W911SA-15-T-0108_Amendment_1.docx

W911SA-15-T-0108

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SUPPLIES OR SERVICES AND PRICES

CLIN 0006

The pricing detail quantity has decreased by 749.00 from 750.00 to 1.00.

The unit of issue has changed from Each to Job.

DELIVERIES AND PERFORMANCE

The following Delivery Schedule item for CLIN 0006 has been changed from:

POP 19-NOV-2015 TO

22-NOV-2015

W6KG RPAC HUB FT MCCOY WI

60 SOUTH O STREET BLDG 60

FORT MCCOY WI 54656-0000

910-570-9408 FOB: Destination W91J7Y

To:

POP 19-NOV-2015 TO

22-NOV-2015

W6KG RPAC HUB FT MCCOY WI

60 SOUTH O STREET BLDG 60

FORT MCCOY WI 54656-0000

910-570-9408 FOB: Destination W91J7Y

The following have been modified:

PERFORMANCE WORK STATEMENT

PART 1

GENERAL INFORMATION

1. General: This is a non-personnel services contract to provide support for the Yellow Ribbon Event planned 19-22 November, 2015 planned for the Bloomington (Minneapolis), MN area. 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 Yellow Ribbon Event 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 88th U.S. Army Reserve Support Command (RSC) was established and sited in 2006 at Fort McCoy Wisconsin. This command supports 50,000 soldiers in 19 states to provide best in class BASOPS support for the Soldiers, Families, Civilians and units in the Northwest Region. The Yellow Ribbon Event is a requirement of DODI 2008, which established the Yellow Ribbon Reintegration Program. The Yellow Ribbon Program currently consists of four events; Event 1 is a pre-deployment event for Soldiers and Family Members, Event 2 is a during deployment event for Family Members and Events 3 & 4 are post deployment events.

1.3 Objectives: Provision for 700 attendees lodging and meeting space is requested to accommodate all six events, to ensure adequate space for learning and to meet the needs of the OFT units within the 88th RSC’s Area of Responsibility (AOR) for the different Yellow Ribbon events. Hotel rooming, meeting space rooms, audio-visual (screens, audio connections, computer hookups and microphones), space for community partners, shuttle service and serve four meals. To ensure there is a learning conducive environment/atmosphere at the event venue to support Yellow Ribbon presentations and training and to provide those government personnel and their families attending the event with quality accommodations and identified support services

0. Provide hotel rooming for up to 750 attendees and staff.

0. Provide a separate dining area for participants and unit staff

0. Serve 4 meals, Saturday Breakfast, Lunch, Dinner and Sunday Breakfast on the day of departure.

0. Provide four separate General Session meeting rooms for each event. Rooms shall hold up to 150 personnel in round tables seating rounds of 8 or 10 people each.

0. Provide six breakout session rooms with seating for 50 each in rounds of 8 or 10

0. Provide enough audio visual equipment; screens, SVGA Cables, sound patches for 4 General Session and 6 breakout meeting rooms

0. Provide space for up to fifty tables for community partners

0. Provide shuttle service to and from the airport according to a schedule approved by the Government

0. Provide storage and handling of shipped packages/boxes or containers required by the Government to support the event

0. Child and Youth Services will be provided

0. Bulk Copying service will be provided

1.4 Scope: The Government is anticipating 700 attendees for this event. Attendees will arrive on Friday after allowed check-in time and register at the event location that day. Advance party members will arrive on Thursday with the remaining staff arriving Friday. Everyone will depart on Sunday.

1.4.1The Hotel shall offer the following: lighted parking lot, small gift shop, an exercise room, full-service restaurant or food court, elevators for access to other that the ground floor, valet laundry, vending, and ice machines. Vendor must provide literature supporting this. Restricted Access after hours, 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, and internet access. The event venue shall have meeting space for multiple simultaneous briefings, a staff operations center, and counseling rooms. The event venue shall have sufficient seating to meet the requirements for the anticipated attendance plus normal occupation within reasonable proximity to the meeting spaces. The event venue shall have access to easy and inexpensive public transportation, or their own shuttle service to and from the airport. The Contractor shall provide an on-site representative from the time the advance party arrives on the Thursday conclusion of the event until the advance party leaves on the (Sunday) and departure of the Government’s event staff.

