A2._Portland_September_PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

Yellow Ribbon Pre Deployment event 14 September 2019

1.0 Background: The Oregon Air National Guard (ORANG) will conduct a Yellow Ribbon Reintegration Program (YRRP) event within 50 miles of the greater Portland metro area on Saturday September 14, 2019. The YRRP Coordinator is seeking a facility to accommodate lodging, conference space, breakout rooms, team building/family friendly activities, fellowship and dining accommodations to include catering for approximately 85 attendees. The designated government representative holding this event is not authorized to change the terms and conditions of the resulting contract.

2.0 Lodging Required: 20 Sleeping rooms at allowed government rate for Friday, September 13, 2019 and 5 sleeping rooms at allowed government rate for Saturday, September 14, 2019 blocked under YRRP.

2.1 Lodging Rate: Cannot exceed the daily Government lodging per diem rate of $184.00 for Portland, or the current rate for the selected venue’s County.

2.1.1 Payment: Service Member’s will reserve rooms with a personal/government credit card and will be responsible for incidental expenses such as: in room internet (if not provided at no cost), parking, room service, telephone calls, movie/game rentals, restaurant invoices, gift shop purchase, damages etc.

Incidentals will be paid by the member who booked the room and shall be billed to the personal credit card account that was provided during check in. Rooms must be double occupancy. All Service Members and family members will contact the hotel directly for room reservations using the designated code (YRRP).

2.1.2 Additional Lodging: If a secondary hotel is needed for additional lodging, this secondary hotel must be within walking distance, not to exceed three (3) blocks, of the primary hotel site/conference facility.

2.1.3 Special Accommodations: Hotel must have elevators for special accommodations.

2.1.4 Reservations: The deadline for reserving rooms will be no earlier than 4:00 PM three days prior to the event. Any rooms not reserved in the YRRP room block by this deadline shall be released from the block and made available for sale to the public.

2.1.5 Cancellations: 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 stay.

3.0 General Session Meeting Space: Saturday, September 14, 2019. The Contractor shall provide one on-site conference room large enough to accommodate 85 attendees seated w/tables allowing all attendees to see and hear the presentations clearly, take notes, and enjoy breakfast and lunch at their seats. Each table is required to be clothed and have note taking material available. The attendees will be working within this room throughout the day, therefore this room must remain set up in this manner from 7:00 am – 4:00 pm.

3.0.1 Beverages: Venue to provide water throughout the day.

3.0.2 Layout/AV Requirements: Wireless internet capabilities AV booth near outlets and use of house sound connections if available. One wireless microphone, one projector and large screen are needed. Must be of adequate size and position to be viewed by all 85 attendees.

Adequate staff is required to assist throughout the day in room conversions and meal set up and take down.

4.0 Breakout Rooms: Saturday, September 14, 2019. The Contractor shall provide two on-site conference rooms large enough to accommodate 30 attendees in each, seated theater style w/tables allowing all attendees to see and hear the presentations clearly and take notes. The attendees will be working within these rooms throughout the day, therefore these rooms must remain set up in this manner from 7:00 am – 4:00 pm.

4.0.1 Beverages: Venue to provide water throughout the day.

4.0.2 Layout/AV Requirements: One projector and large screen are needed in each room. Must be of adequate size and position to be viewed by all 30 attendees.

5.0 Resource Fair/Event Registration Requirements: Saturday, September 14, 2019, 7:00 am to 4:00 pm, one draped 6’ or 8’ table and 2 chairs to easily accommodate registration of 85 attendees. Hall separate and preferably adjacent to general session with 12 draped 6’ tables with 2 chairs and accessible outlets to each table to accommodate vendor resource fair. One small printer at the registration table (or nearby).

6.0 Childcare Rooms: One (1) Room Saturday, September 14, 2019, 7:00 am to 4:00 pm to accommodate 10 children. The state legal requirements of 35sq ft. available per child and care giver, actual set up of each room will be outlined no later than Saturday, September 14, 2019. Child care must be located within close proximity of restrooms for childcare supervision. Childcare freedom—Childcare freedom means:

we will provide our own certified staff, service and curriculum as allowed by the Oregon National Guard, Child and Youth Directors Office, Salem. Two six-foot registration tables with two chairs per table, located just outside of this room is needed for sign in. Three (3) small cribs to be provided in one of the childcare rooms. The POC must have the ability to cancel the Childcare and Youth Activity Room no later than three business days prior to the date, in the event no children or youth are registered to attend the event.

7.0 Meals: Contractor shall provide:

6.1 Breakfast:

- One (1) hot buffet meal (breakfast) to accommodate approximately 85 attendees.

- Meal not to exceed current GSA Per Diem Rates for Breakfast in Portland ($16), or selected venue’s County

6.2 Lunch:

- One (1) hot lunch buffet meal to include choice of soup or salad, 2 hot entrees, and a desert option to accommodate approximately 75 adult attendees.

