W911SA-17-Q-0043_Amendment_2.docx

W911SA-17-Q-0043

W911SA-17-Q-0043

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SUPPLIES OR SERVICES AND PRICES

CLIN 0001

The pricing detail quantity has decreased by 100.00 from 800.00 to 700.00.

CLIN 0012

The CLIN extended description has changed from:

Contractor shall provide up to 800 breakfasts on Saturday; and up to 800 breakfasts on Sunday. Food and beverage charges are based upon up to 800 servings per meal. Self-serve beverage stations are preferred at each meal.Local Government per diem rates for each meal apply. Price must be within Per Diem Rate as published at sa.gov/portal/content/104877.In this section the Contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice. Final meal count must be submitted to vendor by_____________________.The dining room needs to be a separate room from the meeting room.Contractor must be in compliance with all applicable Army regulations regarding food and beverage services.BREAKFAST: Reference PWS Annex B Catering section 1 and 1.1 for requirement details.

To:

Contractor shall provide up to 650 breakfasts on Saturday; and up to 650 breakfasts on Sunday. Food and beverage charges are based upon up to 650 servings per meal. Self-serve beverage stations are preferred at each meal.Local Government per diem rates for each meal apply. Price must be within Per Diem Rate as published at sa.gov/portal/content/104877.In this section the Contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice. Final meal count must be submitted to vendor by_____________________.The dining room needs to be a separate room from the meeting room.Contractor must be in compliance with all applicable Army regulations regarding food and beverage services.BREAKFAST: Reference PWS Annex B Catering section 1 and 1.1 for requirement details..

The pricing detail quantity has decreased by 300.00 from 1,600.00 to 1,300.00.

CLIN 0013

The CLIN extended description has changed from:

Contractor shall provide up to 840 lunches on Saturday; and up to 600 lunches on Sunday only a lunch meal shall be provided. Food and beverage charges are based upon up to 1,440 servings per meal. Self-serve beverage stations are preferred at each meal.Local Government per diem rates for each meal apply. Price must be within Per Diem Rate as published at sa.gov/portal/content/104877.The dining room needs to be a separate room from the meeting rooms.In this section the Contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice. Final meal count must be submitted to vendor by_____________________.Contractor must be in compliance with all applicable Army regulations regarding food and beverage services.LUNCH: Reference PWS Annex B Catering sections 1 and 1.2.

To:

Contractor shall provide up to 650 lunches on Saturday; and up to 500 lunches on Sunday only a lunch meal shall be provided. Food and beverage charges are based upon number servings per meal, as stated in the PWS. Self-serve beverage stations are preferred at each meal.Local Government per diem rates for each meal apply. Price must be within Per Diem Rate as published at sa.gov/portal/content/104877.The dining room needs to be a separate room from the meeting rooms.In this section the Contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice. Final meal count must be submitted to vendor by_____________________.Contractor must be in compliance with all applicable Army regulations regarding food and beverage services.LUNCH: Reference PWS Annex B Catering sections 1 and 1.2..

The pricing detail quantity has decreased by 290.00 from 1,440.00 to 1,150.00.

DELIVERIES AND PERFORMANCE

The following Delivery Schedule item for CLIN 0001 has been changed from:

POP 16-DEC-2016 TO

18-DEC-2016

W8YL 63 AR REGIONAL SPT CMD

230 RT JONES ROAD

BUILDING 152

MOUNTAIN VIEW CA 94035-0000

FOB: Destination

W90XCV

To:

POP 16-DEC-2016 TO

W8YL 63 AR REGIONAL SPT CMD

230 RT JONES ROAD

BUILDING 152

MOUNTAIN VIEW CA 94035-0000

W90XCV

The following Delivery Schedule item for CLIN 0012 has been changed from:

POP 17-DEC-2016 TO

W8YL 63 AR REGIONAL SPT CMD

230 RT JONES ROAD

BUILDING 152

MOUNTAIN VIEW CA 94035-0000

W90XCV

POP 17-DEC-2016 TO

W8YL 63 AR REGIONAL SPT CMD

230 RT JONES ROAD

BUILDING 152

MOUNTAIN VIEW CA 94035-0000

W90XCV

The following Delivery Schedule item for CLIN 0013 has been changed from:

