PWS_Post_1_Deployment_164AW.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

Yellow Ribbon Post 1 Deployment Training Tennessee Air National Guard

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 Post 1 Deployment Training Event Services, as defined in this PWS

1.2 Background: The objective of this contract is to provide family support for the Yellow Ribbon Post 1 deployment training for the 164th Air Wing Service Members & families for the TN-ANG. The Contractor will perform a wide range of administrative tasks for the 164th Air Wing and Yellow Support Staff that include the formation and administration of various projects as detailed in this PWS.

1.3 Period of Performance (PoP): 9-11 Nov 2018.

1.4 General Information:

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 COR, (or the KO if a COR is not assigned), 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. 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.

1.4.12 RESERVED

1.4.13 RESERVED.

1.4.14 RESERVED

1.4.15 RESERVED

1.4.16 RESERVED

2.0 Definitions and Acronyms

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 CONTRACTING OFFICER'S 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 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 Performance Work Statement.

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 Key Personnel listed in 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 assure 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.

2.1.12 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

AEI

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation AT/OPSEC Antiterrorism/Operational Security CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

3.0 RESERVED

3.1 RESERVED

3.2 RESERVED

3.3 RESERVED

3.4 RESERVED

3.5 RESERVED.

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:

5.1 Lodging for attendees of TN-ANG Yellow Ribbon Event. (Must not exceed current Government Per Diem Rate and will be inclusive of any surcharges. Current rates are available on GSA Per Diem Rates located at https://www.gsa.gov/travel/plan-book/per-diem-rates )

5.1.1 Vendor will make available a block of thirty five (35) guest rooms for two nights each for seventy (70) total. The guest rooms will be paid for by the contract, and specifically designated for TN-ANG Yellow Ribbon participants. There will be an additional set of seven (7) guest rooms for two nights each, (14) total, to be held on courtesy hold, and specifically designated for TN-ANG Yellow Ribbon Staff. These courtesy hold rooms will be paid for OUTSIDE of the contract, and by the individual for whom the room is assigned. The YR Staff will confirm hotel reservation 72 hours before event; 7 November 2018 is the deadline for Staff rooms. If the Staff have not checked in by 6:00pm CST, 10 November 2018 the hotel may release the rooms for resale. Guests will check in on Friday, 9 November 2018 and check out Sunday, 11 November 2018. (All rooms capable for sleeping 1 Person Minimum)

5.1.1.1 The 35 guest rooms (two nights each) (35 x 2=70) will be on contract and a rooming list will be provided to the hotel NLT 6 November 2018.

The seven (7) non contract, courtesy hold rooms (two nights each) (7 x 2=14), will also be on a list provided to the hotel NLT 6 November 2018. The Yellow Ribbon Staff will be responsible for calling the hotel to confirm their reservation, with their own form of payment, no later than 9 November 2018 by 6:00pm CST or the hotel may choose to release the rooms for resale.

The guest and staff rooms will need to be at the same location and on the same dates.

https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates

5.1.1.2 Vendor will release administrative block of 20 guest rooms for event no sooner than 12pm, 2 November 2018 unless otherwise agreed upon a new date and time.

5.1.1.3 Room incidentals (pay movies, game rentals, room service, etc) must be charged to the individual attendee assigned to that room.

5.1.2 Lodging Amenities

5.1.2.1 Rooms must be at least single occupancy, private rooms with available toilet and showers facilities in each room.

5.1.2.2 Available self-parking at no cost to government or attendee of conference. If parking cannot be waived please include in a separate line item.

5.2 Conference Rooms (9): The Contractor shall:

5.2.1 Provide one (1) conference/general session room for training classes, provided by YR staff to comfortably seat 225 people. Contract will include banquet style table arrangement, with no more than eight (8) chairs/(8) people per table; Table arrangement will have a center isle; One (1) 6 ft. or 8 ft. table at the front of the room for handouts; One (1) projector and screen in the center of the room; One (1) skirted table with 2 chairs for media/communication next to projector cart; One

(1) Podium; One (1) Lapel Microphone, One (1) Wireless Microphone One (1) American Flag; state flag is optional; Two (2) small classroom style tables, with two (2) chairs each, placed at the rear of the meeting room; Ceiling height must accommodate a 12’ projector screen; Complimentary water station in room; Internet connectivity required. This room may be used as dining area for the breakfast and lunch banquet.

5.2.2 General Session conference room is required from 6:30am 5:00pm – 10 November 2018.

5.2.3 Provide two (2) conference/ break-out rooms designated for childcare.

Rooms will accommodate 25 children. Rooms designated for childcare will be conjoining or located in close proximity to each other. Rooms will be arranged in a classroom layout with seating for ten (10) and open for free play. Two (2) TV/DVD Players requested for rooms (one in each); ten (10) blankets will be placed in each of the childcare rooms, One (1) small table and one (1) chair will be placed outside room for registration. Snacks for children will be provided by childcare vendor. Children will eat Breakfast and Lunch with parents.

5.2.4 Room designated for Childcare are required from 7:00am – 4:00pm – 10 November 2018.

5.2.5 Provide four (4) conference/break-out rooms designated for Dependent/Guest Briefing/Meditation. In three (3) of the four (4) rooms, seating will be arranged banquet style, with no more than eight (8) people per table, with enough chairs and tables to comfortably accommodate 55 adults. Three (3) rooms will have one (1) classroom style table for information and materials. Vendor will provide projector and screens for three (3) of the four (4) breakout rooms, placed on small utility carts or tables (3) in the front center of the room. This will include any cables, extension cords necessary to make the system function properly.

