W911SA-23-Q-3096 - Amendment 1.pdf

0011952245

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 Amendment One (1) is to provide answ ers to vendor questions, to adjust the PWS, Deliverables, and AT OPEC documents to reflect answ ers to the vendor questions, and to extend the offer due date. All other terms and conditions of the solicitation remain unchanged.

POC for this action is Christopher Brow n, christopher.m.brow n67.civ@army.mil

1. CONTRACT ID CODE PAGE OF PAGES

J 1 26

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

16C. DATE SIGNED

BY 26-Jun-2023

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 W911SA23Q3096

X 9B. DATED (SEE ITEM 11)

13-Jun-2023

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 X is extended, 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

22-Jun-2023

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:

W911SA23Q3096

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

VENDOR QUESTIONS & ANSWERS

Q1. I’m unsure how you come up with 445 quantity on the first page and how you come up with 200 for transportation on the 2nd page. For the sleeping rooms total number of room nights should be 965 if I’m adding it correctly and in the statement of work it states transportation for up to 600.

A1. The total number of sleeping rooms required for CLIN 0001 is 445. Transportation is required for up to 200; the PWS will be corrected to remove where it states 600.

Please use the Attachment 1 Price Schedule document as it provides correct totals for each CLIN and has formulas built-in to calculate correct totals.

Q2. 1.3 Government states the contractor will provide space and connections for audio-visual. What connections are you referring to? If you need appropriate cords, HDMI, etc. - we will need to know exactly what to price out.

A2. The government will require only power strips to plug-in equipment. No connections are required.

Q3. Are you requesting a 48 or 72-hour cancellation policy on lodging rooms? 1.51, 1.15.5, and 5.2.6 states 72 hours and 1.3 states 48 hours.

A3. 72 Hours.

Q4. 5.3.5.4 states staff room must have a bulk copier, but does not mention a computer. 4.8 states bulk copier and single computer is required. Do you need one or two printers? Will staff be printing from their own laptops or do you in fact need a computer? If you need a computer, does it need to be in the staff room or will the business center computer and printer work?

A5. Only 1 printer is required. The staff will use their own computer to connect to, and print from provided printer.

Q5. 4.9 podium refers to a podium with mic and A/V connection capability. A/V connection to what?

A5. Only a podium is required. Staff will provide any other A/V equipment required.

Q6. Are there any commuters or all lodgers?

A6. All lodgers.

Q7. Will you need a registration area on Saturday morning, or just for Friday near the lobby?

A7. A registration area will be required both Friday and Saturday.

Q8. When is the OPSEC training due? We will not have 30 days.

A8. The OPSEC Training requirement has been removed from this solicitation.

Q9. Wage Determination: This contract should be exempt from 52.222-41 and 52.222-55 per 29 CFR Part 4 Subpart C § 4.123 (2)(i)(C). This clause lists specific exclusions to the SCA for prime and subcontracts for conferences/meetings. These employees spend less than 20% of their time servicing these contracts and the item is sold to commercial customers more than the government and wages are paid the same across the board. FAR 52.222-52 should apply and SCR reporting should not.

A9. This will be taken into consideration and if changes are deemed necessary, an amendment will be completed.

Q10. When do you anticipate an award?

A10. An award will be issued after quotes are received and evaluated.

Q1. I’m unsure how you come up with 445 quantity on the first page and how you come up with 200 for transportation on the 2nd page. For the sleeping rooms total number of room nights should be 965 if I’m adding it correctly and in the statement of work it states transportation for up to 600.

A1. The total number of sleeping rooms required for CLIN 0001 is 445. Transportation is required for up to 200; the PWS will be corrected to remove where it states 600.

Please use the Attachment 1 Price Schedule document as it provides correct totals for each CLIN and has formulas built-in to calculate correct totals.

Q2. 1.3 Government states the contractor will provide space and connections for audio-visual. What connections are you referring to? If you need appropriate cords, HDMI, etc. - we will need to know exactly what to price out.

A2. The government will require only power strips to plug-in equipment. No connections are required.

Q3. Are you requesting a 48 or 72-hour cancellation policy on lodging rooms? 1.51, 1.15.5, and 5.2.6 states 72 hours and 1.3 states 48 hours.

A3. 72 Hours.

