DRAFT - PWS Yellow Ribbon 99th RD 11-16 Sep24.pdf

PERFORMANCE WORK STATEMENT (PWS)

United States Army Reserve Command (USARC) Yellow Ribbon Reintegration Program (YRRP) Event

99th Readiness Division (RD) Washington, D.C.

11-16 September 2024 Revision 1 – Dated 28 June 2024

PART 1

GENERAL INFORMATION

1. General: This is a non-personal, firm fixed price (FFP) services contract to provide support for an anticipated one-time Yellow Ribbon Reintegration Program (YRRP) event. 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 Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: Contractor shall provide all necessary facilities, personnel, labor, equipment, supplies, materials, supervision, and other items and non-personal services necessary to perform YRRP Event Services as defined in the Performance Work Statement (PWS) except for those items specified as government furnished property and services. The Contractor shall furnish facilities along with Audio/Visual and computer connections, supplies, and services as specified in accordance with (IAW) the standards, and terms and conditions in the PWS, resultant contract; and local, state, and federal laws and regulations.

1.2 Background: The United States Army Reserve Command (USARC) commands all United States Army Reserve units and is responsible for overseeing unit staffing, training, management, and deployment. The YRRP is a congressionally mandated initiative designed to provide information, services, referrals, and proactive outreach programs to Reserve Component Service members and their Families through all phases of the deployment cycle.

The overall objective of the program is to prepare and sustain Service members and their Families before and after their mobilization.

1.3 Objectives: The Contractor must provision for the requested number of attendees’ lodging, parking, meals, and meeting space to accommodate a United States Army Reserve conducted YRRP event, to ensure adequate space for learning, and to meet the needs of the units within the United States Army Reserve Headquarters. The Contractor shall provide hotel rooming; meeting space rooms, power, audio-visual and computer connections; secure storage space; space for attendees, Government staff, and community partners’ parking; and meals. The Government will provide their own audio-visual equipment. The Contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support YRRP presentations and training and shall provide those Government personnel, Reserve Component Service members and their Families attending the event with quality accommodations and identified support services.

1.4 Scope: The Contractor shall provide a venue that can accommodate a YRRP event. The Government shall host the event.

1.4.1 The Contractor shall provide a venue that can accommodate up to two hundred (200) Attendees.

Attendees, plus up to two (2) guests per Attendee, will arrive on the Friday of the event and register at the event location that day. Attendees will depart on Sunday of the event. The 99th Readiness Division’s (RD’s) fifteen

(15) core staff will arrive on the Wednesday of the event and depart on Monday of the event. Twenty (20) support staff will arrive on Thursday of the event and depart on the Sunday of the event.

1.4.2 A reconciled number of sleep and conference meeting rooms will be provided the Friday prior to the event start. The government will give at least a 120-hour notice of cancellation from Wednesday of the event for lodging and meeting rooms. Any additional room requirements beyond the contract stated quantity and dates of performance will require Contracting Officer approval prior to the increased rooms or extended stays.

1.5 Period of Performance: 11-16 September 2024

1.6 The Contractor shall provide a venue that will offer the following: a lighted parking lot, an exercise room, one full-service restaurant and or food court, ice machines, elevators for access to other than the ground floor, elevators to accommodate moving 17 feet long projector screens, Restricted Access after-hours, such as key cards used as a security measure to enter the hotel, and 24-hour on-site security. The venue shall have no less than a three (3) star rating. The event venue shall have meeting spaces designated for multiple simultaneous briefings, a Staff Operations Room, equipment storage space, and Parlor Rooms (counseling rooms). The event venue shall have sufficient seating to meet the requirements for the anticipated attendance under this contract plus normal hotel occupation or concurrent events. Other events shall not interfere with this contract requirements. The Contractor shall provide a 24/7, on-site representative from the time the 99th RD Core Staff arrives on the Wednesday of the event until the 99th Core Staff leaves on the Monday of the event.

Type of Event Participant Arrival Departure Quantity

RD Core Staff Wednesday of the event Monday of the event 15

Support Staff

Thursday of the event

Sunday of the event 20

Attendees Friday of the event

Sunday of the event

Up to 200(Plus up to 2 guests per Attendee)

1.6.1. Event Agenda:

DATE Daily Agenda Friday – prior to the event

• Final Roster of attendees will be provided to the Contractor by the COR.

Wednesday – of the event

• Review of agenda will be conducted by COR, with the Contractor.

• Establish Staff Operations Room

• Readiness Division (RD) Core Staff will arrive at the venue.

• The Contractor shall meet with COR to Review Banquet Event Order (BEO)

Thursday – of the event • Support Staff will arrive at the venue.

Friday – of the event • Attendees will arrive and register for the event, at the venue.

• Contractor shall ensure the event meeting space rooms will be set up and ready for

Saturday’s event activities.

Saturday – of the event • The event’s first formal program of the day will begin at 7:30 A.M. The programs will run throughout the day and end NLT 6:00 PM.

