195th_PWS_Yellow_Ribbon_26_JAN_2019.pdf

Performance Work Statement (PWS)

For

195th WG, Beale AFB Yellow Ribbon Pre/Post Deployment Event

26 January 2019

PERFORMANCE-BASED WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES

2 GENERAL INFORMATION:

3 SERVICES SUMMARY:

4 GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES:

5 CONTRACTOR MANPOWER REPORTING (CMR)

1 Description of Services/Scope: The Contractor shall provide all items necessary to accommodate the Yellow Ribbon Event, as defined in this Statement of Work, except for those items specified as government-furnished property and services.

1.1 Background: The mission of the Yellow Ribbon Reintegration Program (YRRP) is a proactive approach to ensure that Airmen, their families, and designated individuals are provided the optimum level of support before, during, and after deployment. This is a federally mandated program and requires that all National Guardsmen participate in the YRRP. Generally, these events are held as Pre and Post Deployment events.

1.2 Period of Performance: Performance period for this contract will be five (5) days from January 23, 2019 to January 27, 2019.

1.3 Specific Requirements:

1.3.1 Objectives: Provision for 300 attendees with lodging and meeting space to accommodate the weekend’s events and activities. Lodging, meeting spaces, childcare rooms, private counseling rooms, a registration desk, and a locked (private) office space near the meeting spaces shall be required. The Exhibitors/Vendors meeting space must be able to accommodate up to twenty (20) community partners/service providers with tables and chairs (including table clothes on each table). All conference spaces must be available exclusively beginning at 6am through 5pm on January 26, 2019. The locked office space for our event staff must be available beginning at 12pm on Wednesday, January 23, 2019 through 6pm on Saturday, January 26, 2019. This will provide the attendees, government personnel and their families, with quality accommodations, as well as the necessary support services and resources in support of the Yellow Ribbon event.

1.3.2 Lodging: For the bulk of our event attendees, the Contractor shall “block-off” one-hundred and fifty (150) rooms at the government rate for attendees on Friday night, January 25, 2019. Most event attendees will drive home on Saturday evening after the event, but some attendees will not be able to drive home until Sunday morning. For this reason, we will also need fifty (50) rooms available for attendees that will leave the event a day late due to the distance that they drive home on Sunday, January 27, 2019. Our support staff will require an additional four (4) rooms. The event support staff will be checking-in on Wednesday, January 23, 2019 and checking-out on Sunday, January 27, 2019. These four (4) support staff rooms will be provided at the government rate, but paid for separately by each staff member, and will not be included in the Contractors block of rooms. Event staff will “true up” the number of rooms actually needed by 5pm, seven (7) days prior to the event date,

1.3.3 Check-in and Check-out: Attendees may begin checking-in at 3pm on Friday, January 25, 2019. Check-out will be 1pm on Saturday, January 26, 2019 or at 12pm on Sunday, January 27, 2019 as necessary. Support staff will begin checking-in on Wednesday, January 23, 2019 at 3pm and check-out on Sunday, January 27, 2019 at 12pm.

1.3.4 Location: Hotel shall be located within a 25 mile radius from Downey, CA. The lodging location shall have a family friendly environment that allows family members who have traveled a long distance to relax & enjoy themselves before the event begins. Specific requirements are as follows:

a. Wi-Fi, resort, energy, and any additional fees shall be included in the room rate.

b. If a secondary hotel is needed for additional lodging, this secondary hotel shall be within walking distance, not to exceed three (3 ea.) blocks, of the primary hotel site/conference facility. All coordination with a secondary hotel shall be conducted through our primary hotel contact.

c. A minimum of two (2 ea.) casual dining establishments within 1-2 miles of the hotel, with prices and environment conducive to family dining.

d. Complimentary access to the pool and fitness center

e. Complimentary self-parking to all attendees and staff

f. Hotel must have working elevators

g. The hotel must not be undergoing renovations during the conference dates

1.3.5 Room Requirements: All rooms must have basic amenities, to include:

1.3.5.1 Iron, ironing board, hair dryer, telephone, television, Wi-Fi, and a small refrigerator, with room for storage.

1.3.5.2 Each room shall be double occupancy, individual/private-sleeping room with a toilet, and shower/tub facilities.

1.3.5.3 A “Master List” of attendees who will be staying at the hotel, under this contract, will be provided to our hotel contact by 5pm, seven (7) days prior to the event date.