Q4. 5.3.5.4 states staff room must have a bulk copier, but does not mention a computer. 4.8 states bulk copier and single computer is required. Do you need one or two printers? Will staff be printing from their own laptops or do you in fact need a computer? If you need a computer, does it need to be in the staff room or will the business center computer and printer work?

A5. Only 1 printer is required. The staff will use their own computer to connect to, and print from provided printer.

Q5. 4.9 podium refers to a podium with mic and A/V connection capability. A/V connection to what?

A5. Only a podium is required. Staff will provide any other A/V equipment required.

Q6. Are there any commuters or all lodgers?

A6. All lodgers.

Q7. Will you need a registration area on Saturday morning, or just for Friday near the lobby?

A7. A registration area will be required both Friday and Saturday.

Q8. When is the OPSEC training due? We will not have 30 days.

A8. The OPSEC Training requirement has been removed from this solicitation.

Q9. Wage Determination: This contract should be exempt from 52.222-41 and 52.222-55 per 29 CFR Part 4 Subpart C § 4.123 (2)(i)(C). This clause lists specific exclusions to the SCA for prime and subcontracts for conferences/meetings. These employees spend less than 20% of their time servicing these contracts and the item is sold to commercial customers more than the government and wages are paid the same across the board. FAR 52.222-52 should apply and SCR reporting should not.

A9. This will be taken into consideration and if changes are deemed necessary, an amendment will be completed.

Q10. When do you anticipate an award?

A10. An award will be issued after quotes are received and evaluated.

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 26-Jun-2023 12:00 PM to 28-Jun-2023 04:00 PM.

The following have been modified:

DELIVERABLES

Deliverables

This document 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)

1.8 Reply to Non-conformance

Reports (NCRs)

Email Within 2 hours As Required; with each NCR issued

COR

1.8.2 Acknowledge receipt

Inspection Results

Email or verbally (followed up with email)

Within 2 hours After each Inspection notice

COR

1.13 Notification of government

property damage or accident

Verbal Immediately, as soon as possible

As Required COR and Administrative

KO

1.13 Accident Investigation Reports Email Within 5

Calendar Days

As Required COR

1.14 Notification and resolution of

apparent conflict between contract requirements and Environment and OSHA requirements.

Verbal or email Immediately and NLT the End of the Business Day

As Required COR

1.14.1 Verbal Notifications Follow

Up for Notification of apparent conflict between contract requirements and Environment and OSHA requirements.

Email NLT 2 Business days

As Required COR

1.14.2 Hazards Notification Verbally and by email Immediately/ Within the hour of Occurrence

As Required COR

1.15.1 Prices / Cost Changes Email Immediately/Prior

to changes not authorized in contract terms

As required KO

1.15.3 Contractor POC and Alternate

POC contact information.

Email NLT 24 hours after contract award and as changes occur.

As Required COR

1.16 Required Insurance Email Within 2

calendar days after contract Award

As Required COR and Administrative

KO

5.2.6. Sleeping Room Roster Input into appropriate

invoicing system & Email

With invoice for YRRP Event.

Once for YRRP Event

Input into appropriate invoicing system.

Copy to COR

5.3 Conference Rooms List Input into appropriate

invoicing system

With invoice for YRRP Event.

Once for YRRP Event

Input into appropriate invoicing system

5.5.1.3

Parking Roster Input into appropriate invoicing system & Email

With invoice for YRRP Event.

Once for YRRP Event

Input into appropriate invoicing system.

Copy to COR

5.6.2.3 Shuttle Roster Input into appropriate

invoicing system & Email

With invoice for YRRP Event.

Once for YRRP Event

Input into appropriate invoicing system.

