PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

638th ASB Yellow Ribbon Program (YRP) Training Events

Period of Performance: 7-9 December 2018 Location: Indianapolis, IN

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services contract to provide support for the Yellow Ribbon Reintegration Program (YRRP) Training Event for 7-9 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 those items specified as government furnished property and services. The attendance for the YRRP event is estimated at 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 YRP 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. The contracted hotel will provide no less than 90% of guest rooms and all conference rooms in the same venue. The remaining guestrooms may be provided under a different venue but will meet the same requirements under this solicitation and will be located within 0.5 walking miles of the main venue.

These services are not for YRRP Training Event planning services. Offerors are required to submit, as part of their offer, a signed agreement between Offeror and hotel that itemizes all items and requirements being provided by hotel. The agreement will include payment terms showing Offeror and hotel agreement on timeframe of when Offeror will pay the hotel. This requirement does not apply to hotels or businesses that are providing the rooms themselves, i.e.

not subcontracting out for the rooms. An offer requiring the Government to execute a separate agreement with a third party hotel will be deemed technically unacceptable. The contractor will perform to the terms, conditions and standards in this contract.

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: Provision, lodging and meeting space for 720 attendees. Hotel rooming, 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.

1.3.1 Provide hotel rooming for up to 720 attendees and staff per event.

1.3.2 Provide dining room for participants and unit staff per event. This can be held in the general session room.

1.3.3 Provide 2 meals during the Saturday full event day, and 2 meals on Sunday (the day of departure for attendees and staff) per event.

1.3.4 Provide 1 General Session meeting room per event. Room will hold up to 720 personnel in round style seating plus audio and visual equipment.

1.3.5 Provide 1 breakout session room which can be set up in rounds or theater style with 350 chairs total.

1.3.6 Provide 2 counseling rooms (sleeping rooms are not appropriate or acceptable)

1.3.7 Audio Visual Services: Provide enough audio visual equipment for 1 General Session and 1 breakout room.

1.3.8 Provide space high resolution projectors with associated screens, audio connections, and wireless microphones with amplified audio systems per event.

1.3.9 Provide space for 12 vendor tables

1.3.10 Provide storage for all event supplies. Storage room area is required for Event Staff and have access to electrical outlets. Would prefer to have this room available for set up on Friday, December 7th, at 3 pm.

1.4 Scope: The Government is anticipating 700 attendees. Some attendees will arrive on Friday to check-in to the hotel and register for the event. Attendees and all of the staff will depart on Sunday.

1.4.1 The Hotel will offer the following per event: parking lot and internet access available within the general session area. The event venue will have sufficient seating to meet the requirements for the anticipated attendance. The Contractor will provide an on-site representative from the time the event staff arrives on Friday evening until conclusion of the event on Sunday afternoon.

1.4.2 The following will be provided: 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. Event participants will commence travel home Sunday evening. Lodging will be provided under government contract for attendees and staff. The following meals will be required; Saturday – lunch and dinner, and Sunday – breakfast and lunch.

1.5 Period of Performance: The period of performance will be from Friday, December 7th to Sunday, December 9th, 2018.

1.6 General Information:

1.6.1 Quality Control: Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.212-4, Contractor Terms and Conditions – Commercial Items). A formal Quality Control Plan (QCP) is not required for this commercial service. However, the contractor will maintain an inspection system commensurate with commercial practices to ensure the Contractor only tenders for acceptance those items or services that conform to the requirements of this contract. A copy of the contractor’s quality control plan will be provided to the Contracting Officer upon request after contract award.

