PWS,_YRRP_Phoenix,_AZ.docx

PERFORMANCE WORK STATEMENT (PWS)

Yellow Ribbon Reintegration Program Events

PART 1 GENERAL INFORMATION

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

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform YRRP events as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the terms, conditions and standards in this contract.

1.2 Background: The YRRP is a Department of Defense mandated initiative designed to provide information, services, referrals, and proactive outreach programs to Army Reserve Soldiers and their families through all phases of the deployment cycle in accordance with DoD Directive 5124.02, DoD Instruction 1342.28, and USARC Operation Order (OPORD) 16-004. The overall objective of the program is to prepare and sustain Soldiers and their families before and after their mobilization.

This event is for all Soldiers and their families who are assigned to the United States Army Reserve Command. All attendees are placed on official travel orders and/or Invitational Travel Orders (ITOs) in accordance with the Joint Federal Travel Regulation (JFTR), the Joint travel regulation (JTR) and USARC OPORD 16-004. Family members are authorized to travel on Invitational Travel Orders (ITOs).

During these events, families gain practical, useful information based on curriculum designed specifically for military families. Through small group and one-on-one activities, family members learn how to maintain closeness, and leverage resources during frequent relocation, long separations, and repeated reunions. This approach provides the continuum of care needed to ensure successful Soldier and family reintegration.

1.3 Objectives: The contractor must provision for the requested number of attendees’ lodging and meeting space to accommodate 1 event, to ensure adequate space for learning and to meet the needs of the units within the United States Army Reserve Command (USARC). Contractor shall provide hotel rooming, meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for community partners, parking, and serve three meals. The contractor shall ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon presentations and training and shall provide those government personnel and their families attending the event with quality accommodations and identified support services.

1.4 Scope: The Government is anticipating between 250-400 attendees. Attendees will arrive on the Friday and register at the event location that day. Attendees will depart on Sunday by noon. Readiness Division (RD) Core staff will arrive the Wednesday before the event, and the advance party members will arrive on Thursday. RD Core staff will depart on Monday, all other support staff and attendees will depart on Sunday.

1.4.1 The contractor shall provide a hotel that will offer the following: lighted parking lot, small gift shop (for sundries), an exercise room, full-service restaurant or food court, elevators for access to other than the ground floor, and ice machines. Restricted Access afterhours, such as key cards are used as a security measure to enter the hotel. As a minimum, individual lodging rooms shall be equipped with the following: television with remote, telephone, internet access, and refrigerator. The event venue shall have meeting space for multiple simultaneous briefings, a staff operations center, and counseling rooms. The event venue shall have sufficient seating to meet the requirements for the anticipated attendance plus normal occupation within reasonable proximity to the meeting spaces. The Contractor shall provide an on-site representative from the time the advance party arrives on the Thursday before the event until the advance party leaves on the Sunday and departure of the Government’s event staff. A preliminary number of actual sleep room numbers will be provided upon contract award. A final number of actual sleep room numbers will be provided the Tuesday prior the event.

1.4.2 RD Core Staff will arrive at the hotel for each event on Wednesday and will require lodging for 5 sleeping rooms for 5 nights. Advance Party will arrive at the hotel for each event on Thursday and will require lodging for 25 sleeping rooms for 3 nights for 1 event.

1.4.3 The contractor shall ensure parking is provided at the hotel. The hotel shall have a 24 hour business center with at least two computers, scanner, a printer and a fax machine. The hotel shall have a 24 hour fitness center accessible to all with no additional cost. The hotel shall have at least one full service restaurant on property, and within walking distance (less than 1.5 miles) via sidewalks to commercial restaurants. The contractor shall provide complimentary high speed Internet access in each room and provide handicap accessible rooms at no additional cost. All sleeping rooms shall not exceed the Government’s per diem rate.