Sunday – of the event • The event’s first formal program of the day will begin at 7:30 A.M. and end at 2:00

P.M.

• Departure of Attendees and Support Staff

Monday – of the event • Departure of RD Core Staff

1.6.1.1. The Friday prior to the YRRP event start date, the Contractor shall contact the Contracting Officer’s Representative (COR) to reconfirm the actual number of attendees and review the agenda. The COR will provide the final roster of Attendees to the Contractor. The quantities stated under the resultant contract are estimates only.

1.6.1.2. The Wednesday of the YRRP event start date, the Readiness Division (RD) Core Staff will arrive at the venue.

1.6.1.3 The Contractor shall provide sleeping rooms for up to fifteen (15) 99th RD core staff members for five

(5) nights (Wednesday – Monday) for the YRRP event. The Contractor shall establish a Government Staff Operations Room, the Wednesday of the event through the Sunday of the event for the use of up to twenty-five

(25) staff operations room that includes conference table, chairs, outlets, and Wi-Fi capacity.

1.6.1.4 The Wednesday of the event, the Contractor shall meet with COR to review Banquet Event Order

(BEO).

1.6.1.5 The Thursday of the YRRP event start date, the support staff will arrive at the venue.

1.6.1.6. The Thursday of the event, the Contractor shall provide sleeping rooms for up to twenty (20) Support Staff for three (3) nights, for the YRRP event.

1.6.1.7. The Friday of the YRRP event, Attendees will arrive at the venue to register for the event.

1.6.1.8. The Friday of the event, the Contractor shall provide up to two hundred (200) sleeping rooms for two (2) nights, for the event attendees. Prior to Attendees arrival, on the Friday of the event, the Contractor shall establish a YRRP event registration. The Contractor shall ensure the event conference/meeting space rooms will be set up and ready for Saturday YRRP event activities.

Event Personnel

Type

# of Rooms

# of nights

Support Staff

20 3

RD Core Staff

15 5

Attendees

200 2

1.6.1.9. The Saturday of the YRRP event, the first formal program of the day will begin at 7:30 A.M. The programs will run throughout the day and end NLT 6:00 PM.

1.6.1.10. The Sunday of the event, the first formal program of the day will begin at 7:30 A.M. and end at 2:00 P.M. The Attendees and Support Staff will depart in the afternoon and evening, of the Sunday of the event.

1.6.1.11 The Monday of the event, the RD Core Staff will depart.

1.7 General Information:

1.7.1 Quality Control: Quality Control is the responsibility of the Contractor. The Contractor shall ensure all work described in this contract is performed at or above the standard defined in the Performance Requirements Summary (PRS). The Contractor is responsible for providing quality services/supplies to the Government (see FAR 52.212-4, Contractor Terms and Conditions – Commercial Items). A formal Quality Control Plan (QCP) is not required for this commercial service. However, the Contractor shall maintain an inspection system commensurate with commercial practices to ensure the Contractor as well as their subcontractors only tender for acceptance those items or services that conform to the requirements of this contract all applicable laws and regulations.

1.7.2 Quality Assurance: The COR will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP) to include Government collected and graded customer satisfaction comment cards as part of the Government’s performance evaluation process. This plan is a government only document focused on what the COR must do to assure that the contractor has performed in accordance with the performance requirements.

1.7.3. Non-conformance Report (NCR): When the Contractor's performance is unsatisfactory, an NCR will be issued. The Contractor shall reply in writing as soon as possible from the time of receipt of the NCR, giving the reasons for the unsatisfactory performance, corrective action taken, and procedures to preclude recurrence.

1.7.3.1 Level I (Minor) Non-conformance is defined as a non-conformance that is a departure from established standards having little bearing on the effective use or operation of the services. Minor non-conformance usually can be corrected by the contractor within a short timeframe, where no further CA response is necessary and can be issued by the COR to the contractor either through a verbal or written NCR. Minor non- conforming services shall be corrected within a specified time frame at no increase in contract price. If minor non-conformances are recurring a Level II non-conformance may be issued to the contractor by the KO.

1.7.3.2. Level II (Major) Non-conformance is defined as a non-conformance, other than critical, that is likely to result in failure of services, or to materially reduce the usability of the services for their intended purpose, or it is a recurring Minor non-conformance, or a non-responsive contractor indicating a trend or failure of the contractor’s quality control. Major non-conformances shall result in the issuance of a written NCR from the KO to the contractor requiring a response by the Contractor by a specified timeframe identifying the reasons for the unsatisfactory performance, corrective action(s) taken, and date resolution has/will occur, and procedures to preclude recurrence of unsatisfactory performance.

1.7.3.3. Level III (Critical) Non-conformance is defined as a non-conformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II NCR’s; or is for a non-responsive contractor to a level II NCR. Critical non-conformances shall result in the issuance of a written NCR from the KO to the Contractor requiring a response by the Contractor by a specified timeframe identifying the reasons for the unsatisfactory performance, corrective action(s) taken, and date resolution has/will occur, and procedures to preclude recurrence of unsatisfactory performance.