Copy to COR

5.7 Banquet Event Order (BEO) Email and meeting No later than the Thursday prior to the YRRP Event

Once for YRRP Event

COR

5.8 Service Contract Reporting

(SCR) – Contract Manpower Reporting (CMR)

Email and Web Site Entry (www.sam.gov/)

NLT 31 October of year of performance

Once for YRRP Event

SAM.gov; COR

PWS

PERFORMANCE WORK STATEMENT (PWS)

United States Army Reserve Command (USARC) Yellow Ribbon Reintegration Program (YRRP) Events

81st Readiness Division (RD) Atlanta, GA

PART 1

GENERAL INFORMATION

1. General: This is a non-personal, firm fixed price (FFP) services contract to provide support for an anticipated one-time Yellow Ribbon Reintegration Program (YRRP) event. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: Contractor shall provide all necessary facilities, personnel, labor, equipment, supplies, materials, supervision, and other items and non-personal services necessary to perform YRRP Event Services as defined in the PWS except for those items specified as Government furnished property and services. The Contractor shall furnish facilities along with ancillary equipment, supplies, and services as specified in accordance with (IAW) the standards, and terms and conditions in the Performance Work Statement (PWS), resultant contract; and local, state, and federal laws and regulations.

1.2 Background: The United States Army Reserve Command (USARC) commands all United States Army Reserve units and is responsible for overseeing unit staffing, training, management, and deployment. The YRRP is a congressionally mandated initiative designed to provide information, services, referrals, and proactive outreach programs to Reserve Component Service members and their Families through all phases of the deployment cycle.

The overall objective of the program is to prepare and sustain Service members and their Families before and after their mobilization.

1.3 Objectives: The Contractor must provision for the requested number of attendees’ lodging, parking, meals, and meeting space to accommodate a United States Army Reserve conducted YRRP event, to ensure adequate space for learning, and to meet the needs of the units within the United States Army Reserve Headquarters. The Contractor shall provide hotel rooming; meeting space rooms; space and power strips for audio-visual (screens, speakers, computers, mixers, and microphones); secure storage space; space for attendees’, government staff, and community partners’ parking; transportation (shuttles); and meals. The Contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support YRRP presentations and training and shall provide those Government personnel, Reserve Component Service members and their Families attending the event with quality accommodations and identified support services.

1.4 Scope: The Contractor shall provide a venue that can accommodate up to eight hundred (800) attendees and government staff for the event. Attendees will arrive on the Friday and register at the event location that day.

Readiness Division (RD) Core staff will arrive the Wednesday before the event, and the Support Staff members will arrive on Thursday. RD Core staff will depart on Monday, all other support staff and attendees will depart on Sunday. A reconciled number of sleep and conference meeting rooms will be provided the Sunday prior to the event start. The government will give at least a 72-hour notice of cancellation for lodging and meeting rooms. Additional nights for lodging may be required due to inclement weather, flight delays or other Government approved reasons.

Up to fifteen (15) additional sleeping rooms are being included in the required quantities for these types of potential delays. These additional rooms are not subject to the 72-hour notice for cancellation as these are for emergency need and cannot be determined for cancellation until the day of. Any additional room requirements beyond the contract stated quantity and dates of performance will require Contracting Officer approval prior to the increased rooms or extended stays.

1.5 The Contractor shall provide a facility that will offer the following: lighted parking lot, an exercise room, one full-service restaurant and or food court, elevators for access to other than the ground floor, and ice machines.

Restricted Access afterhours, such as key cards used as a security measure to enter the hotel, and 24-hour on-site security. The venue shall have no less than a three (3) diamond rating (in accordance with American Automobile Association (AAA), Distinguished). The event venue shall have meeting spaces designated for multiple simultaneous briefings, a staff operations center, equipment storage space, and parlor rooms (counseling rooms), as defined in this PWS. The event venue shall have sufficient seating to meet the requirements for the anticipated attendance under this contract plus normal hotel occupation or concurrent events. Other events shall not interfere with this contract requirements. The Contractor shall provide a 24/7, on-site representative from the time the advance party arrives on the Wednesday before the event until the Government staff leaves on Monday.

1.5.1 Event Agenda: At least 72 hours prior to the YRRP event the Contractor shall receive a roster of required sleep and meeting rooms that the Contractor shall provide for the upcoming YRRP event. The Contractor shall also receive a listing for all government Community Partners participating in the YRRP event requiring parking. The government reserves the right to cancel lodging or meeting rooms at any time during the event, at least 72 hours prior to the designated check-in/check-out dates/times. This cancellation will be provided in writing by the designated Contracting Officer Representative (COR) or Contracting Officer (KO) and may occur multiple times throughout the event. The government will only pay for the actual number of rooms used.

