MSNG YR Event_PWS (Rev1)_240607.pdf

PWS – MSARNG Yellow Ribbon Event (July 2024) – Rev 1

PERFORMANCE WORK STATEMENT (PWS)

FOR

Mississippi Army National Guard Yellow Ribbon Reintegration Program (YRRP) Event

Revision 1 – June 7, 2024

1.0 General:

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

1.1.1. Objectives: The mission of the YRRP is to promote the well-being of National Guard and Reserve Service members and their families by connecting them with the resources throughout and beyond the deployment cycle, to be accomplished through provisions and meeting space for attendees and staff. Meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), beverages and snacks for childcare shall be provided to ensure there is a conducive learning environment/atmosphere at the event venue to support YRRP Training Event presentations and training, and to provide those government personnel and their Families attending the event with quality accommodations and identified support services.

1.2. Background: The Yellow Ribbon Reintegration Program (YRRP) provides information and activities that are offered at key stages and throughout the deployment cycle: Pre-Deployment, During Deployment (for family’s supporters), and Post-Deployment and is required in accordance with Department of Defense Instruction 1342.28.

1.3. Period of Performance (POP): The POP shall be from Friday 26 July 2024 to Sunday 28 July 2024.

1.4. General Information:

1.4.1. Place and Performance of Services: The YRRP Training Event venue must be within 50 miles of Hancock County, MS. The preferred location shall be Biloxi, MS.

1.4.2. Setup day shall be Friday, 26 July 2024 from noon until 1600. Two Yellow Ribbon registration desks shall be setup to accept registration from event participants on Saturday, beginning at 0600 preferably near the general session rooms. The event programs shall start daily at 0800 and end NLT 1700 on Sunday. The contractor shall always maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.2.1. The Government does not permit the contractor to telework in support of this requirement. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.3. Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations.

Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

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

1.4.4. Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

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

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

1.4.7. Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.8. Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract;

procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.9. Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services 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 OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO 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 KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose 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.

2.0. Definitions and Acronyms:

2.1. Definitions:

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

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

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

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

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

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

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

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

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

2.2. Acronyms:

AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager COR Contracting Officer Representative DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit YRRP Yellow Ribbon Reintegration Program

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

3.1 Property: None

3.2 Materials: None

3.3 Equipment: None

3.4 Services: The government shall have Yellow Ribbon coordinators on site to facilitate registration and logistics for general sessions.

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

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

5.0. Requirements: The contractor shall:

5.0.1. Basic Services: The contractor shall provide services to support YRRP training event that includes event space on the same floor or two floors that are directly above/below each other and are located within proximity of each other, refreshments, childcare w/snacks, and audio visual for the event.

- 1000 Attendees: 500 Service Members and 500 Family Members

- 50 Staff; 50 Supporting Staff and 100 Vendors/Providers

5.1. Meeting Rooms: The contractor shall provide 1 General Session room, 1 Registration Area, One (1) large Childcare Room w/a partition, and space for 30 vendors 6 ft tables.

5.1.1. The contractor shall provide one (1) General Session Rooms one capable of holding 1000 personnel for Saturday & Sunday 27-28 July 2024. The General Session Rooms must be set in theater style and contain an elevated stage with a podium and equipped with two (2) handheld wireless microphones with connectivity to in-house sound system with screens and projector (if built in), and wireless internet service. Refreshments such as water and coffee shall be provided to attendees throughout the duration of the event.

5.1.2. The contractor shall provide a large open hallway/common area or separate room adjacent to or proximity to General Session Space is required. Up to Thirty (30) skirted rectangular tables (preferably 6’) set with 2 chairs each, to be used vendor style. Standard wall outlets must be accessible for use. Tables are used by our Community Partners providing information on services and benefits to our service members and their families. The 30 tables will be in use only on Saturday, 27 July 2024 & Sunday, 28 July 2024, from 0600 to 1700.

5.1.3. The contractor shall provide one (1) Registration space. Location near the General Session entry area, easily accessible to attendees upon arrival and no less than two (2) skirted/dressed rectangular tables, preferably 6’, with two chairs per table with sufficient lighting. Will be used as Event Information Desk for duration of the event. Registration/Information area will be used on Saturday, 27 July 2024 & Sunday, 28 July 2024, from 0600 – 1700.

