Yellow Ribbon Event 3665 EOD PWS.docx

PERFORMANCE WORK STATEMENT (PWS) FOR

Yellow Ribbon Event, Las Vegas NV March 9, 2025

PART I: GENERAL INFORMATION

1. Introduction The Nevada National Guard has a requirement for conference room meeting space and banquet meals to facilitate a Yellow Ribbon Event, on Sunday, March 9, 2025. The facility will accommodate a dining and training space for approximately 50 Nevada National Guard Service Members, Spouse/Significant Other in Las Vegas.

1.1 Scope

The contractor shall provide adequate conference space, plated/buffet breakfast, plated lunch, refreshments, tables and chairs, A/V support equipment, restrooms, team building exercise or access to pool (if available) and parking necessary to meet criteria defined in this Performance Work Statement (PWS) to hold a Yellow Ribbon Event.

1.2 Background

Authorized by the National Defense Authorization Act of 2008, the Department of Defense (DoD) Yellow Ribbon Reintegration Program (YRRP) will provide National Guard and Reserve Members and their Families with information, services, referral and proactive outreach opportunities throughout the entire deployment cycle: Pre-Deployment, Deployment, Demobilization and Post-Deployment-Reconstitution. It is the intent of the National Guard Bureau to establish a DoD YRRP that provides a continuum of support and high standard of care for the Army and Air National Guard members and their Families.

1.3 Period of Performance (PoP)

The Yellow Ribbon Event shall take place on Sunday, March 9, 2025.

1.4 Place of Performance

Performance shall be at a venue with a Three Diamond Hotel minimum rating within a 25-mile radius of the Las Vegas area.

1.5 Hours of Operation

The contractor shall provide a ballroom/training space from approximately 7:00 am to 6:00 pm Pacific Time on Sunday March 9, 2025.

PART II: GENERAL REQUIREMENTS

2. This section describes general requirements for the Yellow Ribbon Event, Las Vegas.

2.1 The Contractor shall ensure compliance of the following during the event:

2.1.1 The Contractor must provide an on-site representative at the venue during the event (event coordinator). Venue staff shall either carry proper identification or wear clothing with venue logo which identifies them as staff for the venue at all times during the event.

2.1.2 All contractor food service employees must have the required training and food handler’s permits in accordance with location regulations, on file and available for review during the event.

2.1.3 Contractor shall have clear standard emergency evacuation notices posted in all conference rooms.

2.1.4 Contractor shall provide a facility site map/layout that includes floor plans of conference room(s).

2.1.5 Contractor shall provide access to facility for support staff during the week prior to the event for a walk through. This will be to plan/coordinate outside resources (pop-up tables, extension cords, etc.) that the support staff plans to bring.

PART III: PERFORMANCE REQUIREMENTS

3. Specific Tasks and Work Requirements The contractor shall perform the following tasks to deliver the required services. The contractor shall meet these specifications to demonstrate its technical, operational, and administrative expertise in support of the Nevada National Guard Yellow Ribbon Reintegration Program objectives.

3.1 Event Setting

3.1.1 Contractor shall provide conference space that is conducive to safety and learning.

3.1.2 Venue location shall be within a 20 mile radius of the Las Vegas area non-gaming and meet a minimum rating of Three Stars.

3.1.3 Onsite parking for all Event attendees and support staff, shall be provided.

3.1.4 Location shall be approximately 10 miles from a hospital or emergency room.

3.1.5 The contractor shall provide all conference/training area locations. All costs or fees required to access conference/training locations shall be included in the purchase price.

3.1.6 A deposit for the conference room and meals cannot be required.

3.2 Conference/Meeting Services: These requirements are for the duration of the Event.

3.2.1 Three (3) conference rooms. One main conference space to accommodate up to 50 guests to be used for general training sessions and meals. Two break-out rooms to accommodate up to 25 guests to be used for training/breakout sessions.

3.2.2 Conference room space must be size appropriate for personnel to move around freely from the tables and chairs.

3.2.3 Set-up round tables with chairs of 6 per table in each conference room.

3.2.4 A/V Equipment

3.2.4.1 All three conference rooms must be equipped with a podium, mic, speakers, projector, and screen. The main conference room will need an elevated stage. Additionally, each room must include a 25 ft extension cord, grounded power strip, Wi-Fi accessibility, and HDMI cable.

3.2.5 The contractor shall provide beverage service to the conference space, to include ice water, and coffee throughout the event.

3.3 Meals

The Contractor with NV ARNG cannot charge an explicit or implicit Food and Beverage Minimum charge for the event.