1.8. Type of Contract: Firm Fixed Price (FFP) Contract.

1.9. Place of Performance:

Location Allowable Proximity from Airport

Airport

Washington, D.C. 50 miles

Ronald Reagan Washington National Airport

(DCA)

1.10. Security Requirements: The Contractor personnel performing work under this contract shall allow the USARC Provost Marshall to conduct a Vulnerability Threat Assessment no later than two (2) weeks prior to the YRRP event for each venue provided by the Contractor. The Contractor shall be responsible for safeguarding all government equipment, information, and property. The Contractor shall provide room lockout keys for the Staff Operations Room, the conference/meeting rooms, and the Logistics Storage Room to secure pilferable items. The keys shall be given to the RD Core Staff upon their arrival to the venue on the Wednesday of the event. In the event of loss or damage of any nature, caused by Contractor operations or employees, due to improper protection, precaution or safety measures, such damages shall be repaired, or such property shall be replaced by the Contractor at their expense.

1.11. Safety: The Contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. The Contractor shall provide a verbal and email notification to the COR and the KO by the end of the event of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. The Contractor shall provide a completed copy of the required Accident Investigation Reports by email to the COR and KO within two (2) calendar days of each occurrence.

1.12. Environment and OSHA: The Contractor shall comply with all local, state, and Federal environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, state, and Federal laws, rules and regulations, and compliance with the requirements of the contract shall be brought to the attention of the COR for final resolution NLT the end of the business day of notification.

1.13. Verbal Notifications Follow Up. The Contractor shall notify COR by email in addition to any verbal notification of such conflicts NLT two (2) calendar days. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local state, or Federal laws, rules, and regulations.

1.14. Hazards. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the KO or COR, to halt all Contractor performance. The Contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of any hazard such as, but not limited to, fire, or large fuel spill, the Contractor shall immediately, within the hour of occurrence, notify COR verbally and by email.

1.15. Contract Administration

1.15.1. Post Award Conference: The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5, Post Award Orientation. At these meetings the Contracting Officer or COR will apprise the contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. The Contractor shall not take any action as a result of these meetings without written authorization from the Contracting Officer. The Contractor shall provide the Contracting Officer a written notification if there is an additional price or cost associated with any proposed change or action related to the contract. Upon Contracting Officer notification, appropriate action shall be taken to resolve outstanding issues as soon as possible.

1.15.2. Contracting Officer’s Representative (COR): The COR will be identified by issuance of a COR designation letter. The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation will be issued to the COR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR, especially regarding changes in cost, price estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions regarding cost, quantity, or schedule of the resulting contract.

1.15.3. Contractor Point of Contact (POC): The following personnel are considered a Contractor POC by the Government: a designated POC and an alternate POC. The Contractor shall provide a designated POC and an alternate POC, who shall be responsible for the competent performance of the work required under the specifications of this contract NLT two (2) calendar days after contract award and as changes occur. The name and contact information of the designated POC and the alternate POC, who shall act for the contractor when the designated POC is absent, shall be provided by email to the COR and KO. The designated POC and alternate POC shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

The designated POC or alternate POC shall be available between 7:30AM to 6:00 PM for YR period pf performance The designated POC and alternates POC(s) shall be able to read, write, speak, and understand English.

1.15.3.1. The Contractor POC(s) shall meet with the COR to discuss immediate problem areas when the issue arises.

The POC(s) shall respond by phone or email to the COR within two (2) hours after notification of deficiencies and correct the deficiency(s) within one (1) hour of notice or provide a course of action to resolve prior to the next day.

1.15.4. Organizational Conflict of Interest: The Contractor shall not employ any person or perform a contract in a situation where the existence of conflicting roles may bias the contractor's judgement or prevent unfair competitive advantage in accordance with Organizational Conflict of Interest Rules in FAR 9.5.

1.15.5. Invoicing Instructions:

1.15.5.1 Contractor shall only 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.

1.15.5.2. Invoices shall contain sufficient detail to include, the sleeping rooming roster, the final banquet event order, the parking roster, and the shuttle roster.

1.15.5.3. The Government shall not be responsible for any cost deficits between the contract’s preliminary number of required services and the confirmed number of services required. Invoice amounts can be less than what is on the contract but shall not exceed the quantities ordered. Actual services provided IAW the terms and conditions of this contract will be accepted and paid for by the Government.

1.15.5.4. Contractor shall invoice per contract line-item number (CLIN) structure.

PART 2

DEFINITIONS & ACRONYMS

2 Definition and Acronyms

2.1 Definitions

2.1.1 ALTERNATE CONTRACTING OFFICER REPRESENTATIVE. An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be by email 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.

2.1.2. 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.

2.1.3 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.

2.1.4. 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 KO is the only individual who can legally bind the Government.

2.1.5 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 by email 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.

2.1.6 CONTRACTOR PERSONNEL. Contractor and subcontractor employees performing work under this

2.1.7 CONTRACTOR POC. 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 by email to the COR NLT six (5) business days after contract award and as changes occur. 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.

