SOW_-SOD-O - 18 JULY 2020.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

244th Engineers Post Deployment Event

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 Yellow Ribbon Event Services, as defined in this PWS.

1.2 Background: The HOA 11 will be conducting their Post 1 Deployment Yellow Ribbon event. This event will be conducted over a two day period.

1.3 Period of Performance (PoP): The Period of Performance shall be 18 July 2020

1.4 General Information:

1.4.1 Reserved.

1.4.2 Reserved.

1.4.3 Recognized Holidays: Reserved

1.4.4 Place and Performance of Services: Ellicott City Maryland

1.4.5 Reserved.

1.4.5.1 Reserved.

1.4.5.2 Reserved.

1.4.5.3 Reserved.

1.4.5.4 Reserved.

1.4.5.5 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.

1.4.5.6 Reserved.

1.4.5.7 Reserved.

1.4.5.8 Reserved.

1.4.5.9 Reserved.

1.4.5.10 Reserved.

1.4.5.11 Reserved.

1.4.5.12 Reserved.

1.4.5.13 Reserved.

1.4.6 Reserved.

1.4.6.1 Reserved.

1.4.6.2 Reserved.

1.4.7 Reserved.

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. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 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 KO, 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.

1.4.10 Reserved.

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 Reserved.

1.4.13 Reserved.

1.4.14 Reserved

1.4.15 Reserved.

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

2.1.4 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.

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

2.1.6 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have private 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: N/A

3.2 Materials: N/A

3.3 Equipment: N/A

3.4 Services: N/A

3.5 Utilities: N/A

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

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:

A. Dates and Geographical Locations:

Event Date: 18 July 2020 – 19 July 2020

Room Cancellation Deadline: 72 hours prior to event; the Government will only be liable for the quantity of rooms not released back to the vendor on the Room Cancellation Deadline.

Estimated number of attendees: 95 Estimated number of adults: 80 Estimated number of children: 15

Conference Rooms: 1 main conference room 1 break out room 1 childcare rooms All convention space shall be housed in one facility

Check in: 17 July 2020 Check out: 19 July 2020

Maximum JTR Lodging Rate: Ellicott City MD $108.00/day, NTE (Inclusive of all fees; Federal/State Tax Exempt*)

Parking Fees: Include in Lodging Rate

Maximum JTR Meal Rates Ellicott City Maryland:

$16.00/breakfast, NTE $17.00/lunch, NTE (Inclusive of all fees; Federal/State Tax Exempt*)

*Note: Gov’t is excluded from paying State and Federal taxes. The Supremacy Clause of the Constitution prevents any State government from imposing state and local taxes on a federal government entity.

B. Sleeping Rooms: An estimated total of 20 double occupancy rooms for attendees to be billed to the master account.

1. Minimum Room Requirements:

“Attendee” rooms shall include two beds with toilet and shower/tub facilities

Incidentals: The federal government will only pay for the room charges. At the time of check-in, attendees’ personal credit card shall be placed on file at the hotel to cover any incidental expenses such as room service, telephone calls, movies and game rentals, restaurant invoices, etc. These expenses are the responsibility of the individual, and shall be billed to their personal credit card account or deducted from cash provided during check-in. NOTE: If cash or credit card is unavailable, incidental services shall be blocked for use in the room.

C. Meeting Spaces:

Friday, 17 July 2020: With the exception of the childcare room, all meeting space listed below shall be available from 4:00pm-8:00pm. Hotel audio and visual representatives shall be available to meet in briefing room to test AV equipment before Saturday morning.

1. Check-in Space:

a. Shall be located with hotel registration desk or 2 draped 6’ tables located in view of registration desk.

b. As unit members arrive, they will check-in Hotel staff for room assignment.

2. Childcare Registration Space:

a. This space shall be 2 tables with 2 chairs each, set up for Family Programs to register children prior to the Event.

3. Childcare room (1 ea):

a. One childcare room shall be available after 5pm for set up and storage

Friday, July 17 2020: With the exception of the dining space, all meeting spaces listed below shall be available from 4:00pm-8:00pm on 17 July 2020 to set up.

1. Conference Room (1 ea):

a. Room shall accommodate at minimum 80 personnel, classroom style seating.

i. Vendor shall provide and setup a podium, multiple projectors, and projection screens (ensuring visibility for all participants in the large area, connections for a laptop (PowerPoint presentation), laptop audio and wireless microphone, and 1 presentation clicker. AV should be in all rooms

ii. Screens shall be large enough to ensure all attendees can easily view presentations.

iii. If it becomes necessary, the Government is permitted to supply, setup, and utilize their own LCD projectors, and laptop computers with Microsoft PowerPoint applications to be used in conjunction with contractor-provided equipment in the conference room at no additional cost.

b. Meeting spaces shall be designated for this event only allowing conference supplies, materials, and equipment to remain in place throughout the conference

c. Room shall include Water Station

2. Childcare Rooms (1 ea):

a. Child care rooms should NOT to be in high traffic areas for security reasons

b. Child care room will be for 15 children

c. 1 of the rooms shall have 1 cribs, microwave, trash cans with lids, and be near washrooms/bathrooms. Also 2 tables with 8 chairs

d. Room shall include Water Station

3. Pre-Function Area:

a. Space shall accommodate 20 vendors

b. Shall be set up in a convention setting with 6’ tables and 2 chairs each.

D. Catering:

1. Breakfast Meal:

a. Breakfast shall be served from 7:00am-8:00am;

b. An estimated total 80 breakfast meals shall be served buffet style.

c. An estimated total 15 breakfast meals shall be served buffet style in the children room

2. Lunch Meals:

a. Lunch shall be served from 12:00-1:00pm.

b. Lunch meals shall be served buffet style.

c. Contractor shall provide an estimated total of 80 adult lunches and 15 children’s lunches. Children will eat in the childcare area, not with the adults.

Meal Example:

Breakfast | Buffets (7:00am – 8:00am)

Breakfast:

· Eggs

· 2 Selection of Breakfast meat

· Breakfast potatoes

· Fruit

· Bread ( muffins or bagel)

· Juice

· Milk

· Coffee

Luncheon | Buffets (12:00pm -1:00pm)

Lunch Adult Buffet:

· One Selection salad

· Two Selection of Entree

· Two Selection of dessert item (cookie, brownie, etc.)

· Juice

· Coffee and Tea (cream and sugar)

Lunch Children Buffet:

· One Selection of vegetable

· Two Selection of Entrée (chicken tenders, Mac and cheese, etc)

· Two Selection of dessert item (cookie, brownie, etc.)

· Juice

NOTE FOR CHILD MEALS: Due to allergies, NO peanut products, chocolate, or fresh strawberries. All food and beverages shall be served using paper products and plastic cutlery (if possible)

*A vegetarian option should be included on the lunch buffet for up to 10% of the headcount.

Vendors are to provide priced buffet menu options with their proposal. Any variations from meal requirements must be clearly noted in the proposal. If applicable, hotel partner for catering will provide buffet service in hotel as indicated above.

E. Other:

1. Contractor shall provide the following miscellaneous items throughout the entire conference period:

a. Sign(s) identifying to participants the location of training

2. Contractor shall provide a point of contact for all pre-event coordination activities and an on-site point of contact at each event.

F. ATOPSEC & FEMA:

1. The venue shall be cleared by NC ARNG ATOPSEC Personnel & FEMA to be eligible to receive a contract. The FEMA database will be reviewed prior to award.

eLLI

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

Publication (Chapter/Page)

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

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or http://farsite.hill.af.mil/

AR 530-1

Operations Security

Ver. May 2018