YRP_PWS_dallas_8March__Redacted.pdf

PERFORMANCE WORK STATEMENT (PWS)

63d Regional Support Command Yellow Ribbon Program (YRP) Training Event

8-14 March 2016 Location: Dallas, TX

PART 1

GENERAL INFORMATION

1. General: This is a non-personnel services contract to provide support for two Yellow Ribbon Program (YRP) Training Event planned for the Dallas TX area. Period of performance will be from 8-14 March 2016. 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 Yellow Ribbon Program (YRP) Training Event as defined in this Performance Work Statement except for those items specified as government furnished property and services. The attendance for this YRP event is estimated at 900 total personnel and will consist of the following:

800 Attendees: 400 Service Members and 400 Family Members

40 Staff: 30 Supporting Staff and 10 Advance-Staff

60 Community Partners/Instructors: 50 Community Partners and 10 Instructors

The YRP Training Event venue must be within a 20 mile radius of the Dallas/Fort Worth International Airport (DFW). The contracted hotel shall provide no less than 90% of guest rooms and all conference rooms in the same venue. The remaining guestrooms may be provided under a different venue meeting same requirements under this solicitation and shall be located within 0.5 walking miles of the main venue.

These services are not for YRP Training Event planning services. Offerors are required to submit, as part of their offer, a signed agreement between Offeror and hotel that itemizes all items and requirements being provided by hotel. The agreement shall include payment terms showing Offeror and hotel agreement on timeframe of when Offeror will pay the hotel. This requirement does not apply to hotels or businesses that are providing the rooms themselves, i.e. not subcontracting out for the rooms. An offer requiring the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. The contractor shall perform to the terms, conditions and standards in this contract.

1.2 Background: The 63d RSC is located at Mountain View, CA. This command supports over 44,000 soldiers in 7 states and provides the best-in-class BASOPS when deployed to support the missions of the United States Army and the Government. The Yellow Ribbon event is a requirement of Department of Defense Instruction 1342.28, which establishes the Yellow Ribbon Program. The Yellow Ribbon Program consists of four events: 1st event occurs prior to deployment, 2nd event occurs during deployment, 3rd event occurs approximately 90 days post-deployment and the 4th event occurs approximately 180 days post-deployment.

1.3 Objectives: Provision for 840 attendees and staff lodging and meeting space and 60 community partners and instructors for a total of 900 personnel, to accommodate the Yellow Ribbon Program (YRP) Training event, to ensure adequate space for learning and to meet the needs of the units within the 63d RSC Area of Responsibility (AOR) for the Yellow Ribbon Program (YRP) Training Event. Hotel rooming, meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for community partners, shuttle service and serve five meals.

To ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon Program (YRP) Training Event presentations and training, and to provide those government personnel and their Families attending the event with quality accommodations and identified support services.

1.3.1 Provide hotel rooming for up to 840 attendees and staff.

1.3.2 Provide a separate dining area for participants and unit staff.

1.3.3 Serve 1 meal on Friday, 2 meals during the Saturday full event day, and 2 meals on Sunday (the day of departure for attendees and staff).

1.3.4 Provide 1 separate General Session meeting room for the event. Room shall hold up to 900 personnel theater style plus audio and visual equipment.

1.3.5 Provide 15-17 breakout session rooms with seating for 90 each theatre style in five of the rooms, between 70-90 in seven (7) to nine (9) of the breakout rooms and seating for 150 each round style in three (3) of the rooms.

1.3.6 Provide 4-6 counseling rooms (sleeping rooms are not appropriate or acceptable) and 8-10 youth and activity rooms.

1.3.7 Audio Visual Services: Provide enough audio visual equipment, laser pointer and remote slide changer for 1 Reception, 1 General Session, child and youth activity rooms and 15-17 breakout meeting rooms.

1.3.8 Provide space near the session rooms and audio visual support for 1 reception,1 general session, child and youth activity rooms and 15-17 breakout meeting rooms to include: (high resolution projectors with associated screens, audio connections, high definition monitors to display presentations that portable computers can connect to, laptops and wireless microphones with amplified audio systems)

1.3.9 Provide a room with space for up to 50 tables for community partners

1.3.10 Contractor shall provide shuttle rides to and from the airport to the hotel, according to a schedule approved by the government in Annex D.

