PWS_Yellow_Ribbon_Venue_December_8-9.pdf

PERFORMANCE WORK STATEMENT (PWS)

638th ASB

Yellow Ribbon Program (YRP) Training Events Period of Performance: 8-9 December 2018

Location: Indianapolis, IN

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide venue support for the Yellow Ribbon Reintegration Program (YRRP) Training Event for 8-9 December 2018, in the Indianapolis, IN area. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers will be accountable solely to the Prime Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The contractor will provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Yellow Ribbon Reintegration Program (YRRP) Training Event as defined in this Performance Work Statement except for items specified as government furnished property and services. The attendance for the YRRP event is 720 total personnel and will consist of the following:

700 Attendees: 300 Service Members and 400 Family Members 20 Staff: 10 Supporting Staff and 10 Advance-Staff

The YRRP Training Event venue must be within a 30 mile radius of the closest Airport to the Event Location, but not located within the airport tolls

1.2. Background: The Yellow Ribbon event is a requirement of Department of Defense Instruction 1342.28, which establishes the Yellow Ribbon Program. The Yellow Ribbon Program consists of four events: 1st event occurs prior to deployment, 2nd event occurs during deployment, 3rd event occurs approximately 90 days post-deployment and the 4th event occurs approximately 180 days post-deployment.

1.3. Objectives: Provisions and meeting space for 720 attendees. Meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for supporting staff and service of four meals. To ensure there is a conducive learning environment/atmosphere at the event venue to support Yellow Ribbon Program (YRRP) Training Event presentations and training, and to provide those government personnel and their Families attending the event with quality accommodations and identified support services.

1.4. Scope: The Government is anticipating 700 attendees. Attendees and staff will arrive on Saturday morning and all attendees and all of the staff will depart on Sunday.

1.4.1 Period of Performance: The period of performance will be from Saturday, December 8th to Sunday, December 9th, 2018. A Yellow Ribbon registration desk will be setup to accept registration from event participants on Saturday, beginning at 7 a.m.

preferably near the general session room or dining area. The first formal program event will begin at 9:00 a.m. on Saturday. The programs will start at 9:00 a.m. and end NLT 8:30 p.m. There will also be a child and youth programs provided on Saturday and Sunday. On Sunday, the last event day, programs will consist of general sessions again that will begin at 7:00 a.m. and end at 5:00 p.m.

PART 2

GOVERNMENT FURNISHED PROPERTY (GFP), EQUIPMENT, AND SERVICES

2. GOVERNMENT FURNISHED ITEMS AND SERVICES: The Government will not provide any services, facilities, or utilities, equipment or material to the contractor to assist the contractor with the requirements of this PWS.

PART 3

CONTRACTOR FURNISHED ITEMS AND SERVICES

3. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The Contractor will furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

PART 4

SPECIFIC TASKS

4. SPECIFIC TASKS:

4.1. Basic Services. The contractor shall provide services to support Yellow Ribbon Reintegration Program (YRRP) Training Event that include meeting space, meals, audio/visual, and parking for the events. The Government will provide a total meal count by noon on Tuesday December 04th 2018, before the start date on Friday December 08th 2018. The government will have the option to cancel meals by noon on Tuesday December 04th 2018.

4.1.2. Meeting Rooms. Contractor shall provide 1 General Session room, 1 breakout session room, 2 counseling rooms, 1 Admin/Ops/ room, 1 registration Area, 1 Vendor Staff Area, 2 Childcare Rooms, 1 Dining Room and 1 Storage room.

4.1.2.1. The contractor shall provide one (1) General Session room capable of holding 720 personnel (participants and staff) per event. This room must contain an elevated stage with a podium. The general session room must be equipped with one (1) podium, one (2) wireless and/or local area network (LAN) internet access for computer laptop connectivity to the room projector screens and sound system, two (2) six foot table skirted/dressed with two (2) chairs (for A/V setup), and one (1) American Flag with pole and stand from Saturday at 7:00 a.m. to Sunday at 5:00 p.m.

4.1.2.2. The contractor shall provide 1 Breakout session room capable of holding 350+ personnel in theater style seating plus AV equipment.

