W50S6S24RFI0006 - Yellow Ribbon Event Performance Work Statement.pdf

ANG Yellow Ribbon Event Performance Work Statement

Phoenix or Tucson, AZ 22-24 March 2024

1.0 General: This is a non-personal services contract to provide support for a Yellow Ribbon Reintegration Program (YRRP) event, in order of precedence 22-24 March 2024 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 Scope: The Government is anticipating approximately 360 Attendees. Attendees will arrive on Friday and register at the event location that day. Most attendees will depart on Sunday by noon. YRRP event staff will arrive the Wednesday and Thursday before the event. YRRP event staff will depart on Sunday or Monday.

1.2 Objectives: The Contractor must provide for the requested number of attendees’ lodging, meeting space, meals and childcare to accommodate one (1) event, ensure adequate space for learning, and meet the needs of the units within the Air National Guard. The Contractor shall provide hotel rooms, meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for community partners, parking, and service of meals. The Contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon presentations and training and shall provide government personnel and their families attending the event with quality accommodations and identified support services.

1.3 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 YRRP events as defined in this Performance Work Statement except for those items specified as government-furnished property and services. The Contractor shall perform to the terms, conditions, and standards in this contract.

1.4 Background: The YRRP is a Department of Defense mandated initiative designed to provide information, services, referrals, and proactive outreach programs to Air National Guard (ANG) members and their families through all phases of the deployment cycle in accordance with DoD Directive 5124.02, DoD Instruction 1342.28. The overall objective of the program is to prepare and sustain Airmen and their families before and after mobilization.

1.4.1 This event is for Airmen and their families who are assigned to the Air National Guard. All attendees are placed on official travel orders and/or Invitational Travel Authorizations (ITAs) in accordance with the Joint Federal Travel Regulation (JFTR), the Joint Travel Regulation (JTR), and ANG Fiscal Year Financial Guidance. Family members are authorized to travel on Invitational Travel Authorizations (ITAs).

1.5 Period of Performance (PoP): The Period of Performance shall be 22-24 March

1.6 General Information:

1.6.1 Place and Performance of Services: The Contractor shall provide services to support one (1) Yellow Ribbon held within 50 miles of Phoenix or Tucson, AZ. The Government shall provide a preliminary room count upon award of the contract and a final room count seven days (7) days prior to the event start date.

1.6.2 Venue: The Contractor shall provide lodging for staff and attendees. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria. The venue should be within walking distance of other restaurants and family-friendly activities.

1.6.3 Security: The Contractor shall limit conference area entries to outsiders during the event. The Contractor shall ensure security patrols are provided throughout the conference and registration times, all day Saturday. Armed security officers or off-duty police may be required for the entire event only if recommended by Force Protection Manager.

2.0 Definitions and Acronyms:

2.1 Definitions:

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

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 Contracting Officer: 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: 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 the authority to provide technical direction to the Contractor if 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 or Government Property: 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 are taken by the Contractor to ensure that the quality of a product or service shall meet contract requirements.

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

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

2.2 Acronyms:

DOD Department of Defense CFP Contractor Furnished Property GFP Government Furnished Property NLT No later than PWS Performance Work Statement

3.0 Government Furnished Property, Material, Equipment, and Services (GFP/M/E/S):

The Government will not provide the property, material, equipment, and/or services to the Contractor to assist the Contractor with the requirements of this PWS.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The Contractor shall furnish all supplies, equipment, facilities, services, labor, and management necessary to perform PWS and other contract requirements.

5.0 Requirements: The Contractor shall provide services to support the Yellow Ribbon Event, including lodging, meeting space, meals, audio/visual, additional support items, childcare and parking. The Government shall provide a preliminary room count upon award of the contract and a final room count seven (7) days prior to the event start date.

The Government shall only pay for lodging rooms used.

5.1 On-site support: The Contractor shall provide on-site support to coordinate between the Yellow Ribbon Staff and the venue staff. The on-site support personnel shall be in-place not later than Thursday and stay on-site throughout the event to Sunday at 1200.

5.2 Lodging: The Contractor shall provide lodging for staff and attendees for (1) Yellow Ribbon event. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria.

5.2.1 The Government will not be responsible for room service charges, long-distance phone calls, movie rental 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.

5.2.2 The Contractor shall provide sleeping rooms for attendees at the Government per diem rate. Attendees will need lodging for a total of two (2) nights.

5.2.2.1 One hundred and fifty (150 sleeping Rooms Friday night and 150 sleeping Rooms Saturday night for a total of 300 sleeping room nights.

