PWS Yellow Ribbon March 2020.docx

PERFORMANCE WORK STATEMENT (PWS)

638 ASB & 178 FI DET

Yellow Ribbon Program (YRP) Training Events Period of Performance: 06-08 March 2020 Location: Carmel, 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 from 07-08 March 2020, in the Carmel, 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 570 total personnel and will consist of the following:

· 550 Attendees: 330 Service Members and 200 Family Members

· 20 Staff: 14 Supporting Staff and 3 Advance Staff

The YRRP Training Event venue must be within a 10 mile radius of zip code 46032 to the Event Location, but not located within tolls. The preferred location will be Carmel, IN.

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 570 Attendees and Staff. Meeting space rooms, audio-visual (screens, audio connections, computer hookups, and microphones), space for supporting staff and service of two 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 570 Attendees and Staff. Advance staff will arrive NLT 3 p.m. on Friday 06 March 2020 to drop off supplies and set up tables. Support Staff will arrive on the morning of Saturday 07 March 2020. All Staff and Attendees will depart NLT 6 p. m. on Sunday 08 March 2020.

1.4.1 Period of Performance: The period of performance will be from Friday 06 March 2020 to Sunday 08 March 2020. A Yellow Ribbon registration desk will be setup to accept registration from event participants on Saturday, beginning at 8:00 a.m. preferably near the general session room. 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 6:00 p.m. on Saturday. On Sunday, the programs will kick back off at 9:00 a.m. and end NLT 6:00 p.m. on Sunday. There will also be a child and youth programs provided all day Saturday and Sunday for children ages 0-17.

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 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, lodging, meals, audio/visual, and parking for the events. The Government will provide a total meal count by noon on Friday 14 February 2020, before the start date on Saturday 07 March 2020. The government will have the option to cancel meals by noon on Friday 14 February 2020.

4.1.2. Meeting Rooms. Contractor shall provide 1 General Session room, 1 Breakout Session Room, 2 Counseling Rooms, 1 Registration 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 570 personnel (Staff and Attendees). The General Session Room must contain an elevated stage with a podium and equipped with two (2) wireless and/or local area network (LAN) internet access for computer laptop connectivity to the room projector screens and sound system. Additionally, the General Session Room must have the ability to have twenty (20) six foot table skirted/dressed with two (2) chairs each displayed in the back or near the outskirts of the room. Lastly, the General Session Room must have one (1) American Flag with pole and stand from Saturday 07 March 2020 at 7:00 a.m. to Sunday 08 March 2020 at 6:00 p.m.

4.1.2.2. The contractor shall provide 1 Breakout Session Room capable of holding 180 personnel in theater style seating 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 2 Counseling Rooms, ideally must be in close proximity to General Session; 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 07 March 2020 at 7:00 a.m. to Sunday 08 March 2020 until 6:00 p.m.

4.1.2.4. The contractor shall provide one (1) Admin/Storage Room to support the Yellow Ribbon Training Event staff and/or store sensitive items. Room must accommodate equipment and must be able to be locked; ideally room should be on same floor or adjacent to General Session. Room needs to be available for set-up NLT 3 p. m. on Friday 06 March 2020 until Sunday 08 March 2020 at 6:00 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, sufficient lighting, four (4), six foot tables skirted/dressed with two (2) chairs per table and pens. Required Saturday 07 March 2020 from 7:00 a.m. until Sunday 08 March 2020 at 6:00 p.m.

4.1.2.6. 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 07 March 2020 at 7:00 a.m. until Sunday 08 March 2020 at 6:00 p.m. Please refer to Annex A for more specific requirements.

4.1.2.7. Dining Room. The contractor shall provide a room large enough to seat up to 570 Attendees for lunch on Saturday 07 March 2020, round style seating to accommodate 570 Attendees. All meals will be served in 4 buffet lines, with double-sided access, for a total of 8 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 4 buffet lines.

4.1.3. Catering: See Annex B for Specific Requirements.

4.1.4. Lodging: The contractor will provide services to support Yellow Ribbon Program (YRRP) Training Event 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 Friday 14 February 2020 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 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 broken down as follows:

4.1.4.2. The contractor will provide 45 Rooms on Friday 07 March 2020 (16 singles, 29 doubles) and 146 Rooms on Saturday 08 March 2020 (98 singles, 48 doubles). The 45 rooms used on Friday will be for two (2) nights. Those 45 are included in the 146 rooms for Saturday.

4.1.4.3. The Contractor will provide rooming list with confirmation numbers by noon on 21 February 2020.

4.1.4.4. 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 Yellow Ribbon Reintegration Program (YRRP) Training Event from Saturday 07 March 2020 at 7:00 a.m. until 6:00 p.m. on Sunday 08 March 2020.

4.1.5.1 General Session Room A/V Needs:

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

· 2 projectors

· HDMI connector for laptop

· Audio port for laptop connection

· 2 wireless microphones (1 can be lavaliere)

· Hard Line (Ethernet Cable)

4.1.5.2 Breakout Room A/V Needs:

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

· 2 projectors

· 1 wireless microphone

· HDMI connector for laptop

· Audio port for laptop connection

4.1.6. Parking: The contractor will provide parking for no less than 350 vehicles for the duration of the event from Saturday 07 March 2020 at 7:00 a.m. until Sunday 08 March 2020 at 6:00 p.m.

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. 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

· All cords will not (e.g., electrical, window blinds) be hanging within a child’s reach.

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

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

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

· 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 two (2) lunch meals on Saturday 07 March 2020 and Sunday 08 March 2020. Food and beverage charges are based upon a total 570 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. Lunch. Hot food buffet will be available from 11:30 a.m. to 12:30 a.m. on both Saturday 07 March 2020 and Sunday 08 March 2020 for 570 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 514 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 80 kids. The total lunch meal charges will be the sum of adult and children meals. Self-serve beverage stands are preferred.

6.2. Contractor must provide a draft menu to the YRRP contact for approval, for all meals, NLT 12:00 p.m. Friday 14 February 2020. 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.