W911SA25Q3038 SOL.pdf

SEE ADDENDUM

(No Collect Calls)

W911SA25Q3038 30-Dec-2024

b. TELEPHONE NUMBER 8. OFFER DUE DATE/LOCAL TIME

10:00 AM 06 Jan 2025

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA X ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

W911SA9. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

LESLIE A KOENIG

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

1 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.X

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

0012162885-0002

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED ORX

SMALL BUSINESS

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

W6QM MICC FT MCCOY (RC)

KO DIRECTORATE OF CONTRACTIN

BLDG 1108 SOUTH R STREET

FORT MCCOY WI 54656-5142

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE 16. ADMINISTERED BY

SEE SCHEDULE

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

SIZE STANDARD:

$40,000,000

NAICS:

721110

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF83

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

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Section SF 1449 - CONTINUATION SHEET

SUPPLEMENTAL INFORMATION

1. An Award for this requirement will be made pursuant to FAR 13.5, Simplified Procedures for Certain Commercial Items.

2. The period of performance is anticipated to be 21 January 2025 to 27 January.

3. Quotes shall be emailed to Leslie A. Koenig at leslie.a.koenig2.civ@army.mil. Quotes are due to the Government on or before the date/time listed on the solicitation in central time. It is the contractor’s responsibility to ensure their quote is received by the due date and time. As an Addendum to FAR 52.212-1, contractor shall submit all items in accordance with the Supplemental Information by the solicitation closing date and time. The contractor SHALL provide all required documents with submission of quotes.

Signed SF 1449 Completed information from the Supplemental Information section of the solicitation Completed Price Schedule Attachment Signed Amendments (if applicable)

If all required documents are not provided with the quote submission, your quote MAY NOT be considered for award.

4. If a quote is based on a teaming/partnering relationship or a joint venture, the contractor shall provide, with the quote, all required solicitation information for all parties including a copy of the teaming/partnering or joint venture agreement. The agreement shall include information, which identifies the responsibilities for each entity under this contract. The agreement shall demonstrate the relationship between firms and identify contractual relationships and authorities to bind each entity of the teaming/partnering or joint venture relationship.

5. This procurement is Unrestricted NAICS Code 721110 with a size standard of $40 Million.

6. Period for acceptance of quotes. The contractor agrees to hold the prices in its quote firm for 90 calendar days from the date specified for receipt of quotes.

7. Written questions must be furnished to the Government no later 10:00 a.m. CST on 2 January 2025 in order to ensure a timely response is provided by the solicitation closing date. All questions are to be submitted in writing at the time indicated in the solicitation or they may not be addressed before solicitation closing date; therefore, contractors are advised to submit questions as soon as possible. Please provide your company name, telephone, point of contact, e-mail address, and solicitation number on all questions. The Government will respond to questions via the issuance of an amendment which incorporates the question and the Government’s response.

8. SAM Unique Entity ID: ______________________________.

9. TAXPAYER ID #______________________________.

10. CAGE CODE __________________________________.

11. SYSTEM for AWARD MANAGEMENT (SAM) REGISTRATION: An Active SAM Registration is required of all Department of Defense contractors. SAM registration enables electronic funds transfer of contract payments. If your company is not already actively registered, please register in the SAM database at www.sam.gov. If your company is currently registered and close to expiring, begin/complete the process for SAM registration renewal.

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a. A SAM Unique Entity ID is required for SAM registration. If your company does not have a UEI #, obtain one by calling 800-333-0505.

b. Whether your company is a current or new registrant in the SAM database, your registration must indicate that you are a provider of NAICS 721110, or a NAICS of similar business size, under the Goods – Services section of the registration to be eligible to receive a contract for this solicitation.

c. If the prospective awardee for this request for quotes is not actively registered in the SAM database by close of solicitation, including NAICS 721110, or a NAICS of similar business size, under the Goods – Services section, depending on mission requirements, the government reserves the right to proceed to award to the next otherwise successful actively registered contractor.

d. Within the SAM Representations and Certifications, please ensure you company has selected that you wish to bid on, or currently hold Department of Defense (DoD) issued or DoD funded Contracts. The DFARS provisions in SAM must also be completed by solicitation closing date and time.

e. Prospective contractors who have not completed electronic annual representations and certifications at http://www.sam.gov/ in conjunction with required registration in the System for Award Management (SAM) database, shall complete and submit FAR 52.212-3 Alternative 1 Offeror Representations and Certifications - Commercial Items and DFARS Representations and Certifications in SAM to be eligible to receive an award for this solicitation.