1.3.11 Provide storage, and handling for shipped packages/boxes or containers required by the Government to support the event.

1.3.12 Bulk Copying service will NOT be required.

1.4 Scope: The Government is anticipating 800 attendees for both events. For Event 1, attendees will arrive on 15 March 2016 to check-in to the hotel and register for the event. Advance party members will arrive on 11 March 2016, with the remaining staff arriving on 13 March 2016. Attendees and the majority of the staff will depart on 17 March 2016. For Event 2, attendees will arrive on 12 July 2016 to check-in to the hotel and register for the event. Advance party members will arrive on 9 July 2016, with the remaining staff arriving on 10 July 2016. Attendees and the majority of the staff will depart on 18 July2016.

1.4.1 The Hotel shall offer the following: lighted parking lot, small gift shop, an exercise room, full-service restaurant or food court, elevators for access to other than the ground floor, valet, laundry, vending, and ice machines. Restricted Access afterhours, such as key cards used as a security measure to enter the hotel. At a minimum, individual lodging rooms shall be equipped with the following: television with remote and telephone. 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 event venue shall have easy and inexpensive public transportation. The Contractor shall provide an on-site representative from the time the advance party arrives on the Tuesday until conclusion of the event when the rear party leaves on the Monday and departure of the Government’s event staff.

1.4.2 From 3:00 p.m. on Tuesday through 2:00 p.m. on Monday, a government staff operations room shall be established with internet connectivity for up to 20 staff members. A Yellow Ribbon registration desk shall be setup to accept registration from event participants on Friday, beginning at 7 a.m. and concluding at midnight, preferably in the lobby of the lodging facility or in proximity to the lodging facility’s registration desk.

There will be a yellow ribbon reception held on Friday evening from 6:00 p.m. to 8:00 p.m. on the event participants’ day of arrival. The first formal program event will begin at 6 a.m. on Saturday. The programs will start at 8:00 a.m. and end NLT 5 p.m. The programs will consist of up to 3 general sessions for all attendees as well as 15-17 breakout rooms for 70 - 90 to 150 attendees each for small group training sessions.

There will also be a child and youth program provided on Saturday and Sunday. On Sunday, the last event day, programs will consist of general sessions again that will begin at 8:15 a.m. and end at 9:00 a.m., and breakout sessions that shall begin at 9:00 a.m. and end by 2:00 p.m. with attendees traveling. Event participants will commence travel home Sunday afternoon and evening. Lodging shall be provided under government contract for attendees and staff. Space for up to 50 Community Partners to be located in an area adjacent to the General Session room; they shall make their own sleeping room arrangements. The following meals shall be required in accordance with Annex B; Friday; – dinner, Saturday – breakfast and lunch, and Sunday – breakfast and lunch.

1.5 Period of Performance: The period of performance is from 8-14 March 2016.

Location: Dallas, TX (contractor’s site identified in their proposal)

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). 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 only tenders for acceptance those items or services that conform to the requirements of this contract. A copy of the contractor’s quality control plan shall be provided to the Contracting Officer upon request after contract award.

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: This is a Firm Fixed Price (FFP) Contract

1.6.5 Security Requirements: The contractor shall provide room lockout keys for logistics storage area, staff operations room, logistics storage room to secure pilferable items.

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 following Government personnel are considered key personnel by the government: , 63d RSC Chief of Well Being Division and Chief of Program and Services. 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 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:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AOR Area of Responsibility AR Army Regulation BASOPS Base Operations CAP Corrective Action Plan CDR Contract Discrepancy Report CFR Code of Federal Regulations CMR Contract Manpower Reporting CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation FSC Federal Service Code FY Fiscal Year GFP Government Furnished Property HIPAA Health Insurance Portability and Accountability Act of 1996

IAW In accordance with KO Contracting Officer MFLC Military Family Life Consultant NLT No later than OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) OFT Operations, Functional, Training ODC Other Direct Costs PDHRA Post Deployment Health Reassessment PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control QCP Quality Control Plan RSC Regional Support Command TE Technical Exhibit UIC Unit Identification Code

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 Program (YRP) Training Event that include lodging, meeting space, meals, audio/visual, child and youth care services, parking and transportation. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, internet service 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 total room count by 72 hrs prior to the performance start date and will cancel NLT one day prior to the event start, which is Friday. The Government shall only pay for rooms used. See the following annexes for further specific task details:

5.1.1 Lodging and Meeting Rooms: The Contractor shall provide lodging for Staff and Attendees for this Yellow Ribbon Program (YRP) Training 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 is 440 rooms for an estimated total of 6 night stays; broken down as follows.