POP 17-DEC-2016 TO

W8YL 63 AR REGIONAL SPT CMD

230 RT JONES ROAD

BUILDING 152

MOUNTAIN VIEW CA 94035-0000

W90XCV

POP 17-DEC-2016 TO

W8YL 63 AR REGIONAL SPT CMD

230 RT JONES ROAD

BUILDING 152

MOUNTAIN VIEW CA 94035-0000

W90XCV

The following have been modified:

PERFORMANCE WORK STATEMENT

63d Regional Support Command Yellow Ribbon Reintegration Program (YRRP) Training Events Period of Performance: 13-19 December 2016

Location: San Diego, CA

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide support for the Yellow Ribbon Reintegration Program (YRRP) training event for December 2016 in the San Diego, CA area. The Government will 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 Reintegration Program (YRRP) training events as defined in this PWS except for those items specified as government furnished property and services. The attendance for each YRRP event is estimated at 800 total personnel consisting of 700 attendees, 40 staff, 60 community partners and instructors.

The YRRP training event venue shall be within a 20 mile radius of the closest Airport to the Event Location. The contracted hotel shall provide no less than 90% of guest rooms and all conference rooms in the same venue. The remaining guestrooms may be provided under a different venue meeting same requirements under this solicitation and shall be located within 0.5 walking miles of the main venue.

These services are not for YRRP training event planning services. Offerors shall submit, as part of their offer, a signed agreement between Offeror and hotel that itemizes all items and requirements being provided by hotel. The agreement shall include payment terms showing Offeror and hotel agreement on timeframe of when Offeror shall pay the hotel. This requirement does not apply to hotels or businesses that are providing the rooms themselves, i.e. not subcontracting out for the rooms. The contractor shall perform to the terms, conditions and standards in this contract.

1.2 Background: The 63d RSC is located at Mountain View, CA. This command supports over 44,000 soldiers in 7 states and provides the best-in-class BASOPS when deployed to support the missions of the United States Army and the Government. The Yellow Ribbon event is a requirement of Department of Defense Instruction 1342.28, which establishes the Yellow Ribbon Program. The Yellow Ribbon Program consists of four events: 1st event occurs prior to deployment, 2nd event occurs during deployment, 3rd event occurs approximately 90 days post-deployment and the 4th event occurs approximately 180 days post-deployment.

1.3 Objectives: Provision for 800 personnel per event, to accommodate the YRRP training event, to ensure adequate space for learning and to meet the needs of the units within the 63d RSC Area of Responsibility (AOR) for the YRRP training event. Hotel rooming, meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for community partners, shuttle service, youth and child care service and service of five meals. To ensure there is a conducive learning environment/atmosphere at the event venue to support the YRRP event presentations and training, and to provide those government personnel and their Families attending the event with quality accommodations and identified support services.

1.4 Scope: The Government is anticipating 700 personnel consisting of 700 attendees, 40 staff, 60 community partners and instructors per event. Attendees shall arrive on Friday to check-in to the hotel and register for the event. Two advance party members shall arrive on Tuesday with the remaining staff arriving on Wednesday. Attendees and most of the staff shall depart on Sunday. The remaining staff shall depart on Monday. Attendees shall not wait any longer than one (1) hour for a room (after 3:00pm) upon arrival to the hotel front desk receptionist when checking in to the hotel.

1.4.1 The Hotel shall offer the following per event: lighted parking lot, small gift shop, an exercise room, full-service restaurant or food court, elevators for access to other than the ground floor, valet, laundry, vending, and ice machines. Restricted Access afterhours, such as key cards used as a security measure to enter the hotel. At a minimum, individual lodging rooms shall be equipped with the following: television with remote and telephone. 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 the same facility/building to the meeting spaces and a 2-min walk from sleeping room to meeting location. The Contractor shall provide an on-site representative from the time the advance party arrives on the Tuesday until conclusion of the event when the rear party leaves on the following Monday and departure of the Government’s event staff.

