W911SA24Q3108 PWS 88RD June 2024 YRRP DRAFT.docx

PERFORMANCE WORK STATEMENT (PWS)

United States Army Reserve Command (USARC) Yellow Ribbon Reintegration Program (YRRP) Events 88th Readiness Division (RD) Seattle, WA

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) and Regional Soldier Family Readiness Training 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; and outlet connections for audio-visual (for the government provided screens, speakers, computers, mixers, and microphones); secure storage space; space for attendees’, government staff, and community partners’ parking; possible overflow transportation (shuttles); and meals. The Contractor shall ensure there is a conducive learning 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 six hundred and ten (610) 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 of 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 roster with number of sleep and conference meeting rooms will be provided the Sunday prior to the event start or upon contract award, whichever is later. The government will give at least a 72-hour notice of cancellation for meeting rooms and 24-hour notice of cancellation for sleeping rooms.

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), and lodging 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’s requirements. The Contractor shall provide a 24/7, on-site representative from the time the advance party arrives on the Wednesday of the event until the Government staff leaves on Sunday.

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 annotated time for meeting rooms and at least 24 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. Preliminary required lodging is identified in Table 1 below in accordance with 1.5.1.2 – 1.5.1.6.

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 of the YRRP event, the RD Core staff will arrive at the facility. Contractor shall provide king and or double queen bed sleeping rooms for up to twenty-five (25) staff members for five (5) nights, 12-16 June 2024, for the YRRP event. The Contractor shall establish a Government Staff Operations, Logistics Rooms, and one (1) Parlor Room for Wednesday of the YRRP event through the Sunday.

1.5.1.3 Thursday of the YRRP event, the Support Staff will arrive at the hotel. The Contractor shall provide king or double queen bed sleeping rooms for up to thirty-five (35) Support Staff for three (3) nights, 14-16 June 2024, for the YRRP event. At this time, the Contractor shall meet with the COR to review Banquet Event Order (BEO) and confirm the event setup and agenda timelines. Contractor shall ensure the YRRP event conference and meeting rooms will be available for government equipment set-up, to be performed by government personnel.

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 two hundred twenty-five (300) sleeping rooms for attendees for two (2) nights, 14-15 June 2024, 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 (parlor and breakout) rooms, and Community Partner space will be fully 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 8:00 A.M. and end at 6:00 P.M. The programs will consist of one (1) general session program for up to six hundred and ten (610) attendees, as well as up to five (5) breakout sessions accommodating a minimum of one hundred (100) attendees each. There will be two (2) full-service meals, breakfast and lunch, for all attendees and government staff. A Help Desk shall be in a location visible from the event meeting rooms.

1.5.1.6 Sunday of the YRRP event, the first formal program of the day will begin at 8:00 AM and end at 12:00 P.M. Sunday’s programs will consist of one (1) general session for up to six hundred and ten (610) attendees, with up to five (5) breakout sessions accommodating a minimum of one hundred (100) attendees each. There will be one (1) full-service breakfast meal for all attendees and government staff. YRRP Event attendees and some Support Staff will depart the afternoon and evening of the Sunday of the event. A Help Desk shall be maintained in a location visible from the event meeting rooms.

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 in an area adjacent to the General Session room, no more than 0.5 mile from event space.

1.6 Period of Performance: 12 June 2024 – 16 June 2024.

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 and 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, work schedules, 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. 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 or around Minneapolis, MN within 10 miles of Minneapolis-St. Paul (MSP) International Airport 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 of 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.

1.12.1 Operations Security (OPSEC) Awareness Training. All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, or controlled access areas shall complete "Level 1 OPSEC Awareness" training. The online course is called "OPSEC Awareness for Military Members, DoD Employees and Contractors" and is found at https://securityawareness.usalearning.gov/opsec/. An OPSEC training certification for all employees shall be submitted to the COR no later than seven (7) calendar days prior to YRRP event. The COR will provide a copy to the requiring activity’s Antiterrorism Officer (ATO).

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 and KO within two (2) 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) calendar 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. 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: 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. At these meetings the Contracting Officer or COR will apprise the Contractor of expected performance and 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 an acceptable method 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 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 regarding changes in cost, price estimates, or changes in delivery dates. The COR is not authorized to change any of the terms and conditions regarding 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: designated POC and an 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 Invoicing Instructions:

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

1.15.5.2 Invoices shall contain sufficient detail to include, the sleeping rooming roster, the final banquet event order, parking roster (if separately priced), and final confirmed meal requirements by the government in accordance with 5.4.

1.15.5.3 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.

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

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 EVENT. YRRP event is inclusive of the entire period of performance.

2.1.12 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.

2.1.13 MEAL SERVINGS. Meals will be tracked and counted by government personnel and will be counted per person; not per plate.

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

2.1.15 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.

