PWS_Yellow_Ribbon_Las_Cruces.pdf

NMARNG PRE-DEPLOYMENT YELLOW RIBBON EVENT

Delta Infantry Co & 613th Forward Support Company

Las Cruces, NM

Description of Services: NON-PERSONAL SERVICES: Contractor shall provide display area, meeting rooms, audio & visual equipment, and catered meals on Sunday 11 August 2019. All services shall be provided for the New Mexico Army National Guard (NMARNG) Yellow Ribbon Reintegration Program (YRRP). Contractor will make available sleeping rooms not to exceed the GSA approved daily rate for participants to make direct reservations, these rates can be found at the following website:

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup/?action=perdiems_report&state=NM&fiscal_year=2019&zip=&city=las%20cruces

Services are to be provided at location in the Las Cruces, New Mexico area that will enhance opportunities for service members to have access to and focus on the Yellow Ribbon Curriculum. Projected driving distance, to the location, should not exceed 30 miles from New Mexico Army National Guard Las Cruces Readiness Center, NM. Google maps will be utilized to calculate distances, the end point used will be 249 N Armory Rd, Las Cruces, New Mexico, 88007 and the shortest distance will be used. The location should enhance the operational need for mission readiness to military service members. The environment will provide service members the opportunity to focus on training objectives, engage with one another, as well as service providers for networking.

General assembly room: Round tables for 250 people must be reserved for Sunday 11 August from 07:00 a.m. until 5:00 p.m.

Break-out rooms:

o Four adult break-out rooms Sunday 7:00 a.m. – 5:00 p.m.

o One toddler and child break-out room (for toddlers 0 years to 6 years old)

Sunday 7:00 a.m. to 5:00 p.m.

o One older youth room (for youth 7 years to 18 years old) Saturday 7:00 a.m.

to 5:00 p.m.

The Government will not pay and is not liable for any additional meals over the final number given to the hotel prior to the event.

1.0 Facility & equipment requirements:

1.1- General Session Room:

Two Registration tables and six chairs outside general session room ready by 7:00 a.m.

and available until 5 p.m. 11 August 2019

General Session Room set with 25 round tables of 10 for 250 people from 7:00 a.m. to 5:00 p.m. on Sunday, 11 August 2019.

Setup :

o Podium at front of room.

o A/V Power cart, power supply, sound connection, internet access and screen.

Chair at AV table. Venue will provide, extension cord, surge protector, projector, audio of two speakers, and two microphones. NMARNG will provide own computer.

Water available throughout day in general session area.

1.2- Breakout rooms – 6 total.

Adult: Four (4) Break-out Rooms set up class room style with 50 chairs each, a podium or small work table at the front. A/V Power cart, power supply, sound connection, internet access, projectors and screens. NMARNG will provide its own lap top computers. Rooms available Sunday, from 7:00 a.m. until 5:00 p.m.

Toddler & Youth Room: One (1) room available from 7:00 a.m. until 5:00 p.m.

o Three rectangular tables or three round tables with 20 chairs in room. Two large trash cans. Water station available throughout the day.

Older Youth Room: One (1) room available from 7:00 a.m. until 5:00 p.m.

o Four rectangular or round tables and 25 chairs in room. Internet connectivity and screen. Water station available throughout the day.

1.3- Provider display area

Twenty (20) Display Tables, each with two (2) chairs on Sunday, 11 August .2019. Set up in the foyer area near General Session Room.

Set up and ready by 7:00 a.m. until 5:00 p.m., Sunday, 11 August 2019.

1.4 – Additional items requested by individuals. The Government will not reimburse the contractor and is not liable for any additional items requested by individuals at the event such as room service for sleeping rooms, coffee or snack items. Any such requests must be paid by the requestor.

1.5- Audio Visual

Audio-visual for the General Assembly Room for the Yellow Ribbon Program will include power, internet access, two wireless microphones, screen, sound and connections as well as staff for assistance if required. The venue will supply the projector(s).

NMARNG will supply their own computer.

Audio-visual for the 4 adult break out rooms will include screens, power carts, internet access and projectors. The Government (NMARNG) will supply their own lap top computers for use in all break-out rooms.

Audio-visual for the Older Youth Room will include power, internet access, and screen.

Venue will provide the projector(s) for this room.

2.0 - Meals:

The venue shall provide two catered meals and also include light refreshments for two breaks as follows:

Sunday, 11 August:

8:00 a.m. -9:00 a.m.

Breakfast Buffet for 250 people.

Meal must include: Eggs, potatoes, bacon or sausage, bread, fresh fruit, coffee, tea, juice & water.

12:00-1:00 p.m.

Lunch meal for 250 people, served buffet style. Out of 250 total, appropriate food for children & youth will be provided in the children and youth room.

Meal must include: Lunch entrée (e.g. taco bar with beef and chicken options, rice, beans and salad; salsa and chips), sides (e.g. chips, salad), coffee, iced tea & water.

Break #1: Approximately 10:30 a.m.

Light refreshments to include coffee, tea, pastry or fruit.

Break #2: Approximately 2:30 p.m.

Light refreshments to include tea, lemonade, cookies, chips or similar.

The Government will not pay and is not liable for any additional meals over the number given to the hotel prior to the event.

3.0 Parking

Parking must be available at all times for 125 vehicles and must be available one hour prior to the event start time.

