A 02 - PWS - TF Castle Post I Venue v2.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Banquet Event: MN Army National Guard Yellow Ribbon Reintegration Program (YRRP) TF Castle Post I Venue

1.0 General:

1.1 Scope: The Contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Banquet Services, as defined in this PWS.

1.1.1 Objectives N/A

1.2 Background: The YRRP Event is designed to provide resources and training for families to ease the deployment transition. The event shall be held in Minneapolis/St. Paul or the Twin Cities metro area.

1.3 Period of Performance (PoP): The Period of Performance shall be a one day event on 20 January 2024 in Minneapolis/St. Paul or within a 20 mile commute of the Twin Cities metro area. 19 January 2024 will consist of event setup and 20 January 2024 will consist of all event activities including one lunch.

1.4 General Information:

1.4.1 Place and Performance of Services: The Contractor shall provide a five hour block of set up time anywhere between the hours of 12:00 p.m. to 10:00 p.m. on Friday January 19th, 2024 and services between 6:30 a.m. to 6:00 p.m. on Saturday January 20th, 2024. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.1.1 Telework: The Government does not permit the contractor to telework in support of this requirement.

1.4.2 Recognized Holidays: N/A.

1.4.3 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 will 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) or defect rate(s).

1.4.4 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services, or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy (see PWS 6.0). Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with FAR 42.5. The KO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.7 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 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.

1.4.8 Identification of Contractor Employees: Contractor personnel will be required to wear badges in the performance of this contract. All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed.

1.4.9 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. 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.

1.4.10 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services 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 OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose 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.

2.0 Definitions and Acronyms:

2.1 Definitions:

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 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 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 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.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 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:

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

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: The contractor shall:

5.1 The Contractor shall provide meeting space and banquet facilities all at the same location to support the event. Meeting space shall not be shared with open areas such as pools or recreation areas.

5.1.1 The Contractor shall provide on Saturday January 20th , 2024 one banquet Hall with a 650 person capacity for a general session and one lunch session, ten (10) Conference Rooms for adult breakout sessions with a minimum of a 100 person capacity; five collocated rooms for childcare with a 25 person capacity not including the childcare providers, at a minimum two of the child care rooms will have audio visual capabilities; one mother-baby room that is private and has access to electricity and is in the vicinity of the event area; one room that is private and available for 1:1 counseling; and one operations room (20’ X 20’ each) for storage of supplies for event.

5.1.2 The ten (10) Conference Rooms for adult breakout sessions shall have the seating capacity for a minimum of 100 person people with traditional classroom style seating to include audio and video provided by the Contractor; the government will provide the laptops for each conference room.

5.1.3 Saturday January 20th, 2024 one banquet Hall with a 650 person capacity for a general session and one lunch session Seating will be round tables with seating for 6-10 people per table. Seating will be round tables with seating for 6-10 people per table. These banquet halls may be used for a portion of Requirement 5.1.2 if it is possible to set up for the adult breakout sessions in a timely manner to accommodate the proposed schedule of events.

5.1.4 The Contractor shall allow an initial walk through of facility once contract is awarded and a final walk through of facility on last business day prior to date of event. The Contractor will confirm the five-hour block of time for event setup and staging of equipment and supplies on Friday the 19th of January anywhere between 12:00 p.m. to 10:00 p.m. For example, 12:00 p.m. to 5:00 p.m., 5:00 p.m. to 10:00 p.m., etc. This must be written in the proposal.

5.1.5 The Contractor shall provide eight skirted rectangular tables with two chairs each for Registration in the vicinity of the lobby/conference area with access to electricity for participant registration prior to 6:30 a.m. on Saturday January 20th , 2024.

5.1.6 The Contractor shall provide an appropriate number of stands with signage to guide attendees from venue entrances to Banquet Hall and Conference Rooms, to be confirmed upon site visit with awarded venue.

5.1.7 If the Contractor has a board of events, the Contractor shall list the event and location.

5.1.8 The Contractor shall provide 45 tables with two chairs each in an open area for Providers/Vendors within close proximity of the Banquet Hall.

5.1.9 The Contractor shall provide an audio speaker system and viewing screen in Banquet Hall and eight Conference Rooms capable of broadcasting from different sources (i.e. microphone, laptop, CD player, etc.). The contractor shall provide connectivity to the facilities audio systems or house sound.

5.1.10 The Contractor shall provide a lectern and podium for the Banquet Hall.

5.1.1.1 The Contractor shall provide one wireless microphone in each room.

5.1.1.2 The Contractor shall provide Wi-Fi access for use by government support staff.

5.1.1.3 The Contract shall provide 30 onsite parking spots for support staff setup on the Friday January 19th, 2024, at no cost to the staff.

5.1.1.4 The Contractor shall provide event parking for an estimated 650 vehicles on site on Saturday January 20th, 2024, at no cost to the attendees. Parking costs must be included in the quote. The Contractor shall not impose a penalty upon the Government for parking not used by participants per the initial contract attendance projection, providing the Government gives proper attendance count of adult vehicles, to the Contractor no later than two weeks prior to the event.

5.1.1.5 The Contractor shall provide space for parking one truck and one trailer at no cost to the government on Friday January 19th, 2024, and Saturday January 20th, 2024, to include overnight parking at the event location.

