PWS_ESGR_7_June_19.docx

PERFORMANCE WORK STATEMENT (PWS)

JFHQ-IN-ESGR

Annual Employer Awards Dinner Period of Performance: June 7, 2019 Location: Indianapolis, IN

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide venue support for the Indiana Employer Support of the Guard and Reserve (ESGR) Annual Employer Awards Event for 7 June 2019, 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 the Indiana ESGR Annual Employer Awards Event as defined in this Performance Work Statement except for items specified as government furnished property and services. The attendance for the ESGR event is 250 total personnel and will consist of the following:

· 250 Projected Attendees: Employers (86), ESGR Staff (3), ESGR Volunteers (33), Non DoD Personnel / Speaker (14), Service Members (114)

The ESGR Awards Event venue must be within a 15 mile radius of the ESGR State HQ office (Tyndall Armory, 711 N Pennsylvania Street, Indianapolis, IN 46204) to the Event Location, but not located within the airport tolls. The preferred location is Indianapolis, IN.

1.2. Background: ESGR is established under DOD Instruction 1205.22 originating from the Office of the Under Secretary of Defense for Personnel and Readiness. ESGR is a DoD office that develops and promotes supportive work environments for Service members in the Reserve Components (RC) through outreach, recognition, and educational opportunities that increase awareness of applicable laws. The ESGR Employer Awards banquet is an annual event authorized under Employer Support of the Guard and Reserve Instruction 7000.1, Financial Procedures for State Committee Support. Funds for official representation (ORF) may be used by ESGR for official reception, representation, and advertising activities in accordance with DoD Instruction 7250.13 and Section 2241(c) of Title 10, U.S.C.

1.3. Objectives: Provisions and meeting space for 250 attendees. Meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), and space for supporting staff and service of one meal. To ensure there is a conducive environment/atmosphere at the event venue to support the ESGR Employer Awards event, the keynote speaker, presentation of awards, and to provide those in attendance with quality support services.

1.4. Scope: The Government is anticipating 250 attendees. The ESGR staff and volunteers will need to arrive NLT 10:00am on Friday, June 7, 2019 to drop off supplies and begin setting up necessary awards, table settings, registration, etc. The remainder of attendees will arrive beginning 5:00pm on Friday, June 7, 2019. All ESGR staff and volunteers are expected to vacate premises NLT 11:00pm on Friday, June 7, 2019 upon conclusion of clean-up.

1.4.1 Period of Performance: The period of performance will be for one day only: Friday, June 7, 2019. An ESGR registration desk will be setup to accept registration for event attendees on Friday, beginning at 5:00pm, preferably near the entrance of the event. The program will commence at 5:00pm and end NLT 9:00pm.

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 the ESGR Annual Employer Awards Event to include a meeting space, meals, audio/visual, and parking for the event. The Government will provide a total meal count by noon on Monday, May 27, 2019 before the start date on Friday, June 7, 2019. The government will have the option to cancel meals by noon on Monday, May 27, 2019.

4.1.2. Meeting Rooms. Contractor shall provide one (1) meeting/conference room, one (1) registration area, one (1) social area, and one (1) dining facility.

4.1.2.1. The contractor shall provide one (1) dining facility capable of holding 250 attendees for the event. This facility must contain a large elevated stage with a podium, eight (8) six foot (6’) tables skirted for awards display placed off stage (stage right), and one (1) American Flag with pole and stand for Friday, June 7, 2019 from 10:00am to 9:00pm. This room will be utilized as the space for dinner and awards program. Access must be given by 10:00am in order to facilitate set-up by ESGR staff and volunteers.

4.1.2.2. The contractor shall provide AV equipment to include, at minimum, two (2) large projector screens clearly visible for all guests, projectors, wireless mic and sound, and connectivity to the room screen projectors and sound system. Pipe and drape may also be required as backdrop, depending on facility layout.

4.1.2.3. The contractor shall provide one (1) meeting room (one table, set-up not important). This room will be utilized primarily as the storage facility and staging area of supplies for the entire day. Limited access (2-3 ppl max) and available throughout entire day.

4.1.2.4. The contractor shall provide one (1) area for cocktail reception. This area will primarily be utilized for a social atmosphere. Hors d'oeuvres, cash bar, space for possible photo booth, space for four (4) piece band, and name card table. Would prefer this space in close proximity to dining room.

4.1.2.5. The contractor shall provide one (1) registration area. The registration area will consist of the following items: sufficient lighting, six (6), six foot (6’) tables skirted/dressed with two (2) chairs per table. Required Friday, June 7, 2019 4:00pm to 7:00pm.

4.1.3. Catering: See Annex A for Specific Requirements.

4.1.4. Audio Visual: The contractor shall provide AV equipment to include, at minimum, two (2) large projector screens clearly visible for all guests, projectors, wireless mic and sound, and connectivity to the room screen projectors and sound system. Pipe and drape may also be required as backdrop, depending on facility layout. The contractor will also provide a dedicated Audio/Visual person on-site to be available to support the ESGR Employer Awards banquet between 5:00pm to 9:00pm on Friday, June 7, 2019.

4.1.4.1 Dining facility A/V Needs:

· 2 large screens (all guests must be able to see clearly)

· 2 projectors

· 1 wireless microphones

4.1.5. Parking: The contractor will provide parking on Friday, June 7, 2019 at no cost to guests. ESGR may be able to cover costs.

4.2 CONTRACTOR MANAGEMENT REPORTING (CMR): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on "Department of the Army CMRA" or the icon of the DoD organization that is receiving or benefitting from the contracted services.

4.2.1 Reporting inputs will 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 2014. Contractors may direct questions to the help desk by clicking on "Send an email" which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component's CMR website.

4.2.2 The required data fields include: (1) Contracting Office, Contracting Officer, or also known as the Contracting Officer's Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub- Contractor if different); (9) Estimated data collection cost; (10) 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); (11) 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); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. The specific formats for the XML direct transfer may be downloaded from the website.

Annex A

5. Food and Beverage: The contractor will provide 250 plated meals (dinner). The contractor shall provide a menu that takes into consideration the following factors: costs that meet with government per diem, nutrition, and ability to accommodate special dietary needs such as, but not limited to, gluten and vegetarian guidelines. Meal cost cannot exceed per diem. Local government per diem rates for food 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.

5.1. Dinner: Plated meal will be provided from 6:30pm to 7:30pm on Friday, June 7, 2019 for 250 attendees. Meal will include should consist of: protein, fresh vegetable, starch, dessert and beverage options. Beverage choices will consist of coffee, tea (both hot and iced), and assorted soft drinks (regular & diet).

5.2. The contractor shall provide a sample of proposed menu with estimated cost to the ESGR contact for approval, for all meals, no later than Monday, May 27, 2019 at noon. Contractor will accommodate special dietary requests for all meals, i.e., vegetarian and gluten free meals, upon request.

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