2.1.16 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.

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

2.1.18 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.

2.1.19 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.

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

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

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

2.2 Acronyms

PART 3

GOVERNMENT FURNISHED PROPERTY (GFP), EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Not applicable. No GFP provided.

3.2 Government will provide and set-up screens, speakers, computers, mixers, and microphones.

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 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 materials necessary to meet the requirements under this PWS.

4.3 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 tablecloths. There shall be no more than two (2) different colored tablecloths, 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.

4.4 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 rooms (counseling rooms). Water stations shall be available from 7:15 AM until 5:30 PM on Saturday, and 7:15 A.M. to 12:00 P.M. on 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.

4.5 Facial Tissues: The Contractor shall provide a minimum of two (2) boxes of tissue in each room where attendees will be sitting. These will be in the General session, breakout rooms, and counseling areas. Additional eight (8) tissue boxes shall be provided for the breakout room providing the Family Panel, as identified in the event agenda.

4.6 Podium. Contractor shall also 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 event facility or in proximity to the lodging facility’s registration desk NLT 8:00 A.M. on the Friday of the YRRP event. The area shall include sign-in, welcome and direction signage, and orientation packages for attendees; all provided by the Government staff members. The area shall have four (4) 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 12:00 P.M. and conclude at 6:00 P.M.

5.1.1 Attendee Help Tables: The Contractor shall provide four (4) separate tables with two (2) chairs at each table between 8:00 A.M. – 6:00 P.M Friday, 6:30 A.M. – 5 P.M. Saturday, and 8:00 A.M. - 2:00 P.M Sunday of the YRRP event, for Government staff to address all attendee questions and concerns. 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 three hundred (300) of the total required sleeping rooms on-site of the venue for the event. If additional rooms are required in excess of three hundred (300) 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 quarter mile (.25) mile walking 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 ADA compliant sleep rooms will be provided to the Contractor in accordance with 5.2.6.

5.2.6 Sleeping Room Roster: The COR, Sunday prior to the start of the YRRP event or upon contract award, whichever is later, will provide an initial sleeping room roster to the Contractor which includes the sleeping rooms, and number of days the rooms are required. The government will give at least 24-hour notice of cancellation for sleeping rooms based on the rooming roster 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 contain two (2) queen beds with the option to include roll-away beds and sofa sleepers as needed.

5.2.7.3 Sleeping room, main entry shall not open to the exterior of the building.

5.2.7.4 Sleeping Rooms shall contain the following:

· Working television with remote

· Working telephone

· Working refrigerator

· High Speed Wireless - Internet access

5.2.8 Responsibilities: The Government shall not be responsible for room service charges, long distance phone calls, movie rental charges, laundry charges, room service, or any other incidental room charges. Any such charges shall require the occupants to provide their personal credit cards to secure payment for those charges.

5.3 Conference Rooms. Conference Room shall be located in the same venue as sleeping rooms. If multiple hotels are used, the conference venue shall be at the location with the majority of sleeping rooms. All conference spaces shall meet all local and federal safety requirements. The COR will provide an initial conference room list to the Contractor which includes the conference room needs, and number of days the rooms are required upon award of the contract; and final adjustments no later than 72 hours prior to the event check-in date. The Contractor shall provide an updated conference rooms list which includes the room number, description, number of days the rooms were used, cost per room and the total cost of all conference rooms for the YRRP event. The final conference rooms list shall be submitted with the invoice into the appropriate invoicing system. The Government shall not be responsible for any cost deficits between the contract’s preliminary number of conference rooms and the confirmed number of conference rooms required. All rooms will have a water station (4.5) and facial tissues (4.6).

5.3.1 General Session Room:

5.3.1.1 Quantity: One (1) room

5.3.1.2 Availability: 7:00 A.M. Thursday through 2:00 P.M. Sunday (local time).

5.3.1.3 Capacity: Room shall be capable of hosting up to six hundred and ten (610) attendees in addition to space for the Government’s audio-visual (A/V) equipment.

5.3.1.4 The Contractor shall have the capability to provide round tables and chairs or theater seating to support up to six hundred ten (610) attendees and allow for ADA compliance. All tables, with the exception of the water station, shall be arranged to allow all sides of the table to be accessible for seating.

5.3.1.5 Ceiling Height: General Session room shall have a minimum ceiling height of sixteen (16) feet to accommodate government A/V equipment.

5.3.1.6 Must be able to secure this room. The General Session Room shall remain configured as the general session room for the duration of the event.

5.3.1.7 The Contractor shall provide a twenty-four (24) foot by twenty-four (24) foot stage that is between twenty-four (24) and thirty (30) inches high with a covered front side. The stage shall have a minimum of one (1) handicap access ramp on the front or side of the stage and one (1) set of stairs on either side of the stage. The stage shall be equipped with one (1) speaker’s podium which will be provided by contractor. Provide one (1) indoor ceremonial United States flag.

