PWS_Selfridge_Yellow_Ribbon_Event-Jan_2016.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

SELFRIDGE AIR NATIONAL GUARD BASE, MICHIGAN (SANGB)

Yellow Ribbon Post Deployment Event

1.0 General:

1.1 Scope. The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to provide lodging, conference rooms (meeting space), exhibit hall, and meals for the Yellow Ribbon Reintegration Post-Deployment Event to support Selfridge Air National Guard Base (ANGB), Michigan, as defined in this PWS. The contractor shall perform to the standards in this contract.

1.2 Background. The Government is seeking hotel, conference, and food catering services to provide all personnel, supervision, and all other items and services necessary for conference rooms, meals, and lodging for approximately 250 couples, 50 singles, and 100 children in Frankenmuth, MI. Contract is in support of the Yellow Ribbon Reintegration Post-Deployment Event for Selfridge Air National Guard Base (ANGB), Michigan. The contractor’s staff shall be fully qualified, professional, and customer service oriented.

1.3 Period of Performance (PoP). Services shall be performed 22-24 Jan 2016.

1.4 General Information:

1.4.1 Quality Control (QC). The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed IAW this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary. A written copy of the contractor’s QCP shall be furnished to the Contracting Officer (KO) at the pre-performance meeting. Records of the contractor’s quality inspections shall be maintained for the life of the contract and made available for Government inspection as requested. The Government evaluator must have a specific contractor quality control inspector to notify in case of customer complaints. After acceptance of the QCP, the contractor shall obtain the KO’s acceptance in writing of any proposed changes to its QCP.

(Technical Exhibit 2)

1.4.2 Quality Assurance (QA). The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed IAW the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality levels/defect rates.

1.4.2.1 Government remedies. The KO will follow the requirements of FAR 52.246-4, Inspection of Services – Fixed-Price, for contractor’s failure to correct non-conforming services. In the event that services fail to conform to contract requirements, and cannot be remedied by re-performance, the Government reserves the right to reduce the contract price to reflect the reduced value of the non-conforming services.

1.4.2.1.1 The contractor shall ensure that timely and effective corrective action is obtained for all deficiencies identified by the Government. All deficiency responses shall include identification of the cause of the deficiency to preclude recurrence and an analysis of the quality program’s effectiveness in the area of the deficiency.

1.4.3 Place and Performance of Services. The contractor shall perform the services required under this contract in Frankenmuth, MI. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

1.4.4 Employees with Criminal Records. Employees with criminal records shall be identified on an individual basis to the KO.

1.4.4.1 Employee Training. The contractor is responsible for providing a fully trained and qualified workforce. Therefore, except as otherwise indicated, the contractor shall train, qualify, and certify personnel for specific job tasks to be performed at its own expense. Records of training, qualification, and certification shall be maintained by the contractor and made available for Government review upon request.

1.4.5 Security.

1.4.5.1 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services IAW DFARS 224.103 and 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 aforementioned 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.

1.4.5.2 Physical Security. The contractor shall be responsible for safeguarding all Government property and controlled forms, if provided for contractor use.

1.4.6 Safety/Environmental: The contractor shall comply with all federal and state OSHA requirements and standards, technical orders, regulations, and referenced publications as published in the OSHA 29 CFR. The contractor shall comply with the highest degree of safety protection where any disagreements exist.

1.4.6.1 Accident prevention and safety practices on contractual work under the jurisdiction of the Contracting Officer are the responsibilities of the contractor concerned. The contractor shall brief all employees on proper safety and accident reporting. The contractor shall provide all occupational health services to his employees. Contractor employees shall be instructed to notify the contractor’s Contract Manager of potential or existing occupational health hazards that require attention.

1.4.6.2 Liability. The contractor hereby agrees to release the Government (to include its officer, enlisted personnel, agents, and employees) from any liability for any loss, damage, or injury sustained by the contractor or his employees during the performance of this contract. The contractor also agrees to indemnify the Government for any loss, damage, or injury to Government personnel or agents or other third parties, provided such loss to the Government is caused by the negligence of the contractor or his personnel while performing this contract.

1.4.7 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR Subpart 42.5. The KO, Contracting Officer’s Representative (COR), 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.