1.5.1.1 Tuesday prior to the YRRP event start date, the Contractor shall contact the Contracting Officer’s Representative (COR) to reconfirm the actual number of attendees and review the agenda.

1.5.1.2 Wednesday prior to the YRRP event start date, the RD Core staff will arrive at the facility. Contractor shall provide double occupancy sleeping rooms for up to fifteen (15) staff members for five (5) nights for the YRRP event. The Contractor shall establish a Government Staff Operations Room for Wednesday prior to the YRRP event through the Sunday for the use of up to twenty (20) staff members.

1.5.1.3 Thursday prior to the YRRP event start date, the Support Staff will arrive at the hotel. The Contractor shall provide double occupancy sleeping rooms for up to thirty (30) Support Staff for three (3) nights for the YRRP event.

At this time, the Contractor shall meet with the COR to review Banquet Event Order (BEO) to confirm the event setup and agenda timelines.

1.5.1.4 Friday of the YRRP event, Attendees will arrive at the hotel to check-in and register for the event. Contractor shall provide up to four hundred (400) sleeping rooms (occupancy type is dependent on each attendee and family sizes, see 5.2.7.2) for attendees for two (2) nights for the YRRP event. Friday morning, prior to Attendees’ arrival the Contractor shall establish a YRRP event registration in proximity to the lodging facility’s registration desk; and a help desk in an area visible from the registration desk. Contractor shall ensure YRRP event conference/meeting rooms will be set up and ready for Saturday YRRP event activities.

1.5.1.5 Saturday of the YRRP event, the first formal program of the day will begin at 7:30 A.M. and end at 7:30 P.M. local time. The programs will consist of one (1) general session program for up to eight hundred (800) attendees, as well as up to ten (10) breakout sessions accommodating up to sixty (60) attendees each. There will be up to three (3) full-service meals for all attendees and government staff.

1.5.1.6 Sunday of the YRRP event, the first formal program of the day will begin at 7:30 AM and end at 2:00 P.M.

local time. Sunday’s programs will consist of one (1) general session for up to eight hundred (800) attendees, with up to ten (10) breakout sessions accommodating up to sixty (60) attendees each. There will be up to one (1) full-service breakfast meal for all attendees and government staff. YRRP Event attendees and Support Staff will depart the afternoon and evening of the Sunday of the event.

1.5.1.7 Community Partners: Community Partners will attend the YRRP event on Saturday and Sunday. The Contractor shall provide, parking and meeting space for up to forty (40) Community Partners at no additional expense to the government. If a charge is incurred for non-government Community Partners parking, it will be charged to the individual, not the government. Parking shall be located in an area adjacent to the General Session room.

1.6 Period of Performance: One time service. Period of performance will be specified in the resultant contract delivery dates.

1.7 General Information:

1.7.1 Quality Control: Quality Control is the responsibility of the Contractor. The Contractor shall ensure all work described in this contract is performed at or above the standard defined in the Performance Requirements Summary (PRS). 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 as well as their subcontractors only tender for acceptance those items or services that conform to the requirements of this contract all applicable laws and regulations.

1.7.2 Quality Assurance: The COR will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP) to include Government collected and graded customer satisfaction comment cards as part of the Government’s performance evaluation process. This plan is a government only document focused on what the COR must do to assure that the Contractor has performed in accordance with the performance requirements within this PWS.

1.7.3. The Contractor shall maintain communications (direct and indirect) with the Government regarding performance of the contract. Communication shall include regular and formal meetings with the Government for review and analyses of key process indicators, analysis of process deficiencies, and problem resolution.

1.8 Non-conformance Report (NCR): When the Contractor's performance is unsatisfactory, an NCR will be issued.

The Contractor shall reply in writing within two (2) hours from the time of receipt of the NCR, giving the reasons for the unsatisfactory performance, corrective action taken, and procedures to preclude recurrence.

1.8.1 Non-conforming Services: When a contractor’s performance is identified as unsatisfactory (e.g. does not meet contract PWS requirements and/or work schedules and/or timeframes) it is considered a non-conformance. The Contractor shall reply within the specified timeframe upon receipt of a non-conformance report (NCR) from the COR or Contracting Officer (KO). Non-conformance shall be classified in one (1) of three (3) categories:

1.8.1.1 Level I (Minor) non-conformance: is defined as a non-conformance that is a departure from established standards having little bearing on the effective use or operation of the services. Minor non-conformance usually can be corrected by the Contractor within a short timeframe, where no further corrective action (CA) response is necessary and can be issued by the COR to the Contractor either through a verbal or written NCR. 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 KO.