12. Contract Administrator: TBD at time of award.

If you have questions pertaining to this contract after contract award (i.e. questions regarding delivery, invoice procedures, etc.), please request assistance from the Contract Administrator. Be sure to include the contract number in your request for assistance. Requesting contract administration assistance from any other individual could result in a delayed response.

13. Contracting Officer: TBD at time of award.

14. Contracting Officer’s Representative (COR): TBD at the time of Award.

15. The Government intends to evaluate quotes and award a contract without discussions. Therefore, the contractor’s initial offer should contain the contractor’s best terms from a price and technical standpoint.

However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all quotes if such action is in the public interest and waive informalities and minor irregularities in quotes received.

16. Service Contract Reporting (SCR): Contractors will report manpower data relating to the performance of service contracts into the system for Award Management (SAM) (https://sam.gov) consistent with existing service contract reporting requirement under the federal acquisition regulation subpart 4.17- Service Contracts Inventory. SAM will only enable reporting for entities with contract that meet the SCR threshold at FAR 4.1703. As part of its quote, the vendor must include the estimated total cost (if any) incurred to comply with the Service Contract Reporting requirement.

17. Post Award Conference: In the event the Contracting Officer decides to conduct a Post Award Conference in accordance with DFARS 242.5, the awardee will be notified and will be required to attend. The Contracting Officer’s notification will include specific details regarding the date, time, and location of the conference, any need for attendance by subcontractors, and information regarding the items to be discussed.

18. ABILITYONE DESIGNATED ITEMS: In accordance with 52.208-9, contractors are referred to the web site of the Committee for Purchase from People Who Are Blind or Severely Disabled, the independent federal agency that administers the AbilityOne (formerly Javits-Wagner-O'Day or JWOD) Program for the lists of designated products and services http://abilityone.gov/procurement_list/product_buy.html

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19. In accordance with FAR 52.223-2, Affirmative Procurement of Bio-based Products under Services and

Construction Contracts, contractors are required to submit annual bio-based reports to the reporting module in the System for Award Management (SAM) at https://www.sam.gov.

20. The “Equal Employment Opportunity Is The Law” notice (poster) referenced in FAR Clause 52.222-

26(b)(3), is located at http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf .

21. Required insurance:

The contractor shall provide, within ten (10) calendar days after contract award. The Contractor shall provide the Certificate of Insurance (COI) via email to the Post Award Contracting Officer and Post Award Contract Specialist. The COI shall be updated and sent to the Post Award Team on an annual basis.

In accordance with FAR clause 52.228-5 entitled, “Insurance--Work on a Government Installation” the following minimum amounts of insurance are required.

Workmen’s Compensation As required by state laws

Employer’s Liability Insurance $100,000 per accident General Liability Insurance - Bodily Injury Liability $500,000 per occurrence

Auto Liability Insurance $200,000 per person

Bodily Injury $500,000 per occurrence

Property Damage $20,000 per occurrence Contractor shall require the insurance company to specify contract number in the Description of Operation block of the Certificate of Insurance (COI) and the below statement.

"The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government's interest shall not be effective- (1) For such period as the laws of the State in which this contract is to be performed prescribe; or (2) Until 30 days after the Insurer or the Contractor gives written notice to the Contracting Officer, whichever period is longer."

22. Legal compliance: The Contractor shall comply with all Federal, State, and Local Laws, codes and regulations applicable to his performance under this contract, and shall be solely responsible for all costs associated with said compliance.

