Performance Work Statement 515th YR V3 DRAFT.pdf

PERFORMANCE WORK STATEMENT (PWS)

NMARNG 515th Post Deployment Yellow Ribbon

Part 1

General Information

1. General: This is a non-personal, firm fixed price (FFP) service contract to provide display area, meeting rooms, audio and visual equipment, childcare, lodging and catered meals on 3 May 2026. All services shall be provided for the New Mexico Army National Guard (NMARNG) Yellow Ribbon Reintegration Program (YRRP).

1.1 Description of Services: Services are to be provided at the location or surrounding area of Albuquerque/Rio Rancho that will enhance opportunities for Service Members to have access to and focus on the Yello Ribbon Curriculum. Contractor shall provide all necessary facilities, personnel, labor, equipment, supplies, materials, supervision, and other items and non-personal services necessary to perform YRRP Event Services as defined in the

PWS.

1.2 Objectives: The Contractor must provision for the requested number of attendees’ lodging, parking, meals, childcare and meeting space to accommodate for a one-day training event for the Post Deployment Yellow Ribbon. It is the responsibility of the contractor to ensure all requested requirements are met or exceeded. This performance shall be monitored by a representative of the J9. The contractor’s employees will abide by the regulations of the privately owned venue that is being contracted for use by the NMARNG; this includes fire, traffic, safety and security regulations.

1.3 Scope: The contractor shall provide a venue that can accommodate up to (150) attendees of the event. Projected driving distance, to the location, should not exceed 30 miles from the New Mexico National Guard Readiness Center Albuquerque, NM. Google maps will be utilized to calculate distances, end-point used will be 600 Wyoming Blvd NE Albuquerque, NM.

1.3.1 Period of Performance: May 3, 2026

1.4 Facility & Equipment Requirements:

1.4.1 General Session Room:

• General Assembly Room: Tables for 150 people must be reserved for May 3, 2026 from 07:00 a.m. until 5:00p.m.

• Two registration tables and chairs outside general session room ready by 07:00 a.m.

and available until 5 p.m. May 3, 2026

1.4.2 Setup:

• Podium in front of room

• 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 and teas available throughout the day in general session area

1.5 Breakout Rooms: Adult two (2) break out rooms set up classroom style with 40 chairs each, a podium or small work table at the front. A/V Power cart, power supply, sound connection, internet access and screen. Chair at AV table. Venue will provide extension cords, surge protector, projector, audio of two speakers, and two microphones. NMARNG will provide own computer. Breakout rooms must be private from the public eye and without any outside traffic or distraction.

Youth: One (1) child break out room (youth ages 6-18 years old) for up to twenty (20) youth.

May 3, 2026 from 07:00 a.m. until 5:00p.m. Four tables and 25 chairs in the room. Internet connectivity and screen. Water station and light refreshments appropriate for children available throughout the day May 3, 2026 from 07:00 a.m. until 5:00p.m. Breakout rooms must be private from the public eye and without any outside traffic or distraction.

Youth: One (1) child break out room (youth ages 0-6years old) for up to fifteen (15) youth.

May 3, 2026 from 07:00 a.m. until 5:00p.m. Access to an in-room bathroom or bathrooms nearby. 2 tables, a fridge, blankets and pillows, multiple pack & plays, water and snacks.

Breakout rooms must be private from the public eye and without any outside traffic or distraction.

1.6 Provider Display Area:

• Fifteen (15) display tables, each with two chairs on May 3, 2026 set up in the foyer area near general session room.

• Set up and ready by 07:00 a.m. until 5:00 p.m. May 3, 2026

1.7 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.

1.8 Audio Visual: Audio/visual for the general assembly room will include 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.

Audio visual for the two (2) break out rooms will include 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.

Audio visual for the youth room will include power supply, sound connection, internet access and screen.

Venue will provide staff assistance if needed.

1.9 Meals

1.9.1 The government will not pay and is not liable for any additional meals over the number given to the venue prior to the event. Price of all means including all service fees shall not exceed the difference of the local government per diem rate and the proportional meal rate per event location. Price will include all applicable service charges. Gratuities are not authorized. Menus will be finalized seven days prior to the event. Menus agreed upon will not exceed the proposed pricing.

1.9.2 The venue shall provide two catered meals and also include light refreshments for two breaks as follows on May 3,2026:

1.9.3 Hot Breakfast 8:00-9:00 a.m.

Buffet style to accommodate 150 people shall be provided and consist of the following:

• Choice of assorted juices, water and coffee

• Choice of assorted fresh fruit, pastries, bagels, muffins and yogurt

• Choice of two meats

• A vegan option or substitute for meats

• Eggs

• One starch such as potatoes

• Bread such as flour tortillas, biscuits, or toast

• Red and green chili sauce

1.9.4 Hot Lunch 12:00-1:00 p.m.

Buffet style to accommodate 150 people appropriate for adults, children & youth shall be provided on day of the event and will consist of the following:

• Lunch entrée (e.g taco bar, pasta bar) consisting of a protein, vegan option, starch, and vegetable

• Sides

• Dessert

• Coffee, iced tea, and water

1.9.5 Breaks

Refreshments for two breaks will consist of the following:

AM Break

• Coffee, water, hot tea

• Pastry, fruit or light snack (a.m.)