The fourth (4th) breakout room will be used for yoga/meditation during the breakout sessions, so this room needs to be located in an area farthest from the other rooms.

Vendor will provide 55 chairs, arranged around the perimeter of the room, with enough space in the middle of the room for people to lay on the floor.

Each of the breakout rooms (4) will be equipped with a sound patch for sound capability from a laptop, speaker or projector.

5.2.6 Breakout rooms (4) designated for Dependent/Guest Briefings/Meditation are required from 11:00am – 4:00pm – 10 November 2018.

5.2.7 Provide one (1) conference/break-out room designated for private counseling. One (1) round banquet or conference style table and six to eight (6-8) chairs inside room, along with a waste basket and complimentary water station.

5.2.8 Room designated for Counseling Office is required from 7:00am – 4:30pm – 10 November 2018.

5.2.9 Provide one (1) Office/Board room and staff storage. Conference Tables and Chairs with a minimum of 12 people, water station, and waste basket.

5.2.10 Room designated for Office/Board Room/Staff storage is required from 10:00am Friday, 9 November 2018 through 4:30pm Saturday, 10 November 2018.

5.3 Lobby/Vendor Space

5.3.1 Compose lobby area for event registration with three (3) 6ft or 8ft registration tables, two (2) chairs at each table, and a waste basket. Vendor (hotel) will provide one

(1) 6ft or 8ft table per vendor, for 15-20 vendors. Two (2) chairs per table; waste basket, and complimentary water station.

5.3.2 Designated vendor area will be located in close proximity to the General Sessions room.

5.3.3 Wireless internet capability is required to efficiently accommodate no less than 30 computers. 10:00am on 9 November 2018 – 4:30pm on 10 November 2018.

5.4 Meals:

5.4.1 Vendor will provide a full breakfast service on Saturday, 10 November 2018 for 250 people. Meal will consist of, but not be limited to: caffeinated and decaffeinated coffee, hot tea assortment, water, orange juice, and a variety of the following: sliced seasonal fruit, bread & pastries, breakfast meats, and eggs. Bread items will consist of muffins, bagels or pastries, and waffles/pancakes/french toast with syrup or biscuits & gravy. Breakfast meats will include combination of ham, bacon, or sausage with any style eggs. Breakfast will be served in close proximity to the General Session Conference Room, and dining will take place in the General Session Conference Room.

Breakfast service will be from 6:45 – 7:45am.

5.4.2 Breakfast pastries/muffins, coffee, and tea will be left for consumption after the breakfast service has closed. Items will be removed only after depletion or to prepare for the service of the next meal.

5.4.3 Provide a total of eight (8) Gallons of Coffee (in addition to the breakfast coffee) and a water station through-out the day, 9:00am – 4:00pm, Saturday, 10 November 2018. Set-up coffee and water station in general area of General Sessions’ room in proximity of other break-out rooms.

5.4.4 Vendor will provide a lunch banquet on Saturday, 10 November for 250 people.

Lunch items will include a salad, a choice of two (2) entrees/meats with a minimum of two (2) vegetable choices, bread/rolls, two (2) desserts, and a drink per person. The salad will not be considered as one of the vegetable requirements. Beverages will consist of ice water and tea (both sweet & un-sweet). Vendor will provide linen table cloths for each dining table. Meal will be served buffet style. Vendor will provide servers for beverage refreshment and dish removal during mealtime. Lunch will be served from 11:45am – 12:45pm. – Menu may be changed depending on menu presented with proposal.

5.4.5 Serving portions will be a minimum of the following: meat – 8oz.; vegetables – 4oz. each; bread – 1 dinner roll; dessert – 1 serving, 6oz. each.

5.4.6 Dessert (2 choices) will be included in the total cost of the lunch meal but will be offered to event participants for consumption at 1:30 pm.

6.5 Audio Visual:

6.5.1 Vendor will allow TN-ANG Yellow Ribbon program use of private audio visual equipment as needed, and equipment will be provided by the vendor, as requested in paragraphs 4.1, 4.2, 4.3, and 5.1.3. Wireless Internet is required. The TN-ANG will be allowed to bring and utilize personal laptops with the projectors and screens for presentations as needed.

6.6 Security Requirements:

6.6.1 Vendor will lock all conference rooms nightly when not in use.

7.7 Miscellaneous:

7.7.1 When submitting a proposal all vendors MUST provide Cage Code, Dun and Bradstreet number, Tax identification number, and vendors must already have their Representations and Certifications completed in https://www.sam.gov/portal/public/SAM/#1 prior to submission of proposal.

7.7.2 Contract Specialist for this Request for Proposal is – Stacy Pollock, usaf.tn.164-aw.mbx.msc@mail.mil and Phone: (901) 291-7109. Please call if there are any questions pertaining to this request.

8.8 Hours of Operation:

8.8.1 The contractor will perform the services during the “Yellow Ribbon Post 1 Deployment” event between 10:00am, Friday, 9 November 2018 through 5:00pm, Saturday, 10 November 2018.

8.8.2 Check-in for the hotel guest rooms will be NLT 3:00pm on day of arrival. Late arrival will be authorized on an “as needed” basis. A late check-out will be extended to all event participants and staff on day of departure.

8.8.3 Vendor will not contract with any other party for use of the same occupied space during anytime of specified hours of operation.

9.9 Contractor Manpower Reporting Application (CMRA):

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

9.9.2 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.

https://www.sam.gov/portal/public/SAM/#1 mailto:usaf.tn.164-aw.mbx.msc@mail.mil mailto:usaf.tn.164-aw.mbx.msc@mail.mil http://www.ecmra.mil/ http://www.ecmra.mil/