4.1.2.3. The contractor shall provide 2 Counseling Rooms, ideally must be in close proximity to the breakout rooms. These rooms are used for counseling. The room will consist of the following items per-room per-day; three (3) comfortable/lounge chairs, one (1) table, skirted/dressed, two (2) boxes of tissues, sufficient lighting and appropriate décor, one (1) pitcher of water with cups (to be refreshed as needed).

Saturday from 7:00 a.m. to 5:00 p.m. and again on Sunday 7:00 a.m. to 5:00 p.m.

4.1.2.4. The contractor shall provide one (1) Admin/Ops room to support the Yellow Ribbon Training Event staff and store sensitive items. Room must accommodate equipment and must be able to be locked, and will ideally be on same floor or adjacent to the break-out rooms. Room needs to be available for set-up no later than, Friday at 3:00 p.m. to Sunday until 5:00 p.m.

4.1.2.5. The contractor shall provide one (1) Registration Area. The contractor will provide water stations and cups in area, to be refreshed as needed. The Registration area will consist of the following items per day, sufficient lighting, three (3) six foot tables skirted/dressed with two (2) chairs per table and pens. Required Saturday at 7:00 a.m.

until Sunday to 1:00 p.m.

4.1.2.6. The contractor shall provide one (1) vendor staff area ideally located in the vicinity of the General Session or the break-out rooms. The CP area will consist of the following items; these items are in support of official participants and not for the benefit of community partners; 12 six foot tables skirted/dressed with two (2) chairs per table, eight (8) small trash cans, one (1) water stations with cups (to be refreshed as needed).

Required from Saturday 8:00 a.m. until 5:00 p.m. on Sunday.

4.1.2.7. The contractor shall provide 2 rooms to be used for child and youth activities.

Rooms will have tables and chairs to accommodate childcare and youth. These rooms should be within close proximity of each other, restrooms and the main conference space. There should be enough room space to accommodate children and staff.

Required Saturday 7:00 a.m. to Sunday 5:00 p.m. Please refer to Annex A for more specific requirements.

4.1.2.8. Dining Room. The contractor shall provide a room large enough to seat up to 720 attendees and staff members for Saturday lunch and dinner, and Sunday breakfast and lunch, round style seating to accommodate 720 attendees and staff. All meals will be served in 3 buffet lines, with double-sided access, for a total of 6 access lines. Buffet lines must be able to accommodate a large group in a timely manner. This room can be the same as the general session room as long as space allows for 3 buffet lines.

4.1.2.9. Storage Room.

4.1.3. Catering: See Annex B for Specific Requirements.

4.1.4. Audio Visual: Contractor will provide audio visual equipment for General Session rooms and Breakout rooms to include screens, handheld wireless and lavaliere microphones (mics), and laptop audio connections. The contractor will Provide a dedicated Audio/Visual person on-site to be available to assist during both Yellow Ribbon Reintegration Program (YRRP) Training Event days from 7:00 a.m.- 5:00 p.m.

Saturday and 7:00 a.m. to 5:00 p.m. Sunday.

4.1.4.1 General Session Room A/V Needs:

2 large screens 2 projectors HDMI connector for laptop Audio port for laptop connection 2 wireless microphones (1 can be lavaliere)

4.1.1.2 Breakout Room for 350 People

1 or 2 large screens (all audience must be able to see clearly) 1 or 2 projectors 1 wireless microphone HDMI connector for laptop Audio port for laptop connection

4.1.5. Parking: The contractor will provide parking on Saturday and Sunday for no less than 350 vehicles each day.

Annex A

5. Child and Youth Rooming Requirements

5.1. The contractor will provide 2 rooms, with enough rooms to support child care by ratio age groupings and square feet per child/youth. Space will allow for separation of children ages 0-5 and youth 6-17 for safety and appropriate programming.

The contractor will ensure the childcare rooms meet the following:

All rooms will meet fire code.

Designated evacuations location(s) will be identified for childcare.

All rooms will meets Americans with Disabilities Act (ADA)

Requirements.