1.6.2 Quality Assurance: The government will evaluate the contractor’s performance under this contract in accordance with the Performance Requirements Summary (PRS). The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. Non-conforming services will be re-performed at no increase in contract price. If non-conforming services are recurring, cannot be re-performed, or the services fail to achieve the Performance Requirements Summary (PRS), the Government may reject the nonconforming service(s) and document the contractor’s performance record accordingly. The Government may also issue a Contract Discrepancy Report (CDR) in which the contractor will be required to respond with the development of a corrective action plan (CAP) which identifies the root cause, corrective action (CA) for the root cause, CA for the specific nonconformance, and the date the CAs will be complete. The Government may also reduce the payment to the contractor IAW the PRS, or reduce payment to reflect the value of the services performed, or may perform the services and charge the Contractor for any related cost incurred and/or may terminate this contract for cause.

1.6.2.1 Non-conforming Supplies or Services: When a contractor’s performance does not meet contract requirements and/or approved work schedules and/or timeframes it is considered non-conformance. Non-conformance will be classified in one of three categories: level I (Minor), level II (Major) or level III (Critical). The Government may re-inspect work designated for re-performance or late performance.

1.6.2.1.1 Level I (Minor) non-conformance: is defined as a non-conformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose, or is a departure from established standards having little bearing on the effective use or operation of the supplies or services. Minor non-conformance usually can be corrected on the spot, where no further CA response is necessary, and can be issued by the Contracting Officer Representative to the contractor either through a verbal or written non-conformance report. Minor non-conforming services will be re-performed within a specified time frame at no increase in contract price. If minor non-conformances are recurring or re-performance is not completed in full and within the specified time a Level II non-conformance may be issued to the contractor by the Contracting Officer (KO).

1.6.2.1.2 Level II (Major) non-conformance: is defined as a non-conformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose. Recurring Minor non-conformances, or a non-responsive contractor, indicating a trend or failure of the contractor’s quality control, can also be classified as a Major non-conformance. Major non-conformance’s will result in the issuance of a written Contract Discrepancy Report from the KO to the contractor requiring the development of a Corrective Action Plan by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.3 Level III (Critical) non-conformance: is defined as a non-conformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; is likely to prevent performance of a vital agency mission; is for a repeated or uncorrected level II CDRs; or is for a non-responsive contractor to a level II CDR.

Critical non-conformances will result in the issuance of a written CDR to the contractor requiring the development of a CAP by the contractor which identifies the root cause, CA for the root cause, CA for the specific non-conformance and the date CAs will be completed.

1.6.2.1.4 Inspection Results: The contractor will be notified of Government inspection results.

The contractor will acknowledge receipt of the inspection results. The contractor may be notified of inspection results verbally. Verbal notifications of defective work will be confirmed in writing. When Government inspectors are unable to contact the contractor to notify the contractor of inspection results, acceptance or rejection of work will be made on the basis of the initial inspection.

1.6.3 Hours of Operation: The contractor is responsible for conducting business 24 hours daily through arrival of the advance party until conclusion of the event on the last day, or unless unforeseen holdover attendees with air travel arrangements for the morning following the event conclusion. The Contractor will at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS at the contractor’s place of business, with exception of severe weather and/or government shutdown/closures. When hiring personnel, the Contractor will keep in mind that the stability and continuity of the workforce are essential.

1.6.4 Type of Contract: Non-Personnel Services

1.6.5 Security Requirements: The contractor will provide room lockout keys for logistics storage area/room, admin/operations room to secure pilferable items per event.

1.6.6 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5, Post Award Orientation.

The Contracting Officer or COR may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer or COR will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. The contractor will not take any action as a result of these meetings without written authorization from the Contracting Officer.

The contractor will provide the Contracting Officer a written notification if there is an additional price or cost associated with any proposed change or action related to the contract. Upon Contracting Officer notification, appropriate action will be taken to resolve outstanding issues as soon as possible. These meetings will be at no additional cost to the Government and the use of conference calls is acceptable methods to conduct these meetings.

1.6.7 Contracting Officer Representative (COR): The COR will be identified by separate letter.

The COR monitors all technical aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the resulting order, direct action that changes the negotiated price of the contract (either increase or decrease) or changes delivery dates.