1.4.2 From 12:00 p.m. on Thursday through 2:00 p.m. on Sunday, a government staff operations room will be established with internet connectivity for up to 20 staff members. A Yellow Ribbon registration desk shall be setup to accept registration from event participants on Friday, beginning at 9:00 a.m. and concluding at 11 p.m., preferably in the lobby of the lodging facility or in proximity to the lodging facility’s registration desk. A meeting room to accommodate a training session for 25 presenters/counselors shall be needed from 8:30 a.m. to 5:00 p.m. There will be a Ribbon Welcome & Games held on the evening of Friday from 5:00 p.m. to 7:00 p.m. on the event participants’ day of arrival. The first formal program event will begin on Saturday. The program(s) will start at 8:00 a.m. and end NLT 3:30 p.m. The programs will consist of up to six general sessions for all attendees as well as four breakout rooms for 50 attendees each for small group training sessions. There will also be a child and youth program provided on Saturday and certificate presentation at 3:45 p.m. to 4:15p.m.. On the last event day, programs on Sunday will consist of general sessions again that will begin at 8:30 a.m. and end at 11:00 a.m. Event participants will commence travel home the afternoon and evening of Sunday. Lodging shall be provided under government contract for attendees and staff. Space for up to50 Community Partners to be located in an area adjacent to the General Sessions room; they shall make their own rooming arrangements. The following meals shall be required; Saturday – breakfast, lunch, and dinner, Sunday – breakfast. The dining area needs to be separate from the session rooms.

0. Period of Performance: The period of performance is for 19-22 November 2015, located in Bloomington (Minneapolis), MN. Location: Venue must be within 10 miles of the Mall of America 60 East Broadway Bloomington, MN 55425

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). A formal Quality Control Plan (QCP) is not required for this commercial service. However, the contractor shall maintain an inspection system commensurate with commercial practices to ensure the Contractor only tenders for acceptance those items or services that conform to the requirements of this contract. A copy of the contractor’s quality control plan shall be provided to the Contracting Officer upon request after contract award.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract. 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 will 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 will 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 Corrective Action (CA) response is necessary, and can be issued by the COR 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 CDR from the KO 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.

1.6.2.1.3 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 is responsible for conducting business 24 hours daily through arrival of the advance party until conclusion of the event on the last day, or unless unforeseen holdover attendees with air travel arrangements for the morning following the event conclusion. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS at the contractors 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: Firm Fixed Price, Single Award, Contract

1.6.5 Security Requirements: The contractor shall provide room lockout keys for logistics storage area, staff operations room, logistics storage room(s) and Military Family Life Consultants (MFLC) presenter 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.

1.6.8 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.

1.6.9 Key Personnel: The follow personnel are considered key personnel by the government: 88th RSC Programs and Services Director, Yellow Ribbon Director and appointed COR. 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.

1.6.10 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.

1.6.11 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 Interests (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 will 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 quote.

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, 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 Part 3 of this PWS.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Basic Services. The contractor shall provide services to support Yellow Ribbon Program that include lodging, meeting space, meals, audio visual, Food and Beverage, Additional Support Items, child and youth services, parking or transportation, and shuttle service. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, internet service 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. The Government shall only pay for rooms used.

5.1.1. Lodging: The Contractor shall provide lodging for Staff and Attendees for this Yellow Ribbon Event. The total estimated rooms for attendees, staff and presenters is 555 rooms for an estimated total of 1160 night stays; broken down as follows:

5.1.1.1 The contractor shall provide rooms for attendees: 700 estimated attendees will need lodging for a total of two (2) nights, Fri-Sun. (Estimated room total for attendees 505; 505 Attendee rooms under contract for two (2) nights = 1010 night stays)

5.1.1.2 The contractor shall provide rooms for staff – three (3) nights: 50 estimated Staff members will need lodging for three (3) nights, Thurs – Sun. (assumption: one (1) room per staff. Estimated room total for Staff staying three (3) nights is 50. (50 staff x 3 nights = 150 nights)).

