A 02 - PWS - ESGR APAC update.RTF

Ver. May 2018

PERFORMANCE WORK STATEMENT (PWS) FOR

Employer Support of the Guard and Reserve (ESGR) Annual Planning and Awards Ceremony (APAC) Venue

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to provide lodging, meals, and conference/meeting space as detailed below.

1.2 Background:

The Employer Support of the Guard and Reserve (ESGR) Annual Planning and Awards Ceremony (APAC) event brings Regional ESGR Leadership and volunteers together to accomplish annual training in compliance to Department of Defense instructions. The Minnesota ESGR Committee uses this time to collaboratively develop their strategic plan and goals to best support National Guard and Reserve Service members with civilian employers and employment needs.

The APAC also recognizes supportive and steadfast employers during the awards ceremony portion of the event. Awards will be presented by ESGR, on behalf of the Secretary of Defense, to those employers who have gone above and beyond the legal requirements of the Uniformed Services Employment and Reemployment Rights Act (USERRA). These awards honor the sacrifices made by so many employers year after year and is a key element in publicly acknowledging employers’ support, while strengthening relationships between Service members and their employer.

1.3 Period of Performance (PoP): The Period of Performance shall be one event held over the course of two days from 3-4 May, 2020 in the Minneapolis/St Paul, MN metro area.

1.4 General Information:

1.4.1 Quality Assurance (QA): The Government shall 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)).

1.4.2 Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking 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.

2.0 Definitions and Acronyms:

2.0.1 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.

2.0.2 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.

2.0.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall 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.

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

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

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

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

2.0.10 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 ACRONYMS:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): the Government will provide the property, material, equipment and/or services listed below solely for the purpose of performance under this contract:

3.1 Equipment: The Government will provide a computer and projector if one cannot be provided at no charge.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements:

5.0.1 The contractor shall provide lodging, meeting space, and banquet facilities all at the same location to support the event. Open areas such as pools or recreation areas adjacent to the event area are not suitable for this event.

5.1 The Contractor shall provide lodging at the conference site as follows:

5.1.1 The Contractor shall provide up to thirty (30) sleeping rooms on dates: 02 MAY 2020, 03 MAY 2020, 04 MAY 2020. The contractor shall provide all 30 rooms at the government per diem lodging rate or better. All rooms will be paid for by the individual conference attendee and will NOT be included in the contract pricing. Individuals are responsible for contacting the hotel directly to set up their lodging. Final count for number of rooms needed will be provided one week prior to the event.

5.1.2 The rate of per diem for the area should not be exceeded as it pertains to lodging, unless the preferred rate is lower. The most up to date rates can be found at: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

5.1.3 The Contractor shall not release the rooms to be sold to non-event participants until after the final count. (Government shall provide contractor with a final count for personnel to be provided with accommodations no later than 4pm 24 April 2020.

5.1.4 The Contractor shall not impose a penalty upon the government for rooms not used by participants as long as final counts are provided no later than one week prior to the event start date.

5.2 The Contractor shall provide four (4) Conference Rooms, (1) operations room, securable changing rooms, meals and services (to include unlimited Wi-Fi) over May 3-4 2020 as follows:

5.2.1 The Contractor shall provide one (1) conference room for approximately twenty (20) persons from 8:00 a.m. to 4:00 p.m. May 3, 2020. Seating will be conference/boardroom style.

5.2.1.1 The Contractor shall provide Video Teleconferencing (VTC) capabilities and a speaker system in the conference room capable of broadcasting from different sources (i.e. microphone, laptop, CD player, etc.) and viewing screen.

5.2.1.2 The Contractor shall provide connectivity to the facilities audio system or house sound if needed. Determination of need will be confirmed NLT 30 days prior to the event between ESGR POC and the Facility POC.

5.2.1.3 The Contractor shall provide unlimited Wi-Fi access for use by MN ESGR committee.

5.2.1.4 The Contractor shall provide a skirted registration rectangular table with two (2) chairs in the vicinity of the lobby/conference area with access to electricity prior to 8:00 a.m. for morning participant registration.

5.2.1.5 The Contractor shall provide appropriate number of standards with signage to guide attendees to conference room and banquet facility, TBD upon site visit with awarded venue.

