Attachment 1 - YRRP SEP 2024 PWS.docx

D ANG Yellow Ribbon Event Performance Work Statement September 8th, 2024 (Within 70 miles of Peoria, IL)

1.0 General: This is a non-personal services contract to provide support for a Yellow Ribbon Reintegration Program (YRRP) event on September 8th, 2024, within 70 miles of Peoria, IL. 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 150 attendees. The contractor shall provide meeting rooms, AV equipment, meals, sleeping rooms, and childcare.

1.1.1 Objectives: The Contractor must provision for meeting space, audio-visual, meals, sleeping rooms, and childcare 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 a room block, general session room, meeting space rooms, audio-visual (screens, projectors, audio connections, computer hookups, and microphones), and space for community partners, child-care, parking, and serve meals and 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 high-quality, safe accommodations and identified support services.

1.1.1.1 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. 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 and DoD Instruction 1342.28. The overall objective of the program is to prepare and sustain Airmen and their families before and after mobilization.

1.2.1 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).

1.2.1.1 During this event, 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 Period of Performance (PoP): The Period of Performance shall be from date of award to September 8th, 2024.

1.4 General Information:

1.4.1 Place and Performance of Services: The Contractor shall provide services to support Yellow Ribbon Event within 70 miles of Peoria, IL, including hotel rooming, general session room, meeting space rooms, audio-visual (screens, projectors, audio connections, computer hookups, and microphones), and space for community partners, child-care, and serve meals. 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.

1.4.1.1 Venue: The Contractor shall provide lodging for staff and attendees for one Yellow Ribbon event. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria; this standard must be included in your proposal.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term is 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, modify 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 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 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 taken by the Contractor to ensure 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 Workday: The number of hours per day the Contractor provides services in accordance with the contract.

2.2 Acronyms:

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 Yellow Ribbon Event, including lodging, meeting space, meals, audio/visual, additional support items such as easels, and signage, a printer, childcare and childcare space, and parking as outlined in this Performance Work Statement. The Government will not be responsible for room charges, long distance phone calls, movie rental charges, laundry, or other incidental room charges. All such charges lodging charges shall require the occupants to provide their personal credit cards to secure payment. The Government shall provide a preliminary room count upon award of the contract and a final room count seven (7) calendar days prior to the event start date.

5.1 The Contractor shall provide sleeping accommodations at the government per diem rate for attendees and support staff. 75 estimated attendees will need lodging for a total of one (1) night, 10 estimated attendees will need lodging for a total of two (2) nights, and 2 estimated support staff will need lodging for a total of (3) nights, for a total of 101 sleeping-room-nights.

5.2 Meeting Room Accommodations:

5.2.1 Meeting Rooms consist of General Session, Breakout Session rooms, Childcare rooms, Meeting Rooms, Vendor/Exhibitor space, an Operations Center room. All Meeting Rooms are available from September 7th, 2024 at 4:00 PM until September 8th, 2024 at 5:00 PM. The Operations Center Room will be available on September 7th, 2024 at 8:00 AM and available until 5:00 PM on September 8th, 2024. The rooms shall meet the requirements below and be available for the entire event days, and accessible 24 hours of the conference.

5.2.1.1 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 5:00 PM Sunday. Event Staff will provide the Contractor with an Event Agenda including break times in order to refresh rooms. The Contractor shall monitor the water stations and/or pitchers filled with water, and glasses/cups during Event Agenda breaks and replenish as needed.

5.2.1.2 The Contractor shall setup a Yellow Ribbon registration desk on September 8th, 2024, beginning at 6:00 AM and concluding at 5:00 PM in proximity to the event’s General Session. The area shall be used by the Yellow Ribbon staff to provide sign-in, welcome, and orientation packages for attendees. The area shall have two (2) registration tables with two chairs per table. The tables shall be properly dressed with tablecloths and skirted. Complimentary wireless high-speed Internet access for Yellow Ribbon staff shall be provided in the Registration Area. Access to power and two power strips will be available. Rope stanchions, signage, and sufficient easel stands to direct traffic to the registration area shall be available.

5.3 The Contractor shall provide one (1) General Session room capable of holding 150 attendees set with rounds of 6-8. All tables shall be properly dressed with tablecloths and skirted. Social distancing must be considered in room staging. The General Session Room shall not be re-arranged to serve as smaller Breakout Rooms. General Session room shall be used for dining purposes and potentially as a large classroom. The following requirements shall be met for the General Session Room:

5.3.1 A stage that is completely dressed. The stage shall include a podium and One (1) American flag with pole and stand and One (1) state flag with pole and stand.