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

5.1.1.4 General: The contractor shall allow No onsite hotel renovations or other activities that will interfere with this event.

5.1.2 Meeting Rooms: Contractor shall provide meeting rooms for up to four (4) General Session rooms, six (6) breakout session rooms, Staff Operations room, child and youth programs and certificate presentation room, Yellow Ribbon welcome and games room, instructor Preparation and Chapel Services.

5.1.2.1. The contractor shall provide one (1) Meeting Room available Friday Evening from 5:00 p.m. to 7:00 p.m. for a “Yellow Ribbon Welcome & Games event” capable of holding up to 75 attendees in rounds of 8 (preferably a mix of high and low small rounds and 3-4 rounds with seating for up to 10; if 72 inch diameter tables are available). Provide “U” shape setup of tables with seating for 20 for BINGO.

5.1.2.2 The contractor shall provide up to two (2) General Sessions rooms ( Combined Events 1& 2) capable of holding up to 100 persons in rounds of 8 (preferably rounds of 10; if 72 inch diameter tables are available) from Saturday 8:00 p.m. to 3:30 p.m. and Sunday 8:30 a.m. to 11:00 a.m. *Combined events may or may not be held, depends on monthly scheduling.

5.1.2.3 The contractor shall provide one (1) General Session room (Event 3) capable of holding up to 300 attendees in rounds of 8 (preferably rounds of 10; if 72 inch diameter tables are available) from Saturday 8:00 a.m. to 12:00 p.m. and again on Sunday 8:30 a.m. to 11:00 a.m. This General Session room shall be available for setup NLT 6:00 a.m. both days. This room shall contain a stage or platform (risers) with 6 tables (2 chairs per table) for Saturday only 8:00 a.m. to 12:00 p.m. for speakers and a conference sound system.

5.1.2.4 The contractor shall provide up to three (3) breakout rooms capable of holding up to 100 persons (or two rooms holding up to 150, can use General Session room, as one of the breakout rooms) in rounds of 8 (preferably rounds of 10; if 72 inch diameter tables are available) from Saturday 1:00 p.m. to 4:30 p.m. for Event 3 breakout sessions. Prefer these breakout sessions be able to be configured out of the General Session room. The General Session room in para 5.1.2.3 can be used as one of the breakout rooms.

5.1.2.5 The contractor shall provide one (1) General Session room (Event 4) capable of holding up to 300 persons in rounds of 8 each (preferably rounds of 10; if 72 inch diameter tables are available). Event 4 General Session will be conducted Saturday 8:00 a.m. to 12:00 p.m. then again on Sunday from approximately 9:45 until 12:00 p.m. Rooms need to be available for setup NLT 6:00 a.m. both days.

5.1.2.6 The contractor shall provide up to three (3) breakout rooms (Event 4 Breakout Sessions, the general session room, can be used as one of the breakout session rooms) capable of holding up to 100 persons each in rounds of 8 (preferably rounds of 10; if 72 inch diameter tables are available). One of the Breakout Session may be conducted on Saturday from approx. 9:30 a.m. to 3:30 p.m. then on Sunday from approximately 8:30 a.m. to 9:30 a.m. The General Session room in para 5.1.2.5 can be used as one of the breakout rooms.

5.1.2.10 The contractor shall provide one (1) work room (PDHRA processing) capable of holding 30 persons set conference style with no more than 2 persons per table. Saturday only.

5.1.2.11 The contractor shall provide four (4) privacy rooms for conducting one on one sessions as part of PDHRA processing. Requires a table with 3 chairs. If privacy rooms not available, one or two larger rooms separated with pipe and drape to make privacy rooms is acceptable. Saturday only.

5.1.2.12 The contractor shall provide three (3) rooms for individual MFLC counseling. We prefer these rooms to be within a one (1) minute walking distance from Event 4 and Event 5 groups listed above. Rooms only need a table with 4-5 chairs. Provide water pitcher with cups/glasses and a box of tissues in each room.