1.6.8 Key Personnel: The following Government personnel are considered key personnel by the government: Sarah Craig, Yellow Ribbon Program Manager and Surya Laller, Yellow Ribbon Coordinator. The contractor will provide a contract manager who will be responsible for the performance of the work. The name of this person and an alternate who will act for the contractor when the manager is absent will be designated in writing to the contracting officer.

The contract manager and alternate will have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.6.9 Supervision of Contractor Employees: The Government will not exercise any supervision or control over subcontractor employees while performing work under the contract. Such employees will be accountable solely to the Contractor, not the Government. The Contractor, in turn, will be accountable to the Government for Contractor and subcontractor employees’ performance.

1.6.10 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent organizational Conflict of Interest (OCI) as defined in FAR Subpart 9.5. The Contractor will notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and will promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The

Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1 CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2 CONTRACTOR. A supplier or Contractor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.1.3 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.

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. 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.

2.1.5 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.6 DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7 GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY

(GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 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.

2.1.9 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.10 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11 QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service will meet contract requirements.

2.1.13 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

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

2.2 ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AOR Area of Responsibility AR Army Regulation BASOPS Base Operations CAP Corrective Action Plan CDR Contract Discrepancy Report CFR Code of Federal Regulations CMR Contract Manpower Reporting CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation FSC Federal Service Code FY Fiscal Year GFP Government Furnished Property HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In accordance with KO Contracting Officer MFLC Military Family Life Consultant NLT No later than

OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) OFT Operations, Functional, Training ODC Other Direct Costs PDHRA Post Deployment Health Reassessment PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control QCP Quality Control Plan RSC Regional Support Command TE Technical Exhibit UIC Unit Identification Code

PART 3

GOVERNMENT FURNISHED PROPERTY (GFP), EQUIPMENT, AND SERVICES

3. 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 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

4.1 General: 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 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 Basic Services. The contractor will provide services to support Yellow Ribbon Reintegration Program (YRRP) Training Event that include lodging, meeting space, meals, audio/visual, child and youth care services, parking and transportation for each event. 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 meal count by noon on Tuesday before the start date on Friday and will have the option to cancel meals by noon on Tuesday. The Government will provide a total room count by noon on December 1st, 2018 and will have the option to cancel rooms up until this date. The Government will only pay for rooms used.

5.1.1 Lodging and Meeting Rooms per event: The Contractor will provide lodging for Staff and Attendees for this Yellow Ribbon Reintegration Program (YRRP) Training Event. 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 220 rooms for an estimated total of 2 night stays; broken down as follows.

5.1.1.1 The contractor will provide 55 Rooms on Friday, 7 December 2018 (30 singles, 25 doubles)

5.1.1.2 The contractor will provide 165 Rooms on Saturday, 8 December 2018 (100 singles, 65 doubles.

5.1.2 Meeting Rooms. Contractor will provide 1 General Session room, 1 storage room, 1 breakout session rooms, 2 childcare rooms and 2 counseling rooms.

5.1.2.1 The contractor will 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.

5.1.2.3 The contractor will Provide 1 Breakout room capable of holding 350+ personnel in theater style seating plus AV equipment. AV equipment includes items such as space for screen, projector, speakers, etc.

5.1.2.4 The contractor will provide 2 Counseling Rooms, ideally must be in the same general areas, as well as in close proximity to the breakout rooms. These rooms are used for counseling;

sleeping rooms are not acceptable for counseling purposes. 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.

5.1.2.5 The contractor will 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.

5.1.2.6 The contractor will 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.

5.1.2.7 The contractor will 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.

5.1.2.8 The contractor will 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.

5.1.2.9 Dining Room. The contractor will 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.

5.1.3 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.