5.3.2 Two (2) wireless microphones and two (2) lavalier microphones.

5.3.3 This room shall have projectors and projector screens. If the room is a large room two projectors and two screens are required. Prefer to have screens placed in each corner on an angle for best viewing.

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

5.3.4 Complimentary high-speed Internet for three (3) connections.

5.3.5 Pens and note pads shall be provided at each seat.

5.3.6 Provide a minimum of four (4) trashcans in the General Session room.

5.3.7 General Session room shall be available for A/V check on Friday before the event NLT 5:00 PM.

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

5.4 Breakout Session Rooms. Contractor shall provide meeting space for Three (3) Breakout Session rooms. The rooms shall be available for the entirety of Saturday, and accessible 24 hours of the conference.

5.4.1 The Three (3) Breakout Session Rooms shall be configured as follows:

5.4.1.1 Set up with seating for a minimum of 50 people

5.4.1.2 One (1) 10 x 10 projector screen or larger

5.4.1.3 One (1) LCD projector with connections for Computer presentations

5.4.1.4 One (1) A/V table

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

5.4.1.6 Provide sound connection to house sound for laptops to play videos

5.4.1.7 Provide wireless USB presentation clicker in each meeting room

5.4.1.8 Internet service for two (2) connections (wireless or hardwire)

5.4.1.9 One (1) power strip

5.4.1.10 One (1) trashcan

5.4.1.11 Water station with cups

5.5. Childcare Rooms. The contractor shall provide two (2) Childcare Rooms.

5.5.1 Childcare room will be away from exits, elevators/escalators. The Contractor will ensure that Childcare room 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 be controlled by Yellow Ribbon staff and childcare staff.

5.5.2 One (1) six-foot banquet table with tablecloths and skirting and two (2) chairs will be set up in the area to control access to the childcare rooms.

5.5.3 The two (2) Childcare Rooms shall be configured as follows:

5.5.3.1 One (1) Childcare Rooms that can accommodate six (6) children ages 0-5 years in each room. Each room shall consist of the following items per-day: water station with cups and (1) large trash can with a lid for diapers, one (1) refrigerator, two (2) portable cribs (or pack and play brand name or equal), television with DVD player, two (2) table with tablecloths that can seat ten (10). There shall be sufficient space for children to have an area for play and to set up children’s toys.

5.5.3.2 One (1) Childcare Rooms that can accommodate six (6) children ages 6 years and older. The rooms shall consist of the following items per-day: water station with cups and (1) large trash can, television with DVD player, four (4) tables with tablecloths that can seat ten (10) per table. There shall be sufficient space for children to have an area for activities.

5.5.4 The children will be served lunch in their rooms. Lunch will be served buffet style with the buffet set up in close proximity of all the childcare rooms. The Contractor will provide additional staff as needed to assist with serving.

5.6 Meeting Rooms. The contractor shall provide two (2) Meeting Rooms. The rooms will be conference table style with seating for five (5) people. The rooms shall include a conference table with five (5) chairs. The rooms shall consist of the following items per-day: pens and note pads, facial tissue/wipes, water station with cups and one (1) trash can.

5.6.1 One of the two (2) rooms shall have complimentary wireless Internet access for a minimum of two (2) users, and one power strip.

5.7 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 20 tables with 2 chairs each for vendors displays. The tables shall be properly dressed with tablecloths and skirted.

5.8 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 upon arrival on September 7th, 2024 by 8:00 AM through September 8th, 2024 at 5:00 PM. The room shall have complimentary wireless Internet access for 10 users, and three (3) power strips. The room shall encompass a conference table and a minimum of 10 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 Yellow Ribbon 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.

5.8 Childcare: Childcare services shall be a priced item and must be included with the proposal. Childcare services are required for September 8th, 2024 from 7:30 AM – 5:00 PM.

5.8.1 Must have a security process in place for receiving/registering children, tracking children, and releasing children.

5.8.2 The contractor is to provide Childcare services for ages 0-17 following the Federal Teacher to Children ratio and any applicable State required ratios.

5.8.3 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.

5.8.2 Childcare Service Providers must provide a copy of a valid business license and proof of insurance.

5.8.3 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.

5.8.4 The contractor shall ensure all employees possess all required licenses for operating childcare in the performance of this contract. This does not include education or other qualifications for the position in which the contractor employee is performing, dress codes, or other information. (NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified, and otherwise qualified to provide services.)

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

5.8.6 Provide additional Childcare staff (in addition to minimum Federal Teacher to Children ratio) for assistance, if required, with special needs children. The Government will let the Contractor know 15 days prior to the event if there will be children attending with special needs.

