PWS_NGB_Regional_YRP_Event Idaho Amendment 1.docx

PERFORMANCE WORK STATEMENT (PWS)

Air National Guard Yellow Ribbon Reintegration Program Events

WESTERN REGION

01/24/2020-01/26/2020

PART 1 GENERAL INFORMATION

1. General: This is a non-personal services contract to provide support for Yellow Ribbon Reintegration Program (YRRP) events. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Prime Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform 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.

1.2 Background: The YRRP is a Department of Defense mandated initiative designed to provide information, services, referrals, and proactive outreach programs to Air National Guard 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.

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).

During these events, families gain practical, useful information based on curriculum designed specifically for military families. Through small group and one-on-one activities, family members learn how to maintain closeness, and leverage resources during frequent relocation, long separations, and repeated reunions. This approach provides the continuum of care needed.

1.3 Objectives: The Contractor must provision for the requested number of attendees’ lodging and meeting space to accommodate one (1) event, to ensure adequate space for learning and to meet the needs of the units within the Air National Guard. Contractor shall provide hotel rooms, meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), space for community partners, parking, and serve meals & snacks. 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 those government personnel and their families attending the event with quality accommodations and identified support services.

1.4 Scope: The Government is anticipating 725 Attendees. Attendees will arrive on Friday and register at the event location that day. Attendees will depart on Sunday by noon. Core Staff will arrive the Wednesday before the event, and the advance party members will arrive on Thursday. Core Staff will depart on Sunday or Monday, most other support staff and attendees will depart on Sunday with a small group possibly departing Monday.

1.4.1 The Contractor shall provide a hotel in a safe, family-friendly area. Prior to contract award a walkthrough by an event planner and an Anti-terrorism Officer (ATO) or Security representative from the ANG will ensure the hotel meets the standard.

1.4.2 The hotel will offer the following: lighted parking lot, small gift shop (for sundries), an exercise room, full-service restaurant or food court, elevators for access to other than the ground floor, and ice machines. Restricted Access afterhours, such as key cards are used as a security measure to enter the hotel. As a minimum, individual lodging rooms shall be equipped with the following: television with remote, telephone, hairdryer, internet access, and refrigerator. The event venue shall have meeting space for multiple simultaneous briefings, a staff operations room, and counseling rooms. The Contractor shall provide an on-site representative from the time the Advance Party staff arrives on Thursday before the event until the Core Staff leaves on Monday.

1.4.3 Core Staff will arrive at the hotel on Wednesday and will require lodging for 10 sleeping rooms for 5 nights. Advance Party will arrive at the hotel Thursday and will require lodging for 25 sleeping rooms for 3 nights. Both Core Staff and Advance Party staff are self-pay and require reservations only; their sleeping rooms are not part of the contracted sleeping rooms required on Friday-Sunday.

1.4.4 The Contractor shall ensure parking is provided at no additional cost to the Government. The hotel shall have a 24-hour business center with at least two computers, scanner, a printer and a fax machine. The hotel shall have a 24-hour fitness center accessible to all with no additional cost. The hotel shall have at least one full-service restaurant on property, and must be within walking distance (less than 1.5 miles) via sidewalks to commercial restaurants. The Contractor shall provide complimentary high-speed Internet access in each room and provide handicap accessible rooms at no additional cost. All sleeping rooms shall not exceed the Government’s per diem rate.

1.4.5 RESERVED

1.4.6 The Contractor shall provide conference space located in the same facility as the sleeping rooms. No onsite renovations, noise, unsightly distractions or other activities shall interfere with meeting space. Padded chairs shall be provided to accommodate extended meetings. Meeting spaces shall not be allowed in basements. The Contractor shall secure meeting rooms for attendees, staff, government information, supplies, equipment and other properties. The Contractor shall limit conference area entries to outsiders during the 3-day event. All conference spaces and meeting rooms shall be in the same hotel. The Contractor shall establish a government staff Operations Center room Wednesday prior to the event through Sunday with internet connectivity for 38 staff members.

