W911SA-17-Q-3053_Solicitation_Amendment_0002.pdf

0011045551-0001

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to update the Contractor Manpow er Reporting (CMRA) verbiage in the Performance Work Statement and the Deliverables, section 5.2.

Contractors are required to return one (1) signed copy of this amendment w ith their quote.

Point-of-Contact for this amendment is Ms. Shannon Wamsley; shannon.g.w amsley.civ@mail.mil

1. CONTRACT ID CODE PAGE OF PAGES

J 1 24

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 21-Sep-2017

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W911SA-17-Q-3053

X 9B. DATED (SEE ITEM 11)

24-Aug-2017

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

21-Sep-2017

CODE

MICC - FT MCCOY

BLDG 1108 SOUTH R ST

FORT MCCOY WI 54656-5153

W911SA 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W911SA-17-Q-3053

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

DELIVERABLES

DELIVERABLES

This section lists any reports or documentation that is required as a deliverable to include the frequency, number of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes.

PWS

Paragraph #

Title Medium/Format Required Date

Frequency Distribution (Submit to)

5.1.4.9 Contractor shall provide

proof that staffs meet the minimum qualifications on all employees

Digital (email) NLT noon on POP start date

Once COR

5.1.4.10 All children in care must

have a registration form on file with the contractor that includes parents’/legal guardian emergency contact information and child’s allergies or other serious medical conditions.

Digital (email) or paper copies of documents

Friday

POP

betwe en 11:00 a.m.

and 8:00 p.m.

and

Daily COR

5.1.4.10 Childcare contractor

must include safety and child accountability procedures.

Digital (email) NLT start of contra ct

Once COR

5.1.4.13 Contractor shall

provide proof of license, certification and National Accreditation Certificate, if applicable, with proposal. Failure to provide proof may result in elimination of consideration for the contract.

Digital (email) or paper copies of documents

NLT

noon on

POP

start date

Once COR

5.1.4.14 In the event of an

inspection contractor shall provide proof of State Childcare license(s) with current annual inspection report, National Accreditation Certificate with current annual report, Proof of liability insurance in accordance with Federal Acquisition Regulation 37.103d, and registered name in the Systems for Award Management (SAM). The caregiver is not allowed to use a partner license.

Digital (email) or paper copies of documents

NLT noon on POP start date

Once COR

5.1.4.22 Contractor must have

minimal liability insurance in accordance with FAR 37.103(d) prior to award of purchase order. shall be incorporated by reference into any resultant contract. Legal Compliance: the caregiver shall comply with all federal, state and local laws, codes and regulations applicable to his/her performance as a caregiver under this contract and shall be solely responsible for all costs associated with said compliance.

Digital (email) or paper copies of documents

NLT noon on POP start date

5.1.4.15 Security

Local, State, and Federal Background Investigation Requirements Childcare contractor must provide all necessary certifications for each employee Childcare contractor must provide a list of each employee working the Event and the date of their most current background must be State and/ Federal (Federal Bureau of Investigation, etc.) in accordance with (IAW) 42 U.S.C. 13401.

Digital (email) or paper copies of documents

NLT noon on POP start date

Once COR

5.1.4.10 Contractor shall

implement a sign-in/sign-out procedure.

Digital (email) or paper copies of documents

During performance of contract

Daily, Sat a.m. and p.m. and Sun a.m.

COR

5.1.4.7 Contractor must

provide documentation of child attendance to the COR for inclusion in the event After Action Report.

Digital (email) or paper copies of documents

During performance of contract

Once COR

5.2 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.

Digital (email)

Web address:

http://www.ec mra.mil/

At the completion of Event, or

NLT 31

October following completion of contract

PWS

PERFORMANCE WORK STATEMENT (PWS)

VERSION 1.1; DATE 27 JULY 2017

63D REGIONAL SUPPORT COMMAND

YELLOW RIBBON PROGRAM (YRP) TRAINING EVENTS

LOCATION: SAN DIEGO, CA

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services Firm Fixed Price, Indefinite Delivery, Indefinite Quantity contract to provide support for the Yellow Ribbon Program (YRP) Training Events for Base period and four one-year option periods 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 will 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 Program (YRP) Training 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. The attendance for each YRP event is estimated at 900 total attendees. Hotel rooming for 440 attendees for a total of 970 room nights as specified in section 5.1.1.1 and 5.1.1.2.

The YRP Training Event venue must be within a 20 mile radius (in accordance with Google Maps), of the San Diego International Airport (SAN) 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 will be located within 0.5 walking miles of the main venue.

