W912JC-22-Q-0003-0001.pdf

W912JC22Q0003

0011686338

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to incorporate an updated PWS.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 21

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 14-Dec-2021

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W912JC22Q0003

X 9B. DATED (SEE ITEM 11)

03-Dec-2021

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

14-Dec-2021

CODE

USPFO KS PURCHASING & CONTRACTING

JOHN WEBER

2737 S KANSAS AVE

TOPEKA KS 66611-1170

W912JC 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 17-Dec-2021 02:00 PM to 21-Dec-2021 12:00 AM.

The following have been modified:

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK

STATEMENT (PWS)

130th Field Artillery Brigade Yellow Ribbon Post Deployment Event 14-16 January 2022

PANNGB-21-P-0000 013913

1.0 General

1.1 Scope: The contractor is to provide a premium FEMA registered facility to accommodate lodging, training, breakout, and dining accommodations to include catering for a total of 200 attendees, their spouses, (DEERS dependent), and family members along with support staff for a Yellow Ribbon Post Deployment Event January 14-16, 2022. (a) Block of sleeping rooms for approximately 125 attendees, rooms contracted and guest pay, see a detailed breakdown in paragraph 5.3.; (b) meeting rooms to include a general session ballroom to hold approximately 200 attendees; (c) Breakout rooms to accommodate three (3) simultaneous breakout sessions with seating for 75 attendees each; (d) Resource Fair space to accommodate approximately 30 contractors to set up a display table each; (e) Event Registration space to accommodate the registration of attendees on Saturday, January 15th, 2022, and Sunday, January 16th, 2022; (f) Childcare and Youth activities rooms, (1 each) to accommodate two age groups; (g) Counseling rooms (2 each) to accommodate private sessions for one-on-one counseling; (h) Command room to accommodate YRRP event staff of approximately 10 people with computers, scanners, and printers; (i) meal service for attendees and staff (approximately 200) to include breakfast and lunch on Saturday, January 15th, 2022 and Sunday, January 16th, 2022. Refreshments (Water, Tea, Coffee) for Saturday, January 15th, 2022, and Sunday, January 16th, 2022; (j) Audiovisual needs to accommodate the event, see details in paragraph 7.

1.2 Background: This is a non-personnel services contract to provide Lodging, Food, and Conference Facilities to support 200 attendees and support staff.

The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.3 Period of Performance (POP): The Period of Performance shall be the dates of 14-16 January 2022.

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop, submit with the proposal, and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with 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 (PRS).

1.4.2 Quality Assurance (QA): The Government will 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 will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.3 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Juneteenth National Independence Day: June 19th

1.4.3.6 Independence Day: July 4th

1.4.3.7 Labor Day

1.4.3.8 Columbus Day

1.4.3.9 Veteran’s Day: November 11th

1.4.3.10 Thanksgiving Day

1.4.3.11 Christmas Day: December 22nd

1.4.4 Place and Performance of Services: Manhattan, Kansas is the required location. Friday, January 14th, 2022 – 3:00 pm to 6:00 pm (Staff arrival, set-up, and check-in). Saturday, January 15th, 2022 – 6:00am to 5:00pm (Registration & Symposium & Breakdown). Sunday, January 16th, 2022 - 6:00am to 5:00pm (Registration & Symposium & Breakdown, except on recognized US holidays. The contractor shall at all times maintain an adequate workforce 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 workforce are essential.

1.4.4.1 Telework: Not Authorized

1.4.4.2 Not Applicable

1.4.4.3 Not Applicable.

1.4.5 Security Requirements. Not Applicable.

1.4.6 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.

1.4.6.1 Key Control: Not Applicable

1.4.7 Special Qualifications: The contractor is responsible for ensuring all food preparations are conducted by employees who possess a current food handling certification during the KSARNG YRRP. The contractor shall be compliant with the American Disabilities Act as defined by law. The contractor shall be a three-diamond facility or better as defined by American Automobile Association (AAA). The venue must be a FEMA-registered facility in accordance with http://apps.usfa.fema.gov/hotel/.

1.4.8 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, 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.

1.4.9 Contract Manager (CM): The contractor 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 the daily operation of this contract. The CM shall work through the COR to resolve issues, receive technical instructions, and ensure the 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.