0. Period of Performance: The period of performance will be from 13-19 December 2016

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 of those items or services that conform to the requirements of this contract.

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 meet contract requirements 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, 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 shall 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 shall be completed.

1.6.2.1.4 Inspection Results: The contractor shall 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 shall 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 shall be made on the basis of the initial inspection.

1.6.3 Hours of Operation: The contractor shall conduct business 24 hours daily through arrival of the advance party until conclusion of the event on the last day, 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 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 is essential.

1.6.4 Security Requirements: The contractor is required to know the facility access policies as well as know and understand the facility suspicious activity reporting procedures. The contractor shall provide room lockout keys for logistics storage area/room and admin/operations room to secure pilferable items per event.

1.6.5 Post Award Conference/Periodic Progress Meetings: The Contractor shall 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 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 or hotel point of contact 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 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 PWS.

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 shall 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 Reintegration Program (YRRP) training event that include lodging, meeting space, meals, audio/visual, child and youth care services, parking and transportation for each event. The Government 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 will require the occupants to provide their personal credit cards to secure payment for those charges. The Government will provide a total meal count and will have the option to cancel meals by noon on Tuesday (the start of the contract). The Government will provide a total room count by noon on Tuesday and will have the option to cancel rooms by noon on Thursday (the day prior to the start of the contract). The Government will only pay for rooms used. See the following paragraphs for further specific task details:

5.1.1 Lodging: The Contractor shall provide lodging for Staff and Attendees for the YRRP training events. At a minimum, the lodging establishment shall meet the International Hospitality Association (IHA) Three Star rating criteria. This is a hotel rating used to classify hotels according to their quality. The hotel must meet a minimum quality of the three star rating criteria which delivers a broad range of amenities that exceed above-average accommodation needs; good quality service, design and physical attributes are typically fit for the purpose to match guest expectations. The development of the concept for hotel ratings was formed to inform travelers on basic facilities that can be expected.

5.1.1.1 The contractor shall provide rooms for each event. Although the total number of personnel in the event is seven hundred (700), only seven hundred forty (740) personnel are provided sleeping rooms which includes seven hundred (700) attendees and forty (40) staff members.

5.1.1.2 The seven hundred (700) attendees are broken down as follows: Seven hundred (700) estimated attendees shall need lodging for a total of two (2) nights, Friday and Saturday for both events (assumption: one (1) room per family unless extenuating circumstances exist). Estimated room total for attendees is three hundred fifty (350) for Friday and three hundred fifty (350) for Saturday per event. Attendee rooms under contract for two (2) nights = Seven hundred (700) night stays per event.

5.1.1.3 The contractor shall provide rooms for forty (40) staff – five (5) nights per event: two (2) estimated Staff members will need lodging for 5 nights (2 staff x 5 nights = 10 nights) starting on Tuesday prior to actual event. 38 estimated Staff members will need lodging for 4 nights (38 staff x 4 nights = 152 nights) starting on Wednesday.

5.1.1.4. The contractor shall provide rooms for one (1) night: ten (10) sleeping rooms for personnel with flight delays or staff members who require lodging (10 personnel x 1 night = 10 nights) starting on Sunday.

5.1.2. Security: The Hotel shall be in a medium or below crime area as determined by the 63d RSC Directorate of Emergency Services Special Event Antiterrorism Threat Assessment which is available and provided to all perspective offerors along with the physical security coversheet. Contractor shall limit conference area entries to outsiders during the event.

5.1.3 General: The contractor shall allow no onsite hotel renovations or other activities that shall interfere with this event.

5.1.4 Meeting Rooms. Contractor shall provide meeting rooms for 1 General Session room, 1 boardroom, 15-17 breakout session rooms, 1 Admin/Operations room, 8 - 10 child and youth programs rooms, 4-6 counseling rooms, reception room, registration area, concierge area and staff room for each 63d Yellow Ribbon event.