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 phases: 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 900 attendees per event, to accommodate the Yellow Ribbon Program (YRP) 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 Yellow Ribbon Program (YRP) Training Event. Hotel rooming, meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for community partners, shuttle service and service of four meals. To ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon Program (YRP) Training Event presentations and training, and to provide those government personnel and their Families attending the event with quality accommodations and identified support services.

1.3.1 Provide hotel rooming for up to 440 attendees per event for a total of 970 room nights, see sections 5.1.1- 5.1.1.2.

1.3.2 Provide one separate dining room for attendees per event, see section 5.1.2.12.

1.3.3 Serve 2 meals during the Saturday full event day, and 2 meals on Sunday, per event, see section 5.1.5

1.3.4 Provide 1 separate General Session meeting room per event. Room will hold up to 900 personnel theater style plus audio and visual equipment, see section 5.1.2.2.

1.3.5 Provide 15-17 breakout session rooms, see section 5.1.2.3.

1.3.6 Provide 4-6 counseling rooms (sleeping rooms are not appropriate or acceptable) 1 administrative room, 1 staff room, 1 board room, 2 concierge areas, 1 registration area, and 8-10 youth/child and activity rooms per event, see sections 5.1.2 – 5.1.2.11.

1.3.7 Audio Visual Services: Provide audio visual equipment, laser pointers and remote slide changers, high resolution projector with associated screen, audio connections, high definition monitor to display presentations that portable computers can connect to, laptops and wireless microphones with amplified audio systems for each room: 1 General Session, 8-10 child and youth activity rooms, administrative room, registration area, staff room and 15-17 breakout meeting rooms per event, see 5.1.3.

1.3.8 Provide a room or area near breakout rooms with space for up to 50 tables for community partners per event, see sections 5.1.2 – 5.1.2.11.

1.3.9 Contractor shall provide shuttle rides to and from the airport to the hotel, according to a schedule approved by the government, see 5.1.7 per event.

1.3.10 Provide storage, and handling for shipped packages/boxes or containers required by the Government to support the event. Storage room will be at least 50 square feet in order to accommodate 40 standard large boxes of event supplies per event.

1.4 Scope: The Government is anticipating 900 attendees per event. 800 Attendees will arrive on Friday and depart on Sunday. 40 staff members will arrive on Wednesday and 38 will depart on Sunday and 2 will depart on Monday.

60 Community partners will arrive on Saturday and depart on Sunday (rooming not provided for community partners). Registration for the event is on Friday. Full training day is on Saturday. Half day training is on Sunday.

1.4.1 The Hotel will offer the following per event: lighted parking lot, small gift shop, an exercise room at no additional cost to the attendees, full-service restaurant or food court, casual dining options within 0.5 miles of the venue, 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 will 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 reasonable proximity to the meeting spaces. The event venue shall have access to public transportation. The Contractor shall provide an on-site representative from the time the advance party arrives on the Wednesday until conclusion of the event when the rear party leaves on the following Monday and departure of the Government’s event staff.

1.5 Period of Performance: The period of performance shall be from Wednesday to the following Monday for up to four events during the base year and up to four events per option year in San Diego, CA. The specific dates for each option year event will be established by task order as directed by the government and based on availability of space for lodging by the contractor.

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 will 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 will be provided to the Contracting Officer upon request after contract award.

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 will be re-performed at no increase in contract price. If non-conforming services are recurring, cannot be reperformed, 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 will 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 will be reperformed within a specified time frame at no increase in contract price. If minor nonconformances 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 will result in the issuance of a written Contract Discrepancy Report from the KO to the contractor requiring the development of a Corrective Action Plan by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.3 Level III (Critical) non-conformance: is defined as a non-conformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II CDRs; or is for a nonresponsive contractor to a level II CDR. Critical non-conformances will 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 will 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 will at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS at the contractor’s place of business, with exception of severe weather and/or government shutdown/closures. When hiring personnel, the Contractor will keep in mind that the stability and continuity of the workforce are essential.

1.6.4 Type of Contract: This is a Firm Fixed Price, Indefinite Quantity/Indefinite Delivery (FFP IDIQ) contract.

1.6.5 Security Requirements: The contractor shall provide room lockout keys for logistics storage area/room, administrative room to secure pilferable items per event.

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 will apprise the Government of problems, if any, being experienced. The contractor will 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 will be taken to resolve outstanding issues as soon as possible. These meetings will be at no additional cost to the Government and the use of conference calls is acceptable methods to conduct these meetings.

