W50S8T25QA011 PWS.pdf

Performance Work Statement (PWS):

Requirements are as follows:

1. General: This is a non-personal services contract to provide support for a Preservation of the Force & Family (POTFF) event. This event shall be coordinated for the attendance of 137th Special Operation Wing members of the Oklahoma Air National Guard. The required location for the event is to take place at the Oklahoma City Zoo, 2000 Remington PI, Oklahoma City, OK 73111 on Friday, 5 September 2025 from 5:30 PM – 9:30 PM CDT.

This requirement will require the sole rental of the OKC Zoo for the entire event. Such sub-contracted service providers shall be accountable solely to the Prime Contractor who, in turn is responsible to the Government. The awarded Event Coordinator contractor will be required to carry event expenses for all sub-contracts, vendors, and services rendered until which time government payment will be made upon event conclusion. Further requirements are as follows:

1.1. Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, and other items and non-personal services necessary to perform POTFF 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 POTFF is a program to address Special Operations Forces (SOF) unique psychological, human performance, spiritual and social/family challenges.

AFSOC leverages service-provided and DoD programs first, then uses POTFF initiatives to address gaps. Family Support Pilot Program funds are provided by Congress authority (2014 NDAA, Sec. 554) which authorizes USSOCOM to conduct up to three pilot programs to assess the feasibility and benefits of providing family support activities for immediate family members of SOF personnel. The three activities supported are Family Orientation, Information and Referrals: Pre- and Post-deployment Preparations, Reintegration, and Decompression; and Family Relational Enhancement.

1.3. Objectives: The contractor must provision from the Oklahoma City Zoo (1) space adequate for resource vendors (2) parking, and (3) evening meal as specified in paragraph 3.1.

1.4. Scope: The Government is anticipating approximately 2000 attendees, including children. Attendees will arrive on Friday Evening, 5 September 2025 at 5:30 P.M. and will depart that evening by 9:30 P.M.

1.4.1. Risk/Safety Assessment: After BPA Call Award, the Zoo location shall allow, provide access, and accommodate an Anti-terrorism Officer (ATO) or Security representative from the Oklahoma Air National Guard (OKANG) to conduct a thorough park risk/safety assessment prior to the event. The Event Coordinator may choose to attend the walk through with the ANG representative; however, in person, representation is not required at that time.

Contractor will work with Zoo representatives to obtain additional security for events if the Risk/Safety Assessment determines a need.

Minimum Security Requirements:

Shall provide two law enforcement officers to include but not limited to, OKC PD, Oklahoma County Sheriff’s Department, and/or other state, county, or local agencies which shall be arranged through the zoo representative.

Private security firms are not desired and will require additional Government approval and risk assessment evaluations.

1.4.2. The Contractor shall ensure parking is provided at no additional cost to the Government.

1.4.3. The Contractor shall provide consistent communication with the Contracting Officer Representative (COR) (i.e., Tracy Poindexter) of the event status. Additionally, the Government requests that vendors and resource providers be provided with park access 2-hour prior (i.e., 3:30 PM CDT) to the start of the event at 5:30 PM CDT.

SPECIFIC TASK:

2. Basic Services: The contractor shall provide services to support 137SOW POTFF Event, including meeting space for resource vendors, meals, parking.

2.1.1. Meeting spaces shall follow current CDC guidelines and Air Force COVID-19 policies e.g., hand sanitizer available throughout the park, social distancing, etc...

2.1.2. Resource Vendor Space / Meeting Rooms: Meeting Rooms shall consist of one VIP room to accommodate up to 30 individuals, vendor spaces shall be provided in an outdoors area with two long 8ft tables with chairs available upon request; (All food associated with this room will be on a separate contract but worked through zoo and approved contractor) breast-feeding room, first aid area, and restrooms shall be consistent with commercially accepted standards.

2.1.3. Event Coordinator shall be at location and present for this event.

3. Catering Food and Beverage Services:

3.1. The contractor shall provide one (1) Dinner meal on Friday evening 5 September 2025.

Coordination shall be worked with Zoo Catering Services to create a limited menu to utilize voucher system for authorized personnel of the 137SOW, not to exceed $17.00 per adult and $13.00 per child under the age of 12 years of age. The contractor must be in compliance with all applicable commercial regulations regarding food and beverage services.

3.1.1. 650 Adult Tickets (over 12yrs of age),

3.1.2. 325 Children Tickets (under 12yrs of age)

3.2. Zoo shall provide three restaurants available for concession vouchers and cash purchases.

3.3. Water stations shall be available throughout the park for attendees.

3.4. Requesting that fans and misters be available in dining areas.

4. Other Requirements:

4.1. Shall include access to Stingray Bay, Lorikeets, Carousel, Tram, and Elephant presentation.

4.2. 5 Electric Convenience Vehicles available for handicap assistance upon request. These items will be limited to attendees that have requested item on registration. List will be given to contractor 10 days prior to the event.

4.3. Restroom availability to meet the needs of number of attendees to include changing tables as accepted by commercial standards.

4.4. Provide Kulture City Sensory Bags for Exceptional Family Member Program (EFMP) families: Sensory bags are designed to help sensory needs in both adults and children. Filled with items that can lessen sensory overload and also engage - each bag includes headphones, marble fidget, noodle fidget, tangle fidget and an ID card. Guests may check out a sensory bag, at no cost, available at the Guest Services office.

The selected Event Coordinator shall be available and able to adapt to dynamic situations and maintain communication with the COR for the duration of the event. If a situation arises that requires a change order, the contractor shall communicate the need through the COR and only execute changes upon final approval from the Contracting Officer.