1.4.10 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. The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicle passes) to the KO within 14 days of an employee’s departure.

1.4.11 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.

1.4.12 Contractor Travel: Not Applicable

1.4.13 Data Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, including the source codes of any software, produced under this contract shall be Government-owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.14 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 accepted 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 subsequently contracted requirements that may be affected by the OCI.

1.4.15 Phase-In / Phase-Out Periods: Not Applicable

2 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or contractor awarded a contract to provide specific supplies or services 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 the 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.

2.2 Acronyms:

AEI Army Enterprise Infostructure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CDC Centers for Disease Control and Prevention CM Contract Manager CMRA Contractor Manpower Reporting Application CNACI Child Care National Agency Check and Inquiries 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 DODI Department of Defense Instruction FAR Federal Acquisition Regulation FPCON Force Protection Condition 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 KSARNG Kansas Army National Guard NGB National Guard Bureau OCI Organizational Conflict of Interest OPSEC Operational Security 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 YRRP Yellow Ribbon Reintegration Program

3.0 Government Furnished Property, Material, Equipment, and Services (GFP/M/E/S): Not

Applicable

3.1 Property: Not Applicable

3.2 Materials: Not Applicable

3.3 Equipment: Not Applicable

3.4 Services: Not Applicable

3.5 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utility conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

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

4.1 General: Not Applicable

5.0 Requirements: The contractor shall:

5.1 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The contractor will furnish all supplies, equipment, facilities, and services required to perform work under this PWS.

5.2 LODGING/SLEEPING ROOMS: The contractor will provide FEMA-rated sleeping rooms. The lodging rate for this event will not exceed the U.S. Government Daily Lodging Per Diem rate for the area where a contract is awarded: http://www.gsa.gov/portal/category/100120.

5.3 Contracted Rooms

5.3.1 Sixty-five (65) rooms Friday night, January 14th, 2022, Guest Pay rooms 20 Estimated.

5.3.2 Sixty-five (65) rooms Saturday night, January 15th, 2022, Guest Pay rooms 20 Estimated

5.3.3 The rooms will be occupied by authorized guest(s). One hundred twenty-five (125) is the number of individuals who will be staying inside Hotel. Many of these individuals will be families staying together.

5.3.4 Government will provide a rooming list with the names of the authorized room guest for the 65 rooms.

A credit card will be required upon check-in to cover any expenses incurred during guest stay.

5.3.5 Online registration will be for self-pay and not applicable for this contract.

5.4 Room Blocks (guest pay): Individual reserves and pays the invoice.

5.5 The military service member who reserves a room for the event will be responsible for all expenses utilizing the Government Travel Card (GTC), provided during check-in.

5.6 All non-military event staff will contact the venue directly for room reservations using the designated reservation code established by the venue (i.e., “Yellow Ribbon”). Reservations can be made either by phone or online. The capability to make online reservations shall be provided by the contractor

5.7 The deadline for reserving rooms under the reservation code issued is 8:00 pm, January 7th, 2021. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

5.8 The Yellow Ribbon Coordinator will identify individuals on the guestlist whose rooms will be procured under the proposed contract. All other rooms and services shall be the responsibility of the individual (“self-pay”) and the government will not be held liable.

5.9 The US Government will only pay for rooms and services used and any applicable penalties due will be the responsibility of the contractor. Attendees will be provided a 72- hour cancellation policy or better. In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first night’s stay. A letter signed by the appropriate Official must be submitted in this case.

5.10 Check-in/out. The Yellow Ribbon POC will contact the venue directly and provide the venue with a list of names for all Soldiers and family members for each room reservation using the designated reservation code established by the venue and provided to the requestor of these services. The deadline for providing the list of names for room reservations to the venue by the government POC will be no later than one week before the event start date. Any rooms not reserved as required by the list provided in the KSANG Post Yellow Ribbon Event room block by this deadline (one week before the event) shall be released from the block and made available for sale to the general public. In some cases, participants may show up earlier than the regular check-in time.