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

1.6.8 Key Personnel: The contractor shall provide a contract manager who will be responsible for the performance of the work. The name of this person and an alternate who will act for the contractor when the manager is absent will 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 will be accountable solely to the Contractor, not the Government. The Contractor, in turn, will 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 will notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and will 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 will be in writing and will state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

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

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

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

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

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

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

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

2.1.12 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service will 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:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AOR Area of Responsibility AR Army Regulation BASOPS Base Operations CAP Corrective Action Plan CDR Contract Discrepancy Report CFR Code of Federal Regulations

CMR Contract Manpower Reporting CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation FSC Federal Service Code FY Fiscal Year GFP Government Furnished Property HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In accordance with KO Contracting Officer MFLC Military Family Life Consultant NLT No later than OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) OFT Operations, Functional, Training ODC Other Direct Costs PDHRA Post Deployment Health Reassessment PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control QCP Quality Control Plan RSC Regional Support Command TE Technical Exhibit UIC Unit Identification Code

PART 10

GOVERNMENT FURNISHED PROPERTY (GFP), EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: The Government will not provide any services, facilities, or utilities, equipment or material to the contractor to assist the contractor with the requirements of this

PWS.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

4.1 General: The Contractor will 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 (YRP) Training Event that include lodging, meeting space, meals, audio/visual, child and youth care services, parking and transportation for each event. 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 will require the occupants to provide their personal credit cards to secure payment for those charges. The Government shall provide a total meal count by noon on Wednesday (the start of the contract) and will only pay for meals used. The Government shall provide a total room count by noon on Wednesday (the start of the contract). The Government will only pay for rooms used.

5.1.1 Lodging and Meeting Rooms per event: The Contractor shall provide lodging for attendees for the Yellow Ribbon Program (YRP) Training Event. At a minimum, the lodging establishment will meet International Hospitality Association (IHA) Three Star rating criteria as determined by the Travel Commerce Network:

http://www.ccrainternational.com/tools/HotelRatings.htm. The total estimated rooms for attendees, staff and presenters is 440 rooms for an estimated total of 5 night stays; for a total of 970 room nights, broken down as follows.

5.1.1.1 The contractor shall provide rooms for attendees per event: 400 estimated attendees will need lodging for a total of 2 nights, Friday and Saturday for both events (assumption: 1 room per family unless extenuating circumstances exist).

Estimated room total for attendees is 400 for Friday and Saturday per event. Attendee rooms under contract for 2 nights = 800 night stays per event.

5.1.1.2 The contractor shall provide rooms for staff, per event:

40 estimated Staff members will need lodging for 4 nights (40 staff x 4 nights = 160 nights) starting on Wednesday.

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

5.1.1.3 Security: The Hotel will be in a medium or below crime area as determined by the 63d RSC Directorate of Emergency Services Event Antiterrorism Threat Assessment. Contractor will limit conference area entries to outsiders during the event.

5.1.1.4 General: The contractor will 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 1 General Session room, 1 boardroom, 15-17 breakout session rooms, 1 administrative room, 8-10 child and youth programs rooms, 4-6 counseling rooms, registration area, concierge area, community partner area, and staff training room for each 63d Yellow Ribbon event. Government only pays for rooms used.

5.1.2.2 The contractor shall provide one (1) General Session room capable of holding 900 personnel (participants, staff, community partners and instructors) per event. This room must 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 general session room must 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.

5.1.2.3 The contractor shall provide fifteen (15) to seventeen (17) Breakout Rooms: Use of breakout rooms will change per event based on registration dynamics. Final breakout room layout will be provided to the hotel by noon of Period of Performance (POP) start date (Wednesday). One to 15 rooms shall have seating for at least 30 to 40 personnel in round style seating, in conjunction with/or, one to seven of the rooms shall have seating for at least 70 to 90 personnel in theatre style. Two of the rooms shall have seating for 150 personnel in round style seating with the option to split into four rooms with up to 75 personnel in round style seating. Option to change seating layout from round to theatre style shall be available up to the POP start date.

5.1.2.4 The contractor shall provide between four (4) to six (6) Counseling Rooms, shall 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 will 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, one (1) house phone with capability to call any in-house number, 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.