1.4.7.1 Government Observations and Inspections. Government personnel other than KOs and CORs may occasionally observe contract operations. These personnel will not, however, interfere nor provide direction to the contractors’ performance.

1.4.8 Contract Manager (CM): The contactor shall provide 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 COR, or the KO if a COR is not available, to resolve issues, receive directions 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.

1.4.8.1 The CM or alternate(s) shall be available during normal duty hours. After normal duty hours, the manager or designated alternate(s) shall be available within 30 minutes of notification. The contractor shall furnish, in writing to the KO, the names and phone numbers of the CM and alternate(s) not later than the contract pre-performance conference. The KO shall be notified immediately whenever changes are made.

1.4.9 Contractor Employees. The contractor shall employ only personnel who meet or exceed minimum qualifications. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the KO as a potential threat to the health, safety, security, general well-being, or operational mission of the installation.

1.4.9.1 Identification of Contractor Employees: All contractor personnel are required to identify themselves as such to avoid creating an impression that they are Government employees. Contractor personnel shall present a neat appearance and wear identification badges distinguishing themselves as such.

1.4.10 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 any form 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. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. 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.

1.4.11 Coordination with Other Contractors. The Government may award other contracts or additional work not prescribed in this contract. The contractor shall fully cooperate with other such contractors. The contractor shall not commit or permit any act that will interfere with the performance of work by another contractor.

2.0 Definitions/Acronyms:

2.1 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.

2.2 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.

2.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. 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.

2.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.5 DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.6 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 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.

2.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.8 QUALITY ASSURANCE (QA). The Government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

2.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.10 QUALITY CONTROL (QC). All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.12 WORK DAY. The number of hours per day the contractor provides services in accordance with the contract.

2.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.14 ACRONYMS: Following are acronyms commonly used in DoD contracts.

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide three (3) stand alone laptop computers to be used during presentations.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The contractor shall furnish everything required to perform these services that is not specified in Section 3.0 above.

5.0 Requirements: The contractor shall:

5.1. Registration Area: The contractor shall provide: one registration room/area needed to accommodate between 7 and 10 persons. Contractor shall provide wireless internet capabilities to access EVENTPLUS Registration Site and four tables with tablecloths and chairs. All other equipment in the registration area will be provided by the Air Wing Coordinator and Airman and the Family Readiness Program Manager. Attendees will use the registration area to sign in for the Yellow Ribbon Post Deployment Event. Registration Area shall be available from 0700 to 0900 on 23 Jan 2016.

5.2. Conference Rooms/Meeting Space: The contractor shall provide four conference rooms/meeting spaces in total as detailed below:

5.2.1. The contractor shall provide one conference/meeting room to accommodate up to 500 guests from 7:30 AM to 5:00 PM on Saturday, 23 January 2016, and from 7:30 AM to 12:00 PM on Sunday, 24 January 2016. The Main Ballroom shall be set up with a podium, tables and chairs and have a projector and projection screen(s) with full presentation capabilities for PowerPoint presentations. The Air Wing Integrator or Selfridge Airman and Family Readiness Program Manager will provide stand-alone laptop computers. In addition, the contractor shall provide two wireless microphones connected to “house sound” and Internet access – General Session.

5.2.2. The contractor shall provide three conference/meeting room to accommodate up to 90 guests from 7:30 AM to 5:00 PM on Saturday 23 January 2016 and from 7:30 AM to 12:00 PM on Sunday, 24 January 2015 with two wireless microphones connected to “house sound”, Internet access, projection screen, and one audio visual cart needed for Spouse Break Outs. Each room shall be set up with chairs in a theater style setting, a podium, projector and projection screen(s) with full presentation capabilities for PowerPoint presentations. Air Wing Integrator or Airman and Family Readiness Program Manager will provide three laptop computers.

5.2.3 Exhibit Hall: The contractor shall provide an exhibit hall with 15 vendor tables including 2 chairs per table.

5.2.3.1. The contractor shall provide AC power for 15 vendors.

5.2.4. This section is not used.

5.2.5. The contractor shall provide one conference room/meeting space with table(s) and chairs to accommodate up to 10 personnel including the following: Chaplain and the Sexual Assault Response Coordinator/Victim Advocate from 7:30 AM to 5:00 PM on Saturday, 23 January 2016, and from 7:30 AM to 12:00 on Sunday, 24 January 2016.