The venue should accommodate early arrivals if there is an availability of rooms. The venue should also accommodate guests with late departures to check out later than the regular time when possible. The venue should provide a secure storage area for personal luggage when neither early check-in nor late check-out is possible. Check-out time for all attendees will be designated to be at 1100 hrs.

5.11 Extended Stays. Conference guests wishing to extend their stay in the venue must checkout within the designated time on the specified end date. Guests who wish to extend their stay at the venue may do so at the hotel’s discretion and the guests’ financial resources.

5.12 Announcement boards. The venue should provide appropriate announcement boards at each venue entrance and the main conference room welcoming and directing conference participants.

The Yellow Ribbon Coordinator will provide the exact wording of the announcement to the venue.

6 MEETING SPACE:

6.1 All Meeting Space shall be located on the same floor or on two floors that are directly above/below each other and are located within proximity of each other.

6.2 Command Room. Event Command Room and Legal Office. Space should be located near the ballroom/general session and registration. Set in executive conference style, with power, power strips, and/or multiple outlets for computer stations. Wireless and LAN internet capabilities are required. This space must be able to be locked and secured at the discretion of the YRRP event coordinator. The room will be used: Friday, January 14th, 2022 at 6:00 pm through 9:00 pm, Saturday, January 15th, 2022, 6:00 am through 5:00 pm, and on Sunday, January 16th, 2022, 6:00 am through 5:00 pm.

6.3 General Session Conference Room. Room/ballroom with room to accommodate approximately

200 attendees, set in classroom style, comfortably accommodate catered meal service and all-day water service. At the head of the room, medium-sized risers or fixed state/lectern or podium centered, wireless microphones, projection screens, AV/carts/tables, A/V connections to in-house sound and projector (if built-in), and wireless internet service. The room will be used: Saturday, January 15th, 2022, and Sunday, January 16th, 2022 from 6:00 am to 5:00 pm.

6.4 Resource Fair Space. A large open hallway/common area or separate room adjacent to or close proximity to General Session Space is required as outlined below. Thirty (30) skirted rectangular tables (preferably 6’) set with 2 chairs each, to be used contractor style. Standard wall outlets must be accessible for use. Tables are used by our Community Partners to provide information on services and benefits to our service members and their families. The 30 tables will be in use only on Saturday, January 15th, 2022, and Sunday, January 16th, 2022 from 6:00 am to 5:00 pm.

6.5 Event Registration Space. Location near the General Session entry area, easily accessible to symposium participants upon arrival. Four (4) skirted/dressed rectangular tables, preferably 6’, with two chairs per table. Will be used as Event Information Desk for the duration of the event.

Registration/Information area will be used: Saturday, January 15th, 2022, and Sunday, January 16th, 2022 from 6:00 am to 5:00 pm.

6.6 Breakout Session Rooms (in addition to General Session Room). Three (3) rooms to accommodate at least 75 people in each room set in half rounds of 8 or 10 or set in classroom style (rows of tables with chairs on the back side), with water service. Use of venue A/V, lectern/podium, projector, screen, in-house sound, and wireless microphone. All 3-breakout rooms will be used Saturday, January 15th, 2022 7:00 am – 5:00 pm and Sunday, January 16th, 2022 from 6:00 am to 5:00 pm.

6.7 Childcare Activity Room. Two (2) rooms to accommodate up to 5 children and 3 adults in each room. The room number can be set to one (1) as long as the ratio is met.. The childcare room will host childcare for children ages 0-5. The room must be an enclosed and indoor room that must comfortably accommodate toddler play, 2 small playpens, sleeping mats, and tables with seating for activities and meals, with water service. Childcare Activity room will be used:

Saturday, January 15th, 2022, and Sunday, January 16th, 2022 from 6:00 am to 5:00 pm.

Childcare Freedom is defined as YRRP will provide a certified childcare service and curriculum as allowed by the DoD YRRP. Curriculum for youth activities will be provided within the proposal as Childcare Freedom is to allow the vendor to provide the childcare and programing.

The room number can be set to one (1) as long as the ratio is met.