5.1.4 ANNEX A: Child and Youth Rooming Requirements

5.1.5 ANNEX B: Catering

5.1.6 ANNEX C: Parking, Transportation and Shuttle Service

5.2 CONTRACTOR MANAGEMENT REPORTING (CMR). The contractor will report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for Yellow Ribbon via secure data collection site as applicable. 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.

5.2.1 Reporting inputs will be for the labor executed during the period of performance 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.

5.2.2 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 will provide the estimated total cost (if any) incurred to comply with this reporting requirement.

ANNEX A

Child and Youth Rooming Requirements

5.1.4.26. Child and Youth Rooming Requirements

5.1.4.26.1 The Contractor will provide 2 rooms.

Note: Each room will have 25 feet per child/youth except for the infant rooms, it must have 35 feet per infant to accommodate cribs.

Note: The contractor will provide enough Caregivers per Child/ Care Provider Ratio and they will be present at all times while children/youth are in each room

5.1.4.26.2 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.

5.1.4.26.3 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.

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

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

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

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

Each bathroom will contain a two (2) step stool so that children can properly wash hands.

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

Age -Groups Child/ Care Provider Ratio Projected # of Children Attending

Ages 0 - 5 years 4 children per 1 provider 20 6 years – 17 years 7 children per 1 provider 50

5.1.4.26.5 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 Infant and Pre-Toddler Rooms will have portable cribs in a designated area that can be supervised at all times and be within sight/sound.

All Infant, Pre-Toddler, Toddler rooms will have a diaper changing area with trash can with lid to dispose of soiled diapers in sanitary manner.

Diaper changing can be set up no less than 6 feet away from where children will eat snacks or food prep area.

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

5.1.4.26.6 The contractor will provide adequate trained personnel for estimated children requiring care and youth supervision. Government must have the capability to add or subtract children 72 hours prior to the Event. Government will pay for the “minimum final number” of children which will be established 72 hours prior to the Yellow Ribbon Reintegration Program (YRRP) Training Event. The Government will pay for the “minimum final number” even if fewer children actually attend. Government will provide an update of the children registrations two weeks prior to the event until the final update 72 hours prior to the Yellow Ribbon Program (YRP) Training Event.

5.1.4.26.8 The contractor/childcare provider will ensure space allows for separation of age groups and will adhere to the following:

Provide basic care such as diapering, toileting, feeding, first-aid, hand washing supervision and accountability of children.

Implement activity plans and adhere to program schedule Follow activity plan and lead activities.

Actively interact with children, facilitate activities and engage in play.

Strictly follow child guidance policy which uses positive strategies.

Do not use any type of physical discipline toward any child at anytime.

Do not use timeouts.

Do not withhold water, sleep, play or use of bathroom from children at anytime.

Use materials to offer developmentally appropriate and engaging activities.

All rooms will follow all fire codes.

All rooms will meet ADA Requirements All rooms will meet health and safety guidelines and measures.

All large furniture in room will be secure or removed. Furniture and Fixtures will be in working order.

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

All rooms electrical plugs will be covered.

All rooms furniture/fixtures/carpets will be clean.

Ensure Infants are placed on their backs to sleep.

All toys/games/dolls/puzzles will be cleaned and sanitized.

All rooms will be free from lead paint and asbestos Use positive tone of voice.

Ensure personal belongings are stored in a secure place and inaccessible by children No cell phones will be used at any time while caring for children.

No photographs or video of children in care will be taken by the childcare provider staff.

5.1.4.26.9 The childcare provider will have these minimum Qualifications:

Must be 18 years of age or older.

Must have a minimum of six months of child care experience.

Must have a comprehensive background check including fingerprints. Completed all the state and national license training requirements for the state in which the services are performed.

Pediatric first aid and CPR certification Must be able to lift a 40lb. child safely and without straining, bend, and sit on floor.

Must be in compliance with all applicable Army Regulations regarding child care services e.g., AR 608-10 and FAR 37.103 (d).