1.8.1.2 Level II (Major) non-conformance: is defined as a non-conformance, other than critical, that is likely to result in failure of services, or to materially reduce the usability of the services for their intended purpose, or it is a recurring Minor non-conformance, or a non-responsive Contractor indicating a trend or failure of the Contractor’s quality control. Major non-conformances shall result in the issuance of a written NCR from the KO to the Contractor requiring a response by the Contractor by a specified timeframe identifying the reasons for the unsatisfactory performance, corrective action(s) taken, and date resolution has/will occur, and procedures to preclude recurrence of unsatisfactory performance. The KO may also reduce the payment to the Contractor in accordance with (IAW) the performance requirements summary (PRS); reduce payment to reflect the value of the services performed if re-performance is not possible; or may have the identified non-conforming service performed and charge the Contractor for any related cost incurred.

1.8.1.3 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 services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II NCR; or is for a non-responsive Contractor to a level II NCR. Critical non-conformances shall result in the issuance of a written NCR from the KO to the Contractor requiring a response by the Contractor by a specified timeframe identifying the reasons for the unsatisfactory performance, corrective action(s) taken, and date resolution has/will occur, and procedures to preclude recurrence of unsatisfactory performance. The KO may also reduce the payment to the Contractor IAW the PRS; reduce payment to reflect the value of the services performed if re-performance is not possible; or may have the identified non-conforming service performed and charge the Contractor for any related cost incurred.

1.8.2 Inspection Results: The Contractor will be notified of Government inspection results within one (1) hour. The Contractor shall acknowledge receipt of the inspection results by email within two (2) hours. The Contractor may be notified of inspection results verbally or via email. Verbal notifications of defective work will be confirmed by email. 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.

1.9 YRRP Event Hours of Operation: The Contractor is responsible for ensuring a point of contact is available twenty-four (24) hours a day through arrival of the advance party until conclusion of the event on the last day, or unless unforeseen holdover attendees with air travel arrangements for the morning following the event conclusion.

The Contractor shall, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS at the Contractor’s place of business.

1.10 Type of Contract: Firm Fixed Priced Contract (FFP)

1.11 Place of Performance: The work to be performed under this contract shall be accomplished in Atlanta, GA within 25 miles of the Hartsfield-Jackson Atlanta International Airport, (ATL) as identified through google maps.

1.12 Security Requirements: The Contractor personnel performing work under this contract shall allow the USARC Provost Marshall to conduct a Vulnerability Threat Assessment no later than two (2) weeks prior to the YRRP event for each facility provided by the Contractor. The Contractor shall be responsible for safeguarding all government equipment, information, and property. The Contractor shall provide room lockout keys for the staff operations room, the conference/meeting rooms, and the storage room to secure pilferable items. The keys shall be given to the RD staff upon their arrival to the facility on the Wednesday prior to the YRRP event. In the event of loss or damage of any nature, caused by Contractor operations or employees, due to improper protection, precaution or safety measures, such damages shall be repaired, or such property shall be replaced by the Contractor at its expense. In the event the Contractor does not satisfactorily repair or replace such damages, the Government reserves the right to make necessary corrections and the Contractor shall reimburse the Government for all labor and materials costs associated with repairs or replacement.

1.13 Safety: The Contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal notification to the COR and the KO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports by email to the COR within five (5) calendar days of each occurrence.

1.14 Environment and OSHA: The Contractor shall comply with all local, state, and Federal environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, state, and Federal laws, rules and regulations, and compliance with the requirements of the contract shall be brought to the attention of the COR verbally or in writing, with final resolution NLT the end of the business day.

1.14.1 Verbal Notifications Follow Up. The Contractor shall notify COR by email in addition to any verbal notification of such conflicts NLT two (2) business days. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local state, or Federal laws, rules, and regulations.