6.8 Youth Activity Rooms. Two (2) rooms to accommodate up to 10 children and 2 adults in each room. The room number can be set to one (1) as long as the ratio is met.. The youth activities room will host activities and curriculum for children aged 6-17. Rooms must be enclosed, indoor, to comfortably accommodate movement and classroom activities, with water service. Room set up with tables set in “U” shape with chairs around the outside, with an additional table set up in the front/top of “U” for activity facilitator. Childcare Freedom is defined as YRRP will provide a certified childcare service and curriculum as allowed by the DoD YRRP. Youth Activity rooms will be used:

Saturday, January 15th, 2022, and Sunday, January 16th, 2022 from 6:00 am to 5:00 pm

6.9 Counseling Rooms. One (1) private room, guest room, or similar sized space for Counselors, Chaplain, Legal and Financial Counselors to share and conduct private, one-on-one/family sessions. Seating for 2-4 personnel, set in office or lounge style, with water service. The counseling room will need to be available for use: Saturday, January 15th, 2022, and Sunday, January 16th, 2022 from 6:00 am to 5:00.

6.10 DEERS / ID Card Room One (1) private room to behind a lockable entrance (key to be issued to Yellow Ribbon Program Manager only, LAN capabilities for DoD network backbone connectivity and IT technician availability during requested hours for a room. Seating for 2-4 personnel, set in office Two (2) skirted/dressed rectangular tables, preferably 6’, with two chairs per table, with water service. The room will be used: Friday, January 14th, 2022 from 3:00 pm through 9:00 pm (for set-up) and on Saturday, January 15th, 2022, from 6:00 am through 5:00 pm.

7 AUDIOVISUAL EQUIPMENT.

7.1 Podium, three (3) wireless microphones, two (2) 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. The costs quoted will determine the Government's decision to rent equipment or provide our own. This need is for the General Session and Breakout Session rooms only.

7.2 Should we provide our 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.

7.3 The venue is responsible for ensuring all equipment is operable at all times.

7.4 The venue shall provide grounded electrical connections with extension cords and surge protectors to support office equipment.

7.5 The rooms must be locked to prevent unauthorized access. Only the designated Yellow Ribbon Coordinator or assigned staff member will be authorized to receive keys to the conference rooms.

8 MEALS

8.1 The contractor shall provide four (4) total meals (1 breakfast, 1 lunch each day) to accommodate approximately 200 people at the breakfast and lunch meals on Saturday and Sunday. Breakfast and Lunch menus are negotiable and must remain at or under the per diem cost allotted for meals for the venue area according to the U.S. General Services Administration website: Fiscal Year 2021 Per Diem Rates for Kansas are listed in the following web link: http://www.gsa.gov/portal/category/100120 and the M&I/E breakdown http://www.gsa.gov/portal/content/101518. Meals may be procured using any variation of the cost agreed upon so long as the totaling is no more than the maximum allowable adult rate for these three meals combined. This amount should include the wait staff being provided, tables and chairs, along with other requirements identified in the PWS. Include any sort of fees or gratuities in this price and provide a flat rate per person.

8.2 The government shall provide the contractor with a final count of persons (adults and children) to be served meals one week before the event date (Friday, January 7th, 2022). The government will not be responsible for any cost above those calculated based on the final counts provided. The contractor needs to be flexible with the total number of meals as the number is subject to shift up or down by up to 15%.

8.3 The meal rate for this event will not exceed the daily Government Daily Per Diem Rate for the

Kansas Region where the contract is awarded. U.S. General Services Administration Fiscal Year 2021 Per Diem Rates for Kansas http://www.gsa.gov/portal/category/100120 and the M&I/E breakdown http://www.gsa.gov/portal/content/101518

8.4 The Contractor will account for meals served to participants by providing a consumption list (headcount) at the end of each business day to the Yellow Ribbon Coordinator with an invoice showing actual charges for each meal. The venue may be required to submit receipts and other billing information per the Contracting Officer’s request.

8.5 Individuals designated as “self-pay” are responsible for paying for their meals.

8.6 The voucher or sign-in system shall apply to authorized personnel; unauthorized charges shall be billed directly to the user.

8.7 Breakfast. Hot breakfast meals must contain at a minimum but are not limited to one breakfast meat, eggs, whole grains, fruit, coffee, tea & water, and applicable condiments. Special accommodations (identified and supplied to the vendor via the KSARNG Yellow Ribbon Program) shall be taken for dietary restrictions for attendees.