2.1.8 COMMUNITY PARTNERS. There are two (2) types of community partners, government, and non-government. Both types of community partners are resource providers, instructors, briefers, or other subject matter experts. An example of a non-government provider is the American Red Cross, USAA, Military One Source; to name a few. Examples of government community partners would be Financial Literacy, Family Action Plan Representatives, and Chaplin’s; to name a few.

2.1.9 CORE STAFF – 99th RD Personnel

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

2.1.11 EVENT. YRRP event is inclusive of the entire period of performance.

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

2.1.13 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.

2.1.14 NONCONFORMANCE: Failures to meet all contract requirement: products, services, construction work, deliverables, or clause requirements.

2.1.15 ONSITE PARKING: Onsite parking is defined as parking located on the venue property. It may be located within a ½ mile of venue. Parking ramp or lot must be lit.

2.1.16 PERFORMANCE REQUIREMENT SUMMARY (PRS): A listing of the service outputs under the contract that are to be evaluated by the COR on a regular basis, the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

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

2.1.18 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.

2.1.19 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.

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

2.1.21 SUPPORT STAFF. Augmented staff

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

2.1.23 WORKDAY. The number of hours per day the Contractor provides services in accordance with the

2.2 Acronyms

ACOR Alternate Contracting Officer's Representative ADA American with Disabilities Act AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation BEO Banquet Event Order CA Corrective Action CAP Corrective Action Plan CFR Code of Federal Regulations CLIN Contract Line-Item Number CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative CUI Controlled Unclassified Information DA Department of the Army DCA Reagan Washington National Airport DEERS Defense Enrollment Eligibility Reporting System DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation FFP Firm Fixed Price IAW In accordance with KO Contracting Officer NCR Non-Conformance Report NLT No later than OCONUS Outside [the] Contiguous United States OSHA Occupational Safety and Health Administration POC Point of Contact POP Period of Performance PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan RAPIDS Real-Time Automated Personnel Identification System RD Readiness Division

SAF Subject to Availability of Funds TBD To Be Determined TE Technical Exhibit UIC Unit Identification Code USARC United States Army Reserve Command YRRP Yellow Ribbon Reintegration Program

PART 3

CONTRACTOR FURNISHED ITEMS AND SERVICES

3 CONTRACTOR FURNISHED ITEMS

3.1 General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract. The Government shall not be invoiced for any cost associated with this effort to include any loss or damage to the Contractor’s property.

3.2 Materials: The Contractor shall provide the following supplies and/or materials necessary to meet the requirements under this PWS.

3.3 Tables and Chairs: The Contractor shall provide round and rectangular tables. All tables will be covered with a clean, serviceable, and properly fitting cloth fabric table covering. There shall be no more than two (2) different colored table coverings, in one meeting area. The exact numbers of tables required will be determined by the number of event Attendees. All chairs shall have a padded seat to accommodate extended meetings. The location and set up configuration of tables and chairs are specified in Part 4 of this PWS.

3.4 Water Stations with Disposable Cups: A water station with drinking glasses, disposable drinking cups or water bottle filling capabilities shall be provided in the General Session Room, each of the Breakout Rooms and in each of the Parlor Room (counseling rooms). Water stations shall be available from 7:15 A.M. until 5:00 P.M. on Saturday of the event, and 7:15 A.M. to 12:00 P.M. on Sunday of the event. The water stations shall be in each meeting area, where it will be easily accessible to all Attendees without being disruptive to the meeting.

3.5 Bulk Copiers/Printers. Quantity: Two (2) Contractor shall provide all items necessary (toner, paper, etc.) for bulk copying/printing for an estimated amount of 5,000 copies. Copiers/Printers shall have the capability to copy and print color and black and white, two-sided copies in both standard eight and a half (8.5) inch by eleven (11) inch size paper, and legal, eight and a half (8.5) inch by fourteen (14) inch, paper. Copiers/Printers shall have the capability to collate and staple copies.

3.6 Podium. The Contractor shall also provide a single box styled lectern podium with A/V connection capability.

PART 4

SPECIFIC TASKS

4 SPECIFIC TASKS GENERAL INFORMATION

4.1 Attendee Registration Area: The Contractor will provide services to support YRRP training event(s) that include lodging, meeting space, and meals. The Contractor shall setup a YRRP registration NLT 8:30 A.M. on the Friday of the YRRP event. The registration area shall provide sign-in, welcome, and orientation packages for Attendees, provided by the Government staff members. The area shall have approximately six (6)registration tables with two (2) of chairs at each table. Wireless high-speed Internet access shall be provided for the registration area. Attendee registration will take place on the Friday of the event beginning at1:30 PM and concluding at 7:00 P.M.