5.3.1.8 Room shall have High Speed Wireless Internet access (In addition to the normal internet provided by the hotel). Internet access shall be provided to General Session Room presenters only. Must be able to secure this room.

5.3.2 Breakout Rooms:

5.3.2.1 Quantity: Up to five (5) rooms.

5.3.2.2 Availability: 7:00 A.M. Thursday through 14:00 P.M. Sunday (local time).

5.3.2.3 Capacity: Each room shall be capable of hosting a minimum of one hundred (100) attendees with tables and chairs or theater seating plus space for the Government’s A/V equipment and a water station provided by contractor.

5.3.2.4 Must be able to secure this room. Rooms shall have High Speed Wireless Internet access (In addition to the normal internet provided by the hotel). Internet access shall be provided to Break Out Room presenters only.

5.3.2.5 Ceiling Height: Breakout rooms shall have a minimum ceiling height of ten (10) feet to accommodate government A/V equipment.

5.3.3 Parlor Rooms (Counseling Rooms):

5.3.3.1 Quantity: Up to five (5) rooms.

5.3.3.2 Availability: 7:00 A.M. Friday through 12:00 P.M. Sunday (local time).

5.3.3.3 Capacity: Two (2) of the five (5) possible rooms required shall be capable of hosting up to eighteen (18) attendees and allow for ADA compliance. The room shall include six (6) foot rectangular tables with three (3) chairs per table. Tables shall be arranged to allow all sides of the table to be accessible for seating.

5.3.3.3.1 Additional Requirements: Must be able to secure all parlor rooms. Rooms shall have High Speed Wireless Internet (In addition to the normal internet provided by the hotel).

5.3.3.4 One (1) of the five (5) parlor style rooms (DEERS/RAPIDS Room). The room shall include an ethernet port and cord with direct access to the internet. High Speed Internet connectivity must NOT prompt username and password or any other type of verification to connect onto to the internet. The room shall include two (2), six (6) foot by thirty (30) inch rectangular tables and six (6) chairs. The tables shall be arranged in two (2) separate L-shaped configurations with three (3) chairs at table configuration. Tables shall be arranged to allow all sides of the table to be accessible for seating. An additional eight (8) chairs will be provided in the room for additional seating.

5.3.3.5 Two (2) of the five (5) parlor style rooms (Counseling Room) must be private and have limited access; however, it can be in the general vicinity of the rest of the meeting spaces. Each of these rooms shall include a minimum of three (3) armchairs, one (1) table, one (1) small trash can, one (1) box of facial tissues and a water station.

5.3.4 Community Partners Room

5.3.4.1 Quantity: One (1) room

5.3.4.2 Availability: 12:00 P.M. Friday through 1:00 P.M. Sunday (local time).

5.3.4.3 Capacity: Room shall be capable of holding a minimum of forty (40), six (6) foot rectangular tables with tablecloths, and eighty (80) chairs, two (2) chairs at each table, for Community Partner displays and allow for ADA compliance. Tables shall be arranged to allow all sides of the table to be accessible for seating.

5.3.4.4 Additional Requirements: Room shall be in close proximity to the General Session Room. Room shall have High Speed Wireless Internet access for approximately forty (40) users.

5.3.5 Staff Operations Room

5.3.5.1 Quantity: A minimum of One (1) room

5.3.5.2 Availability: 10:00 A.M. Wednesday through 2:00 P.M. Sunday (local time).

5.3.5.3 Capacity: Room shall be capable of hosting up to sixteen (16) staff and allow for ADA compliance.

5.3.5.4 Additional Requirements: Must be able to secure this room. The room shall include an ethernet port and cord with direct access to the internet. High Speed Internet connectivity must NOT prompt username/password or any other type of verification to connect onto to the internet. Room shall include a minimum of six (6) rectangular tables and sixteen (16) chairs. Tables and chairs must be set up in a U-shape-style. Room shall have wireless Internet access for approximately sixteen (16) users (In addition to the normal internet provided by the hotel). The room shall consist of the following items per day: lockout keys, and one (1) water station with disposable cups.

5.3.6 Logistics and Storage Room.

5.3.6.1 Quantity: One (1) room

5.3.6.2 Availability: 10:00 A.M. Wednesday through 2:00 P.M. Sunday (local time).

5.3.6.3 Capacity: Equivalent to a fifty (50) person occupancy room capable of storing resources and IT equipment (up to six (6) pallets, plus four (4) large crates and four (4) totes (tuff boxes)).

5.3.6.4 Additional Requirements: Must be able to secure this room. Room will require double doors (no middle bar on doors) to move pallets in and out, preferably near the freight elevator (if equipped).