1.14.2 Hazards. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the KO or COR, to halt all Contractor performance with a commensurate deduction of monies due the Contractor until such unsafe conditions are corrected. The Contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of any hazard such as, but not limited to, fire, or large fuel spill, the Contractor shall immediately within the hour of occurrence notify COR verbally and by email.

1.15 Contract Administration

1.15.1 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5, Post Award Orientation. The Contracting Officer or COR may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer or COR will apprise the Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. The Contractor shall not take any action as a result of these meetings without written authorization from the Contracting Officer. The Contractor shall provide the Contracting Officer a written notification if there is an additional price or cost associated with any proposed change or action related to the contract. Upon Contracting Officer notification, appropriate action shall be taken to resolve outstanding issues as soon as possible. These meetings shall be at no additional cost to the Government and the use of conference calls is acceptable methods to conduct these meetings.

1.15.2 Contracting Officer’s 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. A letter of designation will be issued to the COR by the KO. A copy of the letter will be sent to the Contractor. The letter of designation states the responsibilities and limitations of the COR, especially with regard to changes in cost, price estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions with regard to cost, quantity, or schedule of the resulting contract.

1.15.3 Contractor Point of Contact (POC): The following personnel are considered Contractor POCs by the Government: the designated POC and the alternate POC, who shall act for the Contractor when the designated POC is absent. The Contractor shall provide Contractor POCs, who shall be responsible for the competent performance of the work required under the specifications of this contract immediately after award notice, within 24 hours after contract award and as changes occur. The name and contact information of the POCs shall be provided by email to the COR. The POCs shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The POC(s) shall be available throughout the event. The POCs shall be able to read, write, speak, and understand English.

1.15.3.1 The Contractor POC(s) shall meet with the COR to discuss immediate problem areas. The POC(s) shall respond by phone or email to the COR within two (2) hours after notification of deficiencies and correct the deficiency(s) within one (1) hour of notice or provide a course of action to resolve prior to the next day.

1.15.4 Organizational Conflict of Interest: The Contractor shall not employ any person or perform a contract in a situation where the existence of conflicting roles may bias the Contractor's judgement or prevent unfair competitive advantage in accordance with Organizational Conflict of Interest Rules in FAR 9.5.

1.15.5 No later than seventy-two (72) hours prior to the Friday of the event, the Government will provide final numbers required for lodging, meals, and parking.

1.15.6 Invoicing Instructions:

1.15.6.1 The Contractor shall only invoice for actual services/supplies provided. Actual services/supplies provided/ rendered in accordance with the terms and conditions of this contract will be accepted and paid for by the Government.

1.15.6.2 Invoices shall contain sufficient detail to include, the sleeping rooming roster, the final banquet event order, and the parking roster.

1.15.6.3 The Government shall not be responsible for any cost deficits between the contract’s preliminary number of required services and the confirmed number of services required. Invoice amounts can be less than what is on the contract but shall not exceed the quantities ordered. Actual services provided IAW the terms and conditions of this contract will be accepted and paid for by the Government.

1.15.6.4 Contractor shall invoice per contract line-item number (CLIN) structure.

1.16 Required Insurance. Provide insurance within 2 calendar days after contract award IAW resultant contract terms and conditions and clauses.

PART 2

DEFINITIONS & ACRONYMS

2. Definition and Acronyms

2.1 Definitions

2.1.1 BANQUET EVENT ORDER. Event agenda and setup timelines. The BEO shall contain the following information on room type, room setup, time of room setup, quantity of meals, time of meal service, and location of meal service, type of meal service, complete menu for each meal and specialty meal menus with ingredients lists.

2.1.2 COMMUNITY PARTNERS. There are two (2) types of community partners, government and non-government. Both types of community partners are resource providers, instructors, briefers, or other subject matter experts. An example of a non-government provider is the American Red Cross, USAA, Military One Source; to name a few. Examples of government community partners would be Financial Literacy, Family Action Plan Representatives, and Chaplin’s; to name a few.

2.1.3 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.

2.1.4 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.

2.1.5 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 KO is the only individual who can legally bind the Government.

2.1.6 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 by email 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.

2.1.7 CONTRACTOR PERSONNEL. Contractor and subcontractor employees performing work under this contract.

2.1.8 CONTRACTOR POC. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated by email to the COR immediately, within 24 hours, after contract award and as changes occur. 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.

