PWS.pdf

Ver. May 2018

PERFORMANCE WORK STATEMENT (PWS)

FOR

Yellow Ribbon Event Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Yellow Ribbon Event Services, as defined in this PWS.

1.2 Background: The 1-20th SFG, 430th EOD, and 430th FFTM will be conducting their Pre- Deployment Yellow Ribbon event. This event will be conducted over a two-day period starting Thursday evening and ending on Friday.

1.3 Period of Performance (PoP): The Period of Performance shall be 30-31 May 2024.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.2 Reserved.

1.4.3 Recognized Holidays: Reserved

1.4.4 Place and Performance of Services: Charlotte, NC

1.4.5 Reserved.

1.4.5.1 Reserved.

1.4.5.2 Reserved.

1.4.5.3 Reserved.

1.4.5.4 Reserved.

1.4.5.5 Reserved.

1.4.5.6 Reserved.

1.4.5.7 Reserved.

1.4.5.8 Reserved.

1.4.5.9 Reserved.

1.4.5.10 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

1.4.5.11 Reserved.

1.4.5.12 Reserved.

1.4.5.13 Reserved.

1.4.6 Reserved.

1.4.6.1 Reserved.

1.4.6.2 Reserved.

1.4.7 Reserved.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the KO, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Reserved.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Reserved.

1.4.13 Reserved.

1.4.14 Reserved

1.4.15 Reserved.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

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

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

AR Army Regulation AT/OPSEC Antiterrorism/Operational Security CMRA Contractor Manpower Reporting Application

DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer NGB National Guard Bureau PII Personally Identifiable Information POC Point of Contact PWS Performance Work Statement QA Quality Assurance QC Quality Control SSN Social Security Number

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: N/A

3.2 Materials: N/A

3.3 Equipment: N/A

3.4 Services: N/A

3.5 Utilities: N/A

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall:

A. Dates and Geographical Locations:

Arrival Date: 30 May 2024

Departure Date: 31 May 2024

Location: Charlotte, NC

Final Meal Count Deadline: 7 days prior to event; the Government will only be liable for the quantity of meals confirmed by that date.

Room Cancellation Deadline: The Government reserves the right to cancel up to 5 rooms 72 hours prior to the event.

Estimated number of attendees: 350

Conference Rooms 1 operations room 1 main conference room 2 breakout rooms 3 childcare rooms 1 pre-function area All convention space shall be housed in one facility.

All sleeping rooms shall be housed in same facility as the convention space.

Maximum JTR Lodging Rate Charlotte, NC: $129.00/day, NTE (Inclusive of all fees;

Federal/State Tax Exempt*)

Parking Fees: All venues must have ample parking accommodations for attendees.

Venue must provide parking at no cost to YRRP event attendees. This includes attendees staying the night at the hotel and attendees arriving the day of the event.

Voucher systems are acceptable.

Maximum JTR Meal Rates Charlotte, NC:

$17.00/lunch, NTE

(Inclusive of all fees; Federal/State Tax Exempt*)

*Note: Gov’t is excluded from paying State and Federal taxes. The Supremacy Clause of the Constitution prevents any State government from imposing state and local taxes on a federal government entity.

B. Sleeping Rooms:

Thursday, 30 May 2024:

1. Minimum Room Requirements:

“Attendee” rooms for multiple persons/dual occupancy shall include two beds with toilet and shower/tub facilities (if the booking is for a single member one king or queen size bed is acceptable). “Staff” rooms shall be individual/private sleeping rooms with toilet and shower/tub facilities, and one king or queen bed (rooms with two beds are acceptable if rooms with only one bed are unavailable).

2. Staff: Rooms for “Staff” will not be funded via contract. Members are to pay individually.

All held rooms for “Staff” need to be booked no later than 7 days prior to the event.

3. Incidentals: The federal government will only pay for the room charges. At the time of check-in, attendees’ personal credit card shall be placed on file at the hotel to cover any incidental expenses such as room service, telephone calls, movies and game rentals, restaurant invoices, etc. These expenses are the responsibility of the individual, and shall be billed to their personal credit card account or deducted from cash provided during check-in. NOTE: If cash or credit card is unavailable, incidental services shall be blocked for use in the room.

4. 50 double occupancy rooms for attendees to be billed to the master account.

5. 5 Single occupancy rooms for staff will be needed at the current government rate and will be paid for with individual credit cards. Any staff rooms not reserved 7 days prior to the event can be released.

6. Additional rooms at the government rate may be needed for Vendors attending the

Yellow Ribbon event.

C. Meeting Spaces:

Thursday, 30 May 2024: Apart from the childcare room, all meeting space listed below shall be available from 1:00pm until registration is completed. Hotel audio and visual representatives shall be available to meet in briefing room to test AV equipment before Sunday morning.

1. Check-in Space:

a. Shall be located with hotel registration desk or 2 draped 6’ tables located in view of registration desk.

b. As unit members arrive, they will check-in with Yellow Ribbon staff, then Hotel staff for room assignment.

2. Childcare Registration Space:

a. This space shall be 2 tables with 2 chairs each, set up for Family Programs to register children prior to the Event.