5.2.6. The contractor shall provide three rooms to accommodate child daycare. The children shall be divided into three age groups: Infants/Toddlers (newborns – 3 years old), Youth (4 – 10 years old), and Young Adults (11 – 17 years old).

5.2.6.1. Infants/Toddlers (newborn – 3 years old): The contractor shall provide one refrigerator, 5-7 newborn beds, and 7 “pack & plays”. Ten tables with 4-6 chairs per table.

5.2.6.2. Youth (4 – 10 years old): The contractor shall provide a room with 10 sleeping cots with blankets and pillows, ten tables with 4-6 chairs per table.

5.2.6.3. Young Adults (11 -17 years old): The contractor shall provide one room with 10 tables and 4-6 chairs per table.

5.2.6.4. The Government will provide the approximate number of children/ages attending the Yellow Ribbon Post Deployment event to the contractor no later than 15 January 2016.

5.2.6.5. Childcare Providers: The Michigan National Guard Youth Program Coordinator shall provide a certified childcare provider company to work with the contractor to provide child care staff.

5.3. Meals: The contractor shall provide buffet breakfast and lunch meals not to exceed the authorized per diem rate based on the location of the Yellow Ribbon event.

5.3.1. Breakfast: Breakfast shall include juice, eggs, meat, potatoes, and assortment of pastries, bagels, muffins, fruit, yogurt, and cereal.

5.3.2. Lunch shall include the following:

a. Choice of two meat options, minimum serving: 4 oz.

b. Choice of two vegetables: minimum serving 4 oz.

c. Garden Salad with at least two varieties of dressing available.

d. Choice of two starches: minimum serving: 4 oz.

e. Choice of two rolls or bread with spreadable margarine or butter available.

f. Choice of two desserts

g. Assorted beverages. Portions shall be at least 10oz but no more than 21 oz. to include: 2% milk, coffee, tea, and at least two types of soft drink beverages.

5.3.2.1 Menus shall be submitted for approval to the Government POC at least 14 days prior to the scheduled event.

5.3.3. Refreshments: The contractor shall provide ice water, coffee, tea, and soda at 10:00 AM 23 Jan 2016 and 24 Jan 2016 and ice water, coffee, soda and tea or lemonade and cookies at 2:30 PM . A child’s snack (to include a beverage (water and/or juice) will be provided at 2:30 PM. on Saturday, 23 January 2016 and Sunday10:00 AM , 24 January 2016, to all childcare rooms.

5.3.4. The Government will provide the final count for meals to the contractor 10 days prior to the event.

5.4. Lodging: The contractor shall provide lodging at the authorized Per Diem rate at the same site with the conference/meeting rooms up to 300 guest rooms on Saturday night, 23 January 2016.

5.4.1. The Government will provide a rooming list of authorized personnel to the contractor no later than Tuesday, 15 January 2016.

5.4.2. The contractor shall provide a list of amenities the hotel offers to guests (i.e. pool, spa, etc) and any areas of interest at the hotel or in a nearby local location for those attending the conferences.

5.4.3. The contractor shall provide the hotel’s cancellation policy in writing to KO prior to contract award.

5.5 Contractor Manpower Reporting Application (CMRA):

5.5.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site.

5.5.2 The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. 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 at http://www.ecmra.mil.

6.0 Publications/References: Publications applicable to this PWS are listed below: Publications may be found through the AF Portal https://www.my.af.mil/ publications link.

6.1 The contractor is obligated to follow those publications to the extent specified in other sections of this PWS. The contractor shall be guided by those publications to the extent necessary to accomplish requirements in this PWS. The Government, at the start of the contract shall provide all publications and forms listed, or will provide access to the Air Force e-publishing website through the Air Force Portal, or other Government internet/intranet web pages.

6.2 All the publications are considered mandatory for successful performance of the contract.

(Chapter/Page) Publication Title

DoDD 5400.11 DoDD 5400.11-R DoD Privacy Program

TECHNICAL EXHIBIT 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).

Snacks provided mid-morning and mid-afternoon

TECHNICAL EXHIBIT 2

Deliverables Schedule

1.4.1

QCP

5.3.2.1 Meal Menus

5.4.3 Cancellation Policy

5.5

CMRA