W911SA25Q3038 PWS Draft.docx

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 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

Personnel type

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.

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 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 government.

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

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 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 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.

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 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 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. The FP registration area shall have four (4) registration tables and the YRRP registration are area shall have eleven (11) 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 areas. Attendee registration for the FP event will take place on Thursday at 8:00 A.M. and conclude at 6:00 P.M. Attendee registration for the YRRP event will take place on Friday 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. – 5:00 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.

5.1.1.2 The Contractor shall Provide two (2) Concierge Areas visible where the YRRP can greet YRRP participants as they enter the hotel. The Contractor shall provide water stations and cups in area, to be refreshed as needed. The YRRP Concierge area will consist of the following items: four (4) six (6) foot tables skirted/dressed with two (2) chairs per table, four (4) easels. Required Friday 8:00 A.M. to 8:00 P.M.

5.1.1.3 Children Activities: Children: On-site Contract shall provide a Child Care Company for age-appropriate activities for the event. The Child Care Company must be properly staffed, have a Child Care Center License, Family Child Care Home License, Cardiopulmonary Recitation (CPR) certified, and insured within state regulation. The Child Care Company shall provide the Event Organizer a copy of the updated police records check of each person conducting child care duties. The Event Organizer shall provide a copy of the documents to the G2 for review no later than seventy-two (72) hours prior to the start of the YRRP event. Children must be accompanied (in the same room) by this provider at all times. A complete list of children will be provided no earlier than 72-hours prior to the arrival of YRRP and FP staff. Hotel will provide meals and in-between meals for children. The Child Care Company and hotel will be given a roster of allergies for every child. The Child Care Company will be responsible for feeding the children. The Child Care Company will implement a secure sign-in and sign-out process to ensure that children are safely returned to their parents. The Child Care Company will provide on-site age-appropriate games and activities for children to include, but not limited to, science projects, arts and crafts, sing-along activities, and various games for 175 children. Provider and age-appropriate rooms must be ready and available Saturday 7:00 a.m. until 6:00 p.m. and Sunday 7:00 a.m. until 12:30 p.m.

5.2 Sleeping Rooms: Contractor shall be capable of providing at least five hundred and sixty-five (565) of the total required sleeping rooms on-site of the venue for the event. If additional rooms are required in excess of five hundred and sixty-five (565) 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 1.5.1.1.

5.2.6 Sleeping room requirements:

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

5.2.7.1 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.

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

5.2.7.3 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 and FP 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 one thousand two hundred (1200) attendees in addition to space for hotel 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 one thousand two hundred (1200) 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 hotel 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 up to 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 final dimensions of the stage will depend on the room size. 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 twenty-one (21) rooms.

5.3.2.2 Availability: 7:00 A.M. Thursday through 2:00 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 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 hotel A/V equipment.

5.3.3 Parlor Rooms (Counseling Rooms):

5.3.3.1 Quantity: Up to eight (8) 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 four (4), 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: 8:00 A.M. Friday through 1:00 P.M. Sunday (local time).

5.3.4.3 Capacity: Room shall be capable of holding a minimum of fifty (50), six (6) foot rectangular tables with tablecloths, and one hundred (100) 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 fifty (50) users.

5.3.5 Staff Operations Room

5.3.5.1 Quantity: A minimum of two (2) room

5.3.5.2 Availability: 12:00 P.M. Tuesday through 1:00 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. Tuesday through 2:00 P.M. Monday (local time).

5.3.6.3 Capacity: Equivalent to a fifty (50) person occupancy room capable of storing resources and IT equipment (up to eight (8) 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, one (1) lunch and one (1) dinner in accordance with 1.5.1.5 – 1.5.17. Food and beverage charges are based upon a total of up to one thousand two hundred (1200) 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 72-hours prior to the YRRP and FP 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 one thousand two hundred (1200) 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: one thousand two hundred (1200) 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.

5.4.3 Dinner

5.4.3.1 Availability Friday, 6:00 P.M. to 8:00 P.M. local time.

5.4.3.2 Quantity: Up to eight hundred (800) meals per dinner.

5.4.3.3 Food: The dinner shall include such items as Heavy hors d’oeuvres and finger food with at least 2 options of meat and starch, such as, but not limited to chicken strips, tacos, pizzas, cheese sticks, cheese and crackers, quiche, vegetable trays, mini sandwiches, appetizer wraps, stuffed mushrooms, roast beef/assorted rolls, chicken wings, and chips and dip. Drinks shall consist of cold and hot teas, soda, juice, coffee and water.

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. Tuesday through 12:00 P.M. Monday local time.

5.5.1.2 Quantity: The Contractor shall accommodate up to ten (10) parking spaces on Tuesday, and an additional four hundred (400) 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 and FP 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 and FP 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. Tuesday 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 an extended SUV/Van for emergency purpose only.

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.