8.7.1 Buffet style is preferred, but plated meals are acceptable based on CDC guidance

8.7.2 Breakfast meals are served 7:30 am – 8:30 am on Saturday, January 15th, 2022, and Sunday, January 16th, 2022.

8.7.3 The voucher or sign-in system shall apply to authorized personnel; unauthorized charges shall be billed directly to the user.

8.8 Lunch. Hot lunch meals must contain at a minimum but are not limited to two meat/protein options, two whole-grain options, two vegetable options, one dessert option, tea & water, and applicable condiments. Special accommodations (identified and supplied to the vendor via the KSARNG Yellow Ribbon Program) shall be taken for dietary restrictions for attendees.

8.8.1 Buffet style is preferred, but plated meals are acceptable based on CDC guidance

8.8.2 Child-friendly lunches to be served in the Childcare and Youth Activity rooms.

8.8.3 Lunch meal served 12:00 noon – 1:00 pm on Saturday, January 15th, 2022, and Sunday, January 16th, 2022.

8.8.4 The voucher or sign-in system shall apply to authorized personnel, unauthorized charges shall be billed directly to the user.

8.9 Dinner. No Dinner Provided

9 REFRESHMENTS.

9.1 Refreshment (water) to accommodate approximately 200 people.

9.2 Service provided all day on Saturday, January 15th, 2022, and Sunday, January 16th, 2022.

9.3 Refreshments and snacks are to be served in all areas of the Meeting Space.

9.4 Child refreshments (water) are to be served in the Childcare area and the Youth Activities areas.

9.5 The government shall provide the contractor with a final count of persons (adults and children) to be served refreshments (water) one week before the event date (Friday, January 7th, 2022).

9.6 Estimated Number of Contracted Meals up to 200 participants. All other participants are responsible for their meals.

Table 5. CONTRACTED MEALS

DATE BREAKFAST LUNCH/Adult LUNCH/Children TOTAL 15 January 2022 200 175 25 400

16 January 2022 200 175 25 400

TOTAL 400 350 50 800

**NOTE: The U.S. Government is not responsible for paying for Alcoholic beverages.

9.7 Menu selections or substitutions should be coordinated with the Yellow Ribbon Coordinator.

Setup should be completed by the scheduled time and promptly removed at the direction of the Yellow Ribbon Coordinator.

9.8 The government shall provide the contractor with a final count of personnel to be served IF

ORDERED no later than two weeks before the event date. The government will not be responsible for any cost above the final count provided and food items, per that headcount, will be left out and available to our attendees until consumed or the Yellow Ribbon Coordinator directs/agrees to discontinue service. Prepackaged, canned, bottled, and nonperishable leftovers will be provided to the Yellow Ribbon Coordinator on site.

10. CHILDCARE

10.1. Event Schedule

10.1.1. Friday, 14 January 2022, 1:00 pm-6:00 pm

10.1.1.1. Staff Meetings and Set-up 1:00 pm-6:00 pm

10.1.2. Saturday, 15 January 2022, 6:30 am-4:30 pm

10.1.2.1. Staff and contractor set up, 6:30 am-7:30 am

10.1.2.2. Event Registration, 7:30 am-9:00 am

10.1.2.3. Event Conducted from 9:00 am-4:30 pm

10.1.3. Sunday, 16 January 2022, 6:30 am-4:30 pm

10.1.3.1. Staff and contractor set up, 6:30 am-7:30 am

10.1.3.2. Event Registration, 7:30 am-9:00 am

10.1.3.3. Event Conducted from 9:00 am-4:30 pm

10.2. CNACI Background Check Requirements

10.2.1. In accordance with Department of Defense Instruction (DODI) 1402.5 and Army Directive 2014-23 Child Care National Agency Check and Inquiries (CNACI) background investigations are required for all individuals who have regular contact with children under 18 years of age. Army Directive 2014-23. All individuals who regularly interact with children under 18 years of age in Army-sponsored and sanctioned programs are required to undergo specific initial background checks and periodic re-verifications. These individuals include Instructors and any other person reasonably expected to have regular contact with children in the performance of their duties or services in an Army-sponsored or sanctioned program or activity.