5.2.1.6 If the contractor has a board of events the contractor shall list the event and location.

5.2.1.7 The Contractor shall provide an afternoon meal to the conference room, for approximately twenty (20) persons at 11:30 a.m. May 3, 2020. Final menu selection to be finalized with ESGR POC and the Facility POC no later than 30 days before the event. Final count for number of meals needed will be provided one week prior to the event.

5.2.1.8 The contractor shall be responsible for all clean-up relating to meals and refreshments.

5.2.1.9 The rate of per diem for the area should not be exceeded as it pertains to meals. The most up to date rates can be found at: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

5.2.1.10 The contractor shall not impose a penalty upon the government for food not consumed by participants, providing the government gives proper attendance count to the contractor by the dates specified above.

5.2.2 The Contractor shall provide one conference room for approximately twenty five (25) persons from 12:00 p.m. (noon) to 10:00 p.m. May 3, 2020. Seating will be conference/boardroom style.

5.2.2.1 The Contractor shall provide audio speaker system in the conference room capable of broadcasting from different sources (i.e. microphone, laptop, CD player, etc.) and viewing screen.

5.2.2.2 The Contractor shall provide connectivity to the facilities audio system or house sound if needed. Determination of need will be confirmed NLT 30 days prior to the event between ESGR POC and the Facility POC.

5.2.2.3The Contractor shall provide unlimited Wi-Fi access for use by MN ESGR committee.

5.2.2.4 The Contractor shall provide a skirted registration rectangular table and two (2) chairs in the vicinity of the lobby/conference area with access to electricity prior to 11:30 a.m. for afternoon participant registration.

5.2.2.5 The Contractor shall provide appropriate number of standards with signage to guide attendees to conference room and banquet facility, TBD upon site visit with awarded venue.

5.2.2.6 If the contractor has a board of events the contractor shall list the event and location.

5.2.2.7 The Contractor shall provide an evening meal to the conference room, for approximately twenty-five (25) persons at 5:30 p.m. May 3, 2020. Final menu selection to be finalized with ESGR POC and the Facility POC no later than 30 days before the event. Final count for number of meals needed will be provided one week prior to the event.

5.2.2.8 The contractor shall be responsible for all clean-up relating to meals and refreshments.

5.2.2.9 The rate of per diem for the area should not be exceeded as it pertains to meals. The most up to date rates can be found at: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

5.2.2.10 The contractor shall not impose a penalty upon the government for food not consumed by participants, providing the government gives proper attendance count to the contractor by the dates specified above.

5.2.3 The Contractor shall provide one large conference room for approximately eighty (80) persons from 8:00 a.m. to 4:00 p.m. May 4, 2020. Seating will be classroom style facing the speaker.

5.2.3.1 The Contractor shall provide a skirted registration rectangular table and two (2) chairs in the vicinity of the lobby/conference area with access to electricity prior to 7:30 a.m. for morning participant registration.

5.2.3.2 The Contractor shall provide appropriate number of standards with signage to guide attendees to conference room and banquet facility, TBD upon sight visit with awarded venue.

5.2.3.3 If the contractor has a board of events the contractor shall list the event and location.

5.2.3.4 The Contractor shall provide audio speaker system in the conference room capable of broadcasting from different sources (i.e. microphone, laptop, CD player, etc.) and viewing screen.

5.2.3.5 The Contractor shall provide connectivity to the facilities audio system or house sound if needed. Determination of need will be confirmed NLT 30 days prior to the event between ESGR POC and the Facility POC.

5.2.3.6 The Contractor shall provide a podium.

5.2.3.7 The Contractor shall provide two (2) wireless microphones.

5.2.3.8 The Contractor shall provide unlimited Wi-Fi access for use by MN ESGR committee at no charge.

5.2.3.9 The Contractor shall provide one (1) skirted rectangular table at the front of the conference room to be used as an awards table

5.2.3.10 The Contractor shall provide coffee and water service, for approximately eighty (80) persons. Final count for number of persons will be provided one week prior to the event.

5.2.3.11 The Contractor shall provide lunch meal for approximately eighty (80) persons to be served at 11:30 a.m. Meal should include: cold meat and cheese sandwiches, chips, and a variety of beverages; or provide a buffet if it is less expensive. Lunch may be served in the conference room area. Final menu selection to be finalized with ESGR POC and the Facility POC no later than 30 days before the event. Final count for number of meals needed will be provided one week prior to the event.