1.3.5.4 The Contractor shall provide a list of amenities that the hotel offers to guests, including pool, spa, and fitness center. In addition, any areas of interest at the hotel or in the nearby locale, for those attending the Yellow Ribbon event.

1.3.5.5 All incidental expenses such as: room service, telephone calls, movie/game rentals, and restaurant charges are the responsibility of the individual attendee and shall be billed to the individual’s government travel card or to any other card provided by the guest. The government shall not be responsible for individual charges/incidentals accrued by an attendee or their guests.

1.3.6 Conference Space Requirements:

1.3.6.1 The location of the General Session and Information Fair Room (Resource Providers) shall be adjoining, to facilitate an uninterrupted transition between activities.

1.3.6.2 Registration Area: The Contractor shall provide one (1 ea.) registration desk/area, consisting of four (4) six-foot rectangular tables, with tablecloths, that will accommodate 7-8 personnel. This area shall be Wi-Fi enabled, for registration, throughout the weekend. In addition, the Contractor shall provide four (4) tables, with tablecloths, for additional services being provided at the time of general registration. Trash cans, chairs, rope stanchions, and water dispensers shall also be provided. The Yellow Ribbon Support Specialist will provide all other equipment and supplies necessary for the registration area.

1.3.6.3 Staff Office/Command Center (used for staff support): At or near the registration desk/area shall be one (1 ea.) locked room set up conference style to be used as a command center for the duration of the event. This area must have multiple outlets and power strips, so that power will be accessible at the conference table for laptops and printers. This area shall also be Wi-Fi enabled from 12pm Wednesday, January 23, 2019 until 6pm on Saturday, January 26, 2019, and used exclusively by the Yellow Ribbon support staff. Three (3) keys shall be provided to the Yellow Ribbon Support Specialist (Event Coordinator) at 12pm Wednesday, January 23, 2019, prior to the pre-conference meeting and walk-through. This area shall be secured and have only one (1) entrance. This area will be used as a staging area as well as a command center.

1.3.6.4 General Session: The Contractor shall provide one (1) Ballroom to accommodate up to 300 attendees from 7am until 5pm on January 26, 2019. The Ballroom shall have 30-38 round/banquet style tables, with tablecloths, to comfortably seat 8-10 attendees. The number of tables will depend on whether they are set for 8 or 10 attendees. This room will be used for the breakouts as well as for the breakfast and lunch buffets. All tables shall have pitchers of water (no bottled water).

1.3.6.5 The Contractor shall provide four (4) additional conference rooms that can accommodate 50-60 people in a theater style for conference/breakout sessions.

1.3.6.6 The Contractor shall provide one (1) private counseling/nursing room that is secluded from the other event rooms. This room shall be comfortable/cozy with a table, a couch, five (5) chairs, one (1) small trashcan, and a box of tissue.

1.3.6.7 The Contractor shall provide one (1) large room or area set up as an Information Fair for resource providers. This room will include water and coffee stations, with condiments, from 8am to 4pm on January 26, 2019. The contractor shall provide 20 (twenty), six (6) foot rectangular tables, including skirting, tablecloths, two (2) chairs, and one (1) small trashcan at each table.

1.3.6.8 The Contractor shall provide three (3) Child Care rooms to accommodate a capacity of up to thirty (30) children per room. A small refrigerator will be needed in one of these rooms.

Tables and chairs will also need to be provided in each room.

1.3.6.9 Each meeting space shall have the ability for the 195th Air National Guard to plug into house sound.

1.3.6.10 The 195th Air National Guard will provide to the Contractor the approximate number of children attending the Yellow Ribbon Event, no later than seven (7) days prior to the event, to establish the exact number of rooms needed.

1.3.6.11 The Contractor shall provide the required cancellation date to the government to avoid penalties.

1.3.7 Child Care Space Requirements:

1.3.7.1 Shall be located within proximity of restrooms for childcare supervision.

1.3.7.2 Two (2) six (6) foot tables, with table cloth, to be used for childcare registration. We will have two (2) separate childcare providers and each will need a registration table.

1.3.7.3 Two to three (2–3) round tables with chairs in each room.

1.3.7.4 Ten (10) small cribs to be provided in one (1) of the child care rooms. Nap room.

1.3.7.4 Each room will need to have a TV/monitor and a DVD player available.

1.3.8 Audio/Visual Requirements:

1.3.8.1 One (1) stage at least 8 ft. x 12 ft., in the General Session/Ballroom. The stage must have access on and off on two (2) sides.