1.4.7 Friday. The Contractor shall setup a Yellow Ribbon registration desk on the Friday beginning at 10:00 AM. and concluding at 8:00 PM preferably in proximity to the event’s General Session. The area shall be used by the Core and Advance Party staff to provide sign-in, welcome, and orientation packages for attendees. The area shall have approximately thirteen (13) registration tables and the tables shall be properly dressed with table cloths and skirted. Complimentary wireless high-speed Internet access for 30 Core and Advance Party Event Staff shall be provided for the Registration Area. Rope stanchions, signage, and sufficient easel stands to direct traffic to the registration area shall be available.

1.4.8 Saturday. General Session and Meeting rooms must be ready by 7:00 AM and fully available for use through Saturday at 5:00 PM. The program will consist of one (1) general session for all attendees as well as breakout rooms (see Part 5). The Contractor shall provide space for up to 40 Community Partners to be located in an area adjacent to the General Session room. The Contractor shall provide four (4) tables properly dressed and skirted in the same location where registration occurred available on Saturday between the hours of 6:00 A.M. to 5:00 P.M.

1.4.9 Sunday. The program will consist of one (1) general session for all attendees as well as breakout rooms (see Part 5). The Contractor shall provide space for up to 40 Community Partners to be located in an area adjacent to the General Session room. The Contractor shall provide four (4) tables properly dressed and skirted in the same location where registration occurred available on Sunday between the hours of 6:00 A.M. to 1:00 P.M. Event participants will commence travel home the afternoon and evening of the Sunday. Checkout time must be not earlier than 12:00pm so attendees can check out after the event ends.

1.5 Period of Performance: 22 January 2020 - 26 January 2020

1.6 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). The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. If changes are made to the QCP they must be submitted within 5 days of changes. After acceptance of the quality control plan the Contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

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 Performance Requirements Summary (PRS), the Government may reject the nonconforming service(s) and document the Contractor’s performance record accordingly. The Government may also issue a Contract Discrepancy Report (CDR) in which the Contractor shall be required to respond with the development of a corrective action plan (CAP) which identifies the root cause, corrective action (CA) for the root cause, CA for the specific nonconformance, and the date the CAs shall be complete. 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.

1.6.2.1 Non-conforming Supplies or Services: When a contractor’s performance does not meet contract requirements and/or approved work schedules and/or timeframes it is considered non-conformance. Non-conformance shall be classified in one of three categories: level I (Minor), level II (Major) or level III (Critical). The Government may re- inspect work designated for re-performance or late performance.

1.6.2.1.1 Level I (Minor) non-conformance: is defined as a non-conformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. Minor non-conformance usually can be corrected on the spot, where no further CA response is necessary, and can be issued by the Contracting Officer Representative to the Contractor either through a verbal or written non-conformance report. Minor non-conforming services shall be re- performed within a specified time frame at no increase in contract price. If minor non- conformances are recurring or re-performance is not completed in full and within the specified time a Level II non-conformance may be issued to the Contractor by the Contracting Officer (KO).

1.6.2.1.2 Level II (Major) non-conformance: is defined as a non-conformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose. Recurring Minor non-conformances, or a non-responsive contractor, indicating a trend or failure of the Contractor’s quality control, can also be classified as a Major non-conformance. Major non-conformance’s shall result in the issuance of a written Contract Discrepancy Report from the KO to the Contractor requiring the development of a Corrective Action Plan by the Contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.3 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 supplies or services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II CDRs; or is for a non- responsive contractor to a level II CDR. Critical non-conformances shall result in the issuance of a written CDR to the Contractor requiring the development of a CAP by the Contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.4 Inspection Results: The Contractor will be notified of Government inspection results. The Contractor shall acknowledge receipt of the inspection results. The Contractor may be notified of inspection results verbally. Verbal notifications of defective work will be confirmed in writing. When Government inspectors are unable to contact the Contractor to notify the Contractor of inspection results, acceptance or rejection of work will be made on the basis of the initial inspection.