5.1.1.6 The Contractor shall ensure the venue layout is coordinated and arranged and that industry standards of cleanliness and safety are a priority.

5.1.1.7 The Contractor shall provide a venue layout and parking Map to the Government no later than 60 days prior to the event.

5.1.1.8 The Contractor shall provide one on-site event coordinator point of contact to provide continuity and one on-site technical support personnel for venue equipment.

5.2 The Contractor shall provide one lunch for the event as follows:

5.2.1 The Contractor shall be responsible for all set-up and clean-up relating to meals and refreshments.

5.2.2 Times for the lunch meal will be determined during the event location site visit on January 19th, 2024, and the Government will still provide the vendor and attendance count of adult and children meals no later than two weeks prior to event start date.

5.2.3 On Saturday, January 20th, 2024, 650 adult meals and 125 kids’ meals for lunch shall be provided where kids meals shall be served in close proximity to their designated care room but separate from adult meal seating the day of the event.

5.2.3.1 All meals shall include a protein, carbohydrate, fruit, and dessert and beverage options. (I.e. milk, water station and soda).

5.2.3.2 The Contractor shall provide a Meal Plan in their proposal for both the adult and children’s meals and a final meal plan no later than two weeks prior to event start date.

5.2.3.3 The Contractor must have the ability to provide special dietary need meals for adults and children (i.e. gluten free, lactose intolerance).

5.2.3.4 Children meals will be consistent with USDA guidelines as noted at http://www.fns.usda.gov/cacfp/meals-and-snacks. Children beverages will be in the form of an individual container such as a juice-box or milk-box.

5.2.3.5 Foods that are recognized as choking hazards for children will not be accepted.

5.2.3.6 The contractor WILL provide a cost per plate for meals in initial proposal. 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

5.2.3.7 The Contractor shall not impose a penalty upon the Government for food not consumed by participants per the initial contract attendance projection, providing the Government gives proper attendance count of adult and children meals, plus dietary restrictions, to the Contractor no later than two week’s prior to the event.

5.2.3.8 The contract shall acknowledge all requirements above by including in proposal.

5.3 Payment of services:

5.3.1 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.

5.3.1.2 No charges or penalty shall be imposed on the Government for an event cancellation if the COVID-19 CDC guidance remains to refrain from hosting events that meet the expected attendance of the event.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page)

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar

Defense Federal Acquisition Regulation Supplement http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or https://www.acquisition.gov/dfars

Joint Travel Regulation (JTR) https://www.defensetravel.dod.mil/site/travelreg.cfm

DoDM 1000.13-M-V1 DoD Identification (ID) Cards (Enclosure 2, paragraph 3.b) 01/23/2014 (Change 1: 07/28/2020) http://www.esd.whs.mil/Directives/issuances/dodm

Federal Information Processing Standards (FIPS) Publication 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors (paragraph 9) August 2013 http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.201-2.pdf

https://www.esd.whs.mil/Directives/issuances/dodm/

DoDI 5200.46 DoD Investigative and Adjudicative Guidance for Issuing the Common Access Card (CAC) 09/09/14 (Change 1: 05/04/2018) https://www.esd.whs.mil/Directives/issuances/dodi/

Homeland Security Presidential Directive (HSPD)-12 Policy for a Common Identification Standard for Federal Employees and Contractors 08/27/2004 https://www.dhs.gov/homeland-security-presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and Civil Liberties Programs 01/29/2019 https://www.esd.whs.mil/Directives/issuances/dodi/

DoD 5400.11-R Department of Defense Privacy Program 05/14/2007 https://www.esd.whs.mil/Directives/issuances/dodm/

DoDD 8140.01 Cyberspace Workforce Management

10/05/2020 https://www.esd.whs.mil/Directives/issuances/dodd/

DoD 8570.01-M Information Assurance Workforce Improvement Program 12/19/2005 (Change 4: 11/10/2015) https://www.esd.whs.mil/Directives/issuances/dodm/

DoD 5220.22-M National Industrial Security Program Operating Manual (NISPOM) 02/28/2006 (Change 2: 05/18/2016) https://www.esd.whs.mil/Directives/issuances/dodm/

Army Directive 2014-05 Policy and Implementation Procedures for Common Access Card Credentialing and Installation Access for Uncleared Contractors 03/07/2014 https://armypubs.army.mil/ProductMaps/PubForm/ArmyDir.aspx

AR 25-2

Information Assurance 04/04/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 530-1

Operations Security 09/26/2014 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 525-13

Antiterrorism 12/09/2019 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, ¶ 2-4.b) 06/01/2016 http://armypubs.army.mil/ProductMaps/PubForm/AR.aspx

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Verification from 1LT Peterson

1LT Peterson

1LT Peterson

1LT Peterson

1LT Peterson

1LT Peterson

1LT Peterson

1LT Peterson

1LT Peterson

Single point of contact provided.

Verification from 1LT Peterson

1LT Peterson

1LT Peterson

1LT Peterson

5.2.3.6

Contractor provided a price per plate in proposal.

5.2.3.7

1LT Peterson

1LT Peterson

1LT Peterson

Ver. October 2022