5.1.2.13 The contractor shall provide one (1) room to be used as the MFLC Staff Administration room, 30 person occupancy (available the Thursday after 3 p.m. prior to the conference through noon on Sunday. Room shall be adjacent to main General Session area when possible.

5.1.2.14 The contractor shall provide one (1) room to be used as the Staff Administrative Center, 30 person occupancy (available the Thursday a.m. prior to the conference through noon on Sunday following conference). Room shall be adjacent to main General Session area when possible.

5.1.2.15 The contractor shall provide one (1) meeting room to be used for Staff Meetings, 50 person occupancy to be available 4:30-6:30 p.m. Thursday and Friday evenings only.

5.1.2.16 The contractor shall provide one (1) room to be used for logistics storage beginning Wednesday (if Advance Party travels that day and pallets are scheduled to arrive that day), otherwise to be available Thursday a.m. through Sunday for Logistics/Resources and IT equipment storage (up to 9 pallets, plus 8 large crates) in a room that is equivalent to a 50 person occupancy room. Room will require double doors (no middle bar on doors) to move pallets in and out, preferably near the freight elevator if equipped).

5.1.2.17 The contractor shall provide one (1) room to be used for Support Staff training and in-briefs Thursday afternoon 3:00 p.m. to 10:00 p.m. for 50 person occupancy (can be same room as pallet storage if space is large enough). Provide chairs for 25 and 6 – 30”x 6’ tables or similar. Large garbage can also needed.

5.1.2.18 The contractor shall provide one (1) room for MFLC Presenter/Instructor training Friday for 30 person occupancy, to be available 7:00 a.m. till 5:00 p.m. Setup room in “U” shape with 2 chairs per table.

5.1.2.19 The contractor shall provide one (1) room for a Kid’s Certificate Presentation & Program with seating for 100 child and youth set theater style and 5-8 rounds of 10 tables with chairs for seating for adults on Saturday afternoon to be available from 3:00- 4:30 pm. Provide 2 risers as well (generally, we use the Event 3 room which already has riser in use that day). Prefer to have a separate room if available.

5.1.2.20 The contractor shall provide one (1) room for a non-denominational religious service with seating for 70 theater style from 7:45 am to 8:15 am Sunday morning (normally will use an Event room).

5.1.2.21 The contractor shall provide a sufficient numbers of pads and pens for eight (8) to ten (10) participants on every attendee session table for both Saturday and Sunday mornings (depending on table size). The room shall contain, water stations and/or pitchers filled with water, and glasses/cups for the appropriate number of class participants from 8:00 until 4:00 PM each day Saturday, and 8:30 to 11:00 a.m. Sunday. *The Government shall provide Event Agendas for break times to refresh rooms.

5.1.2.22 The contractor shall provide space in Hotel Lobby, or in foyer areas in proximity to meeting room areas, for up to 50 Community Partners (info tables). Prefer to have available for setup of Friday evening by 6:00 p.m. so our Community Partners can setup.

5.1.2.23 The contractor shall provide one (1) room to be used for our Yellow Ribbon game night Saturday from 4:30 to 8:00 p.m. 2 -3 tables for seating for up to 24 in rounds of 8, spacious enough for 50 people. Usually use the 13-17 age youth room.

5.1.2.24 The contractor shall provide separate Dining Area to seat up to 750 Attendees and Staff members for Saturday Breakfast and Lunch and Sunday Breakfast. For the Dinner meal on Saturday, we request that the General Session room(s) for our Event 3 and/or Event 5 be used to accommodate our “dinner and a movie”. These rooms are already setup with screens and sound patch and video cables.

5.1.2.25 Child and Youth Rooming Requirements: The contractor shall provide five (5) rooms to be used for child and youth activities.

