W912LQ22Q0027 PWS Attachment 3.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

Post Mob Yellow Ribbon for the 329th Regional Support Group

1.0 General: The Virginia Army National Guard will conduct a Post-deployment Yellow Ribbon Event for the 329th RSG within a 30-mile radius of the Downtown Richmond, VA area for dates October 21-23, 2022. 329th RSG will require lodging, event space, catering, parking, audio/visual and childcare services.

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 Property, Material, Equipment and Services, to perform all lodging, event space, catering, parking, audio/visual and childcare services, as defined in this PWS.

1.2 Background: The Yellow Ribbon Event was established by Congress in 2008 and subsequently mandated for the various services by their components. The event is intended to provide a suitable environment for service members and their families or invited guests to learn about deployment and resilience resources.

1.3 Period of Performance (PoP): The Period of Performance shall be October 21st (check in) to October 23rd (check out).

1.4 General Information:

1.4.1 Place and Performance of Services: The contractor shall provide lodging and event services between October 21, 2022 3:00 P.M. - October 23, 2022 1:00 P.M.

Eastern Standard Time (EST) Friday – Sunday.

1.4.2 The contractor(s) shall provide parking between October 21, 2022 1:00 P.M. – October 23, 2022 7:00 P.M. Eastern Standard Time (EST) Friday - Sunday.

1.4.3 The contractor(s) shall provide childcare services between October 22, 2022 7:00 A.M. – October 23 6:00 P.M. Eastern Standard Time (EST) Saturday – Sunday.

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.

1.4.5 Telework: Not authorized.

1.4.6 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 (PRS). A final QCP shall be submitted in writing via email to the Contracting Officer Representative (COR) NLT 5 calendar days after contract award. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO’s) acceptance in writing of any proposed changes to its QCP.

1.4.7 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).

1.4.8 Reserved.

1.4.9 Reserved.

1.4.10 Contract Manager (CM): The contactor shall designate a Contract Manager (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 COR and KO not later than 5 calendar days after award. 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.

1.4.11 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. 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:

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

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

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

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

2.1.8 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:

CM Contract Manager COR Contracting Officer Representative FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services GPOC Government Point of Contact KO Contracting Officer PRS Performance Requirements Summary PWS Performance Work Statement PoP Period of Performance QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

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.

None

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): One (1) meeting space, one (1) conference room, one (1) resource provider area, three (3) counseling rooms, two (2) childcare rooms, one (1) youth room, audiovisual equipment, and all necessary catering materials and equipment, and all required childcare equipment and supplies.

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:

5.1 The contractor(s) shall provide all lodging, event space, childcare, parking, audio/visual as well as any staff required to perform required functions.

5.1.1 The contractor shall be in compliance with all Federal, State and local laws, regulations, policies, permits and insurance pertaining to the appropriate food industry and COVID-19.

5.2 Sleeping Rooms:

5.2.1 The contractor shall provide thirty-five (35) sleeping rooms on Friday, October 21, 2022. The contractor shall provide fifty (50) sleeping rooms Saturday, October 22, 2022 for family members. The contractor shall reserve this block of sleeping rooms designated “VANG Yellow Ribbon” for the Virginia Army National Guard. The room numbers blocked shall be provided to the COR in writing within five calendar days of award. The government representative will determine eligibility prior to check-in by hotel representative. The Government will not be responsible for incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices etc. as incidental expenses are the responsibility of the of the guest and their family members.

5.2.2 The contractor shall provide an additional thirty (30) sleeping rooms on October 21 and 22, 2022. They shall be reserved for the Virginia Army National Guard staff members. The contractor shall reserve this block of sleeping rooms under "Yellow Ribbon Staff". All staff attending will make individual room reservations using the appropriate reservation code and their personal or government issued credit card. No staff rooms shall be charged against this contract.

5.2.3 Rooms shall be private sleeping rooms with toilet and shower/tub facilities, with two (2) full or queen beds per room. Additional accommodations should be made for families containing more than 5 family members or for family members that require special needs such as cribs, rollaway beds, and handicap rooms.