1.4.4 The Contractor shall contact the Government Point of Contact the Tuesday prior to the training start date to reconfirm the actual number of attendees and review the agenda. The quantities ordered in the consultant contract are estimates. The contractor shall invoice for actual services/supplies provided. Actual services/supplies provided/rendered in accordance with the terms and conditions of this contract will be accepted and paid for by the Government.

1.4.5 The Contractor shall provide conference space located in the same facility as the guest rooms. No onsite renovations, noise, unsightly distractions or other activities shall interfere with meeting space. Padded chairs shall be provided to accommodate extended meetings. Meeting spaces shall not be allowed in basements. The contractor shall secure meeting rooms for attendees, staff, government information, supplies, equipment and other properties. Limit conference area entries to outsiders during the 3 day event. All conference spaces and meeting rooms shall be in the same hotel. The contractor shall establish a government staff operations room Thursday prior to each event through the Sunday with internet connectivity for up to 20 staff members.

1.4.6 Friday. The contractor shall setup a Yellow Ribbon registration desk on the Friday of each event, beginning at 9:00 a.m. and concluding at 7:00 p.m. preferably in the lobby of the lodging facility or in proximity to the lodging facility’s registration desk. The area shall provide sign-in, welcome, and orientation packages for attendees. The area shall have approximately thirteen (13) registration tables and the tables shall be properly dressed with table cloths and skirted. Complimentary wireless high-speed Internet access shall be provided for the Registration Area. Rope stanchions and easel stands shall be available upon request. A meeting room to accommodate a training session for 50 presenters/counselors shall be needed beginning on Friday at 9:00 a.m. to 7:00 p.m. The contractor shall provide a concierge space on Saturday and Sunday. The Contractor shall provide four tables properly dressed and skirted as needed on Friday- Sunday between the hours of 6:00 A.M. to 5:00 P.M. to address and answer all attendee questions and concerns. The desk shall be in a visible location.

1.4.7 Saturday. The first formal program event will begin at 7:30 AM on the Saturday of each event. The program will start at 7:30 AM and end NLT 5:00 PM. The program will consist of up to 1 general session for all attendees as well as 6-8 breakout rooms for up to 400 attendees each for small group training sessions.

1.4.8 Sunday. On the last event day, each event will consist of general session again that will begin at 7:30 a.m. and end at 12:00 p.m. that will include up to 8 breakout sessions with attendees traveling. Event participants will commence travel home the afternoon and evening of the Sunday of each event. The Contractor shall provide space for up to 40 Community Partners to be located in an area adjacent to the General Session room.

1.5 Period of Performance: March 27 – 1 April 2019 in Phoenix, AZ

1.6 General Information:

1.6.1 Quality Control: Quality Control is the responsibility of the contractor. 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). The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP will be delivered via email within 30 days after contract award to the KO and COR. If changes are made to the QCP they must be submitted within 5 days of changes. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government will evaluate the contractor’s performance under this contract in accordance with the Performance Requirements Summary (PRS). The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. Non-conforming services shall be re-performed at no increase in contract price. If non-conforming services are recurring, cannot be re- performed, or the services fail to achieve the Performance Requirements Summary (PRS), the Government may reject the nonconforming service(s) and document the contractor’s performance record accordingly. The Government may also issue a Contract Discrepancy Report (CDR) in which the contractor shall be required to respond with the development of a corrective action plan (CAP) which identifies the root cause, corrective action (CA) for the root cause, CA for the specific nonconformance, and the date the CAs shall be complete. The Government may also reduce the payment to the contractor IAW the PRS, or reduce payment to reflect the value of the services performed, or may perform the services and charge the Contractor for any related cost incurred and/or may terminate this contract for cause.

1.6.2.1 Non-conforming Supplies or Services: When a contractor’s performance does not meet contract requirements and/or approved work schedules and/or timeframes it is considered non-conformance. Non-conformance shall be classified in one of three categories: level I (Minor), level II (Major) or level III (Critical). The Government may re- inspect work designated for re-performance or late performance.