5.1.4.27.1 Registration, Health and Safety

a. Contractor will ensure staff is available Saturday, 8:00 a.m. to 5:30 p.m. for registration, (photos, parental release for pictures, activities etc., forms to include documenting medical conditions, dietary restrictions, special needs, parental contact information, etc). The “photo ID” with parents will be one picture taken of the child and parent together. For the safety of the children, a numbered bracelet will be issued to each child and parent to ensure full control of custody, plus details of each child’s dietary and medical needs. This information will be obtained from parent or legal guardian at time of pre-registration or initial drop off. Childcare contractor will include safety and child accountability procedures (copy of documentation to be provided with proposal).

Children will be accounted for at all times.

b. All children in care will have a registration form on file with the contractor that includes parents’/legal guardian emergency contact information and child’s allergies or other serious medical conditions. Contractor will implement a sign-in/sign-out procedure.

Each child will be signed in/signed-out of childcare rooms by the child’s parent or legal guardian. The parent or guardian must sign-in his/her child upon arrival, and sign his/her child out for meals and upon departure at the end of the day. Child care providers will document time of departure and time of return when taking children to the restroom.

c. Have a first-aid kit readily accessible.

d. Contractor will practice universal health precautions: disposable latex or non-porous vinyl gloves are worn when in contact with blood, including blood in feces, and articles contaminated with blood are carefully disposed of, or cleaned and disposed of, or cleaned and disinfected, or wrapped in plastic and sent home with parents.

e. The Contractor will perform general clean-up and pack-up procedures. The room/rooms and equipment will be cleaned at the end of each day in readiness for the next day, to the standards required by the state and federal regulations for childcare facilities. The contractor will ensure that at completion of the event, the room/rooms are left in the same condition as they were accepted from the venue staff.

f. Contractor will not give any medications including over-the-counter medication; all medication must be administered by parents. Parents will keep medication with them away from the child care area. Parents are responsible for medication administration to include rescue medication.

g. Contractor will notify parents immediately to pick -up ill child. Children who appear to be ill or show visible signs of fever or any of the below symptoms will not be permitted to remain in the childcare rooms.

Temperature in excess of 100.5 degrees F. auxiliary for infants under 3 months of age and in excess of 101 degrees F. for infants and children over 3 months of age.

A child with a fever cannot return to care until 24 hours fever-free have passed and be able to participate in the program.

Inability to participate in daily activities.

Obvious illness such as:

Impetigo — Red oozing erosion capped with a golden yellow crust that appears stuck on ; Scabies — Crusty wavy ridges and tunnels in the webs of fingers, hand, wrist and trunk ; Head lice/nits — Whitish-gray clot attached to hair shafts

Symptoms of other contagious diseases such as measles, mumps, hepatitis, and strep infections.

Undiagnosed or contagious rash.

Vomiting or diarrhea (three separate episodes before parent must pick up).

Productive cough or discharge from nose that is yellow or green.

5.1.4.27.2 Licensing and Insurance Compliance

5.1.4.27.3 Contractor will be licensed, bonded or certified, Nationally Accredited, if applicable, and have the appropriate number of certified personnel available for the event.

5.1.4.27.4 Contractor will provide proof of license, certification and National Accreditation Certificate, if applicable, with proposal. Failure to provide proof may result in elimination of consideration for the contract.

5.1.4.27.5 State license(s) and current annual inspection report, if applicable, must be submitted with quote and must have contractor's registered name in the Systems for Award Management (SAM). The contractor is not allowed to use a partner license with quote. National accreditation certificate and annual report must be submitted with quote and must have contractor's registered name. The contractor will provide proof of liability insurance. (copy of documents will be provided with proposal).