5.1.1.1 The contractor shall provide rooms for attendees: 800 estimated attendees will need lodging for a total of 2 nights, Friday and Saturday for both events (assumption: 1 room per family unless extenuating circumstances exists. Estimated room total for attendees is 400 for Friday and Saturday per event. Attendee rooms under contract for 2 nights = 800 night stays per event. 10% attrition rate shall apply.

5.1.1.2 The contractor shall provide rooms for staff – 5 nights: 2 estimated Staff members will need lodging for 5 nights (2 staff x 5 nights = 10 nights) starting on Tuesday. 38 estimated Staff members will need lodging for 4 nights (38 staff x 4 nights = 152 nights) starting on Wednesday. The contractor shall provide – 1 night: 10 additional sleeping rooms for personnel with flight delays or staff members who require lodging (10 personnel x 1 night = 10 nights) starting on Sunday. 10% attrition rate shall apply.

5.1.1.3 Security: The Hotel shall be in low crime area. Contractor shall limit conference area entries to outsiders during the event.

5.1.1.4 General: The contractor shall allow no onsite hotel renovations or other activities that will interfere with this event.

5.1.2 Meeting Rooms: Contractor shall provide meeting rooms for 1 General Session room, 1 boardroom, 15-17 breakout session rooms, 1 Admin/Operations room, 8 - 10 child and youth programs rooms, 4-6 counseling rooms, 2 consultation rooms, reception room, registration area, concierge area and staff room for both events. 10% attrition rate shall apply for rooms not used.

5.1.2.1 The contractor shall Provide one (1) Reception Room available Friday Evening from 6:00 p.m. to 8:00 p.m. for a “Yellow Ribbon Program Reception” capable of holding 600 (participants and staff) personnel, with crescent style tables seating 600 persons with 6-8 persons per table (If needed we will adjust seating numbers once on site).

Space for only 600 instead of 840 is required due to attendees traveling and not all of them will make it by 6:00 pm and staff will be in other areas to support attendees so they will not all be in the reception at the same time. This room must contain an elevated stage, no smaller than 24 ft (length) x 10 ft (width) x 32 inches (height), with pipes and draping background along the front wall. The reception room must be equipped with one (1) podium, one (1) wireless and/or local area network (LAN) internet access for computer laptop connectivity to the room projector screens and sound system, two (2) six foot table skirted/dressed with two (2) chairs (for A/V setup), and one

(1) American Flag with pole and stand.

5.1.2.2 The contractor shall Provide one (1) General Session room capable of holding 900 personnel (participants, staff, community partners and instructors). This room must contain an elevated stage, no smaller than 24 ft (length) x 10 ft (width) x 32 inches (height), with pipes and draping background along the front wall. Contractor must be prepared to provide any additional staging items upon request for presentations (such as: couch, coffee table, décor for skits, etc.). The general session room must be equipped with one (1) podium, one(1) wireless and/or local area network (LAN) internet access for computer laptop connectivity to the room projector screens and sound system, two (2) six foot table skirted/dressed with two (2) chairs (for A/V setup), and one

(1) American Flag with pole and stand from Saturday at 6:00 a.m. to Sunday at 1:00 p.m.

5.1.2.3 The contractor shall Provide fifteen (15) to seventeen (17) Breakout Rooms:

Five (5) Break-out rooms must be capable of holding 90+ personnel seated theatre style plus AV equipment and seven (7) to nine (9) must be capable of holding between 70-90 personnel seated theatre style plus AV equipment. Three (3) break-out rooms must be capable of holding 150+ personnel seated rounds style plus AV equipment. AV equipment includes items such as space for screen, projector, speakers, etc. All fifteen

(15) to seventeen (17) break-out rooms must be equipped with one (1) podium, one (1) six foot table skirted/dressed, at the back of the room, and one (1) house phone with capability to call any in-house number from Saturday 6:00 a.m. to 8:00 p.m. and again on Sunday 7:00 a.m. to 12:00 p.m. 10% attrition rate shall apply for rooms not used.