3.3.1 Buffet style or plated breakfast, snack bar provided during breaks (10:00 am and 2:00 pm) and lunch shall be provided by the contractor on Sunday, March 9, 2025.

3.3.2 A full breakfast to include: Eggs; multiple meat selections; pancakes, waffles or biscuits; fruit selections; cereal; selection of beverages to include coffee, tea, hot and iced water, juice, milk, etc.

3.3.2 A plated lunch meal to include: choice of 3 main entrée selections; 2 side dishes (potato or rice and vegetable), choice of salads with selection of dressings and condiments; breads; selection of beverages to include coffee, tea, hot and iced water, juice, etc. The main entrée selection(s) will be selected by the Government prior to the event.

3.3.3 Meal options must be available for vegan, gluten and dairy-free.

3.3.4 Contractor shall ensure that both meals have enough food for 50 adults.

3.3.5 All standard serving dishes, plates/glasses, utensils and linens shall be provided by the contractor.

3.3.6 Beverage service (see 3.2.5) must be available for the duration of the Event.

3.4 Room Block

3.4.1 Courtesy block five (5) hotel rooms, the rooms will be paid for using Government Travel Cards. Room rates will be included in the price evaluation of offers, but no financially obligated to in the purchase order. Rooms will be held at a minimum of ten days prior to the event. The individual travelers are required to contact the venue to reserve a room(s) and provide their own form of payment. Travelers are responsible for the room charge and any additional incurred expenses, including but not limited incidental charges, internet access, room service, etc.

3.4.2 Lodging shall not exceed the Government Service Administration per diem rate and include the overnight parking and other required fees if applicable. Day parking on March 9, 2025, to attend the event shall be included in the inclusive event pricing under this purchase order, not charged to the individual traveler.

3.4.3 Contractor will provide luggage storage services to travelers checking out Monday March 10, 2025.

3.4.4 The night of stay will be Sunday March 9, 2025.

PART IV: SPECIAL REQUIREMENTS

4. This section describes general requirements for the Yellow Ribbon Event, Las Vegas.

4.1. Food Handlers Permit. At a minimum, all food servers and kitchen staff must possess and maintain a current food handler’s permit, in accordance with their local regulations. Copies of these permits must be onsite and available for review during the duration of the Event.

4.2 Food Service license. At a minimum, the contractor will hold and maintain a valid food service license, in accordance with their local regulations. Copies of these licenses must be onsite and available for review during the duration of the Event.

4.3 Business license. At a minimum, the contractor will hold and maintain a valid business and operator’s license, in accordance with their local regulations. A copy of this license/s must be onsite and available for review during the duration of the Event.

4.4 Compliance. The contractor shall comply with all federal, state and local laws, codes and regulations applicable to his/her performance under this contract and shall be solely responsible for all costs associated with said compliance. Any and all licenses associated with the Contractor and the location must be available for the duration of the event and provided upon request of the Government Point of Contact.

4.5 Location shall be approximately 10 miles from a hospital or emergency room.

4.6 Meal Rates. The rate shall be tax exempt.

PART V: SAFETY AND SECURITY

5. This section describes the security and safety for the Yellow Ribbon Event. The following sub-section provide details of various considerations for this event.

5.1 Safety

Contractor Compliance: The contractor and its subcontractors shall comply with Public Law 91-596 (Occupational Safety and Health Act (OSHA)). This requirement shall be incorporated into the contractor’s safety and health program. The Department of Defense (DOD) participates in the OSHA Voluntary Protection Program (VPP).

PART VI: QUALITY

6. Quality Assurance Surveillance Plan (QASP) The Government shall monitor the Contractor’s performance under this Purchase Order in accordance with the Government’s QASP for Acceptable Quality Level for performance (see Appendix 1).

PART VII: DELIVERABLES

procedures All rooms to have Emergency Evacuation Procedures posted.

4.1 4.2 4.3 4.4

location Provide a google map of the hotel proximity to a hospital and/or emergency room.

Appendix 1 Performance Requirements Summary This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Acceptable Quality Levels (AQLs)

March 9, 2025

AQL: 100%

How: Provided in proposal

Who: GOV POC

within the Las Vegas Area How: Provided in proposal

AQL: 100%

How: Provided in proposal

AQL: 100%

How: Provided in proposal

How: Provided in proposal

How: Inspected by YRRP

Who: Child & Youth Program Coordinator (CYPC)

How: Inspected by YRRP

Who: CYPC

How: Inspected by YRRP

Who: CYPC

and food limitations How: Provided in proposal

Substitutions

4.1 4.2

4.3 4.4

AQL: 100%

AQL: 100%

How: Provided in proposal