YR_PWS_-_48th_IBCT_PreMob_1_-_3-5_AUG.pdf

PERFORMANCE WORK STATEMENT

YELLOW RIBBON EVENT

GEORGIA NATIONAL GUARD

3-5 August 2018

1. BACKGROUND

The Georgia National Guard (GA NG) intends to host a Yellow Ribbon Reintegration Program (YRRP).

The objective of the Yellow Ribbon Event is to provide Families with useful information to help support them through times of deployment and non-deployment.

2. GOVERNMENT CONTRACTING AGENCY

The Government contracting agency for this requirement will be the Georgia Army National Guard, United States Property and Fiscal Office, Purchasing and Contracting Division. The agency address is 1000 Halsey Avenue, Marietta, GA 30060. Government contracting personnel will consist of a Procuring Contracting Officer (PCO), Contract Specialist (CS) and Contracting Officer’s Representative (COR).

3. SCOPE

Under this contract, the contractor will independently provide a full range of conference meeting space and other related support services to satisfy the overall conference objectives. Additionally, the vendor will provide a signed sales agreement/letter of intent prior to the contract being issued. (See below for specifics).

48th IBCT Pre-Mobilization Yellow Ribbon Event – 3-5 AUG 2018

The primary objective is to host the conference at a single site that can provide lodging, meeting space, dining space, and children’s activities.

Contractor must have availability from 3-5 August 2018 (Arrival on Friday – Departure on Sunday). Dates are not flexible.

4. FACILITY REQUIREMENT SUMMARY

The Contractor will provide a facility that meets the following requirement:

a. For this event, THE FACILITY MUST BE IN THE ATLANTA AREA.

b. Each Facility must have on-site parking capable of holding up to 750 GA NG attendee’s vehicles at no cost to GA NG or Families. All parking must be within a 15 minute walk of the Conference site, or a shuttle service must be provided.

c. Event Management: Contractor shall provide an on-site point of contact that will conduct all pre-event planning and on-site execution of the conference in coordination with the Government COR and other authorized Government officials.

d. Lodging: Contractor will provide lodging for approximately 100 attendees. Lodging rates must be within Federal Government per diem rate and in accordance with the Joint Travel Regulation.

Hotel will need to be a 4 star rating or higher. Military Family Support Branch (MFSB) will provide rooming list 72 hours prior to event start date, all rooms not used will be turned in to the Hotel NLT than 2 days prior to each event, at no cost to the government.

- Friday, 3 August 18 – 65 Rooms (doubles)

- Saturday, 4 August 18 – 65 Rooms (doubles)

e. Meeting Rooms: Rooms should allow uninterrupted conversation with little to no interference from noise in surrounding rooms.

- One General Session room on Saturday and Sunday capable of seating 600 people (SET

UP IN ROUNDS OF 8) (Saturday and Sunday 0600 – 1700)

- Four Breakout rooms on Saturday and Sunday capable of seating 185 people in each room (set up Classroom Style)

- Four additional Children/Youth Rooms (for 25-30 per room) (needs to be available Friday

1300 – 1700, Saturday 0600 – 1700, Sunday 0600-1700) (SET UP: TWO 6 FOOT TABLES

AND 3 ROUNDS OF 8)

- Storage Area (needs to available Friday 1300 – 1700, Saturday 0600 – 1700, Sunday 0600- 1700)

- Registration Area – Space for 5 tables, 10 chairs for participants to register (needs to be available Saturday 0600 – 1700, Sunday 0600-1700)

f. Audio Visual:

- 3 screens, 3 projectors, sound for laptop, 2 wireless microphones, and podium with microphone for General Session room.

- 2 screens, 2 projectors, sound for laptop, 2 wireless microphones x 4 (1 set for each breakout room)

- No sound or screens are needed for the Children/Youth rooms

g. 22 Vendor Tables

h. Food & Beverage: (must be within per diem rate) MFSB will provide final numbers one week prior to event start date, all meals not used will be turned in at no cost to the government.

- Saturday (Adults): AM Break (Muffins, fruit, coffee, tea and water); Lunch (Two meats, salad w/dressings, vegetable, bread, desert, tea and coffee); PM Break (cookies, popcorn, sodas, water, coffee)

- Saturday (Children/Youth): AM Break (Muffins, fruit, coffee, lemonade and water);

Lunch (Chicken Tenders, French Fries or Tater Tots, Macaroni and Cheese, Lemonade) PM Break (cookies (no peanut butter), popcorn, lemonade and water)

(MUST USE PAPER PRODUCTS IN KIDS AREA)

- Sunday (Adults): AM Break (Muffins, fruit, coffee, tea and water); Lunch (Two meats, salad w/dressings, vegetable, bread, desert, tea and coffee); PM Break (cookies, popcorn, sodas, water, coffee)

- Sunday (Children/Youth): AM Break (Muffins, fruit, coffee, lemonade and water);

Lunch (Chicken Tenders, French Fries or Tater Tots, Macaroni and Cheese, Lemonade) PM Break (cookies (no peanut butter), popcorn, lemonade and water)

(MUST USE PAPER PRODUCTS IN KIDS AREA)

Adult Numbers (Saturday):

AM Break 14 Jul 18 700

Lunch 14 Jul 18 700 PM Break 14 Jul 18 700

Children/Youth Numbers (Saturday):

AM Break 14 Jul 18 80 Lunch 14 Jul 18 80

PM Break 14 Jul 18 80

Adult Numbers (Sunday):

AM Break 15 Jul 18 700

Lunch 15 Jul 18 700 PM Break 15 Jul 18 700 Children/Youth Numbers (Sunday):

AM Break 15 Jul 18 80 Lunch 15 Jul 18 80

PM Break 15 Jul 18 80

MFSB will provide correct meal counts 72 hours prior to the start date for a final meal count.

i. Facility must have on-site parking capable of holding up to 750 GA ARNG attendee’s vehicles at no cost to Guard or Families. All parking must be within a 15 minute walk of the Conference site, or a shuttle service will be provided.

5. PERFORMANCE OBJECTIVES SUMMARY

Service Performance Objective PWS Para Performance Threshold

1. Provide breaks and lunch on time 4.f. 100% visual inspection

2. Provide correct number of lodging rooms 3-4 August 2018

4.d. 100% visual inspection

4. All rooms are available and set up properly.

4.e. 100% visual inspection

6. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

The Government will not provide any facilities or services.

7. 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. 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.

8. Contractor Manpower Reporting Application (CMRA): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau Military Family Support Branch via a secure data collection site.

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 10 days after each event at http://www.ecmra.mil.

The hotel will not share information about our event with third party individuals, companies or contractors unless they are directly involved with the event.

http://www.ecmra.mil/ http://www.ecmra.mil/