5.1.2.4 The contractor shall provide between four (4) to six (6) Counseling Rooms, ideally must be in the same general areas, as well as in close proximity to the breakout rooms. These rooms are used for counseling; sleeping rooms are not acceptable for counseling purposes. The room will consist of the following items per-room per-day;

three (3) comfortable/lounge chairs, one (1) table, skirted/dressed, two (2) boxes of tissues, sufficient lighting and appropriate décor, one (1) house phone with capability to call any in-house number, one (1) pitcher of water with cups (to be refreshed as needed). Saturday from 7:00 a.m. to 5:00 p.m. and again on Sunday 7:00 a.m. to 12:00 p.m. for both events. 10% attrition rate shall apply for rooms not used.

5.1.2.5 The contractor shall Provide two (2) Consultation Rooms; ideally must be in the same general areas, as well as in close proximity to the breakout rooms. The room will consist of the following items per-room per-day; one (1) chair, one (1) table skirted/dressed, one (1) hotel phone capable of dialing toll free numbers and any in-house room number, and one (1) pitcher of water with cups (to be refreshed as needed.

Saturday from 7:00 a.m.- 5:00 p.m. and again on Sunday 7:00 a.m. to 12:00 p.m. for both events. 10% attrition rate shall apply for rooms not used.

5.1.2.6 The contractor shall Provide one (1) Admin/Ops room to support the Yellow Ribbon YRP Training Event staff and store sensitive items. Room must accommodate 40 personnel with supplies, be able to lock, and will ideally be on same floor or adjacent to the break-out rooms. The room will consist of the following items per-day; eleven (11) six foot tables skirted/dressed with two (2) chairs per table, twelve (12) keys, fifteen (15) extension cords, fifteen (15) power strips, ten (10) small trash cans, four (4) large recycle bins, 8,000 sheets of white paper, shredder with capability to shred at least 8 pieces of paper at a time. Contractor shall provide enough pens with writing pads and water stations inside each room (to be refreshed as needed) for the appropriate amount of personnel, as well as the appropriate number of trash cans. No access to Admin/OPS Room by hotel employees shall be allowed, unless YR Staff is present, due to the type of the materials stored in this room. Room needs to be available for set-up no later than, Tuesday at 3:00 p.m. to Monday until 2:00 p.m. for both events.

5.1.2.7 The contractor shall Provide one (1) Staff meeting room capable of holding 50 personnel, set theatre style, and will ideally be on the same floor or adjacent to the break-out rooms. The room will consist of the following items per day; one (1) podium, one (1) six foot table skirted/dressed, one (1) in house phone with capability to call any in house number. Contractor shall provide enough pens with writing pads and water stations inside each room (to be refreshed as needed) for the appropriate amount of personnel, as well as the appropriate number of trash cans. Required Thursday from 8:00 a.m. to Friday at 7:00 p.m. for both events.

5.1.2.8 The contractor shall Provide one (1) Board Room capable of holding between 10-20 personnel seated boardroom style with boardroom table and will ideally be adjacent to the OPS room. The room will consist of the following items per day; 20 pens, 20 note pads, one (1) house phone with capability to call any in-house number, four (4) keys, water and cups for appropriate number of people (to be refreshed as needed). Required Wednesday 8:00 a.m. through Sunday until 9:00 p.m. for both events.

5.1.2.9 The contractor shall Provide one (1) Registration Area with storage space within the same area. Contractor shall provide use of monitor/screen in registration area, to project logo or promotional videos for the Yellow Ribbon YRP Training Event. The contractor will provide water stations and cups in area, to be refreshed as needed.

Registration location must be able to be secured when not occupied by YR Staff. The Registration area will consist of the following items per day, one (1) house phone with capability to call any in-house number, sufficient lighting, five (5) six foot tables skirted/dressed with two (2) chairs per table, ten (10) easels, ten (10) rope extensions.