5.1.2.5 The contractor shall provide one (1) Administrative room to support the Yellow Ribbon YRP Training Event staff and store sensitive items. Room must accommodate 40 personnel with supplies, be able to lock, and will ideally be on same floor or adjacent to the break-out rooms. The room will consist of the following items per-day;

eleven (11) six foot tables skirted/dressed with two (2) chairs per table, twelve (12) keys, fifteen (15) extension cords, fifteen (15) power strips, ten (10) small trash cans, two (2) large recycle bins, 8,000 sheets of white paper, shredder with capability to shred at least 8 pieces of paper at a time. Contractor shall provide enough pens with writing pads and water stations inside each room (to be refreshed as needed) for 40 personnel. No access to Administrative room by hotel employees will be allowed, unless YR Staff is present. Room needs to be available for set-up no later than, Wednesday at 8:00 a.m. to the following Monday until 2:00 p.m. per event.

5.1.2.6 The contractor shall provide one (1) Staff meeting room capable of holding 50 personnel, set theatre style, and will ideally be on the same floor or adjacent to the break-out rooms. The room will 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. Contractor shall provide enough pens with writing pads and water stations inside each room (to be refreshed as needed) for the appropriate amount of personnel, as well as the appropriate number of trash cans.

Required Thursday from 8:00 a.m. to Friday at 7:00 p.m. per event, see 5.1.3 for Audio Visual Requirements.

5.1.2.7 The contractor shall provide one (1) Board Room capable of holding up to 20 personnel seated boardroom style with boardroom table and will ideally be adjacent to the OPS room. The room will consist of the following items per day; 20 pens, 20 note pads, one (1) house phone with capability to call any in-house number, four (4) keys, water and cups for appropriate number of people (to be refreshed as needed). Required Wednesday 8:00 a.m.

through Sunday until 9:00 p.m.

5.1.2.8 The contractor shall provide one (1) Registration Area with storage space within the same area. The contractor shall provide water stations and cups in area, to be refreshed as needed. Registration location must be able to be secured when not occupied by YR Staff. The Registration area will consist of the following items per day, one (1) house phone with capability to call any in-house number, sufficient lighting, five (5) six foot tables skirted/dressed with two (2) chairs per table, ten (10) easels, ten (10) rope extensions. Required Friday at 7:00 a.m.

until Sunday to 2:00 p.m. See 5.1.3 for Audio Visual Requirements.

5.1.2.9 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 capable of facilitating CP requirements. The CP area will consist of the following items; 50 (ea) 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.

5.1.2.10 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 water stations and cups in area, to be refreshed as needed. The YR Concierge area will consist of the following items; two (2) six foot tables skirted/dressed with two

(2) chairs per table, four (4) easels. Required Friday 8:00 a.m. to 10:00 p.m.

5.1.2.11 The contractor shall provide between eight (8) to ten (10) rooms to be used for child and youth activities.

Rooms shall have tables and chairs to accommodate childcare and youth. All eight (8) to ten (10) rooms should be within close proximity of each other, restrooms and the main conference space. The rooms shall have 25 feet per child/youth except for the infant rooms which must have 35 feet per infant to accommodate cribs. There should be enough room space to accommodate maximum of 2 (ratio) group per breakout room, ratio grouping cannot exceed maximum group ratio child/youth numbers. Required Saturday 6:00 a.m. to Sunday 1:00 p.m. Government only pays for rooms used. See 5.1.4 for specific child care requirements and 5.1.3 for Audio Visual Requirements.

5.1.2.12 Dining Room. The contractor shall provide one separate room large enough to seat up to 800 attendees and staff members for Saturday breakfast and lunch, and Sunday breakfast and lunch, round style seating to accommodate 800 attendees and staff. All meals will be served in 3 buffet lines, with double-sided access, for a total of 6 access lines. Buffet lines must be able to accommodate a large group in a timely manner. See 5.1.5 for Catering requirements.

5.1.3 Audio Visual: Contractor shall provide audio visual equipment for General Session rooms, child and youth activity rooms, Administrative room, registration area, staff room and breakout rooms to include screens, handheld wireless and lavaliere microphones (mics), and laptop audio connections. Itemized invoice of A/V equipment provided is required. Final A/V request will be provided to vendor by noon on the POP start date (Wednesday)

5.1.3.1 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: one (1) laptop for the staff room, two (2) laptops for the administrative room, five (5) laptops for registration on Friday (used in breakout rooms Saturday and Sunday), one (1) laptop for the YR teen classroom, one laptop per each breakout room and one

(1) for the general session room. Contractor is responsible to secure the laptops at the designated locations.

5.1.3.2 The contractor shall provide in the administrative 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 must 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 Administrative 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 13 wireless connections with appropriate cables and equipment, and connectivity to speakers/sound system through computer laptop or media device. Two laptops are required on Wednesday at 8 a.m.

5.1.3.3 The contractor shall provide for the staff room the following items: one (1) laptop, one (1) LAN internet connections/drops with appropriate cables, 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 will begin on Thursday at 8 a.m. to Friday at 7 p.m.

