PWS_-_COARNG_YRRP_Post_Deployment_5-7_Jan_2018_Downtown.pdf

(Ver. Jun 2014)

PERFORMANCE WORK STATEMENT (PWS)

FOR

Yellow Ribbon Reintegration Program Post Deployment Event 5-7 January 2018

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to provide meeting rooms, vendor area and meals for the Colorado Army National Guard Yellow Ribbon Event as defined in this PWS. Requested location is Downtown Denver, CO.

1.2 Background: Yellow Ribbon Event Coordinator will be hosting a Post-Deployment Yellow Ribbon Event, which will require meeting space, breakout rooms, vendor area, meals, and lodging.

1.3 Period of Performance (PoP): The Period of Performance shall be three days 5-7 January 2018

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary.

1.4.2 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

1.4.4 Place and Performance of Services: Services are 5-7 January 2018. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS.

1.4.5.3 Protection of Personally Identifiable Information (PII). The contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, (or the KO if a COR is not assigned), to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 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.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. 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.

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

2.1.5 DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 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.

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

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

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

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

3.0 Not Applicable

4.0 Not Applicable

5.0 Requirements: The contractor shall: Once notified of contract being awarded the Banquet Manager must provide a per diem selection menu to customer prior to Banquet Event Order (BEO) being completed and must be willing to provide for special dietary needs at customer’s request (vegetarian, kosher, etc.). BEO must be provided for final review 5 days prior to event to allow time for changes.

5.1 Meeting Space / Breakout Rooms / Vendor Area – 9 Rooms.

Room 1 – General session for approximately 230 attendees from 6-7 January 2018.

Room set up with round tables for 6 to 8 personnel, crescent style. Four 6-8 foot tables in main lobby area or outside of general session area for sign-in/registration 5-7 January 2018. Continuous self-service ice water included in room. Available WiFi included in room cost. No pillars or other visual obstructions within the room.

Room 2 for approximately 75 adults for breakout session 7am – 4pm 6-7 January 2018. Room set up in rounds. Continuous self-service of water during hours of use.

Room 3 for approximately 75 adults for breakout session 7am – 4pm 6-7 January 2018. Room set up in rounds. Continuous self-service of water during hours of use.

Room 4 for approximately 75 adults for breakout session 7am – 4pm 6-7 January 2018. Room set up in rounds. Continuous self-service of water during hours of use.

Room 5 for approximately 75 adults for breakout session 7am – 4pm 6-7 January 2018. Room set up in rounds. Continuous self-service of water during hours of use.

Room 6 operations room 2pm – 10 pm on 5 January 2018, 7am to 10pm on 6 January 2018 and 7am-5pm on 7 January 2018.

Room 7 for youth activities from 7am to 9pm, 6 January 2018; 7am-4pm, 7 January 2018. Room set up for 30 with round tables. Self-serve beverage of ice water included in the room rate. Room must be in close proximity to restrooms.

Room 8 for childcare (can be a suite or meeting space) from 7am to 9pm, 6 January 2018; 7am-4pm, 7 January 2018, for appx 30 children and 5 adults; room must have microwave and refrigerator for formula/milk. Childcare provider must be able to remove or rearrange furniture at discretion. If it’s a meeting room, it must be in close proximity to restrooms and have no security/safety issues relating to the care of children.

Room 9 – Healing Warriors sessions (can be a suite or meeting space, enough room for 5 massage tables). 3pm – 10 pm on 5 January 2018, 7am to 9pm on 6 January 2018 and 7am-4pm on 7 January 2018. Set up with 5 chairs, water station, and one 6-8

ft. sign in table with 2 chairs.

Vendor area. Area where vendors can set up tables to display materials, with some outlets available for use. Will require approximately 20 tables.

5.2 Meals

**Adult Meals: This amount should be all inclusive with beverage selection and should not exceed government per diem rate for the city/county area. It should exclude any taxes, gratuities and service fees, and should reflect a flat rate per person. Per diem rates can be found at http://www.gsa.gov/portal/category/100120. Click on the Breakdown of M&IE Expense’s link to get a breakdown for each meal.

Adult Breakfast Buffet from 7am – 9am for 230 adults on 6 and 7 January 2018.

Should include a selection of seasonal fresh fruits and bread products, with coffee, tea, and cold drink selection of apple, orange or cranberry juices. Beverages to remain out until consumed.

http://www.gsa.gov/portal/category/100120 http://gsa.gov/portal/content/101518

Adult Lunch Buffet from 11pm – 1pm for 230 adults on 6 and 7 January 2018, with gluten free and vegetarian options with beverage selection of coffee, tea, and cold drinks. Beverages to remain out until consumed.

Adult Plated Dinner 6pm – 8pm for 230 adults on 6 January 2018. Dinner to include salad, bread, entrée, and desert, along with beverage options.

Total of 460 adult breakfast, 460 adult lunches, and 230 adult dinners, all with beverages. All adult meals are to be served in or outside of general session.