5.1.4.27.6 Local, State, and Federal Background Investigation Requirements. The childcare provider will requirements: Childcare contractor will provide a list of each employee working the event and the documentation that checks has been returned as favorable. Complete a comprehensive background check. This includes both federal and state background checks, FBI fingerprint checks, a sexual offender registry check and a child abuse registry check. (no later than Tuesday before the Event date) IAW 42 U.S.C. 13401., Army Directive 2014-23 (Conduct of Screening and Background Checks on Individuals Who Have Regular Contact with Children in Army Programs) and DoDI 1402.5, “Criminal History Background Checks on Individuals in Child Care Services,” January 19, 1993.

5.1.4.27.7 All materials will be approved prior to the Event by the YR event POC.

a) The contractor will plan and organize on-site care, including providing sufficient number of trained care givers, set up rooms, provide materials, equipment and supplies to assist in the set up of activity areas within the child/youth care space for each age group.

b) The contractor will coordinate with the YR POCs who will have support agencies (i.e. Military Family Life Consultants, Project Y.E.S!, 4-H, Operations Military Kids, AR Child, Youth & School Specialist etc) providing activities for children/youth from the ages of 6-17 years of age. The contractor will agree to work with these agencies to provide age appropriate activities.

c) Contractor will be responsible for ensuring that the child care vendor provided under this contract meets all minimum requirements under this PWS.

5.1.4.27.8 Supplies

Contractor will provide all personnel, equipment, supplies, snacks and materials necessary to furnish full-time quality childcare.

Paper towels Extra baby wipes Extra diapers (all sizes) Vinyl Glove non-porous and latex gloves Paper plates (snack) Paper cups Labels

Hand sanitizer (to be used only when a sink is not immediately available and will all be followed by hand washing as soon as possible)

Batteries Walkie-Talkies First Aid Kits , Bandages, Digital Ultra Thermometer for Each Room Garbage bags Disposable latex-free gloves Bleach water or other disinfectant (if allowed by state licensing) Plastic spray bottles for bleach water or disinfectant Clipboards Accountability system Supplies -wrist bands- light color or Photo /Name tag etc..

All General office Supplies All supplies for activities All age-appropriate materials and supplies to the following areas:

Creative Arts.

Blocks/Construction Games Manipulative Music/Movement Library/Quiet Games Active Physical Play Make Believe/Performing Discovery/Sensory Movie DVD (Pre-school-Teen only)

5.1.4.27.9 All childcare/youth rooms will be within close proximity of each other (same floor when possible) with access points that can be controlled. Recommend a minimum of two (2) exits from each room be available. Restrooms need to be in close proximity to the child/youth rooms.

5.1.4.27.10 The contractor will Provide each room with a refrigerator, hands free trash can, with lid for infant room for sanitary disposal of soiled diapers, and drinking water to be continuously available.

5.1.4.27.11 Legal Compliance: the caregiver will comply with all federal, state and local laws, codes and regulations applicable to his/her performance as a caregiver under this contract and will be solely responsible for all costs associated with said compliance.

5.1.4.27.12 State childcare license(s) with current annual inspection report and National Accreditation certificate with current annual report, if applicable, will be submitted with quote and will have caregiver’s registered name in the Systems for Award Management (SAM). The caregiver is not allowed to use a partner license with quote. National accreditation certificate and annual report will be submitted with quote and will have contractor's registered name. The caregiver will provide proof of liability insurance in accordance with Federal Acquisition Regulation 37.103d.

5.1.4.27.13 Childcare services are required from 8:00 am to 5:30 pm Saturday and 7:00 am to 5:00 pm Sunday for the events.

5.1.4.28 Contractor will also be responsible for providing personal protective items (i.e. vinyl gloves) for their employees.

5.1.4.28.1 Contractor will provide all equipment (games, toys, music, books, paper, pencils, and crayons, etc.) required for engaging in age appropriate activities required for all age groups.

5.1.4.28.2 Coordinate with contractor to receive and ship materials/supplies needed for the children’s program at contractor’s expense.