10.3. Childcare Room Description

10.3.1. Two Rooms connected – Childcare (10 kids ages 0-5) – YRRP will place 24 hr. hold 15-16 January 2022

10.3.1.1. Option to have panel wall partially opened or closed for easy access between rooms

10.3.1.2. Outside each room, one table with two chairs for registration

10.3.1.3. Each room set with four tables with chairs

10.3.1.4. Suitable for 10 children (federal law requires 35 square feet per child)

10.3.1.5. Mini refrigerator provided in the room

10.3.1.6. Each room set up with a water station with plastic cups and a large trashcan

10.3.1.7. Each room is staffed with additional pillows and blankets.

10.3.2. Two Rooms – Youth Activities (20 Kids Ages 6-12 & 13-17) – YRRP will place 24 hr. hold 15-16 January 2022

10.3.2.1. Outside each room, one table with two chairs for registration

10.3.2.2. Each room set up with three rounds with 10 chairs

10.3.2.3. Each room contains open space for circle group work

10.3.2.4. Each room suitable for 10 youth (federal law requires 35 square feet per child)

10.3.2.5. Each room set up with a water station with plastic cups and a large trashcan

10.4. A/V Requirements

10.4.1. Friday, 14 January 2022

10.4.2. Saturday, 15 January 2022

10.4.3. Sunday, 16 January 2022

10.4.4. Childcare rooms in paragraph 9.3 are equipped with a TV and a DVD player provided by the Event Venue.

10.5. Meal Requirements

10.5.1. The contractor will provide and or supply their meals; the youth will be released back to parents for their Breakfast and Lunch meals.

10.6. Other Requirements

10.6.1. Supply all the toys, games, crafts, and age-related programming focused on resilience, communication, and team-building activities to keep the children entertained for the duration of the event.

10.6.2. Utilize a professional sign-in/out system and have a polite and efficient way of contacting parents needed to tend to their children during the event.

10.6.3. All care providers are CPR/First Aid certified, have returned a clean CNACI background check, are 22 years or older, and have a minimum of 5 years of childcare experience.

10.6.4. Assignment of a manager to overlook & coordinate the event.

10.6.5. Parking and Lodging costs for all Contract awardee personnel will be the daily charge required by the event venue.

10.6.6. OPSEC/ Antiterrorism – Contract awardee personnel (to include sub-Contractors if applicable) may be required to set through a 30 minute Security Brief before the Event (teleconference or in-person).

10.7. Proposal Requirements

10.7.1. The proposal must address ALL criteria above to be considered 10.7.2.Childcare providers for an estimated five “5” 0-3-year-olds 10.7.3.Childcare providers for an estimated five “5” 4-6-year-olds 10.7.4.Childcare providers for an estimated, ten “10” 7-10-year-olds 10.7.5.Childcare providers for an estimated, ten “10” 11-17-year-olds

10.7.6. Provide age-appropriate activities, games, toys, crafts, pop-up children’s tent, crawling tunnels, riding toys, DVDs, Legos, pack-n-play, etc.

10.7.7. All providers must obtain CNACI background checks 30 days (14 December 2021) before the event

10.7.8. Work attire must be professional in nature (i.e. company polo and dress pants) 10.7.9.Tax-Exempt status

11 OTHER.

11.1 Contractor shall provide or agrees to the following miscellaneous items for the duration of the conference:

11.2 Directional signage as follows: easels or other highly visible navigation to registration, general meeting space, breakouts and childcare locations, signage listing breakout sessions by name on or near the doors of each breakout room. All signs, placards, door cards, and so forth that identify our group should be labeled “KSARNG YRRP” or “Yellow Ribbon.”

11.3 The contractor agrees to allow the government Childcare Freedom, to provide child care activities/services via separate contract operating on the facility premises.

11.4 The contractor agrees to allow the government A/V Freedom, the ability to utilize our technicians, own A/V equipment, to include sound, power, projection, screens, laptops, and internet connections (routers, LAN, wireless).

11.5 Government shall provide U.S. and State of Kansas Flags, ceremonial flagpoles, and flag bases, placing them in the main general session room on or next to medium risers/fixed stage.