5.1.4.1 The contractor shall provide one (1) Reception Room available Friday Evening from 6:00 p.m. to 8:00 p.m. for a “Yellow Ribbon Program Reception” capable of holding 500 (participants and staff) personnel, with crescent style tables seating 500 persons with 6-8 persons per table (If needed we will adjust seating numbers once on-site) per event. Space for only 500 instead of 740 is required due to attendees traveling and not all of them willl make it by 6:00 pm and staff will be in other areas to support attendees so they will not all be in the reception at the same time. This room shall contain an elevated stage, no smaller than 24 ft (length) x 10 ft (width) x 32 inches (height), with pipes and draping background along the front wall. The reception room shall be equipped with one (1) podium, one (1) wireless and/or local area network (LAN) internet access for computer laptop connectivity to the room projector screens and sound system, two (2) six foot table skirted/dressed with two (2) chairs (for A/V setup), and one (1) American Flag with pole and stand per event.

5.1.4.2 The contractor shall provide one (1) General Session room capable of holding 900 personnel (participants, staff, community partners and instructors) per event. This room shall contain an elevated stage, no smaller than 24 ft (length) x 10 ft (width) x 32 inches (height), with pipes and draping background along the front wall. Contractor shall be prepared to provide any of the following additional staging items for presentation: couch, easy chair, small table, coffee table, high top table, stools, microphone stands, décor for skits, etc. The general session room shall be equipped with one (1) podium, one (1) wireless and/or local area network (LAN) internet access for computer laptop connectivity to the room projector screens and sound system, two (2) six foot table skirted/dressed with two (2) chairs (for A/V setup), and one (1) American Flag with pole and stand from Saturday at 6:00 a.m. to Sunday at 1:00 p.m.

5.1.4.3 The contractor shall provide fifteen (15) to seventeen (17) Breakout Rooms: Five (5) Break-out rooms must be capable of holding 90+ personnel seated theatre style or in rounds plus AV equipment and seven (7) to nine (9) shall be capable of holding between 70-90 personnel seated theatre style or in rounds plus AV equipment. Three (3) break-out rooms shall be capable of holding 150+ personnel seated in rounds plus AV equipment. AV equipment shall be outlined in paragraph 5.1.3. All fifteen (15) to seventeen (17) break-out rooms shall be equipped with one (1) podium, one (1) six foot table skirted/dressed at the back of the room, pens with writing pads for approximately one hundred fifty (150) personnel, 1-2 trash can(s), 1-2 water stations inside each room (to be refreshed as needed) and one (1) house phone with capability to call any in-house number from Saturday 6:00 a.m. to 8:30 p.m. and again on Sunday 7:00 a.m. to 12:00 p.m.

5.1.4.4 The contractor shall provide between four (4) to six (6) Counseling Rooms, ideally must be in the same general areas, as well as in close proximity to the breakout rooms. These rooms are used for counseling; sleeping rooms are not acceptable for counseling purposes. The room shall consist of the following items per-room per-day; three (3) comfortable/lounge chairs, one (1) table, skirted/dressed, two (2) boxes of tissues, sufficient lighting and appropriate décor, one (1) house phone with capability to call any in-house number, one (1) trash can, one (1) pitcher of water with cups (to be refreshed as needed). Saturday from 7:00 a.m. to 5:00 p.m. and again on Sunday 7:00 a.m. to 12:00 p.m.

5.1.4.5 The contractor shall provide one (1) ID Card Room in close proximity to the breakout rooms. This room is used for issuing ID Cards to soldiers and family members; sleeping rooms are not acceptable. The contractor shall provide pens with writing pads for approximately twenty (20) personnel and 1-2 water stations inside room (to be refreshed as needed). The room shall consist of the following items per-day: one (1) local area network (LAN) internet access for computer laptop, two (2) six foot tables skirted/dressed facing the room with two (2) chairs, two (2) trash cans, 10-20 chairs set up in theater style to be used to wait for services and one (1) house phone with capability to call any in-house number from Saturday 6:00 a.m. to 8:30 p.m. and again on Sunday 7:00 a.m. to 12:00 p.m.