5.1.2.25.1 The contractor shall provide five (5) rooms, with enough rooms to support child care by ratio age groupings and square feet per child/youth. Space shall allow for separation of infants (0-18 months), toddlers (19-36 months), pre-school (3-5 yrs), school age (6-12 yrs), and teens (13-18 yrs) for safety and appropriate programming.

5.1.2.25.1.1 All rooms shall accommodate 25 feet per child/youth except for the infant rooms must have 35 feet per infant to accommodate cribs. All Rooms shall accommodate a maximum of two (2) ratio group breakouts with no less than 25 square feet per child and no more than 24 estimated number of children based on age grouping and space per child. The estimated total number of children is 100.

Minimum Room Size 300 square feet Up to 7

Minimum Room Size 350 square feet Up to 7

Minimum Room Size 350 square feet Up to 7

Minimum Room Size 500 square feet Up to 30

5-6 years old (Kindergarten)

Minimum Room Size 750 square feet Up to 30

6-12 years old (1st- 6th Grade )

Minimum Room Size 750 square feet Up to 30

13-17 years old (7th-12th Grade )

Minimum Room Size 1,050 square feet Up to 25

5.1.2.25.1.2 The contractor shall ensure the childcare rooms meet the following:

· All Rooms shall meet fire code.

· All Rooms shall have a minimum of two exits from each room

· All Rooms shall have Fire and Emergency Evacuation plan posted

· Designated evacuations location(s) shall be identified for childcare.

· All Rooms shall meets Americans with Disabilities Act (ADA) Requirements

· All Rooms shall be free from health and safety hazards

· All Cords shall not (e.g., electrical, window blinds) be hanging within a child’s reach.

· All furniture in room shall be secure or removed. Furniture and fixtures shall be in good repair.

· All windows or doors to balconies shall be securely shut and locked.

· All Rooms electrical plugs shall be covered

· All Rooms furniture/fixtures/carpets shall be clean and sanitized.

· All Rooms shall be free from lead paint and asbestos.

· Broken toys/dolls have been removed

· All toys/games/dolls/puzzles are cleaned and sanitized

5.1.2.25.2 All childcare/youth rooms shall be within close proximity of each other (same floor when possible but all shall be on adjoining floors (e.g. 6th and 7th floors)) with access points that can be controlled. Recommend a minimum of two exits from each room be available. Restrooms need to be in close proximity to the childcare/youth rooms.

5.1.2.25.2.1 To provide medication or respond to calls from caregivers all rooms need to be within reasonable distance from workshop space

5.1.2.25.3 The contractor shall ensure Space is available for Childcare registration and childcare daily sign in/out of children.

5.1.2.25.4 The contractor shall provide the following:

· All Rooms shall have telephone available for use.

· All Rooms shall have a snack prep area.

· All rooms shall have drinking water and small cups accessible at all times.

· All Rooms shall have a hands-free, covered trash can available for use.

· All Infant, Pre-Toddler, Toddler and Pre-school shall all have carpeted floors.

· All Infant, Pre-Toddler and Toddler Rooms shall have Refrigerator and Microwave located in snack prep area.

· All Infant and Pre-Toddler Rooms shall have Portable Cribs in a designated area that can supervise at all time within sight/sound.

· All Infant and Pre-Toddler Rooms shall have cribs based on number of registered children identified that meet the standards described on the US Consumer Product Safety Commission on Crib Information. See http://www.cpsc.gov/info/cribs/indes/html for the standards.

· All Infant, Pre-Toddler, Toddler Rooms have a diaper changing area with trash can with lid for soiled diapers in sanitary manner.

· All Toddler and Pre-school rooms shall have space designated for napping that can be supervised at times within sight/sound.

· All bathrooms be used by children shall have two (2) steep stools to assist children with hand washing

· All Pre-School, School-Age and Youth Rooms shall have a large screen TV and VCR/DVR player.

5.1.3 Audio Visual: The contractor shall provide audio visual equipment for General Session rooms and Breakout rooms to include screens, handheld wireless and lavaliere microphones and laptop sound patches.

5.1.3.1 The contractor shall provide up to two (2) screens for each Event 1 and 2 meeting rooms (see CLIN 0003 Meeting Rooms). These are optional and may/may not be conducted.