4.2 Attendee Help Tables: The Contractor shall provide two (2) separate tables with four (4) chairs at each table from 6:00 A.M. Friday through 5:00 P.M Sunday of the event, for Government staff to address all Attendee questions and concerns. The tables shall be capable of seating four (4) people. On the Friday of the event, the tables shall be in a location visible from the registration area. On Saturday and Sunday of the event, the tables shall be in a location visible from the event meeting rooms.

4.3. The Contractor shall provide in the Staff Operations Room, starting at 11A.M. on Wednesday of the event, one (1) color copier/printer machine (same machine as stated in PWS Paragraph 3.5); capable of wireless printing, copying, with replacement toner cartridges. One (1) back up color printer must be available and on-site if the main printer becomes inoperable at any time. Two (2) external phone lines with direct phone number to the ADMIN/OPS room and capability to call any in-house number.

4.3.1 The Contractor will provide in the Staff Operations Room wireless internet to accommodate 15 connections, required from Wednesday at 11 A.M. to Sunday at 3 P.M.

4.4 The Contractor shall provide up to 5 Breakout Rooms, with wireless internet access, from 7 A.M. Friday of the event through 2:00 P.M. Sunday of the event.

4.5 Sleeping Rooms: The Contractor shall provide up to two hundred thirty-five (235) sleeping rooms onsite of the venue. If the event venue cannot accommodate 235 sleeping rooms, an additional venue may be used to reach the maximum of 235 sleeping rooms. The additional venue shall be within 1 mile of the event venue.

4.5.1. The cost shall not exceed Government per diem lodging rates for the local ZIP code when calculated on a per person basis. www.gsa.gov/travel /plan-book/per-diem-rates.

4.5.2. Lodging Government Tax Exemption: The cost of sleeping room shall not include tax if a Government Lodging Tax Exemption exists. The Government will provide documentation for the contractor to fill out. The contractor shall be responsible for filing all Government Lodging Tax Exemption documentation.

4.5.3. The government shall not be responsible for any cost deficits between the preliminary number of sleeping rooms and the confirmed number of sleeping rooms required. The Government will only pay for the confirmed number of rooms required for each event.

4.5.4. The lodging venue shall be on the list of approved hotels and motels for federal travelers located at https://apps.usfa.fema.gov/hotel.

4.5.5. The lodging venue shall meet the American with Disabilities Act (ADA) requirements and provide ADA compliant rooms. A preliminary number of actual ADA compliant sleeping room numbers will be provided for the contract. A reconciled number of ADA compliant sleep rooms will be provided on the Tuesday prior to event.

4.5.6. Sleeping Room Roster: The Contractor shall provide a sleeping room roster which includes the sleeping rooms number, number of days the rooms were used, cost per room and the total cost of all sleeping rooms for the event. The sleeping room roster shall be submitted with the invoice into the appropriate invoicing system.

4.5.7. Sleeping room requirements:

4.5.7.1. All rooms provided under this contract shall be non-smoking rooms.

4.5.7.2. A minimum of sixty (60%) percent of the rooms shall contain either two (2) queen beds, 2 double beds, 2 king beds or a combination of all but nothing smaller than 2 double beds.

4.5.7.3. Sleeping room, main entry doors shall not open to the exterior of the building.

4.5.7.4. Sleeping Rooms shall contain the following:

• Working television with remote

• Working telephone

• Working refrigerator

• High Speed Wireless - Internet access

4.5.8. Responsibilities: The Government shall not be responsible for room service charges, long distance phone calls, movie rental charges, laundry charges, room service, room damages, or any other incidental room charges. Any such charges shall require the occupants to provide their personal credit cards to secure payment for those charges.

http://www.gsa.gov/travel https://apps.usfa.fema.gov/hotel

4.6. Conference Spaces/Rooms. Conference Spaces/Rooms shall be located in the same venue as the two hundred thirty-five (235) sleeping rooms. In case where two (2) venues are being used, the venue with majority of sleeping rooms shall be used as the main venue. The Government will provide a preliminary meeting room count upon award of the contract and a final room count on Tuesday prior to the event. The Government shall not be responsible for any cost deficits between the preliminary number of conference spaces/rooms and the confirmed number of conference spaces/rooms required. The Government will only pay for the confirmed number of rooms required for each event.

4.6.1. General Session Room:

4.6.1.1. Quantity: One (1) Room or Two (2) side by side rooms that are capable of being served as one whole room and hosting the total required capacity of the General Session Room.

4.6.1.2. Availability: 7:00 A.M. Friday of the event through 2:00 P.M. Sunday of the event (local time).

4.6.1.3. Capacity: Room shall be capable of hosting up to 600 hundred attendees, plus space for the A/ V equipment.

4.6.1.4. The Contractor shall have the capability to provide round tables and chairs or theater style setup to support up to six hundred (600) attendees and allow for ADA compliance. All tables, with the exception of the water station, shall be arranged to allow all sides of the table to be accessible for seating.

4.6.1.5. Ceiling Height: General Session Room shall have a minimum ceiling height of eighteen (18) feet to ensure there is sufficient height for the screens used in the presentation.