5.1.4.28.3 Food/Beverage

5.1.4.28.4 Children will be picked up and signed out by parents/legal guardian attending the event for meals.

5.1.4.28.5 Contractor will plan and purchase snacks for am/pm. Contractor will provide child friendly snacks and will take into consideration any food allergies identified by a child’s parent/guardian and take all necessary precautions to prevent that child from being served, coming into contact with, or otherwise ingesting those foods in which he/she has allergies to.

Known food allergies will be identified along with the final head count of children requiring childcare to the maximum extent possible and collected on the child’s registration form submitted by parent or guardian. All children must be directly supervised when eating (caregiver must be at the table with them). Infant bottles must never be propped and infants who can hold a bottle must held when being bottle fed.

5.1.4.28.6 Care Provider will ensure:

Only children with medically documented allergies or on special diets should bring their own food. This food should be labeled with child’s name and date.

Sippy cups or bottles from home must be labeled. Children should not walk around with Sippy cups or bottles in their hands. This is a choking hazard and will increase the chance of another child drinking out of it transferring germs.

Milk or other dairy products should only be provided if there is adequate refrigeration.

If juice is served it should be 100 percent fruit juice and should only be provided once a day. Juice must not be served in a bottle.

Water must be available at all times.

Avoid all food that is commonly a choking or allergy hazard such as, but not limited to:

Choking Hazards Common Allergens

Grapes

Hot dogs

Apples (for infants and toddlers)

Raw carrots (for infants and toddlers) Popcorn

Peanuts/Peanut butter/Nuts Wheat

Strawberries

Eggs

Dairy products

Snacks ideas for children eating table food (be sure portion and bite sizes are age-appropriate)

Goldfish crackers/String cheese

Vanilla wafers

Juice/milk/water

Apple slices and cheese

Juice/milk

Cheese sticks/crackers

Juice/milk

Ritz crackers/Tuna

Juice/milk

Blueberry muffins

Apple juice/milk

Oranges/Oatmeal cookies

Juice/milk

Cornbread

Juice/milk

Chips/crackers and salsa/bean dip

Juice/milk

Soft pretzels and cheese dip

Juice/milk

Breakfast ideas for children eating table food (be sure portion and bite sizes are age-appropriate)

Pancakes and applesauce

Juice/milk

Cheerios and bananas

Juice/milk

Oatmeal and raisins

Juice/milk

Muffins and sliced fruit

Juice/milk

Bagels and cream cheese, apples

Juice/milk

English muffins and jam, peach slices

Juice/milk

French toast sticks and cantaloupe cubes

Juice/milk

Waffles and pears

Juice/milk

Breakfast pizza and pineapple

Juice/milk

Lunch/Dinner ideas for children eating table food (be sure portion and bite sizes are age-appropriate)

Tuna sandwiches, veggies and dip, apple slices

Juice/milk

Ham and cheese sandwiches, applesauce, veggies and dip

Juice/milk

Soft tacos (meat, cheese, sour cream, lettuce, diced tomatoes, soft tortillas)

Corn, pears Juice/milk

Hamburgers with buns

Pickles

Baked beans

Chicken salad

Peas

Bananas

Chicken drumettes

Green beans

Mixed fruit

Chicken nuggets

Mashed sweet potatoes

Green beans

Cantaloupe cubes/slices

Tomato or vegetable soup and breadsticks

Orange slices

Juice/milk

Meatballs (cut up as needed)

Mashed white potatoes

Cooked carrots

Pineapple

Quesadillas

Salsa

Beans

Lettuce salad

Meat or cheese ravioli

Corn

Seedless watermelon

Juice/milk

Sliced ham or turkey

Baked potatoes

Broccoli

Cheese

ANNEX B

Catering

5.1.5 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 of 600 to 720 servings per meal. 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 contractor will identify the notification time frame for meal cancellation. 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.

5.1.5.1 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.

5.1.5.2 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.

5.1.5.3 Dinner. Hot food buffet or plated meal will be available from 6:30 p.m. to 8:30 p.m.