1.6.3 Hours of Operation: The Contractor must be available to the Government to conduct business 24 hours daily through arrival of the Core party until conclusion of the event on the last day, or unless attendees with air travel arrangements for the morning following the event conclusion need assistance. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS at the Contractor’s place of business, with exception of severe weather and/or government shutdown/closures. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.4 Type of Contract: The government will award a Firm Fixed Price Contract.

1.6.5 Security Requirements: The Contractor shall provide room lockout keys for the logistics storage area and staff operations room, to secure pilferable items.

1.6.6 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to 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. The Contracting Officer or COR may meet periodically with the Contractor to review the Contractor's performance. 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. These meetings shall be at no additional cost to the Government and the use of conference calls is acceptable methods to conduct these meetings.

1.6.7 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the resulting order, direct action that changes the negotiated price of the contract (either increase or decrease) or changes delivery dates.

1.6.8 Key Personnel: 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.

1.6.9 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor and subcontractor employees’ performance.

1.6.10 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interest (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan shall be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2 DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

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

2.1.2 CONTRACTOR. A supplier or Contractor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

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

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

2.1.7 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

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

2.1.10 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

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

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

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

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

2.2 ACRONYMS:

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 Yellow Ribbon Event, including lodging, meeting space, meals, audio/visual, additional support items, parking, and shuttle service. 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.

5.1.1 Lodging and Meeting Rooms: 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.

5.1.1.1 The Contractor shall provide sleeping rooms for attendees. Estimated attendees will need lodging for a total of 2 nights, (assumption: 1 room per family). 375 Sleeping Rooms 01/24/2020 and 375 Rooms 01/25/2020 for a total of 750 Sleeping rooms.

5.1.1.2 The Contractor shall provide staff sleeping room reservations only (staff is self-pay) for the following:

Core Staff: Five (5) nights for 10 estimated Core Staff. (Assumption: 1 room per staff)

Advance Party staff: Three (3) nights for 25 estimated Advance Party staff (assumption: 1 room per staff)

5.1.1.3 Security: Contractor shall limit conference area entries to outsiders during the event.

5.2 Meeting Room Accommodations

5.2.1 Meeting Rooms consist of General Session, Breakout Session rooms, Childcare rooms, Vendor/Exhibitor space, an Operations Center room, and a Logistics Storage room. All Meeting Rooms are available from Friday at 5:00 PM. until Sunday at 12:00 PM. The rooms shall be available for the entire event days, and accessible 24 hours of the conference.

The contractor shall provide water stations and/or pitchers filled with water, and glasses/cups for General Session and each Breakout Session Room from 7:00 AM until 4:30 PM Saturday, and 8:00 AM to 11:00 AM Sunday. Event Staff will provide the Contractor with an Event Agenda including break times in order to refresh rooms.

5.2.1.1 The contractor shall Provide one (1) General Session room capable of holding all attendees set with rounds of 8 (preferably rounds of 10 if 72-inch diameter tables are available). The General Session Room shall not be used as the Breakout Rooms or re-arranged to serve as Breakout Rooms. The General Session Room and the Breakout Rooms shall be separate spaces. This room shall be used for dining purposes as well. The following requirements shall be met for the General Session Room: A stage that is completely dressed. The stage shall include seating for three (3), two (2) podiums with two (2) wireless microphones and two (2) lavaliere microphones. This room shall have two (2) projectors, two (2) projector screens with complimentary high-speed Internet for three (3) connections. Prefer to have screens placed in each corner on an angle for best viewing. 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. One (1) American flag with pole and stand. The Contractor shall ensure that Core or Advance Party staff can direct which doors are locked or unlocked to control access to the General Session room. Pens and note pads shall be provided at each seat, minimum of four (4) water stations with cups, four (4) trashcans. This room shall be available for A/V check on Friday before the event NLT 5:00 PM.

5.2.2 Breakout Session Rooms. Contractor shall provide meeting space for approximately 20 Breakout Session rooms. The rooms shall be available for the entirety of Saturday and Sunday, and accessible 24 hours of the conference.