5.2.3.12 The rate of per diem for the area should not be exceeded as it pertains to meals. The most up to date rates can be found at: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

5.2.3.13 The contractor shall not impose a penalty upon the government for food not consumed by participants, providing the government gives proper attendance count to the contractor by the dates specified above.

5.2.3.14 The contractor shall be responsible for all clean-up relating to meals and refreshments.

5.2.4 The Contractor shall provide one (1) Banquet Room (minimum 8,000 square feet) for the ESGR Awards Banquet from 6:00 – 10:00 p.m. on May 4, 2020. The minimum banquet room ceiling clearance must be a minimum of sixteen (16’) feet to accommodate display of 20’x30’ US Flag to be used as backdrop of stage area. MN ESGR will provide the 20’ x 30’ flag. Seating will be banquet style round tables seating 8-10 persons per table, for up to three hundred (300) people as described below.

5.2.4.1 The Contractor shall provide three (3) skirted registration rectangular tables and six (6) chairs for the evening session near the banquet facility prior to 3:00 p.m. for evening participant registration on May 4, 2020.

5.2.4.2 The Contractor shall provide appropriate number of standards with signage to guide attendees to conference room and banquet facility, TBD upon sight visit with awarded venue.

5.2.4.3 If the contractor has a board of events the contractor shall list the event and location.

5.2.4.4 The Contractor shall provide a reception area near the banquet room to accommodate a social hour prior to ESGR Banquet from 5:00 – 6:00 p.m. May 4, 2020.

5.2.4.5 The Contractor shall provide space and seating in or near the reception area for an eight (8) piece wind ensemble from 5:00 – 6:00 p.m. May 4, 2020.

5.2.4.6 The Contractor shall provide cash bar service to be paid by attendees for reception prior to and during banquet (5:00 p.m. to 9:00 p.m.). NO bar charges will be paid through funds from this contract and/or “We Serve Minnesota.”

5.2.4.8 The Contractor shall provide riser (Stage) approximately 1-2 feet high and 15’deep x30’ wide. To include steps on either side for a left to right procession of award recipients.

5.2.4.9 The Contractor shall provide three (3) eight (8) foot rectangular skirted tables for setting awards for presentation at banquet. Tables need to be in place next to stage with 2 tables on the left and 1 on the right as you are looking at the stage. ESGR will provide additional table coverings for these tables.

5.2.4.11 The Contractor shall provide podium on stage.

5.2.4.12 The Contractor shall provide two (2) microphones; one (1) handheld with stand and one (1) lapel.

5.2.4.12.1 The Contractor shall provide stage lighting and spotlight lighting, independent of ballroom general lighting.

5.2.4.13 The Contractor shall provide labor to hang 20’x30’ US Flag as backdrop for the stage.

5.2.4.14 The Contractor shall provide two (2) projectors and video screens suspended, one on either side of the stage and an IT tech to monitor audio, video and lighting during award ceremony. Video, audio, lighting and ceremony timelines to be finalized with ESGR POC and the Facility POC 1 week before the event.

5.2.4.15 The Contractor shall provide connectivity to the banquet room audio system and Wi-Fi IF needed. Determination of need will be confirmed NLT 30 days prior to the event between ESGR POC and the Facility POC. MN ESGR will provide any computers needed for presentations.

5.2.4.16 The Contractor shall provide dinner plate service for up to 300 persons. Meal will consist of two (2) entrée choices to include a meat, potato/carb selection, cooked vegetables, salad, bread, coffee, soft drink, water, and dessert. Request there also be a vegetarian and gluten free meal options available upon request. Final menu selection to be finalized with ESGR POC and the Facility POC no later than 30 days before the event. Final count for number of meals needed will be provided one week prior to the event. Approximately hundred fifty (150) meals covered by the Contract, and up to one hundred fifty (150) Meals to be paid for by “We Serve Minnesota” and NOT as part of payment in the contract.

5.2.4.17 The contractor shall be responsible for all clean-up relating to meals and refreshments.

5.2.4.18 The rate of per diem for the area should not be exceeded as it pertains to meals. The most up to date rates can be found at: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

5.2.4.19 The contractor shall not impose a penalty upon the government for food not consumed by participants, providing the government gives proper attendance count to the contractor by the dates specified above.

5.2.4.20 The Contractor shall provide access to a business center for conference attendee use and administrative support (Photocopies, Computer with internet access).