The American flag must fly at an equal or greater height than the Kansas flag and be placed on the right side of a speaker who would be standing at the podium facing the audience. The State of Kansas flag should be posted on the speaker’s left.

11.6 The contractor shall provide a detailed copy of their floor plan.

11.7 Contractor Representative. The Contractor shall provide a liaison list no later than one week before the event. The venue representative (HR) must be vested with the authority to resolve issues involving event execution and payments as they arise. The Contractor Representative shall be available throughout the event. The Contractor will provide a list of on-call points-of-contact, who have the authority to resolve issues affecting their particular areas of support, (for example room maintenance, security, banquets, payment, etc.). The Contractor Representative shall remain the same person until the end of the event.

11.8 The Contractor Representative is responsible for coordinating set-up with the POC (will be identified in Award) and/or the Contracting Officer.

11.9 The setup includes a typical conference setup, which includes but is not limited to:

a. Tables w/tablecloths,

b. Padded chairs,

c. Podiums and Other miscellaneous equipment.

d. Tripod--capable of holding a 1-meter by1-meter sign at the door entrance

11.10 Podium, microphone, screen(s), stage, AV/booth, A/V connections to house sound and projector (if built into the ballroom), technical support for AV equipment, and wireless internet service. The costs quoted will determine our decision to rent equipment or provide our own. This need is for the General Session and Breakout Session rooms only.

11.11 Screens, sound hook up and wireless internet usage in breakout rooms and must be large enough to accommodate the audience in full. Two screens, one on either side of the stage in the main ballroom/conference space is acceptable.

11.12 The Contractor Representative will provide setup and LCD projectors, or equivalent projectors for presentations. The government will provide laptop computers to be used in the conference room and breakout rooms.

11.13 The Contractor Representative shall provide access to the business center for all exercise participants. Access includes copies, fax, and Internet capability charged to the individual (in the case that it is not included in the lodging package).

12 VEHICLE PARKING.

12.1 The Contractor Representative shall provide at a minimum 25 “self-park” spaces 15-16

January 2022 for local participants not residing in the hotel. Vehicle storage is considered to be included in the room price. Participants using the “self-parking” service will be validated by the Yellow Ribbon Coordinator. Breakdown as follows:

Friday (Overnight guests only) Saturday Commuting Attendees (25) Sunday Commuting Attendees (25)

13 CONTRACTING OFFICER.

13.1 The contractor will only take direction from the Contracting Officer. The limitations of the designated work are contained within this Performance Work Statement. The contractor will not receive payment for purchases outside of the contract terms

14 INFECTIOUS DISEASE RISK MITIGATION.

14.1 The contractor will ensure the following risk mitigations are conducted.

14.1.1 Hand sanitizing stations at the entry point to each room.

14.1.2 Sanitation wipes located on each table

14.1.3 Seating for attendees based on the current CDC guidelines

14.2 The government will ensure the following risk mitigations are conducted.

14.2.1 Each adult attendee in attendance will provide their mask or one will be provided

14.2.2 Temperature checks and questionnaire at the registration each morning

14.2.3 Provide sanitation team to disinfect if required by current CDC guidelines

15 CHANGES TO CONTRACT.

15.1 The only person authorized to make changes to the contract is the Contracting Officer.

Failure to clear changes with the Contracting Officer IN ADVANCE of providing service may result in non-payment to the Contractor. Accordingly, the Contracting Officer SHALL be notified before any additional services/performances necessitating contract modification (that is, those resulting in changes in the cost to the Government).

16 Contractor Manpower Reporting Application (CMRA):

16.1 All invoices submitted for payment shall be submitted in English and shall be billed in US Dollars. The invoice must have all required information as described by the Contracting Officer. Lodging, service charges, taxes, etc. must be itemized separately on the invoices. The contractor will send the invoice statements to the Yellow Ribbon Coordinator contact and contracting office. All payments of invoices should be submitted through Work Area WorkFlow (WAWF), website: https://wawf.eb.mil/

16.2 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for the performance of services provided under this contract for the Kansas Army National Guard via a secure data collection site.

16.3 The contractor shall 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 August 31 of each calendar year, beginning with 20XX. Contractors may direct questions to the help desk at http://www.ecmra.mil.

