Attachment 1 Revised PWS YRRP v3.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Event Space, Lodging and Catering Services (Within 30 miles of ST Paul, Oregon)

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform in accordance with the PWS.

1.1.1 Objectives: The Pre-Deployment event will focus on connecting Service members with their families, employers and communities, as well as providing information and access to resources that will facilitate a successful reintegration. The activities will also provide a forum for service members and their families to meet with service providers and resources prior to deploying.

1.2 Background: Yellow Ribbon Pre-Deployment events are a federally mandated service for families and their military members leaving for a deployment. This event provides information and resources to ensure families are taken care of until Soldiers return and start reintegrating into their communities.

1.3 Period of Performance (PoP): The Period of Performance shall be 2 June 2024 for the Yellow Ribbon event for a total of one (1) day and two (2) nights of lodging; one night prior to the event and one night after.

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide services Sunday June 2, 2024, from 7:00 AM - 7:00 PM within 30 miles of St. Paul. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

1.4.2 Quality Control (QC): Not applicable.

1.4.3 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).

1.4.4 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.5 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (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.

1.4.6 OPSEC Training: In accordance with AR 530-1, Operations Security, new contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty and annually thereafter. The contractor shall submit certificates of completion for each contractor employee to the COR within 5 days of contract award or 5 calendar days after completion of training. Level 1 OPSEC training is available at https://securityawareness.usalearning.gov/opsec/index.htm.

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 42.5. The KO and or COR may meet with the contractor to review the contactor’s performance if issues apprise. At these meetings, the KO or COR 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.

1.4.8 Contract Manager (CM): The contactor 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 daily operation of this contract. The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside 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.

1.4.9 Identification of Contractor Employees: All contractor personnel attending 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’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.

1.4.10 Trafficking of 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.

1.4.11 Organizational Conflicts of Interest (OCI): The contractor shall notify the KO / COR 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 / COR to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable 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 subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

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

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

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

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

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

2.1.7 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:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

3.1 Property: none

3.2 Materials: none

3.3 Equipment: none

3.4 Services: none

3.5 Utilities: none

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

Contractor Shall provide all material and property necessary to meet requirements specified in paragraph 5.

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall:

5.1 Provide enough Event space for 1 main conference rooms, four (4) breakout rooms and a room for Lunch and staff breaks as well as exhibit space in the Foyer areas. Yellow Ribbon Day Classes-Technical Exhibit 3

5.1.1 Yellow Ribbon Day Classes-Technical Exhibit 3

5.1.1.1 Sunday 2 June 2024, from 7:00 AM - 7:00 PM

5.1.2 Main Conference room must be set up with tables and chairs and be able to hold 700 people. The main room will need to be a large room that will be broken into four (4) smaller breakout rooms that will each have 175 chairs, 22 tables and three (3) trash receptacles per room. See Technical Exhibit 3A for specifications. See Technical Exhibit 3A for specifications and 3B for diagram.

5.1.2.1 NOTE: IF TABLES ARE 6-8 FT LONG, NO MORE THAN FOUR (4) PEOPLE PER TABLE. IF TABLES ARE 6 FT ROUNDS, NO MORE THAN EIGHT (8) PER TABLE

5.1.3 Registration space area must be at the entrance of conference areas for Service Member and family registrations with four (4) tables and at least two (2) chairs each.

5.1.4 Wi-Fi must be available throughout all conference areas for the entire day.

5.1.5 Conference rooms must have mounted speakers, and projection screens available for use in each conference room and childcare rooms.

5.1.5.1 All Conference rooms must be indoor, and all venues must be located on the same property.

5.1.6 All rooms will be sanitized nightly. All set up must meet State and CDC cleaning requirements.

5.2 Child Care Rooms-(Technical Exhibit 4) Four (4) separate rooms for childcare providers to provide age-appropriate activities for child guests. Separated into age groups: infant, pre-k, elementary, and middle through high school aged. Childcare rooms will need to be near restrooms. See Technical Exhibit 4 for Childcare requirements breakdown.