5.2.4.21 The Contractor shall provide parking on site at no cost to attendees in a quantity to meet capacity of proposed number of attendees.

5.2.4.22 The Contractor shall provide an operations room for storage of supplies for event.

5.2.4.23 The Contractor shall allow use of securable rooms for local attendees to change into evening attire.

5.2.4.24 The contractor shall provide a final layout/diagram of the event to the Government no later than sixty (60) days prior to the event.

5.2.4.25 The Contractor shall conduct a final walk through of facility on last business day prior to date of event.

5.2.4.26 The Contractor shall provide a single point of contact for communication throughout the event.

5.2.4-27 The Contractor shall provide enough rooms for all participants, as well as ensure that the rooms are cleaned and maintained.

5.3 Payment of services:

5.3.1 The Government will pay for items identified in section 5 above EXCEPT for items 5.1.1, 5.2.3.10, 5.2.4.6 and up to 150 of the possible 300 persons on item 5.2.4.16 through payment of this contract.

5.3.2 The remainder of meal services accrued under section 5 (5.2.3.10) and the remaining meals from (5.2.4.15) will be paid by check or credit card from “We Serve Minnesota” a 501(c)3 nonprofit tax free organization.

5.3.3 All services provided for this event will be provided with no tax. Service charges need to be included into the original bid, not as a separate charge; no charges outside of these proposed will be paid.

6.0 Contractor Manpower Reporting Application (CMRA):

6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard via a secure data collection site.

6.1.1 The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall 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 2013. Contractors may direct questions to the helpregistr desk at http://www.ecmra.mil.Ver. May 2018

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 5.0.1 3-4 May 2020 The contractor shall provide lodging, meeting space, and banquet facilities all at the same location to support the event.

The contractor shall ensure the event takes place at the same location.

98% acceptance rate given in after actions report Verification from SGT Hardin 5.1.1 2,3,4 May 2020 Lodging reserved and not billed to contract. Up to 30 rooms set aside for event Up to 30 rooms for blocked off for all dates for personnel attending event 98% acceptance rate given in after actions report Verification from SGT Hardin 5.2 3-4 May 2020 Four conference rooms set up, properly configured, Wi-Fi connectivity and working audio visual equipment.

The contractor shall ensure space is set up prior to start time.

98% acceptance rate given in after actions report Verification from SGT Hardin 5.2 3-4 May 2020 Venue layout is coordinated, arranged, and industry standards of cleanliness were met with safety considerations a priority.

Venue meets standards of both event needs and all safety and cleanliness standards met.

98% acceptance rate given in after actions report Verification from SGT Hardin 5.2.1.7 3 May 2020 – Afternoon meal Food was available, adequate and timely.

Food was provided on time and met industry food standards.

98% acceptance rate given in after actions report Verification from SGT Hardin 5.2.2.7 3 May 2020 – Evening meal Food was available, adequate and timely.

Food was provided on time and met industry food standards.

98% acceptance rate given in after actions report Verification from SGT Hardin 5.2.3.10 3-4 May 2020 Maintain water stations in for conference room in PWS 5.2.3 Water stations set up for event and kept full during event.

98% acceptance rate given in after actions report Verification from SGT Hardin 5.2.4.1 3-4 May 2020 Provide four separate registration areas. Allow for signs and event boards.

The contractor shall provide four separate registration areas with signage.

98% acceptance rate given in after actions report Verification from SGT Hardin 5.2.4.16 4 May 2020 – Banquet Meal Food was available, adequate and timely.

Food was provided on time and met industry food standards.

98% acceptance rate given in after actions report Verification from SGT Hardin 5.2.4.21 3-4 May 2020 Parking is adequate and available for all participants.

Parking provided to participants during the event.

98% acceptance rate given in after actions report Verification from SGT Hardin 5.3.3 3-4 May 2020 No additional service fees were charged to the government.

No additional fees charges to the government.

98% acceptance rate given in after actions report Verification from SGT Hardin 5.2.4-26 3-4 May 2020 A single point of contact was ensured.

Single point of contact provided.

98% acceptance rate given in after actions report Verification from SGT Hardin 5.2.4-27 3-4 May 2020 Rooms are available for all participants, as well as cleaned and maintained.

The contractor shall provide the appropriate number of rooms in accordance with cleanliness and maintenance standards.

98% acceptance rate given in after actions report Verification from SGT Hardin