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

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

2.1.11 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.

2.1.12 NONCONFORMANCE: Failures to meet all contract requirement: products, services, construction work, deliverables, or clause requirements.

2.1.13 ONSITE PARKING: Onsite parking is defined as parking located on the venue property. It may be located in an adjacent parking ramp or lot of the venue. Parking ramp or lot must be lit.

2.1.14 PERFORMANCE REQUIREMENT SUMMARY (PRS): A listing of the service outputs under the contract that are to be evaluated by the COR on a regular basis, the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

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

2.1.16 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.

2.1.17 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.

2.1.18 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.19 SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.20 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.2 Acronyms

AAA American Automobile Association ACOR Alternate Contracting Officer's Representative

ADA American with Disabilities Act AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation BASOPS Base Operations BEO Banquet Event Order CA Corrective Action CAP Corrective Action Plan CFR Code of Federal Regulations CLIN Contract Line-Item Number CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTS Commercial-Off-the-Shelf CUI Controlled Unclassified Information DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DEERS Defense Enrollment Eligibility Reporting System DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation FFP Firm Fixed Price FSC Federal Service Code FY Fiscal Year GFP Government Furnished Property HIPAA Health Insurance Portability and Accountability Act of 1996 IDIQ Indefinite Deliver Indefinite Quantity IAW In accordance with JAX Jacksonville International Airport KO Contracting Officer MCO Orlando International Airport MFLC Military Family Life Consultant NCR Non-Conformance Report 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 OSHA Occupational Safety and Health Administration PDHRA Post Deployment Health Reassessment PIPO Phase In/Phase Out POC Point of Contact POP Period of Performance PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance

QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan RAPIDS Real-Time Automated Personnel Identification System RD Readiness Division SAF Subject to Availability of Funds SCR Service Contact Reporting TE Technical Exhibit UIC Unit Identification Code USARC United States Army Reserve Command YRRP Yellow Ribbon Reintegration Program

PART 3

GOVERNMENT FURNISHED PROPERTY (GFP), EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Not applicable. No GFP provided.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS

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 Three (3) of this PWS. The Government shall not be invoiced for any cost associated with this effort to include any loss or damage to the Contractor’s property.

4.2 Materials: The Contractor shall provide the following supplies and/or materials necessary to meet the requirements under this PWS.

4.3 Easel Stands. Forty (40) easel stands capable of supporting thirty-eight (38) inches x twenty-six (26) inches x one (1) inch framed signage to place throughout the event area for the duration of the event. The Government shall provide the signage to the Contractor.

4.4 Tables and Chairs: The Contractor shall provide round and rectangular tables. All tables will be covered with a clean, serviceable, and properly fitting cloth fabric table covering and matching table skirt. There shall be no more than two (2) different colored table coverings and table skirts, in one meeting area. All chairs shall have a padded seat to accommodate extended meetings. The location and set up configuration of tables and chairs are specified in Part 5 of this PWS. The exact numbers of tables and chairs required will be determined by the number of confirmed YRRP event attendees.

4.5 Water Stations with Disposable Cups: Water stations with disposable drinking cups shall be provided in the general session room, each of the breakout rooms, and in each of the parlor (counseling rooms). Water stations shall be available from 7:15 AM until 7:30 PM local time on Saturday, and 7:15 A.M. to 12:00 P.M. local time Sunday of the YRRP event. The water stations shall be located in each meeting area, where it will be easily accessible to all attendees without being disruptive to the meeting. Each water station shall contain a sufficient number of disposable cups and a sufficient number of clean serviceable covered water dispensing containers, filled with clean ice water.

Water stations shall be refreshed throughout each day only during room vacancies or break times. The Contractor shall provide trash cans throughout the general session and breakout session rooms near the water stations. The Government will provide the Contractor with an Event Agenda containing break times to allow scheduling.

4.6 Facial Tissues: The Contractor shall provide multiple boxes of facial tissues in the General session room, breakout rooms, and counseling areas. There shall be one (1) box of tissues at each table where attendees will be sitting.

4.7 Adjustable Easel with attached Dry Erase Board and Flip Chart Display and Pad: The Contractor shall provide up to ten (10) adjustable easels with attached six (6) foot by four (4) foot dry erase boards and flip chart displays.