1.6.2.1.1 Level I (Minor) non-conformance: is defined as a non-conformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. Minor non-conformance usually can be corrected on the spot, where no further CA response is necessary, and can be issued by the Contracting Officer Representative to the contractor either through a verbal or written non-conformance report. Minor non-conforming services shall be re- performed within a specified time frame at no increase in contract price. If minor non- conformances are recurring or re-performance is not completed in full and within the specified time a Level II non-conformance may be issued to the contractor by the Contracting Officer (KO).

1.6.2.1.2 Level II (Major) non-conformance: is defined as a non-conformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose. Recurring Minor non-conformances, or a non-responsive contractor, indicating a trend or failure of the contractor’s quality control, can also be classified as a Major non-conformance. Major non-conformance’s shall result in the issuance of a written Contract Discrepancy Report from the KO to the contractor requiring the development of a Corrective Action Plan by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.3 Level III (Critical) non-conformance: is defined as a non-conformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II CDRs; or is for a non- responsive contractor to a level II CDR. Critical non-conformances shall result in the issuance of a written CDR to the contractor requiring the development of a CAP by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.4 Inspection Results: The contractor will be notified of Government inspection results. The contractor shall acknowledge receipt of the inspection results. The contractor may be notified of inspection results verbally. Verbal notifications of defective work will be confirmed in writing. When Government inspectors are unable to contact the contractor to notify the contractor of inspection results, acceptance or rejection of work will be made on the basis of the initial inspection.

1.6.3 Hours of Operation: The contractor is responsible for conducting business 24 hours daily through arrival of the advance party until conclusion of the event on the last day, or unless unforeseen holdover attendees with air travel arrangements for the morning following the event conclusion. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS at the contractor’s place of business, with exception of severe weather and/or government shutdown/closures. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.4 Type of Contract: The government will award a Firm Fixed Price Contract.

1.6.5 Security Requirements: The contractor shall provide room lockout keys for logistics storage area, staff operations room, logistics storage room(s) and Military Family Life Consultants (MFLC) presenter room to secure pilferable items. Contractor personnel performing work under this contract must allow the USARC Provost Marshall to conduct a Vulnerability Threat Assessment no later than two weeks prior to each event for each hotel chosen.

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

1.6.7 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the resulting order, direct action that changes the negotiated price of the contract (either increase or decrease) or changes delivery dates.

1.6.8 Key Personnel: 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 in writing to the contracting officer. 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.

1.6.9 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor and subcontractor employees’ performance.

1.6.10 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interest (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan shall be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2 DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1 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.

2.1.2 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.

2.1.3 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 only individual who can legally bind the government.

2.1.4 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 in writing 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.

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

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

2.1.7 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 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 Key Personnel listed in 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.

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

2.1.10 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.

2.1.11 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.

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

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

2.1.14 WORK DAY. 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: The Government will not provide any services, facilities, or utilities, equipment or material to the contractor to assist the contractor with the requirements of this PWS.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

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 Section 3 of this PWS.

PART 5 SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Basic Services. The contractor shall provide services to support Yellow Ribbon Events that include lodging, meeting space, meals, audio/visual, additional support items, parking, and shuttle service. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, laundry, or other incidental room charges. Any such charges shall require the occupants to provide their personal credit cards to secure payment for those charges. The Government shall provide a preliminary room count upon award of the contract and a final room count the Tuesday prior to the arrival of the Advance party. The Government shall only pay for lodging rooms used.