5.1.4.6 The contractor shall provide one (1) Admin/Ops room to support the YRRP training event staff and store sensitive items. Room shall accommodate 40 personnel with supplies, be able to lock, and shall ideally be on same floor or adjacent to the break-out rooms. The room shall consist of the following items per-day; eleven (11) six foot tables skirted/dressed with two (2) chairs per table around the outside of the room facing in, twelve (12) keys, fifteen (15) extension cords, fifteen (15) power strips, ten (10) small trash cans, four (4) large recycle bins, 8,000 sheets of white paper, one (1) shredder with capability to shred at least 8 pieces of paper at a time. Contractor shall provide pens with writing pads for approximately forty (40) personnel and 1-2 water stations inside room (to be refreshed as needed). No access to Admin/OPS Room by hotel employees shall be allowed, unless YR Staff is present, due to documents and material with personally identifiable information (PII) stored in this room. Room shall be available for set-up no later than, Tuesday at 3:00 p.m. to the following Monday until 2:00 p.m. per event.

5.1.4.7 The contractor shall provide one (1) Staff meeting room capable of holding 60 personnel set in classroom style, and shall ideally be on the same floor or adjacent to the break-out rooms. The room shall consist of the following items per day; one (1) podium, one (1) six foot table skirted/dressed, one (1) in house phone with capability to call any in house number. The contractor shall provide pens with writing pads for approximately fifty (50) personnel and one (1) water station inside the room (to be refreshed as needed) as well as 1-2 trash cans. Required Thursday from 8:00 a.m. to Saturday at 7:00 p.m. per event.

5.1.4.8 The contractor shall provide one (1) Board Room capable of holding between 10-20 personnel seated boardroom style with boardroom table and shall ideally be adjacent to the OPS room. The room shall consist of the following items per-day; 20 pens, 20 note pads, two (2) trash cans, one (1) house phone with capability to call any in-house number, four (4) keys, and water and cups (to be refreshed as needed). Required Wednesday 8:00 a.m. through Sunday until 9:00 p.m.

5.1.4.9 The contractor shall provide one (1) Registration Area with storage space within the same area. Contractor shall provide use of monitor/screen in registration area, to project logo or promotional videos for the YRRP training event. The contractor shall provide water stations and cups in area, to be refreshed as needed. Registration location shall be able to be secured when not occupied by YR Staff. The Registration area shall consist of the following items per-day, one (1) house phone with capability to call any in-house number, sufficient lighting, ten (10) six foot tables skirted/dressed with two (2) chairs per table, ten (10) trash cans, pens with writing pads for approximately 20-40 personnel, ten (10) easels, ten (10) rope extensions. Required Friday at 7:00 a.m. until Sunday to 1:00 p.m.

5.1.4.10 The contractor shall provide one (1) Community Partner (CP) area ideally located in the vicinity of the General Session or the break-out rooms. Contractor shall provide one (1) large room or open area consisting of the following items: fifty (50) six foot tables skirted/dressed with two (2) chairs per table, ten (10) extension cords, ten (10) power strips, eight (8) small trash cans, three (3) water stations with cups (to be refreshed as needed), one (1) house phone with capability to call any in-house number. Required from Friday 12:00 p.m. until 2:00 p.m. on Sunday.

5.1.4.11 The contractor shall provide two (2) Concierge Areas visible where the YR Concierge can greet YR participants as they enter the hotel. The contractor shall provide 1-2 water stations and cups in area, to be refreshed as needed. The YR Concierge area shall consist of the following items; two (2) six foot tables skirted/dressed with two (2) chairs per table, four (4) easels, pens with writing pads for approximately 20-40 personnel. Required Friday 8:00 a.m. to midnight.

5.1.4.12 The contractor shall provide between eight (8) to ten (10) rooms to be used for child and youth activities according to details outlined in the Child and Youth Room Requirements Annex A. Rooms shall have tables and chairs to accommodate childcare and youth. All eight (8) to ten (10) rooms shall be within close proximity of each other, restrooms and the main conference space. The rooms shall have 25 square feet per child/youth except for the infant rooms which shall have 35 square feet per infant to accommodate cribs. There shall be enough room space to accommodate a maximum of 2 (ratio) group per breakout room, ratio grouping cannot exceed maximum group ratio child/youth numbers according to the Child and Youth Room Requirements Annex A. Required Saturday 6:00 a.m. to Sunday 1:00 p.m.