5.2.4 The federal government will pay for the rooms actually used by service and family members who have had rooms reserved by the Virginia Army National Guard Yellow Ribbon under the “VANG Yellow Ribbon” block. However, incidental expenses, such as room service, telephone calls, movie and game rentals, restaurant invoices etc. are the responsibility of the individual attendee and shall not be billed against this contract.

5.2.5 Service and family members who contact the hotel directly for room reservations shall be referred to the designated Yellow Ribbon Event government representative to ensure rooms are not double booked. If a service or family member reserves a room individually after being referred to the designated government representative, he/she is responsible for their own lodging cost, taxes, incidental costs, etc.

5.2.6 The deadline for reserving rooms under the reservation code is 11:59 p.m. ET, October 17, 2022. Any rooms not reserved by this deadline shall be released from the block and made available for sale to the general public.

5.2.7 The government shall cancel/modify reserved rooms under the VANG Yellow Ribbon block until 4:00 p.m. ET, October 18, 2022. If rooms, reserved under the “VANG Yellow Ribbon block”, are unable to be “sold”, the contractor may invoice the government for those rooms not cancelled prior to 4:00 p.m. ET, October 18, 2022.

5.2.8 The federal government is tax exempt.

5.2.9 Checkout shall be at 1:00 P.M. EST on October 23, 2022 at no additional cost to the government or guest.

5.3 Event space:

5.3.1 All required meeting space must be provided at one location.

5.3.2 Space shall be considered official meeting rooms and not open to the public.

5.3.3 Meeting spaces shall NOT contain pillar(s) and/or structural objects which may obstruct an attendee's view.

5.3.4 All rooms shall be walled spaces with doors that are able to be secured. No pipe and drape adaptions are to be utilized to accommodate required space.

5.3.5 Screen(s) shall be large enough and properly positioned to ensure all attendees can easily view presentations.

5.3.6 General Session:

5.3.6.1 Shall be one (1) conference room, seated in half crescent, banquet style with six

(6) to eight (8) chairs at each table for approximately One Hundred Eighty (180) attendees and staff each for room.

5.3.6.2 Conference room shall be available for government use on October 21, 2022 from 1:00 p.m. until 6:00 p.m. EST. It shall also be available for use on October 22-23, 2022 from 6:00 a.m. until 6:00 p.m. Note: Use of the room on October 21, 2022 is for planning purposes only; therefore, full set-up is not required.

5.3.6.3 The following equipment/services shall be provided, set-up for government use, and operation from October 22nd, 2022, to October 23rd, 2022, between 6:00 a.m. - 6:00 p.m. EST in the conference room.

5.3.6.3.1 Podium

5.3.6.3.2 Microphone

5.3.6.3.3 Wireless lavalier

5.3.6.3.4 Hand-held microphone

5.3.6.3.5 Audio sound system

5.3.6.3.6 Projector screen

5.3.6.3.7 Projector

5.3.6.3.8 Equipment cart

5.3.6.3.9 Wi-Fi internet service

5.3.6.3.10 Audio / Visual technology

5.3.6.3.11 Stage enable viewing. Must be at least 4 ft X 6 ft in dimensions.

5.3.6.3.12 Stairs attached to each side of the stage

5.4.3.13 A notepad and pen for each attendee, to be placed on the tables.

5.3.6.4 The Contractor shall provide an on-site technical subject matter expert between the hours of 6:00 a.m. - 6:00 p.m. ET, October 22-23, 2022, to address any technical issues with the microphone, audio sound system, projector, visual technology, Wi-Fi internet, and wireless lavalier.