17 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Date of Publication

Mandatory or Advisory

Website

Federal Acquisition Regulation 3/10/2021 https://www.acquisition.gov/?q=browsefar or http://farsite.hill.af.mil/

Defense Federal Acquisition Regulation Supplement

5/20/2021 http://www.acq.osd.mil/dpap/dars/dfarspgi/current /index.html or http://farsite.hill.af.mil/

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b)

01/23/2014 http://www.esd.whs.mil/Directives/issuances/dod m/

Federal Information Processing Standards (FIPS) Publication 201-2

Personal Identity Verification (PIV) of Federal Employees and Contractors

(paragraph 9)

August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.2 01-2.pdf

DoDM 5200.2 Regulation 5200.02 Procedures for the DoD Personnel

Security Program (PSP)

04/03/2017 http://www.dtic.mil/whs/directives/corres/pub1.htm l

Army Directive 2014-05 Policy and Implementation

Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors

03/07/2014 http://www.apd.army.mil/ProductMaps/PubForm/ ArmyDir.aspx

AR 190-13

The Army Physical Security Program

02/25/2011 http://www.apd.army.mil/ProductMaps/PubForm/ AR.aspx

Homeland Security Presidential Directive (HSPD)-12

Policy for a Common Identification Standard for Federal Employees and

Contractors

08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDD 5400.11 Department of Defense Privacy

Program

10/29/2014 http://www.dtic.mil/whs/directives/corres/dir.html#

DoD 5400.11-R Department of Defense Privacy

Program

05/14/2007 http://www.dtic.mil/whs/directives/corres/pub1.htm l

DoDD 8140.01 Cyberspace Workforce Management

08/11/2015 OK http://www.dtic.mil/whs/directives/corres/dir.html

DoD 8570.01-M Information Assurance Workforce

Improvement Program

12/19/2005 (Change 4:

11/10/2015)

OK http://www.dtic.mil/whs/directives/corres/pub1.htm l

AR 25-2

Information Assurance

10/24/2007 OK http://armypubs.army.mil/ProductMaps/PubForm/ AR.aspx

AR 530-1

Operations Security

09/26/2014 OK http://armypubs.army.mil/ProductMaps/PubForm/ AR.aspx

DoD 5220.22-M National Industrial Security Program

Operating Manual

02/28/2006 (Change 2:

05/18/2016)

OK http://www.dtic.mil/whs/directives/corres/pub1.htm l

AR 381-12

Threat Awareness and Reporting

Program (TARP) (Section II, ¶ 2-4.b)

06/01/2016 OK http://armypubs.army.mil/ProductMaps/PubForm/ AR.aspx

Department of Defense Instruction

(DODI) 1402.5

07/14/2016 OK https://www.esd.whs.mil/Portals/54/Documents/D D/issuances/dodi/140205p.pdf

Army Directive 2014-23 Child Care National Agency Check and Inquiries

(CNACI)

09/10/2014 OK https://www.usaeop.com/wp-content/uploads/2017/01/Army-Directive-

2014_23.pdf

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

5.0

LODGING/SLEEPING

ROOMS:

The contractor will provide FEMA-rated sleeping rooms.

The lodging rate for this event will not exceed the U.S. Government Daily

Lodging Per Diem rate for the area where the contract is awarded:

Meets the standard 100% of the time.

Periodic Inspection / COR

6.0 Meeting Space

All Meeting Space shall be located on the same floor or on two floors that are directly above/below each other and are located within proximity of each other.

Meets the standard 100% of the time.

Periodic Inspection / COR

7.0 Meals

The contractor shall provide two (4) meals (1 breakfast, 1 lunch) to accommodate approximately 200 people at the breakfast meal and lunch on Saturday and Sunday.

Breakfast and Lunch menus are negotiable and must remain at or under the per diem cost allotted for meals for the venue area according to the U.S. General Services

Administration website

Meets the standard 100% of the time.

Alternate AQL: The contractor needs to be flexible with the total number of meals as the number is subject to shift up or down by up to 10%.

Random monitoring / COR

8.0 Refreshments

The contractor shall provide Refreshment…