5.8.7 Service provided for approximately six (6) children in the 0-5 age group and six (6) children in the 6 years and older group.

5.8.7.1 Actual numbers of children including ages will be provided to Childcare Provider 15 days prior to the event.

5.8.8 Childcare required to be set and ready to accept children by 7:30 AM – 5:00 PM on September 8th, 2024.

5.8.9 Plan staffing accordingly to provide breaks and lunch to staff members yet provide continuous, adequate, supervision during meal and snack times.

5.8.10 Childcare providers must provide games, toys and activities, etc. appropriate for ages 0-5.

5.8.11 Suggest that Childcare providers bring movie time entertainment.

5.8.12 A TV and DVD player will be provided by the Venue Contractor.

5.8.13 Must provide blankets, and nap time accessories. Two (2) portable cribs and/or pack and play (brand name or equal) type beds will be provided by the Venue Contractor.

5.9 Children’s Meals and Snacks

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

5.9.2 Sunday Lunch meal provided by the Venue Contractor to children in the Childcare rooms as outlined in Annex A paragraph 1.1.4

5.9.3 Childcare providers must provide snacks for all children attending the yellow ribbon function.

5.10 Seven (7) days prior to event, childcare service provider shall provide to the Contracting Officer and Contracting Officer Representative a complete listing of staff members. Listing shall include full names, contact number, and an up-to-date photo for each staff member.

5.11 Contractor shall provide security services to limit conference area entries from outsiders during the event.

5.12 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO 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 resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

5.13 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor. The CM will be on-site on Friday and Saturday to resolve all problems that may arise.

5.14 Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

5.15 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services 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 OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO 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 KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose 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.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

6.1 FAR – Federal Acquisition Regulation - https://www.acquisition.gov/browse/index/far

6.2 DoDI 1402.05 - Background Checks on Individuals in DoD Child Care Services Programs - https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodm/140205_dodm_2017b.pdf

6.3 DoDI 1342.28 – Yellow Ribbon Reintegration Program (YRRP) - https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/134228p.pdf

6.4 DoDI 5124.02 - Under Secretary of Defense for Personnel and Readiness (USD(P&R)) - https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodd/512402p.pdf

6.5 DoDI 6060.02 - Child Development Programs (CDPs) - https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/606002p.pdf

ANNEX A – Food and Beverage.

1.0 The Contractor shall provide a total of two (2) meals based off the Banquet Event Order (BEO) with Breakfast and Lunch) on September 8th, 2024. Food and beverage numbers are based upon a maximum of 150 servings per meal—in addition to 12 servings for children’s lunch. Self-serve beverage stations are preferred at each meal. Local government per diem rates for food shall apply (www.gsa.gov) 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 comply with all applicable regulations regarding food and beverage services. Cost will not exceed government per diem rates associated with the hotel’s physical address. The Government will only pay for meals confirmed by the deadline (i.e., The Government shall not pay for meals cancelled by the timeframe set by the contractor).

1.1 Venue staff shall serve all meals buffet style.

1.2 Coffee, tea, and water shall be available from 7:00 AM to 3:00 PM Sunday.

1.3 Breakfast. A hot food buffet shall be available from 7:00 AM to 8:00 AM September 8th, 2024.

a. The breakfast buffet 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.

1.4 Lunch. A hot food buffet shall be available from 12:00 PM to 1:00 p.m. September 8th, 2024.

b. 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, and dessert.

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

1.5 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

1.0 The following items are required to support the event:

1.1 The Contractor shall provide up to 10 display stands/easels able to support standard poster sized signage to place throughout the event(s) area. This shall be available from 06:00 AM to 5:00 PM September 8th, 2024.

1.2 The Contractor shall provide a dedicated Audio/Visual technical person on-site to set up by September 7th, 2024 at 4:00 PM and to be available to assist from 6:00 AM –5:00 PM September 8th, 2024.

1.3 The Contractor shall provide a dedicated staff member on-site from Saturday – Sunday. This shall not be delegated to a hotel staff member.

1.4 A laser printer with toner supplied that is capable of printing 28 pages per minute in color along with 500 sheets of plain white printing paper.

ANNEX C – Parking

1.0 Parking: The Contractor shall provide 150 parking spaces for attendees available from 06:30 AM to 5:00 PM on September 8th, 2024. This will be located in a parking ramp or lot adjacent to venue to accommodate the vehicles and attendees. The cost of this parking shall be included in the cost of the proposal.

1.1 An additional 30 parking spaces will be “Reserved” for self-paying Community Partners who are supporting the Event.

ANNEX D – Performance Requirements Summary

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