Each easel shall have a twenty-seven (27) by thirty-four (34) inch Flip Pad with a minimum of 20 pages.

4.8 Bulk Copier. Contractor shall provide all items necessary (toner, paper, etc.) for bulk copying of up to 5,000 copies and prints. Printer shall have the capability to copy and print black and white, two-sided copies in both standard eight and a half (8.5) inch by eleven (11) inch size paper, and legal, eight and a half (8.5) inch by fourteen

(14) inch, paper. Copier shall have the capability to collate and staple copies.

4.9 Podium. Contractor shall provide a single box styled lectern podium.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS GENERAL INFORMATION

5.1 Registration. Attendee Registration Area: The Contractor shall setup a YRRP registration area in the lobby of the primary lodging/event facility or in proximity to the lodging facility’s registration desk NLT 6:30 A.M. local time on the Friday of the YRRP event. The area shall include sign-in, welcome/direction signage, and orientation packages for attendees; all provided by the Government staff members. The area shall have thirteen (13) registration tables; the tables shall be properly dressed in tablecloths and skirted, with two (2) chairs at each table. Wireless high-speed Internet access shall be provided for the registration area. Attendee registration will take place on Friday of the YRRP event at 8:30 A.M. and conclude at 7:00 P.M. local time.

5.1.1 Attendee Help Tables: The Contractor shall provide two (2) separate tables with four (4) chairs at each table between 6:00 A.M. local time Friday and 5:00 P.M local time Sunday of the YRRP event, for Government staff to address all attendee questions and concerns. The tables shall be capable of seating four (4) people. On the Friday of the YRRP event the tables shall be in a location visible from the hotel reception area. On Saturday and Sunday of the YRRP event the tables shall be in a location visible from the event meeting rooms.

5.2 Sleeping Rooms: Contractor shall be capable of providing at least four hundred (400) sleeping rooms on-site of the venue for the event. If additional rooms are required in excess of four hundred (400) and cannot be provided on-site, required remaining rooms shall be in a lodging facility that shall meet all of the terms and conditions for lodging rooms of this PWS and is within a two (2) mile distance of the main venue. Sleeping rooms shall meet all local and federal safety requirements. The Contractor will also provide shuttle service for attendees to the main event venue as needed; see 5.6.3, Overflow Transportation.

5.2.1 The cost shall not exceed Government per diem lodging rates for the local ZIP code when calculated on a per person basis. www.gsa.gov/travel /plan-book/per-diem-rates.

5.2.2 Lodging Government Tax Exemption: The cost of sleeping rooms shall not include tax if a Government Lodging Tax Exemption exists. The Contractor shall be responsible for obtaining and filing all Government Lodging Tax Exemption documentation.

5.2.3 The Government shall not be responsible for any cost deficits between the contract’s preliminary number of sleeping rooms and the confirmed number of sleeping rooms required. The Government will only pay for the final confirmed number of rooms used and in accordance with the cancellation policy.

5.2.4 Lodging facility(ies) shall be on the list of approved hotels and motels for federal travelers located at https://apps.usfa.fema.gov/hotel/.

5.2.5 Lodging facility(ies) shall meet the American with Disabilities Act (ADA) requirements and provide up to five

(5) ADA compliant rooms. These rooms shall be included in the total contract quantities. A preliminary number of actual ADA compliant sleep rooms will be provided to the Contractor in accordance with 5.2.6.

5.2.6 Sleeping Room Roster: The COR will provide an initial sleeping room roster to the Contractor which includes the sleeping rooms, and number of days the rooms are required the Sunday prior to the start of the YRRP event; and final adjustments no later than 72 hours prior to the event check-in date. The Contractor shall provide an updated sleeping room roster which includes the sleeping rooms number, number of days the rooms were used, cost per room and the total cost of all sleeping rooms for the YRRP event. The final sleeping room roster shall be submitted with the invoice into the appropriate invoicing system.

5.2.7 Sleeping room requirements:

5.2.7.1 All rooms provided under this contract shall be non-smoking rooms.

5.2.7.2 A minimum of seventy percent (70%) of the attendee rooms shall be double occupancy with the option to include roll-away beds and sofa sleepers as needed

5.2.7.3…