5.1.1 Lodging and Meeting Rooms: The Contractor shall provide lodging for staff and attendees for 1 Yellow Ribbon event. At a minimum, the lodging establishment shall meet International Hospitality Association (IHA) Three Star rating criteria. The total estimated rooms for attendees, staff and presenters for an estimated total of 3 night stays; broken down as follows:

5.1.1.1 The contractor shall provide rooms for attendees: Estimated attendees will need lodging for a total of 2 nights, (assumption: 1 room per family) Attendee rooms under contract for 2 nights)

5.1.1.2 The contractor shall provide staff – 3 nights: 25 estimated Advance party will need lodging for 3 nights for each event (assumption: 1 room per staff. Estimated room total for Staff staying 3 nights is 75. ((6 Core Staff x 5 nights) + (25 advance party x 3 nights) = 105 nights)

5.1.1.3 Security: Contractor shall limit conference area entries to outsiders during the event.

5.1.2 Room Accommodations.

5.1.2.1 Meeting Rooms. Contractor shall provide meeting rooms for to 1 General Session room, 6-8 Breakout session rooms, Staff Operations room and staff preparation. The Government shall provide a preliminary meeting room count and a final room count the Tuesdays prior to the arrival of the Advance party. The Government shall only pay for meeting rooms used.

All rooms shall have the following:

1. One (1) 10 x 10 projector screen or larger.

2. One (1) LCD projector with connections.

3. One (1) A/V table at the back of the room with 1 wireless microphone and one

(1) lavaliere microphone

4. Provide sound connection for laptops to play videos.

5. Internet service and power strips for each area.

5.1.2.2 Headquarters Room. The contractor shall provide one (1) headquarters room to be used as the staff administrative operations office. The room shall be available upon arrival and departure of the Yellow Ribbon Staff. The room shall have complimentary wireless Internet access for approximately twenty (20) users, and power strips for area. The room shall encompass a conference table with chairs. The room shall consist of the following items per-day: One (1) hotel phone with capabilities to call any in-house number, Pens and note pads, Keys, Water station with cups.

5.1.2.3 The contractor shall Provide one (1) General Session room capable of holding the all attendees notified five days in advance. Rounds of 8 (preferably rounds of 10 if 72 inch diameter tables are available) from Friday at 5:00 p.m. until Sunday at 12:00 p.m. The General Session Room shall not be used as the Breakout Rooms or re-arranged to serve as Breakout Rooms. The General Session Room and the Breakout Rooms shall be separate spaces. The following requirements shall be met for the General Session Room: The room shall be available for the entire event days, and accessible 24 hours of the conference, and capable of holding the minimum number of attendees. This room shall be used for dining purposes as well. A stage that is completely dressed. The stage shall include seating podiums with 1 wireless microphones and one (1) lavaliere microphone. This room shall have 2 projectors, 2 projector screens and a podium with complimentary high-speed Internet, and power strips for this area. One (1) American flag with pole and stand. If the room has multiple points of entry, the hotel shall provide rope stanchions to cover all doors. This room shall be available for A/V check on Friday before the event NLT 5:00 p.m.

5.1.2.4 The contractor shall provide up to maximum of four (4) parlor style rooms for individual counseling (MFLC), JAG and operation of the DEERs/RAPIDS with tables and chairs provided. The DEERs/RAPIDS parlor style room shall include an Ethernet port with direct access to the internet. Internet connectivity must NOT prompt username/password or any other type of verification to connect onto to the internet. The DEER Machine does have an interface to configure any setting. The counseling room can be in the general vicinity of the rest of the meeting spaces, but must be private and have limited access.

5.1.2.5 The contractor shall provide one (1) exhibitor/vendor room capable of holding up to a minimum of 40 tables for vendors displays. Room needs to be available for setup NLT 6:00 a.m. Saturday and Sunday. The contractor shall provide one ballroom or foyer area capable of supporting Conference attendees for the resource fair in close proximity to the General Session Room. Complimentary wireless Internet and power strips shall be available for this area.

5.1.2.6 The contractor shall provide one (1) room to be used for logistics storage beginning Thursday through Sunday for Logistics/Resources and IT equipment storage (up to 6 pallets, plus 4 large crates) in room that is equivalent to a 50 person occupancy room. Room will require double doors (no middle bar on doors) to move pallets in and out, preferably near the freight elevator (if equipped).