5.3.7 Resource Provider Area

5.3.7.1. Shall accommodate partners and at least one hundred eighty (180) people.

5.3.7.2 Shall be set-up with twenty-five (25), six (6) foot rectangle, skirted tables and two (2) chairs per table.

5.3.7.3. Tables shall be placed near walls with 2 chairs behind each table.

5.3.7.4. Shall be available for government use from 6:00 a.m. - 6:00 p.m. EST on October 22-23, 2022.

5.3.8 Counseling Rooms

5.3.8.1 Shall be two rooms (2) rooms, each set with one (1) table and six (6) chairs.

5.3.8.2 Shall be available for government use from 7:00 a.m. to 6:00 p.m. EST on October 22-23, 2022.

5.3.8.3 A box of tissues shall be made available in each of the rooms.

5.3.8.4 If using hotels rooms as “Counseling Rooms,” then NO BEDS shall be in the rooms.

5.3.9 Childcare Rooms

5.3.9.1 One (01) childcare room to accommodate up to twenty (20) children, ages 0-5.

5.3.9.2 One (01) childcare room to accommodate up to twenty (20) children, ages 6-10.

5.3.9.3 Each room is required to have a minimum size of 20 sq. feet per child.

5.3.9.4 Shall be set with five (5) tables (round or rectangle) with six (6) to eight (8) chairs per table.

5.3.9.5 Shall be available for government use from 7:00 a.m. – 6:00 p.m. EST, on October 22-23, 2022.

5.3.9.6 Each room shall include a television and DVD cart combo.

5.3.10 Youth Room

5.3.10.1 One shall accommodate up to twenty (20) youths, ages 11-17.

5.3.10.2 Shall provide a minimum of 20 sq. feet per child

5.3.10.3 Shall be set with four (04) tables (round or rectangle) with six (05) to seven (7) chairs per table.

5.3.10.4 Shall be available for government use from 7:00 a.m. – 6:00 p.m. EST, October 22-23, 2022.

5.3.10.5 Room shall include a projector and projector screen.

5.4 Catering

5.4.1 The contractor shall provide a working lunch for approximately 180 adult and teen participants on October 22-23, 2022 at 12:00 p.m. EST The lunch shall be served buffet style and include 2 entrees, a salad, a vegetable, a starch, bread, non-carbonated beverages, coffee, and assorted desserts. Vegan options will be available for identified attendees. The menu shall be provided in writing to the COR within 5 working days after award and the COR will approve the entrée options within 48-72 hours of receipt of the menu. Due to current supply chain issues with the food industry, interested vendors unable to meet the PWS requirements may submit an alternate meal plan for the government’s consideration. P

5.4.2 The contractor shall provide a lunch for approximately 40 children 0 to 10 on October 22-23, 2022 at 12:00 p.m. EST. The lunch shall be served buffet style and include 2 entrees, a salad, a vegetable, a starch, bread, non-carbonated beverages, coffee, and assorted desserts. The menu shall be kid friendly (i.e. chicken fingers, pizza, fries, bread sticks, etc.). The menu shall be provided to the COR in writing within 5 working days after award and the COR will approve the entrée options within 24-48 hours of receipt of the menu. Due to current supply chain issues with the food industry, interested vendors unable to meet the PWS requirements may submit an alternate meal plan for the government’s consideration.

5.4.3 The contractor shall provide disposable plastic serving gloves and hand sanitizer sufficient for the number of attendees to be served at the beginning of the buffet line.

5.4.4 The contractor is responsible for all set up and clean up related to the required meals.

5.4.5 The government will provide a final meal count no later than October 12, 2022.

The government will provide vegetarian entrée numbers with final meal count.

5.4.6 The contractor shall not impose a penalty upon the government for food not consumed by attendees, provided the government gives proper personnel count to the contractor.

5.5 Audio / Visual Equipment

5.5.1 The contractor shall provide and setup all required audio / visual equipment.

5.5.2 The contractor shall provide TV and DVD cart combo set up in childcare rooms.

5.5.3 The contractor shall provide a projector and screen in the Youth room.

5.5.4 The contractor shall provide Wi-Fi internet service.

5.5.5 The contractor shall provide podiums, microphones, wireless lavalieres (lapel mics), hand-held mics, audio sound systems, screens, projectors, Wi-Fi internet service and carts to hold government-provided equipment. An IT personnel shall remain on the hotel premises to assist in setup or as needed in general conference room.

5.5.6 Screen(s) (if more than one is needed) must be large enough and properly positioned to ensure all attendees can easily view presentations

5.5.7 The government shall be permitted to bring and setup its own laptop computers with Microsoft PowerPoint applications, and printers to be used in conjunction with contractor-provided equipment in the conference room and breakout rooms

5.5.8 The government shall be permitted to connect its equipment to the contractor’s electrical outlets and facilities, at no additional cost to the government for use of contractor’s electrical service.

5.5.9 The contractor shall provide one (1) technical subject matter expert who will remain on-site between the hours of 6:00a.m. - 6:00p.m. ET, October 22-23, 2022 to address any technical issues with contractor provided audio-visual equipment and services.