5.1.3.4 The contractor shall provide in the boardroom wireless internet to accommodate 5 connections, required from Wednesday at 8 a.m. to Sunday at 9 p.m.

5.1.3.5 The contractor shall provide in the registration area an A/V package that will consist of the following items:

one (1) laptop, one (1) Go Before Optics (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 1 p.m.

5.1.3.6 The contractor shall provide in the General Session Rooms the following A/V requirements: The General Session room will consist of the following items each day: will require 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, one (1) laptop, 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, uplighting to accommodate staging, one (1) computer switchboard for projectors that will allow for a screen shot projection, and additional (external speakers) are required for music/performing.

General Session A/V package will begin on Saturday from 6 a.m. to Sunday at 1 p.m.

5.1.3.7 The contractor shall provide in the 15-17 Breakout Rooms, an A/V package that will consist of the following items per room: one (1) laptop, 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 will begin on Saturday from 6 a.m. to 8 p.m. and Sunday from 6 a.m. to 1 p.m.

5.1.3.8 The contractor shall provide in the YCS 7-12 CLASSROOM an A/V package that will consist of the following items each day: one (1) laptop, 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. YCS 712classroom A/V package will begin on Saturday from 6 a.m. to 5 p.m. and Sunday from 7 a.m. to 1 p.m., unless otherwise specified.

5.1.3.9 The contractor shall provide in the YCS 13-18 CLASSROOM/MOVIE ROOM: an A/V package that will 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.

5.1.4 Child and Youth Rooming Requirements

5.1.4.1 The Contractor shall provide eight (8) to ten (10) rooms.

Note: Each room shall have 25 feet per child/youth except for the infant rooms, it must have 35 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 will be present at all times while children/youth are in each room

5.1.4.2 The contractor shall provide eight (8) to ten (10) rooms, with enough rooms to support child care by ratio age groupings and square feet per child/youth. Space will allow for separation of infants (0-18 months), toddlers (19-36 months), pre-school (3-5 years), school age (6-12 years), and teens (13-18 years) for safety and appropriate programming.

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 meet Americans with Disabilities Act (ADA) Requirements.

All Rooms shall be free from health and safety hazards o All cords will 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.

5.1.4.3 All childcare/youth rooms shall be within close proximity of each other (same floor when possible) but all will be on adjoining floors (e.g. 6th and 7th floors) IAW AR 608-10, 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.

5.1.4.4 The contractor shall provide each room with a refrigerator, hands free trash can, trash can with lid for infant room for sanitary disposal of soiled diapers, and potable drinking water to be continuously available.

5.1.4.4.1 To provide medication or respond to calls from caregivers all rooms need to be within reasonable distance to Yellow Ribbon training event space.

5.1.4.2 Rooms shall allow the separation of infant/pre-toddler, toddler, preschool, school-age and youth for safety and appropriate programming.

5.1.4.4.3 All rooms shall accommodate 25 feet per child/youth except for the infant rooms and 13 to 17 year old rooms which must have 35 feet per infant to accommodate cribs. All rooms will accommodate a maximum of two

(2) ratio group breakouts based on age grouping and space per child as indicated in the chart below.

5.1.4.4.4 All bathrooms and hand washing sinks shall be easily accessible from childcare rooms. Each bathroom shall contain a two (2) step stool so that children can properly wash hands.

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

Age -Groups Child/ Care

Provider Ratio Square feet per Child required?

Projected # of Children Attending

0-12 months 4 children per 1 provider

35 square feet per child

Minimum Room Size 300 square feet

13-24 months 5 children per 1 provider

35 square feet per child

Minimum Room Size 350 square feet

25-35 months 7 children per 1 provider

25 square feet per child

Minimum Room Size square feet

3-4 years old 10 children per 1 provider

25 square feet per child

Minimum Room Size 500 square feet

5-6 years old (Kindergarten)

12 children per 1 provider

25 square feet per child

Minimum Room Size square feet

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

15 children per 1 provider

25 square feet per child

Minimum Room Size square feet

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

15 children per 1 provider

35 square feet per youth

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

5.1.4.5 The venue 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 rooms shall have carpeted floors.

All Infant, Pre-Toddler and Toddler Rooms shall have a refrigerator and microwave located in snack prep area.

All Infant and Pre-Toddler Rooms shall have portable cribs in a designated area that can be supervised at all times and be 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 shall have a diaper changing area with trash can with lid to dispose of soiled diapers in sanitary manner.

Diaper changing can be set up…