4.6.1.6. When possible, the General Session Room may be used for all dining purposes.

4.6.1.7. The General Session Room shall remain configured as the General Session Room from Friday to Sunday of the event.

4.6.1.8. The Contractor shall provide a stage with covered front side. The stage shall have a minimum of one (1) handicap access ramp on the front or side of the stage and two (2) sets of stairs on either side of the stage. The stage shall be equipped with one (1) speaker’s podium and one (1) indoor ceremonial US Flag.

4.6.1.9. The General Session Room shall have High Speed Wireless internet access capability, in addition to the normal internet provided by the hotel. High Speed Wireless internet access shall be provided to General Session Room presenters only unless otherwise specified.

4.6.2. Breakout Rooms:

4.6.2.1. Quantity Up to five (5) rooms

4.6.2.2. Availability: 7:00 A.M. Friday of the event through 2:00 P.M. Sunday of the event (local time).

4.6.2.3. Capacity: Each room shall be capable of hosting up to fifty (50) attendees, theater style or with tables and chairs plus space for the A/V equipment and a water station and allow for ADA compliance.

4.6.2.4. Breakout Rooms shall have High Speed Wireless internet access, in addition to the normal internet provided by the hotel. High Speed Wireless internet access shall be provided to Break Out Room presenters only unless otherwise specified.

4.6.2.5. Ceiling Height: Breakout rooms shall have a minimum ceiling height of thirteen (13) feet to ensure there is sufficient height for the small projector screens used in the presentation for the breakout rooms.

4.6.3. Parlor Rooms (Counseling Rooms):

4.6.3.1. Quantity: Up to five (5) rooms to include the requirements specified in PWS paragraph 4.6.3.4

4.6.3.2. Availability: 7:00 A.M. Friday of the event through 12:00 P.M. Sunday of the event (local time).

4.6.3.3. Capacity: three (3) of the five (5) Parlor Rooms required shall be capable of hosting up to ten (10) attendees and allow for ADA compliance.

4.6.3.4. Additional Requirements: The parlor rooms shall have High Speed Wireless Internet access capabilities with access for all attendees, Support Staff and RD Core Staff. One (1) of the five (5) Parlor Rooms (DEERS/RAPIDS Room) shall include an Ethernet port with direct access to the internet. High Speed Internet connectivity must NOT prompt username/password or any other type of verification to connect onto to the internet.

The room shall include two (2) rectangular tables with six (6) chairs.

4.6.3.5. Two (2) of the five (5) Parlor Rooms (Counseling Rooms) must be private and have limited access;

however, it can be in the general vicinity of the rest of the meeting spaces. Each of these rooms shall include a minimum of three (3) armchairs, one (1) coffee table, one (1) small trash can, one (1) box of facial tissues and a water station.

4.6.3.6. The remaining two (2) of the five (5) possible Parlor Rooms shall include four (4), rectangular tables with three (3) chairs per table. Tables shall be arranged to allow all sides of the table to be accessible for seating.

4.6.4. Community Partners Room

4.6.4.1. Quantity: One (1) room or Hotel Lobby/Foyer Area in proximity to meeting rooms.

4.6.4.2. Availability: 12:00 P.M. Friday of the event through 1:00 P.M. Sunday of the event (local time).

4.6.4.3. Capacity: Room shall be capable of holding up to forty (40) six (6) foot rectangular tables with eighty

(80) chairs, two (2) chairs at each table, for Community Partner displays and allow for ADA compliance. Tables shall be arranged to allow all sides of the table to be accessible for seating.

4.6.4. Staff Operations Room

4.6.5.1. Quantity: A minimum of one (1) room

4.6.5.2. Availability: 11:00 A.M. Wednesday of the event through 3:00 P.M. Sunday of the event (local time).

4.6.5.3. Capacity: Room shall be capable of hosting up to twenty-five (25) support staff and allow for ADA compliance.

4.6.5.4. Additional Requirements: Must be able to secure this room. Room shall include a minimum of six (6) rectangular tables with twenty-five (25) chairs. Tables and chairs must be set up in a U-shape- style. Room shall have wireless Internet access for approximately twenty (20) users (In addition to the normal internet provided by the hotel). The room shall consist of the following items per- day: One (1) hotel phone with capabilities to call any in-house numbers, lockout keys, two (2) bulk copier/printer with additional paper and one (1) water station with disposable cups or drinking glasses.

4.6.6. Logistics/Storage Room.

4.6.6.1. Quantity: One (1) room

4.6.6.2. Availability: 11:00 A.M. Wednesday of the event through 3:00 P.M. Sunday of the event (local time).

4.6.6.3. Capacity: Equivalent to a fifty (50) person occupancy room capable of storing resources and IT equipment (up to six (6) pallets, plus four (4) large crates and four (4) totes (tuff boxes)).

4.6.6.4. The Contractor shall provide package handling for logistics/resources and on-site storage space that is secured for up to up to six (6) pallets, four (4) large crates, and four totes (including receiving and handling the pallets if necessary).