23. Contract performance:

Purpose. IAW with FAR Subpart 42.1500 contractor past performance information (PPI) is relevant information for future source selection purposes regarding a contractor’s actions under previously awarded contracts. It includes, for example, the contractor's record of conforming to contract requirements and to standards of good workmanship; the contractor's record of forecasting and controlling costs; the contractor's adherence to contract schedules, including the administrative aspects of performance; the contractor's history of reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the contractor's business-like concern for the interest of the customer. Contractor past performance information is one of the tools that support Army efforts to acquire best value and is used to evaluate performance risk in source selection. The feedback provided by the government to the contractor in collecting PPI, and the knowledge that PPI will be used in future source selection decisions, should result in improved performance and a greater contractor focus on customer satisfaction.

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Contractor Performance Assessment Reports System (CPARS): CPARS shall be prepared IAW AFARS Subpart 42 upon physical completion of the contract. If the period of performance will exceed 18 months, an “interim” assessment report shall be prepared at the completion of 12 months performance and annually thereafter until the contract is physically complete. An out-of-cycle or “addendum” report may be prepared if there is a need to record an extraordinary event prior to the next regularly scheduled evaluation or if it is necessary to report a meaningful occurrence during the period between physical completion of the contract and contract closeout. Additionally, addendum reports may be prepared to record contractor’s performance relative to contract closeout and other administrative requirements (e.g.

final indirect cost proposals, technical data, etc.).

Completion Due Date. The government will complete the CPARS within 60 days after the end of the assessment rating period (if applicable).

Evaluators. The Contracting Officer and the Contracting Officer’s Representative will jointly complete the performance assessment.

Contracts Performance Elements. The contractor’s performance shall be assessed in accordance with elements and rating system set forth in AFARS Subpart 42.

Contractor Review. The Contracting Officer will furnish a copy of the CPARS to the contractor requesting that the contractor submit comments, rebutting statements, and/or additional information to the Contracting Officer within 30 calendar days of receipt. Failure to respond within the designated timeframe will be taken as agreement with the assessment.

Contract Concurrence. Where a contractor concurs with, or takes no exception to a CPARS, such report shall be considered final and releasable for use in source selection and other deliberative purposes.

Contractor Rebuttal. Where a contractor takes exception to a performance report, the Contracting Officer will review the contractor’s rebuttal or comments and make appropriate changes. If the Contracting Officer makes changes, the changed rating will be reflected in the narrative. The Contracting Officer will make all reasonable efforts to reconcile the report and the contractor’s comments. However, it is not necessary that they reach agreement on the report where such is clearly impracticable. The contractor’s rebuttal or comments shall be made part of the CPARS.

Resolving Disagreements between the Government and the Contractor. In the event disagreements between the parties regarding the CPARS occur, the Contracting Officer will review the rebuttal and make appropriate changes. If no agreement is reached, the CPARS is forwarded to the Reviewing Official (Director of Contracting) along with the Contracting Officer’s Findings and Recommendation and supporting documentation. The decision of the Reviewing Official is final. Copies of the CPARS and the contractor’s response and review comments, if any, shall be retained as part of the evaluation.

Release of Contractor Performance Evaluation Information. The evaluation will not be released to other than government personnel and the contractor whose performance is evaluated. The performance evaluation information will be input into the applicable module within Contractor Performance Assessment Reporting System (CPARS) database (or Government system in use at time of the evaluation).

Source Selection Information. Departments and agencies will electronically access the CPARS information to support future award decisions.

24. Alternate disputes resolution: In furtherance of Federal policy and the Administrative Dispute Resolution Act of 1990 (ADR Act), Public Law 101-552 and FAR Clause 52.233-1, Subparagraph (d) (2) (1) (B) (2), the Contracting Officer will try to resolve all post award acquisition issues in controversy by mutual agreement of both parties. Interested parties are encouraged to use alternative dispute resolution

Page 7 of procedures to the maximum extent practicable, in accordance with the authority and requirements of the ADR Act.

PWS

PERFORMANCE WORK STATEMENT (PWS)

United States Army Reserve Command (USARC) Yellow

Ribbon Reintegration Program (YRRP) Events 63d Readiness

Division (RD) Phoenix, AZ

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 will not exercise any supervision or control over the contract service providers performing the services herein.