5.1.4.13 Dining Room. The contractor shall provide one separate room large enough to seat up to 840 attendees and staff members for Saturday breakfast, lunch, and Sunday breakfast and lunch, to seat in rounds. All meals shall be served in 3 buffet lines, with double-sided access, for a total of 6 access lines.

5.1.5 Audio Visual: Contractor shall provide audio visual equipment for General Session rooms and Breakout rooms to include screens, handheld wireless and lavaliere microphones (mics), and laptop audio connections.

5.1.5.1 The contractor shall provide twenty-one (21) laptop computers with appropriate power cords and cables to connect to the appropriate equipment required per room. The laptops are required as follows: four (4) laptops for Admin/Ops room, five (5) laptops for registration, one (1) laptop for the YR concierge, one (1) laptop for the YR teen classroom and one (1) for the reception/general session room. The laptops for the admin/ops room is required on Wednesday at 8 a.m. Eleven (11) of the laptop computers and power cords are required on Friday at 8 a.m. to load the YR presentations.

5.1.5.2 The contractor shall provide in the admin/operations room, starting at 8 a.m. on Wednesday, one (1) color copier/printer machine; capable of wireless printing, copying, sending /receiving faxes (at a minimum 46 pages per minute), with replacement toner cartridges, One (1) back up color printer shall be available and on-site if the main printer becomes inoperable at any time, two (2) external phone line with direct phone number to the ADMIN/OPS room and capability to call any in-house number. The contractor shall provide six (6) LAN internet connections/drops with appropriate cables and equipment, wireless internet for up to 20 wireless connections with appropriate cables and equipment, and connectivity to speakers/sound system through computer laptop or media device. Admin room A/V items shall begin on Wednesday 8 a.m. to Sunday at 1 p.m.

5.1.5.3 The contractor shall provide for the staff room the following items: one (1) wireless and/or local area network (LAN) internet access with appropriate cables and equipment, one (1) wireless hand held microphone, one (1) lavaliere wireless microphone, one (1) wireless slide advancer with laser pointer, one (1) projector/proxima with platform, one (1) large projector screen, and connectivity to speakers/sound system through computer laptop. Staff meeting room A/V items shall begin on Thursday at 8 a.m. to Saturday at 9 a.m.

5.1.5.4 The contractor shall provide in the boardroom wireless internet to accommodate 5 connections and connectivity to speakers/sound system through computer laptop or media device required from Wednesday at 8 a.m. to Sunday at 9 p.m.

5.1.5.5 The contractor shall provide in the registration area an A/V package that shall consist of the following items: one (1) gobo housing unit for gobo, seven (7) wireless and/or local area network (LAN) internet access with appropriate cables and equipment with computer laptop connectivity, one (1) black and white printer with appropriate power cords and cables to connect to a computer, required from Friday at 9 a.m. to Sunday at 12 p.m.

5.1.5.6 The contractor shall provide in the concierge area an A/V package that shall consist of the following items: one (1) flat screen TV (minimum 42 inches), and one (1) computer with appropriate cables and power cords to connect to Flat screen TV required from Friday from 9 a.m. to 12 p.m.

5.1.5.7 The contractor shall provide in the Reception and General Session Rooms the following A/V requirements per-day: one (1) A/V support personnel shall be present for sound check on Friday by 4 p.m. before the reception. General Session Room requires A/V on Saturday from 6 a.m. to 10 p.m. and Sunday from 6 a.m. to 1 p.m. The contractor shall provide one (1) A/V staff personnel to be present in the room during the hours of all general sessions and classes, to assist with any A/V issues. One (1) wireless and/or local area network (LAN) internet access with appropriate cables and equipment, three (3) cordless microphones, three (3) lavaliere microphones, one (1) wireless slide advancer with laser pointer, two (2) projector screens (not smaller than 15 feet x 10 feet), two (2) projectors/proximas, one (1) monitor proctor (for key note speaker), two (2) gobo housing units with programmable LED lights, two (2) lycra/spandex (white) background screens to accommodate gobo, up-lighting to accommodate staging, one (1) computer switchboard for projectors that shall allow for a screen shot projection, and additional (external speakers) are required for music/performing. Reception A/V package shall begin on Friday from 4 p.m. to 10 p.m. General Session A/V package shall begin on Saturday from 6 a.m. to Sunday at 12 p.m.