5.2.3 The Contractor shall provide staff sleeping room reservations only at the Government per diem rate (staff is self-pay) for the following estimated staff:

5.2.3.1 YR Staff: Six (6) nights for ten (10) estimated YRRP event staff.

5.3 Security: The Contractor shall limit conference area entries to outsiders during the event. The Contractor shall ensure security patrols are provided throughout the conference and registration times, Friday-Sunday.

5.4 COVID-19 Safety Protocol: When the CDC Community level is above “low”, social distancing will be always followed including registration, General Sessions, Breakout Sessions, and during meals. The Contractor must consider additional space needed for socially-distance tables and seats.

5.4.1 Hand sanitizer will be provided throughout the venue including the registration area, General Session, and Breakout session areas.

5.4.2 Additional cleaning steps should be taken by the venue to ensure sanitization of meeting rooms and common-area surfaces.

5.5 Registration: The Contractor shall set up a Yellow Ribbon registration desk on Friday from :00 PM - 6:00 PM and Saturday from 6:00 AM – 8:30 AM preferably in proximity to the event’s General Session. The area shall be used by YRRP event staff to provide sign-in, welcome, and orientation packages for attendees.

5.5.1 The area shall have eight (8) registration tables and the tables shall be properly dressed in tablecloths and skirts with three (3) chairs per table.

5.5.2 Complimentary wireless high-speed Internet access for ten (10) YRRP event staff shall be provided for the Registration Area.

5.5.3 A power source shall be provided for at least two computers and two printers.

5.5.4 Rope stanchions, signage, and sufficient easel stands to direct traffic to the registration area shall be provided.

5.6 Meeting Room Accommodations: All Meeting Rooms are available from Friday at 4:00 PM until Sunday at 12:00 PM except for the Operations Center which is available on Wednesday at 8:00 AM through Sunday at 5:00 PM. The rooms shall meet the requirements below, be available for the entire event days, and be accessible 24 hours of the conference.

5.6.1 Social distancing must be considered in room staging.

5.6.2 Meeting Rooms consist of

a. General Session room,

b. Breakout Session rooms,

c. Childcare rooms,

d. Registration space,

e. Vendor/Exhibitor space,

f. Operations Center room, and

g. Counseling rooms

5.6.3 The Contractor shall provide one (1) General Session room capable of holding 375 attendees set with rounds of 6-8 (preferably rounds of 10 if 72-inch diameter tables are available).

5.6.3.1 The General Session Room shall not be re-arranged or partitioned to serve as Breakout Rooms. The General Session Room and the Breakout Rooms shall be separate spaces. The General Session room shall be used for dining purposes and potentially a large meeting room.

5.6.3.2 The following requirements shall be met for the General Session Room:

5.6.3.3 A stage that is completely dressed. The stage shall include one (1) podium with two (2) wireless microphones and two (2) lavaliere microphones.

5.6.3.4 This room shall have two (2) projectors and two (2) projector screens with complimentary high-speed Internet for three (3) connections. Prefer to have screens placed in each corner at an angle for best viewing.

5.6.3.5 An area shall be set up for a presenter to connect a computer to the projectors and connect to house sound. The presenter will also require a power strip.

5.6.3.6 One (1) American flag with pole and stand and one (1) State flag with pole and stand.

5.6.3.7 The Contractor shall ensure that Yellow Ribbon staff can direct which doors are locked or unlocked to control access to the General Session room.

5.6.3.8 Pens and note pads shall be provided at each seat, a minimum of four (4) water stations with cups, and four (4) trashcans.

5.6.3.9 This room shall be available for A/V check on Friday before the event NLT 4:00

PM.

5.6.4 Breakout Session Rooms. The Contractor shall provide meeting space for six (6) Breakout Session rooms. The rooms shall be available for the entirety of the event and accessible 24-hours during the conference.

5.6.4.1 All of the Breakout Session Rooms shall be configured as follows:

1. Set up in classroom style with seating for 50 people

2. One (1) 10 x 10 projector screen or larger

3. One (1) LCD projector with connections

4. One (1) A/V table

5. One (1) hand-held wireless microphone and one (1) lavaliere microphone with connection to house sound

6. Sound connection to house sound for laptops to play videos

7. One (1) wireless USB presentation clicker in each meeting room

8. Internet service for two (2) connections (wireless or hardwire)

9. One (1) power strip

10. One (1) trashcan

11. One (1) water station with cups

5.6.5 Childcare Rooms. The contractor shall provide four (4) Childcare Rooms. Childcare Rooms will be near each other and will be away from exits, elevators/escalators. The Contractor will ensure that Childcare Rooms are in an area where access is blocked to outsiders and hotel staff (for example, at the end of a hallway).