5.1.2.7 The contractor shall have contain water stations and/or pitchers filled with water, and glasses/cups for the each breakout room from 8:00 AM until 4:30 PM each day Saturday, and 8:30 to 11:00 a.m. Sunday. *Shall provide Event Agendas for break times to refresh rooms.

5.1.3 Audio Visual: Contractor shall provide audio visual equipment for General Session rooms and Breakout rooms to include screens, handheld wireless and lavalier microphones (mics), and laptop audio connections.

5.1.3.1 The contractor shall Provide two (2) 10 x 10 Screens (preferably larger) x two (2) days (Saturday and Sunday) for the Main General Session room (depends on room layout and attendance numbers). Prefer to have screens placed in each corner on an angle for best viewing. The contractor must also provide two (2) LCD projector screens with connections, one (1) podium, and internet service and power strips shall be available for this area.

5.1.3.2 The contractor shall Provide one (1) 10 x 10 screens (preferably larger) x two

(2) days (Saturday and Sunday) for each of the Breakout Session rooms for Events 1 and 2 (this depends on room layout and attendance numbers). The contractor must also provide one (1) LCD projector screen with connections, one (1) podium, and internet service and power strips shall be available for this area.

5.1.3.3 The contractor shall provide handheld wireless and lavaliere mics for each of the breakout session rooms.

5.1.3.4 The contractor shall provide audio connections for each presentation laptop a maximum of eight (8).

5.1.3.5 The contractor shall Provide one (1) high speed internet access point for up to 20 connections) in the Staff Administration Center from the Thursday (5:00 p.m.) of the event through Sunday 1 p.m.

5.1.3.6 The contractor shall provide one (1) high speed internet access point for up to 20 connections) in the Staff Operations Center from the Thursday (9:00 a.m.) of the event through Sunday 1 p.m.

5.1.3.7 The contractor shall provide high speed internet access: Upload and download speed shall exceed 2 Mbps (megabits per second) per user from 9:00 AM on Friday through 2:00 PM on Sunday. Location to be determined after award. Internet speed per user shall meet or exceed this standard regardless of the number of simultaneous users (up to 30 Maximum).

5.1.3.8 The contractor shall Provide up to eight (8) high speed internet access points for Saturday 7:30 a.m. To 5:00 p.m. And Sunday from 7:30 a.m. To 11:30 a.m. for up to 8 of our breakout session rooms.

5.1.3.9 The contractor shall Provide one (1) lavaliere mic and one (1) projector screen (10x10 or larger) for Non-Denominational Religious Service for Sunday 7:45 a.m. to 8:15 a.m. May use one of the session rooms or Kids presentation room.

5.1.3.10 The contractor will provide two 60 inch monitors mounted on display stands with ability to connect via HDMI cable. Cables must be provide with at least six feet cords. Sounds capability is required.

5.1.4 ANNEX A: Catering

5.1.5 ANNEX B: Additional Support Items

5.1.6 ANNEX C: Parking, Transportation and Shuttle Service

5.2 CONTRACTOR MANAGEMENT REPORTING (CMR): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Yellow Ribbon via secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on "Department of the Army CMRA" or the icon of the DoD organization that is receiving or benefitting from the contracted services.

5.2.1 Reporting inputs shall be for the labor executed during the period of performance during each Government Fiscal Year (FY), which runs October 1 through September

30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2018. Contractors may direct questions to the help desk by clicking on "Send an email" which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component's CMR website.

5.2.2 The required data fields include: (1) Contracting Office, Contracting Officer, or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information);

(11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement.