Required Friday at 7:00 a.m. until Sunday to 1:00 p.m. for both events.

5.1.2.10 The contractor shall Provide one (1) Community Partner (CP) area ideally located in the vicinity of the General Session or the break-out rooms. Contractor shall provide one (1) large room capable of facilitating CP requirements. The CP area will consist of the following items; these items are in support of official participants and not for the benefit of community partners; 50 (ea) six foot tables skirted/dressed with two (2) chairs per table, ten (10) extension cords, ten (10) power strips, eight (8) small trash cans, three (3) water stations with cups (to be refreshed as needed), one (1) house phone with capability to call any in-house number. Required from Friday 12:00 p.m. until 2:00 p.m. on Sunday for both events.

5.1.2.11 The contractor shall Provide two (2) Concierge Areas visible where the YR Concierge can greet YR participants as they enter the hotel. The contractor will provide water stations and cups in area, to be refreshed as needed. The YR Concierge area will consist of the following items; two (2) six foot tables skirted/dressed with two (2) chairs per table, four (4) easels. Required Friday 8:00 a.m. to midnight for both events.

5.1.2.12 The contractor shall provide between eight (8) to ten (10) rooms to be used for child and youth activities. Rooms shall have tables and chairs to accommodate childcare and youth. All eight (8) to ten (10) rooms should be within close proximity of each other, restrooms and the main conference space. The rooms shall have 25 feet per child/youth except for the infant rooms which must have 35 feet per infant to accommodate cribs. There should be enough room space to accommodate maximum of 2 (ratio) group per breakout room, ratio grouping cannot exceed maximum group ratio child/youth numbers. 10% attrition rate shall apply for rooms not used.

5.1.2.13 The contractor shall provide separate Dining Room to seat up 840 attendees and staff members for Saturday breakfast, lunch, and Sunday breakfast and lunch, round style seating to accommodate 840 attendees and staff for both events. All meals will be served in 3 buffet lines, with double-sided access, for a total of 6 access lines.

Buffet lines must be able to accommodate a large group in a timely manner.

5.1.3 Audio Visual: Contractor shall provide audio visual equipment for General Session rooms and Breakout rooms to include screens, handheld wireless and lavaliere microphones (mics), and laptop audio connections. 10% attrition rate shall apply.

5.1.3.1 The contractor shall provide twenty-one (21) laptop computers with appropriate power cords and cables to connect to the appropriate equipment required per room.

The laptops are required as follows: two (2) laptops for Admin/Ops room, five (5) laptops for registration, one (1) laptop for the YR concierge, one (1) laptop for the YR teen classroom and one (1) for the reception/general session room. The laptops for the admin/ops room is required on Wednesday at 8 a.m. Contractor is responsible to secure the laptops at the designated locations. Eleven (11) of the computers and power cords will be required on Friday at 8 a.m. to load the YR presentations for both events.

Contractor is responsible to secure the laptops at the appropriate locations. 10% attrition rate shall apply.

5.1.3.2 The contractor shall provide in the admin/operations room, starting at 8 a.m. on Wednesday for both events, one (1) color copier/printer machine; capable of wireless printing, copying, sending /receiving faxes (at a minimum 46 pages per minute), with replacement toner cartridges, One (1) back up color printer must be available and on-site if the main printer becomes inoperable at anytime, two (2) external phone line with direct phone number to the ADMIN/OPS room and capability to call any in-house number, and Twelve (12) two-way radios that operate on the GMRS band, beginning on Friday at 7 a.m. through Sunday, 2 p.m. The contractor shall provide six (6) LAN internet connections/drops with appropriate cables and equipment, wireless internet for up to 13 wireless connections with appropriate cables and equipment, and connectivity to speakers/sound system through computer laptop or media device.

5.1.3.3 The contractor shall provide for the staff room the following items: one (1) wireless and/or local area network (LAN) internet access with appropriate cables and equipment, one (1) wireless hand held microphone, one (1) lavaliere wireless microphone, one (1) wireless slide advancer with laser pointer, one (1) projector/proxima with platform, one (1) large projector screen, and connectivity to speakers/sound system through computer laptop. Staff meeting room A/V items will begin on Thursday at 8 a.m. to Friday at 7 p.m. for both events.