4.0 Room Block for Reservations by Participants

Contractor will make available sleeping rooms not to exceed the GSA approved daily rate for participants to make direct reservations and pay for with their personal credit cards. Estimated number of required rooms is 55 for those families that are traveling 150 miles or more. Those families will require a one night stay and will be checking in on 10 August 2019 and checking out 11 August 2019. Any rooms not reserved by 6 p.m. on 8 August 2019 may be released.

Rooms will be cleaned to industry standards before arrival. Each room must have double occupancy if available.

5.0 Checklist:

Task 1: Pre-event walk through prior to 1 p.m. on 8 August 2019 to observe facility lay-out and determine location of contracted spaces.

Performance Standard: Facility and staff available at mutually agreed upon time for walk through.

Acceptable Quality Levels (AQL). Walk through must take place not that than 1:00 PM on 8 August 2019

Surveillance Method/By Whom: On-site visit prior at contracted facility and Government Point of Contact (POC)

Task 2: Determine that equipment is provided as specified in this PWS.

Performance Standard: Equipment is in place and in proper working order in accordance with the schedules provided in contract.

Acceptable Quality Levels (AQL): Equipment in place on time and in working order 95% of the time.

Surveillance Method/By Whom: On site visit day of event at contracted facility by Government POC.

Task 3: Determine that meals and beverages are provided in accordance with the PWS times, quantity and quality.

Performance Standard: Meals and beverages are prepared and provided on time as specified in the PWS.

Acceptable Quality Level: Meals and beverages served/available on time with quantity, quality, and time 95 % of the time.

Surveillance Method/By Whom: On site observation and taste testing each day of Event by Government POC.

Task 4: Contractor staff representatives are professional in appearance, welcoming and respectful to event participants.

Performance Standard: Staff meet the standard described in this task.

Acceptable Quality Level: Staff representatives are professional in appearance, welcoming and respectful to all participants of the event 95% of the time.

Surveillance Method/By Whom: On site observation each day of event by

Task 5: Parking available for 125 vehicles 11 August 2019 from 6:00 a.m. to 5:00 p.m.

Performance Standard: Parking shall be available for 125 vehicles during the performance of this PWS.

Acceptable Quality Levels (AQL): Parking is available for 125 vehicles 100% of the time during the performance of this contract.

Surveillance Method/By Whom: On site observation each day of event by

Task 6: Contractor will make available an estimated 55 sleeping rooms not to exceed the GSA approved daily rate for participants to make direct reservations for those families who live over the 150 mile radius will be checking in for the night of 10 August 2019. Any rooms not reserved by 6 p.m. 8 August 2019 may be released from room block.

Performance Standard: Rooms available for participant reservations and payment for check in 3 p.m. 10 August 2019 and check-out NLT 12:00 p.m. 11 August 2019, for those families that live over the 150 mile radius. Rooms not reserved by 6 p.m. 8 August 2019 will be released from Room Block.

Acceptable Quality Levels (AQL): Rooms available for reservation up to 6 p.m. 8 August 2019 and available for occupancy 100% of time between check in and check out dates.

Surveillance Method/By Whom: On site observation each day of reservation block by

Task 7: Complete Contractor Manpower Reporting (CMR)

Performance Standard: Complete the CMR in accordance with paragraph 3 of the PWS.

Acceptable Quality Levels (AQL). The CMR shall be submitted as soon as possible

(ASAP).

Surveillance Method/By Whom: By the Contracting Officer (KO)

END PERFORMANCE WORK STATEMENT

Quality Assurance Surveillance Plan

Task Number Task

Performance Standard

Acceptable Quality Level

(AQL)

Surveillance Method/By Whom Result

Task 1

Pre-event walk through not later than 1 p.m. on 8 August to observe facility lay-out and determine location of contracted spaces.

Facility and staff available at mutually agreed upon time for walk though.

Walk through must take place not later than

1:00 PM 8

August 2019

On-site visit prior at contracted facility and Government Point of Contact (POC)

Task 2

Determine that equipment is provided as specified in this PWS

Equipment is in place and in proper working order in accordance with the schedules provided in contract

Equipment in place on time and in working order 95% of the time.

On site visit day of event at contracted facility by Government

POC.

Task 3

Determine that meals and beverages are provided in accordance with the contracted times, quantity and quality.

Meals and beverages are prepared and provided on time as specified in the

PWS.

Meals and beverages served/availabl e on time with quantity, quality, and time 95% of the time.

On site observation and taste testing each day of Event by Government

POC.

Task 4

Contractor staff representat ives are profession al in appearance welcoming and respectful to event participant s.

Staff meet standard described in this task.

Staff representatives are professional in appearance, welcoming and respectful to all participants of the event 95% of the time.

On site observation each day of event by Governmen t POC.

Task 5

Parking available for 125 vehicles from 11 August 2019 from 7:00 a.m. to 5:00 p.m.

Parking shall be available for 125 vehicles during the performance of this

PWS.

Parking is available for 125 vehicles 100% of the time during the performance of this contract.

On site observation day of event by Governmen t POC

Task 6

Governmen t Rate Rooms available for reservation and payment by event participants

Rooms available for check-in and occupancy starting 3 p.m. on 10 August and check out NLT 12 p.m. 11 August 2019.

Rooms available 100% during time of reservations and occupancy.

On site observation

Task 7

Complete Contractor Manpower Reporting

(CMR)

Complete the CMR in accordance with paragraph 3 of the

PWS.

The CMR shall be submitted

ASAP.

By the Contracting Officer

(KO)

End Quality Assurance Surveillance Plan