5.2.2.1 Ten (10) Breakout Session Rooms shall include the following:

1. Set up in classroom style with seating for 75 people. If facility does not have breakout rooms that seat 75 people, additional breakout rooms may be added. Breakout rooms shall not seat more than 75 personnel.

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 lavaliere microphone with connection to house sound

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

7. Provide wireless USB presentation clicker in each meeting room

8. Internet service for two (2) connections

9. One (1) power strip

10. One (1) trashcan

11. Water station with cups

5.2.2.2 One (1) Meeting Room will be cleared of all tables with 75 chairs against the wall with an open floor space a water station with cups, one (1) trashcan. The room should have the capability to be darkened (dimming lights and/or closed curtains/blinds.) This room shall be away from the childcare room, resource provider space, and other loud or congested spaces.

5.2.2.3 Childcare Rooms. Childcare rooms will be in close proximity of 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, the end of a hallway). Access to this area will controlled by Core or Advance Party staff and childcare staff. Two (2) six-foot banquet tables with tablecloths and skirting and six (6) chairs will be set up in the area to control access to the childcare rooms.

5.2.2.4 There are five (5) total Childcare Rooms that consist of the following:

5.2.2.4.1 Two (2) Meeting Rooms that can accommodate thirty (30) children ages 0-5 years. Each room shall consist of the following items per-day: water station with cups and (1) large trash can, one (1) refrigerator, ten (10) portable cribs (or pack and play), television with DVD player, three (3) tables with tablecloths that can seat 10. 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. Contractor will provide three (3) staff to assist with serving.

5.2.2.4.2 Three (3) Meeting Rooms that can accommodate thirty (30) children ages 6 years and older. Each room shall consist of the following items per-day: water station with cups and (1) large trash can, television with DVC player, and three (3) tables with tablecloths that can seat 10. Lunch will be eaten by the children in the designated rooms. Lunch will be served buffet style with the buffet set up in close proximity of all three rooms. The Contractor will provide two (2) additional staff to assist with serving.

5.2.2.5 Three (3) Meeting Rooms will be conference table style with seating for up to ten (10) people. The rooms shall include a conference table with ten (10) chairs. The rooms shall consist of the following items per-day: pens and note pads, water station with cups and one (1) trash can.

5.2.2.5.1 One of the three (3) rooms shall have complimentary wireless Internet access for approximately two (2) users, and 1 power strip.

5.2.2.6 The contractor shall provide one (1) vendor/exhibitor space in an area adjacent to the General Session room capable of holding up to a minimum of 40 tables with 2 chairs each for vendors’ displays. The tables shall be properly dressed with table cloths and skirted. Area needs to be available for vendor/exhibitor setup NLT 6:00 AM Saturday and Sunday.

5.2.2.7 Operations Center. The contractor shall provide one (1) meeting room to be used as the staff administrative operations center. The room shall be available upon on Wednesday by 12:00 PM through Sunday at 5:00 PM. The room shall have complimentary wireless Internet access for thirty-five (35) users, and 7 power strips. The room shall encompass a conference table with chairs. The room shall consist of the following items per-day: One (1) hotel phone with capabilities to call any in-house number, pens and note pads, keys or digital access, water station with cups, one (1) trashcan. This space must be able to be locked and secured with keys or digital access given to the Core Staff.

5.2.2.8 The contractor shall provide one (1) room to be used for Logistics Storage space beginning Thursday through Sunday for Logistics/Resources and IT equipment storage (up to 6 pallets, plus four (4) large crates). Room will require double doors (no middle bar on doors) to move pallets in and out, preferably near the freight elevator (if equipped). This space must be able to be locked and secured with keys or digital access given to the Core Staff.

5.3 ANNEX A: Catering

5.3 ANNEX B: Additional Support Items

5.4 ANNEX C: Parking, Transportation and Shuttle Service

5.5 CONTRACTOR MANAGEMENT REPORTING (CMR): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Yellow Ribbon via secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on "Department of the Army CMRA" or the icon of the DoD organization that is receiving or benefitting from the contracted services.

5.5.1 Reporting inputs shall be for the labor executed during the period of performance during each Government Fiscal Year (FY), which runs October 1 through September

30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2018. 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.