5.1.3.4 The contractor shall provide in the boardroom wireless internet to accommodate 5 connections, required from Wednesday at 8 a.m. to Sunday at 9 p.m. for both events.

5.1.3.5 The contractor shall provide in the registration area an A/V package that will consist of the following items: one (1) GOBO housing unit for GOBO, seven (7) wireless and/or local area network (LAN) internet access with appropriate cables and equipment with computer laptop connectivity, one (1) black and white printer with appropriate power cords and cables to connect to a computer, required from Friday at 9 a.m. to Sunday at 12 p.m. for both events.

5.1.3.6 The contractor shall provide in the concierge area an A/V package that will consist of the following items: one (1) flat screen TV (minimum 42 inches), and one (1) computer with appropriate cables and power cords to connect to Flat screen TV required from Friday from 9 a.m. to 12 p.m. for both events.

5.1.3.7 The contractor shall provide in the Reception and General Session Rooms the following A/V requirements: room will consist of the following items each day: one (1) A/V staff personnel must be present for sound check on Friday, before the reception. A sound check must be done by 4 p.m. on Friday. Additionally, the General Session

Room will require A/V on Saturday from 6 a.m. to 10 p.m. and Sunday from 6 a.m. to 1 p.m. for both events. The contractor will provide one (1) A/V staff personnel to be present in the room during the hours of all general sessions and classes, to assist with any A/V issues. One (1) wireless and/or local area network (LAN) internet access with appropriate cables and equipment, three (3) cordless microphones, three (3) lavaliere microphones, one (1) wireless slide advancer with laser pointer, two (2) projector screens (not smaller than 15 feet x 10 feet), two (2) projectors/proximas, one (1) monitor proctor (for key note speaker), two (2) GOBO housing units with programmable LED lights, two (2) lycra/spandex (white) background screens to accommodate GOBO, up-lighting to accommodate staging, one (1) computer switchboard for projectors that will allow for a screen shot projection, and additional (external speakers) are required for music/performing. Reception A/V package will begin on Friday from 4 p.m. to 10 p.m.

General Session A/V package will begin on Saturday from 6 a.m. to Sunday at 2 p.m.

5.1.3.8 The contractor shall provide in the 15-17 Breakout Rooms, an A/V package that will consist of the following items: one (1) wireless and/or local area network (LAN) internet access with appropriate cables and equipment, one (1) wireless hand held microphone, one (1) lavaliere wireless microphone, one (1) wireless slide advancer with laser pointer, one (1) projector/proxima with platform, one (1) large projector screen, and connectivity to speakers/sound system through computer laptop. Breakout Rooms A/V package will begin on Saturday from 6 a.m. to 8 p.m. and Sunday from 6 a.m. to 12 p.m. for both events. 10% attrition rate shall apply for equipment not used.

5.1.3.9 The contractor shall provide in the YCS 7-12 CLASSROOM an A/V package that will consist of the following items each day: one (1) wireless and/or local area network (LAN) internet access with appropriate cables and equipment, one (1) wireless hand held microphone, one (1) lavaliere wireless microphone, one (1) wireless slide advancer with laser pointer, one (1) projector/proxima, one (1) large projector screen, and connectivity to speakers/sound system through computer laptop. YCS 7-12 classroom A/V package will begin on Saturday from 6 a.m. to 5 p.m. and Sunday from 7 a.m. to 12 p.m. for both events, unless otherwise specified.

5.1.3.10 The contractor shall Provide in the YCS 13-18 CLASSROOM/MOVIE ROOM:

an A/V package that will consist of one (1) DVD/Blue-Ray Player and one (1) flat screen TV (minimum 42 inches) required from Saturday at 6 a.m. to Sunday at 1 p.m. for both events.

5.1.4 ANNEX A: Child and Youth Rooming Requirements

5.1.5 ANNEX B: Catering

5.1.6 ANNEX C: Additional Support Items

5.1.7 ANNEX D: 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. 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

Child and Youth Rooming Requirements

5.1.4.26. Child and Youth Rooming Requirements

5.1.4.26.1 The Contractor shall provide eight (8) to ten (10) rooms.

Note: Each room shall have 25 feet per child/youth except for the infant rooms, it must have 35 feet per infant to accommodate cribs.