4.6.6.5. Additional Requirements: Must be able to secure this room. Room will require double doors (no middle bar on doors) to move pallets in and out, preferably near the freight elevator (if equipped).

4.7. Meals: The Contractor shall provide four (4) total meals for the event. Breakfast shall be provided on Saturday and Sunday of the event for up to six hundred thirty-five (635) Attendees (including up to 2 guests per Attendee), Support Staff, and RD Core Staff. Lunch shall be provided on Saturday of the event only for all Attendees, Support Staff, and Core Staff. The Contractor shall provide up to thirty-five (35) box lunches on Sunday of the event for RD Core Staff and Support Staff. Breakfast (Saturday and Sunday of the event) and Lunch (Saturday of the event) shall be buffet style, plated, boxed, or self-service. Lunch for the RD Core Staff and Support Staff, on Sunday of the event, shall be boxed. The Government will provide a preliminary meal count upon award of the contract and a final meal count the Wednesday of the event. The Government shall not be responsible for any cost deficits between the preliminary number of meals and the confirmed number of meals required. The Government will only pay for the confirmed number of meals required for the event. Self-serve beverage stations are preferred at each meal. The Contractor shall provide specialty meals for individual with food allergies. Requests for specialty meal will be provided to the Contractor NLT Wednesday of the event. The dining room can be the same as the General Session Room and/or Breakout Rooms. Venue must be compliant with all applicable commercial, local, and state regulations and practices.

MEAL DAY QUANTITY

BREAKFAST SATURDAY &

SUNDAY

LUNCH SATURDAY 635

BOX LUNCH SUNDAY 35

4.7.1. Cost shall not exceed Government per diem food rates for the local ZIP code when calculated on a per person basis. www.gsa.gov/travel /plan-book/per-diem-rates.

4.7.2. Breakfast

4.7.2.1. Availability: Saturday of the event, 6:00 A.M. to 8:00 A.M. local time and Sunday of the event, 6:30 A.M. to 9:00 A.M.

(local time)

4.7.2.2. Quantity: Up to one six hundred thirty-five (635) meals per breakfast.

4.7.2.3. Food: The breakfast shall include such items as: scrambled and boiled eggs; two (2) types of meat (pork bacon or sausage and turkey sausage or bacon); potatoes or grits; oatmeal; waffles, pancakes, or French toast;

pastries; bread (toast or biscuits); yogurt; fresh fruits; and an assortment of cereal. Drinks shall consist of coffee, hot tea, milk, water, and juice.

4.7.3. Lunch

4.7.3.1. Availability: Saturday of the event, 11:00 A.M. to 1:00 P.M. (local time).

4.7.3.2. Quantity: Up to six hundred thirty-five (635) meals

4.7.3.3. Food: The lunch shall include such items as a garden salad with assorted toppings and dressings; one (1) baked or broiled chicken entrée; one (1) beef entrée; one (1) side vegetable selection, (1) starch selection and dessert such as a one (1) brownie or cookie. Drinks shall consist of soda, coffee, milk, hot and cold tea, and juice.

4.7.4. Box Lunch

4.7.4.1. Availability: Sunday of the event, 12:00 P.M. to 2:00 P.M.

4.7.4.2. Quantity: Up to thirty-five (35) meals

4.7.4.3. Food: The lunch shall include such items as one (1) sandwich (turkey, beef, ham, lettuce, tomatoes, cheese, and condiments on the side); or cobb or Caesar salad with a meat protein; one (1) bag of chips, one (1) piece of fruit, and dessert such as a one (1) brownie or cookie. Drinks shall consist of soda, cold tea, or juice.

4.7.5. Banquet Event Order (BEO): A final Banquet Event Order (BEO) shall be submitted Wednesday of the event. The BEO shall contain the following information on room type, room setup, time of room setup, quantity of meals, time of meal service, and location of meal service, type of meal service, complete menu for each meal and specialty meal menus with ingredients lists.

http://www.gsa.gov/travel

4.8 Parking: The Contractor shall provide onsite and specialty parking.

4.8.1. Onsite Parking: Onsite parking is defined as parking located on the venue property. It may be located within a half mile of the venue. Parking ramp or lot shall be lit. Self-Parking only for Attendees, Government staff, and Government Community Partners.

4.8.1.1 Availability: 12:00 P.M. Wednesday of the event through 12:00 P.M. Monday of the event (local time)

4.8.1.2. Quantity: Parking includes Attendees, Government Staff, and Community Partners. The Contractor shall receive the confirmed number of required parking spaces NLT Tuesday prior to the event. The following table listed below provides an estimated breakdown of how many spaces are required from Wednesday through Monday of the event.

DAY ONSITE PARKING SPECIALTY PARKING

Wednesday Up to 7 2 Thursday Up to 22 2

Friday Up to 147 2 Saturday Up to 147 2 Sunday Up to 7 2

Total Required Onsite and Specialty Parking Spaces (estimated quantity) Up to 340

4.8.1.4. Parking Roster: the Government will only pay for utilized parking. The Contractor shall provide a parking roster which includes the number of utilized parking spaces, utilized special parking, room number of the Attendee or Government staff member utilizing the space, the individual cost of each space, number of days the space was used and the total cost of parking for the duration of the event. The parking roster shall be submitted with the invoice into the appropriate invoicing system. Parking for non-government Community Partner personnel is to be paid for by the individual, not by the Government, under this contract.