**Children meals per 14 FAM 572.3-4 (2)(3), should not exceed 50% of the adult government per diem rate for youth 11 years of age and under, and 75% of the adult government per diem rate for children 12 years of age and older. Must be able to provide meals in youth area and be able to deliver meals to childcare suites if requested. ***Meals for ages 0-5 must be child friendly to include dry cereal & milk, fruit cups, bananas, French toast, yogurt; chicken nuggets, pizza, French fries, macaroni and cheese, grill cheese, etc. (no peanut products). Beverages to be included in all meals. *Please note that these are the rates set by the government, if you provide meals at no charge for children ages 0-5, please indicate.

Youth Meals Ages 12 and up: Breakfast Buffet 7am – 9am for 30 youth. Lunch Buffet 11:30am – 1:30pm for 30 youth. Total of 60 breakfast and 60 lunches with beverage at or below 75% of adult government per diem rate, 6 and 7 January 2018. Dinner buffet 6pm – 8 pm for 30 youth 6 January 2018. All meals served in or outside of youth area, beverages to remain out until consumed.

Children Meals Ages 11 and under: Breakfast Buffet 7am – 9am for 30 children. See requirements above. Lunch Buffet 11:30am – 1:30pm for 30 children. See requirements above. Total of 60 breakfast and 60 lunches with beverage at or below 50% of adult government per diem rate, 6 and 7 January 2018. Dinner buffet 6pm – 8 pm for 30 children 6 January 2018. All meals served in or outside of youth area for ages 6 – 11.

All meals served in childcare room for ages 0-5.

5.3 Lodging

Lodging requirements range from 5-7 January 2018. Rooms required are as follows:

120 rooms Friday, 5 January 2018; 120 rooms Saturday, 6 January 2018; 10 rooms Sunday, 7 January 2018. Rooms must not exceed government per diem rate. If standard rate is less than government per diem rate, please provide the lower of the two. Total 250 rooms.

5.4 Parking

Overnight parking requirements are on 5-7 January 2018. Parking costs / fees should be included in the total cost of each room and that total cost for each room must not exceed government per diem rate.

5.5 SUMMARY OF ITEMS TO BE QUOTED:

Note we are tax exempt. All fees and gratuities must be waived.

** Taxes and gratuities must be excluded.

MEETING SPACE Time of Use Set Up 5-7 January 2018

General Session Fri 6pm – 9pm Sat 7am – 9pm Sun 7am – 4pm

Rounds for 230

4 Breakout Rooms Sat 7am – 9pm Sun 7am – 4pm

Rounds for 75

Youth Room Sat 7am – 9pm Sun 7am – 4pm

Rounds for 30

Childcare Room Sat 7am – 9pm Sun 7am – 4pm

Hospitality Suite(s) or meeting room for 30 children & 5 adults

Operations Room Fri 2pm – 10pm Sat 7am – 10pm Sun 7am – 5pm

Operations room with table & 8 chairs, ice water station

Healing Warriors Room Fri 3pm – 10pm Sat 7am – 9pm Sun 7am – 4pm

5 chairs, ice water station and room for 5 massage tables

Vendor Area Fri 3pm – 10pm Sat 7am – 9pm Sun 7am – 4pm

20 Vendor Tables with several outlets and WiFi provided at no additional cost.

Meals # Breakfast Lunch Dinner Adult Meals 230 Breakfast Buffet Lunch Buffet Plated Dinner Youth Ages 12 & Up 30 Breakfast Buffet Lunch Buffet Dinner Buffet Youth Ages 6 - 11 6 Breakfast Buffet Lunch Buffet Dinner Buffet Youth Age 5 6 Breakfast Buffet Lunch Buffet Dinner Buffet Youth Age 4 5 Breakfast Buffet Lunch Buffet Dinner Buffet Youth Age 3 5 Breakfast Buffet Lunch Buffet Dinner Buffet Youth Age 2 3 Breakfast Buffet Lunch Buffet Dinner Buffet Youth Age 1 3 Breakfast Buffet Lunch Buffet Dinner Buffet Youth Age 0 2 Breakfast Buffet Lunch Buffet Dinner Buffet 200 Per day Per day Saturday Only

Lodging # of Rooms 5 January 2018 120 6 January 2018 120 7 January 2018 10

Total # of Rooms 250

TECHNICAL EXHIBIT 1

Performance Requirements Summary

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

PWS Paragraph Task Performance Standard

Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

5.0 Banquet Event Order to

Yellow Ribbon Event

Coordinator for review/changes.

No less than 4 days prior to event date

As stated in 5.1, 5.1.1, 5.1.2

Event Coordinator

5.1 meeting space, breakout rooms, vendor area

Adequate meeting space identified in

PWS

NA Periodic Inspection - COR will review during site visit

5.1.1 Meals Have meals ready at

set times and locations set in PWS

NA Event Coordinator will monitor during event

5.1.2 Lodging Rooms ready and

available for check in

NA Event Coordinator

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS

Reference / Deliverable

Title

Frequency Number of

Copies

Medium/Format Submit To

5.0 7 January 2018 1 Electronic Submission jeremy.a.stuart.mil@mail.mil

5.1 7 January 2018 1 Electronic Submission jeremy.a.stuart.mil@mail.mil

5.1.1 7 January 2018 1 Electronic Submission jeremy.a.stuart.mil@mail.mil

5.1.2 7 January 2018 1 Electronic Submission jeremy.a.stuart.mil@mail.mil