Such contract service providers shall be accountable solely to the 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 and Family Programs (FP) 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, childcare and meeting space to accommodate a United States Army Reserve conducted YRRP and FP 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 (provided screens, audio connections, computer hookups, laptops, speakers, 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 one thousand two hundred (1200) attendees and government staff for the event. Attendees will arrive on

Page 8 of 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 venue must be within a 20-mile driving radius of the closest Airport to the Event location, but not located within the airport tolls. 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 Tuesday of the event until the Government staff leaves on Monday.

1.5.1 Event Agenda: At least 72-hours before arrival of YRRP and FP staff, the Contractor shall receive the latest event agenda and will receive an updated agenda if changes are made.

1.5.1.1 Sleeping Room Roster: At least 72-hours before arrival of YRRP and FP staff, the Contractor shall receive a roster of required sleeping rooms that the Contractor shall provide for the upcoming YRRP and FP event. The government reserves the right to cancel lodging rooms at any time during the event, 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.

Table 1. Preliminary Required Lodging Date of

….stay Quantity of sleeping rooms

Personnel type

21-Jan-25 15 RD Core Staff only

22-Jan-25 55 RD Core Staff and Support Staff

23-Jan-25 105 RD Core Staff and Support Staff

24-Jan-25 565 All staff and attendees

25-Jan-25 565 All staff and attendees

26-Jan-25 25 RD Core Staff and delayed departures

1330 Total rooms nights

1.5.1.2 Tuesday prior to the YRRP and FP event, the RD Core staff will arrive at the facility. Contractor shall provide king and or double queen bed sleeping rooms for up to fifteen (15) staff members for six (6) nights, 21-26 January 2025, for the YRRP and FP event. The Contractor shall establish two (2) Government Staff Operations, Logistics Rooms, and one (1) Parlor Room from Tuesday through Monday.

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1.5.1.3 Wednesday of the YRRP and FP event, the Support Staff will arrive at the hotel.

The Contractor shall provide king or double queen bed sleeping rooms for up to forty (40) Support Staff for four (4) nights, 22-25 January 2025, for the YRRP and FP 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 and FP event conference and meeting rooms will be available for government equipment set-up, to be performed by government personnel.

1.5.1.4 Thursday of the FP event, Attendees will arrive at the hotel to check-in and register for the event. Contractor shall provide up to fifty (50) sleeping rooms for attendees for three

(3) nights, 23-25 January 2025, for the FP event. Thursday morning, prior to Attendees’ arrival the Contractor shall establish a FP event registration in proximity to the lodging facility’s registration desk. Contractor shall ensure FP meeting (breakout) rooms are fully set up and ready for Friday FP event activities.

1.5.1.5 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 and sixty (460) sleeping rooms for attendees for two (2) nights, 24-25 January 2025, 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 conference, meeting (parlor and breakout) rooms, and Community Partner space will be fully set and ready for Saturday YRRP and FP event activities.

1.5.1.6 Saturday of the YRRP and FP 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 one thousand two hundred (1200) attendees, as well as up to twenty-one

(21) 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.

1.5.1.7 Sunday of the YRRP and FP event, the first formal program of the day will begin at 8:00 AM and end at 12:00P.M. Sunday’s programs will consist of one (1) general session for up one thousand two hundred (1200) attendees, with up to twenty-one (21) 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 and FP 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.

1.5.1.8 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 hotel, no more than 0.5 mile from event space.

1.6 Period of Performance: 21 January 2025 – 27 January 2025.

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

Page 10 of 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 with the Government regarding performance of the contract.

1.8 Contractual Nonconforming Performance: Corrective Action Requests (CARs) formerly Nonconformance Reports (NCR)) are used for managing contractual nonconformances on Army Contracting Command (ACC) administered contracts. Nonconformance occurs when a contractor fails to meet contract requirements or specifications. The COR will verbally notify the contractor and document in Product Data Reporting and Evaluation Program (PDREP) each time nonconforming service or supplies have been identified and request the contractor to correct the defect to conform with contract requirements. Resolution of nonconformance identified at the subcontractor level shall be addressed with the prime contractor. CARs are issued, processed, and closed IAW ACC Acquisition Instruction (AI) 46-2 and FAR subpart 46.407 (nonconforming supplies or services).