ANNEX A

Catering

1. Food and Beverage. The contractor shall provide three (3) meals based off the BOE commencing with two (2) meals (Breakfast and Lunch) on Saturday, the first full event day. Sunday, only a breakfast meal shall be provided. Food and beverage charges are based upon a maximum of 460 servings per meal. Self-serve beverage stations are preferred at each meal. Local government per diem rates for food shall apply. The dining room needs to be a separate room from the meeting rooms. The contractor shall identify the notification time frame for meal cancellation. The cancellation time frame should be consistent with commercial practice. The contractor must be in compliance with all applicable Army regulations regarding food and beverage services. Cost will not exceed government per diem rates for the ZIP code.

a. Breakfast. Hot food buffet shall be available from 6:00 a.m. to 8:00 a.m. Saturday, and 7:30 a.m. to 9:00 a.m. on Sunday. The buffet shall include such items as: : Scrambled eggs, meat (bacon and sausage) 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, tea, milk, and juice. Self-serve beverage stations are preferred.

b. Lunch. Hot food buffet shall be available from 11:00 a.m. to 1:00 p.m. on Saturday each event. Buffet(s) shall include such items as: baked or broiled chicken entrée, beef entrée, garden salad with assorted toppings and dressings, vegetables, and starch selection. Drinks shall consist of items such as soda, coffee and tea for 450 adult lunches. Self-serve beverage stands are preferred.

c. Dinner. No dinner provided.

d. A final Banquet Event Order (BEO) shall be submitted to the COR five calendar days prior the event.

ANNEX B

Additional Support Items

1. Additional Support Items: The following items are required to support the event:

a. The contractor shall Provide a wireless color LaserJet Printer/Copier/Scanner on site with the following specifications: Required Functions: Print, copy, scan, digital send, capable of making bulk copies of up to 2,000 copies a day, USB drive, Advanced Digital Send and wireless connectivity, Print speed black: Normal: Minimum of 31 ppm (Pages per minute), Print speed color: Normal: Minimum of 31 ppm (Pages per minute), Allows Duplex Printing, Print quality color: Minimum of 1200 x 1200 dpi, Scan speed (normal, A4): Up to 32 ppm (b&w, color), Allows Duplex scanning, Backup printer with similar specification shall be onsite in case of malfunction. This printer shall be available Thursday at 9:00 a.m. before the event through noon on Sunday. If self- service, on Thursday, the contractor shall brief Government staff of the copier location, operation and troubleshooting, and the process to obtain paper and toner cartridge replacement by the Thursday before each event.

b. The contractor shall provide up to 25 display stands/easels able to support standard poster sized signage to place throughout the Event(s) area. This shall be available at 9:00 a.m. on Friday.

c. The contractor shall provide a means to communicate with contractor staff hand held radios or other means to communicate quickly with hotel staff during the event periods.

d. The contractor shall provide a dedicated Audio/Visual person on-site to be available to assist during both event days from 6:30- 4:30 Saturday and 7:00 a.m. To 12:00 p.m. Sunday.

e. The contractor shall coordinate for the hotel to provide package and handling for logistics/resources and “on-site” storage space that’s secured for up to six (6) pallets to include receiving and handling the pallets if necessary. There may be an additional four (4) totes (tuff boxes) shipped to the hotel by another contractor. Only items shipped in Attention to “XX Readiness Division YRRP” will be covered under the contract cost.

f. The contractor shall use key cards provided by YRRP.

ANNEX C

Parking, Transportation and Shuttle Service

1. Parking: The contractor shall provide parking spaces for up to four (4) nights for all attendees. This will be located in an adjacent parking ramp or lot to accommodate the vehicles for government employees and attendees attending this event. If parking is invoiced separately, the Government will only pay for utilized parking and the Contractor must provide separate parking counts.

2. The contractor shall provide transportation starting at 10:00 am until 8:00 pm Friday of each event from the Airport to the Hotel for YRRP arrivals. The guest should not have to wait more than one hour between shuttles. The shuttles should have access for those that have mobility issues/needs.

3. The contractor shall provide transportation on Sunday during the event from the hotel to the airport starting at 6:00 am for early departures until 3:00 pm for late departures. The contractor shall have enough capacity such that no guest waits more than 30 minutes between shuttles to transport to the airport.

4. The contractor shall provide shuttle service to and from any overflow hotels for Yellow Ribbon participants at no additional cost to the government. Shuttle service would need to be available to transport participants from the primary property to overflow properties.