5.2.1 Infant Room: Minimum 500 sf

5.2.1 Pre-K Room: Minimum of 1,050 sf

5.2.2 Elementary Room: Minimum of 1,225 sf

5.2.3 Middle through High School room = 1,050sq.ft.

5.2.4 All Rooms will have trash receptacles, tables, and chairs per Technical Exhibit 4

5.2.5 All four (4) childcare rooms must meet the following criteria:

5.2.5.1 Located in close proximity to each other, main event space, and provide limited access to only our registered guests for safety purposes.

5.2.5.2 Power should be accessible for small appliances provided by our childcare personnel, such as bottle warmers and baby swings.

5.2.5.3 Located near a bathroom that can be cordoned off from other users of the facility to be used only for our childcare.

Three (3) gallons of mixed variety of Juice per childcare room with Individual Milk / Chocolate Milk Options in elementary and teen rooms, no canned drinks. Mixed variety of Juices allowed (apple, orange, cranberry).

5.2.5.4 Hot Water for Tea or cocoa available throughout the day in all childcare rooms.

5.2.5.5 No hotel rooms will be used to meet this childcare requirement.

5.2.5.6 Child registration table will be located in entrance area of childcare rooms with Two (2) table and four (4) chairs.

5.3 Lunch Meal Requirements for 750 people

5.3.1 Catering requirements for the day of 2 June 2024. Buffet Lunch with seating in one large conference room. For Meal requirements breakout, See Technical Exhibit 5

5.3.2 Set up will be completed by venue staff. Set up will include tables, all utensils, napkins, plates and cups.

5.3.2.1 The vendor will be responsible for all preparation and/or delivery of food on time. “On‐time” is defined as prepped and ready for serving no later than ten (10) minutes prior to scheduled mealtime.

5.3.2.2 The vendor will ensure food is prepared in accordance will local and state regulations.

5.3.3 Lunch to be served at 11:50 AM until 1:30 PM. All beverages specified in Technical Exhibit 5 will be available throughout the day.

5.3.3.1 Beverages available throughout the day from, 8:00 AM until 5:30 PM.

5.3.4 Daily Beverages examples

5.3.4.1 Regular Fresh Hot Coffee, Fresh Decaf Hot Coffee, 30 gallons total mixed variety of Juices (apple, orange, cranberry), Assortment of different types of Tea for 900 cups of tea, and/or Fresh Iced Tea, sweet and unsweet options available throughout the day

5.3.5 Lunch meals: 700 adult and 50 child meals. See Exhibit 5 for adult and child meal specifications.

5.3.6 Due to allergies and special needs, the following items will NOT be approved for child menus:

1. Nuts or seeds of any kind (peanut butter, 7 grain bread, etc.)

2. Strawberries

3. Grapes

4. Hot dogs *Vegetarian and gluten free options required with each order and must have signs designating each.

5.3.7 Breakdown will be completed by venue staff starting at 1:30 PM. Trash will be monitored and emptied into the facility’s dumpster as they are filled.

5.3.8 Throughout the event, all meals (food and drink related) items will be cleaned and sanitized throughout the food service area during the event and all tables will be sanitized and wiped clean. All rooms will be sanitized nightly. All set up must meet State and CDC cleaning requirements.

5.4 Lodging Requirements at Per Diem Rates-Technical Exhibit 6

5.4.1 Per diem costs will not exceed $107.00 per night per room according to the Joint Travel Regulations.

5.4.1.1 Eight (8) double occupancy rooms for one (1) night. Check in on 1 June 2024 and check out on 2 June 2024. Actual Lodging Roster by name will be provided ten (10) days prior to event and again three (3) days prior to event in case of unforeseen circumstances.