5.1.3.2 The contractor shall provide up to four (4) 10 x 10 Screens (preferably larger) x two (2) days (Saturday and Sunday) for each of the 2 Main General Session rooms for Events 2 & 3 (depends on room layout and attendance numbers). Up to 8 screens total. Prefer to have screens placed in each corner on an angle for best viewing.

5.1.3.3 The contractor shall provide up to two (2) 10 x 10 screens (preferably larger) x two (2) days (Saturday and Sunday) for each of the 3 Breakout Session rooms for Event 3 (this depends on room layout and attendance numbers). Event 3 General Session room can be used as one of the breakout rooms, for up to 4 screens overall total.

5.1.3.4 The contractor shall provide up to four (4) 10 x 10 screens (preferably larger) x two (2) days (Saturday and Sunday) for each of the Breakout Session rooms for Event 4 General Session Breakout room (this depends on room layout and attendance numbers). The Event 4 General session room can be used as one of the breakout session rooms.

5.1.3.5 The contractor shall provide handheld wireless microphones lavaliere wireless microphones for each of the session rooms as follows:

5.1.3.5.1 The contractor shall, for Event 1, when hosted, provide one (1) each wireless handheld and lavaliere microphone.

5.1.3.5.2 The contractor shall, for Event 2, when hosted, provide one (1) each wireless handheld and lavaliere microphone.

5.1.3.5.3 The contractor shall, for Event 3 General Session room, provide two (2) each wireless handheld and microphones.

5.1.3.5.4 The contractor shall, for Event 3 Breakout Session room, provide one (1) each wireless handheld and microphones.

5.1.3.5.5 The contractor shall, for Event 3 Breakout Session room, provide one (1) each wireless handheld and microphones.

5.1.3.5.6 The contractor shall, for Event 3 Breakout Session room, provide one (1) each wireless handheld and microphones.

5.1.3.5.7 The contractor shall, for Event 4 General Session room, provide two (2) each wireless handheld and lavaliere microphones.

5.1.3.5.8 The contractor shall, for Event 4 Breakout Session room, provide one (1) each wireless handheld and microphones.

5.1.3.5.9 The contractor shall, for Event 4 Breakout Session room, provide one (1) each wireless handheld and microphones.

5.1.3.5.10 The contractor shall, for Event 4 Breakout Session room, provide one (1) each wireless handheld and microphones.

5.1.3.5.11 The contractor shall provide audio connections for each presentation laptop that will be used in each presentation room to play videos for up to eight (8) session rooms.

5.1.3.5.12 The contractor shall provide one (1) high speed internet access point for up to 15 connections in the Staff Administration Center from Thursday at 12:00 p.m. of the event through Sunday 1 p.m.

5.1.3.5.13 The contractor shall provide one (1) high speed internet access point for up to 10 connections in the MFLC Staff Administration Center from the Thursday at 12:00 p.m. of the event through Sunday 1 p.m.

5.1.3.5.14 The contractor shall provide up to two (2) high speed internet access points for Friday for Sign-In (Registration) area location: Location to be determined after award. Generally located in/near the Hotel Lobby from 6 a.m.-10p.m. for Registration and Help/Travel Desk.

5.1.3.5.15 The contractor shall provide up to nine (9) high speed internet access points for Saturday 7:30 a.m. to 5:00 p.m. and Sunday from 7:30 a.m. to 11:30 a.m. for up to four (4) Community Partners and up to five (5) for our General Session and/or breakout session rooms.

5.1.3.5.16 The contractor shall provide three (3) television sets (preferably 42” or larger) with DVD player, one in each of the three (3) designated children activity rooms from Saturday 7:00 a.m. to Sunday 11:00 am for ages 3-5, 6-12 & 13-17 (will also be used for Yellow Ribbon Game Night Saturday 4:30 p.m.-8:00 p.m.). Up to 2 televisions may also be used for our Yellow Ribbon Welcome & Games event Friday evening.