5.1.4. The contractor shall provide one (1) room large enough to accommodate up to 35 children and 8 adults w/ a partition for children ages 0-5 for use as playtime, changing station and naptime. The childcare room will host childcare for children ages 0-9. Room must be an enclosed and indoor room that must comfortably accommodate toddler play, and tables with seating for activities and snacks, with water service and within proximity of restrooms w/changing tables. Childcare Activity room will be used: Saturday, 27 July 2024 & Sunday, 28 July 2024, from 0700 - 1700.

5.2. Audio Visual: Contractor shall provide audio visual equipment for General Session Room to include podium, handheld wireless microphones, screens, stage, AV/carts/tables, A/V connections to in-house sound and projector (if built in), technical support for AV equipment and wireless internet service. Costs quoted will determine our decision to rent equipment or provide our own. This need is for the General Session only. A sound check with audio visual equipment shall be on set-up day, Friday, 26 July 2024; between noon – 1600. Audio Visual Equipment shall be set-up and ready for use from 0600 – 1700 on Saturday, 27 July 2024, and from 0600 - 1700 on Sunday, 28 July 2024. The contractor shall provide up to two (2) technicians to monitor and assist with audiovisual systems during the event on Saturday, 27 July 2024, and Sunday, 28 July 2024. The technicians will ensure that all audio-visual requirements are working properly during the event. Should we provide our own equipment, the Government requests AV Freedom and will be permitted to connect its equipment to the contractor’s electrical outlets, house sound and AV connections within the facility and for the duration of the event with no additional cost to the government for use of contractor’s electrical power service.

5.2.1. General Session Rooms A/V Needs:

2 large screens (all audience must be able to see clearly) 2 projectors HDMI connector for laptop Audio port for laptop connection 2 wireless microphones (handheld) Elevated stage

5.3. Parking: The contractor shall provide parking for no less than 700 vehicles for the duration of the event on Saturday, 27 July 2024 and Sunday, 28 July 2024 from 0600 until 1700.

5.4. Childcare Requirements:

5.4.1. Description of Services: The contractor will provide all personnel, equipment, and supplies to supervise and care for children ages 0-9. The children in attendance for the YRRP event is 35 Children on Saturday, 27 July 2024 and Sunday, 28 July 2024 from 0700 - 1700.

5.4.1.1. Child and Youth Requirements:

• Large room w/a partition shall be provided (See 5.4.3)

• The contractor shall provide enough Caregivers per Child/Care Provider Ratio and they will be always present while children are in each room

• The contractor shall provide enough child safe toys and supplies to keep age 0-9 children involved/entertained for the entire event

• Actively interact with children, facilitate activities and engage in play

• Implement activity plans and adhere to program schedule

• Follow activity plans and lead activities.

• Do not use any type of physical discipline toward any child at any time.

• Do not withhold water, sleep, play or use of bathroom from children at any time.

• Ensure Infants are placed on their backs to sleep

• All toys/games/dolls/puzzles will be cleaned, sanitized, and age appropriate

• No photographs or video of children in care will be taken by the childcare provider staff

5.4.1.2. The venue will provide the following:

All rooms will always have drinking water and small cups accessible.

All rooms will have a hands-free, covered trash can available for use.

The Childcare room (ages 0-9) will have a refrigeration unit easily accessible.

5.4.1.3. The contractor shall provide adequately trained personnel for estimated children requiring care and youth supervision. Government must have the capability to add or subtract children 72 hours prior to the Event. Government will pay for the “minimum final number” of children which will be established 72 hours prior to the Yellow Ribbon Reintegration Program (YRRP) Training Event. The Government will pay for the “minimum final number” even if fewer children actually attend. Government will provide an update of the children registrations two weeks prior to the event until the final update 72 hours prior to the Yellow Ribbon Program (YRP) Training Event.

5.4.1.4. The childcare provider will have these minimum Qualifications:

• Must be 18 years of age or older.

• Must have a minimum of six months of childcare experience.

• Must have a comprehensive background check including fingerprints. Completed all the state and national license training requirements for the state in which the services are performed.

• Pediatric first aid and CPR certification.

• Must be able to lift a 40lb. child safely and without straining, bend, and sit on floor.

• Must be in compliance with all applicable Army Regulations regarding childcare services e.g., AR 608-10 and FAR 37.103 (d).