5.6 Childcare

5.6.1 The contractor shall provide trained caregivers to monitor and supervise approximately 20 children 0-5 years old and 20 children 6-10 years old on October 22- 23, 2022, from 8:00 AM to 5:00 PM.

5.6.2 One provider per room should be certified, licensed, and CPR qualified.

5.6.3 The contractor shall ensure that background investigations have been run against all trained caregivers to ensure the safety of all children.

5.6.4 The contractor shall provide proof of a successfully passed background investigation for each caregiver no later than 5 calendar days prior to the event.

Documentation shall be delivered to the COR via email for all caregivers.

5.6.5 The contractor shall ensure a provider to child ratio of at least 1:5 regardless of age.

5.6.6 The contractor shall provide all equipment and supplies required to care for and entertain the children (e.g., changing tables, playpens, nap pads, toys, books, puzzles, crayons, etc.). A list of equipment and supplies to be provided is to be submitted in writing to the COR a minimum of five (5) days prior to the first day of scheduled event.

5.6.7 Not later than 5 days prior to the event, the contractor shall provide to the COR, in writing, an hourly schedule of activities for children ages 2 to 10. The schedule shall include age-appropriate activities to keep the children engaged throughout the day. The schedule shall also be posted in the childcare room.

5.6.8 The contractor shall have a sign-in roster for parents/guardians to complete when the children are brought to the childcare area. The roster shall include an area where the individual dropping off the child(ren) will annotate a phone number and name for individuals authorized to sign-out their child(ren). In addition, the contractor shall ensure all children are continually accounted for by having a sign-in/out procedure in place. An individual authorized on the sign-in roster must sign all children in and out of the childcare area. The roster (or another acceptable form) shall allow parents/guardians to annotate any known allergies and/or special needs. A copy of the roster shall be provided to the COR after all children have been picked up, and no later than 6:00 p.m.

ET, October 23, 2022.

5.6.9 The contractor shall not administer medications of any kind.

5.6.10 The contractor’s primary on-site contact shall provide a cellular phone number to the COR and all parents whose children are receiving childcare services. The contractor’s primary on-site contact will have the cell phone on him/her at all times in case of an emergency.

5.6.11 Childcare services shall take place at the same location as the Yellow Ribbon Event.

5.7 Site Visit

5.7.1 Contractor shall conduct a site visit with the COR prior to the event to coordinate the structure and layout of the event in terms of venue, conference rooms, childcare, and parking in accordance with the PWS requirements.

5.7.2 The contractor shall meet with the COR and Yellow Ribbon Staff at the event location no later than five (5) days prior to the scheduled event.

5.7.3 Any changes discussed which require an increase in quantity, cost, or changes to the PWS are not authorized to be made until the contractor has received written changes from a warranted Contracting Officer of the Virginia National Guard. .

5.8 Parking

5.8.1 Parking shall be provided by the contractor for thirty-five (35) overnight guests on October 21, 2022 and fifty (50) overnight guests on October 22, 2022.

5.8.2 The government can cancel/modify parking to reflect “VANG Yellow Ribbon block” rooms until 4:00 p.m. October 18, 2022 at no cost.

5.8.3 The contractor shall provide parking for one hundred (100) additional guests at the venue location on October 22nd, 2022 and Seventy (70) additional guests on October 23rd 2022.

5.8.4 If parking is not within walking distance, defined as no more than a quarter mile of the event facility without having to cross a highway or high traffic (major) intersection, of the event venue the contractor shall provide transportation to and from the venue and hotel at no additional cost to the government or guest.

5.8.5 A reserved parking area list/map shall be provided by the contractor, in writing, to the COR no later than 5 days prior to the event.

5.9 Miscellaneous

5.9.1 The contractor shall provide two (02) registration tables with two (02) chairs per table outside the conference rooms and two (2) tables with two (2) chairs per table outside the childcare/youth rooms for registration. The set up location of the registration tables will be determined at time of site visit.

5.9.2 The contractor agrees to allow the government to provide childcare services via separate contract in the conference rooms identified as childcare rooms.

5.9.3 The contractor shall have adequate staff at the front desk during check-in/registration to ensure attendees are promptly served.