5.1.3.5.17 The contractor shall provide two (2) handheld wireless microphones for the kid’s program and presentation room on Saturday only from 3:30 p.m. to 4: 30 p.m.

5.1.3.5.18 The contractor shall provide one (1) lavaliere microphone and one (1) projector screen (10x10 or larger) for Non-Denominational Religious Service for Sunday 7:45 a.m. to 8:15 a.m. May use one of the session rooms or kids presentation room.

5.1.4 Food and Beverage: The contractor shall provide four (4) meals commencing with three (3) meals (breakfast, lunch and dinner) on Saturday, and on Sunday only a breakfast meal shall be provided. Food and beverage charges are based upon a total of 750 servings per meal. Self-serve beverage stations are preferred at each meal. Local Government per diem rates for food apply. The dining room needs to be a separate room from the meeting rooms. 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 Army regulations regarding food and beverage services. Cancellation meal timeframe: 72 hours prior to the event.

5.1.4.1 Breakfast: Hot food buffet shall be available on Saturday and Sunday from 6:30 a.m. to 7:45 a.m. Buffet shall include such items as: pancakes, bacon, sausage, eggs, ham, assorted fresh fruit, pastries and cereal. Drinks shall include: coffee, milk, and juice. Self-serve beverage stations are preferred. 750 people x 2 meals = 1500 breakfast meal charges.

5.1.4.2 Lunch: Hot food buffet shall be available on Saturday from 11:30 a.m. to 1:00 p.m. Buffet(s) shall include such items as: garden salad with assorted toppings and dressings, meat selections, vegetables and starch selection. Drinks shall consist of coffee, milk, tea and juice for 675 adult lunches. Self-serve beverage stands are preferred.

5.1.4.2.1 The contractor shall provide small plates for children and child friendly food choices such as macaroni and cheese, chicken nuggets, and sloppy joe sandwiches for at least 75 children. Drinks shall consist of coffee, milk, tea and juice for 75 child lunches. For a total of 675 + 75 = 750 lunch meal charges.

5.1.4.3 Dinner: Hot food buffet shall be available on Saturday from 5:00 p.m. to 7:30 p.m. Buffet entrée choices shall include: chicken dish, beef or casserole dish, vegetable, soup or salad and dessert. Drinks shall consist of coffee, milk, tea and soft drinks. Self-serve beverage stands are preferred. 675 adult dinners

5.1.4.3.1 The contractor shall provide small plates for children and child friendly food choices such as macaroni and cheese, chicken nuggets, and sloppy joe sandwiches for at least 75 children. Drinks shall consist of coffee, milk, tea and juice for 75 child lunches. For a total of 675 + 75= 750 dinner meal charges.

5.1.4.4 A final Banquet Event Order (BEO) shall be submitted to the COR 10 calendar days prior the event.

5.1.4.5 Upon contract award, attendance and staff numbers will be provided to adjust meal counts.

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

5.1.5.1 The contractor shall provide a copy machine or the capability for making bulk copies of up to 1,000 copies (for handouts) or have a copy machine made available for event use from Thursday through Sunday of the Event. Total copy capability for Thursday through Sunday will not exceed 1,000 copies with an average page count of 5 pages. No color reproduction is required. All sheets will be 8.5” x 11”. Printing will be single sided and each set of copies staples in the upper left corner. No folding will be required. If self service, on Thursday, the contractor shall brief Government staff of the copier location, operation and troubleshooting, and the process to obtain paper and toner cartridge replacement.

5.1.5.2 The contractor shall provide six (6) tables with skirts and chairs in the registration area (Hotel Lobby on Friday) for attendee event registration and in-processing.

5.1.5.3 The contractor shall provide up to four (4) tables with skirts and chairs in the registration are (hotel lobby on Friday) for Unit Representatives check in.

5.1.5.4 The contractor shall provide one (1) table with skirt and two (2) chairs in the registration area (hotel lobby on Friday) for our Help/Travel desk.