5.4.2. Registration, Health and Safety

5.4.2.1. Contractor shall ensure staff is available Saturday, 27 July 2024 and Sunday, 28 July 2024 from 0700 CDT to 1700 CDT. The contractor will ensure staff is prepared for registration, (forms to include documenting medical conditions, dietary restrictions, special needs, parental contact information, etc.). For the safety of the children, a numbered bracelet or nametag should be issued to the child at the time of check in. This information will be obtained from parent or legal guardian at time of pre- registration or initial drop off. Childcare contractor will include safety and child accountability procedures (copy of documentation to be provided with proposal). Children will be accounted for at all times.

5.4.2.2. All children in care will have a registration form on file with the contractor that includes parents’/legal guardian emergency contact information and child’s allergies or other serious medical conditions. Contractor will implement a sign-in/sign-out procedure. Each child will be signed in/signed-out of childcare rooms by the child’s parent or legal guardian. The parent or guardian must sign-in his/her child upon arrival and sign his/her child out upon departure at the end of the day. Childcare providers will document time of departure and time of return when taking children to the restroom.

5.4.2.3. Have a first-aid kit readily accessible.

5.4.2.4. The Contractor will immediately inform the parent(s)/guardian(s) of the child(ren) and Government POC upon injury or illness of the identified child(ren).

5.4.2.5. The Contractor will ensure the staff has examined all toys to ensure they are age appropriate and safe. Toys will be free of straps and small pieces that could cause strangulation and/or choking hazards (i.e. toy guitar straps, small game board pieces, etc.). The Government POC will inspect the toys upon arrival of the contracted childcare. Toys deeming to pose safety issues will be removed from the area of small children and returned to the childcare staff at the end of the event.

5.4.2.6. Contractor shall practice universal health precautions: disposable latex or non- porous vinyl gloves are worn when in contact with blood, including blood in feces, and articles contaminated with blood are carefully disposed of, or cleaned and disposed of, or cleaned and disinfected, or wrapped in plastic and sent home with parents.

5.4.2.7. The Contractor shall perform general clean-up and pack-up procedures. The room/rooms and equipment will be cleaned by the state and federal regulations for childcare facilities. The contractor will ensure that at completion of the event, the room/rooms are left in the same condition as they were accepted from the venue staff.

5.4.2.8. Contractor shall not give any medications including over-the-counter medication; all medication must be administered by parents. Parents will keep medication with them away from the childcare area. Parents are responsible for medication administration to include rescue medication.

5.4.3. Child and Youth Rooming Requirements:

5.4.3.1. The contractor shall provide 1 large room w/a partition for children ages 0-5, with enough rooms to support childcare by ratio age groupings and square feet per child/youth. Space will allow for separation of children ages 0-5 and youth 6-9 for safety and appropriate programming.

5.4.3.2. The contractor shall ensure the childcare rooms meet the following:

5.4.3.2.1. All rooms will meet fire code.

5.4.3.2.2. Designated evacuation location(s) will be identified for childcare.

5.4.3.2.3. All rooms will meet Americans with Disabilities Act (ADA) Requirements.

5.4.3.2.4. All Rooms will be free from health and safety hazards.

5.4.3.2.4.1. All cords will not (e.g., electrical, window blinds) be hanging within a child’s reach.

5.4.3.2.4.2. All furniture in room will be secure or removed. Furniture and fixtures will be in good repair.

5.4.3.2.4.3. All windows or doors to balconies will be securely shut and locked.

5.4.3.2.4.4. All rooms’ furniture/fixtures/carpets will be clean and sanitized.

5.4.3.2.4.5. All rooms will be free from lead paint and asbestos.

5.4.3.2.5. All childcare/youth rooms will be within close proximity of each other (same floor when possible) but all will 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 near the childcare/youth rooms.

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

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

5.4.3.2.8. Rooms will allow the separation of infant/pre-toddler and youth for safety.

5.4.3.2.9. All bathrooms and hand washing sinks are easily accessible from childcare rooms.

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance

Objective Performance Standard Acceptable Quality

Levels (AQL) Surveillance Method / By

Whom 5.1, 5.2, & 5.3 Provide Event Space, Audio

Visual Support and Parking

The contractor shall provide event space, audio visual support and parking as identified in the PWS.

No less than 98% compliance with the

PWS.

Random monitoring /

COR

5.4 Provide

Childcare Services

The contractor shall provide qualified childcare services and snacks for approximately 35 children up to age 9 as defined in the

PWS.

No less than 98% compliance with the

PWS.

Random monitoring /

COR