5.9.4 The contractor is required to have a representative on-site throughout the duration of the conference. This representative shall have the authority to make decisions and bind the contractor should changes be necessary.

5.10 COVID-19 Compliance

5.10.1 The contractor shall ensure all lodging, meeting space, childcare services and catering is provided in a manner that complies with Federal, State, and Local regulations as they relate to COVID-19. In addition, the contractor shall ensure that services are provided in a manner that complies with Centers for Disease Control and Prevention (CDC) guidance for COVID-19 safety. Contractor shall provide hand sanitizer and disposable masks at each entry to every space provided for this requirement. Additionally, the contractor will post basic COVID-19 guidance.

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).

PWSParagraph Performance Standard Acceptable Quality Levels (AQL)

Surveillance Method / By Whom

5.2

Provide sleeping rooms

Provide clean and maintained rooms, timely and acceptable housekeeping services in accordance with establishment’s mission to include adequate heating/cooling within the rooms, hospitable staff, relaxing atmosphere (quiet time), and other lodging requirements as identified in the contract.

If rooms do not meet the standard, the contractor shall correct the issue or arrange for alternative lodging within 30 minutes.

Random Monitoring / COR

5.3

Provide event space

The contractor shall provide clean and safe meeting space, to include audio visual equipment and displays, conducive to a training environment.

Each space shall be large enough to comfortably accommodate the number of participates identified per room type.

If meeting space(s) does not meet the standard, the contractor shall correct the issue or arrange for alternative meeting space at no additional cost to the government within one hour of deficiency notification.

5.4

Catering

The contractor shall provide a variety of high quality foods and beverages in a timely manner which complies with all Federal, State and local laws, regulations, policies, permits and insurance in accordance with commercial food and beverage standards.

Food and beverage services not conforming to food industry standards shall be corrected on the spot at no additional cost to the government.

5.5 and Manage

A/V equipment

The contractor shall provide high quality, operable AV requirements, and certified and knowledgeable staff to troubleshoot and respond to any issues as outlined in the

PWS and contract.

Issues shall be resolved within 30 minutes of identification at no additional cost to the government. More than one issue during the event will result in a 10% reduction in AV cost at the time of invoice.

Random Monitoring/ COR

5.6

Childcare Services

The contractor shall provide all certified caregivers to monitor and supervise all children under section 5.7.1 and 5.7.2 within the Virginia State regulations, adult to child ratio and within section 5.7.3 requirement.

Meet the PWS standard 100% of the time

100% Surveillance

5.10

COVID-19

Compliance

The contractor will ensure that all lodging, meeting space, childcare services and catering is provided in a manner that complies with Federal, State, and Local regulations as they relate to COVID-19. and Centers for Disease Control and Prevention (CDC) guidance for COVID-19 safety.

Contractor shall provide hand sanitizer and disposable masks

Meets the PWS standard 100% of the time

100% inspection/COR at each entry to every space provided for this requirement.

Additionally, the contractor will post basic COVID-19 guidance in the privy of contract

TECHNICAL EXHIBIT 2

Deliverables Schedule

PWS Reference / Deliverable Title

Frequency Number of Copies

Medium/Format Submit To

1.4.6 Quality Control

No later than 5 calendar days after award.

1 Electronic Submission

(email)

COR

1.4.10 Contract Manager

Designation

No later than 5 calendar days after award.

1 Electronic Submission

(email)

COR and KO

5.2.1 Blocked

Room list

No later than five (5) calendar days after award.

1 Electronic Submission

(email)

COR

5.4.1 & 5.4.2 / Catering Menu

No later than 5 working days after award.

1 Electronic Submission

(email)

COR

5.6.4 Proof of

background investigations

No later than 5 calendar days prior to the event.

1 Electronic Submission

COR

5.6.6 Childcare

Equipment and Supplies

No later than five (5) days before the event start date

1 Electronic Submission

COR

5.6.7 Childcare Activity

Schedule

No later than five (5) days before the event start date

1 Electronic Submission

COR

5.6.8 Sign-in Roster

for Child Care

No later than 6:00 p.m.

October 23, 2022

1 Hardcopy COR

5.8.5 Reserved Parking

Area list

No later than five (5) days before the event start date

1 Electronic Submission

(email)

COR