All Rooms will be free from health and safety hazards o All cords will not (e.g., electrical, window blinds) be hanging within a child’s reach.

o All furniture in room will be secure or removed. Furniture and fixtures will be in good repair.

o All windows or doors to balconies will be securely shut and locked.

o All rooms furniture/fixtures/carpets will be clean and sanitized.

o All rooms will be free from lead paint and asbestos.

5.1.1. All childcare/youth rooms will be within close proximity of each other (same floor when possible) but all will be on adjoining floors (e.g. 6th and 7th floors) IAW AR 608-10, with access points that can be controlled. Recommend a minimum of two exits from each room be available. Restrooms need to be in close proximity to the childcare/youth rooms.

5.1.2. The contractor will provide each room with hands free trash can or trash can with lid for infant room for sanitary disposal of soiled diapers, and potable drinking water to be continuously available.

5.1.3. To provide medication or respond to calls from caregivers all rooms need to be within reasonable distance to Yellow Ribbon training event space.

5.1.4. Rooms will allow the separation of infant/pre-toddler and youth for safety

5.1.5. All bathrooms and hand washing sinks are easily accessible from childcare rooms.

5.1.6. The contractor will ensure Space is available for Childcare registration and childcare daily sign in/out of children.

5.1.7. The venue will provide the following:

All rooms will have drinking water and small cups accessible at all times.

All rooms will have a hands-free, covered trash can available for use.

All Toddler and Pre-school rooms will have enough space for childcare providers to designated for napping that can be supervised at all times and are within sight/sound.

Annex B

6. Food and Beverage. The contractor will provide four (4) meals commencing with two

(2) meals (Lunch and Dinner) on Saturday, the first full event day, and two (2) meals (Breakfast and Lunch) on Sunday, the day of departure, will be provided per event.

Food and beverage charges are based upon a total 720 servings per meal at or below the per diem rate for meals. Self-serve beverage stations are preferred at each meal.

Local government per diem rates for food will apply and can be found at http://www.gsa.gov/portal/content/101518. The cancellation time frame should be consistent with commercial practice. The contractor must be in compliance with all applicable Army regulations regarding food and beverage services.

6.1. Breakfast. Hot food buffet will be available from 7:00 a.m. to 8:00 a.m. on Sunday with 720 servings per meal. The buffet will include such items as: pancakes, bacon, sausage, eggs, ham, assorted fresh fruit, pastries and cereal. Drinks will consist of:

coffee, milk, tea and juice. Self-serve beverage stations are preferred.

6.2. Lunch. Hot food buffet will be available from 12:30 p.m. to 2:00 p.m. on Saturday for 720 servings per meal and Sunday from 11:30 to 1:00 p.m. for 720 servings per meal. Buffet(s) will include such items as: garden salad with assorted toppings and dressings, at least 2 options of meat selections, vegetables, and at least 2 starch selections. Drinks will consist of coffee, milk, tea, juice and assorted soft drinks (regular & diet), for 670 adult lunches. Provide small plates for children with child-friendly food choices such as macaroni and cheese, chicken nuggets, and Sloppy Joe sandwiches available for at least 50 kids. The total lunch meal charges will be the sum of adult and children meals. Self-serve beverage stands are preferred.

6.3. Dinner. Hot food buffet or plated meal will begin at 6:30 p.m. on Saturday evening for 720 servings per meal, buffet will include such items: Heavy hors d'oeuvres and finger foods with at least 2 options of meats and starches, such as but not limited to chicken strips, tacos, pizzas, cheese sticks, cheese and crackers, quiche, vegetables trays, mini sandwiches, appetizer wraps, stuffed mushrooms, roast beef/ assorted rolls, chicken wings, and chips and dip, assorted soft drinks (regular & diet), cold and hot teas, juice, coffee and water. Contractor must provide a draft menu to the YRRP contact for approval, for all meals, no later than Monday December 03rd 2018 at Noon.

Contractor will accommodate special dietary requests for all meals, i.e., vegetarian and gluten free meals upon request.

6.4. A final Banquet Event Order (BEO) will be submitted to the POC and Program Manager ten (10) calendar days prior the event for each event.