Note: Maximum Group Size per Room; 2 Ratio Groups Only Note: The contractor shall provide enough Caregivers per Child/ Care Provider Ratio and they shall be present at all times while children/youth are in each room

5.1.4.26.2 The contractor shall provide eight (8) to ten (10) rooms, with enough rooms to support child care by ratio age groupings and square feet per child/youth. Space shall allow for separation of infants (0-18 months), toddlers (19-36 months), pre-school (3-5 yrs), school age (6-12 yrs), and teens (13-18 yrs) for safety and appropriate programming.

The contractor shall ensure the childcare rooms meet the following:

All rooms shall meet fire code.

All rooms shall have a minimum of two exits from each room.

All rooms shall have Fire and Emergency Evacuation plan posted.

Designated evacuations location(s) shall be identified for childcare.

All rooms shall meets Americans with Disabilities Act (ADA) Requirements.

All Rooms shall be free from health and safety hazards o All cords shall not (e.g., electrical, window blinds) be hanging within a child’s reach.

o All furniture in room shall be secure or removed. Furniture and fixtures shall be in good repair.

o All windows or doors to balconies shall be securely shut and locked.

o All rooms electrical plugs shall be covered.

o All rooms furniture/fixtures/carpets shall be clean and sanitized.

o All rooms shall be free from lead paint and asbestos.

5.1.4.26.3 All childcare/youth rooms shall be within close proximity of each other (same floor when possible) but all shall be on adjoining floors (e.g. 6th and 7th floors) IAW AR 608-10, with access points that can be controlled. Recommend a minimum of two exits from each room be available. Restrooms need to be in close proximity to the childcare/youth rooms.

5.1.4.26.4 The contractor shall provide each room with a refrigerator, hands free trash can, trash can with lid for infant room for sanitary disposal of soiled diapers, and potable drinking water to be continuously available.

5.1.4.26.4.1 To provide medication or respond to calls from caregivers all rooms need to be within reasonable distance to Yellow Ribbon training event space.

5.1.4.26.4.2 Rooms shall allow the separation of infant/pre-toddler, toddler, preschool, school-age and youth for safety and appropriate programming.

5.1.4.26.4.3 All rooms shall accommodate 25 feet per child/youth except for the infant rooms which must have 35 feet per infant to accommodate cribs. All rooms shall accommodate a maximum of two (2) ratio group breakouts based on age grouping and space per child as indicated in the chart below.

5.1.4.26.4.4 All bathrooms and hand washing sinks are easily accessible from childcare rooms. Each bathroom shall contain a two (2) step stool so that children can properly wash hands.

5.1.4.26.4.5 The contractor shall ensure Space is available for Childcare registration and childcare daily sign in/out of children.

Age -Groups Child/ Care Provider Ratio

Square feet per Child required?

Projected # of Children Attending

0-12 months 4 children per 1 provider 35 square feet per child

Minimum Room Size 300 square feet

13-24 months 5 children per 1 provider 35 square feet per child

Minimum Room Size 350 square feet

25-35 months 7 children per 1 provider 25 square feet per child

Minimum Room Size 350 square feet

3-4 years old 10 children per 1 provider 25 square feet per child

Minimum Room Size 500 square feet

5-6 years old (Kindergarten)

12 children per 1 provider 25 square feet per child

Minimum Room Size 750 square feet

7-12 years old (1st- 6th Grade )

15 children per 1 provider 25 square feet per child

Minimum Room Size 750 square feet

13-17 years old (7th-12th Grade )

15 children per 1 provider 35 square feet per youth

Minimum Room Size 1,050 square feet

Note: Maximum Group Size per Room 2 Ratio Groups Only Note: Minimum Room Size is based on 2 Ratio Groups

5.1.4.26.5 The venue shall provide the following:

All rooms shall have telephone available for use.

All rooms shall have a snack prep area.

All rooms shall have drinking water and small cups accessible at all times.

All…