3. Operations Room (1 ea):

a. Boardroom or similar for 10-15 people with internet

4. Childcare room (1 ea):

a. One childcare room shall be available after 5pm for set up and storage.

Friday, 31 May 2024: All meeting spaces listed below shall be available from 6:00am-5:00pm on this date.

1. Check-in Space:

a. Shall be located with hotel registration desk or 2 draped 6’ tables located in view of registration desk.

b. As unit members arrive, they will check-in with both Yellow Ribbon staff, and

Hotel staff for room assignment.

2. Childcare Registration Space:

a. This space shall be 2 tables with 2 chairs each, set up for Family Programs to register children prior to the Event.

3. Conference Rooms (1 ea):

a. Room shall accommodate at minimum 400 personnel, banquet style seating.

i. Room will need a podium, projector and projection screen, connection for laptop with audio connection (PowerPoint presentation), and wireless microphone.

ii. Projection screens need to be sized for the room making the presentation readable for all audience members.

b. Meeting spaces shall be designated for this event only allowing conference supplies, materials, and equipment to remain in place throughout the conference.

c. Rooms shall include Water Station

d. This room will also serve as the Dining area for the lunch meal.

4. Operations Room (1 ea):

a. Boardroom or similar for 10-15 people with Internet

b. This room will be utilized primarily as the Operations Room for Yellow Ribbon

Staff, activities include meetings with unit command, hotel staff, and participating vendors.

c. Room shall include Water Station.

5. Breakout Rooms (2 ea):

a. Two rooms shall have banquet style seating for 100 people.

i. Rooms will need a podium and wireless microphone.

b. Meeting spaces shall be designated for this event only allowing conference supplies, materials, and equipment to remain in place throughout the conference.

c. Rooms shall include Water Station

6. Childcare Rooms (3 ea):

a. Childcare rooms will need to be together in one location and should NOT be in high traffic areas for security reasons.

b. 1 of the rooms shall have open space, refrigerator, 4 cribs, microwave, trash cans with lids, and be near washrooms/bathrooms.

c. All 3 rooms shall have 2-3 tables with 10 chairs.

d. Rooms shall include Water Stations (NO GLASSWARE)

7. Pre-Function Area:

a. Space shall accommodate 15-20 vendors.

b. Shall be set up in a convention setting with 6’ tables and 2 chairs each. Each table will need skirting as well as power & internet will need to be accessible for resource providers.

D. Catering: Contractor shall send menu to Gov’t POC to confirm choices prior to event.

1. Morning Break- 31 May:

a. Refreshments shall be served from 8:00am-9:30am.

b. Contractor shall provide an estimated total of refreshments for 320 adults and 30 children. Children will eat in the childcare area, not with the adults.

2. Lunch Meal- 31 May:

a. Lunch shall be served from 12:00am-1:00pm.

b. Lunch meals shall be served buffet style.

c. Contractor shall provide an estimated total of 320 adult lunches and 30 children’s lunches. Children will eat in the childcare area, not with the adults.

Adult Meal Examples:

Morning Break (8:00-9:30) Pastries, Bagels, fruit Coffee, tea, water

Luncheon | Buffets (12:00pm -1:00pm) Grilled Breast of chicken with 5 cheese blend with tomato basil sauce Beef Burgundy Rice Pilaf House Salad / Cesar salad Mixed Vegetables Chef selection of dessert Rolls Tea, coffee, water

Children’s Meal Examples:

Morning Break (8:00-9:30) Pastries, yogurt Juice Boxes (Apple), water

Box Lunch – 16 months – 4 years old Box Lunch – 5 Years and Up Cheese Pizza Pepperoni and Cheese Pizza Chicken Tenders Chicken Tenders Mac n’ cheese Mac n’ cheese Fresh Carrot Sticks Salad Apple Sauce Fruit Cups Milk 2 or 1 % Milk 2 or 1%

NOTE FOR CHILD MEALS: Due to allergies, NO peanut products, chocolate, or fresh strawberries. All food and beverages shall be served using paper products and plastic cutlery.

E. Other:

1. Contractor shall provide the following miscellaneous items throughout the entire conference period:

a. Sign(s) identifying to participants locations of all rooms and room schedules.

2. Contractor shall provide a point of contact for all pre-event coordination activities and an on-site point of contact at each event.

3. The vendor is wholly responsible for ensuring that ONLY the quantity of meals/refreshments contracted for is provided and are not exceeded. Vendors are responsible for quality assurance and may use any means to ensure that only contracted amounts are provided.

4. No individual other than the KO has the ability to make any amendments or changes to the PWS or scope of work that would incur any additional costs to the Government.

F. ATOPSEC & FEMA:

1. The venue shall be cleared by NC ARNG ATOPSEC Personnel & FEMA to be eligible to receive a contract. The FEMA database will be reviewed prior to award.

5.1 Reserved

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or

Advisory

Website

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar or http://farsite.hill.af.mil/

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/cu rrent/index.html or http://farsite.hill.af.mil/

AR 530-1

Operations Security

09/26/2014 OK http://armypubs.army.mil/ProductMaps/PubF orm/AR.aspx