5.4.1.2 Seventeen (17) double occupancy rooms for two (2) nights. Check in on 1June 2024 and check out on 3 June 2024. Actual Lodging Roster by name will be provided ten (10) days prior to event and again three (3) days prior to event in case of unforeseen circumstances.

5.4.2 Continental Breakfast to be provided by hotel.

5.4.3 Contract will be inclusive of all service charges. Federal and state lodging taxes shall be excluded.

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

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

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.201-2.pdf

DoDI 5400.11 Department of Defense Privacy and Civil Liberties Programs 01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy Program 05/14/2007 https://www.esd.whs.mil/Directives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program Operating Manual (NISPOM) 02/28/2006 (Change 2: 05/18/2016) https://www.esd.whs.mil/Directives/issuances/dodm/

AR 530-1

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

AR 525-13

Antiterrorism 12/09/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

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).

5.1.3 and 5.1.4 Wi-Fi, speakers and projectors

5.1.6 Event space

5.3 Meals

Lunch served on 2 June 2024, at 11:50 AM -1:00 PM See Technical Exhibit 5.

5.3.4 Beverages

5.3.7 Set up and breakdown of dining area

Breakdown started at 1:30 PM and all trash taken out and area sanitized during breakdown Random monitoring / COR

TECHNICAL EXHIBIT 2

Deliverables Schedule (Deliverables must be identified in the PWS and then summarized here. See examples below)

TECHNICAL EXHIBIT 3A

CONFERENCE ROOMS AND REGISTRATION TABLES

2 June 2024

12 Trash Receptacles minimum 13 Gal each

22 tables

Three (3) Trash Receptacles minimum 13 Gal each

22 tables

Three (3) Trash Receptacles minimum 13 Gal each

22 tables

Three (3) Trash Receptacles minimum 13 Gal each

22 tables

Three (3) Trash Receptacles minimum 13 Gal each

Four (4) Tables

NOTE: IF TABLES ARE 6-8 FT LONG, NO MORE THAN 4 PEOPLE PER TABLE

IF TABLES ARE ROUNDS, NO MORE THAN 8 PER TABLE

TECHNICAL EXHIBIT 3B

Configurations of conference roomsConference room 3 175 Chairs 22 tables 3 Trash cans-13 gal each Conference room 4 175 Chairs 22 tables 3 Trash cans-13 gal each Conference room 5 175 Chairs 22 tables 3 Trash cans-13 gal each Conference room 2 175 Chairs 22 tables 3 Trash cans-13 gal each

MAIN CONFERENCE ROOM 1

700 CHAIRS

81 Tables if rounds / 175 tables if rectangle 12 trash cans 13 gal each

TECHNICAL EXHIBIT 4

CHILDCARE ROOMS

2 June 2024

Four (4) tables

Four (4) Trash Receptacles minimum 13 Gal each

5 tables

Four (4) Trash Receptacles minimum 13 Gal each

10 Tables

Four (4) Trash Receptacles minimum 13 Gal each

10 Tables

Four (4) Trash Receptacles minimum 13 Gal each

NOTE: ROOMS MUST HAVE ELECTRICITY FOR BOTTLE WARMERS AND CRAFTS

TECHNICAL EXHIBIT 5

MEAL REQUIREMENT EXAMPLES

with Vegetarian and Gluten free options (list upon contact award)

2 x 2 inch pre-sliced square pieces

Same Dessert as above

Drinks options throughout the day 2 June 2024, from 8:00 AM until 5:30 PM with all of the condiments (cups, lids, stir sticks, sugars and creamers)

Juice: Apple, Cranberry, Orange

Coffee / Decaf , hot cocoa (for kids) with hot and cold Tea options

Water

Individual Milk / Chocolate Milk Options

TECHNICAL EXHIBIT 6

LODGING REQUIREMENTS

Lodging

Lodging roster to be provided ten (10) days prior to check in. and final roster Three (3) days prior.