5.1.5.8 The contractor shall provide in the 15-17 Breakout Rooms, an A/V package that shall consist of the following items: one (1) wireless and/or local area network (LAN) internet access with appropriate cables and equipment, one (1) wireless hand held microphone, one (1) lavaliere wireless microphone, one (1) wireless slide advancer with laser pointer, one (1) projector/proxima with platform, one (1) large projector screen, and connectivity to speakers/sound system through computer laptop. Breakout Rooms A/V package shall begin on Saturday from 6 a.m. to 8 p.m. and Sunday from 6 a.m. to 12 p.m. 10% attrition rate shall apply for equipment not used.

5.1.5.9 The contractor shall provide in the Child and Youth ages 7-12 classroom an A/V package that shall consist of the following items each day: one (1) wireless and/or local area network (LAN) internet access with appropriate cables and equipment, one (1) wireless hand held microphone, one (1) lavaliere wireless microphone, one (1) wireless slide advancer with laser pointer, one (1) projector/proxima, one (1) large projector screen, and connectivity to speakers/sound system through computer laptop. The Child and Youth Room ages 7-12 classroom A/V package shall begin on Saturday from 6 a.m. to 5 p.m. and Sunday from 7 a.m. to 12 p.m., unless otherwise specified.

5.1.5.10 The contractor shall provide in the Child and Youth Room ages 13-18 classroom / movie room an A/V package that shall consist of one (1) DVD/Blue-Ray Player and one (1) flat screen TV (minimum 42 inches) required from Saturday at 6 a.m. to Sunday at 1 p.m.

5.1.5.11 The contractor shall provide means for shipments from the 63d RSC to be shipped directly to the hotel.

5.1.6 ANNEX A: Child and Youth Rooming Requirements

5.1.7 ANNEX B: Catering

5.1.8 ANNEX C: Additional Support Items

5.1.9 ANNEX D: Parking, Transportation and Shuttle Service

5.2 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 as applicable. 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.

5.2.1 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 2017. 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.

5.2.2 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) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) 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); (12) Presence of deployment or contingency contract language; and (13) 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.

1 Child and Youth Rooming Requirements

5.1.4.26.1 The Contractor shall provide eight (8) to ten (10) rooms based upon room size, number of children in each group and caregiver per child / care provider ratio.

Note: Each room shall have 25 square feet per child/youth except for the infant rooms, it shall have 35 square feet per infant to accommodate cribs.

Note: Maximum Group Size per Room; 2 Ratio Groups Only Note: The contractor shall provide enough Caregivers per Child/ Care Provider Ratio and they shall be present at all times while children/youth are in each room.

1.1 Spatial and Ratio Requirements

1.2 Rooms 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 (13-17 yrs) for safety and appropriate programming IAW USARC Guidelines:

Minimum Room Size 300 square feet

Minimum Room Size 350 square feet

Minimum Room Size 350 square feet

Minimum Room Size 500 square feet

5-6 years old (Kindergarten)

Minimum Room Size 750 square feet

7-12 years old (1st- 6th Grade )

Minimum Room Size 750 square feet

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

Minimum Room Size 1,050 square feet

Note: Maximum Group Size per Room 2 Ratio Groups Only Note: Minimum Room Size is based on 2 Ratio Groups

1.3 All childcare/youth rooms shall be within sight/sound of security personnel, allowing them to monitor entrances of all rooms with access points that can be controlled IAW AR 608-10.

1.4 All restrooms and hand washing sinks shall be within…