PM Break

• Coffee, Lemonade, iced tea, water

• cookies, chips or similar (p.m.)

1.10 Parking

All venues must have ample parking accommodations for attendees. This is estimated at approximately 150 vehicles. Venue must provide parking at no cost to YRRP event attendees. Voucher systems are acceptable.

4.11 Lodging Room Block Reservation by Participation

Forty-one (41) double occupancy rooms are required. Lodging is required for participants that are traveling 150 miles or more. Those Families will require one night stay and will be checking in on May 3, 2026 and checking out on May 4, 2026. Rooms that are not reserved within 24 hours can be cancelled with no additional cost to the government. Hotel room reservation will only be made by NMARNG Yellow Ribbon Coordinators. Rooms will be cleaned up to industry standards before arrival. Contractor will make available sleeping rooms not to exceed the GSA approved daily rate.

1.12 Childcare Requirements

1.12.1 Provider will be caring for up to fifteen (15) youth ages 0-5.

1.12.2 No childcare is required for ages 6-18.

1.12.3 Providers must be licensed by the state of New Mexico to operate a childcare center or family childcare home. You can verify a provider's license with the state's regulatory office. All staff over 18 must have completed and passed an advanced FBI Federal Fingerprint Background Check and a Child Abuse Registry Check, adjudicated by the state.

The provider must maintain a childcare liability insurance policy of at least $500,000. All relevant staff must maintain current certifications in First Aid and infant/child Cardiopulmonary Resuscitation (CPR). The contractor must maintain appropriate staff-to-child ratios as determined by state licensing regulations or Department of Defense (DoD) standards. At least two providers must be present regardless of the number of children.

The provider must supply age-appropriate toys, games, crafts, and activities to keep the children engaged. A secure sign-in/sign-out roster and a system for tracking children throughout the event are required.

1.12.4 Children will eat all meals with their parents.

1.13 Contract manager (CM): The contractor shall designate a CM who shall ensure performance under this contract. The name of the person as well as an alternative who will act for the contractor in the event of the CM’s absence shall be designated in writing to the contracting office. The CM or alternative will 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 GOV POC 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 of the scope of the contract without an official modification issued by the Contracting Officer. 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.

1.14 Contractor Travel: All travel, lodging, meals and other transportation will not be separately priced and will not be billed to the government. Any contractor’s travel, lodging or meals are the sole responsibility of the contractor.

Part 2

Definitions and Acronyms

2.0 Acronyms:

AEI Army Enterprise Infostructure

AR Army Regulation

AT/OPSEC Antiterrorism/Operational Security

BI Background Investigation

CM Contract Manager

CMRA Contractor Manpower Reporting Application

COR Contracting Officer Representative

DA Department of the Army

DD254 Department of Defense Contract Security Classification Specification

DFARS Defense Federal Acquisition Regulation Supplement

DoD Department of Defense

FAR Federal Acquisition Regulation

GFP/M/E/S Government Furnished Property/Material/Equipment/Services

HQDA Headquarters, Department of the Army

HSPD Homeland Security Presidential Directive

IA Information Assurance

IS Information System(s)

KO Contracting Officer

NGB National Guard Bureau

OCI Organizational Conflict of Interest

PII Personally Identifiable Information

PIPO Phase In/Phase Out

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

SSN Social Security Number

TE Technical Exhibit

USD(I) Under Secretary of Defense for Intelligence USD(I) Under Secretary of Defense for Intelligence

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 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.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will 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.

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

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

2.1.6 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.

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

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

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

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

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

Part 3 Performance Requirements Summary (PRS)

3.1 Task 1: Pre event walkthrough prior to 1p.m. the day before the event to observe facility layout and determine location of contracted spaces

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

Acceptable Quality Levels (AQL): Walk through must take place no later than 1:00PM day prior to event taking place

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

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

Performance Standard: Equipment: Equipment is in place and in proper working order in accordance with 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

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

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

Acceptable Quality Levels (AQL): 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

3. 4 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 Levels (AQL): Staff representatives are professional in appearance, welcoming and respectful to all participants 95% of the time

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

3.5 Task 5: Parking available for 120 vehicles May 3, 2026 12 from 6:00a.m. to 5:00p.m.

Performance Standard: Parking shall be available for 120 vehicles during the performance of this PWS

Acceptable Quality Levels (AQL): Parking is available for 120 vehicles 100% of the time during the performance of this PWS

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

POC

3.6 Task 6: Room Block Reservation by Participation

Performance Standard: The number of rooms required for participants that are traveling 150 miles or more. Those Families will require one night stay and will be checking in on May 3, 2026 and checking out on May 4, 2026. Rooms that are not reserved within 24 hours can be cancelled with no additional cost to the government. Hotel room reservation will only be made by NMARNG Yellow Ribbon Coordinators. Each room must have double occupancy if available. Rooms will be cleaned up to industry standards before arrival.

Acceptable Quality Levels (AQL): Rooms available for reservation up to 6 p.m. May 2, 2026 and available for occupancy 100% of the time between check in and check out dates

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

3.7 Task 7: Complete Contractor Manpower Reporting (CMR)

Performance Standard: Complete the CMR in accordance with paragraph 5 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)