5.4 Meals: The Contractor shall provide two (2) breakfasts and one (1) lunch. Food and beverage charges are based upon a total of up to six hundred and ten (610) servings per meal, a meal consists of per person not per plate. Meals shall be buffet style or self-service. Meals shall be properly portioned, and at quantities sufficient to ensure all personnel are fed. Due to unknown exact number of attendees at time of solicitation, the Government will provide a preliminary meal count upon award and a final meal count the Sunday prior to the arrival of the Advance party. The Government shall not be responsible for any cost deficits between the award preliminary number of meals and the final confirmed number of meals required. The Government will only pay for the final confirmed number of meals required for the event. Self-serve beverage stations are preferred at each meal. The Contractor shall provide specialty meals for individuals with food allergies. Requests for specialty meals will be provided to the Contractor NLT Sunday prior to the YRRP event. Venue must be compliant with all applicable commercial, local, and state regulations and practices. Cost shall not exceed Government per diem food rates for the local ZIP code when calculated on a per person basis, www.gsa.gov/travel /plan-book/per-diem-rates.

5.4.1 Breakfast

5.4.1.1 Availability: Saturday and Sunday, 6:00 A.M. to 8:00 A.M. local time.

5.4.1.2 Quantity: Up to six hundred-ten (610) meals per breakfast.

5.4.1.3 Food: The breakfast shall include such items as: scrambled and boiled eggs; two (2) types of meat (pork bacon or sausage and turkey sausage or bacon); potatoes or grits; oatmeal; waffles, pancakes, or French toast; pastries; bread (toast or biscuits); yogurt; fresh fruits; and an assortment of cereal. Drinks shall consist of coffee, hot tea, milk, water, and juice.

5.4.2 Lunch

5.4.2.1 Availability: Saturday, 11:00 A.M. to 1:00 P.M. local time.

5.4.2.2 Quantity: Up to six hundred-ten (610) meals per lunch.

5.4.2.3 Food: The lunch shall include such items as a garden salad with assorted toppings and dressings; one (1) baked or broiled chicken entrée; one (1) beef entrée; one (1) side vegetable selection; and one (1) starch selection. Drinks shall consist of soda, coffee, milk, hot and cold tea, and juice.

5.5 Parking: The Contractor shall provide onsite and specialty parking.

5.5.1 Onsite Parking: Onsite parking is defined as parking located on the venue property. It may be in an adjacent parking ramp or lot of the venue or within a half mile of the venue. Parking ramp or lot shall be lit, and parking is Self-Park only for attendees, staff, and designated government community partners, and VIPs.

5.5.1.1 Availability: 10:00 A.M. Wednesday through 12:00 P.M. Monday local time.

5.5.1.2 Quantity: The Contractor shall accommodate up to twenty-five (25) parking spaces on Wednesday, and an additional one hundred (100) parking spaces Friday through Sunday. Parking includes attendees, staff, and designated government community partners. The Contractor shall receive the confirmed number of required parking spaces NLT Wednesday prior to the YRRP event or upon contract award, whichever is later.

5.5.1.3 Parking Roster: If parking is invoiced separately, the Government will only pay for utilized parking. The Contractor shall provide a parking roster which includes the number of utilized parking spaces, room number of the attendee utilizing the space, the individual cost of each space, number of days the space was used and the total cost of parking for the YRRP event. The parking roster shall be submitted with the invoice into the appropriate invoicing system. Parking for non-government Community Partner personnel is to be paid for by the individual, not by the government under this contract.

5.5.2 Specialty Parking

5.5.2.1 Availability: 10:00 A.M. Wednesday through 4:00 P.M. Sunday local time.

5.5.2.2 Quantity: Two (2) specialty parking spaces.

5.5.2.3 Capacity: Shall accommodate a box truck up to 26 feet long.

5.5.2.4 Additional requirements: If these parking spaces are not located on the venue property, they shall be within a quarter mile of the venue.

5.6 Overflow Transportation (Shuttles): During inclement weather, if overflow lodging at separate locations is needed, the Contractor shall provide ADA compliant, round-trip transportation between the lodging facility and the event venue for event attendees. Transportation shall be provided for the duration of the event; up to one hundred and twenty (120) attendees. Overflow Transportation shall be provided by the contractor and the cost is to be included in the overflow lodging room costs as a convenience to the government for the split hotel use.

5.6.1 Availability: Friday, 10:00 A.M. through Saturday 6:30 P.M. and Sunday, 6:00 A.M. to 1:00 P.M. local time.

5.6.2 Frequency: Guests shall not wait more than twenty (10) minutes between shuttles.

5.7 Banquet Event Order (BEO): A final Banquet Event Order (BEO) shall be submitted to the COR NLT Wednesday of the YRRP event. 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.

PART 6

APPLICATION PUBLICATIONS

6. Application Publications:

6.1 Government per diem lodging rates for the local…