PWS_Teen_Summit_16-18_Aug.docx

PERFORMANCE WORK STATEMENT (PWS)

Child Youth Program Teen Summit Period of Performance: August 16-18, 2019 Location: Indianapolis, IN

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide venue support for the Child Youth Program’s Teen Summit for 16-18 August 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, lodging, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Child Youth Program’s Teen Summit as defined in this Performance Work Statement except for items specified as government furnished property and services. The attendance for the Child Youth Program event is 60 total personnel and will consist of the following:

· 50 Attendees: Teenagers aging 13-17

· 10 Staff: 2 Advance Staff and 8 Supporting Staff

The Child Youth Program’s Teen Summit venue must be within a 50 mile radius of the closest Airport to the Event Location, but not located within the airport tolls. The preferred location will be Indianapolis, IN.

1.2. Background: Teen Summit is an annual event that is offered to Indiana Army National Guard Youth aged 13-17. The purpose of the event is to bring together military teen leaders from Indiana for a 3 day, 2 night summit composed of educational workshops, team building activities, resilience and character development. Teen supervision, mentors, and educational workshops will be provided by National Guard Youth Programs associates and instructors from Service Member population. Facility use and operational support will be provided from contracted facility.

1.3. Objectives:

· Location: To secure location that is conducive to youth safety, learning, recreation, and cost efficiency. Pre-existing, established vendors are preferred. Location should be within 25 miles north of downtown, Indianapolis, IN.

· Accommodations. To provide accommodations in permanent, hard-stand buildings that will adequately house up to 50 teens and 10 INNG adult volunteer chaperones in weatherized and climate controlled facilities that allow for the separation of youth by gender.

· Meeting space. To provide meeting space in an indoor location that will accommodate group of 50 youth, 10 INNG adult volunteer chaperones in order to allow for meaningful training and teambuilding. Space must also be able to be transformed into 2 smaller break out spaces, or alternate rooms and space available.

· Meals. To secure meals from Friday dinner through Sunday breakfast. Saturday must include breakfast, lunch, dinner, and evening snack. Climate controlled, indoor eating space for all meals. Hot and cold beverages during meals. Water available for drinking at all times through the duration of the event.

1.4. Scope: The Government is anticipating 50 attendees. Attendees and advance staff will arrive on Friday, August 16th to check into hotel rooms. All attendees and staff will depart on Sunday, August 18th.

1.4.1 Period of Performance: The period of performance will be from Friday, August 16th until Sunday, August 18th.

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 Child Youth Program’s Teen Summit that include meeting space, lodging, meals, audio/visual, and parking for the events. The Government will provide a total meal count by noon on Wednesday, August 12th, 2019, before the start date on Friday, August 18th, 2019. The government will have the option to cancel meals by noon on Wednesday, August 14th, 2019.

4.1.2. Meeting Rooms. Contractor shall provide 1 General Session room, 1 breakout session room, 1 registration Area, 1 Dining Room and 1 storage room.

4.1.2.1. The contractor shall provide one (1) General Session room capable of holding 60 personnel (participants and staff) per event. This room must contain a white board and eight (8) round tables for small group discussion and team building. The general session room must be equipped with one (2) wireless and/or local area network (LAN) internet access for computer laptop connectivity to the room projector screens and sound system, 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 25+ personnel plus AV equipment. AV equipment includes 1 or 2 large screens (Must allow for all audience members to see clearly), projectors, wireless mic and sound, and HDMI connectors for laptops.

4.1.2.3. The contractor shall provide one (1) admin/storage room to support the Child Youth Program’s Teen Summit 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.

4.1.2.4. 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 on Friday, August 16th, 2019: sufficient lighting, one (1) six foot table skirted/dressed with two (2) chairs per table and pens. Required Friday at 3:00p.m. until Sunday to 1:00 p.m.

4.1.2.5. Dining Room. The contractor shall provide a room large enough to seat up to 60 attendees and staff members for Friday dinner, Saturday breakfast, Saturday lunch, Saturday dinner, Saturday evening snack and Sunday breakfast, round style seating to accommodate 60 attendees and staff. All meals will be served in 2 buffet lines, with double-sided access, for a total of 4 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 2 buffet lines.

4.1.3. Catering: See Annex A for Specific Requirements.

4.1.4 Lodging: The contractor will provide services to support Child Youth Program’s Teen Summit that include lodging for each required guest. The Government will not be responsible for room service charges, long distance phone calls, movie rental charges, internet service charges, laundry, or other incidental room charges. Any such charges will require the occupants to provide their personal credit cards to secure payment for those charges. The Government will provide a total room count by noon on August 12th, 2019 and will have the option to cancel rooms up until this date. The Government will only pay for rooms used.

4.1.4.1 Lodging per event: The Contractor will provide lodging for Staff and Attendees for Child Youth Program’s Teen Summit. At a minimum, the lodging establishment will meet International Hospitality Association (IHA) Three Star rating criteria. The total estimated rooms for attendees, staff and presenters is 35 rooms for an estimated total of 2 night stays; broken down as follows.

4.1.4.2. The contractor will provide 35 Rooms on Friday, 16 August 2019 (10 singles, 25 doubles).

4.1.4.3. The contractor will provide 35 Rooms on Saturday, 17 August 2019 (10 singles, 25 doubles).

4.1.4.4. The Contractor will provide rooming list with confirmation numbers by noon on August 14th, 2019.

4.1.4.5. The contractor will provide parking Friday through Sunday for all guests. This parking is for the participants’ entire stay and not simply for one trip to/from the hotel.

4.1.5. 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 Child Youth Program’s Teen Summit days from 9:00 a.m.- 5:00 p.m. Saturday and 9:00 a.m. to 1:00 p.m. Sunday.

4.1.5.1 General Session Room A/V Needs:

· 1 large screens

· 1 projector

· HDMI connector for laptop

· Audio port for laptop connection

· 1 wireless microphone

· 8 round tables and chairs

4.1.5.2 Breakout Room for 25+ attendees

· 4 round tables and chairs

· 1 White board

4.1.6. Parking: The contractor will provide parking on Saturday and Sunday for no less than 20 vehicles each day.

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

6. Food and Beverage. The contractor will provide five (5) meals commencing with one (1) meal (Dinner) on Friday, the first event day, three (3) meals (Breakfast, Lunch, Dinner) on Saturday, the first full day of programming, and one (1) meal on Sunday (Breakfast), the day of departure. Food and beverage charges are based upon a total 60 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 8:00 a.m. to 9:00 a.m. on Saturday and Sunday with 60 servings per meal. The buffet will include such items as: pancakes, bacon, sausage, eggs, 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 12:00 p.m. to 1:00 p.m. on Saturday for 60 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 60 attendee lunches.

6.3. Dinner. Hot food buffet will be available from 6:30 p.m. to 7:30 p.m. on Saturday for 60 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 60 attendee lunches.

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.