1.8.1 Level I: A Level I CAR describes a deficiency on a product or service and is not a systemic breakdown of process or system. It includes those nonconformances that are minor in nature and can be promptly corrected by the contractor, present no need for root cause analysis, not determination if other contract requirements are affected, present no need for further preventive action, and do not materially reduce the usability of the supplies, services, construction, or deliverables. While the Government must document the nonconformance and the contractor must correct the nonconformance, further action and Government follow-up are not required, and no written response from the contractor is needed. Level I CARs are considered closed immediately upon issuance.

1.8.1.1 Level II: A level II CAR describes deficiencies in a contractor’s processes or systems but are not significant deficiencies. Level II CARs shall require the contractor to correct the nonconformance, perform root cause, and develop and provide a Corrective Action Plan (CAP) acceptable to the government. Some examples of system affected may quality inspection/management systems, and CBS identified in DFARS 242.70, or issue such as:

Multiple deficiencies on products or services indicating a systemic issue through the process.

An escalation of repetitive Level I CARs for the same or similar nonconformance demonstration the contractor is failing to institute effective corrective action and/or failing to implement effective quality and/or internal control(s).

1.8.1.2 Level III: A Level III CAR describes deficiencies in a contractor’s system that is affecting a contracts or program’s ability to meet cost, schedule, or performance requirements:

A significant deficiency pursuant to DFARS 252.242-7005(b), “Contractor Business Systems” (CBS)

A failure to respond to Level II CARs, or to remedy a recurring nonconformance.

The contractor shall be required to provide a CAP that is acceptable to the

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1.8.1.3 Level IV: A Level IV CAR documents a critical nonconformance of such serious nature that is issued to the contractor’s business segment or corporate management for their attention to both the nonconforming condition and the company’s corrective action, or when a Level III CAR has been ineffective. A Level IV CAR will result in a mandatory review of available contractual remedies, such as cost disallowance, reduction or suspension of payments, revocation of government assumption or risk of loss, CBS disapproval, or suspension of all product and service acceptance activities. Contractual remedies will be implemented IAW applicable FAR/DFARS clauses and/or ACC Acquisition instructions if applicable. Action to suspend product or service acceptance will be accomplished via a Level IV CAR. The contractor shall be required to provide a CAP that is acceptable to the government.

1.9 YRRP and FP Event Hours of Operation: The Contractor shall be 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 (FFP) Contract

1.11 Place of Performance: Performance under this contract shall be accomplished within a 20 mile driving radius of Phoenix, AZ Sky Harbor International Airport (PHX) as identified through google maps.

1.12 Security Requirements: The Contractor shall allow the 63d Readiness Division G34, Force Protection Branch to conduct a Vulnerability Threat Assessment no later than thirty

(30) days prior to the YRRP and FP event. 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. The keys shall be given to the RD staff upon their arrival to the facility on the Tuesday of the YRRP and FP event.

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 and health laws, rules, and regulations or whichever is more stringent. 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.

1.15 Contract Administration

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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 email authorization from the Contracting Officer. The Contractor shall provide the Contracting Officer a written email notification if there is an additional price or cost associated with any proposed change or action related to the contract. Upon Contracting Officer email 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 (OCI): 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 OCI 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

Page 13 of 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.

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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

GOVERNMENTPROPERTY (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.

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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

AAA American Automobile Association ACC Army Contracting Command ACOR Alternate Contracting Officer’s Representative ADA American with Disabilities Act AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation BEO Banquet Event Order CA Corrective Action CAP Corrective Action Plan CAR Corrective Action Request CBS Contracting Business Systems 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 DOD Department of Defense FAR Federal Acquisition Regulation FFP Firm Fixed Price FP Family Programs FSC Federal Service Code FY Fiscal Year

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GFP Government Furnished Property HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In accordance with KO Contracting Officer CAR Non-Conformance Report NLT No later than OCI Organizational Conflict of Interest OSHA Occupational Safety and Health Administration 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 SEA Seattle-Tacoma International Airport 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.

3.2 Hotel 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 and FP event attendees.

4.4 Water Stations with Disposable Cups: Water stations with disposable drinking cups

Page 17 of 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 and FP 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 and FP registration area in the lobby of the event facility or in proximity to the lodging facility’s registration desk NLT 7:00 A.M. on the Thursday of the FP event and 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.