphone, 1 wireless internet connection, upstage lighting, and audio support. All other A/V equipment will be provided by the government.

5.1.4 Parking: The contractor shall provide six parking spaces per night from Wednesday, 26 July 2017 to Sunday, 30 July 2017, in an adjacent parking ramp or lot to accommodate the vehicles for staff? Key personnel? Government employees attending this event.

5.1.5 Food and Beverage: The contractor shall provide meals throughout the event. Special dietary restrictions will be identified and accommodated on an as needed basis. 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 meal rate for food shall apply http://www.gsa.gov/portal/category/100120. The General Session Room shall be used for meals. The estimated number of adult and children (ages 6 and under) meals will be provided 4 days prior to the event. A final count will be confirmed NLT four days prior to the event. The contractor shall identify the notification period for meal cancellation. The cancellation period should be consistent with commercial practice.

5.1.5.1 Hors D’oeuvres. The contractor shall provide hors d’oeuvres in the form of hot/cold finger foods, fruit, desserts, and beverages for event attendees beginning at 7:00 pm to 9:00 pm on Friday, 28 July 2017 for the Welcome and No Host Social.

5.1.5.2 Breakfast. Hot food buffet shall be available from 6:00 am to 8:30 am on Saturday, 29 July 2017 and Sunday, 30 July 2017 mornings of the event. Buffet shall include such items as scrambled and boiled eggs, two types of meat (Pork bacon and sausage, and turkey sausage or bacon), vegetarian option, potatoes or grits, oatmeal, pastries, bread, (toast or biscuits), yogurt, fresh fruits and an assortment of cereal. Drinks shall consist of items such as hot coffee, hot tea, hot chocolate, various fruit juices, milk (whole and skim) and water. Self-serve beverage stations are preferred.

5.1.5.3 Lunch. Hot food buffet shall be available from 11:30 am to 1:00 pm on Saturday, 29 July 2017. Buffet(s) shall include such items as garden salad with assorted toppings and dressings, meat selections, vegetables, and starch selection. Provide child-friendly food choices such as macaroni and cheese, chicken nuggets, and Sloppy Joe sandwiches. Drinks shall consist of items such as water, coffee, milk, tea and soft drinks. Self-serve beverage stations are preferred.

5.1.5.3.1 Bagged Lunch for up to 25 Yellow Ribbon Staff shall be available from 12:00 pm on Sunday, 30 July 2017. This shall include items such as sandwiches (Turkey, Tuna, Ham, Chicken), with potato chips, condiments, fruit, dessert. Drinks shall consist of items such as canned soft drinks, bottled iced tea, and bottled water.

5.1.5.4 Dinner. N/A

5.1.5.5 A Banquet Event Order shall be submitted to the COR 4 calendar days prior the event. Contractor shall provide a list of common food allergy ingredients being served.

5.2 CONTRACTOR MANPOWER 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 events 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. Contractors may direct questions to the help desk by 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.

ANNEX A:

Yellow Ribbon Requirement

Lodging & Meals REQUIREMENTS

Maryland/DC/VA Area 26- 30 July 2017 Estimated Maximum Attendees : 900