5.6.5.1 Lunch will be served to the children in the designated rooms. Lunch will be buffet style with the Contractor’s staff provided to assist with serving. The Contractor will provide additional staff as needed to assist with serving.

5.6.5.2 Access to this area will be controlled by YRRP event staff and the Contractors

Childcare staff. Two (2) six-foot banquet tables with tablecloths and skirting and four (4) chairs will be set up in the area to control access to the Childcare Room

5.6.5.3 Childcare Rooms shall be configured as follows:

5.6.5.4 Two (2) Meeting Rooms that can accommodate ten (10) children in each room, ages 0-5 years. Each room shall consist of the following items per day:

1. One (1) water station with cups

2. One (1) large trash can

3. One (1) refrigerator

4. Two (2) portable cribs (or pack and play)

5. One (1) television with DVD player

6. One (1) table with tablecloth that can seat ten (10) each

5.6.5.5 Two (2) Meeting Rooms that can accommodate ten (10) children in each room, ages 6 years and older. Each room shall consist of the following items per day:

1. One (1) water station with cups

2. One (1) large trash can

3. One (1) television with DVD player

4. One (1) table with a tablecloth that can seat ten (10) each.

5.6.6 Counseling Rooms

5.6.6.1 The contractor shall provide two (2) Counseling Rooms. The rooms will be conference table style with seating for up to ten (10) people. The rooms shall include one

(1) conference table with ten (10) chairs. The rooms shall consist of the following items per day:

a. pens and note pads

b. a water station with cups

c. one (1) trash can

5.6.6.2 One of the two Counseling rooms shall have complimentary wireless Internet access for approximately two (2) users, and one (1) power strip.

5.6.7 The Contractor shall provide one (1) vendor/exhibitor space in an area adjacent to the General Session room capable of holding a minimum of 30 tables with two (2) chairs for each vendor display. The tables shall be properly dressed with tablecloths and skirting.

5.6.8 Operations Center. The Contractor shall provide one (1) meeting room to be used by the staff as an Administrative Operations Center. The room shall be available on Wednesday at 8:00 AM through Sunday at 5:00 PM. The room shall have complimentary wireless Internet access for 15 users, and five (5) power strips. The room shall encompass a conference table with 15 chairs. The room shall consist of the following items per day:

1. One (1) hotel phone with capabilities to call any in-house number

2. Pens and note pads

3. A water station with cups

4. One (1) large trashcan.

5. Keys or digital access. This space must be able to be locked and secured with keys or digital access given to the Core Staff. In the event a hotel phone is not available, the Contractor shall secure a means of communication between the Operations Center and hotel staff offices/guest lodging rooms.

5.7 Childcare Services: The Contractor will provide childcare services following the Federal Teacher to Children ratio and any State required ratios.

5.7.1 The Contractor childcare services must have a security system in place for receiving/registering children, tracking children, and releasing children.

5.7.2 A minimum of three (3) support staff (one staff per room) are required to provide line of sight supervision, bathroom break escort, and other childcare support for the 6 years and older room if the OSD program, Project YES, is supporting the event. If Project YES is not supporting the event, the Contractor shall provide the full Federal Teacher to

Children ratio for the 6 years and older rooms. Project YES will confirm attendance 14 days prior to the event start date.

5.7.2.1 Childcare providers will provide full Federal Teacher ratio for the 5 years and under rooms. Project YES will not support the children in this age group.

5.7.3 Childcare providers must be prepared and able to provide support for special needs children.

5.7.4 Initial count of children in attendance will be provided 30 days prior to the event start date. Final count of children will be provided 14 days prior to the event.

5.7.5 Childcare is required to be set and ready to accept children by 7:00 AM on Saturday and 7:30 AM on Sunday.

5.7.6 The Contractor will plan staffing accordingly to provide breaks to staff members yet provide continuous, adequate, supervision during meal and snack times.

5.7.7 Childcare Meals and Snacks

5.7.7.1 Breakfast – No requirement. Children will eat this meal with their parents.

5.7.7.2 Saturday Lunch meal provided by the Venue Contractor to children from

12:00 PM-1:30 PM with Childcare providers’ assistance.

5.7.7.3 Childcare providers must provide snacks for children.

5.7.8 Childcare providers must provide games, toys, activities, etc. appropriate for ages 0-5 and activities appropriate for ages 6 and older if Project YES is not attending.