5.5.2 The required data fields include: (1) Contracting Office, Contracting Officer, or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (11) Presence of deployment or contingency contract language; and (12) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement.

ANNEX A

Catering

1. Food and Beverage. The contractor shall provide three (3) meals based off the BEO commencing with two (2) meals (Breakfast and Lunch) on Saturday, the first full event day. Sunday, only a breakfast meal shall be provided. Food and beverage charges are based upon a maximum of 725 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. Cost shall not exceed government per diem rates for the ZIP code.

a. Snack. Snack buffet shall be available from 3:00 PM to 5:30 PM Friday. Snack includes items such as popcorn, chips, cookies, cut vegetables and fruits, lemonade, iced tea, and water.

b. Breakfast. Hot food buffet shall be available from 7:00 a.m. to 8:30 a.m. Saturday, and 7:00 a.m. to 8:30 a.m. on Sunday. The buffet shall include such items as: : Scrambled eggs, meat (bacon and sausage) 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, tea, milk, and juice. Self-serve beverage stations are preferred.

c. Lunch. Hot food buffet shall be available from 12:00 PM to 1:00 p.m. on Saturday. Buffet(s) shall include such items as: baked or broiled chicken entrée, beef entrée, garden salad with assorted toppings and dressings, vegetables, and starch selection. Drinks shall consist of items such as soda, coffee and tea. Self-serve beverage stands are preferred.

c.1. Children’s lunch on Saturday will served in the children’s meeting space area. Lunch shall consist of such items as: chicken finger, spaghetti, mac & cheese, fries, cut fresh fruit, cut raw veggies. Drinks shall consist of milk (whole and 2%), juice, and water.

d. Snacks Saturday 9:45 AM to 10:15 AM & 2:00 PM to 2:25 PM; Sunday 9:45 AM to 10:15 AM. Shall consist of items such items such as popcorn, cut vegetables, cut fruit, cookies, brownies, chips/pretzels, iced tea, lemonade, and water.

d.1. Children’s snacks Saturday 9:45 AM to 10:15 AM & 2:00 PM to 2:25 PM; Sunday 9:45 AM to 10:15 AM. Snacks consist of items such as graham crackers, cheese, cut fresh fruit, cookies, and yogurt.

e. Dinner. No dinner provided.

g. RESERVED f.

ANNEX B

Additional Support Items

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

a. The contractor shall provide up to 25 display stands/easels able to support standard poster sized signage to place throughout the Event(s) area. This shall be available at 9:00 a.m. on Friday.

b. The contractor shall provide a means to communicate with contractor staff and between Event Staff by hand held radios or other quick communication method.

c. The contractor shall provide a dedicated Audio/Visual person on-site to be available to assist during both event days from 6:30- 4:30 Saturday and 7:00 a.m. To 12:00 p.m. Sunday.

e. The contractor shall coordinate for the hotel to provide package and handling for logistics/resources and “secure, on-site” storage space. This may include receiving and handling large and small boxes, and large Pelican Case type boxes if necessary. These items may be shipped to the hotel by Event Staff or other companies.

ANNEX C

Parking, Transportation and Shuttle Service

1. Parking: The contractor shall provide 10 parking spaces for up to five (5) nights. The contractor shall provide 60 parking spaces for up to three (3) nights. This will be located in an adjacent parking ramp or lot to accommodate the vehicles of staff and attendees. An additional 40 parking spaces will be “Reserved” for self-paying Community Partners who are supporting the Event.

2. Prefer a contractor/venue that will provide transportation starting at 10:00 am until 8:00 pm Friday from the Airport to the Hotel for YRRP arrivals. The guest should not have to wait more than one hour between shuttles. The shuttles should have access for those that have mobility issues/needs.

3. Prefer a contractor/venue that will provide transportation on Sunday during the event from the hotel to the airport starting at 4:30 am for early departures until 3:00 pm for late departures. The contractor shall have enough capacity such that no guest waits more than 30 minutes between shuttles to transport to the airport.