- One (1) children’s hot lunch (for example: chicken nuggets, fruit, etc.) for approximately 10 Child and Youth attendees

- Meal not to exceed current GSA Per Diem Rates for Lunch in Portland ($17), or selected venue’s County

6.3 Snacks & Refreshments:

- Two (2) snacks to accommodate approximately 75 adult attendees (1) between breakfast and lunch and (1) after lunch

- Two (2) snacks to accommodate approximately 10 Child and Youth attendees

- The following two coffee/tea services to accommodate approximately 75 people.

Coffee/Tea services are requested to be served/provided as follows

- Saturday, September 14, 2019 7:00 a.m. continuously refreshed and provided in/near the

Resource Fair or main conference room

- The government shall provide contractor with a final count of personnel to be served coffee/tea services 72 hours prior to the event date (Saturday, September 14, 2019)

- Snacks and refreshments not to exceed current GSA Per Diem Rates for Incidental

Expenses ($5). The government will not be responsible for any cost above said amount

6.4 Delivery: Saturday, September 14, 2019

- Breakfast: 7:00 am – 8:00am

- A.M. menu snack (adult & children): 10:15 am

- Lunch: 12:15 pm

- P.M. menu snack (adult & children): 2:00 pm

6.5 Water stations (cups and pitchers) or water bottles should be provided in all areas and be available and replenished frequently throughout both days.

6.6 Childcare headcounts and any special requirements for meals and snack purposes will be provided to the venue/food service contractor three days prior to the event date Saturday, September 14, 2019.

6.7 The government shall provide contractor with a final count of persons to be served buffet meals three days prior to the event date Saturday, September 14, 2019. The government will not be responsible for any cost above those calculated based on the final counts provided.

6.8 Lunch meals must contain at 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.

6.9 Accommodations will be available for allergies or special food needs (vegetarian, etc.).

7.0 Additional Requirements: Overnight parking fee will be included in the quoted room rate;

otherwise the parking fee must be waived.

7.1 The hotel should not be undergoing renovations during the conference dates.

7.2 Holidays recognized:

8.0 Point of Contact: The Wing Yellow Ribbon Reintegration Program Coordinator, Samantha Zurcher, will be attending this DoD YRRP event; contact number: 520-295-7146

9.0 Contractor Manpower Reporting Application (CMRA):

9.0.1 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 via a secure data collection site.

9.0.2 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, beginning with 2013.

Contractors may direct questions to the help desk at http://www.ecmra.mil

9.0.3 The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all information, which includes:

- Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative;

- Contract number, including task and delivery order number;

- Beginning and ending dates covered by reporting period;

- Contractor name, address, phone number, e-mail address, identity of contractor

- Employee entering data;

- Estimated direct labor hours (including sub-contractor);

- Estimated direct labor dollars paid this reporting period (including sub-contractor);

- Total payments (including subcontractor);

- Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different);

- Organizational title associated with the Unit Identification Code (UIC) for the Army

Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information) http://www.ecmra.mil/.Reporting http://www.ecmra.mil/

- Locations where contractor and sub-contractors perform the work (specified by zip code in the United States and nearest City, Country, when in an overseas location, using standardized nomenclature provided on website);

- Presence of deployment or contingency contract language;

- Number of contractor and sub-contractor employees deployed in theater this reporting period (by country). As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending February 30 of each government fiscal year and must be reported by 31 October of each calendar year.

10.0 The Contractor shall be licensed, bonded, and properly insured for all Conference Center operations, preparing and/or catering meals, and serving meals.

11.0 The Government will perform a risk assessment of each Yellow Ribbon event in accordance with AFI 10-245. 142nd Wing Security Forces Security Manager will conduct a risk assessment and review security requirements in accordance with the ANG and unit SOPs when conducting events or training.

12.0 The Contractor shall allow all conference attendees to park their vehicles in the conference center parking lot(s) at no cost to the Government.

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

13.1 Directional signage as follows: 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 “ORANG YRRP.”

14.0 The contractor agrees to allow the government to provide child care activities/services via separate contract operating on the facility premises, referenced above as “Childcare Freedom.”

15.0 Contractor shall provide U.S. and State of Oregon Flags, ceremonial flag poles and flag bases, placing them in the main ballroom on or next to medium risers/fixed stage. The American flag must fly at equal or greater height of the Oregon flag and be placed on the right side of a speaker who would be standing at the podium facing the audience. The State of Oregon flag should be posted on the speakers left.

16.0 Contractor will provide specific registration code for room reservations and allow government to review and validate members on the registration list.

17.0 Useful Resources:

- Per diem Query by State, County and Military Installations http://www.defensetravel.dod.mil/site/perdiemCalc.cf m http://www.defensetravel.dod.mil/site/perdiemCalc.cfm http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

- Per diem prorated costs for contracting meals http://www.gsa.gov/portal/content/101518 http://www.gsa.gov/portal/content/101518