1.3.8.2 Podiums: One (1) podium for the General Session/Ballroom; one (1) podium in each of the four (4) conference/breakout rooms.

1.3.8.3 Contractor shall provide Individual House Sound in meeting room space to accommodate presentations. These rooms shall include: the Ballroom and conference/breakout rooms.

1.3.8.4 The Contractor shall provide audio/visual equipment and accessories for the Ballroom/General Session and four (4) conference/breakout rooms, as follows:

a. Two (2) large projection screens for the General Session/Ballroom

b. One (1) large projection screen in each of the four (4) conference/breakout rooms.

c. Two Wireless microphones to be attached to the podium in the General Session room, and One (1) Wireless microphone in each of the breakout rooms.

d. One Projection System set up in the Ballroom/General Session and each of the four

(4) conference/breakout rooms. This is to include remotes, and all required cords necessary for proper, sustained functioning of the equipment.

e. Wi-Fi is to be enabled in all rooms

f. The System will be capable of playing/streaming video presentations.

g. The Ballroom/General Session room and as well as the four (4) conference/breakout rooms shall be equipped with laptops, pointers/clickers, power strips, and extension cords.

h. One (1) small printer/scanner/copier and one (1) larger printer/scanner/copier in the Command/Staff Center.

1.3.8.5 The 195th Air National Guard may also incorporate their own audio/visual equipment.

They will have the ability to patch into the House Sound system and existing electrical outlets.

No hotel or usage patch fees shall be incurred.

1.3.9 Breakfast and Lunch Requirements:

1.3.9.1 The Contractor shall serve two (2) meals on Saturday, January 26, 2019 (Breakfast and Lunch). All meals will be served buffet-style, in the Ballroom/General Session room. The meal services shall accommodate approximately 300 attendees.

1.3.9.2 Breakfast Buffet, in Ballroom, for approximately 300 will include the following:

a. Choice of assorted juices

b. Scrambled eggs, with cheddar cheese available on the side

c. Choice of two (2) breakfast meats (bacon and sausage)

d. Breakfast potatoes

e. Choice of assorted fresh fruit, pastries, bagels, muffins, cereals, and yogurts

1.3.9.3 Lunch Buffet, in Ballroom, for approximately 300 will include the following:

a. Choice of two (2) meat options; minimum serving of 4 ounces

b. Choice of two (2) vegetables; minimum serving of 4 ounces

c. Garden salad with at least three (3) choices of salad dressing

d. Choice of two (2) starches; minimum serving of 4 ounces

e. Choice of at least two (2) different desserts

f. Choice of two (2) rolls or bread, with spreadable butter

g. Choice of beverages shall be provided. Beverage portions shall be at least 10 ounces.

Beverages shall be offered in the following varieties – three (3) types of soft drinks, hot and iced tea, coffee, 2% milk, and half and half.

h. Sugar, sugar substitute, honey, and other assorted condiments are expected to be served as well.

1.3.9.4 Kids Lunch, in Ballroom, for approximately 50 will include the following:

a. Finger sandwiches, chicken nuggets, pizza, deli meats, one (1 ea.) starch, assorted cheeses, fruits and vegetables, cookies (no nuts), 2% milk, and two (2) juice choices.

Water should be available throughout the day in the childcare rooms The head count for Children/Youth lunches shall be provided seven (7) days prior to event.

1.3.9.5 Refreshments:

a. The Contractor shall provide ice water and coffee from 8am until 4pm on January 26, 2019.

b. The Contractor shall provide two (2) separate Snack Periods, for each group, on Saturday, January 26, 2019. One (1) in the morning and one (1) in the afternoon for the adults, and the same for the children/youth attendees.

c. The refreshments for the adult Morning Snack Period shall include - a selection of hot teas, pitchers of water, pastries/muffins, and assorted fruit.

d. The refreshments for the adult Afternoon Snack Period shall include – pitchers of water, a selection of soda, assorted cookies, assorted chips, popcorn, etc.

e. The refreshments for both of the children/youth Morning and Afternoon Snack Periods shall include – a beverage choice of water and juice, crackers, and assorted fruits and vegetables.

f. The Contractor shall provide complimentary coffee, and water in the Command Center/Staff Office throughout the day, on January 26, 2019.