5.7.9 Childcare providers shall provide age-appropriate DVD movies and activities for ages 0–5 and 6-17.

5.7.10 Must provide blankets and nap time accessories. Two (2) portable cribs and/or pack and play-type beds will be provided by the Venue Contractor.

5.7.11 Seven (7) days prior to the event, the Childcare service provider shall provide to the Contracting Officer a complete listing of staff members. Listing shall include full names, contact numbers, and an up-to-date copy of a Government-issued photo ID of each staff member.

5.7.12 Childcare Service Providers shall provide adequate documents for proof of favorable background checks for all staff members. In accordance with DODI 6060.02, Child Care Programs, and DODI 1402.05, Background Checks on Individuals in Department of Defense Child Development and Youth Programs, Section 3.4, Childcare providers must meet State licensing standards or school district requirements and policies for background checks. These background checks on staff members should be "favorably adjudicated", cleared by the State to provide childcare for the government, and must have been completed within 12 months of the event. Proof of favorable background checks must be provided to the KO 14 days prior to the event.

5.7.13 Childcare Service Providers must provide a copy of a valid business license and proof of insurance to the KO 14 days prior to the event.

5.7.14 Childcare Service Providers must wear name badges with their company name.

Providers must wear company shirts or matching shirts or same color shirts so they can easily be identified.

ANNEXES / ATTACHMENTS

ANNEX A – Catering

Food and Beverage. The Contractor shall provide three (3) meals total based on the Banquet Event Order (BEO) with two (2) meals (Breakfast and Lunch) on Saturday and one (1) (Breakfast only) on Sunday. Food and beverage charges are based upon a maximum of 375 servings per meal. Self-serve beverage stations are preferred at each meal. Local government per diem rates for food shall apply. The dining room will be in the General Session meeting room. 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 regulations regarding food and beverage services. The cost will not exceed government per diem rates associated with the hotel’s physical address.

1. Coffee, tea, and water shall be available from 7:00 AM to 3:30 PM Saturday and from 7:00 AM to 11:30 AM on Sunday.

2. Breakfast. A hot food buffet shall be available from 7:00 AM to 8:30 AM Saturday and 7:30 AM to 9:00 AM Sunday.

a. The breakfast buffets shall include

i. scrambled eggs

ii. meat (bacon or sausage)

iii. and starch (potatoes or grits),

iv. and oatmeal or waffles or pancakes or French toast, or pastries,

v. and yogurt, and fresh fruits.

vi. drinks shall consist of coffee and hot tea and milk, and juice

3. Lunch. A hot food buffet shall be available from 12:00 PM to 1:00 p.m. on

Saturday.

a. The lunch buffet shall include

i. two hot entrees such as baked or broiled chicken entrée and beef or pasta entrée,

ii. a garden salad with assorted toppings and dressings,

iii. vegetables,

iv. a starch selection,

v. a dessert.

vi. drinks shall consist of coffee, and iced tea, and lemonade.

vii. Children’s lunch on Saturday (12:00 PM to 1:00 PM) will be served in the children’s meeting space area. Children’s Lunch shall consist of

1. Chicken nuggets,

2. spaghetti or mac & cheese,

3. fries,

4. selection of cut raw or cooked veggies

5. cut fresh fruit,

6. drinks shall consist of milk, and juice, and water.

4. Dinner. No dinner provided.

A final BEO shall be submitted to the COR seven (7) calendar days prior the event.

ANNEX B – Additional Support Items

The following items are required to support the event:

1. The Contractor shall provide up to 15 display stands/easels able to support standard poster-sized signage to place throughout the Event(s) area. These shall be available at 9:00 a.m. on Friday and remain in place through Sunday.

2. The Contractor shall provide a dedicated Audio/Visual person on-site to be available to assist during the event from 4:00 PM on Friday for initial sound check, 6:30 AM – 5:00 PM Saturday and 6:30 AM – 12:00 PM Sunday.

3. The Contractor shall provide a dedicated staff member on-site from Thursday –

Sunday. This shall not be delegated to a hotel staff member.

4. The Contractor shall provide a laser printer with toner supplied that is capable of printing a minimum of 28 pages per minute in black and white.

ANNEX C – Parking, Transportation, and Shuttle Service

1. Parking: The Contractor shall provide three (3) parking spaces for up to six (6) nights.

2. The Contractor shall provide 150 parking spaces at no additional charge to the Government Friday night through Sunday during the event. This will be in a parking ramp or lot adjacent to the hotel to accommodate the vehicles of staff and attendees.

3. An additional thirty (30) parking spaces will be “Reserved” for self-paying Community

Partners who are supporting the event.