4.8.2. Specialty Parking

4.8.2.1. Availability: 11:00 A.M. Wednesday of the event through 2:00 P.M. Sunday of the event (local time)

4.8.2.2. Quantity: Two (2) parking spaces.

4.8.2.3. Capacity: Shall accommodate a box truck up to 26 feet long.

4.8.2.4. Additional requirements: If these parking spaces are not located on the venue property, they shall be within a quarter mile of the venue.

PART 5

TECHNICAL EXHIBITS AND ATTACHMENTS

5.1 Exhibit 1- Performance Requirements Summary (PRS) - USARC Yellow Ribbon Reintegration Program

(YRRP)

PWS

Paragraph

Performance Objective

Performance Standard

Threshold/AQL

Noncompliance

Method of Surveillance

1.10 Vulnerability The contractor 100% Reduction in 100% inspection, Threat shall allow the compliance cost, customer comments Assessment USARC Provost Termination of Marshall to contract for conduct a default, Vulnerability Nonconformance Threat Assessment no later than 2 weeks prior to Report (NCR) the YRRP event for each facility provided by the Contractor.

1.11 Safety The Contractor 100% Reduction in 100% inspection

per notifications shall perform Compliance cost, occurrence and corrective work in a safe Termination of action manner as contract for required by OSHA Safety and Health Requirements.

Provide a verbal and email notification to the COR and the KO by the end of the event of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact.

Provide a completed copy of required Accident Investigation Reports by email to the COR within two

(2) calendar days of each occurrence.

default, NCR

1.14 Hazard The Contractor 100% Reduction in 100% inspection

per notifications shall comply with Compliance cost, occurrence and corrective all local, state, and Termination of action Federal contract for environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, state, and Federal laws, rules and regulations, and compliance with the requirements of the contract shall be brought to default, NCR the attention of the COR. The Contractor shall immediately notify the COR verbally and by email within the hour of occurrence. In addition, the Contractor shall provide a final resolution with follow up by email NLT two

(2) calendar days. IAW 1.15.

1.15.3 Provide On-site The Contractor 100% Reduction in 100% Inspection Contractor shall provide a compliance cost, NCR Points of on-site

Contact representative from the time the advance party arrives until the Government staff leaves upon conclusion of the event. The Contractor shall provide Contractor POCs, within two (2) calendar days after contract award and as changes occur. The POCs shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The POC(s) shall be available throughout the event.

The POCs shall be able to read, write, speak, and understand English.

IAW 1.6, 1.10, 1.12,

1.16

1.15.3.1 Contractor The Contractor 100% Reduction in 100% inspection for POC(s) shall POC(s) shall meet compliance cost, NCR date/time of each perform with the COR to meeting coordination coordinate YRRP specified/required.

with the event, discuss Government immediate problem areas, and Attendance discuss at meetings. performance as needed, and invoicing coordination

IAW

1.6.1, 1.7, 1.15, 1.16.3,

1.16.3.1 and 4.5.6.

4.1 Meeting Space and

Registration Area

Provide meeting Friday morning, 100% Reduction in 100% Inspection;

space - prior to Attendees’ compliance cost or customer comment

Registration arrival the government cards desk Contractor shall reimbursement, establish and set up a YRRP event registration area in the lobby of the event facility or in proximity to the lodging facility’s registration desk

IAW 1.3,

1.5 and 4.1.

NCR

4.2 Provide meeting Friday through 100% Reduction in 100% Daily space - Sunday of the compliance cost or Inspection;

Attendee Help YRRP event the government desk Contractor shall reimbursement, establish and set up an attendee help desk IAW 1.3, 4.1 and 4.2

NCR

4.5 Provide The

Contractor

100% Reduction in 100% Inspection;

Rooming Roster lodging/sleeping rooms must provide the compliance cost, NCR requested number of attendees’ lodging IAW 1.3, 1.4, 1.5, 4.5

4.5.6 Lodging/ The

Contractor

100% Reduction in 100% Inspection

Sleeping room shall provide an compliance, cost, Rejection roster updated sleeping accurate input of invoice, room roster which and timely NCR includes the sleeping rooms number, number of days the rooms were used, cost per room and the total cost of all sleeping rooms for the YRRP event.

The final sleeping submission room roster shall be submitted with the invoice into the appropriate invoicing system.

4.6.1 Provide meeting The Contractor 100% Reduction in 100% Daily COR space - General shall establish and compliance cost or Inspection Session Room set up one (1) government general session reimbursement, conference room IAW

1.3, 4.6.1, 4.6.1.2, 4.6.1.3, 4.6.1.4

NCR

4.6.2 Provide meeting The…