5.1.5.5 The contractor shall be prepared to support up to 50 community member representatives with tables, chairs, power, etc. The specific arrangements shall be between the contractor and individual community members. The Government shall not be invoiced for any cost associated with this effort to include any loss or damage to the contractor’s property. Prefer to have setup of Friday evening by 7:00 p.m. so our Support Agencies can setup. Unless already specified, power to such tables will be the responsibility of the vendor/agency, not the government.

5.1.5.6 The contractor shall provide up to 25 display stands/easels for signage to place throughout the Event(s) area, (only need 5 to be available Thurs and Friday). The remainder shall be available Friday after 3 p.m. through Sunday 11:30 a.m.

5.1.5.7 The contractor shall provide a means, such as hand held radios or other means, to communicate quickly with hotel staff during the event periods.

5.1.5.8 The contractor shall provide a dedicated Audio/Visual person to be available to assist during both Event days from 6:30 a.m. through 3:30p.m. on Saturday and from 7:00 a.m. through 11:00 a.m. on Sunday.

5.1.5.9. The contractor shall provide package handling for logistics/resources and “on-site” storage space that is secured for up to 9 pallets and 9 crates (only for subsequent events at the same event location) to include receiving and handling the pallets if necessary. There may be an additional 4 totes (tuff boxes) shipped to the hotel by another vendor.

5.1.5.10. The contractor shall provide up to two (2) cork board or “white boards” each 6 ft. x 4ft. or larger preferred to be located near the registration area or hotel lobby on Friday and Community Partner Area Saturday and Sunday of the event. If “white boards” are provided, the contractor shall also provide for each one eraser and, as a minimum, four “white board” markers consisting of two (2) black and two of another color. If cork boards are provided, the contractor shall provide 50 pins for each to post note on the cork boards.

5.1.5.11 If individual privacy rooms are not available for our PDHRA privacy room requirement, shall require pipe and drape to create up to 4 “privacy rooms” for Event 6 PDHRA.

5.1.5.12 The contractor shall provide 8 tables with 2 chairs each for Resource Storage room.

5.1.5.13 The contractor shall provide risers in our Event 4 (30-Day) session on Saturday only to hold 6 tables w/ 2 chairs each (*the same risers may be used for our kids program Saturday too).

5.1.6 Parking or Transportation: Provide up to 40 parking spaces per night for two nights in an adjacent parking ramp or lot to accommodate the vehicles for government employees attending this event. Attendees will pay for own parking.

5.1.7 Shuttle Service: The contractor shall provide shuttle service to furnish round trip transportation for up to 700 attendees and Staff/Presenters.

5.1.7.1 The contractor shall provide transportation on Thursday from the airport to the hotel for Yellow Ribbon arrivals.

5.1.7.2 The contractor shall provide transportation on Friday from 9:00 a.m. to 11:59 p.m. from the airport to the hotel for Yellow Ribbon arrivals. The contractor shall not provide shuttle service other than these times unless it is at no cost to the Government.

5.1.7.3 The contractor shall provide transportation on Sunday from the Hotel to the airport starting 6:00 a.m. for early departures to 3:00 p.m. for late departures. The shuttle service will be required to move up 550 attendees between 11:00 a.m. and 12:00 p.m. on Sunday.

5.1.7.4 The contractor shall provide transportation Monday for any holdovers.

5.1.7.5 Attendees should not have to wait more than 30 minutes at airport.

5.1.7.6 Attendees shall be brought back to the hotel with no more than 1 additional stop for other passengers.

5.1.7.7 The government will only reimburse hotel for actual number of attendees, either 1-way or round trip.

5.1.7.7 The contractor shall provide shuttle service to and from any overflow hotels for Yellow Ribbon participants. Shuttle service would need to be available to transport participants from the primary property to overflow properties.

5.1.7.7.1 The contractor shall provide shuttle service to and from any overflow hotels on Friday from 9:00 a.m. to 11:59 p.m. The contractor shall not provide shuttle service other than these times unless it is at no cost to the Government.

5.1.7.7.2 The contractor shall provide shuttle service to and from any overflow hotels on Saturday from 6:15 a.m.