2 General Information:

2.1 Additional Requirements;

2.1.1 The Command Center/Support Staff Office shall be set-up and available for the arrival of staff on Wednesday, January 23, 2019at 12pm. This space will have a house phone, external line connectivity, power strips, and high-speed Internet/Wi-Fi connections.

2.1.2 2. The Conference spaces shall be set-up at least twelve (12 hrs.) hours prior to the beginning of the event at 7am January 26, 2019. On Friday, January 25, 2019 (12 hours prior to the start of the event), the Air National Guard Yellow Ribbon Support Specialist/Staff will walk through and assess the set-up of the conference spaces with convention/hotel staff.

2.1.3 The Overnight Parking fee shall be included in the quoted room rate; otherwise the parking fee shall be waived.

2.1.4 The Daily Parking fee shall be waived for attendees, vendors/resource providers, and support staff.

2.1.5 All tables, including registration and exhibitor/vendor tables, shall be included.

2.1.6 Lodging numbers are an estimate. The final number will be provided no later than 5pm, 7 days prior to the event date of January 26, 2019.

2.1.7 The Contractor agrees to allow the government to provide their own approved/vetted childcare services for the military families, through a separate contract with said companies.

2.2 Security Requirements: The Contractor shall provide hotel security to facilitate a safe and secure environment for the entire event from the start of the event until the time that the event ends on Saturday, January 26, 2019. To ensure the safety of all participants, the CA Air National Guard may employ two (2) off-duty security police officers to provide security coverage during the course of the January 26, 2019 event. If these security officers are retained, they will meet with hotel security prior to the start of the event. They will not be armed.

3 Services Summary:

3.1 The Government has the right to inspect all tasks within the PWS, not just the Performance Objectives (POs) listed below. Performance Ratings: E – Exceptional, VG – Very Good, S – Satisfactory, M - Marginal, U – Unsatisfactory

Performance Objective PWS Para Performance Threshold PO 1 Room Requirements 1.3.5 E: No discrepancies noted

VG: No more than one (1 ea.) discrepancy noted during inspection S: No more than two (2 ea.) discrepancies noted during inspection M: No more than three (3 ea.) discrepancies noted inspection U: > Three (3 ea.) discrepancies noted during inspection

PO 2 Conference Space Requirements

1.3.6 E: No discrepancies noted

VG: No more than one (1 ea.) discrepancy noted during inspection S: No more than two (2 ea.) discrepancies noted during inspection M: No more than three (3 ea.) discrepancies noted inspection U: > Three (3 ea.) discrepancies noted during inspection

PO 3 Child Care Requirements

1.3.7 E: No discrepancies noted

VG: No more than one (1 ea.) discrepancy noted during inspection S: No more than two (2 ea.) discrepancies noted during inspection M: No more than three (3 ea.) discrepancies noted inspection U: > Three (3 ea.) discrepancies noted during inspection

PO 4 Audio/Visual Requirement

1.3.8 E: No discrepancies noted

VG: No more than one (1 ea.) discrepancy noted during inspection S: No more than two (2 ea.) discrepancies noted during inspection M: No more than three (3 ea.) discrepancies noted inspection U: > Three (3 ea.) discrepancies noted during inspection

PO 5 Breakfast and Lunch Requirements

1.3.9 E: No discrepancies noted

VG: No more than one (1 ea.) discrepancy noted during inspection S: No more than two (2 ea.) discrepancies noted during inspection M: No more than three (3 ea.) discrepancies noted inspection U: > Three (3 ea.) discrepancies noted during inspection

4 Government Furnished Property (GFP) And Services: The US Government will not provide any equipment, fuel, personnel, utilities or facilities to the contractor for the execution of this contract.

5 Contractor Manpower Reporting (CMR)

5.1. Contractor Manpower Reporting (CMR): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. 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. Contractors may direct questions to the help desk at http://www.ecmra.mil/.

Unit Identification Code (UIC) for the Requiring Activity: F7S3HQ.

Issuing Office DoDAAC: W912LA http://www.ecmra.mil/

2.2 Security Requirements: The Contractor shall provide hotel security to facilitate a safe and secure environment for the entire event from the start of the event until the time that the event ends on Saturday, January 26, 2019. To ensure the safety ...